8 tools to manage text data in Excel

Trim spaces, change case, split cells, extract substrings, and more

Looking for a quick way to remove extra spaces and unwanted characters, change text case, count characters and words, add the same text to the beginning or end of all cells in a range, convert text to numbers, split cells, extract substrings, replace irrelevant symbols with the right ones? Text Toolkit for Excel can do all this and a lot more!

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2019 365 2016 2013 2010
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  • Trim spaces
  • Add text
  • Change case
  • Extract substrings
  • Remove characters
  • Convert text
  • Count characters and words
  • Split cells

Remove extra spaces

  • Trim leading and trailing spaces
  • Remove excess spaces between words within a cell
  • Delete non-breaking spaces
Tick off <em>Trim spaces between words to 1</em>
Tick off Trim spaces between words to 1
All excess spaces are deleted from the chosen range
All excess spaces are deleted from the chosen range
Choose <em>Trim leading/trailing spaces</em>
Choose Trim leading/trailing spaces
All the spaces before and after the cell values are deleted
All the spaces before and after the cell values are deleted

Change text case

  • Change all words in a cell to UPPER or lower case
  • Capitalize the first character within a cell
  • Capitalize each word and change other letters to lowercase
Choose a range and tick the checkbox <em>Proper Case</em>
Choose a range and tick the checkbox Proper Case
All words in the chosen range are turned to proper case
All words in the chosen range are turned to proper case
Choose a range and tick off <em>UPPER CASE</em> option
Choose a range and tick off UPPER CASE option
All characters in the chosen range are capitalized
All characters in the chosen range are capitalized
Choose a range and tick the checkbox <em>lower case</em>
Choose a range and tick the checkbox lower case
All characters in the selected range are turned to lower case
All characters in the selected range are turned to lower case
Choose your range and tick off <em>Sentence case</em> option
Choose your range and tick off Sentence case option
All first characters within the selected cells are capitalized
All first characters within the selected cells are capitalized

Add text to selected cells

  • Insert text to the beginning of all selected cells
  • Put characters in the selected cells before specified text
  • Insert text after a specified number of characters from the end
  • Append the same text to the end of every cell in a range
  • Add text after a certain set of characters
  • Add text after a specified number of characters from the beginning
Enter your text to insert and tick off <em>At the the beginning</em> option
Enter your text to insert and tick off At the the beginning option
The text is added to the beginning of all the chosen cells
The text is added to the beginning of all the chosen cells
Enter your text to insert and tick the checkbox <em>At the end</em>
Enter your text to insert and tick the checkbox At the end
The text is added to the end of all the chosen cells
The text is added to the end of all the chosen cells
Put the characters you want to add, tick off <em>Before text</em> option
Put the characters you want to add, tick off Before text option
Your text is inserted before the chosen set of characters into all the cells in the range
Your text is inserted before the chosen set of characters into all the cells in the range
Type the text to add, tick off <em>After text</em> option
Type the text to add, tick off After text option
The text is inserted after the chosen set of characters into all the cells in the range
The text is inserted after the chosen set of characters into all the cells in the range

Extract text the way you need

  • Choose how many first characters to extract
  • Extract all numbers from the selected cells
  • Get the text by its position
  • Extract text after specified symbols
  • Select the number of the last characters to take out
  • Choose to extract all text before certain characters
  • Have the result as value or formula
Select a range and a number of first characters to extract
Select a range and a number of first characters to extract
The set number of first characters is extracted into the column on the right
The set number of first characters is extracted into the column on the right
Enter a text, after which all characters should be extracted
Enter a text, after which all characters should be extracted
All characters after the chosen text are inserted into the column on the right
All characters after the chosen text are inserted into the column on the right
Tick off <em>Extract text by position</em>, select the position number of the first character and the number of characters to extract
Tick off Extract text by position, select the position number of the first character and the number of characters to extract
The substring is inserted into the column on the right
The substring is inserted into the column on the right
Choose a range, tick the checkbox <em>Extract number</em>, and tick off <em>Insert as formula </em> option
Choose a range, tick the checkbox Extract number, and tick off Insert as formula option
A column with all numbers in the chosen range is inserted; the values are inserted as a formula
A column with all numbers in the chosen range is inserted; the values are inserted as a formula

Remove characters from the selected range

  • Remove custom and non-printing characters
  • Delete symbols and punctuation marks
  • Choose number of first or last characters to remove
  • Clear numbers and text characters
  • Remove substrings
  • Clear all characters before or after the specified text
Tick off <em>All characters after text</em> and enter your text
Tick off All characters after text and enter your text
All characters after the indicated text are removed
All characters after the indicated text are removed
Tick the checkbox <em>Remove character sets</em> and choose <em>Symbols and punctuation marks</em>
Tick the checkbox Remove character sets and choose Symbols and punctuation marks
All symbols and punctuation marks are deleted from the chosen cells
All symbols and punctuation marks are deleted from the chosen cells
Choose your table, open <em>Remove character sets</em> menue and choose <em>Non-printing characters</em>
Choose your table, open Remove character sets menue and choose Non-printing characters
All non-printing characters are removed from the chosen range
All non-printing characters are removed from the chosen range
Tick off <em>Remove a substring </em> and enter a substring to delete
Tick off Remove a substring and enter a substring to delete
The substring is deleted from the selected range
The substring is deleted from the selected range

Convert text and replace characters

  • Convert numbers stored as text to numbers
  • Replace all occurrences of specified characters at one
  • Convert line breaks to space, comma or semicolon
Tick the checkbox <em>Convert line break to:</em> and choose <em>[Space]</em>
Tick the checkbox Convert line break to: and choose [Space]
All the line breaks in the chosen range are replaced by spaces
All the line breaks in the chosen range are replaced by spaces
Choose your range and indicate characters to convert
Choose your range and indicate characters to convert
The charaters are converted in the chosen range
The charaters are converted in the chosen range
Choose a range and tick off <em>Convert numbers stored as text to numbers</em> option
Choose a range and tick off Convert numbers stored as text to numbers option
Numbers stored as text are converted to numbers
Numbers stored as text are converted to numbers

Split cells to columns or rows

  • Split a cell by any character such as comma, space, semicolon, etc.
  • Split text by mask using wildcards and any combination of delimiters
  • Split the contents of one cell into multiple columns
  • Divide cell contents by line break
  • Split cells by strings
  • Divide a cell into rows
Choose <em>Split by strings</em> and enter the strings one per line
Choose Split by strings and enter the strings one per line
The text is split according to the needed strings
The text is split according to the needed strings
Choose <em>Split by mask</em> and enter delimiters
Choose Split by mask and enter delimiters
The text is split according to the set delimiters
The text is split according to the set delimiters
Choose <em>Split by character</em> and tick off <em>Comma</em> option
Choose Split by character and tick off Comma option
The text is split to columns by commas
The text is split to columns by commas
Tick off <em>Split to rows </em> option
Tick off Split to rows option
The text is split to rows
The text is split to rows

Count characters and words

  • Count all characters in the selected range
  • Count the number of specific characters
  • Count words in the selected range
  • Insert the result as value or formula
Choose the range and tick the checkbox <em>Count characters</em>
Choose the range and tick the checkbox Count characters
A column with the total amount of characters in each cell is inserted
A column with the total amount of characters in each cell is inserted
Choose the range, indicate the characters to count, and tick off <em>Insert as formula</em> option
Choose the range, indicate the characters to count, and tick off Insert as formula option
A column with a total amount of the chosen characters in each cell is added; the values are inserted as a formula
A column with a total amount of the chosen characters in each cell is added; the values are inserted as a formula
Choose the range and tick the checkbox <em>Count words</em>
Choose the range and tick the checkbox Count words
A column with the total amount of words in each cell is inserted
A column with the total amount of words in each cell is inserted

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Frequently asked questions

What is Text Toolkit and what do I need it for?

Text Toolkit is a set of add-ins for Microsoft Excel, it includes 8 utilities, that perform more than 25 operations. This set is a time-saver if you need to fix your textual data, e.g. change case, trim spaces, replace characters, extract substrings, count characters, split cells, add text, remove line breaks, etc.

What are the main activities I can implement with the toolkit?

There are six major verbs, which characterize the Toolkit the best: change, remove, extract, add, split, count. You will be able to change case and convert text. You will enjoy removing spaces and characters. You will easily extract the needed text or numbers, add any text to any place in any range, split text according to certain symbols and count characters or words.

How to remove spaces in Excel?

Select the cells, columns or rows where you want to remove excess spaces. Start the Trim Spaces utility by clicking on its icon. Choose one or more options: trim leading/trailing spaces, remove excess spaces between words, delete non-breaking spaces. Click the Trim button.

More information and screenshots can be found here.

How can I change the text case?

Select your table and run the Change Case tool. Choose the text case you need: upper, lower, proper or sentence case. Click on Change Case.

For a more detailed description click here.

What is the easiest way to extract Excel substring?

Try the Extract Text utility. It can pull any number of first or last characters from a cell. Also, you can extract a substring starting from the specified position and get all symbols before or after certain text. Additionally, you can get all numbers from the selected cells.

More information and screenshots find here.

I need to count characters, will Text Toolkit help?

Yes, there is a special tool for your task, the Count Characters utility. It allows to count all characters in the chosen cells,count only certain characters, and see the number of words. Besides, you can insert the result as a formula.

See how it works here.

How to split cells is Excel?

Have a look at the Split Text utility. It splits cells by character, mask, or strings. Choose how to split your cells: to columns or to rows.

For a detailed description click here.

Can I add text to all the selected cells?

Add Text utility will do it. Enter your text and select its position: at the beginning of the selected cells, at the end, before/after certain text, or after a certain number of characters from the beginning/end. You can process only text cells and skip empty cells.

See how it works here.

How can I remove characters from the chosen range?

With the Remove Characters tool you can easily delete all non-printing characters as well as specified text strings, numbers, symbols and punctuation marks. Also, you can remove as many first/last chars as you want, and clear all characters before of after certain text.

For a detailed description click here.

How to convert numbers stored as text to numbers?

The Convert Text button will do it in a flash. Besides, it will help to replace characters and convert line break to semicolon, comma, or space.

Find more details here.

I would like to insert my result as a formula, is it possible?

Yes, Extract Text and Count Characters/Words utilities allow you to insert your result as a formula.

Supported versions

Microsoft Excel

  • Excel included in ​Microsoft 365 (formerly Office 365)
  • Excel 2019
  • Excel 2016
  • Excel 2013
  • Excel 2010
  • 32-bit and 64-bit
  • Note! Office Insider is not supported

Windows

  • Windows 10
  • Windows 8.1
  • Windows 8
  • Windows 7
  • 32-bit and 64-bit
  • Note! Windows insider is not supported
  • Note! Surface Pro X and Windows X are not supported

Any questions or comments?

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