Copy and Paste in Excel Without Changing Cell Size

When working with Excel, there may be times when you need to copy and paste data while maintaining specific formatting, especially the cell size. The default behavior of copying and pasting in Excel is to include all formatting, including cell sizes, which can overwrite target cell sizes unintentionally. This article guides you through several methods to copy and paste in Excel without changing the cell size.

Method 1: Use “Paste Special” to Exclude Formatting

Step 1: Copy the Desired Cells

Press Ctrl C or right-click on the selected cells and choose “Copy” from the context menu.

Step 2: Navigate to the Destination

Select the cell or range where you want to paste the data.

Step 3: Right-Click and Choose “Paste Special”

Right-click on the destination cell and select “Paste Special” from the context menu.

Step 4: Select “Values” or “Values and Number Formats”

Under the “Paste Special” dialog box, choose the “Values” option or “Values and Number Formats” if necessary, then click “OK.”

This ensures that only the content is pasted and the cell size and other formatting are retained.

Method 2: Paste as Plain Text

Step 1: Copy the Content

Select the cells and press Ctrl C or right-click and choose “Copy”.

Step 2: Go to the Destination and Right-Click

Right-click on the destination cell or range.

Step 3: Choose “Keep Text Only”

Click on the “Keep Text Only” option, which is represented by a clipboard with an “A”. This ensures that only the text or values are pasted, with no impact on the cell formatting or size.

Method 3: Use the Format Painter

If the copied data retains formatting and you need to restore the original cell size and formatting, use the Format Painter.

To Use the Format Painter

Select the cells with the correct formatting by clicking on one of the cells. Collapse the mouse pointer and click on the “Format Painter” in the “Home” tab. Click on the target cells to apply the formatting.

Method 4: Copy Data into a Preformatted Range

Before pasting, you can predefine the destination cell sizes and formatting. Then, use “Paste Special” to paste only the data or formulas.

Advanced Users: Use Macros

If you frequently need to paste without affecting cell sizes, you can automate this process with a macro. Here’s an example:

Sub PasteWithoutFormatting()
    PasteSpecial Paste:xlPasteValues
End Sub

To add this to the VBA editor:

Press Alt F11 to open the VBA editor. Paste the code into a new module. Assign the macro to a shortcut key for quick access.

Key Takeaways

Use “Paste Special” or “Keep Text Only” options to retain the original cell size without affecting the formatting. For advanced users, automate the process with macros like PasteWithoutFormatting to save time.

These methods ensure that your data is pasted accurately, retaining the desired cell size and formatting in Excel. By using these techniques, you can enhance your productivity and reduce the chances of accidentally altering cell sizes.