Buzz
There are two different methods to automatically add numbers to a column in Excel. The most reliable way to insert automatic number sequences is by using the ROW function. This method ensures that the correct sequence numbers are displayed even when rows are added or deleted. The second method, which doesn't require entering a formula, is using the Fill feature. This method is easier but can result in missing numbers if rows are deleted. Let’s explore how to automatically number rows or fill numbers sequentially in a column.
Steps
Automatically Numbering Rows
Click on the first cell where the number sequence will begin. This method shows how each cell in a column will display its corresponding row number. This approach is ideal if rows are frequently added or deleted from your spreadsheet.
- To create a basic consecutive number sequence (or other data like weekdays or months of the year), check out how to Fill Numbers Sequentially in a Column.
Type =ROW(A1) into the cell (if this is cell A1). If it's a different cell, make sure to adjust accordingly.
- For example, if you're typing into cell B5, enter =ROW(B5).
Press ↵ Enter. The row number of the cell will appear. If you entered =ROW(A1), cell A1 will display the number 1. If you enter =ROW(B5), cell B5 will show the number 5.
- If you want to start from 1 in any row of your choice, count the number of rows above the current cell and subtract that value in the formula.
- For example, if you entered =ROW(B5) and you want to show the number 1 in this cell, modify the formula to =ROW(B5)-4, as B4 counts backwards by 4 rows to B1.
Select the cell containing the first number in the series.
Move the cursor to the small square in the bottom-right corner of the selected cell. This black square is known as the Fill Handle. The cursor will change to a scissors icon when it hovers over the Fill Handle.
- If you can't find the Fill Handle, go to the File tab > Options > Advanced and check the box for 'Enable fill handle and cell drag-and-drop'.
Drag the Fill Handle down to the last cell in the series. Each cell in the column will display its corresponding row number.
- If you delete a row within the series, the cell numbers will automatically adjust based on the new row positions.
Fill in consecutive numbers in a column
Click on the first cell where the number sequence will start. This method will guide you on how to add consecutive numbers in the cells of a column.
- If you apply this method and later delete any rows, you will need to repeat the steps to renumber the entire column. If you expect frequent data changes, it might be better to use the Automatic Row Numbering method mentioned above.
Enter the first number of the sequence in any cell. For example, if you are numbering from top to bottom in a column, type 1 in the first cell.
- You don’t have to start with 1. Your sequence can begin with any number, or even follow a different pattern (such as even numbers, multiples of 5, and so on).
- Excel also supports other forms of numbering, such as dates, seasons, and weekdays. For example, when filling in the days of the week, the first cell will show 'Monday'.
Click on the next cell in the pattern. This is the cell directly below the current one.
Enter the second number in the sequence to create the pattern. To number consecutively (like 1, 2, 3, etc.), you enter 2 here.
- If you want the following numbers to be 10, 20, 30, 40, and so on, then the next two numbers in the sequence you need to input are 10 and 20.
- If you're filling in weekdays, type the next day of the week into the cell.
Click and drag to select all the cells. When you release the mouse, the selected cells will be highlighted.
Move the cursor to the small square at the bottom-right corner of the selected range. This small square is known as the Fill Handle. The cursor will change to a scissor icon when placed directly over the Fill Handle.
- If you can't locate the Fill Handle, navigate to the File tab > Options > Advanced and check the box labeled 'Enable fill handle and cell drag-and-drop.'
Click and drag the Fill Handle down to the last cell in the sequence. Once you release the mouse, the cells in the column will be numbered according to the pattern you set in the first two cells.
Tip
- Microsoft offers a free online version of Excel as part of Microsoft Office Online.
- You can also open and edit spreadsheets on Google Sheets.
Warning
- You must ensure that the option 'Alert before overwriting cells' is checked in the Advanced section of Excel Options. This will help prevent data entry errors and minimize the need to recreate formulas or other data.
