SLW#049: Fix Messy Data with Text Functions
Stuck on Data Cleaning? You’re Not Alone!
Have you ever felt overwhelmed cleaning data in Excel? If so, you're not the only one! I know it can feel like trying to unravel a ball of yarn, not knowing where to begin. But don’t worry—I’ve been there too.
The good news? There’s a simple path to follow, and it starts with knowing the right text functions that make data cleaning much easier.
Why Data Cleaning Matters More Than You Think
You might be wondering, why is cleaning data so important? Imagine trying to build a house on a shaky foundation—it just won’t hold up. The same goes for your data.
If your data is messy, any analysis or decisions you make won’t be reliable. That’s why having clean, well-organized data is crucial. The first step is splitting data into columns. This turns jumbled text into a neat, organized table, which is the foundation of effective data management and analysis. Without a clean start, the rest of your work could fall apart.
Get Started by Splitting Your Data with TEXT Functions
Have you ever tried to separate names, emails, or codes into different columns but weren’t sure how? I’ve been there, and I know it can be frustrating.
That’s where functions like TEXTSPLIT, TEXTBEFORE, and TEXTAFTER come to the rescue. These tools break down complex text strings into more manageable parts. Whether you’re splitting first and last names or separating domains from email addresses, these functions will save you a ton of time.
Combining or Extracting Data Doesn’t Have to Be Hard
If your data feels like a puzzle where the pieces don’t quite fit, don’t worry! I’ve got a solution for you.
With functions like TEXTJOIN, MID, LEFT, and RIGHT, you can easily combine or extract exactly the information you need. Whether you’re pulling together names or isolating specific parts of a code, these functions will make your data cleanup fast and simple.
Present Your Data Like a Pro
Once your data is split and organized, it’s time to make it look professional. And trust me, formatting matters!
Using the PROPER function to capitalize names or fields ensures that everything is neat and polished. This small step can make a big difference, especially if you’re sharing your data with others.
Step-by-Step Text Functions with Examples
Ready to take control of your data? Follow this simple guide, and I promise you’ll start seeing results in no time:
1. Splitting Data Using TEXTSPLIT
Have a single cell with a full name (e.g., "John Doe")? Use =TEXTSPLIT(A1, " ") to separate the first and last names into two columns.
Example:
| A1 | B1 | C1 |
|---|---|---|
| John Doe | John | Doe |
2. Extracting Data with TEXTBEFORE and TEXTAFTER
To split an email address (e.g., "[email protected]") and extract just the username, use =TEXTBEFORE(A1, "@"). For the domain, use =TEXTAFTER(A1, "@").
Example:
| A1 | B1 | C1 |
|---|---|---|
| [email protected] | john | example.com |
3. Combining Data with TEXTJOIN
Want to combine first and last names back into one cell? Use =TEXTJOIN(" ", TRUE, B1, C1) to merge them.
Example:
| B1 | C1 | D1 |
|---|---|---|
| John | Doe | John Doe |
4. Extracting Specific Text with LEFT, MID, and RIGHT
To extract specific characters from a code like "AB123," use:
=LEFT(A1, 2)for the first two characters.=MID(A1, 2, 2)for characters in the middle.=RIGHT(A1, 3)for the last three characters.
Example:
| A1 | B1 | C1 | D1 |
|---|---|---|---|
| AB123 | AB | B1 | 123 |
5. Cleaning Up Text with PROPER
Have messy capitalization? Use =PROPER(A1) to capitalize the first letter of each word.
Example:
| A1 | B1 |
|---|---|
| john doe | John Doe |
How I Can Make Data Cleaning Smarter and Easier for You
If you’re feeling ready to move beyond the basics and want a smarter, faster way to handle data, I can help! My business analysis course walks you through everything you need to know to master Excel functions. You’ll learn how to clean, analyze, and present data like a pro—all in one course.
Ready to make Excel simpler?
Check out my signature course "Excel Analytics OS" here
Final Thoughts: The Power is in Your Hands
By mastering these simple text functions, you’re not just cleaning your data—you’re building a strong foundation for better insights and more confident decision-making. I’ve seen firsthand how clean data can transform workflows and take the guesswork out of analysis. Now, it’s your turn!
