How to Get Rid of Spaces in Excel

If you are an Excel user, then you might have encountered the issue of unwanted spaces in your data. These spaces can often create problems in performing calculations, applying filtering, and manipulating data. Fortunately, removing spaces in Excel is a simple task that can be achieved with a few clicks. In this post, we will guide you through the steps to get rid of spaces in Excel, making your data clean and ready for processing. So, let’s get started.

Introduction

If you are an Excel user, you might have seen extra spaces in your worksheet data. These spaces can create errors and make your data difficult to work with, which is why it’s necessary to remove them promptly. In this post, we’ll show you how to get rid of spaces in Excel quickly and easily.

1. Using TRIM Function

The TRIM function deletes leading and trailing spaces from text. Here’s how to use it:

Step 1:

Enter the formula =TRIM(cell reference) into an empty cell adjacent to cell with the target data.

Step 2:

Copy the formula, select the cell containing the formula, and paste it by clicking CTRL+C and then special paste, or you can use the mouse menu right-click &>nbsp;Paste Special > Values.

Step 3:

The new columns of cleaned data will not contain leading, trailing, and multiple spaces.

2. Using Find and Replace Function

You can use the Find and Replace function to replace spaces with or without another character. Here’s how:

Step 1:

Select the range from which you want to remove the spaces.

Step 2:

Press CTRL+H to open the Find and Replace dialog box.

Step 3:

In the Find what: field, enter a space (tap the space bar) or type ALT+255 on the numeric keypad. Do not leave the Replace with:field blank.

Step 4:

Click Replace All to remove all spaces in the selected range.

3. Using Excel Add-ins

Excel offers a wide range of add-ins that can help you handle data cleaning-related problems. One such is ‘Trim Spaces for Excel,’ available in the Microsoft Store. Here’s how to use it:

Step 1:

Install the add-in from the store by clicking Insert > Add-ins > See all.

Step 2:

Enter ‘Trim Spaces for Excel’ inside the search box, then click “Add” to install the add-in.

Step 3:

Load the add-in by selecting it from the Add-ins button.

Step 4:

Select the cell range, hit the button for the function that you want to perform, and click OK to apply the changes.

Conclusion

Spaces in Excel can cause several problems when working with data. Fortunately, it’s easy to get rid of them using built-in functions or add-ins. We hope this article has been helpful in your quest to clean up your spreadsheet data. With just a few clicks, you can perform these steps and become an Excel pro in no time!

Tips to Avoid Accidentally Adding Spaces to Your Data

With a few best practices, you can avoid adding unnecessary spaces in the data:

1. Limit the use of spacebar

Try to avoid using the spacebar while entering data. Instead, use commas, tabs, or other appropriate delimiters to separate data.

2. Use Data Validation Function

Apply data validation rules to prevent the addition of space in the cells. You can force users to only enter specific data types or values into the cell, and not permit anything that’s not in the set of allowable cells.

3. Remove Spaces in the Input Stage

If you must import data into Excel, clean your data before importing it to Excel. You can use text editors to remove spaces or write a script to automate the cleaning process.

The Importance of Cleaning Your Data

Data cleaning can be a tedious process, but it is essential for reliable data analysis. Data that has unwanted spaces can often obscure results and lead to errors. Often, the number of errors will increase dramatically, and valuable time is lost trying to fix results after the fact. Therefore, it’s always best to remove spaces and other unwanted characters quickly and efficiently before attempting to work with the data.

Final Thoughts

In conclusion, getting rid of spaces in Excel is essential for clean and accurate data analysis. Excel provides built-in functions and add-ins to remove spaces, which are quite helpful in this regard. If you follow the tips we have given, you can avoid adding unwanted spaces, and more importantly, you can save time and effort by keeping your Excel data clean and accurate.

FAQs

Here are some frequently asked questions related to getting rid of spaces in Excel:

Q: Why do extra spaces often appear in my Excel data?

A: Extra spaces can appear in your Excel data when you add data manually and accidentally tap the spacebar more than once or copy the data that has additional spaces in it.

Q: Can spaces cause errors in my Excel calculations?

A: Yes, spaces can cause errors in Excel calculations by obscuring results and disrupting formulas. Therefore, it’s essential to remove spaces before you attempt to work with data.

Q: How do I check for extra spaces in my Excel sheet?

A: You can check for extra spaces by using Excel formula =LEN(cell reference) to find the length of text, then subtract the number of non-space characters from it. If the result is greater than zero, you have extra spaces within that cell.

Q: Can I remove spaces without affecting formula references to the cells?

A: Yes, there are different ways to remove spaces like TRIM or REPLACE without affecting the formula references to the cell.

Q: What are some alternatives to removing spaces with TRIM or FIND and REPLACE?

A: Other options to remove spaces include using professional Excel plugins, using VBA code to automate data cleansing, or filing a filter-based approach. These options may take more time and require specialized knowledge.