How to Copy Multiple Cells in Excel (4 Easy Ways)

There will come a time in your spreadsheet ventures when you will want to copy multiple cells in Excel. This can be a very long and tedious task if you were to enter tables of data again vs having a quick and easy way (or ways) to copy the data, not to mention, the risk of human error reentering all that data is too great, especially with large datasets.

Below are 4 easy ways for you to copy multiple cells in Excel to save you time and ensure the integrity of your data. Whether you're managing a spreadsheet for work, school, or your finances, the ability to copy multiple cells with finesse is a skill worth acquiring.

Copy Multiple Cells in Excel

Before we delve into the intricate details, let's kick things off with the basics. Copying multiple cells in Excel is akin to making a digital photocopy of your data. It allows you to duplicate information quickly and place it in another location within the same worksheet or even a different one. Say goodbye to the days of manually retyping information. Let's go through the 4 easy ways to copy multiple cells in Excel.

1. Keyboard Shortcut Method

This method allows you to copy cells by using a combination of keys on your keyboard, called keyboard shortcuts. Here's how to copy cells in Microsoft Excel using these simple steps:

Select Cells

Click and drag to select the desired range of cells. You can also hold down the “Ctrl” key and click on individual cells to choose random or non-adjacent cells that are not all grouped together.

Copy Cells

Once your cells are selected, press “Ctrl” + “C”. This action copies the data to the clipboard, ready for pasting.

Paste Cells

Move to the desired location, be it a different single cell, row, or even worksheet. Press “Ctrl” + “V”, and voilà! Your copied cells appear like magic.

Note, the cell that you paste into, will become the top left cell of your data set. In the simple example below I chose the cell location D3. Also, make sure that you choose blank cells to paste into, otherwise, you will copy over other data.

2. The Right-Click Method

The right-click menu allows you to copy and paste with a few simple mouse clicks. To use this method:

Select Cells

Same drill as before – select your cells with a click and drag of the mouse or by holding the “Ctrl” button and clicking. This will allow you to choose random cells that are not all grouped together.

Copy Cells

Right-click on the selected cells and choose “Copy” from the context menu.

Paste Cells

Right-click again at the desired different location and select the “Paste Options” that works best. Hover over each of the clipboard options to see how they differ in formatting. Note, the cell that you paste into, will become the top left cell of your data set or selected range you want copied.

3. The Fill Handle Method (or Pull Down Method)

Ever noticed a little square in the bottom-right corner of a selected cell? That's your gateway to copy cells down a column (or across a row, but not both at the same time) as fast as you can drag your mouse. Here's what you do:

Select Cells

Choose the cell containing the data you want to copy by selecting your cells with a click and drag of the mouse or by holding the “Ctrl” button and clicking.

Copy Cells

Hover your mouse over the bottom-right corner of the cell until it turns into a small black crosshair. Click and drag to cover the desired range.

Paste Cells

If you left-click and drag, as soon as you release the mouse button it will automatically “Fill With Formatting”. This means if you have a number in your data it will want to count up. If you right-click the mouse and drag, it will open the mini toolbar. If you click on the “Copy Cells” option it will copy the data across the range. Your desired destination cells must be either directly below the cell you want to copy, or directly beside the cells you want to copy.

4. The Home Tab – Copy and Paste Buttons

The last option is using the Home Tab of the Excel Ribbon. This is my least favourite way only because I find it clunky with having to jump all over the screen. You'll see what I mean below

Select Cells

Choose the cell containing the data you want to copy by selecting your cells with a click and drag of the mouse or by holding the “Ctrl” button and clicking. This will allow you to choose random cells that are not all grouped together.

Copy Cells

On the Home Tab of the Excel Ribbon, click on the “Copy” button within the Clipboard menu.

Paste Cells

Click on the new location or different cell where you want to paste the data, then on the Home Tab again, click on the “Paste” button.

See what I mean by having to jump around the screen a lot? Regardless, it works and is an option that many people use. It's whatever you get comfortable using.

Frequently Asked Questions

Can I copy cells to a different worksheet?

Absolutely! You can copy cells from one worksheet to a different worksheet using the same methods mentioned earlier. Just make sure you switch to the destination worksheet before you paste multiple cells.

How do I copy cells with formulas intact?

Great question! When you copy cells with formulas, Excel is smart enough to adjust the formula references automatically based on their relative positions. So, if you copy a formula from cell A1 to B1, the formula in B1 will adjust accordingly.

Can I copy cells with formatting?

You bet! Refer to #3 The Fill Handle Method. If you want to retain the formatting of the copied cells, use the “Paste Special” option. After copying, right-click on the destination cell, choose “Paste Special,” and select the formatting option.

What if I want to copy cells that aren't adjacent or bordering?

No worries! Hold down the Ctrl key and click on each individual cell you want to copy. They'll all be added to your selection, and you can proceed with copying and pasting as usual.

Can I copy full columns or rows?

For sure! Instead of selecting a group of cells, you'll click on the column letter or row number to highlight the cells, and then follow methods 1, 2, or 4 from above. Method 3 will not work in this case.

Again make sure that you choose a blank row or blank column to paste your copied data into otherwise you'll paste over other data.

You've Mastered the Art of Copying

If you were to ask me what I think is the simplest way to copy multiple cells in Excel, the first one (Keyboard Shortcut Method) would be it. It's quick and easy and there is not a lot of scrolling or mouse movement which I like. I'm on the computer so much that the least amount of wrist movement is best.

With a handful of keyboard shortcuts and a touch of Excel intuition, you're now equipped to navigate the world of spreadsheets like a pro. Whether you're dealing with a large amount of data or small amounts of data, these techniques will streamline your workflow and save you valuable time. So, next time you're faced with rows upon rows of figures, remember: copying cells is your secret weapon for Excel supremacy. Happy copying, pasting, and spreadsheeting!