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Written by Jacky Chou

Reorganizing Data In Excel

Key Takeaway:

  • Sorting and filtering data in Excel can help organize and analyze datasets quickly and efficiently. This feature ensures specific information can be accessed easily.
  • PivotTables and PivotCharts offer a dynamic way of summarizing and exploring data. They can generate meaningful insights from large datasets while retaining flexibility throughout the analysis process.
  • Conditional formatting provides a visual representation of data that helps in easy analysis. This function allows users to highlight cells that meet specific requirements, making patterns and trends more apparent.
  • Text functions allow users to manipulate data as needed, such as splitting or combining text in cells. This feature can streamline the process of preparing data for analysis and enhances the accuracy of data visualization.
  • VLOOKUP is a practical tool for combining data from multiple tables. This function helps users to extract data from various segments and create relationships between datasets, allowing for more in-depth analysis.
  • Power Query can clean and transform data from various sources. It offers automation and scalability, making it ideal for large datasets that require quick analysis.

Are you overwhelmed by the amount of data your team is dealing with? Make sense of your data chaos with the powerful features of Excel. Learn how to quickly and easily reorganize data in Excel to help your team work more effectively.

Reorganizing Data in Excel:

Reorganize data in Excel quickly with the help of “Reorganizing Data in Excel”.

This section has 6 sub-sections:

  1. “Sort and Filter Data”
  2. “Use PivotTables and PivotCharts”
  3. “Apply Conditional Formatting”
  4. “Use Text Functions to Split or Combine Data”
  5. “Use VLOOKUP to Merge Data from Different Tables”
  6. “Use Power Query to Transform Data”

These will help you make use of all the options Excel offers and make data management and analysis easier.

Reorganizing Data in Excel:-Reorganizing Data in Excel,

Image credits: by James Duncun

Sort and Filter Data

To categorize and sift through large amounts of data in Excel, one can use semantic NLP variations of sorting and filtering. Data can be sliced and diced to meet specific criteria with ease. See the table below for a detailed breakdown of this method.

Dividing and Sorting InformationDescription
Segregating Data DigitallyThe process where digital data is split based on specific rules or guidelines such as numerical order, date, or alphabetical order.
Sifting Data DynamicallyThe ability to discard unwanted information while retaining important details based on pre-selected criteria.
Extracting Essential MaterialUtilizing an algorithm to pull relevant data from the original source set to create a separate report or spreadsheet containing only pertinent details without having to copy all data.

In addition to these approaches, users must remain vigilant when working with large sets of information. A single misplaced digit or cell could cause issues down the line requiring hours of rework if an issue is not immediately corrected.

A colleague once faced a situation where they had aggregated hundreds of individual spreadsheets into a single workbook in an attempt to save time. Unfortunately, numerous errors were created during the import/export process which they did not detect until later stages causing them immense frustration.

Why waste time manually sorting data when you can just pivot around like a ballerina in Excel?

Use PivotTables and PivotCharts

The utilization of PivotTables and PivotCharts can be an effective way to reorganize your data in Excel. These powerful tools assist in analyzing, presenting, and summarizing large amounts of data quickly.

Data AnalysisColumns
PivotTables and PivotChartsAnalytical Tools
Effortless Data PresentationClear Visual Representations

Utilizing these analytical tools, you can create effortless presentations of analyzed data by manipulating columns via functions such as summing or averaging. Whether it’s filtering, sorting, or grouping data points according to the required parameters, these tools are integral to simplifying data analysis.

As you explore this functionality further, you may discover that PivotTables are not only effective for developing new insights but also for confirming existing assumptions. Leveraging these tools grants users access to a bird’s eye view of their data architecture and empowers them with the ability to modify said structures without destroying their interrelations.

A close friend shared how they saved hours they misplaced trying to convert spreadsheet information from another employee’s system into their own using PivotTools. They had no familiarity with the tool at first but have since become heavily reliant on its features and find it much easier than manual conversions.

Give your data the red, green, or yellow treatment with a dash of conditional formatting and watch it magically come to life in Excel.

Apply Conditional Formatting

By applying specific formatting to cells based on their values or rules, you can make data analysis more informed and visually impactful. Here’s how to apply conditional formatting in Excel.

  1. Select the range of cells that need formatting.
  2. From the Home tab, go to Conditional Formatting under the Styles group.
  3. Choose a rule type that suits your needs: such as highlighting cells that are below a certain value.
  4. In the Format Cells dialog box, select a fill color or font style for your formatted cells.
  5. To create complex sets of rules, select Manage Rules and set up a custom rule.
  6. Click OK when finished.

By applying conditional formatting, you can easily identify patterns in data quickly and accurately. However, be mindful of overusing it as too much formatting may detract from the message.

A company used conditional formatting to streamlining their employee workflow management process by applying specific colors to each task category. The system was so successful in improving efficiency that they implemented it across multiple departments and branches worldwide.

Why settle for one function when you can combine them like a data superhero?

Use Text Functions to Split or Combine Data

To manipulate your Excel data effectively, one can implement Text Functions that allow you to either split or combine data.

  1. select the cell where the manipulation has to be implemented.
  2. For splitting data, select Data -> Text to Columns option and choose a delimiting character that splits the data cells according to specific characters such as comma, space, semicolon or any other separator.
  3. For combining data in adjacent columns, use CONCATENATE function and for combining multiple columns separated by hyphens or any other character use “&” symbol between column references.
  4. Functions like LEFT and RIGHT extract specified characters on either end of a cell value whereas FUNNTEXT extracts non-numeric text from a cell.
  5. Lastly, PROPER function capitalizes the first letter of each word in a selected cell & UPPER function capitalizes everything:)

To maximize its benefits- One can also combine certain strings or words in a different manner than what their initial format is through a suitable combination of all of these functions.

Pro Tip: Split your entries into separate lists with Text-to-Columns or =LEFT/RIGHT functions into new columns so that you don’t have one item like “John Smith 1234 Street Ave” but rather “John” “Smith,” “1234” and “Street Ave.”

Merge data like a pro with VLOOKUP, because manually copying and pasting is so 1999.

Use VLOOKUP to Merge Data from Different Tables

By using Excel’s VLOOKUP function, you can seamlessly merge data from different tables. This enables the creation of a single data table that consolidates relevant information from multiple sources.

To merge data from different tables using VLOOKUP, follow these 5 steps:

  1. Choose the main or base table and add a new column next to it.
  2. Identify the common field between the main table and secondary table.
  3. In the new column, insert the VLOOKUP formula with common field as lookup value.
  4. Select the secondary table and choose the columns you want to add to your merged table.
  5. Copy and paste these columns just adjacent to the first occurrence in main table and fill down through all matches.

It is important to ensure that both tables have similar formatting when performing VLOOKUP otherwise errors may occur. Also remember that is not always necessary for both tables to contain all records.

A possible challenge when reorganizing data in Excel is dealing with duplicates. By applying a de-duplication formula, records can be reduced while retaining relevant information.

In one instance, a business owner needed to combine customer information from various sales databases into one master spreadsheet. By reorganizing this info with VLOOKUP and filtering out duplicates, they were able to compile clean customer profiles for future marketing campaigns.

Transforming data in Excel has never been easier, thanks to Power Query’s magical abilities to turn chaos into order (or at least, organized chaos).

Use Power Query to Transform Data

Using Power Query can transform your data in Excel into a more organized and manageable format. Here’s how to do it:

  1. Load the data source into Excel using Power Query.
  2. Select the relevant columns that you want to transform.
  3. Transform the data by applying filters, sorting, or adding new columns.
  4. Preview the transformed data and validate that it’s correct.
  5. Close and load the data back into Excel as a new table or overwrite an existing one.

To further refine the transformation, use Power Query formulas and functions for more complex tasks such as grouping and merging.

With Power Query, you can simplify your workflow by automating repetitive transformations and reducing manual errors.

According to, “Power Query is a business intelligence tool available in Excel that allows you to import data from many sources and then clean, transform, reshape, and combine that data as needed.

Some Facts About Reorganizing Data in Excel:

  • ✅ Reorganizing data in Excel involves rearranging rows, columns, and cells for better analysis and understanding of information. (Source: Microsoft)
  • ✅ Excel provides various tools for reorganizing data, such as pivot tables, sorting, filtering, and conditional formatting. (Source: Excel Easy)
  • ✅ Reorganizing data can help identify patterns, trends, and outliers, and make it easier to create charts, graphs, and reports. (Source: Adobe)
  • ✅ Simple reorganizing techniques in Excel include copying and pasting, inserting and deleting rows and columns, and merging and splitting cells. (Source: Business News Daily)
  • ✅ Efficient reorganizing of data in Excel can save time, improve accuracy, and enhance decision-making. (Source: Tech Republic)

FAQs about Reorganizing Data In Excel

What is reorganizing data in Excel?

Reorganizing data in Excel is the process of rearranging data in a spreadsheet so that it is easier to read, understand, and manipulate. This can involve splitting, merging, or reshaping cells, columns, and rows.

Why is reorganizing data in Excel important?

Reorganizing data in Excel can make it easier to analyze, sort, filter, and visualize data. It can also help to ensure that data is presented in a clear, concise, and meaningful way that facilitates decision-making.

What are some common techniques for reorganizing data in Excel?

Some common techniques for reorganizing data in Excel include copying and pasting data, using formulas and functions, sorting and filtering data, using pivot tables, and creating charts and graphs.

How do I split cells in Excel?

To split cells in Excel, first select the cells you want to split. Then go to the “Data” tab, click on “Text to Columns”, and follow the prompts to choose the delimiter you want to use to split the cells.

How do I merge cells in Excel?

To merge cells in Excel, first select the cells you want to merge. Then go to the “Home” tab, click on the “Merge & Center” button, and choose whether you want to merge cells horizontally, vertically, or both.

What is a pivot table in Excel?

A pivot table is a powerful tool in Excel that allows you to summarize and analyze large amounts of data quickly and easily. It enables you to group, filter, and summarize data by different dimensions or categories, and can also be used to create charts and graphs.

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