Excel: Split Text into Multiple Rows for Data Management

Excel: Split Text into Multiple Rows for Data Management

Microsoft Excel has many powerful features for data analysis and management. Excel’s basic features are known to most users. However, advanced techniques are available that will enhance your Excel expertise. One of the most useful techniques is splitting text into multiple rows. This skill can be used for efficiently managing and organizing data. This article will guide you step-by-step on dividing text into multiple Excel courses.

Splitting Text

Before learning how to split text using Excel, you should understand why you need this ability. There are many scenarios where text splitting is necessary:

  • Data Export: When importing Excel data, you might encounter data fields containing multiple values separated by delimiters. The data can be organized correctly by splitting the text.
  • Data Cleaning: Sometimes, data sets are incorrectly formatted. For example, one cell might contain a listing of names and addresses. Splitting this data into multiple lines can make it more structured and easier to handle.
  • Text Extraction: Text extraction is a way to extract certain information from text strings. Splitting the text up into rows will help you with the process.

Excel – Split Text into Multiple Rows

This guide will show you how to split a text column into several rows using Excel.

Step 1: Organize Your data

You should ensure that your data has been organized into a worksheet with the text that you want to split in a column. Imagine, for example, having a column of names and addresses in a single row.

Step 2: Select the Column

To split a column, click on the column title to select it.

Step 3: Columns to Text Wizard

Select the “Text to Columns” option on the Excel ribbon. Click on this option to open the Text to Columns Wizard.

Step 4: Select Delimited

In the Text to Columns Wizard, you must choose “Fixed Width” or “Delimited.” You should select “Delimited” because it’s the most common way to split text using a certain character (delimiter).

Step 5: Select the Delimiter

Select the delimiter you want to use. Common delimiters are tabs (tabula rasa), spaces, semicolons, and commas. You can enter your custom character in the “Other Character” field to separate text with a specific character.

Step 6: Preview and Adjust it

Excel will preview how data will be separated based on your selected delimiters. The preview should accurately reflect how you wish to separate the data. If necessary, you can still make adjustments.

Step 7: Select your Destination 

Select the cell where you wish to split your data. You can select an existing column or create a brand-new one by selecting an empty row in the same sheet.

Step 8: Complete your Process 

Click “Finish”. This will complete the process of text splitting. Excel will divide the text in your selected column using the delimiter of your choice, placing each section in a separate row as specified.

Advanced Options

Excel offers advanced options in addition to the basic text-splitting functions. These options are:

  • Text to Columns Wizard: You can specify column widths using the “Fixed Size” option.
  • Function Concatenate: The concatenate function concatenates or recombines values after dividing text into rows. Excel’s function “&,” or CONCATENATE, can help.
  • Power Query: Excel’s Power Query function is a great tool for more complex data transformation tasks. It includes several robust tools for data cleansing and transformation.


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