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After you create a workbook, you can begin entering data. The simplest way to enter data is to click a cell and type a value. This method works very well when you re entering a few pieces of data, but it is less than ideal when you re entering long sequences or series of values. For example, Craig Dewar, the VP of Marketing for Consolidated Messenger, might want to create a worksheet listing the monthly program savings that large customers can realize if they sign exclusive delivery contracts with Consolidated Messenger. To record those numbers, he would need to create a worksheet tracking each customer s monthly program savings.
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Repeatedly entering the sequence January, February, March, and so on can be handled by copying and pasting the first occurrence of the sequence, but there s an easier way to do it: use AutoFill. With AutoFill, you enter the first element in a recognized series, click and hold the mouse button down on the fill handle at the lower-right corner of the cell, and drag the fill handle until the series extends far enough to accommodate your data. Using a similar tool, FillSeries, you can enter two values in a series and use the fill handle to extend the series in your worksheet. For example, if you want to create a series starting at 2 and increasing by 2, you can put 2 in the first cell and 4 in the second cell, select both cells, and then use the fill handle to extend the series to your desired end value.
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You do have some control over how Excel extends the values in a series when you drag the fill handle. For example, if you drag the fill handle up (or to the left), Excel extends the series to include previous values. If you type January in a cell and then drag that cell s fill handle up (or to the left), Excel places December in the first cell, November in the second cell, and so on. Another way to control how Excel extends a data series is by holding down the Ctrl key while you drag the fill handle. For example, if you select a cell that contains the value January and then drag the fill handle down, Excel extends the series by placing February in the next cell, March in the cell after that, and so on. If you hold down the Ctrl key while you drag the fill handle, however, Excel repeats the value January in each cell you add to the series.
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Tip Be sure to experiment with how the fill handle extends your series and how pressing the Ctrl key changes that behavior. Using the fill handle can save you a lot of time entering data.
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Other data entry techniques you ll use in this section are AutoComplete, which detects when a value you re entering is similar to previously entered values; Pick From Drop-Down List, from which you can choose a value from among the existing values in a column; and Ctrl+Enter, which you can use to enter a value in multiple cells simultaneously.
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Troubleshooting If an AutoComplete suggestion doesn t appear as you begin typing a cell value, the option might be turned off. To turn on AutoComplete, click the File tab, and then click Options. In the Excel Options dialog box, display the Advanced page. In the Editing Options area of the page, select the Enable AutoComplete For Cell Values check box, and then click OK.
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The following table summarizes these data entry techniques.
Method AutoFill FillSeries AutoComplete Pick From Drop-Down List Ctrl+Enter Action Enter the first value in a recognized series and use the fill handle to extend the series. Enter the first two values in a series and use the fill handle to extend the series. Type the first few letters in a cell, and if a similar value exists in the same column, Excel suggests the existing value. Right-click a cell, and then click Pick From Drop-Down List. A list of existing values in the cell s column is displayed. Click the value you want to enter into the cell. Select a range of cells, each of which you want to contain the same data, type the data in the active cell, and press Ctrl+Enter.
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