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Realigning imported text

From: Excel 2010 Power Shortcuts

Video: Realigning imported text

If you copy information from an external source, for example an Internet site or from a Word file, many times when you paste it into Excel, particularly if it's a numerical data, it often comes in in the form of a table or comes in neatly structured in the columns and rows. But text information sometimes comes in in one cell. Now let's imagine that the particular item that we see here in cell B17, which is quite long, maybe is to accompany some data above it or some data we are about to put in here. But in this current form, we can't read it all and it would be better if we could somehow restructure.

Realigning imported text

If you copy information from an external source, for example an Internet site or from a Word file, many times when you paste it into Excel, particularly if it's a numerical data, it often comes in in the form of a table or comes in neatly structured in the columns and rows. But text information sometimes comes in in one cell. Now let's imagine that the particular item that we see here in cell B17, which is quite long, maybe is to accompany some data above it or some data we are about to put in here. But in this current form, we can't read it all and it would be better if we could somehow restructure.

There is a way to do this, and we want to experiment with it a little bit. Let's imagine this long entry here. We would like to have it essentially rewrap and fit into space maybe only this wide, and what we can't fit here have it appeared below in separate rows. So, select the data in question, and on the Home tab, in the extreme right group called Editing, there is a Fill button. Click the drop arrow and choose Justify, and this is the typical message we get. Text will extend below the selected range.

Now if there is data right below this, you want to be a little bit careful with this. Of course, we will be able to undo, if that's an issue, but it might overlap or take away some of that data. Let's click OK here and watch what happens. So we rewrapped the text in question. Now maybe that isn't quite what we wanted. Well, we could either undo or just take this data here and say well, what I really want to do here maybe is make Column B wider and make it fit right here. In other words, take this data and extend it down here somewhere. So it doesn't make a difference what you highlight really. What if we were to just take this information here, and now by not highlighting columns into the right, let's restructure this agai? Using that same command, in the Editing group on the Home tab, Fill > Justify, and we see the data this way.

So you want to experiment with it a little bit. If the data does look like this and you say why I'd rather have it in just a few rows, explore the option of making columns wider first or just saying in effect no, I would like to restructure this data and make it fit into this space. How about right there? Fill > Justify, and we see what's happening. So it's worth experimenting with. Certainly saves us a ton of time instead of copying and then editing and pasting and all that sort of thing, this is going to get the job done pretty fast.

Fill > Justify, in the Editing group on the Home tab.

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This video is part of

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Excel 2010 Power Shortcuts

64 video lessons · 16905 viewers

Dennis Taylor
Author

 
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  1. 1m 37s
    1. Welcome
      1m 17s
    2. Using the exercise files
      20s
  2. 22m 45s
    1. Entering data or formulas in non-adjacent cells simultaneously
      2m 28s
    2. Converting formulas to values with a simple drag
      2m 34s
    3. Copying data or formulas down a column instantly
      2m 56s
    4. Adjusting all or selected column widths or row heights in a flash
      2m 21s
    5. Instantly displaying all worksheet formulas
      3m 16s
    6. Two quick shortcuts for creating charts
      1m 18s
    7. Print Preview
      1m 7s
    8. Instant date or time entry
      1m 16s
    9. Undo/Redo/Repeat
      3m 19s
    10. Zooming in and out quickly
      2m 10s
  3. 7m 37s
    1. Expanding and collapsing the Ribbon and Full Screen view
      1m 23s
    2. Keyboard command access
      2m 22s
    3. Quick Access toolbar display tips
      3m 52s
  4. 14m 30s
    1. Split screens and frozen titles in a flash
      5m 56s
    2. Repeating title creation and suppression
      6m 17s
    3. Customizing your display of Status Bar totals
      2m 17s
  5. 11m 31s
    1. Navigation shortcuts
      2m 30s
    2. Tips for navigating between workbooks
      3m 48s
    3. Navigating within worksheets
      5m 13s
  6. 11m 12s
    1. Selecting an entire row, column, or worksheet
      3m 20s
    2. Selecting noncontiguous ranges and visible cells only
      4m 39s
    3. Selecting the current region and moving around region corners
      3m 13s
  7. 22m 16s
    1. Accelerating data entry
      6m 27s
    2. Auto-Fill techniques for entering dates
      4m 59s
    3. Auto-Fill techniques for entering times
      2m 37s
    4. Custom lists for rapid entry
      5m 54s
    5. Cell editing tips
      2m 19s
  8. 12m 38s
    1. Copy/Move acceleration tips
      3m 27s
    2. Worksheet Copy/Move shortcuts
      2m 29s
    3. Dragging and inserting variations
      3m 47s
    4. Instantly displaying Paste Special options
      2m 55s
  9. 29m 31s
    1. Rapid formula creation
      3m 48s
    2. Selecting all cells that depend on the active cell
      5m 24s
    3. Selecting all cells that can affect the active cell
      2m 38s
    4. AutoSum shortcuts
      2m 57s
    5. Rounding shortcuts
      5m 14s
    6. Generating random numbers
      3m 16s
    7. Counting unique entries
      3m 11s
    8. Performing calculations without formulas
      3m 3s
  10. 17m 4s
    1. Controlling rows and columns
      5m 50s
    2. Realigning imported text
      2m 27s
    3. Handling blank cells
      4m 20s
    4. Collapsing and expanding detail
      4m 27s
  11. 28m 8s
    1. Formatting numbers
      6m 49s
    2. Aligning data
      3m 49s
    3. Adding background color for readability
      3m 43s
    4. Formatting data conditionally
      1m 54s
    5. Creating custom formats
      6m 23s
    6. Formatting periods over 24 hours
      3m 2s
    7. Applying strikethroughs and borders
      2m 28s
  12. 25m 46s
    1. Sorting shortcuts
      2m 40s
    2. Cleaning up spaces
      4m 47s
    3. Identifying duplicates
      6m 10s
    4. Splitting columns
      3m 57s
    5. Ensuring unique entries
      2m 46s
    6. Forcing dates to be weekdays only
      3m 56s
    7. Displaying unique items from large lists
      1m 30s
  13. 18m 38s
    1. Placing and adjusting charts
      2m 37s
    2. Creating chart titles from cell content
      2m 22s
    3. Creating and manipulating shapes
      5m 31s
    4. Linking and unlinking pictures
      8m 8s
  14. 9s
    1. Goodbye
      9s

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