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SUBSTITUTE function: Description, Usage, Syntax, Examples and Explanation

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 What is SUBSTITUTE function in Excel?

SUBSTITUTE function is one of TEXT functions in Microsoft Excel that substitutes new_text for old_text in a text string. Use SUBSTITUTE when you want to replace specific text in a text string; use REPLACE when you want to replace any text that occurs in a specific location in a text string.

Syntax of SUBSTITUTE function

SUBSTITUTE(text, old_text, new_text, [instance_num])

The SUBSTITUTE function syntax has the following arguments:

  • Text:  The text or the reference to a cell containing text for which you want to substitute characters.
  • Old_text: The text you want to replace.
  • New_text:  The text you want to replace old_text with.
  • Instance_num(Optional): Specifies which occurrence of old_text you want to replace with new_text. If you specify instance_num, only that instance of old_text is replaced. Otherwise, every occurrence of old_text in text is changed to new_text.
Worked Example:   Extract last name from full name -- Manipulating NAMES in Excel

Example of SUBSTITUTE function

Steps to follow:

Worked Example:   How to extract multiple lines from a cell in Excel

1. Open a new Excel worksheet.

2. Copy data in the following table below and paste it in cell A1

Note: For formulas to show results, select them, press F2 key on your keyboard and then press Enter.

You can adjust the column widths to see all the data, if need be.

Worked Example:   Count Number of Words in Excel
Data
Sales Data <
Quarter 1, 2008 <
Quarter 1, 2011 <
Formula Description (Result) Result
=SUBSTITUTE(A2, “Sales”, “Cost”) Substitutes Cost for Sales (Cost Data) Cost Data
=SUBSTITUTE(A3, “1”, “2”, 1) Substitutes first instance of “1” with “2” (Quarter 2, 2008) Quarter 2, 2008
=SUBSTITUTE(A4, “1”, “2”, 3) Substitutes third instance of “1” with “2” (Quarter 1, 2012) Quarter 1, 2012

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