Excel - Flash Fill Tutorial

In this video, you will learn about Flash Fill, a feature in Microsoft 365 that automatically fills in and formats data.
The video covers how to use Flash Fill with different types of data, such as names and phone numbers.
It also demonstrates how to use unique formatting and provide additional examples to help Flash Fill understand patterns.
Additionally, the video shows how Flash Fill can be used to combine and format names, as well as split up columns of data.
This will help you efficiently manipulate and format data in Microsoft 365 using Flash Fill.

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3670 views

Available in Microsoft365

Objectifs :

This video aims to demonstrate the functionality of Flash Fill in Excel, showcasing how it can automatically format and fill in various types of data, including phone numbers and names. It also highlights the importance of providing examples to help Flash Fill recognize patterns effectively.

Chapitres :

Introduction to Flash Fill
Flash Fill is a powerful feature in Excel that allows users to automatically fill in and format data based on patterns it recognizes. In this video, we will explore how Flash Fill can be applied to different types of data, such as phone numbers and names.
Formatting Phone Numbers
To format phone numbers using Flash Fill, follow these steps: - Type the phone numbers in the desired format. - When Flash Fill recognizes a pattern, it provides a preview of the formatted data. - To accept the suggested format, press Enter. It is essential to be in a column next to the data you want to change. Additionally, using unique formatting on the top row helps Flash Fill understand that it is a header row, preventing it from using that row in pattern recognition.
Understanding Data Formatting
In this example, the phone numbers are formatted as general text, while the column is formatted as a number. Note that Flash Fill is not automatically triggered for data formatted as a number. To enhance pattern recognition, provide additional examples of the desired format.
Using Flash Fill for Dates
To demonstrate Flash Fill's capabilities with dates: - Type the date in the desired format. - Select the cells, and Flash Fill will accurately fill in the remaining dates based on the pattern you provided. This showcases how Flash Fill can adapt to various data types.
Combining and Formatting Names
In a more advanced example, we will combine and format names: - Type the last name, first name, and middle initial with the desired punctuation and capitalization. - As you start typing the second name, Flash Fill will suggest completions for the rest of the names. - Although the suggestions may not be perfect, they are usually quite close. Press Enter to accept the suggestions. If there is no middle name or initial, Flash Fill can still be guided by the examples you provide.
Splitting Data with Flash Fill
Flash Fill can also be used to split a column of data: - Type the first name and start typing the next name. - Flash Fill will make suggestions for the rest of the first names. If they look good, press Enter. - Repeat the process for the last names. This demonstrates the versatility of Flash Fill in managing and organizing data efficiently.
Conclusion
By now, you should have a solid understanding of how to use Auto Fill and Flash Fill in Excel. These tools can significantly enhance your productivity by automating data entry and formatting tasks, making it easier to manage large datasets.

FAQ :

What is Flash Fill and how does it work?

Flash Fill is a feature in spreadsheet applications that automatically fills in data based on patterns it recognizes from the user's input. It works by analyzing the data you enter and suggesting completions or formatting based on examples you provide.

How do I activate Flash Fill?

To activate Flash Fill, you need to be in a column next to the data you want to change. Start typing the desired format, and when Flash Fill recognizes a pattern, it will provide a preview. You can accept the suggestion by pressing Enter.

Can Flash Fill work with numbers?

Yes, Flash Fill can work with numbers, but it may not be triggered automatically for data formatted as a number. Providing additional examples can help Flash Fill understand the desired pattern.

What is a header row and why is it important for Flash Fill?

A header row is the top row of a data table that contains labels for each column. It is important for Flash Fill because it helps the software understand the structure of the data and prevents it from using header information in pattern recognition.

How can I use Flash Fill to split data into separate columns?

You can use Flash Fill to split data by typing the first entry of the desired format in a new column. As you continue typing, Flash Fill will suggest completions for the rest of the entries, which you can accept by pressing Enter.

Quelques cas d'usages :

Formatting Phone Numbers

In a customer database, you can use Flash Fill to format phone numbers consistently. By typing the desired format for a few entries, Flash Fill will recognize the pattern and apply it to the entire column, saving time and ensuring uniformity.

Combining Names

When managing a list of contacts, you can use Flash Fill to combine first names, last names, and middle initials into a single column with the desired punctuation and capitalization. This can streamline the process of preparing mailing lists or formal documents.

Splitting Full Names into First and Last Names

In a data entry task, you can use Flash Fill to split full names into separate columns for first and last names. By providing a few examples, Flash Fill can automatically fill in the rest, making it easier to organize and analyze the data.

Standardizing Date Formats

When dealing with dates in various formats, Flash Fill can help standardize them. By entering a date in the desired format, Flash Fill can recognize the pattern and apply it to the entire column, ensuring consistency across your dataset.

Glossaire :

Flash Fill

A feature in spreadsheet software that automatically fills in data based on patterns it recognizes from user input.

Pattern Recognition

The ability of Flash Fill to identify and predict the formatting or structure of data based on examples provided by the user.

Header Row

The top row of a data table that typically contains labels for each column, helping software understand the structure of the data.

General Format

A data format in spreadsheets that allows for a variety of data types, including numbers and text, without specific formatting rules.

Unique Formatting

Applying distinct styles or formats to specific cells, such as bold or italic, to help software distinguish between different types of data.

Auto Fill

A feature that allows users to automatically fill cells with data based on a pattern established in adjacent cells.

00:00:04

automatically fill in and format a list of names.

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But it can work with many different types of data.

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I'm typing phone numbers the way I want them formatted.

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When flash fill recognizes a pattern, it provides a preview.

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To accept it and fill in the column, I press Enter.

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To use flash fill, I need to be in a column next to the data I want changed.

00:00:31

I also use unique formatting on the top row.

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This helps flash fill understand that the top row is a header row

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so it won't use it in determining a pattern.

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The phone numbers use the general format.

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This column is formatted as a number.

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Flash fill isn't triggered automatically for data formatted as a number.

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There are only 10 unique characters and it's too easy to come up with random patterns,

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like this, the dates aren't correct.

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For example, this date should be 5/27/1974 not 2/27/1974.

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Providing an additional example will help flash fill understand the pattern.

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We'll add another date, the way we want it formatted.

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We'll select the cells,

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we can use the fill handle or the flash fill button on the Data tab

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and now flash fill accurately fills in the dates.

00:01:43

In the first video, you saw how flash fill can help you combine and format names.

00:01:49

In this example, we'll do a more advanced version of that.

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I type the last name, first name and the middle initial

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with the desired punctuation and capitalization.

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When I start typing the second name, flash fill makes

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suggestions for the rest of the names.

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It's not perfect, but it's pretty close.

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So I press Enter.

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In this case, flash fill wasn't sure

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what to do for names that don't have a middle name or initial.

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By providing flash fill with an example of how to handle these names,

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it fills in the other name.

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You can also use flash fill to split up a column of data.

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Type the first name, start to type the next

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and flash fill makes a suggestion for the rest of the first names.

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They look good, so I press Enter.

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We do the same thing for the last name.

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Now you've got a pretty good idea about how to use auto fill and flash fill.

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