Tue. Dec 7th, 2021


Filling blanks is not troublesome in any respect in the event you apply considered one of these three suggestions. They’re fast and straightforward!

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Picture: PixieMe/Shutterstock

Blanks in a Microsoft Excel spreadsheet aren’t all the time mistaken, however they’ll throw a monkey wrench into expressions, analyzing and reporting. I do not suggest leaving blanks except you may have particular purpose for doing so. Blanks could be troublesome and downright damaging as a result of some features consider blanks in another way than values. On this article, I am going to present you three fast and straightforward methods to take care of clean cells:

  1. utilizing highlighting
  2. coming into a particular worth
  3. copying the worth above

I am utilizing Microsoft 365, however you should use earlier variations. Strategies two and three will not work in Excel On-line as a result of there is not any Go To Particular function. On your comfort, you may obtain the .xlsx and .xls demonstration information.

SEE: 83 Excel suggestions each consumer ought to grasp (TechRepublic)

1. Methods to spotlight clean cells in Excel

Clean cells are straightforward to overlook in the event you’re working with lots of knowledge, so that you would possibly need to spotlight them. The easiest way to take action is with a conditional format. As you may see in Determine A, at the least one cell in every column is clean. In such a small sheet, you’d rapidly see all of them, however in a busy sheet with many rows and columns, blanks are straightforward to overlook except you do one thing to make them stand out, which is what we’ll do now:

  1. Choose the information vary with blanks; on this case, that is B3:E13. (You would choose a single column.)
  2. On the Residence tab, click on the Conditional Formatting dropdown within the Types group.
  3. Select Spotlight Cell Guidelines after which select Extra Guidelines from the ensuing dropdown. (In Excel On-line, select New Rule.)
  4. Change the Cell Worth setting within the Format Solely Cells With dropdown to Blanks (Determine A).
  5. Click on the Format button.
  6. Within the ensuing dialog, click on the Fill tab and select yellow for the fill colour and click on OK twice to see the ends in Determine B.

Determine A

excelfillblankcells-a.jpg

  Set a rule to format all blanks within the choice.

Determine B

excelfillblankcells-b.jpg

  The conditional formatting rule fills all of the clean cells.

Whereas this visible clue is useful, you may not need clean cells in any respect. Meaning filling them with some form of worth.

2. Methods to fill with a particular worth in Excel

Generally you will need to fill blanks with a particular worth. As an example, the Accounting format enters a splash if you enter a 0, however that is not precisely the identical factor as filling a clean with a particular worth. When that is the case, use the Go To dialog as follows:

  1. Choose the information set B3:E13.
  2. Press [F5] to show the Go To dialog.
  3. Click on Particular (within the bottom-left nook).
  4. Click on Blanks within the ensuing dialog proven in Determine C and click on OK. Doing so will choose solely the clean cells within the chosen vary.
  5. Do not click on wherever else at this level. As a substitute, enter a splash ( – ) because the fill worth.
  6. As a substitute of urgent Enter, press Ctrl + Enter to enter the sprint image in the entire chosen clean cells, as proven in Determine D.

Determine C

excelfillblankcells-c.jpg

  Select the Blanks possibility to pick all blanks.

Determine D

excelfillblankcells-d.jpg

  Enter a splash in all clean cells.

This is not a dynamic resolution. As you replace knowledge and add extra blanks, you will must run this fast process once more. On this instance, you entered a particular worth, however that will not all the time be what you need. Within the subsequent part, we’ll use similar technique to repeat the worth above the clean cell.

3. Repeat the worth above in Excel

Relying on the place you obtain your knowledge, you would possibly discover that some clean cells ought to comprise the worth within the cell above. When this occurs, you will in all probability need to fill in these blanks straight away. When you have only some, use the fill deal with. When you have a number of, the fill deal with is just too time consuming. We’ll proceed to work with the identical knowledge, even thought it is a bit contrived inside this context. Particularly, we’ll use the Go To function to fill the lacking values, however this time, we’ll enter a components as an alternative of a particular worth:

  1. Choose B3:E13.
  2. Press [F5] to show the Go To dialog.
  3. Click on Particular.
  4. Click on Blanks within the ensuing dialog and click on OK. 
  5. Do not click on wherever else at this level. As a substitute, enter a easy expression that references the cell above the clean anchor cell, or lively cell. On this case, that is B5, so enter =B4 (Determine E).
  6. Press Ctrl + Enter to enter the relative reference in every of the clean cells, as proven in Determine F.  

Determine E

excelfillblankcells-e.jpg

  Enter the primary expression.

Determine F

excelfillblankcells-f.jpg

  The relative reference copies the worth from above.

At this level, you may have a combination of literal values and expressions. When you type, these expressions will not repeat the precise knowledge. You would possibly suppose that will not ever occur, however I do suggest that you just change these expressions to literal values, simply in case. It is easy to overlook that you just’re working with a combination of literals and expressions, and also you would possibly find yourself with misguided knowledge. Fortuitously, this process is fast and straightforward:

  1. Choose B3:E13.
  2. Click on Copy within the Clipboard group (on the Residence tab).
  3. Subsequent, click on Paste and select Values within the Paste Values part proven in Determine G. Doing so will change every of the expressions with the returned worth.

Determine G

excelfillblankcells-g.jpg

  Paste solely the values.

These three methods aren’t interchangeable; the way in which you are utilizing your knowledge will decide which technique you select. 

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