Getting rid of formulas in Excel is as simple as copying the cells with the formulas and pasting them as values. This process overwrites the formulas with the actual results, so you’re left with the data only.
After completing this action, the cells that previously contained formulas will now display the values those formulas calculated. This means you can’t edit the formulas anymore, but you can still work with the data as usual.
Introduction
Excel is a powerhouse tool used by individuals and businesses worldwide to manage, analyze, and present data in a structured and meaningful way. One of its most powerful features is the ability to use formulas to perform calculations, manipulate data, and automate tasks. But sometimes, you just need the raw data without the underlying formulas, either for presentation purposes or because you’re sharing the file with someone who doesn’t need to see or edit the formulae.
Getting rid of formulas in Excel is a common task for many users. Whether you’re finalizing a report, simplifying your workbook, or preparing data to be exported to another program, knowing how to remove formulas efficiently can save you a lot of time and hassle. This article is perfect for anyone who uses Excel regularly and needs to convert formulas to values quickly and easily. Let’s dive into the step-by-step process to achieve this.
Step by Step Tutorial on How to Get Rid of Formulas in Excel
Before we start, it’s important to understand that the following steps will convert the formulas into their final values, meaning you won’t be able to edit the formulas afterward.
Step 1: Select the Cells
Select the cells that contain the formulas you want to get rid of.
Selecting the cells is the initial step in the process. You can click and drag to select multiple cells, or use the Shift or Ctrl (Cmd on Mac) keys to select non-adjacent cells. Make sure you’ve only selected cells with formulas you want to convert to values.
Step 2: Copy the Cells
Copy the selected cells by right-clicking and choosing “Copy” or by pressing Ctrl+C (Cmd+C on Mac).
Copying is the next step. It temporarily stores the formulas and their values in the clipboard, which can be pasted later. Ensure you don’t copy any additional cells, as this will paste the formulas elsewhere.
Step 3: Paste as Values
Paste the copied cells as values by right-clicking on the selected cells, choosing “Paste Special,” and then “Values.”
This step is crucial as it replaces the formulas with their calculated values. The “Paste Special” option is important because it allows you to choose exactly what you’re pasting – in this case, just the values, not the formulas.
Pros
| Benefit | Explanation |
|---|---|
| Simplifies Data | Removing formulas can make your spreadsheet simpler and easier to understand for people who are not familiar with Excel functions. |
| Reduces File Size | Formulas can increase file size, especially in large workbooks. By converting to values, you can slim down your file. |
| Prevents Unintended Changes | Once formulas are removed, there’s no risk of someone accidentally changing a formula, which can be important when sharing spreadsheets. |
Simplifying data by removing formulas can make your spreadsheet much more accessible. This is particularly useful when presenting data to clients or colleagues who may not need to see the underlying calculations.
Reducing the file size can be a significant advantage. Spreadsheets with many complex formulas can become large and slow to open or work with. Converting formulas to values can help mitigate this issue.
Preventing unintended changes is another key benefit. By getting rid of formulas, you ensure that the data in your spreadsheet remains static and isn’t accidentally altered by someone else, which can be crucial for maintaining data integrity.
Cons
| Drawback | Explanation |
|---|---|
| Loss of Editability | Once formulas are removed, you can’t edit them anymore, which may be problematic if you need to make adjustments later. |
| Requires Manual Updating | Without formulas, any changes in the source data won’t be automatically reflected in your results. |
| Potential for Mistakes | If you accidentally overwrite the wrong cells, you could lose important formulas without realizing it. |
Losing the ability to edit formulas can be a significant drawback if you realize later that you need to make changes or adjustments to your calculations.
Requiring manual updating means more work if your data changes frequently. You’ll need to redo calculations manually, which can be time-consuming and error-prone.
The potential for mistakes is higher when you’re working with a lot of data. It’s easy to accidentally overwrite the wrong cells, especially if you’re in a hurry, which could lead to lost work and incorrect data.
Additional Information
When working with formulas in Excel, it’s always a good idea to make a backup of your workbook before making significant changes, such as getting rid of formulas. This way, if something goes wrong or you change your mind, you can easily revert to the previous version.
Also, consider using the “Find & Select” feature to quickly locate all cells that contain formulas. This can be very useful in large spreadsheets where formulas are scattered throughout. Under the “Home” tab, click “Find & Select” and choose “Formulas”. Excel will highlight all the cells containing formulas, making it easier for you to select them.
Remember that getting rid of formulas is a final action. Once you’ve replaced formulas with values, you can’t go back unless you’ve kept a copy or undo the action immediately. Keep this in mind when you’re working on critical data.
Summary
- Select the cells containing the formulas you want to remove.
- Copy the selected cells.
- Paste the cells as values to overwrite the formulas with their calculated values.
Frequently Asked Questions
Can I undo the process of removing formulas?
You can undo the action immediately after pasting as values by pressing Ctrl+Z (Cmd+Z on Mac). However, once you close the workbook or perform too many subsequent actions, you cannot undo it.
Is there a shortcut to paste as values?
Yes, after copying the cells, you can press Alt+E, then S, followed by V, and hit Enter. This sequence pastes the copied cells as values directly.
What happens if I need the formulas back?
If you haven’t kept a backup or can’t undo the action, you’ll need to re-enter the formulas manually.
Can I remove formulas from protected cells?
You’ll need to unprotect the cells first before you can remove formulas.
How can I tell which cells contain formulas?
Cells with formulas display a green triangle in the top-left corner. You can also use the “Find & Select” feature to locate all cells with formulas.
Conclusion
Mastering how to get rid of formulas in Excel is a valuable skill that can enhance your workflow and simplify your spreadsheets. Whether you’re preparing data for a presentation, sharing with others, or just want to reduce file size, knowing how to convert formulas to values efficiently is crucial.
Always remember to back up your data, double-check your selections, and use the “Paste Special” feature carefully to ensure you’re only pasting values. With these tips and a bit of practice, you’ll be an Excel pro in no time.
Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.
After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.
His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.