Excel's AutoFill feature is based on the program's ability to spot patterns in the data that you enter. For example, if you type "Week 1" in a given cell, you can have Excel automatically fill in "Week 2", "Week 3", etc. simply by dragging the AutoFill handle. This is to be found in the bottom right of the cell. If the cursor moves over it, the cursor changes appearance to a plus sign (+). When it changes you simply click, hold, drag in any direction and Excel will spot the pattern and maintain it to generate automatic data entries.
Whenever you make use of the AutoFill handle Excel displays the AutoFill Options drop down menu below the last cell which has been generated. If the program has not entered the required data, you can choose one of the entries in the AutoFill Options so that it knows what you actually meant it to do. For example, choosing Copy Cells, gives you an exact copy of what was in the original cell.
Excel also contains the ability to automatically enter arbitrary series of data using a facility called Custom Lists. Some lists are built into Excel, for example, the months of the year. To use the AutoFill feature, type in the first value in the list, for example, "Jan" or "January". Next, click on the AutoFill handle (in the bottom right of the active cell) and drag it in any direction. Excel will automatically enter the rest of the custom list.
In addition to Excel's built-in lists, you can also create your own custom lists. For example, let's say we work for a company that has branches in several towns. We would almost certainly need to list these towns quite frequently in our spreadsheets. We could save ourselves a fair amount of time by setting up the towns as a custom list.
Creating a custom list is really easy. First, select the cells in one of your worksheets that contain the necessary information. Second, click on the Office button and choose Excel options. Third, click on "Edit Custom Lists" in the "Popular" category. Excel displays the entries that were in the cells that we highlighted. Finally, to convert the selected data into a custom list, click on the "Import" button.
This custom list can now be used in any of our worksheets, not just the sheet that contained the original information. Whenever we need out list, we simply type the first value. We then use the AutoFill handle to generate the remaining entries. When using AutoFill, you can drag in any direction and you don't have to start with the first element in the custom list.
Custom lists can also be created directly in the "Custom Lists" dialog box. To do this, click on the "List Entries" button and type the entries separated by a carriage return. When you've finished entering the list, click on the Add button.
To delete a custom list, simply highlight its name and click on the "Delete" button. Excel checks to see that you really want to delete it. When you click "OK", the list is permanently deleted. - 16039
Whenever you make use of the AutoFill handle Excel displays the AutoFill Options drop down menu below the last cell which has been generated. If the program has not entered the required data, you can choose one of the entries in the AutoFill Options so that it knows what you actually meant it to do. For example, choosing Copy Cells, gives you an exact copy of what was in the original cell.
Excel also contains the ability to automatically enter arbitrary series of data using a facility called Custom Lists. Some lists are built into Excel, for example, the months of the year. To use the AutoFill feature, type in the first value in the list, for example, "Jan" or "January". Next, click on the AutoFill handle (in the bottom right of the active cell) and drag it in any direction. Excel will automatically enter the rest of the custom list.
In addition to Excel's built-in lists, you can also create your own custom lists. For example, let's say we work for a company that has branches in several towns. We would almost certainly need to list these towns quite frequently in our spreadsheets. We could save ourselves a fair amount of time by setting up the towns as a custom list.
Creating a custom list is really easy. First, select the cells in one of your worksheets that contain the necessary information. Second, click on the Office button and choose Excel options. Third, click on "Edit Custom Lists" in the "Popular" category. Excel displays the entries that were in the cells that we highlighted. Finally, to convert the selected data into a custom list, click on the "Import" button.
This custom list can now be used in any of our worksheets, not just the sheet that contained the original information. Whenever we need out list, we simply type the first value. We then use the AutoFill handle to generate the remaining entries. When using AutoFill, you can drag in any direction and you don't have to start with the first element in the custom list.
Custom lists can also be created directly in the "Custom Lists" dialog box. To do this, click on the "List Entries" button and type the entries separated by a carriage return. When you've finished entering the list, click on the Add button.
To delete a custom list, simply highlight its name and click on the "Delete" button. Excel checks to see that you really want to delete it. When you click "OK", the list is permanently deleted. - 16039
About the Author:
The author is a trainer and developer with OnSiteTrainingCourses.Com, an independent computer training company offering Microsoft Excel training courses in London and throughout the UK.
