Changing Name Format in Excel

Using Flash Fill

To swap names using Flash Fill, type the expected result in a new column, then press Ctrl+E. Flash Fill will recognize the pattern and apply it to the rest of the data set. This method is best for consistent data sets and yields a static result.

Applying Formulas

Formulas offer a dynamic approach to changing name formats. Use text functions such as CONCAT, LEFT, RIGHT, and SEARCH to split and recombine names. For instance, =RIGHT([@[Full Name]],LEN([@[Full Name]]) - (SEARCH(",",[@[Full Name]],1) + 1)) & " " & LEFT([@[Full Name]],SEARCH(",",[@[Full Name]],1) -1) reverses names from 'last, first' to 'first last'.

Utilizing Text to Columns

Text to Columns splits names using the position of a delimiter, such as a comma. Access this feature through the Data tab. After splitting, you can use CONCAT to merge names into the desired format.

Leveraging Power Query

Power Query is ideal for complex data transformations. Load your data into Power Query, use the split column feature, and then recombine the columns in the desired order.

Implementing VBA

For automation across multiple locations in a workbook, VBA scripts can be written to swap name formats. This requires some programming knowledge but is highly customizable.

Common Use Cases

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  Standardizing name formats across a company directory
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  Correcting name formats for a mailing list
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  Preparing name data for import into a CRM system
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  Generating formal and informal name versions for personalized communications
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  Sorting and organizing customer information by last name

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