SUBSTITUTE Function
Master the SUBSTITUTE function to replace text in Excel and Google Sheets. Learn syntax, examples, error handling, and advanced text techniques.
Excel
Google SheetsExcelGoogle Sheets=SUBSTITUTE(text, old_text, new_text, [instance_num])Quick Answer
SUBSTITUTE function SUBSTITUTE function is a text function in Excel and Google Sheets that replaces specific text within a string with new text. It returns a modified version of the original text where all occurrences (or a specific occurrence) of the old text have been replaced with the new text.
Practical Examples
Remove Currency Symbols
Clean financial data by removing dollar signs from prices
Standardize Phone Numbers
Convert phone numbers from dots to hyphens format
Update Department Names
Replace old department name with new one after reorganization
Replace Second Occurrence Only
Target specific instance of repeated text
Nested SUBSTITUTE for Multiple Replacements
Clean product codes by removing multiple unwanted characters
Case-Sensitive Product Name Update
Update product naming while preserving capitalization context
Remove Line Breaks and Clean Text
Clean multi-line text data for database import
Common Errors and Solutions
SUBSTITUTE returns #VALUE! error
One or more arguments contain an error value or the instance_num parameter is not a valid number
1. Check all referenced cells for errors 2. Ensure instance_num (if used) is a positive integer 3. Verify that numeric parameters aren't text 4. Use IFERROR to handle potential errors gracefully
Always validate input data types and use data validation on source cells
Example:
Excel doesn't recognize the function name
Misspelled function name, missing quotes around text arguments, or using SUBSTITUTE in a version that doesn't support it
1. Check spelling: SUBSTITUTE not SUBSTITUE 2. Ensure text arguments are in quotes: "text" not text 3. Verify Excel/Sheets version supports the function 4. Check for missing commas between parameters
Use Excel's function autocomplete feature to avoid typos
Example:
Formula returns original text unchanged
The old_text doesn't exist in the source text, often due to case sensitivity or hidden characters
1. Remember SUBSTITUTE is case-sensitive 2. Check for extra spaces using TRIM first 3. Look for hidden characters with LEN function 4. Use UPPER or LOWER to standardize case if needed
Clean and standardize data before applying SUBSTITUTE
Example:
Unintended text portions are being replaced
The old_text pattern appears within larger words or phrases unexpectedly
1. Add spaces around search terms if replacing whole words 2. Use more specific search patterns 3. Consider using instance_num to target specific occurrences 4. Combine with other functions for precise control
Test with sample data first and review all unique values
Example:
Best Practices and Advanced Techniques
Chain Multiple Substitutions
For complex cleaning operations, nest multiple SUBSTITUTE functions or use helper columns. While nesting works for 2-3 substitutions, helper columns improve readability and debugging for more complex operations.
Case Sensitivity Gotcha
SUBSTITUTE is always case-sensitive. To perform case-insensitive replacements, wrap both the source text and search term in UPPER() or LOWER() functions, but remember this changes the output case.
Performance Optimization
For large datasets (>50,000 rows), consider using Power Query for text substitutions as it's significantly faster than worksheet formulas. SUBSTITUTE can slow down recalculation on massive datasets.
Error Handling Strategy
Always wrap SUBSTITUTE in IFERROR when working with imported data to handle unexpected errors gracefully. This prevents error propagation through dependent formulas.
Special Characters Reference
Use CHAR function for special characters: CHAR(10) for line break, CHAR(9) for tab, CHAR(34) for quotes, CHAR(32) for space. This enables replacement of invisible characters.
Combine with TRIM and CLEAN
Before using SUBSTITUTE, clean your data with TRIM (removes extra spaces) and CLEAN (removes non-printable characters). This combination handles most data cleaning scenarios.
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Example Excel formula:
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