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Auto-fill student data in Numbers on Mac using a formula

In Numbers on my Mac Book Air: I have a Numbers table listing students, divided into Columns where, in order, I have: Surname, First Name, Year, Classroom (so 4 columns). This is a table that lists all the students I see (I work in Student Services in a Primary School).


I've created another sheet where, as I see a student, I add the same details as above, but have an extra column where I add comments after seeing them. What I'm wondering is, can I add a formula to the "Surname" cells so that the other cells automatically fill in with First Name, Year, Classroom (this information taken from the first Sheet)?


3 replies

Hi Vaughan,


The XLOOKUP function is your friend.


Enter Dates and Surnames into the blue columns



Formula in C2 of the table "List of Students Seen" is

XLOOKUP($B2,Student list for Term 2 2025::$A,Student list for Term 2 2025::B,"Not Found",0)

Fill down and fill right.


Just in case there is more than one student with the same Surname, identify them as Smith 1 and Smith 2 and so on.


Regards,

Ian.

Ah, thanks Ian. I'll attempt that tomorrow. I so appreciate your response.

Hi again, Ian,


It worked! Thank you.


Vaughan