Spreadsheet Tips

Eliminate blank entries in your Excel worksheet; share shortcuts with your colleagues.

How often have you seen an Excel worksheet where one entry in column A applies to several rows of data? Sort such a list and you get a real mess, because rows with empty cells in the sort column move to the top or bottom (depending on the sort order).

When a list is small, you can enter the missing cell values manually. But if your database is huge, you need a better way of filling in those cell values. Here's how:

Select the range (A3:A14 in our example).
Press Ctrl-G to get the Go To dialog box.
In the Go To dialog box, click Special.
Select the Blanks option.
Type = followed by the address of the first cell with an entry in the column (=A3 in our example), and press Ctrl-Enter.
Reselect the range and choose Edit, Copy. Then select Edit, Paste Special, choose the Values option, and click OK.

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