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Excel 2010 Essential Training
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Entering data automatically with Auto Fill


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Excel 2010 Essential Training

with Bob Flisser

Video: Entering data automatically with Auto Fill

Rather than typing a lot of repetitive data, why not let Excel do it for you? If you take a look here at this sheet, we have months and we did this in the previous movie. Now let's just select all those cells and delete. Let's get back to this first one here in B5 and type the word January and instead of pressing Enter, which would move us down to the next row, let's press Ctrl+Enter so we stay there. Now, if you take the close look at the cell, you'll notice in the lower right corner of the cell is a little square dot.
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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Excel 2010 Essential Training
6h 21m Beginner Jun 09, 2010

Viewers: in countries Watching now:

In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.

Topics include:
  • Copying and pasting techniques
  • Working with formulas and functions
  • Dealing with formula errors
  • Creating lookup tables
  • Naming cell ranges
  • Formatting data and worksheets
  • Finding and replacing data
  • Creating SmartArt diagrams
  • Creating charts and PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Computer Skills (Windows) Spreadsheets Teacher Tools Education Student Tools
Software:
Excel
Author:
Bob Flisser

Entering data automatically with Auto Fill

Rather than typing a lot of repetitive data, why not let Excel do it for you? If you take a look here at this sheet, we have months and we did this in the previous movie. Now let's just select all those cells and delete. Let's get back to this first one here in B5 and type the word January and instead of pressing Enter, which would move us down to the next row, let's press Ctrl+Enter so we stay there. Now, if you take the close look at the cell, you'll notice in the lower right corner of the cell is a little square dot.

Now your mouse pointer is usually this big plus sign, but if you put the mouse pointer on that square dot, the mouse pointer turns to a crosshair. That's what's called the Autofill mouse pointer or the Autofill handle. When you get that and it has to be that, it can't be another mouse pointer, drag to the right and look what happens. It fills in the months for you. Well that's pretty cool and there's a few other things we could do. Let's go down here to Sheet 2. And this Sheet 2 is expecting to see weekly average. So in that same cell B5, type Monday and again press Ctrl+Enter, put your mouse over that dot so you get the crosshair and then drag out here until you get to Friday.

Well that's pretty cool, but there's a few other things we can do. Let's go to Sheet 3 and just show you a few things. Let's say we wanted January, but we wanted to abbreviate it and you can just type this here in the first cell. So I'll just type January again, press Ctrl+Enter, and this Autofill works going down a column, not just across a row. When you get that crosshair, you can drag down and see what happens is it repeats. Once it gets down to the end of the series, the series just starts again. And the same for the days. Now you can type in the day, type in Monday and Autofill down to the bottom and it repeats.

It'll just make the columns be a little wider. If you abbreviate it, press Ctrl+ Enter, it will repeat abbreviated. Well, that's pretty handy. What do you do for numbers? Numbers are a little different. Let's go up to the top here and maybe just type the number one, Ctrl+Enter, and when you Autofill it, notice it just gives you a whole lot of ones, and the reason is that there is no built-in series. Let's go over here and type in a 1. Ctrl+Enter. This time if you hold the Ctrl key down, when you get that Autofill handle, now when you drag down and I'll just let go off the mouse first, now it will increment.

Well what if you want to create your own series? Let's go over here in column H, maybe you type in 10, press Enter and maybe you type in 20. Remember to press Enter. Now select both of these cells together. When you have multiple cells selected, they share a common Autofill handle. Now put your mouse pointer on it, get the crosshair, now when you drag down, you notice that it keeps that series. So that's all pretty cool. Well this is all fine because months and days are built-in series, but wouldn't it be nice if you could create your own sort of pre-made series? It could be a series of your clients, or vendors, or people you work with. It could be anything.

Well, let's say we wanted a list of regions where our company operates. We can create a custom list. So here's what we do. Go up to the File menu, so in Backstage view, go down here to Options and then in the left side here, go to Advanced and let's scroll down. Down towards the bottom, we find this button Edit custom lists. Click that and here it shows you the days and the months, so it's great. Now over here it says List Entries. Click in this empty box and maybe let's type a few things. Let's say we operate in New England and the Mid-Atlantic, Southeast, Midwest, Southwest, and maybe also in Pacific.

Now click Add and you see that adds the list here. Now that's great. Click OK, click OK again. Anywhere you want you can type in New England. I'll press Ctrl+Enter and I'll make that count little wider. Now when we Autofill, you'll notice if gives you that list. What's also really great is you don't have to start at the beginning of the list. Maybe if you started with let's say Pacific, it would still give you that list. Or maybe if you started on Thursday, and Autofill and this will work if you fill across as well as down.

It'll give you that list. So this is a really great feature. Let Excel do a lot of the typing for you.

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