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Data Entry 101 105 Filling series with increments other than one
Normally, when you drag the Fill handle to fill in a series of data entries, Excel increases or decreases each entry in the series by a single unit (a day, month, hour, or whatever). You can, however, get AutoFill to fill out a series of data entries that uses some other increment, such as every other day, every third month, or every hour-and-a-half.
Figure 1-10 illustrates a number of series all created with AutoFill that use increments other than one unit. The first example in row 2 shows a series
of different times all 45 minutes apart, starting with 8:00 a.m. in cell A3 and extending to 2:00 p.m. in cell I3. The second example in row 4 contains a series of weekdays consisting of every other day of the week, starting on Monday in cell A4 and extending to Saturday in cell G4. The third example in row 6 shows a series of numbers, each of which increases by 15, that starts with 35 in cell A6 and increases to 155 in cell I6. The last example in row 8 shows a series with every other month, starting with Jan. in cell A8 and ending with Nov. in cell F8.
To create a series that uses an increment other than one unit, follow these four general steps:
1. Enter the first two entries in the series in consecutive cells above one another in a column or side by side in a row.
Enter the entries one above the other when you intend to drag the Fill handle down the column to extend the series. Enter them side by side when you intend to drag the Fill handle to the right across the row.
2. Position the cell pointer in the cell with the first entry in the series, and drag through the second entry.
Both entries must be selected (indicated by being enclosed within
the expanded cell cursor) before you use the Fill handle to extend the series. Excel analyzes the difference between the two entries and uses its increment in filling out the data series.
3. Drag the Fill handle down the column or across the row to extend the series by using the increment other than one unit.
Check the ScreenTips to make sure that Excel is using the correct incre- ment in filling out your data series.
4. Release the mouse button when you reach the desired end of the series (indicated by the entry shown in the ScreenTip appearing next to the black-cross mouse pointer).
Book II Chapter 1
Building Worksheets