In data management, organizing names is key. This matters for contact lists, mailing labels, and HR reports. Sometimes, names are in two columns: First Name and Last Name. You might need to combine them into one for easier use or better formatting. In Microsoft Excel, merging first and last names is quick, easy, and extremely useful.
What is First and Last Name?
The first name (also known as a given name) is the name given to a person at birth or baptism. The last name (or surname) is the family name passed through generations. In Excel spreadsheets, data is often in separate columns. This helps with sorting, filtering, or using a database.
Example:
- First Name: John
- Last Name: Smith
To display the full name in one cell—”John Smith”—you need to merge or concatenate these two cells.
How to Merge First and Last Name in Excel (Step-by-Step Methods)
You can merge first and last names in Excel in a few ways. Choose either formulas or built-in features based on what you prefer.
Method 1: Using the Ampersand (&) Operator
This is the most straightforward method.
Formula:
=A2 & ” ” & B2
Steps:
- Assume column A has the first name and column B the last name.
- In column C, type the above formula.
- Press Enter.
- Drag down to apply to other rows.
Explanation: The & operator joins the contents of cells with a space in between.
Method 2: Using the CONCAT Function (Excel 2016+)
The CONCAT function is an updated version of CONCATENATE.
Formula:
=CONCAT(A2, ” “, B2)
Best for: Joining text strings with better compatibility in modern Excel versions.
Method 3: Using TEXTJOIN Function (Advanced)
TEXTJOIN allows you to specify a delimiter and ignore empty cells.
Formula:
=TEXTJOIN(” “, TRUE, A2, B2)
Advantages:
- Automatically ignores blank cells.
- Cleaner and more flexible in handling missing data.
Method 4: Flash Fill (For Quick Entry)
Flash Fill automatically detects patterns and completes data.
Steps:
- In column C, manually type “John Smith” next to “John” and “Smith”.
- Press Ctrl + E or go to Data > Flash Fill.
Excel fills the rest based on the pattern.
Note: Works well for small datasets.
Examples of Merging Names in Excel
Example 1: Standard Merge
First Name: Alice Last Name: Johnson Formula:
=A2 & ” ” & B2
Result: Alice Johnson
Example 2: Merge with Comma
Formula:
=B2 & “, ” & A2
Result: Johnson, Alice
Example 3: Merge with Middle Name
Assuming middle name in C2:
=A2 & ” ” & C2 & ” ” & B2
Result: Alice Marie Johnson
Benefits of Merging First and Last Name in Excel
Improves Data Presentation
A single full name column looks cleaner and more professional in reports, dashboards, and printouts.
Simplifies Searching and Sorting
It’s easier to find or sort names alphabetically when they’re in one column. This is especially true for contact databases or CRM systems.
Prepares Data for Mail Merge and Printing
Exporting data to Word for mailing labels or email campaigns? Merged names help save time and avoid manual formatting.
Reduces Errors
Concatenating names programmatically reduces the chances of typos and ensures consistency across datasets.
Saves Time in Large Datasets
No matter how many entries you have, use TEXTJOIN or CONCAT for fast and precise name merges.
Compatible with Modern Excel Features
TEXTJOIN works well with dynamic datasets. It gives you better control when merging data, even with blanks.
Supports Data Cleaning and Preparation
Merging names is key in data transformation. This step is crucial before uploading to a database, CRM, or data visualization tool.
Essential for HR, Sales, and Marketing Departments
Departments handling client or employee info often need a “Full Name” field for profiles and communication.
FAQ’s About Merging Names in Excel
Can I merge names without a space between them?
Yes. Modify the formula to:
=A2 & B2
Result: JohnSmith
What if some names are missing?
Use TEXTJOIN to ignore blank cells:
=TEXTJOIN(” “, TRUE, A2, B2)
Will formulas work in exported CSVs?
Formulas won’t work in plain CSV format. Convert the formula results to values before exporting using Copy > Paste Values.
Can I separate names again after merging?
Yes. Use Text to Columns under the Data tab or functions like LEFT, RIGHT, and FIND.
Is Flash Fill available in all Excel versions?
Flash Fill is available in Excel 2013 and later. For earlier versions, use formulas.
Conclusion
Merging first and last names in Excel is a useful skill for anyone using spreadsheets. Combining name fields helps with contact lists, HR data, and email campaigns. It brings clarity, professionalism, and efficiency.