How to Analyze Text Data in Excel: 5 Suitable Ways

Method 1 – Use of Filter Feature to Analyze Text Data in Excel

Steps:

Select the headings of your table. Go to the Data Tab >> select Filter.

Excel will create drop-down boxes in your headings. You can now filter your dataset using these drop-down boxes. If you want to see the list of all Content Developers, select the drop-down box of Position >> Check Content Developer. Click OK.

Excel will get the list of all Content Developers.

Method 2 – Apply Functions to Analyze Text Data in Excel

2.1. COUNTIF Function

Find out the number of employees in each position. Use the COUNTIF function.

Steps:

Go to E5 and write down the formula

=COUNTIF($C$5:$C$60,E5)

Press ENTER. Excel will count the frequency for “Content Developer” from the range C5:C60.

Use Fill Handle to AutoFill up to F7.

2.2. IF Function

We modified the dataset a little. The Name of some employees and their positions. Categorize them based on their position. “Content Developer” will be Category A, and “Team Leader” will be Category B.

Steps:

Go to D5. Write down the formula

=IF(C5="Content Developer","Category A","Category B")

Explanation:

The logical test is C5=”Content Developer”. If the test is TRUE, the output will be “Category A“. If it is FALSE, the output will be “Category B“.

Press ENTER. Excel will return the output.

Use Fill Handle to AutoFill up to D12.

Method 3 – Use of Pivot Table to Analyze Text Data in Excel

Steps:

Select the entire dataset B4:C60. Go to the Insert tab >> PivotTable >> select From Table/Range.

A new window will appear. Enter the range and select New Worksheet to create a pivot table on a separate worksheet. Then click OK.

Excel will create a pivot table. If you drag Position in Rows field and Gender in Values and Columns field, you will get this table.