Entering data and filling shortcuts
Flash Fill shortcut in Excel (Ctrl+E)
The keys
| Shortcut | Windows | Mac |
|---|---|---|
| Flash Fill the column from your examplesType one or two examples next to the data first. Flash Fill types values, not formulas, so it does not update. | Ctrl+E | Control+E |
Checked against Microsoft's official lists on . Where Microsoft lists a key for one platform only, the other column says so instead of guessing.
What it does well
- Split full names into first and last: type the first name of row 1, press Ctrl+E.
- Join columns: type "Smith, Ann" from Ann and Smith.
- Pull out parts: the domain from an email, digits from a code, initials.
- Change case or reorder: "ann smith" to "Ann Smith".
Why Flash Fill fills nothing
- The example column is not right next to the data, or there is a blank column between them.
- One example was not enough to see the pattern. Type a second one, then press Ctrl+E again.
- Flash Fill is turned off: File > Options > Advanced > Automatically Flash Fill (the shortcut still works when only the automatic part is off).
- The column already has a formula in it. Flash Fill fills empty cells with values; clear the column first.
Flash Fill vs a formula
Flash Fill types values. When the source data changes, the results do not. For a column that must stay in step, use a formula such as TEXTBEFORE or LEFT and FIND. See separating first and last names for both approaches side by side.
Always check a few rows by eye: Flash Fill guesses, and an odd row (a middle name, a missing value) can be filled wrongly without a warning.
Why a shortcut sometimes does nothing
Non-US keyboards
Microsoft's lists are written for the US keyboard layout and say that keys on other layouts might not correspond exactly. Shortcuts named after a symbol, such as Ctrl+;, Ctrl+` or Ctrl+Shift+$, are the ones most likely to sit somewhere else or not work. When one does nothing, use the ribbon route on its task page instead.
Related shortcuts
| Shortcut | Windows | Mac |
|---|---|---|
| Fill down from the cell above How to: Fill down shortcut in Excel Copies the top cell of the selection, contents and format, into the cells below it. | Ctrl+D | Command+D or Control+D |
| Put the same entry in every selected cell How to: Fill down shortcut in Excel Select the cells, type once, then press it. A formula goes in with its references adjusted for each cell. | Ctrl+Enter | Command+Return or Control+Return |
| Find and replace How to: Find and replace shortcut in Excel | Ctrl+H | Control+H or Command+Shift+H |
FAQ
What is the shortcut for Flash Fill?
Ctrl+E on Windows, Mac and Excel for the web.
Does Flash Fill update when the data changes?
No. It writes values. Run it again, or use a formula instead.
Which versions have Flash Fill?
Excel 2013 and later on Windows, current versions of Excel for Mac, and Excel for the web.
Related guides
- How to separate first and last name in ExcelSelect the name column, go to Data > Text to Columns, choose Delimited, tick Space, and click Finish.
- How to combine first and last name in ExcelType =A2&" "&B2 where A2 holds the first name and B2 the last name, then fill the formula down.
- How to extract numbers from a string in ExcelIf the number always sits next to the same character, cut it out and convert it: =VALUE(TEXTAFTER(A2,"-")) turns "INV-2041" into 2041.
- How to capitalize the first letter in ExcelTo capitalize the first letter of every word, use =PROPER(A2).
Related functions
In the glossary: Flash Fill
All entering data and filling shortcutsAll Excel shortcutsPrintable sheet