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If you want to move a list or table of data from Word to Excel, you don’t need to copy and paste each information into a separate cell in the spreadsheet. By properly formatting the Word document first, you can easily import the document into Excel with just a few clicks.
Steps
Toggle list
- This method works best when you have a list of multiple items, each of which is formatted the same (list of addresses, phone numbers, email addresses, and so on).
- Most lists have one paragraph mark at the end of each line, or one at the end of each line, and one in a blank line between items. The paragraph mark is a means of inserting characters used by Excel to distinguish between cells.
- Press Ctrl + H to open the Find and Replace window.
- Enter ^p^p in the Find field. Here is the code for the case of two paragraph marks in one line. If each entry is a separate line and there are no blank lines between them, use the code ^p .
- Enter the separator character in the Replace field. You need to make sure it’s not a character that can appear anywhere in the document, such as a ~ .
- Click Replace All . Items can combine on their own but this shouldn’t be a bother, as long as the delimiter is in the right place (between each item)
- Press Ctrl + H to open the Find and Replace window.
- Remove one of the ^p paragraph marks in the Find field.
- Change the character in the Replace field to comma , .
- Click Replace All . The remaining paragraph symbols will be replaced with commas to separate each line into a field.
- Press Ctrl + H to open the Find and Replace window.
- Type ~ (or whatever character you chose at first) in the Find field.
- Enter ^p in the Replace field.
- Click Replace All . Entire items will be split back into separate groups and separated by commas.
- Click the File tab and select “Save As”.
- Click the “Save as type” drop-down menu and select “Plain Text”.
- Name the file however you like and click Save .
- If the File Conversion window appears, just click OK .
- Click the File tab and select Open.
- Click the “All Excel Files” drop-down menu and select “Text Files”.
- Click the Next > sign on the Text Import Wizard window.
- Select “Comma” from the Delimiter list. You can see how the items are separated in the preview at the bottom. Then click Next > .
- Select the data format for each column and click Finish .
Convert table
- Select all the text that you want to convert to a table.
- Select the Insert tab and click the Table button.
- Select “Convert Text to Table”.
- Enter the number of lines per record in the “Number of cpumns” field. If you have a blank line between each record, add 1 to the total.
- Click OK .
- Click the column header you want to split to select the entire column.
- Select the “Data” tab and click the “Text to Cpumns” button.
- Click Next > and select “Comma” in the Delimiter field. If you’re using the example above, this will separate the city from the country abbreviation and postal code.
- Click Finish to save the changes.
- Select the column to be split and repeat the process, but this time you choose “Space” instead of “Comma” as the delimiter. The abbreviated country name will be separated from the postal code.
wikiHow is a “wiki” site, which means that many of the articles here are written by multiple authors. To create this article, volunteer authors have edited and improved the article over time.
This article has been viewed 9,081 times.
If you want to move a list or table of data from Word to Excel, you don’t need to copy and paste each information into a separate cell in the spreadsheet. By properly formatting the Word document first, you can easily import the document into Excel with just a few clicks.
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