How to Use Flash Fill to Quickly Fill in Data
In today’s fast-paced digital workplace, saving time on routine tasks is vital. When working with spreadsheets, one of the most time-consuming tasks is manually entering repetitive data. Whether you’re formatting names, separating strings, or extracting specific patterns from data, doing it row by row can be tedious. Fortunately, WPS Office—alongside Microsoft Excel and OpenOffice—offers a convenient feature called Flash Fill that dramatically speeds up this process.
What Is Flash Fill?
Flash Fill is an intelligent pattern recognition tool that observes the examples you input and automatically completes the rest of the column based on those patterns. Rather than requiring you to type out every item or create complex formulas manually, Flash Fill helps auto-complete the data using intuitive logic.
For example, if you have a list of full names, such as “John Smith,” and want to extract just the first names, typing “John” in the adjacent cell and using Flash Fill will automatically extract all first names down the column.
When Should You Use Flash Fill?
Flash Fill is ideal when:
- You need to split or join text across cells (e.g., split full names into first and last).
- You want to format data uniformly (e.g., phone numbers, dates).
- You want to extract specific patterns (e.g., initial and domain names) from email addresses.
- You want to avoid using formulas like LEFT, RIGHT, MID, or CONCAT.
It’s beneficial when working with large datasets where manual input is inefficient.
How to Use Flash Fill in WPS Office
Let’s walk through the steps to apply Flash Fill in WPS Spreadsheets.
Open the Spreadsheet
First, open your document in WPS Office下载 and navigate to the table where you want to use Flash Fill. Identify the column with the original data and the adjacent column where the filled-in data will appear.
Enter the First Example
In the cell adjacent to the first data entry, manually enter the expected output. This helps WPS understand the transformation rule you want to apply.
Example:
Original data in A2: John Smith
You type in B2: John
Drag Down the Selection
Click on the cell where you entered your example. Move your mouse to the bottom-right corner of the cell until your cursor changes to a small black cross (also called the fill handle).
Click and drag down across the cells where you want to apply the fill.
The Flash Fill Option
Once you’ve selected the cells, a small icon appears at the bottom-right of your selection. Click on this icon and choose Fill Flash from the dropdown menu.
Alternatively, you can use the keyboard shortcut Ctrl + E to apply Flash Fill instantly.
Review the Results
WPS will automatically populate the column based on the pattern you initially defined. Review the results to ensure accuracy. If the data doesn’t fill correctly, provide additional examples to help WPS电脑版 better understand your intention.
How Flash Fill Works Behind the Scenes
Flash Fill uses string pattern recognition algorithms to detect relationships between data entries. It compares your manual input with the original data and identifies the logic you applied (e.g., extracting the first word, concatenating the first letter and last name, etc.).
🔍 Note: The more examples you provide, the better Flash Fill can recognize the intended pattern.
This makes it highly flexible and intelligent. However, for very complex transformations or inconsistent patterns, it may still be better to use formulas or custom scripts.
Practical Examples of Flash Fill
Let’s explore a few real-world scenarios where Flash Fill can save time:
Extracting First Names
| A (Full Name) | B (First Name) |
| John Smith | John |
| Mary Johnson | Mary |
| David Carter | David |
Enter “John” next to “John Smith” → Drag down → Use Flash Fill → All first names extracted.
Extracting Domain from Email
| A (Email) | B (Domain) |
| john@example.com | example.com |
| mary@company.org | company.org |
| david@test.co.uk | test.co.uk |
Enter “example.com” next to the first email → Flash Fill detects and applies the same extraction logic.
Creating Custom Initials
| A (Name) | B (Initials) |
| Alice Brown | AB |
| Carl Davis | CD |
| Tina Wang | TW |
Just enter “AB” once, and Flash Fill will complete the rest.
Flash Fill in Microsoft Excel and OpenOffice
If you’re using Microsoft Excel, the Flash Fill feature works in a similar way. Introduced in Excel 2013, it uses the same logic-based string comparison. Use the Data tab and click on Flash Fill or press.Ctrl + E.
In OpenOffice, Flash Fill isn’t officially built-in, unlike in WPS or Excel; however, similar functionality can be emulated using advanced auto-fill or formula-based methods.
Limitations and Tips
While Flash Fill is powerful, it does have limitations:
- It works best with consistent and predictable patterns.
- It may fail or produce inaccurate results if your examples are unclear.
- It doesn’t update dynamically like formulas. If source data changes, you’ll need to reapply Flash Fill.
Tips for better results:
- Always start with a clear, complete example.
- Use multiple rows of examples if the pattern is complex.
- Review the output before relying on it for large datasets.
