TRANSFORM DATA

LESSON 1

What is transformation in excel ?

Data transformation in Excel is the process of changing the way your data is organized or
formatted to make it easier to understand, analyse, or use. This can involve things like:

1. Splitting Data: Breaking down information in one cell into multiple cells. For example, if
you have full names in one column, you can split them into first names and last names.

2. Cleaning Data: Removing or fixing any mistakes or duplicates in your data to make sure
it’s accurate. For example, you might remove repeated entries or extra spaces in text.

3. Combining Data: Bringing together information from different cells into one. For
example, you might combine a first name and last name into a single full name.

4. Changing Formats: Converting data into a different format that’s easier to work with.
For example, you might change dates from text format to a proper date format.

5. Looking Up Information: Finding specific data from a large dataset based on a search.
For example, you can search for a product name and get its price from a list.

In simple terms, transforming data in Excel is all about making your data look and work the way
you need it to, so you can get the most out of it.

Text to Columns

The Text to Columns feature in Excel helps you split data in one column into multiple columns.
You can do this by using a specific character (like a comma or space) or by setting a fixed width.

Steps to Use:

1. Select the column with the data you want to split.

2. Go to the Data tab and click Text to Columns.

3. Choose either:

o Delimited if your data is separated by characters (e.g., comma, space).

o Fixed Width if each part of your data has the same length.

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 4. Follow the prompts to set your delimiter or width.

5. Choose where you want the split data to go.

6. Click Finish to see the data split into new columns.

Assignment:

You have this data in one column: “123 Main St, Springfield, IL”. Split it into three columns:
Street Address, City, and State.

Steps:

1. Type the data into Excel.

2. Use Text to Columns to split it using a comma as the delimiter.

3. The data should end up in three columns: one for the street, one for the city, and one for
the state.

Removing Duplicate Values

Removing duplicate values in Excel is a simple way to clean your data by eliminating any
repeated entries, ensuring that each value appears only once.

Steps to Remove Duplicates:

1. Select the data range that you want to check for duplicates.

2. Go to the Data tab on the Excel ribbon.

3. Click Remove Duplicates in the "Data Tools" group.

4. In the dialog box, choose which columns you want to check for duplicates. If you want to
check all columns, leave them all selected.

5. Click OK. Excel will remove the duplicates and show you how many duplicate values
were found and removed.

Assignment:

You have a list of email addresses in Column A, and some are repeated. Your task is to remove
any duplicates so that each email address appears only once.

String Functions in Excel: Quick Overview

String functions in Excel are used to manipulate and manage text data (also known as "strings").
Here’s a brief explanation of some common string functions:

1. LEFT

o Use: Extracts a specified number of characters from the beginning (left side) of a
text string.

o Example: =LEFT("Hello", 2) returns "He".

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 2. RIGHT

o Use: Extracts a specified number of characters from the end (right side) of a text
string.

o Example: =RIGHT("Hello", 2) returns "lo".

3. MID

o Use: Extracts a specified number of characters from the middle of a text string,
starting at a point you define.

o Example: =MID("Hello", 2, 3) returns "ell" (starting at the 2nd character and

taking 3 characters).

4. LEN

o Use: Returns the number of characters in a text string, including spaces.

o Example: =LEN("Hello") returns 5.

5. SUBSTITUTE

o Use: Replaces specific text in a string with different text.

o Example: =SUBSTITUTE("Hello World", "World", "Excel") returns "Hello Excel".

6. CONCATENATE or CONCAT

o Use: Combines, or "concatenates," multiple text strings into one.

o Example: =CONCAT("Hello", " ", "World") returns "Hello World".

7. TRIM

o Use: Removes extra spaces from a text string, leaving only single spaces
between words.

o Example: =TRIM(" Hello World ") returns "Hello World".

Assignment:

1. Enter the following text in a cell: " Excel is Fun ".

2. Use TRIM to clean up extra spaces.

3. Use LEFT to extract the first 5 characters.

4. Use RIGHT to extract the last 3 characters.

5. Use MID to extract the word "is".

6. Use LEN to find the length of the original text.

7. Use SUBSTITUTE to replace "Fun" with "Powerful".

8. Use CONCAT to combine the result with another word, like "Indeed".

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PRACTICE THE ASSIGNMENT IF YOU HAVE ANY QUESTIONS FEEL FREE TO ASK

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