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Converting text to columns

From: Excel 2007 Essential Training

Video: Converting text to columns

Sometimes when you're working with lists, the information that's included in a particular column could really be broken out into two columns to make it a little bit easier to sort through. We have an example of this here in column A, where our item description is really a mixture of the exterior category and the item type together. What I'd like to do right now is to break those two out into two separate columns, so that I can sort all the information in a much easier fashion. to do that I need to move over to my Data tab, and a I need to allow for an additional column in my data.

Converting text to columns

Sometimes when you're working with lists, the information that's included in a particular column could really be broken out into two columns to make it a little bit easier to sort through. We have an example of this here in column A, where our item description is really a mixture of the exterior category and the item type together. What I'd like to do right now is to break those two out into two separate columns, so that I can sort all the information in a much easier fashion. to do that I need to move over to my Data tab, and a I need to allow for an additional column in my data.

First thing to do is I want to add a column right here in column B. I select column B, to identify where I want to put that that new column, right-click and select Insert. And the information is pushed aside so that I have now a nice, new column in order to work with. The next thing I want to do is I want to select the column that I'm interested in working with, and I go to the Text to Columns command. By clicking on it, it opens up a Wizard that will now help me break the information included in that column out.

I identified that the information is Delimited, and what that means is it's broken up by a particular common character that I'm going to identify to the Excel spreadsheet, in order to chop up the data. I also have the option of using a Fixed width break down, where I will identify where I'm going to break the data. But in this case, because I have a common hyphen between most of my items, I'm going to use a delimited character. Click on the Next tab, and in this screen, I'm going to identify what kind of delimiter I'm working with. I'm not working with tabs so I'm going to deselect that, and I'm going to select Other.

And in the other column, I'm going to put in a hyphen. Notice, as I do that, the preview box below breaks out my data for me and this is breaking it out exactly the way that I want to. It's breaking out one area for the item category and the next for the item type. And if you look down in this preview area, it's going to give you a good idea of whether or not you've made the right delimiter choices. I click on the Next button to move it along, and on this particular page, it's asking me how I want to format the information. I'm going to just leave it at General, and it's going to identify where the information will go.

I then click finish, it asks me, do I want to replace the contents of the destination cells, and I'm going to say, yes. This is also something that you want to be aware of if you haven't included an additional column, you will overwrite the information that would be previously sitting in column B. So take a moment when you see this message to make sure you've got the space to put information. If you do, click OK. And in one click of a button, the information is broken out. The last thing we need to do here, is add a new column header, up here in column B. I'm going to grab that easily by going over to column A1, using my arrow key to move over to column B1, and type in Item Type.

Clicking on the check box secures that information in that column. We're done! Now we're on to the next piece, where I'm going to actually group the data and really see the analysis I can use with Excel 2007.

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This video is part of

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Excel 2007 Essential Training

85 video lessons · 77304 viewers

Lorna Daly
Author

 
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  1. 36s
    1. Welcome
      36s
  2. 10m 57s
    1. Why use a spreadsheet?
      1m 44s
    2. What's changed in Excel 2007?
      5m 37s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 15s
    1. Opening old worksheets
      2m 24s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 51s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 21s
    3. Alignment of data
      3m 19s
    4. Playing with fonts
      2m 58s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 31s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 21s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 16s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 11s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 22s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 50s
    1. Using templates
      3m 50s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 44s
    1. Why create a chart?
      2m 12s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 23s
    1. What are PivotTable reports and PivotChart reports?
      2m 32s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 57s
    1. Why use macros?
      2m 14s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion
      22s

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