How to Copy Only Visible Cells in Excel? (The Easy Way)
Copying data in Excel is a basic task that most users can easily perform. However, things can get tricky when you need to copy only visible cells in Excel, particularly when you are working with filtered data or hidden rows/columns. By default, Excel copies all the cells within a selected range, including the hidden ones, which might not be what you want.
In this guide, we will show you how to copy only the visible cells in Excel efficiently, avoiding unwanted hidden data.
Why You Need to Copy Only Visible Cells
When working with large datasets in Excel, you may need to filter out certain rows or hide columns that contain unnecessary information. Copying only the visible data ensures that you only work with what is relevant, eliminating any hidden or filtered-out content. This is useful for:
- Maintaining clean reports
- Avoiding errors from copying irrelevant data
- Ensuring precision when pasting information into new sheets or documents
Now, let’s break down how to achieve this.
Steps to Copy Only Visible Cells in Excel
Here’s a simple method to ensure you copy only visible cells in Excel.
1. Select the Data Range
First, select the range of data that you wish to copy. You can select a column, row, or a specific range. Ensure that the data has hidden rows or columns or that filters are applied.
2. Access the Go To Special Feature
Once your data is selected, follow these steps:
- Go to the “Home” tab on the Ribbon.
- In the “Editing” group, click on “Find & Select.”
- From the drop-down menu, choose Go To Special.
This brings up a dialog box where you can select what kind of cells you want to copy.
3. Choose the Visible Cells Only Option
In the Go To Special dialog box:
- Select the option labeled Visible cells only.
- Press OK.
This will highlight only the visible cells, bypassing any hidden rows or columns.
4. Copy the Visible Data
Now, you can copy the selected visible cells by pressing Ctrl + C
on your keyboard or by right-clicking and selecting Copy. The key here is that only the visible cells are copied, not the hidden ones.
5. Paste the Visible Data
Finally, go to the location where you want to paste the data. Use the standard paste commands (Ctrl + V
or right-click and select Paste). The data will be pasted without including the hidden rows or columns.
Using Keyboard Shortcuts to Copy Visible Cells in Excel
For users who prefer working with keyboard shortcuts, Excel offers a quick way to copy visible cells using a combination of keys.
- Select the range of data you want to copy.
- Press
Alt + ;
to select only the visible cells. - Press
Ctrl + C
to copy the visible cells. - Navigate to the location where you want to paste the data.
- Press
Ctrl + V
to paste only the visible cells.
Copying Visible Cells with Filters Applied
If you’re working with filtered data, Excel’s default behavior includes copying hidden cells. To avoid this, ensure you’re following these steps:
- Apply the filter by selecting the range and choosing Data > Filter.
- Filter out the rows that you do not want to display.
- Once the filter is applied, select the visible cells by using the Go To Special option as mentioned earlier, or press
Alt + ;
to automatically select visible cells.
This technique is especially useful when working with large datasets where only a subset of the data is needed.
Using Excel Tables to Copy Only Visible Cells
Excel tables offer a straightforward way to manage and manipulate data. If your data is organized in an Excel table, copying only visible cells becomes even simpler.
- Convert your data into a table by selecting the range and pressing
Ctrl + T
or going to Insert > Table. - Apply filters to the table to show only the data you want.
- Once the data is filtered, select the table range.
- Use
Ctrl + C
to copy the visible cells. - Paste the data where you need it without worrying about hidden rows or columns.
Using tables in Excel streamlines many tasks, including copying only visible data.
Avoiding Common Mistakes When Copying Visible Cells
Here are some common mistakes users make when trying to copy visible cells, and how to avoid them:
- Forgetting to use Go To Special: If you skip the Go To Special step, Excel will copy both visible and hidden cells. Always ensure that you have selected Visible cells only before copying.
- Pasting into another filtered range: If you paste the copied data into another filtered range, Excel may paste it into hidden cells as well. To avoid this, ensure that you paste into a clean, unfiltered area.
- Not clearing previous selections: If you previously selected hidden cells and did not clear that selection, Excel might paste unintended data. Always clear old selections by clicking outside the data range before starting.
Copying Visible Cells in Excel for Mac
For Mac users, the steps are quite similar to those on Windows:
- Select your data range.
- Click on Edit in the top menu, then choose Go To > Special.
- Select Visible cells only.
- Copy the visible data (
Cmd + C
) and paste it (Cmd + V
).
Advanced Tips for Copying Visible Cells in Excel
If you’re regularly copying visible cells, here are some additional tips to streamline your workflow:
1. Use VBA for Copying Visible Cells
If you’re handling large datasets or need to automate this task, you can use a VBA macro to copy only visible cells. Here’s a simple VBA code snippet:
Sub CopyVisibleCells()
Selection.SpecialCells(xlCellTypeVisible).Copy
End Sub
This code selects the visible cells and copies them automatically. You can assign this macro to a button or keyboard shortcut for quicker access.
2. Use Paste Special for Formulas
When copying visible cells that contain formulas, you may want to paste only the values instead of the formulas. To do this:
- After copying the visible cells, go to the destination range.
- Right-click and select Paste Special.
- Choose Values and click OK.
This ensures that only the values are pasted, preserving the integrity of the data.
Final Thoughts
Knowing how to copy only visible cells in Excel is a crucial skill for anyone working with large datasets, filtered data, or hidden rows and columns. By using the steps outlined in this guide, you can avoid copying irrelevant hidden data and ensure that your reports and datasets are clean and precise.
This technique not only helps you save time but also prevents errors that may arise from unintentionally including hidden data in your copied selections. Whether you are using the Go To Special feature, keyboard shortcuts, or working with Excel tables, copying visible cells in Excel has never been easier.
FAQs
How do I copy only visible cells in Excel?
To copy only visible cells in Excel, select the data range, go to ‘Home’ > ‘Find & Select’ > ‘Go To Special’, choose ‘Visible cells only’, and then copy the data.
Can I use keyboard shortcuts to copy visible cells in Excel?
Yes, you can use the shortcut ‘Alt + ;’ to select only visible cells, followed by ‘Ctrl + C’ to copy and ‘Ctrl + V’ to paste.
What happens if I copy filtered data without selecting visible cells only?
If you copy filtered data without selecting ‘Visible cells only’, Excel will include hidden rows or columns in the copy operation, potentially causing errors.
How do I paste only values from visible cells?
After copying the visible cells, right-click on the destination, select ‘Paste Special’, and choose ‘Values’ to paste only the values from the visible cells.
Can I copy visible cells in Excel for Mac?
Yes, the process is similar on Mac. Select the data, go to ‘Edit’ > ‘Go To’ > ‘Special’, choose ‘Visible cells only’, and then copy the data.
Is there a way to automate copying visible cells in Excel?
Yes, you can automate this task using a VBA macro. A simple code like ‘Selection.SpecialCells(xlCellTypeVisible).Copy’ can copy only the visible cells in your selection.
Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.