How to Parse Data in a Spreadsheet

When you copy data from some sources into a spreadsheet, it will put all the data in the same cell rather than putting each word into separate cells. You need to know what to do with this data in order to get into columns. This is when you will use the "Parsing" tool. To parse data in a spreadsheet follow the steps below.

Instructions

Difficulty: Moderately Easy

1. Highlight the data that needs parsing. You only need to highlight the first column since all your data is in this column. This should be the same for all software programs.
2. Select "Data" and "Text to columns" in Excel. In Lotus, you would select "Range" and "Parse."
3. Click on "Fixed width" in the dialog box that comes up in Excel and then click "Next." In Lotus, you need to click on "Create" to have a format line appear.
4. Separate the data by placing vertical lines in the box where you want to divide the data. Double clicking will make a line disappear; a single click will add a line.
5. Choose "Finish" to create the new spreadsheet in Excel. In Lotus choose an "Output range" if you want to have the data somewhere else in your spreadsheet than where it is now. You then need to select "OK" to create the new spreadsheet. Your data is now parsed and will appear across multiple columns rather than the single column it was in before.

Tips & Warnings

• These steps will deal with parsing data in Excel and Lotus. Read the help section of your spreadsheet software if you need more specifics on how to parse with other spreadsheet software.

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