The Convert Cells menu offers a set of features designed to help you quickly convert data between text, numbers, formulas, and values in a single click. These tools are especially useful for data cleaning, formatting, and simplifying complex sheets.
Features in the Convert Cells Menu
1. Convert Text to Numbers
Converts numbers stored as text into actual numerical values. This is mainly useful when your data has been mistakenly entered as text (e.g., numbers stored with leading spaces or apostrophes) and you want to use them in formulas or calculations.
How It Works:
- Select the cells containing numbers stored as text.
- Click Convert Text to Numbers from the Convert Cells menu.
- The selected range will have the text entries converted to numeric values.
Use Case: If you have a column of numbers stored as text (like “10”, “20”, etc.), this tool will convert them into usable numbers for formulas.
2. Convert Numbers to Text
Converts numbers in the selected range into text format. This can be useful when you need numbers to display as strings (for example, in reporting, or when using them in concatenation).
How It Works:
- Select the range of cells that has numbers.
- Click Convert Numbers to Text from the Convert Cells menu.
- The numbers in the selected range are converted to text format.
Use Case: You might want to convert numbers to text when you want to display them in a specific format or combine them with other text.
3. Convert Formulas to Values
Converts all formulas from the selected range into values. This is useful when you want to remove formulas and store the results as text.
How It Works:
- Select the range with formulas.
- Click Convert Formulas to Values.
- All formulas in the selected range will be replaced by their calculated values.
Use Case: After performing a calculation, you might want to turn the result into a static value to prevent future changes in case the underlying data changes.
4. Restore Formulas
Restores the original formulas from cells that were previously converted to values using the Convert Formulas to Values tool. This feature is useful if you change your mind and want to recover the original formulas.
How It Works:
- This tool only works if you previously used the Convert Formulas to Values option on the selected cells.
- Select the range where the formulas were converted as values using the tool.
- Click Restore Formulas.
- The original formulas will be restored to the cells.
Use Case: If you accidentally converted formulas to values but want to undo that action and restore the formulas, this feature will help you recover them.
Why Use the Convert Cells Features?
- Data Consistency: This ensures that data is stored in the correct format (numbers, text, formulas), which makes it easier to work with.
- Improved Calculations: Prevents issues when numbers are stored as text, which might give incorrect results with calculations and formulas.
- Flexibility in Data Management: Quickly transforms data to meet different formatting or calculation needs without manual re-entry.
- Control Over Formulas and Values: Allows you to turn dynamic formulas into static values, which can be useful for reporting, while still allowing you to revert if necessary.
Tips for Effective Use
- Before using Convert Formulas to Values, back up your file or save a copy in case you need to restore the formulas later.
- Make sure you’re selecting the correct range, especially when converting between numbers and text, as the conversion may not always be immediately obvious.
- These tools work best when the data is relatively clean. For example, when using Convert Text to Numbers you’re confident that the text only represents numeric values.