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Copying data or formulas down a column instantly

From: Excel 2010 Power Shortcuts

Video: Copying data or formulas down a column instantly

There are many times when you create a formula where you also need to copy that formula into many cells below it in the same column. In column J are some salaries. There are about 750 of them. In cell L3, right here, is a formula that's calculating a new salary, and we want to use the same formula for every cell downward in column L corresponding with all the column J entries. Everybody is going to be getting a 3.73% increase. We've got an absolute address in there to take care of that. We round the results to the nearest whole dollar.

Copying data or formulas down a column instantly

There are many times when you create a formula where you also need to copy that formula into many cells below it in the same column. In column J are some salaries. There are about 750 of them. In cell L3, right here, is a formula that's calculating a new salary, and we want to use the same formula for every cell downward in column L corresponding with all the column J entries. Everybody is going to be getting a 3.73% increase. We've got an absolute address in there to take care of that. We round the results to the nearest whole dollar.

Standard way to do this is to drag from the lower right-hand corner. Possibly you use the right mouse button and do a copy. That's usually not as efficient, although it can work as well. If we start to drag this, and if you pardon the pun for the second, this could be a real drag. This is 700 rows, but what if it is 70,000 or 170,000? We've got a lot of rows in Excel worksheets; it's going to be a lot faster if we simply double-click as I am doing here. And right away you would be concerned, and you would be wondering how far did this get copied? And a quick way to find out is to press Ctrl+Period and then press it again.

Ctrl+Period simply moves the active cell around a highlighted range. The logic behind this is we want this to be copied downward as long as there is data in adjacent columns to the left. There can be a gap here and there. This still works. So if I were to press Ctrl+Z to undo this for example, I'll take out this one momentarily. What happens when we double-click? It does go all the way down the column. Now that didn't happen in prior versions. So that might surprise you if you are familiar with this shortcut. However, if there is an empty row in here, suppose for example there is an empty row right here.

I am going to put it on purpose, right there row 16. Now we'll double-click and see what happens. So it works along with your other adjacent data and if there is a gap in the immediate column to the left it will still copy the information below that. But if you have a completely empty row in the midst of this, it will not work perhaps the way you might be expecting it to. But there is no question this can be a huge, huge time-saver here. Again, double-click the lower right-hand corner.

I am doing this with formulas, but it could just as easily be done with text or with values. And let's say I probably wouldn't really put in a tax rate here, but just to illustrate the point here, if I put in 10%, and strictly value, double-click here. This too gets copied all the way down the column. So whether it's text, whether it's a value, or whether it's a formula, the information will be copied repeatedly. And of course the real value here is a formula like we see here, and it does get adjusted properly. In other words the formula gets copied in a relative way.

There is no question this is a time-saver. I wish there were a similar feature for copying information across a row, but there isn't.

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This video is part of

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Excel 2010 Power Shortcuts

64 video lessons · 18840 viewers

Dennis Taylor
Author

 
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  1. 1m 37s
    1. Welcome
      1m 17s
    2. Using the exercise files
      20s
  2. 22m 45s
    1. Entering data or formulas in non-adjacent cells simultaneously
      2m 28s
    2. Converting formulas to values with a simple drag
      2m 34s
    3. Copying data or formulas down a column instantly
      2m 56s
    4. Adjusting all or selected column widths or row heights in a flash
      2m 21s
    5. Instantly displaying all worksheet formulas
      3m 16s
    6. Two quick shortcuts for creating charts
      1m 18s
    7. Print Preview
      1m 7s
    8. Instant date or time entry
      1m 16s
    9. Undo/Redo/Repeat
      3m 19s
    10. Zooming in and out quickly
      2m 10s
  3. 7m 37s
    1. Expanding and collapsing the Ribbon and Full Screen view
      1m 23s
    2. Keyboard command access
      2m 22s
    3. Quick Access toolbar display tips
      3m 52s
  4. 14m 30s
    1. Split screens and frozen titles in a flash
      5m 56s
    2. Repeating title creation and suppression
      6m 17s
    3. Customizing your display of Status Bar totals
      2m 17s
  5. 11m 31s
    1. Navigation shortcuts
      2m 30s
    2. Tips for navigating between workbooks
      3m 48s
    3. Navigating within worksheets
      5m 13s
  6. 11m 12s
    1. Selecting an entire row, column, or worksheet
      3m 20s
    2. Selecting noncontiguous ranges and visible cells only
      4m 39s
    3. Selecting the current region and moving around region corners
      3m 13s
  7. 22m 16s
    1. Accelerating data entry
      6m 27s
    2. Auto-Fill techniques for entering dates
      4m 59s
    3. Auto-Fill techniques for entering times
      2m 37s
    4. Custom lists for rapid entry
      5m 54s
    5. Cell editing tips
      2m 19s
  8. 12m 38s
    1. Copy/Move acceleration tips
      3m 27s
    2. Worksheet Copy/Move shortcuts
      2m 29s
    3. Dragging and inserting variations
      3m 47s
    4. Instantly displaying Paste Special options
      2m 55s
  9. 29m 31s
    1. Rapid formula creation
      3m 48s
    2. Selecting all cells that depend on the active cell
      5m 24s
    3. Selecting all cells that can affect the active cell
      2m 38s
    4. AutoSum shortcuts
      2m 57s
    5. Rounding shortcuts
      5m 14s
    6. Generating random numbers
      3m 16s
    7. Counting unique entries
      3m 11s
    8. Performing calculations without formulas
      3m 3s
  10. 17m 4s
    1. Controlling rows and columns
      5m 50s
    2. Realigning imported text
      2m 27s
    3. Handling blank cells
      4m 20s
    4. Collapsing and expanding detail
      4m 27s
  11. 28m 8s
    1. Formatting numbers
      6m 49s
    2. Aligning data
      3m 49s
    3. Adding background color for readability
      3m 43s
    4. Formatting data conditionally
      1m 54s
    5. Creating custom formats
      6m 23s
    6. Formatting periods over 24 hours
      3m 2s
    7. Applying strikethroughs and borders
      2m 28s
  12. 25m 46s
    1. Sorting shortcuts
      2m 40s
    2. Cleaning up spaces
      4m 47s
    3. Identifying duplicates
      6m 10s
    4. Splitting columns
      3m 57s
    5. Ensuring unique entries
      2m 46s
    6. Forcing dates to be weekdays only
      3m 56s
    7. Displaying unique items from large lists
      1m 30s
  13. 18m 38s
    1. Placing and adjusting charts
      2m 37s
    2. Creating chart titles from cell content
      2m 22s
    3. Creating and manipulating shapes
      5m 31s
    4. Linking and unlinking pictures
      8m 8s
  14. 9s
    1. Goodbye
      9s

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