How To Cleanup Email Address in Excel, Split User Name from Email, Extract Email Address


After downloading some email addresses from a registration database, I found that people use all different sorts of formats for the emails.  Unless of course you do checking when collecting the data.  Well, I had thousands of emails that I needed to cleanup.  I turned to Microsoft Excel to help me make clean stuff up.

How To Concatenate email address and name to create an email display name

First the the excel document looked like this

image

In one scenario I want to merge that into a display name.  To do this I can use a simple formula:

 

=CONCATENATE(B2,” “, C2, ” “, “<“,A2,”>”)

 

which will give me this result:

image

 

How to extract the first and last name from an email display name

Assumption: LastName is a single word (not a multi-word name)

First Name =LEFT(A2,FIND(” “,A2,1)-1)

Last Name =MID(A2,LEN(B2)+2,FIND(” “,A2,LEN(B2))+LEN(B2)-1)

 

How to Extract Email address from a text field with name and email combined

The source data looks like this:

image

 

First Name =LEFT(A2,FIND(” “,A2,1)-1)

Last Name =MID(A2,LEN(B2)+2,FIND(” “,A2,LEN(B2))+LEN(B2)-1)

Email =TRIM(RIGHT(SUBSTITUTE(LEFT(A1,FIND (” “,A1&” “,FIND(“@”,A1))-1),” “, REPT(” “,LEN(A1))),LEN(A1)))

Note: The email will grab just the email address out of any text including “Please send an email to itproguru@microsoft.com and ask if we can meet on Monday morning” because it is looking for the @ sign and grabbing data between spaces. however, in our example we also have a <> as a delimiter so I want to get rid of the deliminter as well. It sure seams like there should be an easier way but in the meantime, here is what I came up with to solve the problem. 

You can strip out the <> from the email with: SUBSTITUTE(A1,”>”,””),”<“,””)) however, in our formula to extract the email, and get rid of the delimiter, I have to wrap the substitute around the cell I am working with. In this case, I am not working with just a cell, but a calculation so the resulting formula looks like this:

CleanEmail =SUBSTITUTE(SUBSTITUTE(TRIM(RIGHT(SUBSTITUTE(LEFT(A11,FIND(” “,A11&” “,FIND(“@”,A11))-1),” “,REPT(” “,LEN(A11))),LEN(A11))),”>”,””),”<“,””)

image

 

Here is the link to the downloadable excel file I used to create these formulas  http://itproguru.com/wp-content/uploads/2016/03/Cleanup-Email-Address.xlsx

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