We need to Fill a certain number of rows now and then in Excel. The task can be tiresome if we want to do it manually. Luckily Microsoft Excel provides certain ways to perform that. In this article, we are going to show you 6 methods of Filling a certain number of rows in Excel automatically.
6 Ways of Filling a Certain Number of Rows in Excel Automatically
In order to explain the methods, we are going to use a sample dataset. We have taken this dataset which contains the year-wise sales value of a company. It has 3 Columns: Serial, Year, and Sales.
1. Making Pattern and Using Fill Handle for Filling a Certain Number of Excel Rows
In this method, we are going to make a pattern of numbers. Fill Handle will allow us to Fill the Excel rows automatically.
- Put 1 in Cell B5, and 2 in B6. It will create a pattern (increasing by 1).
- Select those two rows.
- Put the mouse pointer at the edge, until there is a “plus(+)” sign. The sign is called Fill Handle.
- By using the Fill Handle you can AutoFill number until cell B12.
- The rows will be Auto-Filled.
Read More: How to Use Autofill Formula in Excel
2. Applying Fill Series Command and Filling Certain Rows
We can AutoFill rows using the Excel Fill Series feature. Fill Series command has many options. Only 2 options will be discussed. We will be using the same dataset from method 1.
2.1. Applying Fill Series on Numbers
We will Fill the Serial column using the Excel Fill Series command. To do so follow these
- Firstly, put a value in cell B5. We have put 1.
- Secondly, Select the number of rows to be Auto-Filled.
- Then, Go to the Fill from Home.
- Then, select Series…
- Select Columns from Series in.
- Type should be set to “Linear” by default. If not, change it.
- Step Value: 1 (This will increase the values by 1).
- Finally, press OK.
We can see, the Serial column has been Auto-Filled.
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2.2. Applying Fill Series for Weekdays
We have a new dataset here. We want to AutoFill the Weekday column with the help of the Excel Fill Series feature.
Follow the step-by-step guide to AutoFill rows on weekdays.
- Put the first value on cell C5.
- Select the cell range C5:C12.
- Open the Home tab >> from Fill >> Select Series…
Select these options from the Series dialog box:
- Series in Columns.
- Type Date.
- Day unit Weekday.
- Step value 1.
- Finally, press OK.
Notice, We don’t have the dates 12, and 13 March 2022 as these dates are weekends. This only shows the weekdays. The AutoFill method worked as intended.
3. Utilizing the Row Function to Fill the Exact Number of Rows
The ROW function can be used to AutoFill a certain number of rows in Excel. The ROW function returns the row number of a cell. We have the same dataset from method 1.
- Select the range B5:B12.
- Find & Select from Home.
- Then Go To Special…
- Select Visible cells only.
- Press OK.
- Type the following formula in the Formula bar (it should be written on cell B5 by default, no need to click on anything):
Here, ROW(B5) will return the value 5. We want our value to start from 1, hence we will deduct 4 from it.
- Press CTRL + ENTER. Then the series of numbers will be inserted into the selected cells.
We can click on cell B5 to show the formula.
This is the final output of Filling a number of rows using the ROW function.
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4. Creating a Formula to Fill Certain Rows in Excel Automatically
Similar to method 3, we can use a formula to AutoFill a certain number of rows. We will use our original dataset here. We will increase our number by 1 using a formula here.
- Put 1 in cell B5.
- Type the formula below in cell B6, or into the Formula bar:
- Press Enter to see the value 2 in Cell B6.
- Use the Fill Handle to AutoFill from cell B6 to copy the formula up to cell B12.
The AutoFill operation is successful.
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5. Using CTRL + ENTER to Fill Certain Number of Rows Automatically with Same Values
Often we need to type the same value in a certain number of rows in Excel. We can do that using the CTRL + ENTER Method. We need to select a range and then type the desired value. After that, we need to press CTRL + ENTER to fill the selected rows. We will put the gender of the people in the empty cells by using this technique.
5.1. Common Method of Using CTRL + ENTER
We have a dataset that contains 4 males and 4 females. The males are ordered in the dataset. We can type “Male” four times manually. But we will fill the rows automatically.
- Select rows D5:D8 to select only the male names.
- Type “Male”.
- Press CTRL + ENTER.
The text “Male” is repeated 3 more times.
We can do that for the 4 females too. If done correctly, this will be the result.
5.2. Filling in the Blanks of Certain Rows by Applying CTRL + ENTER
In this section, we have a dataset that has blank values. We can notice that the text “Female” should be there. We can fill those cells by selecting the blank cells and then the CTRL + ENTER method.
- Select the full table by selecting the B4:D12 cell.
- Go to the Find & Select from Home.
- Then, select Go to Special…
- Select Blanks on the Go To Special dialog box.
- Press OK.
The blank cells within the cell range will be selected.
- Type the text “Female”.
- Press CTRL + ENTER.
This will Fill up the blank rows.
Read more: How to Autofill Dates in Excel
6. Using the IF Function for Filling a Certain Number of Rows in Excel Automatically
We can use conditionals to Fill the rows in Excel automatically. The IF function is the most common conditional in Microsoft Excel. In our dataset, we have the Employee ID, Name of the employee, and Employee Status. We want to Fill the Employee Status based on a criterion automatically. Suppose, the condition is, the employee with an ID number of more than 2000 is considered as a new employee. To do that follow our guide.
- Type the following formula in cell D5 or in the formula bar:
=IF(B5>2000,"New Employee"," ")
This condition means, if the Employee ID is more than 2000, then the employee is a new employee. And if the Employee ID is less than 2000, then leave the cell blank.
- Press ENTER to see the desired value in cell D5.
- Using the Fill handle we can copy the formula up to cell D12.
We can see that the AutoFill of a certain number of rows has worked perfectly.
Read more: How to Repeat Formula Pattern in Excel
We have provided datasets similar to this, for every method in the Excel Sheet. You can practice all the methods mentioned here, and understand them easily.
Download Practice Workbook
We have used six methods for filling a certain number of rows in Excel automatically. These are AutoFill using a pattern, Fill feature, ROW function, a generic formula, CTRL + ENTER, and IF function. If you face any problem while using any of the six methods, you can comment below for assistance. Thanks for reading. Keep excelling!