MS Excel 2016: Save Time Using Autofill

Are you tired of re-typing the same contents in MS Excel over and over again? How about manually entering series of lists or redoing a certain format in each cell that you are working with? Well, you better learn more about the Autofill function and you’ll be surprised with how well Excel knows what you need in using its platform. Autofill will let you save more time and effort in doing the simple yet time-consuming and redundant tasks that you often deal with.

Copying data using Autofill

Auto Fill is a feature that allows you to copy text, numbers or even formula in a spreadsheet. It can be done by following these seven simple steps.

1. Type the content into the first cell.
2. Position the cursor so it hovers over the bottom right of the cell and it turns into a black cross.
3. Click and drag horizontally or vertically to copy the content.
4. When you let go, the content is copied.
5. If the content contains figures (or a possible series e.g. 1, 2, 3 or Monday, Tuesday, Wednesday), a Smart Tag appears.
6. Click on the drop down arrow on the Smart Tag.
7. Select Copy Cells from the Smart Tag options.

Fill Series Using Autofill

Aside from copying data to adjacent cell, Autofill can also create series. If you need this option, you will just need to select the right option from the Smart Tag.

1. Do steps 1 to 3 of Copying data using Autofill.
2. When you let go, the content is copied but each cell is incremented from the cell before (e.g. 1, 2, 3 or Monday, Tuesday, Wednesday).
3. A Smart Tag appears.
4. Click on the drop down arrow on the Smart Tag and choose Fill Series (if the series does not appear).

Special Lists

Special Lists are regularly used items that have been pre-set by Microsoft, just like the items below.

To use the special list, type in the first item and Autofill as usual (either horizontal or vertical). 

Copy Formatting Using Autofill

1. Format the content in your first cell.
2. Position your cursor so it hovers over the bottom right of the cell and it turns into a black cross.
3. Click and drag horizontally or vertically to copy – initially it will also perform a content auto fill so may overwrite the content already in the cells. Don’t panic, this is only temporary!
4. When you let go, the content is copied but, more importantly, the formatting is also copied.
5. A Smart Tag appears.
6. Click on the drop down arrow on the Smart Tag.
7. Select Fill Formatting Only from the Smart Tag options.
8. The content returns to its previous values, however, the formatting is copied across. 

To Fill Without Copying the Formatting

If you want to use Autofill in a formatted cell and likes to prevent to formatting to be copied, Autofill as usual, then select “Fill Without Formatting” from the Smart Tag options.

There are many ways to use the Autofill option in Excel 2016. You just need to follow certain steps and choose in the Smart Tag options your desired output – whether to copy the cells, fill in the series, copy the formatting or fill cells without formatting. With these options, you can save time and effort in re-typing everything or formatting over and over again.

We have even more useful articles:

“3 Simple Steps to Hide and Unhide Portions”

“How to Format Cells and Worksheets”

“Essential Facts About Worksheets and Workbooks and How to Utilize Them”

“Customize The ‘Quick Access Toolbar”

“How to Use Excel’s Basic Functions”