In Excel we often do the same task over and over: putting first and last names into one cell, splitting names in a list, and so on. There is a way to do this without formulas in a few seconds — Flash Fill. In this article, based on Microsoft's official support page, we explain what Flash Fill is and how to use it.
What is Flash Fill?
According to Microsoft, Flash Fill automatically fills your data when it senses a pattern. You show in one or two cells what the result should look like, and Excel completes the remaining rows using the same rule.
Flash Fill is useful for two main tasks:
- Combining — for example, writing first and last names from two columns into one column;
- Splitting — for example, extracting first and last names from a full name in one column into separate columns.
How does Flash Fill work? A step-by-step example
Suppose column A contains first names, column B contains last names, and you want the full name in column C:
| A | B | C | |
|---|---|---|---|
| 1 | First name | Last name | Full name |
| 2 | Aysel | Mammadova | Aysel Mammadova |
| 3 | Rashad | Aliyev | (Excel suggests) |
- Type the full name in cell C2 and press Enter.
- Start typing the next full name in cell C3. Excel will sense the pattern and show a preview of the rest of the column filled in with the combined text.
- Press Enter to accept the preview.
Ctrl+E: how to run Flash Fill manually
As Microsoft notes, if Flash Fill doesn't generate a preview, it might not be turned on. In that case there are two options:
- choose the Flash Fill command on the Data menu;
- or press Ctrl+E on the keyboard.
To turn on automatic Flash Fill, Microsoft gives this path: under Tools > Options > Advanced > Editing Options, check the Automatically Flash Fill box.
Which Excel versions have it?
Microsoft's support page lists these versions for Flash Fill: Excel for Microsoft 365, Excel 2024, 2021, 2019 and 2016 (including Mac versions).
What to keep in mind when using Flash Fill
- Show the pattern clearly. Flash Fill derives the pattern from your example; fill in the first cells carefully.
- Check the result. Before accepting the preview, look at a few rows — especially if the data is in different formats.
- Learn functions for more complex tasks. Conditional calculations and lookups require functions such as IF, SUMIF and XLOOKUP.
Summary
- Flash Fill in Excel senses a pattern and fills data automatically.
- It is very handy for combining or splitting first and last names.
- If no preview appears, choose Flash Fill on the Data menu or press Ctrl+E.
- It is available in Microsoft 365, Excel 2024, 2021, 2019 and 2016.
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📚 Sources
🌐 The original article is in Azerbaijani; the official sources are available in Azerbaijani.
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