Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Pulling Initial Letters from a String.

Pulling Initial Letters from a String

by Allen Wyatt
(last updated April 5, 2014)

Rajeev needs a formula that will extract the first letters of a series of words. For instance, if a cell contains the text "Rajeev Kumar Pandey" he would like to extract, into another cell, the letters "RKP". The number of words in series can vary from cell to cell.

There are a couple of ways that this task can be approached. It is assumed, to begin with, that you don't want to modify the structure of your worksheet by adding intermediate columns. This assumption precludes, as well, the use of the Text to Columns feature to split the original string into individual words.

The key to the problem is making sure that your formula can determine where the spaces are in the original string. You might think that a formula such as the following will do the job:

=LEFT(A1,1)&MID(A1,FIND(" ",A1,1)+1,1)&MID(A1,
FIND(" ",A1,FIND(" ",A1,1)+1)+1,1)

This formula works partially. It works just fine if the original string has two spaces separating three words. If there are any fewer words then the formula returns an error. If there are any more words, then it returns only the first letters of the first three words (it ignores anything after the third word).

This means that the formula needs to not only check for spaces, but handle errors if there are no spaces or if there are too few spaces. The error checking means that the formula becomes much longer:

=IF(ISERR(LEFT(A1,1)&MID(A1,SEARCH(" ",A1)+1,1)
&MID(A1,SEARCH(" ",A1,SEARCH(" ",A1)+1)+1,1)
&MID(A1,SEARCH(" ",A1,SEARCH(" ",A1,SEARCH(" ",A1)+1)+1)+1,1)),
IF(ISERR(LEFT(A1,1)&MID(A1,SEARCH(" ",A1)+1,1)
&MID(A1,SEARCH(" ",A1,SEARCH(" ",A1)+1)+1,1)),
IF(ISERR(LEFT(A1,1)&MID(A1,SEARCH(" ",A1)+1,1)),
IF(ISERR(LEFT(A1,1)),"",LEFT(A1,1)),LEFT(A1,1)&MID(A1,SEARCH(" ",A1)+1,1)),
LEFT(A1,1)&MID(A1,SEARCH(" ",A1)+1,1)&MID(A1,SEARCH(" ",A1,
SEARCH(" ",A1)+1)+1,1)),LEFT(A1,1)&MID(A1,SEARCH(" ",A1)+1,1)
&MID(A1,SEARCH(" ",A1,SEARCH(" ",A1)+1)+1,1)
&MID(A1,SEARCH(" ",A1,SEARCH(" ",A1,SEARCH(" ",A1)+1)+1)+1,1))

This formula will handle, properly, anything from 0 to 4 words in a string. It also assumes that the string doesn't start or end with a space and that it doesn't contain multiple numbers of spaces between words. If you want to handle a larger number of words or other potential complications (such as the number of spaces between words), then it is best to use a user-defined function.

There are any number of ways that a user-defined function could pull the leading characters from the words of a string. In fact, I received quite a few variations that accomplish the same thing. The following example, however, is perhaps the most concise code that I ran across:

Function Initials1(Raw As String) As String
    Dim Temp As Variant
    Dim J As Integer

    Application.Volatile
    Temp = Split(Trim(Raw))

    For J = 0 To UBound(Temp)
        Initials1 = Initials1 & Left(Temp(J), 1)
    Next J
End Function

This code will work in any version of VBA starting with Excel 2000. The Split function "tears apart" a string based on where spaces occur within it. The individual words in the string are placed into an array (in this case, Temp) where you can then access individual words. To use the function in your worksheet, simply use something like this:

=Initials1(A1)

If you are using a version of Excel that doesn't support the Split function, then the following code will work just fine, as well:

Function Initials2(Raw As String)
    Dim p As Integer

    Application.Volatile
    Initials2 = ""
    p = 0
    Do
        Initials2 = Trim(Initials2) & Mid(Raw, p + 1, 1)
        p = InStr(p + 1, Raw, " ")
    Loop Until p = 0
End Function

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8661) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Pulling Initial Letters from a String.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Field Reference to Number of Prior Pages

Fields are used for all sorts of purposes in Word, but typically to provide some sort of dynamic information. This tip shows ...

Discover More

Printing All or Nothing

Want to make sure that when you worksheet is printed that everything in the workbook is really printed? You can accomplish ...

Discover More

Formatting Partial Results of a Search

The Find and Replace capabilities of Word are, simply, quite astounding. This is particularly true when using wildcard ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (menu)

Using a Numeric Portion of a Cell in a Formula

If you have a mixture of numbers and letters in a cell, you may be looking for a way to access and use the numeric portion of ...

Discover More

Finding the Nth Occurrence of a Character

The FIND and SEARCH functions are great for finding the initial occurrence of a character in a text string, but what if you ...

Discover More

Changing the Reference in a Named Range

Define a named range today and you may want to change the definition at some future point. It's rather easy to do, as ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is five more than 2?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.