Microsoft Office Tutorials and References
In Depth Information
Copying Formulas with AutoFill
To insert the cell range you’re moving or copying within a populated region
of the worksheet without wiping out existing entries, hold down the Shift key
while you drag the selection. (If you’re copying, you have to get ambitious
and hold down both the Shift and Ctrl keys at the same time!)
With the Shift key depressed while you drag, instead of a rectangular outline
of the cell range, you get an I-beam shape that shows where the selection will
be inserted if you release the mouse button along with the address of the cell
range (as a kind of Insertion ScreenTip). When you move the I-beam shape,
notice that it wants to attach itself to the column and row borders while you
move it. After you position the I-beam at the column or row border where
you want to insert the cell range, release the mouse button. Excel inserts
the cell range, moving the existing entries to neighboring blank cells (out of
harm’s way).
When inserting cells with drag and drop, it may be helpful to think of the
I-beam shape as a pry bar that pulls apart the columns or rows along the axis
of the I. Also, sometimes after moving a range to a new place in the worksheet,
instead of the data appearing, you see only #######s in the cells. (Excel 2013
doesn’t automatically widen the new columns for the incoming data as it does
when formatting the data.) Remember that the way to get rid of the #######s
in the cells is by widening those troublesome columns enough to display all
the data-plus-formatting; and the easiest way to do this kind of widening is by
double-clicking the right border of the column.
Copying Formulas with AutoFill
Copying with drag and drop (by holding down the Ctrl key) is useful when
you need to copy a bunch of neighboring cells to a new part of the
worksheet. Frequently, however, you just need to copy a single formula that you
just created to a bunch of neighboring cells that need to perform the same
type of calculation (such as totaling columns of figures). This type of formula
copy, although quite common, can’t be done with drag and drop. Instead, use
the AutoFill feature (read about this in Chapter 2) or the Copy and Paste
commands. (See the section “Cut and paste, digital style,” later in this chapter.)
Don’t forget the Totals option on the new Quick Analysis tool. You can use
it to create a row or a column of totals at the bottom or right edge of a data
table in a flash. Simply select the table as a cell range, click the Quick Analysis
button followed by Totals in its palette. Then click the Sum button at the
beginning of the palette to create formulas that total the columns in a new row
at the bottom of the table and/or the Sum button at the end of the palette to
create formulas that total the rows in a new column at the right end.
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