2009 23 Nov

Concatenating Data In In MS Excel 2007

Combining existing data in different cells to form new information is a not infrequent requirement in MS Office Excel 2007. Concatenation is a fancy word for the process of stringing together different pieces of information to form a new piece of data. For example, let’s say we have columns containing title and first name and another containing last name; we could use concatenation to create each person’s full name. All we have to do is to string together the title, first name and last name.

Excel offers two methods of concatenating data. The first is the use of the ampersand (‘&’) which is the concatenation operator: the second is the use of the CONCATENATE function. To use the ampersand in our ‘Title, First Name, Last Name’ example, we would first type in “=” to indicate that we want to create a function. Secondly, we would click on the cell that contains the title to have Excel add a reference to that cell to our formula.

The next step would be to add a space to separate the title from the first name. To do this, we simply type the concatenation operator followed by a space and since a space is a text character, it has to be enclosed in quotation marks. Thus, we would actually type ‘& ” ” &’. Next, we click on the cell that contains the first name, then type ‘& ” ” &’ once more to add a space separating the first name from the last name.

Finally, we click on the cell that contains the last name to insert a reference to this cell and, to confirm the formula, either press the Enter key or click on the Enter button on the left of the formula bar.

Now let’s look at doing the same thing using the CONCATENATE function. When using the Insert Function command, this is found in the Text category and permits you to string together up to 255 pieces of information. For example, let’s say that our title was in cell C2, our first name in D2 and our last name in E2; our formula would be ‘=CONCATENATE(C2,” “,D2,” “,E2)’.

As to which is the better method; frankly, there is not much to choose between them. Simply use the technique which you feel makes more sense to you. One argument for using the first method is that the use of the concatenation operator is found in almost all scripting and programming languages. Some environments use an ampersand as the operator; others use the plus sign.

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