**Question description:**

*This user has given permission to use the problem statement for this blog.*

I have a spreadsheet with information on thousands of contacts. Lots of information is mismatched such as phone number in the address column etc.. What is the best way to go about fixing this?

Solved by B. U. in 60 mins

This is the chat thread from the real Excelchat help session. It contains no private user information.

Excelchat Expert
11/09/2018 - 06:13

Hi

Excelchat Expert
11/09/2018 - 06:14

Vlookup or index and match function could be used for matching them correctly

Excelchat Expert
11/09/2018 - 06:15

If possible please share the file, so that I can help you better

User
11/09/2018 - 06:15

Sure I will share the file.

User
11/09/2018 - 06:15

[Uploaded an Excel file]

Excelchat Expert
11/09/2018 - 06:17

Also, please explain more about the problem

User
11/09/2018 - 06:18

There are lots of errors in this spreadsheet such as duplicate names or addresses in the wrong category

Excelchat Expert
11/09/2018 - 06:19

Could you please give an example

Excelchat Expert
11/09/2018 - 06:21

There?

User
11/09/2018 - 06:21

Penneyo@Cox.Net Douglas Olson Olson Olson Olson Olson Olson 4808370127 4808370127 4808370127 4808370127 4808370127 4808370127 6028038333 Fountain Hills 1 8/18/16 21:32 8/18/16 21:32 10/4/17 12:10 Open House | Local Events Oct 6-8, 2017 04c037213f 124213057 1b3200c3aa

User
11/09/2018 - 06:21

row 4448

User
11/09/2018 - 06:22

row 443

User
11/09/2018 - 06:22

4443

User
11/09/2018 - 06:22

row 4439

User
11/09/2018 - 06:23

there are errors in those rows and similar errors all throughout the worksheet

User
11/09/2018 - 06:24

are you there?

Excelchat Expert
11/09/2018 - 06:24

ye

Excelchat Expert
11/09/2018 - 06:25

*yes

Excelchat Expert
11/09/2018 - 06:25

Was going throught the data

User
11/09/2018 - 06:25

okay

Excelchat Expert
11/09/2018 - 06:27

First of all, I will clean the columns

Excelchat Expert
11/09/2018 - 06:28

if any of the fields match First Name or Last Name, I would replace it with blank

Excelchat Expert
11/09/2018 - 06:28

Also, on more question I have - Did you pull this data from some server?

Excelchat Expert
11/09/2018 - 06:28

and saved it as csv file?

User
11/09/2018 - 06:29

yes I did

Excelchat Expert
11/09/2018 - 06:30

This solution is not excel related but I believe this could be solved while pulling data itself

Excelchat Expert
11/09/2018 - 06:31

If the data in the server contains "," in the fields then while saving it as CSV those values get split into other columns since the delimiter of CSV files are commas

Excelchat Expert
11/09/2018 - 06:31

So, saving them as txt file could solve the problem

Excelchat Expert
11/09/2018 - 06:32

In that way file would have tab as delimiter and not split the fields by commas

Excelchat Expert
11/09/2018 - 06:32

Does this make sense to you?

User
11/09/2018 - 06:34

the original file in the server has these errors aswell

Excelchat Expert
11/09/2018 - 06:34

okay

Excelchat Expert
11/09/2018 - 06:35

While going thorugh the data, I saw that mostly names have spilled into other columns so am replacing those with blanks at first

User
11/09/2018 - 06:36

Okay great, how are you going about doing that?

Excelchat Expert
11/09/2018 - 06:37

=IF(OR(D2=B2,D2=C2),"",D2)

Excelchat Expert
11/09/2018 - 06:37

I am using this formula

Excelchat Expert
11/09/2018 - 06:38

So, what will happen is if the filed matches first name or last name then it will replace it with blank otherwise retain the original value

Excelchat Expert
11/09/2018 - 06:39

Something like this

[Uploaded an Excel file]

User
11/09/2018 - 06:40

okay cool, where are you entering this formula?

Excelchat Expert
11/09/2018 - 06:41

I am creating new columns for each of the fields and entering the formula in the new column

Excelchat Expert
11/09/2018 - 06:41

If you look at the sheet, column E and G have the formula

User
11/09/2018 - 06:43

Okay I see

Excelchat Expert
11/09/2018 - 06:49

Here it is, I did similar thing for rest of the columns

[Uploaded an Excel file]

Excelchat Expert
11/09/2018 - 06:50

Please have a look and let me know if any modifications are required

User
11/09/2018 - 06:53

is there a reason that columns f and g are duplicates?

Excelchat Expert
11/09/2018 - 06:54

First is the original column and the second after treating it with formula

Excelchat Expert
11/09/2018 - 06:55

If you want, I can just keep the treated column and delete the old one

User
11/09/2018 - 06:56

yes that would be great

Excelchat Expert
11/09/2018 - 06:56

okay, working on it

User
11/09/2018 - 06:57

can you also filter out columns B and C and leave it blank if it is just the email repeated?

User
11/09/2018 - 06:57

from column A

Excelchat Expert
11/09/2018 - 06:58

sure

Excelchat Expert
11/09/2018 - 06:58

Basically, same thing apply it on B and C, also

User
11/09/2018 - 06:58

yes exactly

Excelchat Expert
11/09/2018 - 06:58

okay

Excelchat Expert
11/09/2018 - 07:02

Here it is

[Uploaded an Excel file]

User
11/09/2018 - 07:05

this one still has the email from column A repeated into columns B and C

Excelchat Expert
11/09/2018 - 07:05

okay, i might have attached the wrong file

Excelchat Expert
11/09/2018 - 07:05

Let me check

User
11/09/2018 - 07:06

okay

Excelchat Expert
11/09/2018 - 07:06

Also, which row is it happening, i will re-check it

User
11/09/2018 - 07:08

row 313 is the first place I see it

Excelchat Expert
11/09/2018 - 07:08

okay

User
11/09/2018 - 07:09

also in row 1415 it is putting (Last Name, First name) in column B instead of First name in column B and last name in column C

Excelchat Expert
11/09/2018 - 07:10

[Uploaded an Excel file]

Excelchat Expert
11/09/2018 - 07:10

Okay, for this I would have to perform other type cleaning

User
11/09/2018 - 07:11

Okay how does that work?

Excelchat Expert
11/09/2018 - 07:11

If it finds comma in the name then take instance after the comma in the first name and before comma in the last name

User
11/09/2018 - 07:11

okay, what is the formula for this?

Excelchat Expert
11/09/2018 - 07:12

It will use find function

Excelchat Expert
11/09/2018 - 07:13

where it will find comma then use left function for the last name and combination of right and len functions for the first name

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