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Auto-filling table cells

From: Numbers '09 Essential Training

Video: Auto-filling table cells

When entering data into a table in Numbers '09, you can save a lot of time using the Auto-fill feature. With Auto- filling you can use the content in one or more cells to automatically add values to adjacent cells. So let's use our Energy Savings Plan spreadsheet here to investigate the different ways to do this. In our List of Energy Savers table here, we have a single total showing up in the Total column. Let's click to select that cell. Notice it's column E and we are in the second row. The formula appears on the Formula Bar. Now, we could type in this formula for every other row in this column or we could save a lot of time using Auto-fill.

Auto-filling table cells

When entering data into a table in Numbers '09, you can save a lot of time using the Auto-fill feature. With Auto- filling you can use the content in one or more cells to automatically add values to adjacent cells. So let's use our Energy Savings Plan spreadsheet here to investigate the different ways to do this. In our List of Energy Savers table here, we have a single total showing up in the Total column. Let's click to select that cell. Notice it's column E and we are in the second row. The formula appears on the Formula Bar. Now, we could type in this formula for every other row in this column or we could save a lot of time using Auto-fill.

One way to use Auto-fill is to select all of the cells ahead of time. You can click and drag from the bottom cell to the top or from the top down. Once you have got your cell selected, click Insert, move down to Fill and here you will have two options, to Fill Down or Up. Fill Down is going take the top value and fill the other cells down bellow with that same formula. Fill Up would take anything in the last cell of the bottom and replace all of the previous cells with that content. In this case, we want to Fill Down. When you click Fill Down you will notice that the formula is actually copied down to the remaining cells and it's automatically updated to use the values in that row. This is known as relative addressing.

Now, Auto-fill is also good at picking up patterns including numeric patterns. Let's say we want to use the first column here to number each of the rows in our table. So we could click first in cell A2 and type in 1. With a numeric pattern you need to have at least two cells, so I'll press Return and type in 2. Now we could press Return and continue with the remaining rows or we can use Auto-fill. Let's select cells A2 and A3 with both of those selected now, Numbers is picking up the pattern, the increment is 1.

Another way to use Auto-fill is to use the Auto-fill Handle that appears in the bottom right corner of selected cells. When you see the + sign appear, you are safe to click and drag down and you will notice automatically each of the cells is incremented by 1, Numbers '09 is picked up the pattern. Now when we deselect our table, we can see the row numbers as we have entered them in that first column. Let's explore some other options. This time though we'll use our Utility Costs sheet and we'll go to the Utility Costs by Month table.

Here, in the top row we don't see any labels. As I mentioned Numbers '09 is good at picking up patterns with Auto-fill, so let's click the cell, which is actually in column B, row 1. Let's type in Monday, using the Auto- fill Handle we only need to enter data in a single cell when using text, let's drag across and notice that it's automatically filling in the days of the week for us. That's not really what we want, so let's move all the way back, still holding down our mouse button and release at cell B1. Let's type in January. Now when we use our Auto-fill Handle to drag across the top row, you can see each of the months in the year is filling in those cells. We could also use short forms, such as Jan, Feb, and Mar and Auto-fill will definitely pick up those patterns as well.

Let's deselect our table by clicking anywhere on the canvas. Well, as you continue to experiment with Auto- filling, keep in mind this feature does not setup an ongoing relationship among the cells in the group. So after using Auto-fill you can change the cells independently of each other.

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This video is part of

Image for Numbers '09 Essential Training
Numbers '09 Essential Training

71 video lessons · 17337 viewers

David Rivers
Author

 
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  1. 1m 59s
    1. Welcome
      1m 12s
    2. Using the exercise files
      47s
  2. 7m 17s
    1. Launching Numbers and exploring templates
      2m 24s
    2. Exploring the user interface
      2m 45s
    3. Customizing the user interface
      2m 8s
  3. 15m 36s
    1. Creating and opening spreadsheets
      1m 12s
    2. Importing spreadsheets
      1m 48s
    3. Saving and exporting spreadsheets
      2m 39s
    4. Working with sheets
      3m 0s
    5. Laying out sheets
      3m 7s
    6. Headers, footers, and page numbering
      3m 50s
  4. 48m 42s
    1. Adding tables
      2m 43s
    2. Modifying tables
      2m 39s
    3. Working with content in table cells
      4m 55s
    4. Using controls
      5m 0s
    5. Working with rows and columns
      4m 59s
    6. Table headers and footers
      5m 24s
    7. Auto-filling table cells
      3m 50s
    8. Working with table cells
      3m 17s
    9. Using table categories
      4m 18s
    10. Reorganizing table data
      3m 7s
    11. Defining reusable tables
      3m 38s
    12. Copying tables
      2m 48s
    13. Using Address Book data
      2m 4s
  5. 14m 4s
    1. Using table styles
      2m 3s
    2. Overriding table styles
      1m 51s
    3. Redefining a table's style
      2m 31s
    4. Copying and pasting table styles
      2m 46s
    5. Creating, renaming, and deleting table styles
      3m 41s
    6. Using the default table style
      1m 12s
  6. 18m 24s
    1. Using formulas
      3m 47s
    2. Using the Formula bar and Formula Editor
      3m 52s
    3. Using cell references
      3m 25s
    4. Using functions
      4m 15s
    5. Using Formula List view
      3m 5s
  7. 32m 48s
    1. Adding a chart
      2m 42s
    2. Creating a mixed chart
      2m 33s
    3. Modifying chart data
      2m 23s
    4. Adding data to a chart from multiple tables
      2m 20s
    5. Changing a chart from one type to another
      2m 19s
    6. Formatting general chart attributes
      4m 56s
    7. Using trend lines and error bars
      5m 21s
    8. Creating a two-axis chart with different value scales
      2m 34s
    9. Formatting 3D charts
      5m 15s
    10. Linking charts to Pages and Keynote
      2m 25s
  8. 32m 56s
    1. Adding, removing, and selecting text
      3m 24s
    2. Formatting text
      4m 11s
    3. Formatting numbers
      6m 53s
    4. Conditional formatting
      3m 28s
    5. Using special characters
      3m 57s
    6. Using hyperlinks
      2m 33s
    7. Checking spelling
      4m 58s
    8. Find and Replace
      3m 32s
  9. 37m 25s
    1. Using text boxes
      5m 9s
    2. Copying text to a text box
      2m 26s
    3. Paragraph formatting
      3m 14s
    4. Creating bulleted and numbered lists
      3m 50s
    5. Working with shapes
      4m 29s
    6. Adding and adjusting images
      2m 46s
    7. Masking objects
      3m 50s
    8. Using Instant Alpha
      2m 0s
    9. Inserting media files
      3m 37s
    10. Aligning and layering objects
      6m 4s
  10. 11m 46s
    1. Printing a sheet
      4m 8s
    2. Password-protecting and emailing spreadsheets
      3m 36s
    3. Sharing spreadsheets with iWork.com
      4m 2s
  11. 12m 37s
    1. Designing a template
      5m 26s
    2. Creating initial spreadsheet content
      2m 54s
    3. Creating media placeholders
      2m 33s
    4. Saving a custom template
      1m 44s
  12. 18s
    1. Goodbye
      18s

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