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Excel 2013 Essential Training
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Splitting data into multiple columns


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Excel 2013 Essential Training

with Dennis Taylor

Video: Splitting data into multiple columns

In this worksheet SplittingData, we've got our customer list, it's over 200 names and we'd like to be able to sort this list by the last name. But because the names are in first name-last name order in column A, we can't do that. This is a common problem, by the way. Also, if we want to sort our list by State, we cannot do that. Look at the entries in column D; City, State, Zipcode all together in one column. There are two methods for adjusting data here. One has been around for a while, it's a Text to Columns feature on the Data tab and a new one in Excel 2013 called Flash Fill will quickly allow us to readjust data as well.
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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Excel 2013 Essential Training
6h 32m Appropriate for all Jan 29, 2013

Viewers: in countries Watching now:

Whether you're a novice or an expert wanting to refresh your skillset with Microsoft Excel, this course covers all the basics you need to start entering your data and building organized workbooks. Author Dennis Taylor teaches you how to enter and organize data, perform calculations with simple functions, work with multiple worksheets, format the appearance of your data, and build charts and PivotTables. Other lessons cover the powerful IF, VLOOKUP, and COUNTIF family of functions; the Goal Seek, Solver, and other data analysis tools; and how to automate many of these tasks with macros.

Topics include:
  • What is Excel and what is it used for?
  • Using the menus
  • Working with dates and times
  • Creating simple formulas
  • Formatting fonts, row and column sizes, borders, and more
  • Inserting shapes, arrows, and other graphics
  • Adding and deleting rows and columns
  • Hiding data
  • Moving, copying, and pasting
  • Sorting and filtering data
  • Printing your worksheet
  • Securing your workbooks
  • Tracking changes
Subjects:
Business Charts + Graphs Spreadsheets Teacher Tools Education Student Tools
Software:
Excel Office Office 365
Author:
Dennis Taylor

Splitting data into multiple columns

In this worksheet SplittingData, we've got our customer list, it's over 200 names and we'd like to be able to sort this list by the last name. But because the names are in first name-last name order in column A, we can't do that. This is a common problem, by the way. Also, if we want to sort our list by State, we cannot do that. Look at the entries in column D; City, State, Zipcode all together in one column. There are two methods for adjusting data here. One has been around for a while, it's a Text to Columns feature on the Data tab and a new one in Excel 2013 called Flash Fill will quickly allow us to readjust data as well.

Let's focus on column D first, click column D. Before actually splitting this data into separate columns, make sure we've got some empty columns to the right and we do here. The command on the DATA tab is Text to Columns; Split a single column of text into multiple columns. Note how they do make reference here of separating a column of full names into separate first and last name columns. We're going to be doing that in column A using Flash Fill. We could use this feature as well; but we're going to use it here. We want to split this data into different columns.

The Convert Text to Columns Wizard begins with a choice Delimited or Fixed Width. If we look at the data in column D, it's not every six characters or every eight characters in each case where we see a city name ending, in other words it's not a Fixed width. Delimited means characters such as commas in our case or tabs separate each field. So we want to choose Delimited, then Next and a Delimiter and these might not be checked, they could be checked based on the last time you've used this, so these might or might not be checked.

We don't need to see Space there, in fact that would be wrong to choose Space, because we see spaces between for example, San and Diego, Dana and Point and so on. It's just Comma that we care about. The Preview below this, going to keep an eye on it, scroll a little bit. If we're using Space I think you'd see we'd have a problem there, just use Comma and then Finish. And we've taken care of the Cities, we've isolated them based on the commas and we don't see the commas anymore. Now let's tackle column E. Looks like we might have a leading space but that shouldn't be a big problem.

We'll go right back into Text to Columns, this time Delimited then Next and it is Space that we want to choose now. It doesn't hurt to leave Comma checked; we don't have them there anyway and we see what's about to happen here based on this Preview, Finish, good. Column E is empty, we'll just Right-Click and Delete it, re-adjust these column widths and we are all set. We will be able to sort this list now by State or by Zipcode. Take a look at column A though, we still have a problem here, we cannot sort the list alphabetically by last name, we need to split these names into separate columns.

And although we could use Text to Columns, let's put in some new columns here, I'm going to drag across columns B and C and use the feature new in Excel 2013 called Flash Fill. So, in cell B7 here I'm going to type Jim. Now I'm going to type Lawrence and as I type the letter L, look what happens. Excel senses that I'm going to type only the first name and it fills in all the other first names below, they're kind of gray, you might not see them so easily, I'll simply press Enter and we've got all of our first names in place.

And then in C7, right here I'm going to type Duffy, Enter and as I type, T that's Lawrence Tibbett there, that T for the last name. As I type the letter T, we see what's happening; once again we'll press Enter. So ultimately what we're going to do here is get rid of column A, we'll get to that. Meanwhile we will re-adjust these columns, put in our appropriate headings for First Name, Last Name and we'll be able to sort by last name now. Now although we don't really need to put the name together we can do that also with this feature. I'm going to Right-Click column D and insert another new column and suppose what we might have, because it will be more efficient space-wise, to contain the names Duffy, Jim; Tibbett, Lawrence and so on.

So I'm going to type Duffy, Jim Enter and now as I type T, immediately Excel senses what I'm about to do, I'll press Enter and we're all set there. And so what I might do ultimately, I'll just move the Name over here and then delete columns A, B, C, Right-Click and Delete. So now we've got a list where we can sort by last name, in fact the column doesn't even have to be that wide anymore. We can sort it by the last name, we can sort by City; we can sort by State.

So the Text to Columns feature does by the way include some additional options that you might want to explore particularly in some of the other steps here regarding dates. But, if it's simply a question of splitting data in the columns, we can use either this feature or as we also saw the ability called Flash Fill that allows us to quickly do a little bit of typing and have Excel fill in the columns for us automatically.

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