Page 88 - JoFA_2022

TECHNOLOGY Q&A

MICROSOFT EXCEL
Automate routine data entry with Excel Flash Fill

Q. I enjoy A. Flash Fill is one of my favorite features in the update or Esc to decline.
learning about Excel because it can do a lot of routine tasks. If Excel can also pick up on more complicated
ways to increase Excel can sense a pattern in what you are doing, patterns. Look at the screenshot at the top of the
my efficiency it will try to complete the task for you. Flash Fill next page. Let’s say we want to extract information
and save time in can be used with Excel 2013 and later versions on from columns A, B, and C and have the name in
Microsoft Excel. Windows and Excel 2016 and later versions on column D be formatted as last name, followed by
Do you have Macs. You can download a workbook I created a comma, then a space and the first name, then a
any other tips to with examples of using Flash Fill. You can access space and middle initial with a period.
share? an accompanying video with the website version of In cell D2, I type Deen, Kent W., then go to cell
this article here. D3 and start typing the next name. By the time I
Let’s go through a couple of examples. In the type the H, Excel has already picked up on the pat-
first, let’s extract just the last names from column tern and fills in the remaining names in the correct
A and have them listed in column B. See the format, as shown in the screenshot at the bottom
screenshot below at left. of the next page.
To do this, simply start typing the last names Click Enter to accept the update.
in column B. I type Barnes in cell B2, and by the If Flash Fill does not automatically work for
time I type just the S in cell B3, Excel thinks it has you, you may need to enable it on your device. To
picked up on a pattern of what I am doing, and all do this, click File on the Ribbon, then Options.
the last names appear in column B, as shown in the Click Advanced, and put a check next to
screenshot below at right. Automatically Flash Fill. Click OK.
Notice that the remainder of the last names are — By Kelly L. Williams, CPA, Ph.D.
in gray. At this point, you can click Enter to accept

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36 | Journal of Accountancy February 2022