Combining text from multiple cells can be a tedious task in Excel, especially if you’re dealing with large datasets. The TEXTJOIN function, introduced in Excel 2016 for Office 365 users, is a versatile and efficient way to merge text data from multiple cells with a chosen delimiter, all while handling empty cells effortlessly. Whether you’re creating lists, formatting data, or simplifying your spreadsheet, TEXTJOIN is a must-have function to add to your Excel toolkit.
What is the TEXTJOIN Function?
The TEXTJOIN function lets you combine text from different cells or ranges into one single string, separated by a specified delimiter. It’s particularly helpful for creating lists with commas, line breaks, or any separator you choose, saving you time by eliminating the need to concatenate cells one by one. Additionally, TEXTJOIN has the flexibility to ignore or include empty cells in your results, making it adaptable for all types of data.
Syntax and Parameters of TEXTJOIN
The syntax of the TEXTJOIN function is straightforward:
=TEXTJOIN(delimiter, ignore_empty, text1, [text2], ...)
Here’s a breakdown of each parameter:
- delimiter: This is the character (or characters) that will separate each text item in the output string, such as a comma, space, or even a line break.
- ignore_empty: A logical value where TRUE skips empty cells, while FALSE includes them.
- text1, [text2], …: These are the cells, ranges, or strings you want to combine. You can include multiple cells or ranges within the function.
Practical Examples of TEXTJOIN
Step1
Creating a Comma-Separated List Imagine you have names listed in cells A2:A6, and you’d like to create a single, comma-separated string of these names.
=TEXTJOIN(", ", TRUE, A2:A6)Output:
"John, Mary, Alex, Sarah"Step2
Joining Text with Line Breaks You can use CHAR(10) as a delimiter to insert line breaks between text items, which is useful for formatting lists or addresses.
=TEXTJOIN(CHAR(10), TRUE, B2:B5)
Output:
John
Mary
Alex
Sarah
Note: Make sure Wrap Text is enabled in the cell for line breaks to appear.
Step3
Combining Data Across Columns Suppose you have first names in column A and last names in column B. You can combine them with a space separator:
=TEXTJOIN(" ", TRUE, A2:A6, B2:B6)
This formula merges the names from two columns into full names, each separated by a space.
Common Use Cases for TEXTJOIN
1. Simplifying Reports with Lists
TEXTJOIN is ideal for generating lists from table data. For instance, you might use it to create a list of products in a specific category, separated by commas, without empty values cluttering your output.
2. Preparing Data for Export
If you’re exporting data from Excel for use in another application (e.g., generating CSV files), TEXTJOIN helps format your data with custom delimiters.
3. Cleaning Up Data
When cleaning data, TEXTJOIN can combine multiple columns or rows, ensuring no empty cells break up your text strings. This feature is useful when consolidating data imported from other sources or dealing with incomplete entries.
Tips for Using TEXTJOIN Effectively
- Use Range References for Flexibility
If you reference a range like A2:A10, TEXTJOIN will include all cells within that range. This approach is more flexible than listing individual cells, as it lets you adjust your range without rewriting the formula. - Be Mindful of Empty Cells
Setting ignore_empty to TRUE will skip over blank cells, which is generally preferred. If empty cells are relevant to your dataset, set it to FALSE to include them. - Combine TEXTJOIN with Other Functions
TEXTJOIN works well with other Excel functions like IF or FILTER. For example, you can use it with FILTER to dynamically generate a list of items that meet certain criteria.
Troubleshooting Common TEXTJOIN Issues
If you encounter issues when using TEXTJOIN, here are a few potential solutions:
- Error: “Function Not Recognized”
TEXTJOIN is available only in Excel 2016 and newer. If you’re using an older version, consider upgrading or using alternative methods like CONCATENATE. - Unexpected Output with Empty Cells
Double-check that ignore_empty is set as intended. If set to FALSE, TEXTJOIN will include blank cells, which might add unnecessary separators to your string.
Alternatives to TEXTJOIN for Older Versions
If you’re on an older Excel version without TEXTJOIN, here are some alternatives:
- Using CONCATENATE
While limited, CONCATENATE can join cells individually
=CONCATENATE(A2, ", ", B2, ", ", C2)
- Using & Operator
The & operator allows you to join text manually:
=A2 & ", " & B2 & ", " & C2
The TEXTJOIN function in Excel is a powerful addition to your formula toolbox, allowing you to merge and format text with ease. From creating lists to handling empty cells gracefully, it simplifies tasks that once required complex formulas or manual work. As you continue to explore TEXTJOIN, you’ll find countless ways to make your data cleaner, your reports clearer, and your work more efficient.
