Wednesday, 17 Jul 2024
Technology

How to Autofill in Google Sheets Effortlessly

how to auto fill numbers in google sheets

As you tirelessly enter data into Google Sheets, you might find yourself wondering how to autofill in Google Sheets. Well, the good news is that there are three simple ways to save you from the tedium of data entry by effortlessly autofilling your spreadsheets.

Method 1: Autofilling with Fill Handle

If you already have the data you want to autofill, then Fill Handle is the way to go. You can find Fill Handle as a small box in the bottom right-hand corner of cells in Google Sheets. Dragging the Fill Handle box vertically or horizontally will automatically autofill the cells based on the patterns you’ve established.

So, how do you autofill sequential numbers in Google Sheets using Fill Handle?

To begin, manually fill in a few entries to establish the pattern you want to autofill. This will help Google Sheets understand your intention. Here’s how you can use Fill Handle to autofill dates and days of the week:

Autofilling Dates

Suppose you want to create a spreadsheet with sequential dates. Start by entering the first two dates, and then simply drag the Fill Handle box to autofill the rest of the dates in the desired pattern.

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Autofilling Days of the Week

If you need to fill a Google Sheet with consecutive days of the week, Fill Handle has got you covered. Begin by entering the first two days and then drag the Fill Handle box to the right until you’ve filled the sheet with the desired number of days.

Method 2: Autofilling with Smart Fill

If you’re familiar with Microsoft Excel’s Flash Fill feature, then you’ll be thrilled to know that Google Sheets has its own version called Smart Fill. Smart Fill is more versatile than Fill Handle as it recognizes patterns while you work and helps speed up data entry.

To activate Smart Fill, simply enter data on Google Sheets and press ⌘ + Shift + Y on Mac or CTRL + Shift + Y on Windows/Chromebook. You can also toggle Smart Fill on and off by going to Tools > Autocomplete and checking or unchecking “enable autocomplete” in the menu.

Smart Fill not only detects patterns, but it can also use data from Google’s Knowledge Graph to autofill information. For example, if you provide a list of cities, Smart Fill will automatically detect the corresponding countries.

Examples of Smart Fill in Action

Separating First and Last Names

Smart Fill can easily separate people’s full names into separate columns for their first and last names. By manually separating a few names, Smart Fill will recognize the pattern and automatically fill in the remaining names.

Combining First and Last Names

Smart Fill can also combine data. You can input two separate lists of first and last names and let Smart Fill merge them into a single column with full names.

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Method 3: Autofilling with Magical

While Google Sheets’ built-in autofill features are useful, they might not be sufficient when you need to aggregate data from various platforms. This is where Magical, a powerful Chrome extension, comes in handy. Magical allows you to collect and move data across different sites without any coding or APIs.

Here are a few examples of how you can use Magical to autofill information in Google Sheets:

Autofilling with Prospect Information

If you’re part of a sales team, Magical can help you input prospect information from various platforms into Google Sheets effortlessly. Simply open the different tabs and let Magical do the rest.

Autofilling with Listing Details

Magical can also autofill Google Sheets with information from online databases like Airbnb or Amazon. By opening the desired listing and activating Magical, you can instantly populate your Google Sheets spreadsheet with the relevant data.

Autofilling with Customer Reviews

To stay on top of customer reviews, you can use Magical to scrape and autofill Google Sheets with data from major review sites such as G2, TrustPilot, Amazon, and more. Simply create a transfer using Magical and choose the source and destination for the data.

These are just a few examples of what you can do with Magical. The list of possibilities is constantly expanding, so if you don’t see the transfer option you need, reach out to the Magical team.

Frequently Asked Questions

Here are quick answers to some common questions about autofilling in Google Sheets:

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1. What is the fastest way to autofill Google Sheets with external data?

The fastest way is by using Magical. This free app allows you to collect data and automatically transfer it to your Google Sheets with just a click.

2. What is the keyboard shortcut for Smart Fill on Windows/Chromebook?

The keyboard shortcut for Smart Fill on Windows/Chromebook is CTRL + Shift + Y.

3. What is the keyboard shortcut for Smart Fill on Mac?

The keyboard shortcut for Smart Fill on Mac is ⌘ + Shift + Y.

4. What is the keyboard shortcut for Autofill (Fill Handle) in Google Sheets?

On Windows/Chromebook, the shortcuts are:

  • CTRL + R to autofill horizontally (right)
  • CTRL + D to autofill vertically (down)
  • CTRL + Enter to autofill the selected cells

For Mac users, replace CTRL with ⌘.

Now that you know how to effortlessly autofill in Google Sheets using different methods, you can save time and avoid the tedium of manual data entry. Whether you choose to use Fill Handle, Smart Fill, or Magical, these techniques will make your spreadsheet tasks a breeze. Happy autofilling!