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Moving, copying, and inserting data

From: Excel 2013 Essential Training

Video: Moving, copying, and inserting data

One of the basic tools we use at different times to redesign the look of a worksheet is the ability to move or copy data to different locations. We're looking at the worksheet called Move-Copy-Insert. And in Columns A to I, we've got Sales and Profits for the first half here. And possibly for presentation reasons, or for printing reasons, we might want to redesign the look of this. For example, maybe we want to display this on the screen. We'd rather not talk about this information. We don't want to delete it.

Moving, copying, and inserting data

One of the basic tools we use at different times to redesign the look of a worksheet is the ability to move or copy data to different locations. We're looking at the worksheet called Move-Copy-Insert. And in Columns A to I, we've got Sales and Profits for the first half here. And possibly for presentation reasons, or for printing reasons, we might want to redesign the look of this. For example, maybe we want to display this on the screen. We'd rather not talk about this information. We don't want to delete it.

Why don't we just move this data somewhere else? Now, there are multiple ways to move information. Certainly a common way is the two- step technique called Cut and Paste. We can get to cut in a number of ways. On the Home tab, you'll see a Scissors here. As you slide over, it recognized the keystroke shortcut, Ctrl+X. We could click the Scissors, and if we want this data down in Row 17, we could then click there, and notice the prompt at the bottom of the screen--"Select destination"--and press ENTER or choose Paste.

We could click the Paste button up above or we could simply press Enter, and we move the data that way. Now, generally there's a faster way of doing this. I'm going to press Ctrl+Z to undo what I had done and Escape here. When we select data, which we must do before cutting and pasting, why not just drag the data? Now, unless we're dragging this hundreds of rows, thousands of rows or columns downward or rightward, why not just drag the data? So using the mouse, we can point to any edge-- --it doesn't have to be the top, it can be any edge--drag it here, we could even put it into separate columns--although that probably wouldn't make a lot of sense here-- but drag it to wherever you want, maybe even overlapping.

It looks like it's overlapping, but this is simply going to move the data downward. So dragging data. The formulas within here still refer to the data up above, we're still seeing the same numbers. It's easy, it's fast. I think much of the time moving data really is just a simple drag. You select the data, hold down the left mouse button, drag across all the data, move it wherever you want to move it. We can do that easily. Once again, I'll press Ctrl+Z a few times to go back to where we were. There we are. Now, at other times you might want to copy data.

The data here has formulas with it as well. We might want to make a copy of this, maybe we want a different set of numbers, we want to experiment with these a little bit. So we want to keep the data here, but let's also copy it down below. Now, many times this too is a two-step process, and the process here begins with Copy or Ctrl+C. So we could copy that data and just as with Move, we could go to a destination area down here and press Enter. So we've copied the data, but let me press Ctrl+Z to undo.

Dragging probably is going to work better. Select the data that we want to copy, drag any edge--it doesn't make any difference which edge--and as you drag, hold down the Ctrl key. You'll see a tiny plus that accompanies the arrow there, and you don't have to hold down the Ctrl key immediately, but just as you get toward the destination, make sure you are holding down Ctrl; be sure to let go of the mouse first. So we've copied the data, and we see it up above as well, and we could copy it again and again if we wish. The formulas that are here, for example this one, refers to these cells, not to the cells up above.

So copying data many times is, after selecting it, simply dragging the data with the Ctrl key. Sometimes you heard the phrase Ctrl-Drag. There might also be times when we need to insert data. Now, if we're looking at this list where we see Sales, Expenses and Profits, why down here is it Sales, Profits and Expenses? That seems to be not right, they should be in sync. And so one way to rearrange this is to insert a new row above Profits and then move this data above it, something like that.

Let's simply make it a one-step operation. After selecting the data here, we're going to drag this upward using the Shift key. In other words, we want this data--the Expenses Change data--to be between Sales and Profits. So we've selected the data, we hold down the Shift key as we drag this upward, and we let go of the mouse first. There it is. So we've simply moved the data upward, moved and inserted at the same time. You can do this with entire rows. You can do it with entire columns.

On the same worksheet, off to the right, in columns M rightward, we've got a list of data. Maybe it just so happens that we want the Benefits column to the left of Hire Date. So we'll click Column R. We're going to drag the left edge. Now, we can drag either edge or even the top, it doesn't make any difference, just put the mouse pointer on the edge here, and as we drag leftward, we've got the Shift key held down. Drag it over to here, let go of the mouse, we're moving the Benefits column to the left of the Hire Date column.

And where necessary, you can move two columns, three columns, you can move these leftward or rightward; it doesn't make any difference. If we want to move the Building and Department columns to the right of Years, we'll drag this rightward here, with the Shift key held down, drag it right there, let go of the mouse; we move those two columns that way. So we can easily move cells or columns or rows while inserting the data. So anytime it comes to moving data or copying data or moving and inserting as a general approach, dragging the data tends to work faster than the commands we see on the clipboard.

But there's no question that we need this capability as we redesign our worksheets.

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This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 69308 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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