How to Copy Visible Cells Only

Copying data is a common task in any spreadsheet program. However, sometimes you may not want to copy all the data in a range of cells. For example, you may have hidden or filtered rows or columns, and you only want to copy the visible cells. In this article, we will explore how to copy visible cells only in Microsoft Excel and Google Sheets.

Microsoft Excel

Excel has several options for copying visible cells only, depending on your specific needs. Let’s take a look at each of them.

Option 1: Copy Visible Cells Only Using the Go To Special Dialog Box

The Go To Special dialog box allows you to select specific types of cells, such as visible cells only. Here’s how to use it:

1. Select the range of cells you want to copy.
2. Press the F5 key to open the Go To dialog box.
3. Click the “Special” button in the lower-left corner.
4. In the Go To Special dialog box, select “Visible cells only” and click “OK”.
5. Press “Ctrl + C” to copy the selected cells.
6. Paste the copied cells to the desired location using “Ctrl + V”.

Option 2: Copy Visible Cells Only Using the Filter Feature

If you have filtered your data, you can use the filter feature to copy only the visible cells. Here’s how:

1. Select the range of cells you want to copy.
2. Click the “Filter” button on the “Data” tab in the ribbon.
3. Use the filter arrows to show only the data you want to copy.
4. Select the visible cells you want to copy.
5. Press “Ctrl + C” to copy the selected cells.
6. Paste the copied cells to the desired location using “Ctrl + V”.

Option 3: Copy Visible Cells Only Using a Formula

You can also use a formula to copy only the visible cells. Here’s how:

1. Select the range of cells you want to copy.
2. In an empty cell, type the formula “=SUBTOTAL(3, range)”, where “range” is the range of cells you want to copy.
3. Press “Enter” to calculate the subtotal.
4. Select the cell containing the subtotal, and press “Ctrl + C” to copy it.
5. Paste the copied subtotal to the desired location using “Ctrl + V”.
6. Excel will paste only the visible cells.

Google Sheets

Google Sheets has a similar set of options for copying visible cells only. Let’s take a look at them.

Option 1: Copy Visible Cells Only Using the Filter Feature

The filter feature in Google Sheets works similarly to Excel. Here’s how to use it:

1. Select the range of cells you want to copy.
2. Click the “Data” tab in the top menu and select “Create a filter”.
3. Use the filter arrows to show only the data you want to copy.
4. Select the visible cells you want to copy.
5. Press “Ctrl + C” to copy the selected cells.
6. Paste the copied cells to the desired location using “Ctrl + V”.

Option 2: Copy Visible Cells Only Using a Formula

You can use a formula in Google Sheets to copy only the visible cells. Here’s how:

1. Select the range of cells you want to copy.
2. In an empty cell, type the formula “=FILTER(range, isblank(range)=false)”, where “range” is the range of cells you want to copy.
3. Press “Enter” to calculate the filtered data.
4. Select the filtered data, and press “Ctrl + C” to copy it.
5. Paste the copied data to the desired location using “Ctrl + V”.

FAQs

1. Why do I need to copy visible cells only?

There are several reasons why you may want to copy visible cells only. For example, you may want to exclude hidden or filtered data from your analysis or reporting. Alternatively, you may want to copy and paste data into a new location without disrupting your current formatting or calculations.

2. Can I copy visible cells only in other spreadsheet programs?

Yes, most spreadsheet programs have similar options for copying visible cells only. For example, Apple Numbers has a “Copy Visible Cells Only” option in the “Edit” menu. However, the specific steps may vary depending on the program you are using.

3. What if I want to copy visible cells and their formatting?

If you want to copy visible cells and their formatting, you can use the “Copy” and “Paste Special” commands. Here’s how:

1. Select the range of cells you want to copy.
2. Press “Ctrl + C” to copy the selected cells.
3. Right-click the cell where you want to paste the data, and select “Paste Special”.
4. In the Paste Special dialog box, select “Values” and “Formats”.
5. Click “OK” to paste the copied cells and their formatting.
6. How do I know if I have hidden or filtered data in my worksheet?

To check if you have hidden or filtered data in your worksheet, you can use the “Go To Special” or “Filter” feature. Here’s how:

1. Press “Ctrl + G” to open the “Go To” dialog box.
2. Click the “Special” button in the lower-left corner.
3. In the “Go To Special” dialog box, select “Visible cells only” and click “OK”.
4. Any hidden or filtered cells will not be selected.

Alternatively, you can use the filter feature to show only the visible data in your worksheet. Here’s how:

1. Select the range of cells you want to filter.
2. Click the “Filter” button on the “Data” tab in the ribbon.
3. Use the filter arrows to show only the data you want to see.
4. How do I remove hidden or filtered data from my worksheet?

To remove hidden or filtered data from your worksheet, you can use the “Clear” or “Unfilter” command. Here’s how:

1. To clear hidden data, select the range of cells you want to clear, and press “Ctrl + Shift + 9”.
2. To clear filtered data, select the range of cells you want to clear, and press “Ctrl + Shift + L”.
3. To remove the filter completely, click the “Filter” button on the “Data” tab in the ribbon.

4. Click the filter button again to remove the filter from the range of cells.
5. What if I accidentally copy hidden or filtered data?

If you accidentally copy hidden or filtered data, you can use the “Paste Special” command to paste only the visible cells. Here’s how:

1. Select the cell where you want to paste the data.
2. Press “Ctrl + Alt + V” to open the “Paste Special” dialog box.
3. In the “Paste Special” dialog box, select “Values” and “Skip blanks”.
4. Click “OK” to paste the copied data into the visible cells only.