Скачать или смотреть Extracting State Values from Addresses in Excel: Step-by-Step Guide

Learn how to efficiently extract state names and their abbreviations from addresses in Excel using simple formulas and functions, including `FILTERXML` and `VLOOKUP`.
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Extracting State Values from Addresses in Excel: Step-by-Step Guide

Managing addresses in Excel can be a daunting task, especially when trying to retrieve specific information like state names from a list of addresses. In this guide, we'll explore a straightforward solution to extract state names and their abbreviations directly from your address data without the need for manual intervention or time-consuming processes like text-to-columns.

The Problem at Hand

Imagine you have a list of addresses, such as:

Lake Havasu, Lake Havasu City, Arizona.

St. Johns River, Palatka, Florida.

Tennessee River, Knoxville, Tennessee.

Your goal is to automatically extract the state names (like "Arizona," "Florida," and "Tennessee") from these addresses. Additionally, you want each extracted state name to be associated with its standard abbreviation (AZ, FL, TN, etc.) from a pre-prepared table.

The challenge is to create a reliable formula that consistently identifies these state names from a continuously updated list of addresses.

Key Considerations

Before diving into the solutions, let’s reflect on some important considerations:

Dynamic Data: The addresses will be updated frequently, so a flexible formula is essential.

Avoid Manual Processing: Processes such as text-to-columns can be too cumbersome for ongoing updates, hence a formulaic approach is preferred.

Solutions: Step-by-Step Formula Breakdown

There are a couple of effective formulas you can use to extract the state names and then retrieve their abbreviations. Let’s break down these options.

1. Using the FILTERXML Function

One of the most efficient methods to extract state names is by utilizing the FILTERXML function in combination with SUBSTITUTE. Here’s how you can do it:

[[See Video to Reveal this Text or Code Snippet]]

How It Works:

This formula transforms your address string into XML format, allowing the FILTERXML function to parse the text.

By replacing ", " with XML tags, the function can easily access the third item in the parsed list (representing the state name).

2. Finding the 2nd Comma Using MID and FIND

If you prefer a more traditional approach, we can also use the MID and FIND functions to extract the state. Here’s the formula:

[[See Video to Reveal this Text or Code Snippet]]

A Variation to Remove the Period

If your addresses end with a period that you would like to remove, you can modify the formula slightly:

[[See Video to Reveal this Text or Code Snippet]]

Retrieving State Abbreviations

Once you have successfully extracted the state names, the next step is to match them with their corresponding abbreviations. For this, using VLOOKUP is recommended over INDEX/MATCH for simplicity:

[[See Video to Reveal this Text or Code Snippet]]

state_name: The cell that contains the extracted state name.

state_table: The range of your table containing state names and their abbreviations.

column_number: The column in your table that contains the state abbreviations.

Conclusion

Extracting state names and their abbreviations from a list of addresses in Excel is manageable with the right formulas. Whether you opt for the FILTERXML or MID function, you can simplify the extraction process without resorting to manual data entry or cumbersome formatting steps.

Now, you can keep your address list dynamic and organized, ensuring you always have the information you need at your fingertips. Give these methods a try, and enhance your Excel skills effortlessly!