How to Change Last Name First Name in Excel

If you’re looking to change the format of your names from Last Name, First Name to First Name Last Name, Microsoft Excel makes this task quick and easy. Whether you’re working on a contact list, a client database, or other personal information database, this helpful feature can save you time and effort. In this blog post, we’ll walk you through the steps to change the last name first name format in Excel, making it easy to sort and organize your data.

Overview

Excel is an excellent tool for managing, analyzing, and organizing data in various formats. One of the most common data formats is the Last Name, First Name format, which is widely used in contact lists, client databases, and more. Fortunately, Excel makes it easy to switch from Last Name, First Name to First Name Last Name. In this tutorial, we’ll show you how to do just that in six simple steps.

Step 1: Select the Name Column

The first thing you need to do is to select the column containing the names you want to change. Typically, the name column is located on the left side of your Excel spreadsheet. Click on the column header to select the entire column.

Step 2: Click on Data Tab

Once you have selected the name column, click on the Data tab in the Excel ribbon located at the top of your screen.

Step 3: Select Text to Columns

In the Data tab, locate the Data Tools group, and click on Text to Columns. This feature will allow Excel to split the names into separate columns.

Step 4: Choose Delimited Option

In the Text to Columns wizard, select Delimited and click Next. The Delimited option will let Excel know that there is a common character (a comma, space, or something else) that separates the two parts of the name.

Step 5: Choose the Character that Separates Your Name

On the next screen of the Text to Columns wizard, select the character (comma, space, semicolon, etc.) that separates your first and last name. You can see a preview of how your name will look after the separation in the Data Preview window. Once you’re done, click Next.

Step 6: Switch First Name and Last Name

In the final screen of the Text to Columns wizard, select the column containing the first name, and click and drag it to the right of the column containing the last name. This move will place your first name column after the last name column and swap the order of your names into the correct format. Once you’re satisfied with the changes, click finish to close the Text to Columns dialog box.

Conclusion

Now, you’ve successfully switched from Last Name, First Name to First Name Last Name in Excel. You’ll find that this method is an enormous time-saver, making it much easier to sort and organize your data. By following these six simple steps, you’ll be able to take raw data and turn it into actionable insights to make better business decisions.

Tips for Working with Names in Excel

Working with names in Excel can be a bit tricky and time-consuming, especially when you have a large data set. Here are some tips to help you work with names in Excel more efficiently:

Use an Excel Add-In

If you find yourself frequently working with Excel data, it may be beneficial to invest in an Excel add-in like Kutools. Kutools for Excel is a powerful add-in that adds many useful functions to Excel, including a Name Splitter tool that can quickly separate full names into first and last name columns.

Use a Consistent Name Format

To make it easier to sort and analyze your data, try to stick to a consistent name format. For example, if you’re working with customer data, you may want to use the First Name Last Name format throughout your spreadsheet. Consistency can save you time and help you get more meaningful insights from your data.

Avoid Merging Cells

When you’re working with names in Excel, avoid merging cells unless necessary. Merged cells can cause problems when you sort and filter your data. Instead, use the “Center Across Selection” option to center the text across multiple cells without merging them.

Check for Duplicates

Before you start working with your data, check for duplicates in your name column. Duplicate names can cause issues down the line, especially when you’re trying to sort and filter your data. Excel makes it easy to remove duplicates automatically. Simply select the column with your names and click on the “Remove Duplicates” button in the Data tab.

Conclusion

Working with names in Excel can be a bit challenging, but by following these tips and shortcuts, you can make the process easier and more efficient. Don’t forget to stay consistent with the format of your names and avoid merging cells wherever possible. With these tricks in your toolbox, you’ll be able to tackle any name-related challenge that comes your way in Excel.

Frequently Asked Questions

Here are some common questions people ask about changing last name first name in Excel:

Can I switch the order of my names in Excel without using the Text to Columns feature?

Yes, you can use the formula =RIGHT(cell,LEN(cell)-SEARCH(“,”,cell)-1) to extract the last names and =LEFT(cell,SEARCH(“,”,cell)-1) to extract the first names. Once you have the first and last name columns, you can swap them using copy and paste or drag and drop.

Will changing the format of my names in Excel affect other data in my spreadsheet?

No, changing the format of your names will not affect other data in your spreadsheet unless that data is dependent on the improperly formatted name column. Be sure to double-check your formulas if you believe they may require updates.

How do I merge two columns into one in Excel?

To merge two columns into one, use the “ampersand” symbol (&) to join the text in the two columns. For example, if you want to join the first and last name columns, use the formula =A1 & ” ” & B1, where A1 is the first name and B1 is the last name.

Can I use the Text to Columns feature to split names into more than two columns?

Yes, the Text to Columns feature can be used to split data into multiple columns. Simply choose the “Delimited” option, select the appropriate separator, and check all the columns you want to split into.

How do I prevent leading spaces from appearing when I split my names into separate columns?

When splitting names into separate columns, you may notice leading spaces appear before the text in the first name column. To prevent this from happening, use the TRIM function to remove any leading spaces. For example, if your first name column is in column A1, use the formula =TRIM(A1) to remove any leading spaces.