Excel Flash Fill: Your Shortcut to Smarter, Faster Data Entry
Learn how to use flash fill to automate repetitive tasks and save time
Imagine this: You have a long list of names in Excel, and you need to extract the first names, combine them with other text, or format them consistently. Instead of manually editing each cell, Flash Fill can do the job for you in seconds. This guide will teach you how to use Flash Fill in Excel to simplify your workflow and save time on repetitive tasks.
Flash Fill is a smart tool in Excel that automatically fills in data based on a pattern you specify. It recognises your input pattern and applies it to the rest of the column, making it ideal for tasks like:
Splitting or combining text.
Formatting dates and numbers.
Standardising data entry.
Enable Flash Fill
Flash Fill should be enabled by default in Excel, but if it’s not working, you can check its settings:
Go to File > Options > Advanced.
Under the Editing Options section, ensure that Automatically Flash Fill is checked.
You can also manually trigger Flash Fill when needed. Flash Fill only works by recognising patterns. For example:
To extract first names from “John Smith,” type “John” in the first cell of a new column.
To create an email address from “John Smith,” type “john.smith@example.com” in the first cell.
Once you’ve entered a pattern, let Flash Fill take over:
Manual Trigger:
Type the desired output in the next cell following your example.
Go to the Data tab and click Flash Fill (or use the shortcut Ctrl + E).
Automatic Flash Fill:
Type the pattern in the first cell.
Start typing in the next cell, and Excel will suggest a fill.
Press Enter to accept the suggestion.
Common Use Cases for Flash Fill
Here are some scenarios where Flash Fill can save you time:
1. Splitting Data
Scenario: You have “John Smith” in one column and need “John” and “Smith” in separate columns.
How to Do It: Enter “John” in one cell, and Flash Fill will handle the rest.
2. Combining Data
Scenario: Combine first and last names into “John.Smith@example.com.”
How to Do It: Type the desired format once, and Flash Fill will replicate it.
3. Formatting Data
Scenario: Reformat phone numbers from “1234567890” to “(123) 456-7890.”
How to Do It: Type the desired format in one cell, and Flash Fill will apply it to the rest.
4. Extracting Data
Scenario: Extract the year from a date like “01/18/2025.”
How to Do It: Type the year (e.g., “2025”) in the first cell, and Flash Fill will do the rest.
Excel’s Flash Fill is an incredible tool that simplifies tedious tasks and increases productivity. Whether you’re splitting names, reformatting numbers, or creating custom text patterns, Flash Fill makes your work faster and easier. Ready to try it? Use Flash Fill today and experience the difference!