How to use the SUBSTITUTE function
Formula in cell E3:
The SUBSTITUTE function replaces a specific text string in a value. It is case sensitive meaning it differentiates between upper and lower letters.
The image above shows the SUBSTITUTE function cell E3 substituting the word "red" with "brown" based on value in cell B3.
Table of Contents
1. Introduction
What other text manipulation functions are available in Excel?
- REPLACE function: The REPLACE function is a string function that replaces a specified part of a text string with another text string. It takes three arguments: the original text string, the text to be replaced, and the replacement text. The function returns the modified text string with the specified part replaced.
- TEXTBEFORE function: The TEXTBEFORE function is a string function that returns a specified number of characters from the beginning of a text string, before a specified delimiter. It takes two arguments: the original text string and the delimiter. The function returns the text before the delimiter.
- TEXTAFTER function: The TEXTAFTER function is a string function that returns a specified number of characters from the end of a text string, after a specified delimiter. It takes two arguments: the original text string and the delimiter. The function returns the text after the delimiter.
There are a lot more text functions in Excel, however, these are the most similar functions compared to the SUBSTITUTE function.
2. Syntax
SUBSTITUTE(text, old_text, new_text, [instance_num])
| text | Required. The value you want to substitute text in. |
| old_text | Required. The text string you are looking for in the value. |
| new_text | Required. The text you want to substitute. |
| [instance_num] | Optional. Which instance to replace. If not entered every instance is substituted. |
3. Example
The SUBSTITUTE function, in the above example, substitutes the word "brown" with "red" at the second found instance. Cell B6 contains "brown", cell C6 contains "red" and cell D6 contains 2 representing which instance to replace.
Formula in cell B9:
4. Wildcard
You can't use wildcard characters in the SUBSTITUTE function, however, you can use the built-in feature "Find and Replace" to do the same thing.
You can use the following characters:
- ? (question mark) - a single character
- * (asterisk) - any number of characters zero included
Here are the steps to use the "Find and Replace" dialog box:
- Select a cell range you want to use.
- Press CTRL + H to open the "Find and Replace" dialog box.
- Type the search string in " Find what:".
- Type the substitution string in "Replace with:".
- Press with the left mouse button on the "Replace" button to replace strings in a single cell.
Press with the left mouse button on the "Replace All" button to replace strings in all cells on the active worksheet.
5. How to substitute quotation marks
The image above demonstrates how to remove quotation marks using the SUBSTITUTE function.
Formula in cell B6:
6. How to substitute multiple strings
You can nest the SUBSTITUTE function to substitute multiple values in one calculation, however, the formula grows quickly if you have many strings to substitute.
Formula in cell B6:
Explaining formula
Step 1 - Substitute first string
SUBSTITUTE(B3, D6, E6)
becomes
SUBSTITUTE("A red fox", "red", "grey")
and returns "A grey fox".
Step 2 - Substitute second string
SUBSTITUTE(SUBSTITUTE(B3, D6, E6), D7, E7)
becomes
SUBSTITUTE("A grey fox", D7, E7)
becomes
SUBSTITUTE("A grey fox", "fox", "wolf")
and returns "A grey wolf".
Recommended reading
Substitute multiple text strings [UDF]
7. Substitute from right
Formula in cell B6:
Explaining formula
Step 1 - Substitute string with nothing
SUBSTITUTE(B3, D6, "")
becomes
SUBSTITUTE("555-12 34 12 56 12 78 12 90",12,"")
and returns
"555- 34 56 78 90".
Step 2 - Count characters
The LEN function counts the number of characters.
LEN(value)
LEN(SUBSTITUTE(B3, D6, ""))
becomes
LEN("555- 34 56 78 90")
and returns 19. "555- 34 56 78 90" contains 19 characters.
Step 3 - Count characters in cell B3
LEN(B3)
becomes
LEN("555-12 34 12 56 12 78 12 90")
and returns 27.
Step 4 - Subtract character counts
LEN(B3)-LEN(SUBSTITUTE(B3, D6, ""))
becomes
27 - 19 equals 8.
Step 5 - Divide with old text character count
The division character lets you divide numbers in an Excel formula. The parentheses allow you to control the order of calculation.
(LEN(B3)-LEN(SUBSTITUTE(B3, D6, "")))/LEN(D6)
becomes
(27 - 18)/LEN(12)
becomes
(27 - 18)/2
becomes
8/2 equals 4. There are four instances of value 12 in cell B3. "555-12 34 12 56 12 78 12 90"
Step 6 - Substitute value based on instance
SUBSTITUTE(B3, D6, D9, (LEN(B3)-LEN(SUBSTITUTE(B3, D6, "")))/LEN(D6))
becomes
SUBSTITUTE("555-12 34 12 56 12 78 12 90", 12, "AA", 4)
and returns "555-12 34 12 56 12 78 AA 90".
8. Substitute all letters with a given string
This formula substitutes all letters, upper and lower letters, to a given string.
Array formula in cell B6:
The last part of the formula contains the string you want to use, bolded in the formula below.
TEXTJOIN(, TRUE, IF(ISERROR(SEARCH(MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "ABCDEFGHIJKLMNOPQRSTUVWXYZ")), MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "|"))
8.1 How to enter an array formula
Excel 365 users may enter the formula as a regular formula, no need to follow the steps below.
- Copy above formula
- Double press with the left mouse button on cell B3, a prompt appears.
- Paste the formula.
- Press and hold CTRL + SHIFT simultaneously.
- Press Enter once.
- Release all keys.
The formula bar contains a leading and trailing curly bracket if you followed the above steps, it indicates that the formula is an array formula. Don't enter these characters yourself.
8.2 Explaining formula
Step 1 - Count characters
The LEN function counts the number of characters.
LEN(value)
LEN(B3)
becomes
LEN("ABC-12 VF 12 56 12 aC 12 90")
and returns 27.
Step 2 - Create a cell ref
The INDEX function lets you build a dynamic cell reference.
INDEX(A:A, LEN(B3))
becomes
INDEX(A:A, 27)
and returns A27.
Step 3 - Create a cell ref to a cell range
The colon character lets you append a cell ref to a cell ref.
A1:INDEX(A:A, LEN(B3))
returns A1:A27.
Step 4 - Create row numbers
The ROW function calculates the row number of a cell reference.
ROW(ref)
ROW(A1:INDEX(A:A, LEN(B3)))
becomes
ROW(A1:A27)
and returns {1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20; 21; 22; 23; 24; 25; 26; 27}.
Step 5 - Create an array containing each character in cell B3
The MID function returns a substring from a string based on the starting position and the number of characters you want to extract.
MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1)
becomes
MID("ABC-12 VF 12 56 12 aC 12 90", {1; 2; 3; 4; 5; 6; 7; 8; 9; 10; 11; 12; 13; 14; 15; 16; 17; 18; 19; 20; 21; 22; 23; 24; 25; 26; 27}, 1)
and returns
{"A"; "B"; "C"; "-"; "1"; "2"; " "; "V"; "F"; " "; "1"; "2"; " "; "5"; "6"; " "; "1"; "2"; " "; "a"; "C"; " "; "1"; "2"; " "; "9"; "0"}.
Step 6 - Calculate position of each character in the alphabet
The SEARCH function returns a number representing the position of character at which a specific text string is found reading left to right. It is not a case-sensitive search.
SEARCH(find_text,within_text, [start_num])
SEARCH(MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "ABCDEFGHIJKLMNOPQRSTUVWXYZ")
becomes
SEARCH({"A"; "B"; "C"; "-"; "1"; "2"; " "; "V"; "F"; " "; "1"; "2"; " "; "5"; "6"; " "; "1"; "2"; " "; "a"; "C"; " "; "1"; "2"; " "; "9"; "0"}, "ABCDEFGHIJKLMNOPQRSTUVWXYZ")
and returns
{1; 2; 3; #VALUE!; #VALUE!; #VALUE!; #VALUE!; 22; 6; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; 1; 3; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!}
Note that the SEARCH function returns an error value if the character is not found in the alhpabet.
Step 7 - Find error values in the array
The ISERROR function returns TRUE if a value is an error value.
ISERROR(value)
ISERROR(SEARCH(MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "ABCDEFGHIJKLMNOPQRSTUVWXYZ"))
becomes
ISERROR({1; 2; 3; #VALUE!; #VALUE!; #VALUE!; #VALUE!; 22; 6; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; 1; 3; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!; #VALUE!})
and returns
{FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE}.
Step 8 - Replace TRUE with the corresponding character
The Boolean value FALSE will be replaced with a "|" character.
IF(ISERROR(SEARCH(MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "ABCDEFGHIJKLMNOPQRSTUVWXYZ")), MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "|")
becomes
IF({FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE}, MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "|")
becomes
IF({FALSE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE; FALSE; FALSE; TRUE; TRUE; TRUE; TRUE; TRUE; TRUE}, {"A"; "B"; "C"; "-"; "1"; "2"; " "; "V"; "F"; " "; "1"; "2"; " "; "5"; "6"; " "; "1"; "2"; " "; "a"; "C"; " "; "1"; "2"; " "; "9"; "0"}, "|")
and returns
{"|";"|";"|";"-";"1";"2";" ";"|";"|";" ";"1";"2";" ";"5";"6";" ";"1";"2";" ";"|";"|";" ";"1";"2";" ";"9";"0"}.
Step 9 - Concatenate characters
The TEXTJOIN function concatenates cell values.
TEXTJOIN(delimiter, ignore_empty, text1, [text2], ...)
TEXTJOIN(, TRUE, IF(ISERROR(SEARCH(MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "ABCDEFGHIJKLMNOPQRSTUVWXYZ")), MID(B3, ROW(A1:INDEX(A:A, LEN(B3))), 1), "|"))
becomes
TEXTJOIN(, TRUE, {"|";"|";"|";"-";"1";"2";" ";"|";"|";" ";"1";"2";" ";"5";"6";" ";"1";"2";" ";"|";"|";" ";"1";"2";" ";"9";"0"})
and returns "|||-12 || 12 56 12 || 12 90".
Excel 365 dynamic array formula in cell B6:
9. Substitute all numbers with a given character/string
Array formula in cell
Read section 8 for an formula explanation.
10. Substitute all characters except numbers and letters
The image above demonstrates an array formula that replaces all characters except upper and lower letters and digits to a given string, in this example |.
Array formula in cell B6:
Read section 8 for a formula explanation.
11. SUBSTITUTE function based on table
The formula in cell C3 substitutes the value in cell B3 using the table in cells E2:F5. This formula works if only one string is found, it returns a blank if nothing is found.
Array formula in cell C3:
Explaining formula
Step 1 - Search for each old string in the table simultaneously
The SEARCH function returns a number representing the position of character at which a specific text string is found reading left to right. It is not a case-sensitive search.
SEARCH(find_text,within_text, [start_num])
SEARCH($E$3:$E$5, B3)
becomes
SEARCH({"red";"yellow";"blue"},"A red fox")
and returns {3; #VALUE!; #VALUE!}. This means that the first value "red" in the array is found at character position 3 in "A red fox".
Step 2 - Find errors
The ISNUMBER function returns TRUE if a value is a number.
ISNUMBER(value)
ISNUMBER(SEARCH($E$3:$E$5, B3))
becomes
ISNUMBER({3; #VALUE!; #VALUE!})
and returns {TRUE; FALSE; FALSE}.
Step 3 - Substitute strings
SUBSTITUTE(B3, $E$3:$E$5, $F$3:$F$5)
becomes
SUBSTITUTE("A red fox",{"red"; "yellow"; "blue"},{"brown"; "pink"; "black"})
and returns
{"A brown fox"; "A red fox"; "A red fox"}.
Step 4 - Replace TRUE with the corresponding value
The IF function returns one value if the logical test is TRUE and another value if the logical test is FALSE.
IF(logical_test, [value_if_true], [value_if_false])
IF(ISNUMBER(SEARCH($E$3:$E$5, B3)), SUBSTITUTE(B3, $E$3:$E$5, $F$3:$F$5), "")
becomes
IF({TRUE; FALSE; FALSE}, {"A brown fox"; "A red fox"; "A red fox"}, "")
and returns
{"A brown fox"; ""; ""}.
Step 5 - Concatenate strings
The TEXTJOIN function concatenates cell values.
TEXTJOIN(delimiter, ignore_empty, text1, [text2], ...)
TEXTJOIN("", TRUE, IF(ISNUMBER(SEARCH($E$3:$E$5, B3)), SUBSTITUTE(B3, $E$3:$E$5, $F$3:$F$5), ""))
becomes
TEXTJOIN("", TRUE, {"A brown fox"; ""; ""})
and returns "A brown fox".
12. How to substitute double quotes
This example demonstrates how to substitute double quotes in a given cell value, this specific example removes the double quotes all together, however, you can easily specify a value you want instead of the double quotes.
Formula in cell C3:
Cell B3 contains Hello "world"!, the formula in cell C3 removes the double quotes so the string becomes: Hello world!
Useful links
SUBSTITUTE function - Microsoft
SUBSTITUTE function
'SUBSTITUTE' function examples
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Functions in 'Text' category
The SUBSTITUTE function function is one of 29 functions in the 'Text' category.
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