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Quick Answer

Type an example of the formatting you want (like typing a first name from a full name) in the cell next to your data. Press Enter, then press Ctrl + E, and Excel will automatically fill the rest of the column using that pattern.

How to Use Flash Fill in Excel ​

Applies to: Microsoft Excel (Microsoft 365, Excel 2021, Excel 2019)
Article Type: How-To
Last Updated: 2026-03-09

Summary ​

Flash Fill automatically fills in values by recognising patterns in your data — for example, extracting first names from full names, reformatting phone numbers, or combining columns. Instead of writing complex formulas, type one or two examples and let Excel do the rest. This article shows how to use Flash Fill effectively.

Prerequisites ​

  • Microsoft Excel (2013 or later).
  • No admin rights required.

Instructions ​

1. Use Flash Fill to Extract Data ​

Pull part of a value from an adjacent column.

  1. In a worksheet, place your data in Column A (e.g., full names like John Smith).
  2. In Column B, type the pattern you want for the first row (e.g., John to extract first names).
  3. Press Enter and move to the next cell in Column B.
  4. Press Ctrl+E to activate Flash Fill.
  5. Excel fills the remaining cells in Column B by following the pattern you demonstrated.

2. Use Flash Fill to Combine Data ​

Merge values from multiple columns into one.

  1. Place data in Column A (e.g., first names) and Column B (e.g., last names).
  2. In Column C, type the combined result for the first row (e.g., Smith, John).
  3. Press Enter and move to the next cell in Column C.
  4. Press Ctrl+E.
  5. Excel combines the remaining rows following your pattern.

3. Use Flash Fill to Reformat Data ​

Change the format of existing values.

  1. Place data in Column A (e.g., dates like 20260309).
  2. In Column B, type the reformatted version for the first row (e.g., 03/09/2026).
  3. Press Enter and move to the next cell in Column B.
  4. Press Ctrl+E.
  5. Excel reformats all remaining values to match.

4. Use Flash Fill from the Ribbon ​

Activate Flash Fill without the keyboard shortcut.

  1. Type your example in the first cell of the output column.
  2. Click the Data tab on the ribbon.
  3. In the Data Tools group, click Flash Fill.
  4. Excel fills in the pattern for the remaining cells.

5. Verify and Correct Flash Fill Results ​

Ensure the results are accurate.

  1. After Flash Fill completes, review the filled cells carefully.
  2. If any values are incorrect, manually correct them.
  3. If Flash Fill misidentifies the pattern, type a second example in the next row and press Ctrl+E again — the additional example helps Excel refine its prediction.
  4. If the pattern is a consistent separator rather than a shape — every value split on the same comma or space — use the Text to Columns wizard instead. It gives you an exact rule and a preview before anything changes: How to Split Text into Columns in Excel.

Troubleshooting ​

TIP

Flash Fill works best when your source data is consistent. If the source column has irregular formatting (e.g., some entries with middle names, some without), Flash Fill may produce incorrect results for edge cases.

Symptom / ErrorPotential CauseSolution
Flash Fill does not activateFeature may be disabledGo to File > Options > Advanced and ensure Automatically Flash Fill is checked.
Flash Fill produces incorrect resultsInconsistent source dataProvide a second manual example and press Ctrl+E again to improve pattern recognition.
Ctrl+E does nothingOutput column is not adjacent to source dataEnsure the output column is directly next to the source data column.