Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Splitting columns


From:

Excel 2010 Power Shortcuts

with Dennis Taylor

Video: Splitting columns

This list of names and locations has a couple of problems with it. And you could imagine a real life situation with more columns to the right, more about the contact information. If we want to sort this list by last name, we can't do this in the current form. If we want to sort it by State we can't do that either, and we cant sort it by zip code. Essentially, we've got the same problem in two separate columns. What we really need to do here is to split the data into multiple columns. Now you might want to, put that data back together again. That's fine. But let's focus first on column B.
Expand all | Collapse all
  1. 1m 36s
    1. Welcome
      1m 16s
    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

please wait ...
Watch the Online Video Course Excel 2010 Power Shortcuts
3h 43m Intermediate Aug 12, 2010

Viewers: in countries Watching now:

In Excel 2010 Power Shortcuts, Excel expert Dennis Taylor shares tips and shortcuts to vastly increase efficiency and get the full power out of Excel 2010. There are tips for working with the Ribbon and Quick Access toolbar, navigating workbooks and selecting cells, rapid data entry and editing, working with formulas, formatting data, working with charts, sorting data, and much more. Exercise files accompany the course.

Topics include:
  • Creating charts with keyboard shortcuts
  • Converting formulas to values by dragging
  • Repeating Undo and Redo actions
  • Displaying formulas instantly
  • Navigating quickly through worksheets and across workbooks
  • Formatting numeric, and date/time data in a flash with keystroke shortcuts
  • Inserting dates or times instantly
  • Grouping rows or columns to create collapsible regions
  • Building data-entry shortcuts with Auto-fill
  • Displaying unique items from large lists
Subject:
Business
Software:
Excel
Author:
Dennis Taylor

Splitting columns

This list of names and locations has a couple of problems with it. And you could imagine a real life situation with more columns to the right, more about the contact information. If we want to sort this list by last name, we can't do this in the current form. If we want to sort it by State we can't do that either, and we cant sort it by zip code. Essentially, we've got the same problem in two separate columns. What we really need to do here is to split the data into multiple columns. Now you might want to, put that data back together again. That's fine. But let's focus first on column B.

Rather than retyping this, and you could imagine how tedious that could be with thousands of records. Let's select the data and on the Data tab simply use Text to Columns. The key word here is Delimited. There is a character that separates these, and it's pretty apparent that the comma is what terminates the name of the city and of course some cities have two names. Wheat Ridge, here we go, Walnut Creek, San Francisco and here and there you've three names, four names. Marina Del Rey, Mar Vista, maybe something like that.

Step one choose Delimited > Next. Comma is the key indicator here. This will take care of isolating the cities, but not the state and zip, so we will essentially do this twice. At this stage, simply click Finish and you see what's happened here. Readjust the column width and now we've got this data here and we'll do this all over again, but this time the separator is a space. Text to Columns > Delimited > Next, you can leave the comma there, it doesn't hurt, put in Space.

The preview down below is pretty much telling the story except sometimes you do want to scroll up and down. You might find some odd things in there. We don't in this case. But and it looks like we'll get an extra column, we can handle that, simply Finish again. Probably Delete column C or move the data over, either one. And we're in business here and we've got this cleaned up. And now we can sort the data by state and within that by city or sort it by zip. And the same idea, of course, in column A, but we would need an extra column.

Now the example is fairly simple in that nobody has middle initial. If we do have middle initials and middle names or names like John Henry Van Der Horse, IV, we're going to need a lot more columns in this. So, do give yourself plenty more columns if needed. In this case we only need one extra one. Same idea, real fast here, click column A, Text to Columns > Delimited > Next, Space is the key separator here. Finish. There we are, like that.

Probably re-label these and we're okay. If you prefer to put these back together, that's a different issue but real fast here. We can reconstruct these names in the following way, =, and simply pick this name put in ampersand, the & symbol. Following that last name, you probably would want within double quotes, a comma and a space and the first name. It looks like this. Double-click it to copy down. If at the same time you want to adjust the Uppercase/Lowercase just put the word Proper in front of this, and that will make it look even better.

Good enough there we go. So you see how that's looking. And at some point, as always one of the tips we use frequently, if we want to keep this data and throw away the rest, we can use the right mouse button here, take any edge, click and drag it, for example up and down right on top of the cell, with right mouse button, Copy Here As Values Only, move this heading over, get rid of these columns. So some quick easy ways to split data in to column so we can work with our data better.

We can now sort this list by last name, by state, by city, by zip easily, and it reminds us of a general rule on database like data. Make each column contain the minimum amount of information and you usually are better off if you start with that idea in mind.

Find answers to the most frequently asked questions about Excel 2010 Power Shortcuts .


Expand all | Collapse all
please wait ...
Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Excel 2010 Power Shortcuts.

Return to your organization's learning portal to continue training, or close this page.


OK

Upgrade to View Courses Offline

login

With our new Desktop App, Annual Premium Members can download courses for Internet-free viewing.

Upgrade Now

After upgrading, download Desktop App Here.

Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your lynda.com subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Start your FREE 10-day trial

Begin learning software, business, and creative skills—anytime,
anywhere—with video instruction from recognized industry experts.
lynda.com provides
Unlimited access to over 4,000 courses—more than 100,000 video tutorials
Expert-led instruction
On-the-go learning. Watch from your computer, tablet, or mobile device. Switch back and forth as you choose.
Start Your FREE Trial Now
 

A trusted source for knowledge.

 

We provide training to more than 4 million people, and our members tell us that lynda.com helps them stay ahead of software updates, pick up brand-new skills, switch careers, land promotions, and explore new hobbies. What can we help you do?

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.