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  "version": 1,
  "slug": "excel-formulas-lead-generation-sales",
  "title": "Top 3 Excel Formulas to Clean Sales Data in 2025",
  "excerpt": "Good sales data is hard enough to get, so you shouldn't be dealing with bad and messy data. These are the best 3 Excel formulas to clean sales data, and since Excel formulas can be complex, I have also included 3 alternatives that let you clean your data with just a few clicks.",
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  "contentMarkdown": "\nMicrosoft Excel is one of the most widely used but complex spreadsheet programs.\n\n**For sales professionals especially**, it is challenging to work with - but sometimes we have no choice but to use it.\n\nKnowing the right formulas will make Excel an incredibly powerful tool for **cleaning and organizing your sales data.**\n\nIn this article, I'll show you **3 Excel formulas to deal with your sales data.** \n\nThese three Excel formulas will help you: \n\n- [Extract domain names from email addresses.](#how-to-extract-domain-names-from-email-addresses)\n- [Clean and format phone numbers fast.](#cleaning-and-formatting-phone-numbers)\n- [Clean company names from legal suffixes and capitalize them properly.](#cleaning-company-names)\n\nThey will not only **save you hours of manual work** but also help you maintain clean, consistent CRM data - **without needing to be an Excel expert.** \n\n> I have also included alternatives that let you achieve the same result with just a few clicks.\n\n### How to Extract Domain Names from Email Addresses\n\nIn Excel there are 2 ways to extract the the domains from a list of email addresses, let me explain:\n\nThe first way: `TEXTAFTER` function – **Only available on the new Excel version or Excel for web.** \n\nSecond way:  A combination of `RIGHT`, `LEN`, and `FIND` functions – **For everyone who can’t use the “TEXTAFTER” version.**\n\nTo extract the domain name from an email address, follow these steps:\n\n1. Enter the formula `=TEXTAFTER` in your formula field\n2. Select the cell containing your first email address (e.g., B3)\n3. Add `@` as the search text\n\nYour Excel formula will look like this:\n\n```\n=TEXTAFTER(B3,\"@\")\n```\n\n![Extracted domain from an email](/howto_images/excel-formula-sales/extracted_domain_name_from_an_email_in_excel.png)\n\nAnd to apply this to all of your emails, drag the corner on the bottom right of your cell with the original formula. \n\n![Extracted domains of an email list](/howto_images/excel-formula-sales/extracted_list_of_domain_names_from_an_email_in_excel.png)\n\n### Extracting the Domain from an Email on the Old Excel Version\n\nNow I will show you **how you can extract the domain name from emails with an older version of Excel that doesn't support the \"TEXTAFTER\" function.**\n\nThe formula we will use is `=RIGHT(B3,LEN(B3)-FIND(\"@\",B3))`\n\nTo use this formula, paste it into the formula field and apply it to the cell containing your first email address.\n\n![First domain extracted with the =RIGHT(B3,LEN(B3)-FIND(\"@\",B3)) formula](/howto_images/excel-formula-sales/extracted_domain_name_from_email_with_formula_that_works_for_old_excel_versions.png)\n\nHere's how this formula works: It uses the RIGHT function to grab characters from the end of your email, while FIND and LEN work together to figure out exactly how many characters to extract.\n\nLet's use `john.doe123@abc.com` as an example — it has 19 characters total:\n\n`LEN(B3)` gives us 19 characters.\n\n`FIND` looks for the `@` symbol in `john.doe123@abc.com` and tells us it's the 12th character:\n\n`FIND(\"@\",B3)` gives us 12.\n\nWe subtract 12 from 19, and that 7 goes straight to the `RIGHT` function.\nThis tells Excel to grab those last 7 characters, giving us `abc.com` as the final result.\n\nTo apply this formula to all your cells, drag the bottom right corner of the cell containing the original formula downward.\n\n![=RIGHT(B3,LEN(B3)-FIND(\"@\",B3)) formula applied to extract all the domain names of my email list.](/howto_images/excel-formula-sales/extracted_list_of_domains_with_the_formula_that_works_for_the_older_versions_of_excel.png)\n\n\n> 👉  **Simpler Solution!** Use Datablist’s to [extract domain names from email addresses.](/how-to/extract-domains-from-urls) (You don’t have and shouldn’t be dealing with complex formulas because your time is valuable)\n\n\n### Cleaning and Formatting Phone Numbers\n\nNow we will **clean and format phone numbers** in two steps.\n\nThe first step is to clean the phone numbers using this formula:\n\n`=TEXTJOIN(\"\",1,TEXTSPLIT(B3,{\"(\",\")\",\"-\",\" \",\".\"},,1))+0`\n\nThis formula will allow us to remove all the redundant special characters and spaces in the phone number to prepare it for our next step, which is to format those phone numbers in one unified format.\n\nHere's how it looks when this formula is applied.\n\n![Cleaned phone number](/howto_images/excel-formula-sales/formula_to_clean_a_phone_number_in_excel.png)\n\nApply this formula to all your phone numbers by dragging the bottom-right corner of the original cell down, as shown below.\n\n![Cleaning formula applied to all my phone numbers](/howto_images/excel-formula-sales/cleaning_formula_applied_to_an_entire_list_of_phone_numbers.png)\n\nNow for the second step:\n\nCreate a new column and name it: **Formatted Phone Numbers**\n\n![My new column to insert the formatted phone numbers](/howto_images/excel-formula-sales/new_column_to_format_phone_numbers_in_excel.png)\n\nChoose the cell under your header and **use the Excel shortcut \"Command\" + \"1\"** to open all formatting options.\n\nSelect \"**Special**\" as the formatting option.\n\n![Formatting options in Excel](/howto_images/excel-formula-sales/all_formatting_options_in_excel.png)\n\nSelect \"Phone Numbers\" and the country of your phone numbers\n\n![choosing_the_option_to_format_numbers_into_us_phone_numbers.png](/howto_images/excel-formula-sales/choosing_the_option_to_format_numbers_into_us_phone_numbers.png)\n\n> Excel Fact:\n> Even though Excel has formatting options for many countries, most of them don't work. So technically, this formula is limited to US phone numbers only. If you want to clean phone numbers from other countries, check out [Datablist's phone number formatter](/enrichments/phone-number-extractor-bulk). \n\nNow you should close the drawer and **verify if Excel applied the format**.\n\nTo do this, you can simply check if the column is displaying \"Special\" in the format field. I highlighted this in the picture below.\n\n![Formatted Excel column to format US phone numbers](/howto_images/excel-formula-sales/excel_column_to_format_us_phone_numbers.png)\n\nThe last step is to type a formula in that column that takes the phone numbers we just cleaned into the new column that we optimized for US phone numbers.\n\nThis formula will be very simple and contain only the position of the cleaned phone numbers — in my case, this will be “D3”\n\n![Simple formula to insert phone numbers into new column](/howto_images/excel-formula-sales/formula_to_insert_cleaned_phone_numbers_into_a_formatting_column.png)\n\nOnce you've typed the formula, click \"**ENTER**\" to apply it.\n\nIf you've done everything correctly, your result should look like this:\n\n![Formatted US. phone number in Excel ](/howto_images/excel-formula-sales/formatted_phone_number_in_excel.png)\n\nNow drag down the bottom right corner to apply the formatting to all your phone numbers in Excel, as shown below:\n\n![All phone numbers formatted in US. format](/howto_images/excel-formula-sales/applied_formula_to_format_an_entire_list_of_phone_numbers_in_excel.png)\n\n### Cleaning Company Names\n\nCleaning company names might be **one of the most important things** you should do before you start outreaching to potential clients, that's why I didn't want to miss this in my guide.\n\nTo remove all suffixes and clean a list of company names, use this formula:\n\n```\n=TRIM(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(SUBSTITUTE(LOWER(B4), \" inc.\", \"\"), \" inc\", \"\"), \" llc\", \"\"), \" ltd.\", \"\"), \" ltd\", \"\"), \" corporation\", \"\"), \" corp.\", \"\"), \" corp\", \"\"), \" company\", \"\"), \" incorporated\", \"\"), \" co\", \"\"), \" co.\", \"\"), \" gmbh\", \"\"), \" s.a.\", \"\"), \" s.a\", \"\"), \" pty ltd\", \"\"), \" plc\", \"\"), \" plc.\", \"\"))\n```\n\n![Formula to lowercase all company names and delete suffixes](/howto_images/excel-formula-sales/excel_formula_to_clean_company_names.png)\n\n**Explanation of this formula**:\n\n- `LOWER(B4)` makes the text case-insensitive.\n- `SUBSTITUTE(..., \" llc\", \"\")` removes the suffixes (with a space).\n- `TRIM(...)` removes any extra spaces left behind.\n\nThis is how it looks when the company name cleaning formula is applied:\n\n![Applied company name cleaning formula](/howto_images/excel-formula-sales/applied_formula_to_clean_a_company_name.png)\n\nAnd don't forget to drag down the bottom right corner of the cell with the original formula to apply this to all your company names as shown here: \n\n![Applying the formula to clean company names across the entire list](/howto_images/excel-formula-sales/applied_formula_to_clean_the_entire_list_of_company_names.png)\n\nBut there's still one thing: The company names aren't capitalized. \n\nTo fix this, we'll use this Excel formula “=PROPER(D4)” and click “ENTER”.\n\n![Formula that capitalizes the company names as proper nouns](/howto_images/excel-formula-sales/formula_to_capitalize_cleaned_company_names.png)\n\n\nThis is how it looks when it’s done correctly: \n\n![Applied formula to capitalize the company names](/howto_images/excel-formula-sales/cleaned_and_capitalized_company_name.png)\n\nFinally, drag the bottom right corner down to apply the formula to your entire list of company names.\n\n![Applied formula to all company names](/howto_images/excel-formula-sales/cleaned_and_capitalized_company_names.png)\n\n> Don’t want to use complex formulas that do just half the job? I wouldn’t want this either. \nThat’s why I always use AI for this. Learn [how to do clean company names with AI](/how-to/clean-company-names-with-ai).\n\n## Frequently Asked Questions\n\n### How do I extract domain names from email addresses in Excel?\n\nYou can use either the `TEXTAFTER` function in newer Excel versions or the `RIGHT`/`LEN`/`FIND` combination in older versions.\n\n### What's the best way to clean up messy phone numbers in Excel?\n\nThis requires a two-step process: First, clean the numbers using the `TEXTJOIN`/`TEXTSPLIT` formula to remove special characters, then format them using Excel's built-in phone number formatting for a consistent appearance.\n\n### Can I use Excel to format phone numbers for countries other than the US?\n\nWhile Excel has formatting options for multiple countries, most don't work effectively. For non-US phone numbers, use Datablist's phone number formatter which works for 190+ countries.\n\n### How can I remove company suffixes like LLC, Inc., and Ltd. from company names in Excel?\n\nThe guide provides a comprehensive formula using multiple `SUBSTITUTE` functions to remove common company suffixes. It also includes steps to properly capitalize the cleaned company names using the `PROPER` function.\n\n### What to do if my Excel version doesn't have the TEXTAFTER function?\n\nYou can use alternative formulas for older Excel versions. For example the combination of `RIGHT`, `LEN`, and `FIND` functions or you can also use the web version of Excel which has always all new and old functions."
}