Introduction
Working with large datasets in Excel could be quite a time-consuming job, especially when having to clean or reformat manually. However, let me tell you that there is an unfound magic trick embedded right inside Excel, which can automate these tedious jobs. A hundred words for a simple hello—say hello to Flash Fill—the powerful feature that recognizes the pattern in your data and then fills in the rest for you, saving time and effort. In this post, we’ll delve into how Flash Fill works and why you must learn this tool in Excel.
At the end of the post, you’ll learn how to use Flash Fill on your daily tasks such as:
- Splits and merges names
- Formats phone numbers
- Email addresses by auto-fill
What’s Flash Fill in Excel?
Flash Fill is an automated data tool in Excel. It can detect the patterns that govern your data, and then act upon it: split, combine, format, and even create text. Just perfect for splitting a full name into two, combining two names into one, formatting phone numbers, dates, or custom data structures, and creating emails out of names or other text:
Flash Fill has been available in Excel since 2013. It allows a user to transform data easily, with little examples from you.
How to Use Flash Fill: An Example
Let’s move into a few practical examples to show the power of Flash Fill.
Example: Splitting Names to First and Last Names
Let’s assume you have a column of full names like “John Doe” or “Jane Smith” that you want to explode into separate first and last names.
Step 1: First name manually
You type the first name against the full name in the adjacent column; for example, you type “John” against “John Doe”.
Step 2: Trigger Flash Fill
Once you start typing the second name, Excel should automatically recognize the pattern and complete the remaining names. It is not automatic so, just in case, keep striking Ctrl + E, by which Flash Fill is manually activated.
Step 3: Repeat for the last name
Now, in the column over there, type in the surname of the first row, so say “Doe”. Flash Fill will again identify the pattern and fill in the surnames of the entire column.
Result:
Full Name | First Name | Last Name |
John Doe | John | Doe |
Jane Smith | Jane | Smith |
Alice Jones | Alice | Jones |
David Brown | David | Brown |
Example 2: Use first and last names
If you need to combine columns for first name and last name into a single column (like “John Doe”), Flash Fill can help with that, too.
Step 1: Enter the combined name.
In a new column, type the combined full name (e.g., “John Doe”) for the first row.
Step 2: Trigger Flash Fill.
Begin typing the second combined name in the next row. Excel will detect the pattern and suggest full names for the remaining rows. Press Ctrl + E if needed.
Result:
First Name | Last Name | Full Name |
John | Doe | John Doe |
Jane | Smith | Jane Smith |
Alice | Jones | Alice Jones |
David | Brown | David Brown |
Example 3: Formatting Phone Numbers
Let’s say you have phone numbers stored without any formatting, like 1234567890, and you want them formatted as (123) 456-7890.
Step 1: Type the formatted phone number.
In a new column, manually format the first phone number (e.g., enter “(123) 456-7890”).
Step 2: Trigger Flash Fill.
Begin typing the second formatted phone number, and Excel will detect the pattern and apply it to the remaining rows. If needed, press Ctrl + E.
Result:
Unformatted Phone | Formatted Phone |
1234567890 | (123) 456-7890 |
9876543210 | (987) 654-3210 |
5556667777 | (555) 666-7777 |
Example 4: Creating Email Addresses Automatically
You had a list of employees or customers from which you would like to take the first and last names and create a standardized email address. Flash Fill will do all that in a split second.
Step 1: Enter the e-mail pattern.
Input the first email address. You do this by using first and last names. Suppose in your company, the convention on emailing has been sent to first.last@company.com, and the first person is John Doe; then type in a new column: “john.doe@company.com”.
Step 2: Trigger Flash Fill.
Begin typing the second email, and Flash Fill will recognize the pattern, automatically generating email addresses for the remaining rows. Press Ctrl + E if it doesn’t fill automatically.
Result:
First Name | Last Name | |
John | Doe | john.doe@company.com |
Jane | Smith | jane.smith@company.com |
Alice | Jones | alice.jones@company.com |
David | Brown | david.brown@company.com |
When Should You Use Flash Fill?
Flash Fill is ideal for quick, repetitive data-cleaning tasks. Here are some scenarios where Flash Fill comes in handy:
- Standardizing data formats (e.g., names, phone numbers, dates)
- Generating email addresses from names
- Combining or separating data from multiple cells
- Transforming text formats without needing complex formulas
Tips for Using Flash Fill Effectively
- Ensure Consistency: Flash Fill works best when the pattern across your data is consistent. Inconsistent data (e.g., mixed text formats) may lead to errors or incorrect suggestions.
- Use Keyboard Shortcuts: Quickly activate Flash Fill using Ctrl + E.
- Turn On Auto Flash Fill: If Flash Fill isn’t triggering automatically, go to File > Options > Advanced and check the Automatically Flash Fill option.
Limitations of Flash Fill
While Flash Fill is a powerful tool, it’s not perfect for every task. It works well for simple, repetitive data patterns but may struggle with:
- Complex data manipulations that require advanced logic
- Dynamic data where the format changes frequently
- Data that doesn’t follow a consistent pattern
Use formulas in Excel or Power Query for more complex transformations of data.
Conclusion
Another feature that is a must-know to save time and increase productivity, which exists in Excel Automation, is Flash Fill. Whether you’re splitting names, formatting phone numbers, or generating email addresses, Flash Fill can do all this within seconds without complex formulas. Next time you’re faced with repetitive data-cleaning tasks, give Flash Fill a try and watch the magic happen!
Check out the Magic of Excel with the Flash Fill Tutorial!
Like this tutorial? Want to improve your work with Excel?
If you found this Flash Fill trick helpful, you’ll love learning some of the most important Excel Shortcuts that can save you time and effort in your daily tasks. With Gineesoft Solutions offering expert guidance, from quick navigation to efficient data manipulation, mastering shortcuts is a must for boosting your productivity.