Updated August 11, 2023
Introduction to CTRL D in Excel
Despite many shortcuts provided in Excel to copy and paste data in Excel. CTRL D is another shortcut in Excel that does the same. Let us first discuss how we normally copy in Excel. We select the data given to us. Then we right-click on data, and a wizard box appears; we see various options provided in the display icon. This is shown in the screenshot below,
The below-cut option is an option to copy. Then we copy the selected data and select the cell where we want to paste the data. Then we again right-click and paste the data in the selected cell by selecting a paste option in the screenshot above. If we paste the data in the same column, we must do the abovementioned steps. There is an Excel shortcut through which the same can be done easily.
That shortcut key is CTRL + D.
How to Use CTRL D in Excel?
It is very simple and easy to use. Let’s understand how to use Ctrl D in Excel with some examples.
The steps involved in using CTRL + D in Excel are:
- Select the data and cell range we want to be copied with.
- Press CTRL + D.
Example #1
For example, in any institution, they have to collect some money from students, which may differ as per the student’s current grade. The teacher may make an Excel report for this.
The below screenshot shows the current state of the data,
Now suppose Robin, Alex, and Adam are in sixth grade, and Lee and Luke are in seventh grade. The required amount for the sixth-grade students is 50 Dollars, and for seventh-grade students is 70 dollars. Now the teacher can manually enter the data in each cell or right-click on the data, copy it, and paste it into the selected cells. Or we can use the shortcut provided by the Excel of CTRL D and copy-paste the data instantly. Now follow the following steps:
- For Robin, insert the data for the amount and class.
- Now select the data we want to copy.
- Select the cells in which we want the same data, i.e., B2:C4.
- Now press CTRL + D and see the result.
- Now insert data for Lee as per the requirements,
- Now select cell range B5:C6.
- Now press CTRL + D and see the result.
We have seen above how Excel’s shortcut key or Ctrl + D works.
Example #2
Now let us try using CTRL + D in cells containing formulas to check whether CTRL D works only in the normal data or in formulas. Now look at the below data,
In cell G1, we will write a sum formula and use CTRL + D to copy-paste the formulas.
- In Cell G1, type the formula =SUM(
- Select Cell Range B2:F2 and press the Enter key. The Result will be as given below.
- Now select cells G2 to G6.
- Now press CTRL + D.
- Now check whether the formulas can be pasted using this shortcut key, and click on any cell in the G column.
So yes, CTRL + D works for formulas too. It can copy and paste formulas too in Excel.
Example #3
Now let’s use the same data and conditional formatting in cell G1; we will copy formulas using CTRL + D shortcut key and see if the formatting gets copied.
In the above data, we have cell G1 conditionally formatted, and formatting is such that any value above 350 and below 450 will have the same cell color as cell G1, which is orange.
- Now select cell range G1 to G6.
- Now press CTRL + D and see the result.
We can see that apart from formulas, even formatting does copy and paste using the shortcut key.
Explanation
As we have learned above, CTRL D is another shortcut in Excel that does copy and paste the data. Our examples show that even if the data is normal or has formulas or some conditional formatting, CTRL + D works in every scenario.
Things to Remember About CTRL D in Excel
- The only thing to remember in the CTRL + D shortcut key is that it works only in columns, not rows.
- CTRL + D works when copied data is passed down, not upwards.
- When three cells are selected, whatever the data is in the first cell, is copied to the other two cells.
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