Lesson 2.4 – AutoFill and Flash Fill

AutoFill and Flash Fill are two powerful Excel tools that help you enter data faster and reduce repetitive work. AutoFill extends patterns and formulas, while Flash Fill recognizes patterns automatically and fills the remaining values for you.

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1. What AutoFill Does

AutoFill uses the small square at the bottom-right corner of the active cell (the Fill Handle) to copy or extend data.

You can use AutoFill to:

• Copy values
• Extend sequences (1, 2, 3…)
• Extend dates (Mon, Tue, Wed…)
• Copy formulas and adjust references

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2. Using AutoFill

Steps:

1. Select a cell or a range.
2. Drag the Fill Handle down, up, left, or right.
3. Release the mouse to apply the pattern.

Examples:

• Type January → drag → Excel fills February, March…
• Type 1 and 2 → select both → drag → Excel continues 3, 4, 5…
• Type 15/03/2024 → drag → Excel fills the following dates

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3. AutoFill with Formulas

When you drag a formula, Excel automatically adjusts cell references.

Example:

• =A1 * 2 → becomes =A2 * 2 when dragged down

This is essential for calculations across rows or columns.

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4. What Flash Fill Does

Flash Fill recognizes patterns in your data and fills the remaining cells automatically. It is ideal for splitting, combining, or cleaning text.

Examples:

• Extract first names from full names
• Combine text (e.g., Name + Surname)
• Format phone numbers
• Rearrange text patterns

Flash Fill works best when the pattern is clear and consistent.

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5. Using Flash Fill

Steps:

1. Enter the first example of the desired pattern.
2. Start typing the second example.
3. Excel suggests the remaining values.
4. Press Enter to accept.

You can also activate it manually via Data → Flash Fill.

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6. AutoFill vs Flash Fill

AutoFill	Flash Fill
Extends patterns and formulas	Recognizes patterns in text
Works with numbers, dates, formulas	Works mainly with text
Requires dragging	Can work automatically

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7. Practical Exercise

Practice AutoFill and Flash Fill with the following steps:

1. Create a worksheet named Lesson_2_4_Practice.
2. In column A, type January → use AutoFill to complete the year.
3. In column B, type 1 and 2 → use AutoFill to extend to 20.
4. In column C, enter a list of full names.
5. In column D, type only the first name for the first entry.
6. Use Flash Fill to extract all first names.
7. In column E, combine first name + last name using Flash Fill.

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Next Lesson

Lesson 2.5 – Basic Data Cleaning