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#1
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Easily mailing list from Data File
I would like to downloaded data (from our county's data base) and create a
mailing list. The downloaded data needs to be converted into First Name, Middle Initial, Last Name. For instance, here is a typical downloaded strings: Grant Ulysses S. Truman Harry S. I want to get it to First Name, Middle Initial, Last Name. The result would be used in mail merge and imported into Word. The final product would be: First Name Middle Initial Last Name Ulysses S. Grant Harry S. Truman How can this be executed in Excel? What functions are needed and what are the formulas? (I figures out how to handle the first space but cannot determine the next formulas.) Thanks for your help. -- Dave Cincinnati, OH |
#2
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Easily mailing list from Data File
See Chip Pearson's site for assistance with different permutations.
http://www.cpearson.com/excel/FirstLast.htm Gord Dibben MS Excel MVP On Thu, 5 Nov 2009 16:18:01 -0800, OHDookie wrote: I would like to downloaded data (from our county's data base) and create a mailing list. The downloaded data needs to be converted into First Name, Middle Initial, Last Name. For instance, here is a typical downloaded strings: Grant Ulysses S. Truman Harry S. I want to get it to First Name, Middle Initial, Last Name. The result would be used in mail merge and imported into Word. The final product would be: First Name Middle Initial Last Name Ulysses S. Grant Harry S. Truman How can this be executed in Excel? What functions are needed and what are the formulas? (I figures out how to handle the first space but cannot determine the next formulas.) Thanks for your help. |
#3
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Easily mailing list from Data File
Hi Dave,
You will have to do this in severl steps. (Excel 2003) First, import the data into your spreadsheet. Highlight your data. If it is in column A just highlight all of the data in column A Then select Data from the menu bar Select Text to Columns from the pull down menu Make sure that the Delimited option is selected Make sure that the Space and Comma options are selected in the check boxes. Select Finish which will separate your data into columns A, B, and C Next you have to create helper columns in columns D, E, and F which will have the following formulas in them: Cell D2 (as an example) = B2 Cell E2 =C2 Cell F2 =LEFT(A2,SEARCH(",",A2,1)-1) Copy the formulas down however many rows you have. In columns D, E,and F you should have what you are looking for. You can copy these cells and paste over cells in columns A, B, and C by Selecting Edit Copy and then Edit Paste Special -- Values. If this helps, please press Yes JCS "OHDookie" wrote: I would like to downloaded data (from our county's data base) and create a mailing list. The downloaded data needs to be converted into First Name, Middle Initial, Last Name. For instance, here is a typical downloaded strings: Grant Ulysses S. Truman Harry S. I want to get it to First Name, Middle Initial, Last Name. The result would be used in mail merge and imported into Word. The final product would be: First Name Middle Initial Last Name Ulysses S. Grant Harry S. Truman How can this be executed in Excel? What functions are needed and what are the formulas? (I figures out how to handle the first space but cannot determine the next formulas.) Thanks for your help. -- Dave Cincinnati, OH |
#4
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Easily mailing list from Data File
Hi Dave,
In my instructions, I forgot to add press the Next button when converting the text to columns process. It will be apprent to you when to do so. JCS "JCS" wrote: Hi Dave, You will have to do this in severl steps. (Excel 2003) First, import the data into your spreadsheet. Highlight your data. If it is in column A just highlight all of the data in column A Then select Data from the menu bar Select Text to Columns from the pull down menu Make sure that the Delimited option is selected Make sure that the Space and Comma options are selected in the check boxes. Select Finish which will separate your data into columns A, B, and C Next you have to create helper columns in columns D, E, and F which will have the following formulas in them: Cell D2 (as an example) = B2 Cell E2 =C2 Cell F2 =LEFT(A2,SEARCH(",",A2,1)-1) Copy the formulas down however many rows you have. In columns D, E,and F you should have what you are looking for. You can copy these cells and paste over cells in columns A, B, and C by Selecting Edit Copy and then Edit Paste Special -- Values. If this helps, please press Yes JCS "OHDookie" wrote: I would like to downloaded data (from our county's data base) and create a mailing list. The downloaded data needs to be converted into First Name, Middle Initial, Last Name. For instance, here is a typical downloaded strings: Grant Ulysses S. Truman Harry S. I want to get it to First Name, Middle Initial, Last Name. The result would be used in mail merge and imported into Word. The final product would be: First Name Middle Initial Last Name Ulysses S. Grant Harry S. Truman How can this be executed in Excel? What functions are needed and what are the formulas? (I figures out how to handle the first space but cannot determine the next formulas.) Thanks for your help. -- Dave Cincinnati, OH |
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