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When you copy data in Excel, usually you have a clear idea as to where you want to paste the data, but you may also be aware of the fact that after copying data or as you copy data, and you can press Ctrl+C, right-click, Copy, any number of different ways. When you go to the destination or receiving area, there will be times when you want to use Paste Special. I'm going to right-click here and choose Paste Special. Now, possibly we could use some of the buttons here or maybe just click Paste Special to bring up the Paste Special dialog box.
Quite a few choices in here. For example you might want to do a Transpose. Now, you may not have seen this feature, but this is a great tool for transposing row-column data into column-row data. Now, as it turns out, this might or might not have been a good idea. Let me zoom back. Maybe you're exploring the thought of maybe redesigning the layout. So allow yourself to accommodate up to 12 months. This might be a better style. But the point of this little exercise is to remind ourselves that Paste Special has a lot of options in it, and there is a faster way to get there. And so if for example we were to highlight this data and we are about to transpose it, we might press Ctrl+C, click over here and press Ctrl+Alt+V. It's an unusual keystroke combination. Ctrl+Alt+V is reminiscent of Ctrl+V for Paste, but Ctrl+Alt+V activates the Paste Special dialog box, and I don't need to say all the benefits of this dialog box, but there are quite a few and Transpose is certainly one when you need that feature. Want to make it faster with Ctrl+Alt+V. Another technique you can use this for would be a situation where you've got some values, and you want to change a bunch of them at once.
I'm going to go back to the HR List here. Suppose we want to give new salaries to everybody, and we'll make it a pretty simple, straightforward formula here, equal the existing salary plus 1000. Press Ctrl+Enter here. Double-click to fill in the column. Maybe we'd look at this, we use it for a while, and then we decide maybe a few days later, yes the new salaries have been approved. Why don't we simply take this data and replace the other data over here in column J? So, we can do this a couple of different ways. One way might be simply, since the data is selected, press Ctrl+C, click right here, Ctrl+Alt+V and what do we want to paste here? Values.
Just double-click and we're all done. You can get rid of the data over in column L or keep it around for a while, whatever. Actually the data right now will be misleading. So we could simply for example hold down the Shift key, double-click the bottom edge, and press Delete. But again, activating the Paste Special dialog box with Ctrl+Alt+V is going to save you some time.
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