Use Excel's Fill Down Command With Shortcut Keys

Save time and increase accuracy by copying data to other cells

Top view of woman using computer keyboard on desk
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by Ted French
A spreadsheet expert who is a master at Excel and Google Sheets.
Updated May 01, 2019

Inputting numbers, text, and formulas in Excel spreadsheets can be tedious and prone to error if you enter each cell text or value separately. When you need to input the same data into a number of adjacent cells in a column, the Fill Down command can quickly perform the task by using just the keyboard. Alternatively, you can also use the AutoFill feature.

The information in this article applies to Excel versions 2019, 2016, 2013, 2010, Excel Online, and Excel for Mac.

Use Fill Down to Duplicate the Data in a Cell

Screenshot of Excel showing the Fill Down solution

The Keyboard Method

The key combination that applies the Fill Down command is:

Ctrl+D

Follow these steps to see how to use Fill Down in your own Excel spreadsheets:

  1. Type a number, such as 395.54, into cell D1 in an Excel spreadsheet.

  2. Press and hold the Shift key on the keyboard.

  3. Press and hold the Down Arrow key on the keyboard to extend the cell highlight from cell D1 to D7. Then release both keys.

  4. Press and hold the Ctrl key on the keyboard.

  5. Press the D key on the keyboard.

  6. Release both keys.

The Mouse Method

With most versions of Excel, you can use your mouse to select the cell that contains the number that you want to duplicate in the cells beneath it. You can then select the last cell of a range to highlight the first and last cells and all the cells between them.

Use the keyboard shortcut Ctrl+D to copy the number that is in the first cell to all the selected cells.

Use AutoFill to Duplicate the Data in a Cell

Screenshot of Excel showing the Auto Fill solution

Here's how to accomplish the same effect as the Fill Down command, but instead with the AutoFill feature:

  1. Type a number into a cell in an Excel spreadsheet.

  2. Click and hold the fill handle in the bottom right corner of the cell that contains the number.

  3. Drag the fill handle downward to select the cells that you want to contain the same number.

  4. Release the mouse and the number is copied into each of the selected cells.

The AutoFill feature also works horizontally to copy a number of adjacent cells in the same row. Just click and drag the fill handle across the cells horizontally. When you release the mouse, the number is copied into each selected cell.

Instead of tediously retyping or copying and pasting a formula, select the box that contains the formula and use the AutoFill feature to accomplish the task.