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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.
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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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Another handy feature in Excel is the AutoFill Options button that appears next to data you add to a worksheet by using the fill handle.
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The AutoFill options allow you to specify the manner in which Excel fills a range of cells.
Clicking the AutoFill Options button displays a list of actions Excel can take regarding the cells affected by your fill operation. The options in the list are summarized in the following table.
Option Copy Cells Fill Series Fill Formatting Only Fill Without Formatting Fill Days, Weekdays, and so on Action This copies the contents of the selected cells to the cells indicated by the fill operation. This action fills the cells indicated by the fill operation with the next items in the series. This copies the format of the selected cell to the cells indicated by the fill operation, but does not place any values in the target cells. This action fills the cells indicated by the fill operation with the next items in the series, but ignores any formatting applied to the source cells. The appearance of this option changes according to the series you extend. For example, if you extend the values Wed, Thu, and Fri, Excel presents two options, Fill Days and Fill Weekdays, and you can select the one you want. If you do not use a recognized sequence, this option does not appear.
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