Conversation with Merlin [email protected] · Thu Dec 07 2023

I have an excel spreadsheet and I need to replace cell contents that contain words with numbers. For example, i have some cells that contain the string "Stongly Disagree". I need to replace that exact string with the number 1. But I also need to ignore any cells that have a fill color. How can I do this?

In Microsoft Excel, you can accomplish the task of replacing specific text strings in cells with a number, while ignoring cells that have fill color, a combination of VBA (Visual Basic for Applications) scripting and Excel functions, since there's no built-in Excel feature that directly allows you to replace cell contents based on text and fill color condition at the same time.

Here's a-by-step guide to doing this:

Step 1: VBA Editor

  1. Open your Excel workbook.
  2. Press ALT + F11 open the Visual Basic for Applications editor.

Step 2 Insert a VBA Module

  1. In the VBA editor, right-click on any of the items listed under "VBAProjectYourWorkbookName.xlsx)" in the Project window on the left side.
  2. SelectInsertand thenModule`. This will create a new module.

Step 3: Copy and PasteBA Code

Copy and paste the following VBA code into module window:

Sub ReplaceTextWithNumberNoFill() Dim ws As Worksheet Set ws ActiveSheet ' Change this if you want to specify a certain sheet Dim cell As Range For Each cell In ws.UsedRange.Cells If cell.Value = "ly Disagree" And cell.Interior.ColorIndex = xlNone Then cell.Value = 1 End If Next cellEnd Sub

This VBA script iterates through all cells in the used range of the active worksheet. It checks if a cell contains the string "Strongly Disagree" and whether it does not have a color (indicated by cell.Interior.ColorIndex = xlNone). If both conditions are met, it replaces the cell's content with the number 1.

Step 4: Run the VBA Code

  1. Close the VBA editor to go back to Excel workbook.
  2. Press ALT + F8, select ReplaceTextWithNumberNo, and click Run.

Step 5: Save your workbook

Since you using macros, you will need to save your workbook as a macro-enabled workbook (.xlsm).

Note: This VBA script runs the active sheet, which means that you need to make sure the correct sheet is selected when you run the script. If you need to this on a specific worksheet or multiple worksheets, the VBA code will need to be adjusted accordingly.

Remember that running macros can your data, so it's a good idea to make a backup your Excel file before running the script. Additionally, if you are not familiar with VBA, proceed with caution, or ask for assistance from who has experience with Excel's programming features.

Also be aware that enabling macros can pose a security risk if the source of the macro is unknown, so always the source of any code before running it.

In this tutorial, you will learn how to use Find and Replace in Excel to search for specific data in a worksheet or workbook, and what you can do with those cells after finding them. We will also explore the advanced features of Excel search such as wildcards, finding cells with formulas or specific formatting, find and replace in all open workbooks and more. When working with big spreadsheets in Excel, it's crucial to be able to quickly find the information you want at any particular moment. Scanning through hundreds of rows and columns is certainly not the way to go, so let's have a closer look at what the Excel Find and Replace functionality has to offer. How to use Find in Excel Find values in a range, worksheet or workbook Search for cells with specific format Find cells that contain formulas Select and highlight all found entries on a sheet How to use Replace in Excel Replace text or numbers in a range or in the entire sheet Replace character(s) with nothing How to find or replace a line break How to change cell formatting on the sheet Find and replace with wildcards Excel find and replace shortcuts Search and replace in all or selected workbooks How to use Find in Excel Below you will find an overview of the Excel Find capabilities as well as the detailed steps on how to use this feature in Microsoft Excel 365, 2021, 2019, 2016, 2013, 2010 and older versions. Find value in a range, worksheet or workbook The following guidelines tell you how to find specific characters, text, numbers or dates in a range of cells, worksheet or entire workbook. To begin with, select the range of cells to look in. To search across the entire worksheet, click any cell on the active sheet. Open the Excel Find and Replace dialog by pressing the Ctrl + F shortcut. Alternatively, go to the Home tab > Editing group and click Find & Select > Find In the Find what box, type the characters (text or number) you are looking for and click either Find All or Find Next. When you click Find Next, Excel selects the first occurrence of the search value on the sheet, the second click selects the second occurrence, and so on. When you click Find All, Excel opens a list of all the occurrences, and you can click any item in the list to navigate to the corresponding cell. Excel Find - additional options To fine-tune your search, click Options in the right-hand corner of the Excel Find & Replace dialog, and then do any of the following: To search for the specified value in the current worksheet or entire workbook, select Sheet or Workbook in the Within. To search from the active cell from left to right (row-by-row), select By Rows in the Search To search from top to bottom (column-by-column), select By Columns. To search among certain data type, select Formulas, Values, or Comments in the Look in. For a case-sensitive search, check the Match case check. To search for cells that contain only the characters you've entered in the Find what field, select the Match entire cell contents. Tip. If you want to find a given value in a range, column or row, select that range, column(s) or row(s) before opening Find and Replace in Excel. For example, to limit your search to a specific column, select that column first, and then open the Find and Replace dialog. Find cells with specific format in Excel To find cells with certain formatting, press the Ctrl + F shortcut to open the Find and Replace dialog, click Options, then click the Format button in the upper right corner, and define your selections in Excel Find Format dialog box. If you want to find cells that match a format of some other cell on your worksheet, delete any criteria in the Find what box, click the arrow next to Format, select Choose Format From Cell, and click the cell with the desired formatting. Note. Microsoft Excel saves the formatting options that you specify. If you search for some other data on a worksheet, and Excel fails to find the values that you know are there, clear the formatting options from

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The tutorial explains the Excel REPLACE and SUBSTITUTE functions with examples of uses. See how to use the REPLACE function with text strings, numbers and dates, and how to nest several REPLACE or SUBSTITUTE functions within one formula. Last week we discussed various ways of using FIND and SEARCH functions within your Excel worksheets. Today, we will be taking a deeper look at two other functions to replace text in a cell based on its location or substitute one text string with another based on content. As you may have guessed, I am talking about the Excel REPLACE and SUBSTITUTE functions. REPLACE function in Excel Using the REPLACE function with numeric values Using the Excel REPLACE function with dates Nested REPLACE functions in Excel How to replace a string in a different position in a cell SUBSTITUTE function in Excel Nesting several SUBSTITUTE functions in one formula REPLACE vs. SUBSTITUTE - similarities and differences Excel REPLACE function The REPLACE function in Excel allows you to swap one or several characters in a text string with another character or a set of characters. REPLACE(old_text, start_num, num_chars, new_text) As you see, the Excel REPLACE function has 4 arguments, all of which are required. Old_text - the original text (or a reference to a cell with the original text) in which you want to replace some characters. Start_num - the position of the first character within old_text that you want to replace. Num_chars - the number of characters you want to replace. New_text - the replacement text. For example, to change the word "sun" to "son", you can use the following formula: =REPLACE("sun", 2, 1, "o") And if you put the original word in some cell, say A2, you can supply the corresponding cell reference in the old_text argument: =REPLACE(A2, 2, 1, "o") Note. If the start_num or num_chars argument is negative or non-numeric, an Excel Replace formula returns the #VALUE! error. Using Excel REPLACE function with numeric values The REPLACE function in Excel is designed to work with text strings. Of course, you can use it to replace numeric characters that are part of a text string, for example: =REPLACE(A2, 7, 4, "2016") Notice that we enclose "2016" in double quotes as you usually do with text values. In a similar manner, you can replace one or more digits within a number. For example: =REPLACE(A4, 4, 4,"6") And again, you have to enclose the replacement value in double quotes ("6"). Note. An Excel REPLACE formula always returns a text string, not number. In the screenshot above, notice the left alignment of the returned text value in B2, and compare it to the right-aligned original number in A2. And because it's a text value you won't be able to use it in other calculations unless you convert it back to number, for example by multiplying by 1 or by using any other method described in How to convert text to number. Using Excel REPLACE function with dates As you have just seen, the REPLACE function works fine with numbers, except that it returns a text string :) Remembering that in the internal Excel system, dates are stored as numbers, you may try to use some Replace formulas on dates. Results would be quite embarrassing. For instance, you have a date in A2, say 1-Oct-14, and you want to change "Oct" to "Nov". So, you write the formula REPLACE(A2, 4, 3, "Nov") that tells Excel to replace 3 chars in cells A2 beginning with the 4th char and got the following result: Why's that? Because "01-Oct-14" is only a visual representation of the underlying serial number (41913) that represents the date. So, our Replace formula changes the last 3 digits in the above serial number to "Nov" and returns the text string "419Nov". To get the Excel REPLACE function to correctly work with dates, you can convert dates to text strings first by using the TEXT function or any other technique demonstrated in How to convert date to text in Excel. Alternatively, you can embed the TEXT function directly in the old_text argument of the

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Get FREE Advanced Excel Exercises with Solutions! In this article, we will discuss how to replace the text of a cell based on condition in Excel. Most people know how to substitute in Excel, but we will show some tricky methods to replace text in Excel based on condition. Replace Text of a Cell Based on Condition in Excel: 5 Methods In this article, we will discuss some methods to replace the text of a cell based on condition. 1. Replace Any Text by Find and Replace Tool in Excel We will use the Find and Replace tool option to replace text from a cell in Excel. This tool can be avail from ribbon or mouse shortcuts. We will apply this method to the data set below. Step 1: Go to the Hometab. Click on Editing. Then, pick Replace from the Find & Selecttool. Or we can press the Ctrl+H Hotkeys too. Step 2: We will get a new dialog box named Find and Replace. We can replace any text using this window. First, we need to find the text and then replace that text. We can use exact words or wildcards in the case of a partial match. Step 3: Now, we will use the question mark (?) in the word to find and then replace that word. We used App?e to find Apple and replace it with Al. Step 4: Then click Replace All. Here, we can see that one replacement is made, and the result is showing. Now, we will apply another wildcard asterisk (*). Step 5: We apply A*e to find Apple and replace it with Al. This will be any word starting with A and ending with e. Step 6: Again, press Replace All. We see that 6 replacements were accomplished. It replaces any word that starts with A and ends with e. It does not check case sensitivity. Now, we will apply the exact word to replace it from the data set. Step 7: Write Apple in the Find what box. Then type Guava in Replace with. Step 8: Again, press Replace All. One replacement happens here. This is how we use the Find & Replace tool in this section. Note: Match Case: When we need to ensure case-sensitive cases tick this box. Within: This box gives an option where to search and replace a word. This may be a sheet or workbook. Search: It offers two options. One is searched by row, and the other is searched by column. Look in: It sets specific data types. Like formulas, values, etc. Read More: How to Find and Replace Multiple Words from a List in Excel 2. Use REPLACE Function with a Condition in a Cell The REPLACE function is used to supersede a certain number of letters from a word and form a new word in Excel. In this section, we will discuss how this REPLACE function works with the condition. We assume that some of our data in the dataset is wrong. We will correct that data using the Replace function. Step 1: Here, we add a new column named Modification to the dataset. Step 2: We identified that the data of cell B9 is wrong. We will update the modified data on cell E9. Write the formula given below in cell E9: Step 3: Then, press Enter. We get the replaced data by applying the REPLACE function in cell E9. Read More: How to Replace Text in Excel Formula 3. Apply SUBSTITUTE Function to Replace Text of a Cell The SUBSTITUTE function replaces text from a text string with an instance number. Here, we will apply this function to replace the text of a cell with a condition. We again will consider the condition mentioned in the previous method. We will replace the data of cell B9. Step 1: Go to cell E9. Apply the SUBSTITUTE function here. Write the formula below: =SUBSTITUTE(B9,"Straw","Blue",1) Step 2: Then, press Enter. This way, we apply the SUBSTITUTE function and replace text from a cell. Read More: How to Substitute Multiple Characters in Excel 4. Use of IF Function to Replace Text of a Cell In this section, we will apply conditions using the IF function. The IF function returns a result based on a condition. Here, we will check all the data in column B. Step 1: Apply the following formula in cell E5: =IF(B5="Strawberry", "Blueberry", B5) Step 2: Then, press Enter. Step 3: Drag the Fill Handle icon towards the last

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please re-write those steps for a macbook

To replace text with numbers in cells that do not have a fill color using VBA on a Mac in Excel, follow these steps:

Step 1: Access the Visual Basic Editor

  1. Open your Excel workbook.
  2. Press Fn + Opt + F11 on your keyboard to open the Visual Basic for Applications (VBA) editor on a Mac. If this shortcut does not work, try Opt + F11.

Step 2: Insert a VBA Module

  1. Once in the VBA editor, locate the "Insert" menu at the top of the editor.
  2. Click on "Insert" and then choose "Module" from the dropdown menu. This will create a new module in your project.

Step 3: Copy and Paste the VBA Code

In the module window that opens, copy and paste the following VBA code:

Sub ReplaceTextWithNumberIgnoreFill() Dim cell As Range For Each cell In ActiveSheet.UsedRange If cell.Value = "Strongly Disagree" And cell.Interior.Color = xlNone Then cell.Value = 1 End If Next cell End Sub

This code will iterate through all cells in your active sheet's used range and will replace the string "Strongly Disagree" with the number 1, but only in cells that have no fill color.

Step 4: Run the VBA Code

  1. Close the VBA editor to go back to your Excel workbook.
  2. To run the macro, you can either press Fn + Opt + F8 to open the "Macro" dialog box, select 'ReplaceTextWithNumberIgnoreFill', and click 'Run', or you can create a button on your worksheet to run the macro directly.

Step 5: Save Your Workbook

Remember to save your workbook as a macro-enabled Excel workbook with the extension .xlsm.

Important Note:

Before running the script, it is highly recommended to make a backup of your workbook as macros can make irreversible changes to your data. If you are unfamiliar with VBA, proceed with caution and consider consulting someone who is experienced with Excel's VBA features for assistance.

Security Warning: Running macros can pose a security risk if the source is unknown. Always ensure that the code you are running comes from a trusted source.

Written by Puneet for Excel 2007, Excel 2010, Excel 2013, Excel 2016, Excel 2019, Excel for Mac KEY POINTS Visual Basic Editor is a code editor for VBA. Its a separate application but you can only use it with Excel. You need to have the developer tab on the ribbon to access it. You can also use the keyboard shortcut (Alt + F11). It also stores the macros that you recode with the macro recorder. It has multiple tools to help you to write and manage all the codes. The world of VBA starts with the Visual Basic Editor (VBE). Its the place where you write and manage all the macro codes and if you ask me about VBE, Id say if you are serious about learning VBA you need to understand all the components of VBE. Thats why its part of our VBA tutorial and in this guide, we have covered every single aspect of Visual Basic Editor to make you understand its functionality. So, lets get started. I will be using different words (VBA editor, VB editor, or VBE) in this guide for referring to the Visual Basic Editor, so dont be confused with it. Visual Basic Editor is an application (a separate one) in which you can write and save all the VBA codes. In simple words, its a code editor for Excel in which you can write all the macros and store them. Even though it is a separate application (VB Editor) you can only use it with Excel. Yes, thats right. You cant run VBE separately; there must be an Excel workbook open for using VBE. Visual Basic Editor is the only way to write a VBA code in Excel. In fact, all Microsoft applications that host VBA use the Visual Basic Editor for script writing (writing code). Below is the VBE: Microsoft Windows Mac VBA is one of the ADVANCED EXCEL SKILLS and to master the VBA; you need to learn all the aspects of Visual Basic Editor. Open the Visual Basic Editor From the developer tab To open the visual basic editor, you need to have the developer tab on the ribbon and to activate the developer tab (steps to add). Now on the developer tab, in the code group, there is a button called Visual Basic and when you click on this button it opens the VB editor. Shortcut Key (Window) You can also use the keyboard shortcut key Alt + F11 to open the VBE in windows and Opt + F11 or Fn + Opt + F11 for MAC. Even if you dont have the developer tab on the ribbon, this shortcut key will still work and open the editor. Edit a Macro from the List If you want to open the VBA editor to edit a specific macro, then you can open the macros list from the developer tab. And click on the edit button to open the VB editor to edit that specific macro. On Quick Access Toolbar You can also add a button on the quick access toolbar to open the VBA editor. For this, you need to click on the drop-down on the quick access toolbar and open more commands. And then select the developer tab from Choose Commands From and then add the visual basic editor to the quick access toolbar by clicking on the add button. Now you can open the visual basic editor from the button that you have on the QAT. From the Worksheet Tab You can also open the VBA editor by right-clicking on the worksheet tab and clicking on the view code. It will instantly take you to the code window of that worksheet. Components of Visual Basic Editor When you open the VBA editor first time it looks like an old application and to understand how it works you need to go component by component. The user interface is the same (almost) for all the Excel versions in the last more than 15 years, so no matter which Excel version you are using, you can learn about Visual Basic Editor from this guide. Yes, VBE has different components which can help you in different ways, so lets explore them one by one. Menu Bar Tool Bar Project Window Properties Window Code Window Immediate Window Watch Window Object Browser Find and Replace Locals Window Just like any other application VBA editor has a menu bar where you can find all the options that are available to the user. Now in the menu bar, each tab is a category o

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Office for Mac Article 01/22/2022 Use VBA add-ins and macros that you developed for Office for Windows with Office for Mac. Applies to: Excel for Mac | PowerPoint for Mac | Word for Mac | Office 2016 for Mac If you are authoring Macros for Office for Mac, you can use most of the same objects that are available in VBA for Office. For information about VBA for Excel, PowerPoint, and Word, see the following: Excel VBA reference PowerPoint VBA reference Word VBA reference Note Outlook for Mac and OneNote for Mac don't support VBA. Office 2016 for Mac is sandboxed Unlike other versions of Office apps that support VBA, Office 2016 for Mac apps are sandboxed. Sandboxing restricts the apps from accessing resources outside the app container. This affects any add-ins or macros that involve file access or communication across processes. You can minimize the effects of sandboxing by using the new commands described in the following section. Creating an installer or putting user content For instructions on creating an installer for your add-in, please refer to the article here: Installing User Content in Office 2016 for Mac New VBA commands for Office 2016 for Mac The following VBA commands are new and unique to Office 2016 for Mac. Command Use to GrantAccessToMultipleFiles Request a user's permission to access multiple files at once. AppleScriptTask Call external AppleScript scripts from VB. MAC_OFFICE_VERSION IFDEF between different Mac Office versions at compile time. Ribbon customization in Office for Mac Office 2016 for Mac supports ribbon customization using Ribbon XML. Note that there are some differences in ribbon support in Office 2016 for Mac and Office for Windows. Ribbon customization feature Office for Windows Office for Mac Ability to customize the ribbon using Ribbon XML Available Available Support for document based add-ins Available Available Ability to invoke Macros using custom ribbon controls Available Available Customization of custom menus Available Available Ability to include and invoke Office Fluent Controls within a custom ribbon tab Available Most familiar Office Fluent Control Identifiers are compatible with Office for Mac. Some might not be available. For commands that are compatible with Office 2016 for Mac, see idMSOs compatible with Office 2016 for Mac. Support for COM add-ins that use custom ribbon controls Available Office 2016 for Mac doesn't support third-party COM add-ins. idMSOs compatible with Office 2016 for Mac For information about the idMSOs that are compatible with Office 2016 for Mac, see the following: idMSOs supported in Excel for Mac idMSOs supported in PowerPoint for Mac idMSOs supported in Word for Mac See also Announcing add-in support for Gmail accounts in Mac Outlook Support and feedback Have questions or feedback about Office VBA or this documentation? Please see Office VBA support and feedback for guidance about the ways you can receive support and provide feedback.

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