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180 lines
19 KiB
HTML
180 lines
19 KiB
HTML
<!DOCTYPE html>
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<html>
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<head>
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<title>Cut/copy/paste data</title>
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<meta charset="utf-8" />
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<meta name="description" content="Cut/copy/paste data using the keyboard shortcuts" />
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<link type="text/css" rel="stylesheet" href="../../../../../../common/main/resources/help/editor.css" />
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<link type = "text/css" rel = "stylesheet" href = "../../images/sprite.css" />
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<script type="text/javascript" src="../callback.js"></script>
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<script type="text/javascript" src="../../../../../../common/main/resources/help/search/js/page-search.js"></script>
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</head>
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<body>
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<div class="mainpart">
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<div class="search-field">
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<input id="search" class="searchBar" placeholder="Search" type="text" onkeypress="doSearch(event)">
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</div>
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<h1>Cut/copy/paste data</h1>
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<h3>Use basic clipboard operations</h3>
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<p>To cut, copy, and paste data in the current spreadsheet, make use of the right-click menu or use the corresponding icons of the <a href="https://www.onlyoffice.com/spreadsheet-editor.aspx" target="_blank" onclick="onhyperlinkclick(this)"><b>Spreadsheet Editor</b></a> available on any tab of the top toolbar,</p>
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<ul>
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<li><b>Cut</b> — select data and use the <b>Cut</b> option from the right-click menu, or the <span class="icon icon-cut"></span> <b>Cut</b> icon on the top toolbar to delete the selected data and send it to the computer clipboard memory.</li>
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<li><b>Copy</b> — select data and either use the <span class="icon icon-copy"></span> <b>Copy</b> icon at the top toolbar or right-click and select the <b>Copy</b> option from the menu to send the selected data to the computer clipboard memory.</li>
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<li><b>Paste</b> — select a place and either use the <span class="icon icon-paste"></span> <b>Paste</b> icon on the top toolbar or right-click and select the <b>Paste</b> option to insert the previously copied/cut data from the computer clipboard memory to the current cursor position.</li>
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</ul>
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<p><span class="onlineDocumentFeatures">In the <em>online version</em>, the following <a href="../HelpfulHints/KeyboardShortcuts.htm" target="_blank">key combinations</a> are only used to copy or paste data from/into another spreadsheet or some other program,</span> <span class="desktopDocumentFeatures">in the <em>desktop version</em>, both the corresponding buttons/menu options and key combinations can be used for any copy/paste operations:</span></p>
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<ul>
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<li><kbd>Ctrl</kbd>+<kbd>X</kbd> key combination for cutting (<kbd>Command</kbd>+<kbd>X</kbd> for macOS);</li>
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<li><kbd>Ctrl</kbd>+<kbd>C</kbd> key combination for copying (<kbd>Command</kbd>+<kbd>C</kbd> for macOS);</li>
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<li><kbd>Ctrl</kbd>+<kbd>V</kbd> key combination for pasting (<kbd>Command</kbd>+<kbd>V</kbd> for macOS).</li>
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</ul>
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<p class="note">Instead of cutting and pasting data within the same worksheet, you can select the required cell/cell range, hover the mouse cursor over the selection border so that it turns into the <span class="icon icon-arrow"></span> arrow icon and drag and drop the selection to the necessary position.</p>
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<p>To enable / disable the automatic appearance of the <b>Paste Special</b> button after pasting, go to the <b>File</b> tab → <b>Advanced Settings</b> and check / uncheck the <b>Show the Paste Options button when the content is pasted</b> checkbox.</p>
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<h3>Use the Paste Special feature</h3>
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<p class="note">For collaborative editing, the <b>Paste Special</b> feature is available in the <b>Strict</b> co-editing mode only.</p>
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<p>Once the copied data is pasted, the <span class="icon icon-pastespecialbutton"></span> <b>Paste Special</b> button appears next to the bottom right corner of the inserted cell/cell range. Click this button to select the necessary paste option or use the <kbd>Ctrl</kbd> key to open the <b>Paste Special</b> menu, then press the letter key given in the brackets next to the required option.</p>
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<p>When pasting a cell/cell range with formatted data, the following options are available:</p>
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<p><img class="floatleft" style="margin-right: 22px;" alt="Paste options" src="../images/pastespecial.png" /></p>
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<ul>
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<li><em>Paste (Ctrl menu then</em> <kbd>P</kbd><em>)</em> — allows you to paste all the cell contents including data formatting. This option is selected by default.</li>
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<li>
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The following options can be used if the copied data contains formulas:
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<ul>
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<li><em>Paste only formula (Ctrl menu then</em> <kbd>F</kbd><em>)</em> — allows you to paste formulas without pasting the data formatting.</li>
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<li><em>Formula + number format (Ctrl menu then</em> <kbd>O</kbd><em>)</em> — allows you to paste formulas with the formatting applied to numbers.</li>
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<li><em>Formula + all formatting (Ctrl menu then</em> <kbd>K</kbd><em>)</em> — allows you to paste formulas with all the data formatting.</li>
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<li><em>Formula without borders (Ctrl menu then</em> <kbd>B</kbd><em>)</em> — allows you to paste formulas with all the data formatting except the cell borders.</li>
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<li><em>Formula + column width (Ctrl menu then</em> <kbd>W</kbd><em>)</em> — allows you to paste formulas with all the data formatting and set the source column`s width for the cell range.</li>
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<li><em>Transpose (Ctrl menu then</em> <kbd>T</kbd><em>)</em> — allows you to paste data, switching its structure from columns to rows, or vice versa. This option is available for regular data ranges, but not for formatted tables.</li>
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</ul>
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</li>
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<li>
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The following options allow you to paste the result that the copied formula returns without pasting the formula itself:
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<ul>
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<li><em>Paste only value (Ctrl menu then</em> <kbd>V</kbd><em>)</em> — allows you to paste the formula results without pasting the data formatting.</li>
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<li><em>Value + number format (Ctrl menu then</em> <kbd>A</kbd><em>)</em> — allows to paste the formula results with the formatting applied to numbers.</li>
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<li><em>Value + all formatting (Ctrl menu then</em> <kbd>E</kbd><em>)</em> — allows you to paste the formula results with all the data formatting.</li>
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</ul>
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</li>
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<li><em>Paste only formatting (Ctrl menu then</em> <kbd>R</kbd><em>)</em> — allows you to paste the cell formatting only without pasting the cell contents.</li>
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<li><em>Paste link (Ctrl menu then</em> <kbd>N</kbd><em>)</em> — allows you to paste the <a href="../UsageInstructions/AddExternalLinks.htm" onclick="onhyperlinkclick(this)">external link to a cell or range of cells</a> in another spreadsheet within the current portal (in the online editor) or in a local file (in the desktop editor).</li>
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<li>
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The <em>Paste Special</em> menu opens the advanced settings:
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<p><img class="floatleft" style="margin-right: 22px;" alt="Paste Special window" src="../images/pastespecial_window.png" /></p>
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<ol>
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<li>
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<b>Paste</b>
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<ul>
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<li><em>Formulas</em> — allows you to paste formulas without pasting the data formatting.</li>
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<li><em>Values</em> — allows you to paste the formula results without pasting the data formatting.</li>
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<li><em>Formats</em> — allows you to apply the formatting of the copied area.</li>
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<li><em>Comments</em> — allows you to add comments previously added to the copied area.</li>
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<li><em>Column widths</em> — allows you to set certal column widths of the copied area.</li>
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<li><em>All except borders</em> — allows you to paste formulas and formula results with all their formatting except borders.</li>
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<li><em>Formulas & formatting</em> — allows you to paste formulas and apply formatting on them from the copied area.</li>
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<li><em>Formulas & column widths</em> — allows you to paste formulas and set certaln column widths of the copied area.</li>
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<li><em>Formulas & number formulas</em> — allows you to paste formulas and number formulas.</li>
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<li><em>Values & number formats</em> — allows you to paste formula results and apply the numbers formatting of the copied area.</li>
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<li><em>Values & formatting</em> — allows you to paste formula results and apply the formatting of the copied area.</li>
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</ul>
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</li>
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<li>
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<b>Operation</b>
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<ul>
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<li><em>Add</em> — allows you to automatically add numeric values in each inserted cell.</li>
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<li><em>Subtract</em> — allows you to automatically subtract numeric values in each inserted cell.</li>
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<li><em>Multiply</em> — allows you to automatically multiply numeric values in each inserted cell.</li>
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<li><em>Divide</em> — allows you to automatically divide numeric values in each inserted cell.</li>
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</ul>
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</li>
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<li><b>Transpose</b> — allows you to paste data, switching its structure from columns to rows, or vice versa.</li>
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<li><b>Skip blanks</b> — allows you to skip pasting empty cells and their formatting.</li>
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</ol>
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</li>
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</ul>
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<p>When pasting the contents of a single cell or some text within autoshapes, the following options are available:</p>
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<ul>
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<li><em>Source formatting (Ctrl menu then</em> <kbd>K</kbd><em>)</em> — allows you to keep the source formatting of the copied data.</li>
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<li><em>Destination formatting (Ctrl menu then</em> <kbd>M</kbd><em>)</em> — allows you to apply the formatting that is already used for the cell/autoshape where the data are to be inserted to.</li>
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</ul>
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<h5 id="delimiteddata">Paste delimited text</h5>
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<p class="note">The delimited text can contain several records, and each record corresponds to a single table row. Each record can contain numerous text values separated with a delimiter (such as a comma, semicolon, colon, tab, space, or other characters). The file should be saved as a plain text <b>.txt</b> file.</p>
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<p>When pasting the delimited text copied from a <b>.txt</b> file, the following options are available:</p>
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<ul>
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<li><em>Keep text only (Ctrl menu then</em> <kbd>T</kbd><em>)</em> — allows you to paste text values into a single column where each cell's contents correspond to a row in the source text file.</li>
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<li>
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<em>Use text import wizard</em> — allows you to open the <b>Text Import Wizard</b> that helps to easily split the text values into multiple columns where each text value separated by a delimiter will be placed into a separate cell.
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<p>When the <b>Text Import Wizard</b> window opens, select the text delimiter(-s) used in the delimited data from the <b>Delimiter</b> drop-down list. The data split into columns will be displayed in the <b>Preview</b> field below. If you are satisfied with the result, click the <b>OK</b> button.</p>
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</li>
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</ul>
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<p><img alt="Text import wizard" src="../images/textimportwizard.png" /></p>
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<p>If you pasted delimited data from a source that is not a plain text file (e.g., text copied from a web page, etc.), or if you applied the <em>Keep text only</em> feature and now want to split the data from a single column into several columns, you can use the <b>Text to Columns</b> option. </p>
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<p>To split data into multiple columns:</p>
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<ol>
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<li>Select the necessary cell or column that contains data with delimiters.</li>
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<li>Switch to the <b>Data</b> tab.</li>
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<li>Click the <b>Text to columns</b> button on the top toolbar. The <b>Text to Columns Wizard</b> opens.</li>
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<li>In the <b>Delimiter</b> drop-down list, mark the delimiter used in the delimited data. You can select multiple delimiter types.</li>
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<li>
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Click the <b>Advanced</b> button to open the <b>Advanced Settings</b> window in which you can specify the <b>Decimal</b> and <b>Thousands</b> separators.
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<p><img alt="Separator settings window" src="../images/separator.png" /></p>
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</li>
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<li>Preview the result in the field below and click <b>OK</b>.</li>
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</ol>
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<p>After that, each text value separated by the delimiter will be located in a separate cell.</p>
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<p class="note">If there is some data in the cells to the right of the column you want to split, the data will be overwritten.</p>
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<h3>Use the Auto Fill option</h3>
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<p>To quickly fill multiple cells with the same data use the <b>Auto Fill</b> option:</p>
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<ol>
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<li>Select a cell/cell range containing the required data.</li>
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<li>
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Move the mouse cursor over the fill handle in the bottom right corner of the cell. The cursor will turn into a black cross:
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<p><div class="big big-autofill"></div></p>
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</li>
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<li>Drag the handle over the adjacent cells to fill them with the selected data.</li>
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</ol>
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<p class="note">If you need to create a series of numbers (such as 1, 2, 3, 4...; 2, 4, 6, 8..., etc.) or dates, you can enter at least two starting values and quickly extend the series by selecting these cells and dragging the fill handle. For a series of days of the week or months, enter the initial value and drag the fill handle. </p>
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<p>To further customize the cell autofilling, drag the range with the right mouse button to open the Auto Fill context menu:</p>
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<p><img alt="Series — context menu" src="../images/series_context_menu.png" /></p>
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<ul>
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<li><b>Copy cells</b> — the cell range content will be copied into your clipboard.</li>
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<li><b>Fill series</b> — autofill based on the established pattern in the selected cell range.</li>
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<li><b>Fill days</b> — only days will follow the established pattern, e.g., 01/01/2025, 02/01/2025 ... (DD-MM-YYYY).</li>
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<li><b>Fill weekdays</b> — only weekdays will follow the established pattern; the weekends will be omitted.</li>
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<li><b>Fill months</b> — only months will follow the established pattern, e.g., 01/01/2025, 01/02/2025 ... (DD-MM-YYYY).</li>
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<li><b>Fill years</b> — only years will follow the established pattern, e.g., 01/01/2025, 01/01/2026 ... (DD-MM-YYYY).</li>
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<li><b>Linear trend</b> — the autofill will follow the linear trend (1, 2, 3 ...).</li>
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<li><b>Growth trend</b> — the autofill will follow the exponential growth trend (1, 2, 4, 8, 16 ...).</li>
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<li><b>Series</b> — opens the <b>Series</b> menu, where you can further <a href="#series">customize the settings</a>.</li>
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</ul>
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<h3>Fill cells in the column with text values</h3>
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<p>If a column in your spreadsheet contains some text values, you can easily replace any value within this column or fill the next blank cell selecting one of already existing text values.</p>
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<p>Right-click the necessary cell and choose the <b>Select from drop-down list</b> option in the contextual menu.</p>
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<p><img alt="Select from drop-down list" src="../images/selectfromlist.png" /></p>
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<p>Select one of the available text values to replace the current one or fill an empty cell.</p>
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<h3 id="series">Fill cells using the Series tool</h3>
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<ol>
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<li>
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Select a cell/cell range containing the initial data and some empty cells in the necessary direction. Click the <b>Fill</b> icon on the <b>Home</b> tab of the top toolbar and choose the <b>Series</b> option.
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<p>You can also use the <b>Down</b>, <b>Right</b>, <b>Up</b>, <b>Left</b> options to fill the selected empty cells.</p>
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<p><img alt="Series — menu" src="../images/series_menu.png" /></p>
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<p>There is another way to access the <b>Series</b> window. You can select the initial data, move the mouse cursor over the fill handle in the bottom right corner of the cell, click and hold the <b>right mouse button</b> on the fill handle, then drag down, up, right, or left and release the right mouse button — the context menu appears with the <b>Series</b> option.</p>
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</li>
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<li>
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In the <b>Series</b> dialog window, select the necessary options and click <b>OK</b>:
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<p><img alt="Series — window" src="../images/series_window.png" /></p>
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<ul>
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<li><b>Series in</b>: <em>Rows</em>, <em>Columns</em> — select the direction to fill cells.</li>
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<li><b>Type</b>: <em>Linear</em> is used to add the step value to the starting value and then to each subsequent value, <em>Growth</em> is used to multiply the starting value by the step value, <em>Date</em> is used to fill cells with a series of dates, <em>AutoFill</em> is used to fill cells with data based on other cells.</li>
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<li><b>Date unit</b>: <em>Day</em>, <em>Weekday</em>, <em>Month</em>, <em>Year</em> — select the date unit you want to increase the series by.</li>
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<li><b>Trend</b> — check this box if there is more than one starting value in the series.</li>
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<li><b>Step value</b> — select the numerical value you want to increase the series by. By default, it is set to 1.</li>
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<li><b>Stop value</b> — specify the last value in the series.</li>
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</ul>
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</li>
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</ol>
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</div>
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</body>
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</html> |