How Do I Copy and Paste Conditional Formatting in Google Sheets?

You can copy and paste conditional formatting in Google Sheets using two primary methods: using the "Paste Special" feature or by duplicating the conditional formatting rule directly.

Method 1: Copying and Pasting Formatting

This method is quick for applying the exact conditional formatting from one set of cells to another. It leverages the standard copy/paste functions with a specific paste option.

Steps to Copy and Paste Conditional Formatting

Follow these simple steps to copy formatting, including conditional formatting, between cells:

1. Select Source Cells: Choose the cell(s) that have the conditional formatting you want to copy.
2. Copy the Selection:
   • Right-click the selected cell(s) and choose "Copy."
   • Alternatively, you can use keyboard shortcuts: Ctrl + C (Windows/ChromeOS) or Cmd + C (Mac).
3. Select Destination Cells: Click and drag to select the cell(s) where you want to apply the copied conditional formatting.
4. Paste Special - Formatting Only:
   • Right-click the selected destination cell(s) and choose "Paste special" from the context menu.
   • From the submenu, select "Paste format only."

Using "Paste format only" ensures that only the styling, including conditional formatting rules tied to those cells, is applied to the destination cells, without affecting the data within them.

Summary Table: Copy and Paste Formatting

Action	How To
Copy Formatting	Select source cell(s), then Right-click > Copy OR Ctrl/Cmd + C
Paste Formatting	Select destination cell(s), then Right-click > Paste special > Paste format only

Method 2: Duplicating and Modifying a Conditional Formatting Rule

Sometimes, you might want to apply the same type of rule but perhaps to a different range or with slight modifications. Duplicating the rule provides more control.

Steps to Duplicate a Conditional Formatting Rule

This method involves working directly with the conditional format rules manager.

1. Open Conditional Format Rules: Go to the Google Sheets menu: Format > Conditional format. This opens a sidebar listing all existing conditional formatting rules in your sheet.
2. Locate the Rule: Find the rule you want to duplicate in the sidebar list.
3. Duplicate the Rule: Hover over the rule you want to duplicate. A menu with three vertical dots will appear to the right of the rule. Click on these dots.
4. Choose "Duplicate": From the dropdown menu that appears, select "Duplicate." A copy of the rule will be created in the sidebar.
5. Modify the Duplicated Rule:
   • Click on the duplicated rule in the sidebar to edit it.
   • The rule details will expand. The most common change is updating the "Apply to range." Delete the old range and select the new range of cells you want this duplicated rule to apply to.
   • You can also adjust the rule conditions or formatting style if needed.
6. Confirm Changes: Click "Done" at the bottom of the rule editor to save the changes.

This method is useful when you need to apply a similar rule setup to entirely different sections of your sheet, allowing for easier management and modification of the rules.