Unit-II

Paste special dialog box:

Paste special dialog box is used to copy complex items from Excel worksheet
and paste them into the same worksheet or another worksheet using only specific
attributes of the copied data or mathematical operation that we want to apply to the
copied data.

To open (see) the Paste Special Dialog box, copy the items and then click on
Home tab Clipboard group  PastePaste special.

1. Paste

Paste option Action

All Pates all cell contents and formatting of the copied data
Formulas Paste only the formulas of the copied data as entered in the
formula bar
Values Pastes only the values of the copied data as displayed in the
cells
Formats Pastes only cell formatting of the copied data
Comments Pastes only comments attached to the copied cell
Validation Pastes data validation rules for the copied cells to the paste
area
All using source Pastes all cell contents in the document theme formatting
theme that is applied to the copied data
All except borders Pastes all cell contents and formatting applied to the copied
cell except borders
Column widths Pastes the width of one copied column or range of columns
to another column or range of columns
Formulas and Pastes only formulas and all number formatting options from
number formats the copied cells
Values and Pastes only values and all number formatting options from
number formats the copied cells.
2. Mathematical Operation

Operation action
None Specifies that no mathematical operation will be applied to the
copied data
Add Specifies that the copied data will be added to the data in the
destination cell or range of cells
Subtract Specifies that the copied data will be subtracted from the data in
the destination cell or range of cells
Multiply Specifies that the copied data will be multiplied with the data in the
destination cell or range of cells
Divide Specifies that the copied data will be divided by the data in the
destination cell or range of cells
Skip blanks Avoids replacing values in your paste area when blank when blank
cells occur in the copy area when you select this check box.
Transpose Changes columns of copied data to rows and vice versa when you
select the check box
Paste Links the pasted data on the active worksheet to the copied data
Adding Comments to Cells:
This feature is useful when you need to describe a particular value or explain
how a formula works. When a cell has a comment, a red indicator appears in the
corner of the cell. When you rest the pointer on the cell, the comment appears.

To add a comment:

1. Select the cell that you want to add a comment to and follow these steps
■ On the Review tab, in the Comments group, click New Comment.
■ Right-click the cell and choose Insert Comment from the Shortcut menu.
■ Press Shift+F2
2. In the body of the comment, type the comment text
3. Click outside the Comment box. The comment box disappears, but the comment
indicator remains.
4. To see the comment, place the mouse pointer on the cell.

To Edit a Comment:

1. Select the cell that contains the comment that you want to edit.
2. On the Review tab, in the Comments group, click Edit Comment (or)
Press Shift + F2.
3.Double-click the text in the comment and then in the Comment text box, edit the
comment text.

To Delete a Comment:

1. Click the cell that contains the comment that you want to delete and follow these
steps
■ Right-click the cell and the click Delete Comment
■ On the Review tab, in the Comments group, click Delete.

To Display or Hide Comments on the Worksheet:

By default, Excel displays a red indicator only when a cell contains a comment.
1. Click the cell that contain a comment indicator and follow these steps.
■ Right-click the cell and then click Show/Hide Comment.
■ On the Review tab, in the Comments group, click Show/Hide Comment
2. Clicking Show/Hide Comment again will hide the comment on the workshop.

To Display or Hide all Comments on the Worksheet:

1. On the Review tab, in the Comments group, click Show All Comments.
2. Clicking Show All Commands again will hide all comments on the worksheet.

To Print Comments:

In Excel, if the worksheet contains comments, then you can print them, either
as they appear on the sheet or at the end of the sheet.
1. Click the worksheet that contains the comments that you want to print.
2. To print the comments on the worksheet, first display them by doing one of the
following.
■ To display an individual comment, right-click the cell containing the comment,
and then click Show/Hide Comments on the shortcut menu.
■ To display all comments in the worksheet, on the Review tab in the Comments
group, click Show All Comments.
3. On the Page Layout tab, in the Page Setup group, click the dialog box launcher to
start the Page Setup dialog box.
4. In the Page Setup box, click the Sheet tab. In the Comments box, click As
displayed on sheet or At end of sheet.
5. At the bottom of the Page Setup dialog box, click Print .It takes you to the File
tab and the Print category, where you can click Print again to print the document,
or change settings .( Ex: Page orientation )