Excel Formula Copying Guide

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Copying formulas efficiently in Excel is crucial for avoiding errors like #REF! or #DIV/0! that can happen when manually entering them repeatedly. Instead of retyping the same formulas, Excel offers several ways to copy them across cells, ranges, or entire columns.

Copying a Formula to an Entire Column or Row

One of the fastest methods to apply a formula across a column or row is by using the Fill Handle. It allows you to extend the formula to adjacent cells without copy-pasting manually.

1. Start by putting your formula into the first cell. For example, let’s say we need to calculate values in column D from columns A and B.
   

   

2. Select the cell with the formula. Now, move your mouse to the small green square at the bottom right (the Fill Handle). The cursor will change to a black plus + sign.

3. Click and drag the Fill Handle down or across to apply the formula to the other cells.
   

   
   
   
   

As you drag, Excel updates cell references relatively, so each cell calculates using data in its own row or column.

Quick Tip: Double-clicking the fill handle auto-fills the formula to the last cell in the adjacent column containing data, which is a real time-saver!

Copying a Formula from One Cell to Another

Sometimes you just want to copy a formula to one specific cell. Here’s how to do it quickly using copy-paste.

1. Select the cell containing the formula and press Ctrl + C to copy it.
   
   
2. Go to the destination cell, and press Ctrl + V to paste it. You can also right-click and choose ‘Paste’ or ‘Formulas’ in ‘Paste Options’.
   
   

The pasted formula will adjust cell references based on the new location.

Copying a Formula to Multiple Cells

If you need the same formula in several non-adjacent cells, here’s a method:

1. Copy the cell with the formula using Ctrl + C.
   
   
2. Hold the Ctrl key while selecting each cell where you want the formula to go.
3. Press Ctrl + V to paste the formula into all chosen cells at once.

Copying a Formula to Non-Adjacent Cells

Copying a formula to cells that aren’t next to each other is easy with copy-paste.

1. Copy the formula from the original cell by pressing Ctrl + C.
   
   
2. While holding the Ctrl key, click each individual cell where you need the formula.
3. With the cells selected, press Ctrl + V to paste the formula into all of them.
   
   

Copying a Formula Without Formatting

Sometimes, copying formulas brings unwanted formatting. To copy only the formula:

1. Drag the Fill Handle as usual to extend the formula.
   
   
2. After releasing the mouse, click the ‘Auto Fill Options’ button, which appears as a small icon at the bottom-right of the filled range.
   
   
3. Choose ‘Fill Without Formatting’ to apply just the formula without changing cell appearance.
   

Copying Formulas Without Changing Cell References

When copying formulas, Excel normally updates cell references to their new locations. If you want to copy a formula exactly, without changing cell references, here are a few methods:

Method 1: Using Absolute Cell References

To make cell references stay constant when copied, use absolute references, with $ signs before the column letter and row number.

1. Edit your formula to use absolute cell references. For example, change =A1*B1 to =$A$1*$B$1.
2. Copy and paste the formula. Now, cell references will stay fixed at the original cells.

Method 2: Copying Formulas Exactly Using Copy-Paste Method

This method copies formulas exactly as they are written without relative reference changes.

1. Click the cell with the formula.

2. In the formula bar, select the entire formula and press Ctrl + C to copy it.
   

   

3. Press Esc to exit the formula bar.

4. Select the destination cell and paste with Ctrl + V.

   

The formula is now copied exactly, without reference changes.

Method 3: Using Find and Replace

You can also use ‘Find and Replace’ to modify formulas temporarily for copying purposes.

1. Select the cells with the formulas to copy.
2. Press Ctrl + H to open the ‘Find and Replace’ window.
3. In ‘Find what,’ type =. In ‘Replace with,’ enter something like #= and click ‘Replace All’ – this converts formulas into text.
   
   
4. Copy and paste the text strings into the needed cells.
5. Select both original and pasted cells. Open the ‘Find and Replace’ box again (Ctrl + H), and replace #= with = and click ‘Replace All’ to revert text to the original formulas.

The formulas are now copied exactly, without any alterations to cell references.

Copying Formulas and Preserving Number Formatting Only

If you need the formula along with number formatting (e.g., decimal places, currency) but not other formatting, follow these steps:

1. Copy the cell containing the formula using Ctrl + C.
2. Select the destination cells where the formula needs to be pasted.
3. On the ‘Home’ tab, click the arrow under ‘Paste’, and pick 'Formulas & Number Formatting’ (the icon that shows % fx).

This applies the formula and number formatting, while leaving other formatting untouched.