Formula with Text in Excel
Excel is a great tool to do all the analysis and finalize the report. But sometimes calculation alone cannot convey the message to the reader, because every reader has their own way of looking at the report. Some people can understand the numbers just by looking at them, some needs some time to get the real story, some cannot understand at all. They need a full and clear cut explanation to everything.
In order to bring all the user to the same page while reading the report, we can add text comments to the formula to make the report easily readable.
Let us look at how we can add text in excel formulas.
#1 – Add Meaningful Words Using with Text in Excel Formula
Often in excel, we only do calculations and we are not worried about how well they convey the message to the reader. For example take a look at the below data.
By looking at the above image it is very clear that we need to find the sale value by multiplying Units to Unit Price.
Apply simple text in excel formula to get the total sales value for each salesperson.
Usually, we stop the process here itself, isn’t it?
How about showing the calculation as Anderson’s Total Sale Value is 45,657.
Yes, this looks like a complete sentence to convey a clear message to the user. Ok, let’s go ahead and frame a sentence along with the formula.
Step 1: We know the format of the sentence to be framed. Firstly, we need a Sales Person name to appear. So select the cell A2 cell.
Step 2: Now we need the word ‘s Total Sale Value is after the salesperson name. In order to comb in this text value, we need to put the ampersand (&) operator sing after selecting the first cell.
Step 3: Now we need to do the calculation to get the sale value. Put on more (ampersand) & sign and apply the formula as B*C2.
Step 4: Now hit enter to complete the formula along with our own text values.
One problem with this formula is that sales numbers are not formatted properly. Because don’t have a thousand separators, that would have made the numbers look in a proper way.
Nothing to worry we can format the numbers with TEXT in excel formula.
Edit the formula and for calculation part apply Excel TEXT function to format the numbers as shown in the below image.
Now we have the proper format of numbers along with the sales values. TEXT in excel formula to format the calculation (B2*C2) to the format of ###, ###
#2 – Add Meaningful Words to Formula Calculations with TIME Format
Ok, we have seen how to add text values our formulas to convey the clear cut message to the readers or users. Now we will be adding text values to another calculation which includes time calculations.
I have a data of Flight departure and arrival timings. I need to calculate the total duration of each flight.
I am not only to show the total duration rather I want to show the message like this Flight Number DXS84’s total duration is 10:24:56
In the cell, D2 start the formula. Our first value is Flight Number, enter this in double quotes.
Next value we need to add is the flight number which is already there in the cell A2. Enter & symbol and select the cell A2.
Next thing we need to do is add the text ‘s Total Duration is, enter one more & symbol and enter this text in double quotes.
Now comes the most important part of the formula. We need to perform the calculation to get the total duration. After & symbol enters the formula as C2 – B2.
Our full calculation is complete. Hit enter to get the result.
Oh, hang on we got the total duration as 0.433398 which is not in the right format. Apply TEXT function to perform the calculation and format that to TIME.
#3 – Add Meaningful Words to Formula Calculations with Date Format
TEXT function can perform the formatting task when we are adding text values to get the correct number format. Now we will see in the date format.
Below is the daily sales table that we update the values regularly.
I need to automate the heading as the data keeps adding i.e. the last date should be changed as per the last day of the table.
Step 1: open the formula in A1 cell as “Consolidated Sales Data from ”.
Step 2: Put & symbol and apply TEXT in excel formula and inside the TEXT function apply MIN function to get the least date from this list. And format it as “dd-mmm-yyyy”
Step 3: Now enter the word “ to “
Step 4: Finally to get the latest date from the table apply MAX formula and format it as the date by using TEXT in excel formula.
As you update the table it will automatically update the heading as well.
Things to Remember Formula with Text in Excel
- We can add the text values according to our preferences either by using CONCATENATE function in excel or ampersand (&) symbol.
- In order to get the correct number format use TEXT function and specify the number format that you want to display.
This has been a guide on Text in Excel Formula. Here we discuss how to Add Text in Excel Formula cell along with practical examples and downloadable excel templates. You may also look at these useful functions in excel –