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Creating a Shortcut for Pasting Values

Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Creating a Shortcut for Pasting Values.

One of the most often-used commands in Excel is the Paste Special option from the Edit menu, where you can figure out exactly how you want information pasted into a worksheet. On the Paste Special dialog box, the Values selection is undoubtedly the one used the most. Since pasting only values in this manner is used so often, you might think that Microsoft would provide a shortcut key to, well, just paste values.

Unfortunately, they don't provide one. There are ways around this, however. One way is to just create a toolbar button that pastes values for you. All you need to do is follow these steps:

  1. Choose Customize from the Tools menu. Excel displays the Customize dialog box.
  2. Make sure the Commands tab is selected. (See Figure 1.)
  3. Figure 1. The Commands tab of the Customize dialog box.

  4. In the list of Categories, select the Edit category.
  5. In the list of Commands, select Paste Values.
  6. Use the mouse to drag the Paste Values command from the Commands list to its new location on the toolbar. When you release the mouse button, the new icon appears on the toolbar.
  7. Click on Close to dismiss the Customize dialog box.

Now, whenever you want to paste just the values, you can click on the new toolbar button.

If you don't want to use the mouse to paste values, then you can use the tried-and-true keyboard sequence to paste values: Alt+E, S, V, Enter. This sequence selects the menus and dialog box options necessary to paste values.

If you want a shorter keyboard shortcut, the best way to do it is to create a macro that does the pasting for you, and then make sure that you assign a keyboard shortcut to the macro. For instance, create the following simple macro:

Sub PasteVal()
    Selection.PasteSpecial Paste:=xlValues
End Sub

Now, follow these steps:

  1. Press Alt+F8 to display the Macro dialog box.
  2. From the list of available macros, select the PasteVal macro you just created.
  3. Click on Options. Excel displays the Macro Options dialog box. (See Figure 2.)
  4. Figure 2. The Macro Options dialog box.

  5. In the Shortcut Key area, indicate the key you want used with the Ctrl key as your shortcut. For instance, if you want Ctrl+G to execute the macro, then enter a G in the Shortcut Key area.
  6. Click on OK to close the Macro Options dialog box.
  7. Click on Cancel to close the Macro dialog box.

Now, whenever you want to paste values, all you need to do is press Ctrl+G, the macro is run, and the values in the Clipboard are pasted to the selected cell.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2657) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Creating a Shortcut for Pasting Values.

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Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

 

Comments for this tip:

Serhan    12 Jun 2014, 09:37
It is so usefull really, especially for 2003 and 2007 users. But only one problem is that I cant undo after i paste by using macro.
Umihara Kawakaze    26 Nov 2012, 07:21
Same problem as Steve, all i want to do is when i ctrl-C and ctrl-v it will only paste values, and its not just for my computer, its for everyone that uses the sheet. MACROS ARE OUT OF QUESTION, scares my boss and everyone else onec they recive that virus warning.
awyatt    20 Nov 2012, 11:27
Yes, you can do what Mark suggests. Or, you could simply click the link at the end of the tip that takes you to a version of this for later, ribbon-based versions of the program.
Mark    20 Nov 2012, 11:25
Steve,
To replicate the above for Excel 2010 do the following:
In the Ribbon navigate to File-> Options
In to pop-up window select Customise Ribbon
In the right hand side column select which of the main tabs you’d like your shortcut to be placed (i.e. ‘Home’ or ‘Insert’)
At the bottom of this column click ‘New Group’. This will create a new item within your chosen tab called ‘ New Group (Custom)
You may want to call it something more meaningful, like ‘Paste Values’. To do this, click on the ‘Rename’ button at the bottom. In the pop-up window type in a new name in the ‘Display name’ window (bottom of the pop-up). Click ok.
With your new group selected, move now to the left hand column. From the drop down list (Choose commands from) select ‘All Commands’
Scroll down to command called’ Values’ (the one with a numbered icon ‘123’)
Select the command and click on the ‘Add’ button in the middle of the pop-up. You now should see the command icon copied across to your newly created Group.
Click ok. Your new button should be available in the Tab you’ve selected to create it in.
Thanks
awyatt    01 Nov 2012, 09:07
You mention "ribbons." That means you are using Excel 2007 or Excel 2010. This tip wasn't designed to work with those versions of Excel. Sorry!

The older versions of Excel (pre-ribbon) were much, much more customizable than the newer, ribbon-based versions.

-Allen
Steve Patrinick    31 Oct 2012, 14:23
I am trying to follow your instructions for creating a toolbar button for pasting values. Your very first step is "Choose Customize from the Tools menu." However, I cannot find any "Tools" menu among the seven ribbons in Excel. If I am looking at an Excel spreadsheet with the names of the seven ribbons on top of the screen, how would I navigate to the "Tools" menu?

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