When working with Excel, one common issue that users encounter is the unexpected printout of character codes instead of the intended text. This can be frustrating and may hinder your productivity. However, fear not! In this blog post, we will explore six expert tips to help you fix this issue and get your Excel sheets back on track.

1. Check Your Cell Formatting

The first step in resolving the character printout issue is to examine the cell formatting. Excel allows you to set specific formats for cells, including text, general, currency, date, and more. If a cell is formatted as Text, it will display the exact characters you enter, including any special characters or codes.

To check and adjust cell formatting:

• Select the cell or range of cells where the issue occurs.
• Navigate to the Home tab in the Excel ribbon.
• In the Number group, click on the Number Format dropdown.
• Choose the desired format, such as General or Text, depending on your needs.

By selecting the appropriate format, you can ensure that Excel interprets and displays the data as intended.

2. Utilize the Text to Columns Feature

Excel's Text to Columns feature is a powerful tool to separate data that is stored in a single cell into multiple columns. This can be particularly useful when dealing with character printout issues.

To use the Text to Columns feature:

1. Select the cell or range of cells containing the data you want to split.
2. Go to the Data tab in the Excel ribbon.
3. Click on the Text to Columns button in the Data Tools group.
4. Follow the steps in the Convert Text to Columns Wizard to specify the delimiter or format for splitting the data.

This feature allows you to easily separate character codes or any other unwanted data from your desired text.

3. Clean and Trim Your Data

Sometimes, character printout issues can be caused by extra spaces or unwanted characters in your data. Cleaning and trimming your data can help resolve these issues.

To clean and trim your data:

• Select the cell or range of cells you want to clean.
• In the Home tab, locate the Editing group.
• Click on the Find & Select dropdown and choose Replace.
• In the Find what field, enter " " (a space between quotes) to find extra spaces.
• Leave the Replace with field empty to remove the extra spaces.
• Click Replace All to remove all extra spaces in the selected range.

You can also use Excel's TRIM function to remove leading and trailing spaces from a text string. Simply enter =TRIM(cell_reference) in a new cell and copy it down to clean your data.

4. Convert Numbers to Text

If you are dealing with numerical data that Excel is interpreting as numbers instead of text, you can use the TEXT function to convert them to text.

The TEXT function allows you to format a number as text using a specified format. Here's how you can use it:

1. In an empty cell, enter the formula =TEXT(number, "format"), where number is the cell reference containing the number you want to convert, and "format" is the desired format.
2. For example, to convert a number to text with two decimal places, you can use =TEXT(A2, "0.00"), where A2 is the cell containing the number.
3. Copy the formula down to apply it to the entire range of numbers you want to convert.

By converting numbers to text, you can ensure that Excel treats them as text and displays them correctly.

5. Use Custom Number Formats

Excel provides the ability to create custom number formats to control how numbers are displayed. This can be especially useful when dealing with character printout issues.

To create a custom number format:

• Select the cell or range of cells you want to format.
• Go to the Home tab and locate the Number group.
• Click on the Number Format dropdown and choose More Number Formats.
• In the Category dropdown, select Custom.
• In the Type field, enter the custom format code. For example, to display a number as text with a specific format, you can use "Text: " 0.
• Click OK to apply the custom format.

Custom number formats give you precise control over how numbers are displayed, ensuring that they are treated as text and avoiding character printout issues.

6. Check for Hidden Characters

Sometimes, hidden characters or non-printing characters can cause issues with Excel's character printout. These characters are often invisible but can affect the display and interpretation of your data.

To check for hidden characters:

• Select the cell or range of cells you suspect may contain hidden characters.
• Go to the Home tab and locate the Editing group.
• Click on the Find & Select dropdown and choose Find.
• In the Find what field, enter ^ (caret) to search for hidden characters.
• Click Find All to display a list of cells containing hidden characters.

Once you identify the cells with hidden characters, you can decide whether to remove them or keep them, depending on your specific needs.

Conclusion

Dealing with Excel's character printout issue can be frustrating, but with these six expert tips, you can tackle the problem effectively. By checking cell formatting, utilizing the Text to Columns feature, cleaning and trimming your data, converting numbers to text, creating custom number formats, and checking for hidden characters, you can ensure that Excel displays your data accurately and as intended. Remember to adapt these techniques to your specific Excel version and requirements for optimal results.