Extract Numbers from Text using Excel VBA [Video]

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Last week we discussed how to extract numbers from text in Excel using formulas. In comments, quite a few people suggested that using VBA (Macros) to extract numbers would be simpler.

So today, lets learn how to write a VBA Function to extract numbers from any text.

Extract numbers from text using Excel VBA

Using VBA Function to Extract Numbers from Text in Excel

When using VBA to scan a text for number, the basic approach is like this:

  1. Read each character in a given text
  2. See if it is number
    1. If so, extract it
  3. Continue with next character
  4. Convert the extracted characters to a number
  5. Return that number

While this works fine, it also has some limitations.

For example, with above approach, A text value like “US $313,00.00”  will be extracted as 3,130,000 not as 31,300.00

Depending on your data, you may have many such peculiarities. For example, here are 4 situations I ran in to:

Extracting numbers from text using VBA - various situations

Handling decimal points & thousand separators during extraction

When it comes to decimal points & thousand separators there are 2 conventions:

  1. 61,000.30 (Regular)
  2. 61.000,30 (European)

We do not need special treatment for regular format (61,000.30) as Excel & VBA are capable of dealing with these numbers by default.

To check if a text has European format number, we have to see if . occurs before ,

(Note: this method is not fool-proof, but should work well for most situations)

This can be done by using LIKE statement,

if text like "*.*,*" then
european = true
else
european = false
end if

Writing our getNumber() VBA Function

Once we put all these ideas together, we will have our getNumber() function. Watch below video to understand how to extract numbers from text using Excel VBA.

[Watch this video on our Youtube channel]

Download Number Extraction VBA Function

Click here to download the Extract Numbers using VBA workbook.

View code module to understand how getNumber function works.

Do you use VBA to extract numbers?

I often use VBA to clean raw data. Earlier I mentioned about cleaning phone numbers & spelling mistakes. I think simple functions like getNumber() can save us tons of time & let us focus on the important task – analyzing data.

What about you? Do you use VBA to clean data? What techniques & ideas you rely on? Please share your thoughts using comments.

New to Excel VBA? Take our crash course

Are you new to Excel VBA? If so, go thru below links to take our FREE VBA Crash course.

  1. What is VBA & Writing your First VBA Macro in Excel
  2. Understanding Variables, Conditions & Loops in VBA
  3. Using Cells, Ranges & Other Objects in your Macros
  4. Putting it all together – Your First VBA Application using Excel
  5. My Top 10 Tips for Mastering VBA & Excel Macros

If you want more,

I know you are thirsty for more. Why not join our Online VBA Classes and learn Excel VBA in step-by-step manner. Click here to know more.

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30 Responses to “18 Tips to Make you an Excel Formatting Pro”

  1. Hui... says:

    For my 2 cents worth:
    Less is more !
    Keep styles simple and in line with the corporate requirements of your employer/client

  2. Deb says:

    The table formatting is really useful, but I have found two sticky points:
    1. Cannot move or copy a sheet with a table in it.
    2. Cannot 'table format' multiple sheets at once.

    May be ways around these issues, but these are what keep me from using the table format more than I already do.

  3. Ulrik says:

    Remove gridlines in sheet
    Use dotted lines as internal borders in tables
    And just keep it simple - it's the substance that matters and there's already way too much eye candy out there

  4. Stephen says:

    I write a lot of financial reports conveying complex data in a userfriendly manner. I don't use colour (as it costs 7p/sheet verses B/W at 1p/sheet). The trick is to generate a table that someone will skim over for "the story" and then can refer back to understand it. very muck like Ulrik said, keep it simple.

    Some simple guidelines that I use:
    (a) align headings based on data (if data is text that means left, if data is numbers that means right)
    (b) do not align central numbers (unless all similar) i.e. how hard is it to read a column of numbers that contains €1.25 and €125
    (c) use borders to group columns and rows, don't format every line/column but allow the data to draw your eyes along it. "White lines" are as useful as borders
    (d) thin borders are better than fat borders - the fatter they are, the more they draw the eye... so use them to draw attention to key numbers (like a total) only.
    (e) use units to make numbers easier to read. Generally people cannot skim numbers with more than 3 d.p or 5 significant figures. so report in millions/thousands (or the other way as in ml)
    (f) avoid making text too small or too big. too small (less than 10) and people can't read it. too big (>14) and people struggle to skim over it (their eyes have to move too much)

    • Manjunath says:

      ......I don’t use colour (as it costs 7p/sheet verses B/W at 1p/sheet).....

      Not necessarily..
      Don't compromise on how good a sheet can be made to look on monitor. To print black and white, simply configure in page setup to print in black and white.

  5. Istiyak says:

    Like This post !!

    I m always using ALT + EST, not verymuch confirtable with cell style. will try to use color schemes (new feature)

    Regards
    !$T!

  6. Winston says:

    Hi Stephen,

    Do you have some non-proprietary samples you may share on drop box or Windows Live SkyDrive?

    Thanks
    w

  7. Carsten says:

    Great post!

    Which key ist EST from the shortcut "ALT+EST".
    I am using a german keyboard layout and have never heard something about an EST key.

    Thanks
    Carsten

    • Chandoo says:

      Hi Carsten...

      If you are using English version of Excel, then press ALT+E then leave the alt key, E key and then press S, then press T
      For German version of Excel, the keys would be different. I am not sure what they are.

  8. Fred says:

    it was nice MS come up with all the color schemes. However, corporate culture (or your boss) sometimes dominate or predetermine what style a spreadsheet should look like. So I hardly get a chance to use #1 to #3 shown above.

    Most of the times, it is someone else who wants a certain report or analysis gets to decide how s/he wants it to look like. I see myself more like a line chef or engineer. Others get to be the architect and I'm just a builder transforming a design into a real home. I don't get much say in it unless they are asking me to build a multistoried building on a single tooth pick as foundation.

  9. Carsten says:

    Hi Chandoo,

    thank you for your reply. Now I understand. It's something like searching for the ANY Key, because some program is displaying "Press any key to continue..."

    But to find the german version of this shortcut:
    ALT+E calls the Edit-menue? And for what are the S and T. Just tell me the english names of the menueitems, please.
    I think then I will find it.

    Carsten

  10. Adam says:

    @Carsten

    Alt+EST is
    (E)dit;
    paste (S)pecial;
    forma(T)s

    Excellent post guys!

  11. SARAN KUMAR says:

    @Carsten,

    Try to know how to find the shortcuts in the excel menu bar itself.

    You click Alt + any of the underline character in the menu bar, then excel will take you to that particular menu field.

    Now you can find different options in the dropdown menu. And each option has the name. Each name has underline in any of the characeter. That underline character is nothing but the shortcut key to execute that option.

    Like this you can find in excel all the options and their shortcut keys.

    Coming to the above example..

    Once you click alt + E, it will take you to the "EDIT" drop down menu. Under Edit there are so many options like cuT, Copy, Paste, paste Special, fIll.... etc., I think you can find underline under 't' in cut..'p' in paste..'s' in paste Special. You need to click the underlined character for the required options...Here the 'S' underlines for Paste Special option...

    Once you click 'S' it will open paste special options box...again you will find the same underlines in each of the names...here you can find different opetions like All, Formulas, Values, formaTs...etc. 'v' is nothing but Values option. Once you click V in the key board..it will execute paste special values option.

    As Summary Alt + (E)dit + paste (S)pecial + (V)alues

    Now you can find the shortcuts your own. all the best.

    Regards,
    Saran
    lostinexcel.blogspot.com

    • Manjunath says:

      You can also customize the quick access toolbar.. Once you find the icon you regularly use, right click and then select Add to quick access toolbar and once you are done, when you press Alt key it will be highlighted 1,2,3,4 etc depending upon the sequence of the icon..

  12. sixseven says:

    Ctrl-ES is sooooo 2003.

    Ctrl+Alt+V all the way baby!!!

  13. Jinesh says:

    You can DOUBLE-CLICK Format painter button to copy the formatting multiple times. Once you are done, press ESC key.
    //

  14. satheesh says:

    Hi,
    How to apply the custom styles for cells from the sql table, by using c# program.

    Thanks & Regards,
    Satheesh

  15. […] You can use the Page Layout section in Excel to apply colour themes to your reports. Chandoo.org has some useful Excel tips.  […]

  16. sujit says:

    Hi i want to print a page which have bottom line to print on each page end how to do that pls explain

  17. jay sharma says:

    Thanks Sir

  18. Srinivasan says:

    Thanks alot

  19. Srinivasan says:

    Very useful thanks

  20. mohamed salah says:

    thank you too much

  21. VIJAI S says:

    your tips are awesome.

  22. Kiran says:

    How to show a table with around 20-25 columns in the dashboard in the first page itself? I mean, within the dashboard area.
    Is there anyway we can add a horizontal scroll bar for the table?

    • Hui... says:

      @Kiran

      You never add tables directly to a dashboard

      You add cells that reference a table
      By reference I mean it gives you the ability via Formula or VBA to scroll up/down, Left/right or re-order the data
      Think of it as a window into the table

      This is discussed regularly in Chandoo's dashboard samples
      Have a look at the 2 links in Item 1: http://chandoo.org/wp/welcome/

      I'd then suggest asking a specific question in the Chandoo.org Forums and attach a sample file for a specific answer.

  23. sandra says:

    love it!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!

  24. Venkat says:

    I have a table of value for a month, with no data for few dates.
    I created a chart basing on above data.
    In the chart I find calendar dates, even though few dates with no data are not available in the table.
    How to remove the dates in the chart for those without data?

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