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Excel 2010 Power Shortcuts

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.
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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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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
Subjects:
Business Productivity
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.

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