5 Ways to Autofill Google Sheets from Another Sheet

Are you tired of manually copying and pasting data between Google Sheets? Imagine the time and effort you could save with automation tools and functionalities that enable autofill Google Sheets from another sheet. This guide will explore five effective ways to implement these functionalities, enhancing your productivity and ensuring your data is always up-to-date.

1. Using IMPORTRANGE Function

One of the simplest and most direct methods to autofill Google Sheets from another sheet is by using the IMPORTRANGE function. This function allows you to bring in data from one Google Sheet into another.

• Select the cell where you want to start importing data.
• Use the formula =IMPORTRANGE("spreadsheet_url", "sheet_name!range"). Replace spreadsheet_url with the URL of the Google Sheets document you're importing from, sheet_name with the name of the sheet, and range with the cells you need to import.

Once you paste this formula into your cell, you might get prompted to allow access. Click "Allow access," and the data will begin to flow from the other sheet into your current one.

🔍 Note: Be aware that using IMPORTRANGE can consume a lot of time if you're importing large datasets or if the source sheet updates frequently.

2. Query Function

For those looking for a bit more flexibility, the QUERY function provides an opportunity to not just autofill but also to manipulate the data as it’s being imported. Here’s how to use it:

• Type =QUERY(IMPORTRANGE("spreadsheet_url", "sheet_name!range"), "select Col1, Col2", 1). This formula lets you import data from another sheet and also execute a SQL-like query on it.
• The "select" clause in the query allows you to choose which columns to bring over, and the number at the end (in this case, '1') means the imported data will include headers.

By utilizing QUERY, you can filter, sort, or combine data in real-time, which can significantly reduce your data management workload.

🌟 Note: QUERY can be complex for beginners but offers limitless possibilities for data manipulation, making it a must-learn for advanced users.

3. Google Apps Script

For advanced automation or custom scenarios, Google Apps Script is the tool of choice. Here are the steps:

• Open your Google Sheet.
• Go to Extensions > Apps Script.
• Write a script that uses SpreadsheetApp to read data from one sheet and write it to another. Here's a basic example:

function autoFillData() {
  var source = SpreadsheetApp.openById('SOURCE_SPREADSHEET_ID').getSheetByName('SheetName');
  var target = SpreadsheetApp.openById('TARGET_SPREADSHEET_ID').getActiveSheet();
  
  var range = source.getRange('A1:D100');
  var data = range.getValues();
  
  target.getRange(1, 1, data.length, data[0].length).setValues(data);
}

This script will copy data from one sheet to another upon execution. You can also trigger this script to run at regular intervals, providing true automation.

🚀 Note: Google Apps Script is ideal for custom workflows but requires some coding knowledge. If you're new to programming, start with simpler methods.

4. Using Third-Party Add-Ons

If scripting isn’t your forte, third-party add-ons can automate many tasks. Some popular options include:

• AutoCrat - Great for creating personalized documents from Google Sheets data.
• Sheetgo - Excellent for setting up automated workflows between sheets.
• Tableau - While not just an add-on, it integrates well with Google Sheets for advanced data visualizations and management.

These tools come with user-friendly interfaces and can be set to autofill data between sheets with little to no coding required.

🌈 Note: When using third-party add-ons, always check for compatibility with Google Sheets and ensure they meet your data privacy standards.

5. Array Formula for Dynamic Ranges

For situations where you need to pull entire columns dynamically:

• Place =ARRAYFORMULA(IMPORTRANGE("spreadsheet_url", "sheet_name!range")) in the top cell of the column where you want data to appear.
• The ARRAYFORMULA function expands the IMPORTRANGE result to fill all available rows in the column automatically.

This method is particularly useful for data that frequently changes or when you want an always-updated view of specific data.

🔌 Note: Array formulas are very efficient for continuous updating, but be cautious of potential slowdowns with large datasets.

Final Thoughts

Autofilling Google Sheets can revolutionize your workflow by automating mundane tasks and ensuring accuracy. From simple functions like IMPORTRANGE to complex Google Apps Scripts, there are multiple ways to achieve this, each with its advantages. The method you choose will depend on your level of comfort with scripting, the size of your dataset, and the complexity of the data manipulation required. Remember, mastering these tools not only saves time but also opens up new possibilities for data analysis and management in Google Sheets.

How often does IMPORTRANGE update data?

+

IMPORTRANGE will update automatically as the source sheet updates, but there might be a slight delay, typically up to 30 minutes, depending on various factors like Google’s servers and your internet connection.

Can I automate data import only when certain conditions are met?

+

Yes, using Google Apps Script, you can write conditional triggers to import data only when specific criteria are satisfied, such as when a cell value changes or a form is submitted.

What happens if I lose access to the source sheet?

+

If you lose access or the source sheet is deleted, IMPORTRANGE and other functions relying on the external sheet will stop working, and the last imported data will remain static.