Excel is a great tool for organizing and analyzing data, which makes it no surprise that it’s the most popular spreadsheet application in the world. Whether you are a novice Excel user or have been using the program for years, it’s important to understand how to clean and organize your datasets.
Clean datasets unlock numerous benefits, from improved accuracy and visual appeal to added efficiency and insights. In this article, we’ll cover the top seven Excel tips to help you generate clean and organized datasets. If you’re looking for tips and tricks outside of this list, check out our CPE-eligible Microsoft Excel Bootcamp.
1. Sort and Remove Duplicates
The first tip is to sort and remove duplicate data. Data duplications can occur depending on how you import data. Oftentimes, bits and pieces of data are stored in multiple locations. When you combine different sources, data can duplicate. Duplicate data can lead to inaccurate calculations and poor visual appeal.
To cleanse your spreadsheet from duplicate data, go to the “Remove Duplicates” tool under the “Data” tab and select the columns you want to remove. You can also use the “Filter and Sort” tool to group data by values. For example, if you want to delete all zeros, you can filter all the data for zeros to easily remove the line items.
2. Apply Standardized Formatting
One of the top challenges of cleaning and organizing datasets in Excel is applying standardized formatting. Especially with converted files, Excel might detect numbers as text or dates as numbers. Ensuring each piece of data has the right formatting allows you to complete complex calculations and data-specific functions.
For example, many Excel formulas require numbers. If one of your cells is being formatted as text, the formula might generate an error code. To apply standardized formatting, go to “Power Query” and select “Data Source.” This function automatically detects data based on the column value. Then, you can edit columns by choosing the correct format.
3. Fill Missing Cells
Missing cells can happen as a result of data entry errors or issues in the conversion process. However, having a complete dataset is crucial to develop accurate projections and analyses. Even if the value is zero, the cell should be filled.
To fill in missing cells in Excel, go to “Editing” under the “Home” screen. Then, select “Fill” and “Series.” This function will fill all of the cells that are missing, such as a number from a sequence. However, it might not work if the data is not in sequential order.
4. Remove Extra Spacing
Extra spaces in your data can also sway results and calculations. Additionally, final report users might notice inconsistencies in your spacing, resulting in lost trust and credibility. Although manually removing spacing can be tedious, there is an Excel function you can use to expedite the process.
The TRIM function in Excel can eliminate all leading, trailing, and central spacing between words. To use this function, insert a new column next to the text column that you want to remove spaces from. Then, write the formula with the cell address you want to use. Finally, copy the values generated from the new column to the original column.
5. Find and Replace Data
Data inconsistencies are common. For example, some columns might say “January” while others say “Jan.” Cleaning and organizing data relies on streamlining your naming conventions and cells. Not only can too many abbreviations or word variations confuse readers, but it also makes it more difficult to accurately calculate formulas.
Within your spreadsheet, navigate to the “Find and Replace” function on the “Home” page. Then, enter the value you want to replace with the replaced version. Using our above example, you might replace “Jan” with “January.” Excel will automatically update all of the cells with “Jan.” You can rinse and repeat this process to streamline your data.
6. Split Data
When data is converted or downloaded to Excel, it’s not uncommon for line items to merge. For example, if you are converting a depreciation schedule from a PDF to an Excel file, the descriptions, depreciable life, and cost basis might all merge into one line. The commingling of data makes it difficult to format and organize your dataset.
To split data, you can use the “Text to Columns” function under the “Data” tab. Click on this icon, then select “Delimited.” This will begin to sort data by natural text breakers, like commas or tabs. This function will give you a preview of the output and the option to select where data is separated to. However, be careful not to override any columns with existing data.
7. Extract Sections of Excels
If you don’t want to go through the split data process, you can use Excel functions to extract pieces of data. Let’s say you converted a spreadsheet and numbers defaulted to the same cell as your description. By extracting a section of the cell, you can pull out the information you need. For example, if your cell says, “15 copiers,” you can use a formula to extract the “15” to a separate cell.
This process works great if the data you need to extract is the same length, such as two numbers each. For data that isn’t uniform, you may want to use the split data function. Nevertheless, to extract data sections, you will use the LEFT and RIGHT formulas. First, insert a new column next to the data you want to extract. Then, enter either LEFT or RIGHT for the side of the cell you want to extract. Finally, select how many characters to extract. Using our above example, your formula would be “LEFT, CELL, 2.”
Summary
Excel is a software program that allows you to manipulate, categorize, and analyze large datasets. However, you need to be aware of how to properly clean and organize your data. Failure to streamline data in your spreadsheet can lead to inaccurate calculations, poor visual aids, and confusion when evaluating data. Consider going through these seven steps to maximize transparency and data insights on your next project.