How to split out first and last names in an Excel column of data

            When preparing data for import into a NewZapp account, it's useful to have as many pieces of data about each contact as available. Depending on the source of your data you may for example have First Name, Last Name, Company Name, Location, Telephone Number etc.
            Each piece of data could prove to be useful in your NewZapp account for means of searching contacts, segmenting and personalising emails with a mail merge.
            But you may find that you only have the names of your contacts in one column, first and last name in the same cell. This will restrict your ability to use this data in the long run and ideally you want to import first names and surnames into separate fields/tags.
            Here's a tip on how to use the 'Find and Replace' tool in Excel to split this data out into two columns.

            Preparation:
            Duplicate the column which has names in it, twice, so that you have three identical columns.


            Creating a column with first names only:
            1. Highlight the first of the three columns and then use Ctrl+F to open the “Find and Replace” dialog box.
            2. Click the Replace tab to view the Replace tools
            3. In the “Find what:” field type a space followed but an asterisk *
              (in essence this is telling Excel to look for a space followed by anything)
            4. The “Replace with:” field should be left empty.
            5. Click “Replace All” button
            6. You should then find that the majority of last names have been removed from the column.

            Creating a column with last names only:

            1. Highlight the second of the three columns and then use Ctrl+F to open the “Find and Replace” dialog box.
            2. Click the Replace tab to view the Replace tools
            3. In the “Find what:” field type an asterisk * followed by a space
              (in essence this is telling Excel to look for anything followed by a space)

            4. The “Replace with:” field should be left empty.
            5. Click “Replace All” button
            6. You should then find that the majority of first names have been removed from the column
            Checking the results:
            1. Using the third column as reference, it would be a good idea to scan through the columns to check for instances where the replace hasn’t been effective. For instance where a contact has two first names and the replace has removed the second one.
            2. Once you are happy with the results you can either (a) delete the third column which still has first and last names together, or (b) keep it for future reference but ignore it when matching the columns for import during the upload process in NewZapp.

            Other useful resources:
            - How to... Import Contacts
            - The complete set of User Guides for managing Contacts


            Updated: 05 Sep 2019 12:44 AM
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