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: Quickly Entering Data.

Quickly Entering Data

by Allen Wyatt
(last updated February 16, 2013)

One of the nifty shortcuts provided in Excel allows you to copy data from the cell above the current cell. All you need to do is press Ctrl+". (That's a quote mark, which means you must hold down the Shift key as well.)

As an example of how this works, let's suppose you enter the number 12345 in cell A4. If you then move to cell A5 and press Ctrl+", 12345 appears in the cell. If you then go to cell A6 and type ABC and press Ctrl+", you end up with ABC12345 in the cell.

In reality, you could also use Ctrl+' (that's an apostrophe) to copy data if you wanted. There is only a slight difference in the way that Ctrl+' and Ctrl+" work, and that difference only applies when using the shortcuts to copy numeric values (including dates and times). The Ctrl+" shortcut retains the formatting of whatever is being copied, but the Ctrl+' shortcut does not.

As an example, let's assume that cell A5 contains the formatted value 12.34%. If you position the cursor in cell A6 and press Ctrl+", then Excel copies 12.34%. If, instead, you use Ctrl+' then Excel copies 0.1234.

These shortcuts can be real handy when you are entering data that has a lot of similarities within it—perhaps inventory numbers or part numbers. Give it a try!

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2311) 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: Quickly Entering Data.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Not Enough Resources to Delete Rows and Columns

Few things are as frustrating as trying to delete rows or columns and having Excel tell you that you can't perform the ...

Discover More

Renaming a Document

Want to rename a document that is already on your hard drive? You can, of course, do it in Windows, but you can also do it in ...

Discover More

Absolutely Positioning a Graphic

Want a graphic to appear at a precise place on the page? It's easy to gain control by following the steps in this tip.

Discover More

Excel Smarts for Beginners! Featuring the friendly and trusted For Dummies style, this popular guide shows beginners how to get up and running with Excel while also helping more experienced users get comfortable with the newest features. Check out Excel 2013 For Dummies today!

More ExcelTips (menu)

Relative Worksheet References when Copying

Copy a formula from one cell to another on the same worksheet, and Excel adjusts any relative references in the formula ...

Discover More

Getting Rid of Non-Printing Characters Intelligently

Is your worksheet, imported from an external source, plagued by non-printing characters that show up like small boxes ...

Discover More

Copying a Cell without Formatting

When you are copying a cell from one place to another (perhaps even to a different worksheet), you may not want to copy the ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 7?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.