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Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Making AutoComplete Work for an Entire Column.
The AutoComplete feature in Excel can be a great boon for data entry, making it very easy to enter multiple instances of the same text in a column. One of the constraints on the AutoComplete feature is that it only works on contiguous ranges of cells in a column. For instance, if you have data in cells B7 through B25, then AutoComplete will work just fine if you are entering data in cell B6 or B26. It will not, however, work in cells B5 or B27 if cells B6 or B26 are left empty.
The only way to get around this limitation is to make sure that you have something in every single cell in the range. Some people put characters, such as periods, in the cells they otherwise would have left blank. The problem with this, of course, is that the periods show up on a printout, and need to be removed as a final step of creating your worksheet.
A better approach is to use a non-printing character in the otherwise blank cells. Instead of a period, use a space. Better yet, you can use a 0 (zero) value. You can then instruct Excel to suppress the display of zeros in the display.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (1986) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Making AutoComplete Work for an Entire Column.
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