As with all things in Excel, there are multiple paths you can follow when alphabetizing in Excel. You can alphabetize a list or table of data including names. We explain three different methods in detail so you can find the one that works best for you. We show quick methods in brief; the fastest way is with only two clicks! We show in detail how to do a simple Sort, a Custom Sort and the powerful Filter. We quickly show how to alphabetize in brief immediately below, so read on.

Alphabetizing in Excel in Brief:

If you like shortcuts try this (if not read further below): Select a cell in the column in a range you want to sort, press <Alt> H S then S (to alphabetize) or O (to sort in reverse alphabetical order).

The image below shows how to alphabetize in Excel in one view.

Alternatively, with your range selected, you could press <Ctrl> <Shift> L at the same time, then click the down arrow and ‘Sort A to Z’. This is the method i use when quickly alphabetizing in Excel.

More detail for three methods with tips and notes below make it easier for you and help avoid pitfalls. If the above is not clear or you like to use a mouse and buttons (or touchscreen), or you want a little more guidance and explanation, read on.

Alphabetizing in Excel, in one image.

This is a detailed guide. Suggest you click on the in-page link in the Contents below to take you direct to the section that seems most relevant to you.

Contents

How to – Alphabetizing in Excel in Brief

Alphabetizing in Excel – in Detail

Method 1 – Simple One-off Sort

Alphabetizing in Excel – Fastest way to Alphabetize (in Two Clicks!)

Using Only the Keyboard in Brief

How to Alphabetize in Excel 2 – Custom Sort (more capable)

Method 3 – Sort using a Filter (most powerful but quite simple)

Alphabetizing in Excel – in Detail

Again, there are several ways to do it; for each you can use the Ribbon or keyboard shortcuts.

Many people find clicking buttons with a mouse or using a touchscreen is easy. For this you can use the Ribbon.

Using the Ribbon menu (on a normal or large screen)

We want to show using the Ribbon as it is nice and visual with a mouse or touchscreen. We’ll show you keyboard shortcuts as we go. It is worth noting that the Ribbon does change depending on the size of the screen, so we’ll show whats required on a small screen further below.

We will explain what to do for a one-off Sort, how to use the more powerful Custom Sort button with its dialog box, and then we’ll show you how to set up a table Filter.

A Filter can do a lot more and is handy if you want to sort a large table in multiple ways. As the name suggests it can also filter out data (in many ways). It is very powerful because it can give more insights into your data.

How to Alphabetize in Excel – Method 1

Simple One-off Sort

This is the simplest way when alphabetizing in excel, showing how to alphabetize in Excel. Shown in detail so almost anyone can follow it.

Step 1: Select your table.

First, you need to help Excel know what you want to sort. Excel can identify a table automatically, so if you have one, just click in the table to select a cell anywhere in the column you want to alphabetize.

If you just have a single column, just click in that column. It is enough to have a cell selected anywhere in the column (as per image below).

Ready to sort.

Some Notes and Tips for Selecting the Table (if easy for you, skip on down):

NOTE: to keep rows together when you sort, you want all the data in the row recognized or defined to be within one table. Similarly for columns. 

NOTE: you want to notice whether Excel correctly determines if your list or table has a header row that you don’t want moved when you sort.

TIP: When your list is a short single column with a heading that looks similar to your list (e.g. text items and text header). Click and drag your mouse to select all the cells except your heading.

TIP: Inspect your results immediately after Alphabetizing. If Excel sorts including or excluding the top row you want or don’t want, press <Ctrl> z to undo. 

NOTE: If you are using a Mac, use the Command key and letter shown instead of the <Ctrl> key described here and anywhere else in this article. I.e. <Command> z for undo, <Command> c for copy.

TIP: A more sophisticated method of sorting (shown further below) can give you the option to specify with a check box for ‘My data has headers’.

Excel is great because it remembers the table header correctly after you’ve helped it the first time.

Step 2: View the Home tab.

Click on the Ribbon ‘Home’ tab, if you are not already on it (click on or nearby the letters of the word HOME at the top of the screen).

Home tab top left hand side.

If you want the keyboard shortcut, use the <Alt> key and letter H key.

You can tap on the screen on or nearby the letters of the word HOME if you have a touch screen.

NOTE: you will find ‘Sort and Filter’ buttons also in the Data tab on the Ribbon. The shortcut keys are a little different for that tab.

Step 3: Get the Sort and Filter Menu.

Click (or tap) ‘Sort and Filter’ button (shortcut <Alt> H S) in the ‘Editing’ group of buttons on the right hand side to show the menu.

Step 4: Select to Sort.

On the little drop down menu that appears, click on ‘Sort A to Z’ to alphabetize. Or just press the letter S on the keyboard at this point .

On the far right of the Ribbon in the ‘Editing’ tab, click Sort & Filter then Sort A to Z to alphabetize in Excel.

Alternatively, if you want to sort in reverse alphabetical order, click the next menu option down ‘Sort Z to A’ (or press the letter ‘o’ key on the keyboard).

TIP: to remember shortcut keys in the above steps is S is for Sort. Use the next letter of the word, o in sort to sort in reverse alphabetical order.

Alphabetizing in Excel – Fastest way to Alphabetize (in Two Clicks!).

If you’ve read above you understand some pitfalls and tips that might help this work best for you (due to header/no header).

Step 1: Right-Click in the table in the column you want to alphabetize.

TIP: The selected cell does not have to be in the table. Just right click directly in the column you want to sort.

Move the mouse down and hover over Sort in the pop up menu.

Step 2: When the subsequent menu pops up, click Sort A to Z.

The fastest way to alphabetize in Excel – in two mouse clicks! First use the right mouse button.

The result of the above operation is as per the screenshot below.

Excel table arranged alphabetically after we right-clicked in the first column.

Using Only the Keyboard in Brief

Many people who work on Excel a lot find using the keyboard quicker than the mouse (which can be fiddly for some).

Using only the keyboard, it is as follows:

Step 1: <Alt> H (for Home tab).

NOTE: you will see black letters appear on the Ribbon when you press <Alt>. Don’t be alarmed. These are the shortcut letters for all the options within the ribbon. They can be used for Accessibility so you don’t need a mouse.

Step 2: Now press S (for sort).

You press S for sort (you guessed it). Then…

Step 3: Choose whether to sort in forward or reverse order.

Then press S (for Sort A to Z) or O (for sort Z to A).

TIP: you don’t need to hold the <shift> key down as you select letters in the shortcut.

So you can press <Alt> h, s and finally s or o to alphabetize or sort in reverse alphabetical order respectively.

Excel keyboard shortcuts to alphabetize (start with H).

How to Alphabetize in Excel – Method 2

Custom Sort (More Capable)

This is a more complex method than the first to alphabetize in Excel.

Many people find Method 3 further below easier than this.

Importantly, a Custom Sort sorts alphabetically and keeps rows together.

NOTE: to keep rows together you want all the data in the row recognized or defined to be within one table. Same for columns.

FAQ:

How do I sort alphabetically in Excel without mixing data?

That typically means to keep rows together when you sort. The fix is do not have totally empty rows between parts of the data you want to be treated as a single table. Similarly, do not have totally empty Columns between your data that you don’t want mixed.

TIP: Where you would like to force Excel to treat your data as a single table and therefore not mix data, you can highlight all the data (yes, the whole data table) before you act to sort it.

We’ll manage Headers more easily with this method. You could check the start of Method 1 for details, tips and notes relating to selecting your table or column and headers.

Custom Sort is more capable than a simple Sort because you can sort a table by one column and by subsequent columns in one operation. However some find it a little more fiddly and complicated to use. That’s why some people prefer to use a Filter, because it is far more powerful with additional features and isn’t really much more complicated.

A Custom Sort is helpful when some of your items are identical and you want to define how these rows with common items will sort based on other columns (of text or data).

For example, you have names of children in a school and there are twins or triplets! We will show how to alphabetize last names in excel, and for the rows arranged together by identical last name, sort those by first name.

Step 1: Check you are on or click on the Home tab on the Ribbon.

Or use <Alt> H on the keyboard.

NOTE: You could alternatively use the Data tab, where the Sort & Filter group is.

Custom Sort step 1.

Step 2: Click on the Sort & Filter button towards the far right of the Ribbon.

Or if you started via the shortcut, continue with S (or ‘s’, i.e. no <shift> key required).

Step 3: When the drop down menu appears, click on ‘Custom Sort…‘.

First click Sort and Filter, then Custom Sort… on Excel Ribbon.

To continue the shortcut, type U (or ‘u’).

Step 4: Notice and Adjust the Header Check Box.

In my example (shown below), the selected cell had been the top first row and column of the table. Excel automatically identified my table has a header and checked the ‘My Data Has Headers’ and selected the range within the table.

You can click the check box to toggle it on or off and observe the range selected in the table.

Alternatively you can type H to toggle it.

You will see something else brilliant Excel has also done in the background in the next step.

The Custom Sort set up box. Notice the header checkbox was pre-selected by Excel. I didn’t need to do it!

Step 5: Choose Last Name

Click the edit box’s little down arrow next to Sort by (under Column) and select to alphabetize by last name.

TIP: as seen in the image below, Excel pre-populated the drop down list with all the table header names. This is much clearer than Column A, Column B, Column C, etc. that appear when you don’t have a header row. Much clearer and easier to use. Brilliant!

Excel pre-populated the drop down list with the names in my table header. It makes it nice and clear by what you choose to sort.

We can leave Sort On Values and Order A to Z as these defaults are what we need.

But what do we do with the twins? How do we tell Excel how we want those treated? We need to set up another level to sort by.

Step 6: Add a Sub-level by which to Sort (Optional).

Click Add Level and observe an additional row has been inserted under the first.

Then Click Sort by down arrow and select another option. For our example we choose First name.

Again, we leave Sort On Values and Order A to Z as these defaults are what we want.

Custom sort with two levels of alphabetization by last name at the top level and then by first name as a secondary level.

TIP: In some situations we might want to organize by ascending numbers or some other arrangement after we alphabetize the top level names. For example, we could define a secondary sort by Class number for children with the same last name.

Step 7: Click OK or press <Enter>.

The Custom Sort setup form closes and the table is organized alphabetically by last name then by first name.

Here’s the result of our example custom sort to alphabetize by last name, then first name. Check out the order of the twins and triplets.

TIP: As for the simple Sort, you can instead right-click within the table to get a pop up menu, hover the mouse over Sort…, and then select Custom Sort at the end of the subsequent popup menu. From there you continue as above to set how you Excel to arrange your data.

If we change our mind and want to say, sort by class first, then by last name we could run custom sort again.

However, if we expect we will want to slice and dice our data in different ways to get better insights, we do not have to run Custom Sort over and over. With many variables it can become cumbersome. The solution is to use the very powerful table Filter.

Method 3 – Alphabetize in Excel Using a Filter (powerful but quite simple)

This method shows how to alphabetize in Excel with a filter which is a commonly used and quite simple method once you get the hang of it.

Table Filters are great because you can sort by data in any column when you have several columns of data.

This is very handy if, for example, you have a table that includes first and last names and want to alphabetize by last names one moment, by the names another moment, or by numeric data such as sales volumes, or by ascending dates, etc.

The bonus is you have other filter features as the name suggests. It’s a very powerful tool but all aspects of the Filter in Excel is beyond the scope of this article.

NOTE: If you are working on Excel spreadsheets from others (e.g., in a team) then your data might already have a Filter.

FAQ: 

How to recognize if my Excel table already has a filter?

Look at the top (or header) row. At the end of each cell there would be a small box with a down arrow if a Filter is already applied. See screenshot below.

A Filter ads a small box with down arrow at the end of each header cell.

Step 1: Select your table.

If you have a clear set of data in a table, you can let Excel automatically select the whole table.

• You can click to select any cell inside the table (before you continue as below) and see if Excel does the rest as you want.
• Rows or columns right next to your table might make Excel include them as part of your table.
  TIP: Insert a Row or Column to separate data you want included from other entries in your spreadsheet that you don’t want mixed up.
• You can use <Ctrl> z to undo if it doesn’t work how you’d like.

Otherwise, to select (and define) your table to Excel, click and drag the mouse from the first cell in one corner to the last cell in the opposite corner to highlight all cells.

Step 2: Click to get the Sort and Filter menu.

Click on the Sort & Filter button on the Home tab of the Ribbon at the top of the screen.

Or type <Alt> H, then S on the keyboard.

Step 3: Select Filter.

When a drop-down menu appears, click on Filter (it has an icon that looks like a funnel).

Or you can type F rather than clicking the button.

Filter on Excel Ribbon at the top right-hand side.

NOTE: There is a single shortcut to set a Filter when you have a cell selected in a table. Press <Ctrl> <Shift> L (all at the same time).

Every header cell has the small box and down arrow to access a drop down menu.

Notice at the header row of your table, each cell has a little box with a small down arrow.

These are controls that you use to manipulate the data. That includes the controls to sort your data alphabetically, sort smallest to highest for numbers, or filter (or hide) certain data and a whole lot more.

It might cover your header name. It can bother some people as it might be more difficult to read your header.

TIP: if you prefer to see the whole header name, adjust the column width (drag the end of the column label at the top, A, B, C etc. further to the right with the mouse) until the column is wider than the header name by the width of the little drop-down arrow box.

Step 4: Choose the column you want to alphabetize.

Click the drop-down button (down arrow) atop the table for that column.

A drop-down menu will appear with the next options.

Step 5: Click to Sort.

To begin alphabetizing in your Excel table, click Sort A to Z at the top of the drop-down menu.

There are many more options that cen be seen in the drop-down menu. We only need the very top one to Alphabetize by first name in our example.

TIP: To sort alphabetically in reverse order, click the down arrow then click Sort Z to A second to top in the drop down menu that appears.

The Result – We have Alphabetized in Excel

The table will be sorted alphabetically for the column in which you selected the drop-down button. Notice each entire table row moves to keep the relevant data adjacent to the cell that has been sorted.

Our list sorted by First Name. Notice the drop-down button has changed to include a little arrow to show the entire table is sorted by this column.

NOTE: If you get a result you didn’t expect, it might be due to Excel incorrectly identifying your table, or your table header. You might need to make sure you have a blank row (or column) before your table starts. Or you might need to select the specific cells to which you want Excel to apply the Filter.

TIP: You can click undo (or use <Ctrl> z as the keyboard shortcut for undo) after you click Filter or after any sort step.

How to Alphabetize by Last Name then First Name with a Filter

Follow the above method Steps 4 and 5 to sort by first name, except that finally you click on the drop-down button in the Last Name header.

In our result below, we have alphabetized by Last Name.

The drop down button has changed for the Last name.

Notice how the rows with the same last name (for the twins and triplets) have remained sorted alphabetically by first name.

NOTE: The excel filter keeps rows for identical items sorted in the order they were previously.

For a Filter, this is how to achieve the Custom Sort’s multiple ‘Level’ effect (shown above).

TIP: To get the above result if say, the school data were originally sorted by class, we should first sort by First Name, and only after that alphabetize by Last Name (as shown above).

The post How to Alphabetize in Excel appeared first on TheTechMentor.com.

Contents

Use the in-page link below to jump direct to the shortcut you need.

Quick view of Keyboard Shortcuts

Introduction

Excel Insert Row Shortcut

Insert multiple Rows Shortcut in Excel

Delete Row Shortcut in Excel

Delete Multiple Rows Shortcut in Excel

Bonus – Delete blank rows Shortcut (without a mouse)

Maybe quicker – Delete Blank Rows with a mouse

Summary

Quick view of Keyboard Shortcuts

INSERT Row Excel Shortcut Shift+Space, Ctrl+‘+’

DELETE Row Excel Shortcut Shift+Space, Ctrl+‘-’

Insert multiple Rows Excel Shortcut Shift+Space, Shift+<down>, Ctrl+‘+’

Delete multiple Rows Excel Shortcut Shift+Space, Shift+<down>, Ctrl+‘-’

Note: For Mac computers: Just use the Command key instead of Ctrl above.

The above quick summary just gives the fastest information, but I thought you might like to see other methods and relevant tips. I explain them below.

NOTE: Did you know you can copy File Explorer Search results to Excel (as a list of file names)? Read how to here: 2 Tricks Save Explorer Search Results.

Introduction

Normally Microsoft makes simple action keyboard shortcuts easy, but the insert row keyboard shortcut is not so easy to find. You can get there using the Ribbon with a mouse, but it is not so quick when you need to do it repeatedly. Hotkeys make it easier!

If you want to insert or delete rows using the mouse see the end of each section. These primarily use a right click in the right place, or the ribbon with a mouse.

The delete rows keyboard shortcut is similarly not obvious.

The methods I’ve seen online typically require you to first use the mouse to select it.

Then they show a shortcut. To me, this is not quite as quick as using only the keyboard if that is what you want. Besides as I’ll show, there are quick ways using the mouse without the keyboard that seem better than first using the mouse then moving your hand(s) to the keyboard.

That doesn’t help when you want to record keyboard strokes for recording a macro, for example.

Read on!

Symbols Used

I’ll try to use limit the use of symbols in displaying the hotkey in most cases so it is easier to read. In some cases I might use apostrophe around the ‘key’ especially when it is a symbol rather than a letter or function key. For arrow keys and certain other keys I will use greater-than and less-than symbols around the <key>.

In between most key combinations I’ll use the plus (+) sign to indicate you hold down the first key then press the second key.

For example to hold down the Shift key then press another key, will look like this: Shift+c (which is the shortcut for copy that you may already know).

When you need to follow with a further hotkey combination, I’ll separate with a comma “,” so you can see that you don’t need to press five keys at once!

Excel Insert Row Shortcut

The Select Current Row Excel shortcut is step 1: Shift+Space

The first key combination selects the current row. This saves clicking the left of the column and makes it a shortcut without a mouse.

The Insert Row Excel shortcut to finish is step 2: Ctrl+‘+’

Note: For the Mac, use the Command button instead of Ctrl. That is Command+’+’

Select entire current row then insert a row using only keyboard shortcuts (no mouse). If you have a Mac, use the command key instead of Ctrl. Note: to get the + you can use only the plus key if your keyboard has a separate one (eg. on a number keypad) or if it is shared like in the image, use Shift if necessary.

Note: It can be very quick to insert rows using the mouse. Right click on the row label(s) left of the first column, then click ‘Insert Row’ in the popup menu.

NOTE 2: if you don’t select the row first, the above hotkey combination will initiate to insert the current cell only. This shows the insert dialog box and you can then select Row using further hotkeys as explained below.

An alternative way is to use the insert dialog box then ‘r’ or arrow keys and enter:

To insert a row at the selected cell, use insert: Ctrl+‘+’, r, Enter.

Or Ctrl+‘+’, then hit the down arrow twice to move selection to “Entire Row” then hit Enter.

Again, on a Mac, use Command instead of Ctrl.

Note: If you do not see the dialog box pop up, it could be because something like a table or table with a filter is blocking that command form being available. You can do it if not within the table. Your best option in that case is the first one shown above.

The quickest way using the mouse is to right click on the row label then click ‘Insert’ from the popup menu.

Insert multiple Rows Shortcut in Excel

As with everything in Excel, there are several ways you can do the action.

If you already have cells spanning several rows selected, you can just use:

The Insert Row Excel Shortcut: Ctrl and ‘+’

The same number of rows are inserted as the number of cells selected.

If not, the select current row Excel shortcut is again the first step Shift+Space

Then hit the shortcut keys Shift+<Down> to select several rows down (or Shift+<up> key to select a range of rows going up).

There is yet another way, even if you only have a single cell selected.

Again, the Select Current Row Excel shortcut is step 1: Shift+Space

Use the Insert Row Excel Shortcut: Ctrl and ‘+’

Then you can continue to hold down Ctrl and tap ‘+’ as many times as you need to keep inserting more.

Delete Row Shortcut in Excel

Assuming you have jumped straight here, the Select Current Row Excel shortcut is step 1: Shift+Space

The keyboard shortcut to delete a row in Excel is: Ctrl+ ‘-’

That is for when you already have a cell selected on the row you want to delete.

NOTE: if you don’t select the row first, the above hotkey combination will initiate to delete the current cell and other options. You can still use this dialog box as explained further below.

Note: It can be very quick to delete one row using the mouse. Right click on the row label, then click delete in the popup menu.

The two shortcuts to delete row in Excel. First use Shift then tap space, then Control and minus key. If you have a Mac, use the command key instead of Ctrl.

An alternative way is to use the delete dialog box then ‘r’ or arrow keys and enter:

To insert a row at the selected cell, use insert: Ctrl+‘-’, r, Enter.

Or Ctrl+‘-’, then hit the down arrow twice to move to “Entire Row” in the dialog box and then hit Enter.

Again, on a Mac, use Command instead of Ctrl.

NOTE: If no dialog box appears, look if you have a table or table with a filter in the sheet which can block that option. You can still delete a row. Your best option is the first method shown above.

The most effective way using the mouse is to right click on the row label then select Delete from the popup menu.

Delete multiple Rows Shortcut in Excel

If you already have selected cells spanning several rows, you can just use:

The Delete Rows Excel shortcut: Ctrl and ‘-’

Another way is you can just continue to hold down Ctrl and press ‘-’ as many times as you want to delete more rows.

Without the mouse move to a cell in the first row you want to remove. Type Shift+Space, which will select them all horizontally, then use the <down> arrow.

Again use Ctrl and ‘-’ to complete the process.

Using the mouse can be quick.

Select cells on multiple rows: Hold Shift and click on at least two row labels left of the first column.

You can even select with gaps if you hold down Control instead.

Right click and select ‘Delete Rows’.

Well done if you have read all the way to here, as you will have seen multiple ways and expanded your skills. TheTechMentor.com likes to give more where possible.

Bonus – Delete Blank Rows Excel Shortcut

As a bonus, I want to show how to remove blank rows in Excel.

This is something many people need but do not know it is quite EASY to do.

It can be a pain to find and select many rows before you delete them.

There is a special trick to allow you to do it without having to select every blank row manually. Without that it is not that easy using only the keyboard.

How do you delete all blank rows in Excel?

It takes a brief few steps, but you can do it using only keyboard shortcuts ie. without a mouse. Here’s how:

To select all the cells in the column of the current cell, use Ctrl+Space.

Alternatively, just select only the range you want. You can use shift and the move keys for example.

NOTE: for best results, you will want cells selected in one column only for this method, and it only works well if you have a column that is representative of your blanks.

If you really need, you could create a column that evaluates if the others are blank. If you have only numbers above zero, you could sum the other columns, for example. Another way to find blanks in a table is to add a filter (in the Home ribbon) if not already in use and choose ‘Blanks’ for each column.

First, you will need to select only the blank cells.

How do you select all the blanks cells in Excel?

To select all the blank cells in your column range, select the blank rows using the following steps:

GoTo shortcut: press <F5>.

This will trigger the Goto dialog box.

Then using only the keyboard, press Alt+Shift+s (in other words Alt+S).

Use Goto (F5) to select cells, you’ll need the Special option.

This brings up the Goto Special dialog box.

Now press k for Blanks and OK.

The Goto Special dialog box lets you select only the blanks.

Now you have all the blank cells. How do you select all the blank rows in Excel?

Now we can use the mouse or do it without the mouse. You might want to use the mouse at this point, as it has already been a few steps to now.

Next, we delete the blank rows.

Now press Alt+h for the ribbon Home menu. You’ll notice many letters appear on the ribbon.

Final steps to delete blank rows using only the keyboard. After D then press R for ‘Rows’ and you are done!

Now press D (for Delete) then R (for Rows).

DONE! Without a mouse.

Delete Blank Rows With a mouse:

With a combination of keys and mouse:

Press <F5> select Special, then click Blanks and OK.

Then click Delete in the Ribbon Home menu, and click the second option, “Delete Sheet Rows”.

The final step to delete the blank rows, shown above via the mouse. The insert shows the ribbon Home menu actions.

It’s not that hard to use only the keyboard method shown above, but you might like to just use the ribbon and mouse for the actual delete rows step. I find it easier.

Summary

I’ve shown the Insert Row shortcut and Delete Row shortcut in Excel. For each, I’ve also shown how to expand those shortcuts to insert or delete multiple rows. As a bonus, I’ve shown how to select and delete blank rows using only keyboard shortcuts.

The post Insert or Delete Row Shortcuts in Excel appeared first on TheTechMentor.com.

Here you will learn how to copy a list of multiple pdf file names into Excel from within Adobe Acrobat or Reader (these files end in .pdf) or elsewhere in your computer in Windows 10 and 11. You can follow this for older versions of windows too. For a single file it is straight forward. For multiple PDF file names it can be done. When you are within Adobe Acrobat or reader it isn’t obvious how you copy a list of the PDF names to export them into Excel. When using File Explorer it also isn’t clear how to copy those as file names only. If you just select and copy PDF files you will copy the entire group of files which you can’t paste into Excel. I’ll show you how to export the PDF file names step by step.

Contents

Introduction – Copy PDF file names into Excel

How to Copy PDF File Name to Excel (from within Adobe Acrobat)

How to Copy Multiple PDF Names into Excel from File Explorer

How to Copy PDF File Names into Excel from Adobe Acrobat or Adobe Reader

Summary – How to Copy PDF File Names into Excel

Introduction – Copy PDF file names into Excel

Copying filenames rather than the full PDF files is the secret to succeed when you want to copy a list of names into MS Excel.

You can do it from within Abobe Acrobat and Adobe Reader or File Explorer.

I’ll cover a number of different ways to do this. Pick the one that is closest to your needs in the Contents above.

If you find another way to do it (or this article really helps you), please leave a comment below.

Recommended Reading:

How to Alphabetize in Excel (opens in new tab), including examples that show how to sort by last name then first name.

How to copy PDF file name to Excel

The easiest case is for a single file.

If you want to copy a PDF file name to Excel, you need to get the filename to the clipboard. Once you have done that, you can easily paste into an Excel spreadsheet cell.

If you already have the file open in Adobe Reader or Acrobat, that is very easy for a single file.

Step 1 Get the PDF file name visible as text

When you are within Adobe Acrobat:

Go to the menu “File” then “Save As…“. A window will open showing the current file name and directory.

To copy a single open PDF file name to Excel, first get it as a text field. Do that using File Save as, as shown.

Step 2 Copy the PDF file name as text

When the “Save As…” window opens, the existing file name is already selected as an editable text field.

Just press <Ctrl> + <c> to copy it to the clipboard.

Step 3 Paste into Excel

Go to your Excel sheet and select wherever you want to paste it.

Press <Ctrl> + <v>

You are done!

But you might already know how to do that.

It is also clear you can’t do that for multiple PDF file names at the same time.

How to copy Multiple PDF names into Excel from File Explorer

If you have a folder or directory with multiple PDFs in File Explorer, it is hard to see where you can copy the file name rather than copy the entire group of files. Yes, you can select them by clicking the mouse or highlighting them. However, if you then copy the selected files you will get all the files (so you can paste into another folder, for example).

Here is how to get them as list of file names to paste into Excel. This method will work for a single selected PDF file name too.

Step 1 Select or highlight files

If you already have a folder with only PDF files in it, you can select them in many ways.

One simple way is to click and drag the mouse across the PDF file names or icons.

Note 1: If you have many different file types in the folder you can filter them by typing PDF in the search bar. Unless the files contain PDF in side or in the name, only the PDF file types will be visible.

Note 2: Alternatively you can sort a list of file types to get the PDFs all together. If you only see icons, go to the View menu then select Detailed view. The click File type to sort by order of file type (rather than by name or date).

Step 2 Copy highlighted PDF file names

Hold down <Shift> and Right Click somewhere on the selected or highlighted files.

This brings up a menu that is not often used (in my experience anyway!).

Scan down the menu of options until you see ‘Copy as Path‘. It can be a long way down the list sometimes!

If you don’t see this option, make sure you hold shift key down and continue to hold it when you right click.

Step 3 Paste these PDF file names into Excel

Go to your Excel sheet and select wherever you want to paste it.

Press <Ctrl> + <v>

Note: Now you will see the full file name and path for each PDF, not just the file names only. That is okay at this point.

You can edit the text in each cell manually, but that is a pain if there are many files. I’ll show you how to trim those automatically.

Step 4 Use Unique Formula that Trims Path from PDF filenames

Excel can automatically trim your list down to just all the files names only for you using only a formula.

Yes! There is no macro required!

Let’s say you pasted the PDF file names (and paths) list from Cell B2 down.

Write the formula as follows into Cell A1.

Then copy this formula from Cell A1 along side each value in column B.

Now you’ve done it!

NOTE: If you do not want to type out the formula, you can download this simple excel spreadsheet which gives you the formula ready made for you to copy and paste

I’ve done all the typing for you!

Using Google Translate?

If you use Excel in a language other than the English version to read this article, be careful as the formula might not work. Each Excel language version uses formulae names differently to English Excel so they make (some) sense to users in their own language.

For example, the first function TRIM() which trims spaces, in French is called SUPPRESPACE().

The same function in Spanish is ESPACIOS().

TIP: If you need it, use this website which can translate the above formula into your language: Excel Translator.

The link further below explains how the formula works, if you are curious.

How to Copy PDF File Names into Excel from Adobe Acrobat or Adobe Reader

You can do something very similar to the above method from within Adobe Acrobat or Adobe Reader.

This might be convenient if you already have it open and want to get a list of recent PDF file names into Excel.

Step 1 Find recent files in Adobe Reader/Acrobat

Use the menu ‘File’ then ‘View All Recent Files…’ or just click the ‘Open’ and file icon button.

One way to view recent PDF files. You can see them here but can’t copy multiple files until the next step. (In case you are curious, these PDF files are from the course to teach computer techs on TheTechMentor.com)

Step 2 Get PDF file names as text you can copy

Click on ‘My Computer’ to select that rather than Recent Files (as shown in the image above).

Now you will probably have to scroll in the left pane, to go to the top folder called Quick Access (rather than Documents or however yours first appears).

Then scroll down in the right window pane to see Recent Files.

You can put a filter if necessary in the search bar to show only PDF’s.

Type *.pdf (that is, star dot pdf) where it says ‘Search Quick access’.

To Copy PDF File Names into Excel from within Adobe Reader, you can go to Quick access to see Recent PDF Files. You can filter to show only PDF files where you see Search Quick access (visible top right).

Click and drag the mouse or hold down <Ctrl> key while to click on individual PDF file names to select the ones you want to export to Excel.

Step 3 Copy Selected PDFs (Names only) to Clipboard

Hold down <Shift> and Right Click anywhere on the selected PDFs.

Select ‘Copy as Path‘ way down the list.

Remember, you must hold down the <shift> key down when you click the right mouse button.

Copy from Adobe (Reader shown here) as text that can be pasted into Excel.

Step 4 Paste PDF file names into Excel

Now you switch from Adobe Reader or Acrobat and go into Excel.

Select the cell where you want to paste the PDF file names. Because you have multiple file names, several cells will be populated. Make sure there is nothing below the cell you choose unless you are happy to type over what is there.

Paste using <Ctrl> + <v> (or use the menu paste icon)

You paste full file name and file path for each PDF. Clearly this is more than the file names only.

You can edit the text in each cell manually, but that is a pain if there are many files.

To see how to trim those automatically, jump to the formula in Step 4 in the previous procedure further above.

More Options

While we used the search bar above in File Explorer or in Adobe/My Computer, you can conduct a search for PDF files in multiple folders. You can see how to copy these PDF files in your search results to Excel in this article. It also explains how the formula works!

Summary – How to Copy PDF file names into excel

I’ve shown how to copy a list of multiple file names into Excel from within Adobe Acrobat or Adobe Reader or elsewhere in your computer.

The post Copy multiple PDF file names to Excel appeared first on TheTechMentor.com.

Learn how to copy a list of file names into Excel and also how to copy folder names into Excel. First you start with a list of folders or file names. Though it’s not obvious how you copy those names, you can do it in two main steps. Unless you know how to, it’s hard to see how to get just the list of names instead of copying the files themselves. That is what you get if you just select and click copy. Not obvious but it is simple and I’ll break it down so almost anybody can do it! Read on.

Contents (click to jump to the section that you need)

Introduction

How to Copy FILE NAMES into Excel (or text file)

Copy all file names in a folder Windows 10

How to Paste into a text file

Special formula to trim (remove path) pasted filenames In Excel

How to Copy FOLDER NAMES into Excel (or other app)

Copy multiple folder names

Formula to cut down Extracted folder names (remove paths)

Summary

Introduction

You might need to get a list of folder names or file names into another useful place, like Excel or a text file. Let’s say you have your list already. It might be all folders on your PC for example, or more likely a list of sub-folders.

Now you want to know how to export them to Excel or another app (yes, you can use other apps or programs as the destination).

You select the ones you want, click copy, and… Uh-oh, no you have just copied all the files or folders (not the names). You can’t past those into an Excel sheet or a text file.

Seems impossible, but there is a sneaky yet easy way to do it.

We will answer in detail the question “how do I copy a list of file names into excel?” 

In other words, “how to export file names to excel” when you are asking for the files names only which are contained in a folder (or directory) in Windows, like you see in File Explorer.

After we’ve shown how to copy file names from folder to Excel, we’ll show how do it with a list of folder names (i.e. the folder names only).

Recommended Reading:

How to Alphabetize in Excel (opens in new tab), including examples that show how to sort by last name then first name.

How to Copy File Names into Excel

We are going to walk you through the process so anyone can follow it step by step.

If you know most of how to do this, you should be able to skim read just the highlights.

If you are an expert, here it is, super short:

• Select multiple files (or just one).
• <Shift> + right click on a selected file.
• Select ‘Copy as Path’
• <Ctrl> + <v> into Excel
• Use my formula to easily trim path from list of filenames with path.

Click here to jump direct to the formula.

As that probably isn’t detailed enough for most people, read on to see it step by step.

Step 1 Select the files you want to copy in your list of file names

Open ‘My Computer’ (or ‘This PC’) and go to the files you want.

You can select just one file or multiple file names.

There are many way to select multiple file names.

For example, you can click and drag the mouse over the ones you want.

This image shows how to copy file names by selecting them (with click and drag) to paste into Excel at a later step.

Copy all file names in a folder Windows 10:

You can hit <Ctrl> + <a>.

The ‘a’ is to select and copy all file names in a folder in Windows 10 – that is hold down the ‘control’ and tap the ‘A’ key for the letter ‘a’.

It is the same shortcut to select all items (not just files) within any directory and many views of items in all versions of Windows, it seems.

Alternatively, if you want a specific selection of your file names do this: Press <Ctrl> and click on each individual file to select just the file names you want. You can click again to deselect one.

There are many more ways to copy filenames from Windows Explorer, once you have selected them using the above step.

You can sort the list by clicking the header as shown below – either by alphabetically (Name) or by Date when in the ‘Details’ view (rather than icon view). To see the ‘Details’ view, look at the top, for the ribon and click ‘View’, and then ‘Details’.

Use the Control key and the ‘a’ key to select and copy all file names in a folder in Windows 10. You may like to sort by Name or Date first. Note the date information won’t be exported to Excel via this method. The next part of how to copy the file names follows below.

If you don’t want all the file names, with the list sorted you can select adjacent files by first clicking on the end of the range of files names you want, then hold <Shift> and click the other end of the range of filenames in your list.

There are many ways to do it. I guess you get the picture and may have your own preferred way.

If you have the particular case of wanting to select from a search for specific files, see Save Explorer Search Results to Excel.

So, we have selected all files, next to copy the names not the files.

Here is how to copy the file names (not the files).

Step 2 Copy File Names

This is a special way to copy your selection, so you get the names and not the whole files.

To extract file names from folders, do this:

Press <Shift> + Right-Click.

To be clear, that is press the <Shift> key and while still pressing it, then click the right mouse button on any of your selected file names (any file will do if all files are selected).

This shows a less often viewed pop up menu.

In this menu options list scan down to find “Copy as Path”. See below for an example.

Copy file names using Copy as Path to be sure to copy the names (not the full files) to the clip board ready to paste into Excel.

Now, if you can’t see it, remember it should be there if you hold down the shift key when you right click. Look closely at the screen copy for how it looks in Windows 10.

In Windows 7 and Windows 8 this pop-up menu will look a little different, but the shift right-click menu contains ‘Copy as Path’.

So again, just to be clear, if you do not see ‘Copy as Path’ in your pop-up options, check again if you still have <Shift> held down when you clicked the right mouse button on a selected or highlighted file.

TIP: If you find you didn’t have the <Shift> key held down, simply hold shift now and right-click on one of your already selected file names (away from the menu that already popped up) so that your file selection remains selected.

This just saves you having to select multiple file names again. Remember this one because it’s common to forget the first few times you do it after you learn it here.

So by this you have you have extracted file names from folder(s). Next, how to copy file names into Excel, to complete the copy paste into excel (or text file).

Step 3 Paste to Export File Names into Excel or Text File

I cover here how to copy multiple file names into excel and also as an alternative I cover how to paste into a text file instead. You could paste into Microsoft Outlook or other email program, Google docs, or what ever software you have with a text editing field.

Go to your excel file and select where you want to paste. Make sure there is nothing below the selected sell that you wouldn’t want pasted over.

Press <Ctrl> + <v>.

That is hold down the control key and then press the letter v.

That is a shortcut, and there are many other ways to paste.

If you don’t like using short cut key combinations, you can use the click the icon with the image of the clipboard (often with Paste written under it).

Another alternative is to right click and then paste (use the paste icon).

More than just a list of file names?

NOTE: Do not worry when you see there is more stuff in there than just the file names! At this point the file path as well as the file name will be pasted. The next step will help you clean that up to leave only the file names if that is all you need.

To paste into a text file:

Open an existing text file or start a new one. You will need Notepad or other text editor. If you don’t know how to do this, one way is to start Notepad. Since Notepad is included in every version of Windows, we’ll demonstrate with that.

Windows 8: Swipe down from the right and start to type Notepad in the search.

Windows 10: In the search bar (normally at the bottom of the screen, unless you moved it!) start to type Notepad. Only the first two or three characters are likely to be required for Windows to respond by showing the Notepad app.

Click on the Notepad icon and you are away!

Step 4 Tidy up the list of file names pasted into Excel or Notepad.

As you will now see, whether you have pasted a single file or multiple file names, they all come with the location of the file too.

If you don’t have a big list of files, you can manually edit them. Yes, it might take a little time, but you will have completed your task to copy and paste a list of file names into Excel.

Before you groan, if you have a huge list of file names (or even a few and you are lazy like me) I have a brilliant secret formula that will cut out everything except the file name. I’ll show that secret too!

So, you can click in the Formula bar at the top of each cell in turn, then delete the unwanted file path manually, leaving only the name.

Or you can double-click on the excel cell and edit the text in the cell.

Or you can use the function key <F2>.

Just find the function keys near the top of your keyboard and press ‘F2’.

Either way, you can select the unwanted part of the text before the file name itself, by clicking and dragging the mouse.

Or you can press arrow keys to get the cursor when you need and tap delete, delete, delete, delete, … etc.!

Special formula to cut pasted filenames

Here is one great advantage of using Microsoft Excel when you do copy file names into Excel this way.

Excel can automatically trim your list down to just all the files names only for you.

If you are not familiar with Excel formulas, this can work for you, but you will need to have pasted the file list in Cell B2. Maybe you will want to start a new Excel sheet so there is nothing else in there, if that is the case.

Click here to download an excel file with the formula and examples.

You can copy and paste the formula from there.

If you don’t want to download the file, you can do the following:

Copy from this website and Paste my PARTIAL formula below into Excel (I suggest Cell A1).

See also the note further below.

=TRIM(RIGHT(SUBSTITUTE(B1,

Then continue to write the rest of the formula as per the image below.

Those are Excel formula quotes! Strange (or clever?) formula is it not?!

NOTE: Why did I show the formula like this? It is because you need to be sure you get the Excel formula quote marks into the formula. This blog automatically changes formula quotes to curly or ‘smart’ quotes. A good way to be certain the formula works is to type it direct into Excel yourself (sorry!). If you copy and paste from a website, sometimes you get the ‘fancy’ 66-99 version of quote marks (or otherwise modified quotation marks which are not suitable for Excel) which will stop my formula from working (even if they don’t look different)!

As stated above, to use my formula without any alterations, you will need to have pasted your file list (and paths) into cell B1.

If you are familiar with excel formulae, you can paste wherever you need and edit my formula to suit.

That will be easy if you have a basic understanding with Excel formula cell references.

Do not worry, you do not need to know much about formulas or understand this one in particular. Just paste it (preferred) or type it in (less preferred in case you mistype it).

The final formula to paste into Cell A1 with additional typing should look like:

Formula to extract filenames in Excel in cell A1 wit reference to cell B2.

Now you can copy and paste this formula next to every file name and path in your list.

Again, as with all things Excel, there are many ways to do this.

Translating from another language?

If you are reading this article in a language other than English, please note the above formulae is for the English version of Excel. Different languages have different text to describe the equivalent formulae in your language. See further below to learn how to get the formula in your language.

After pasting formula into every Excel cell.

You might not want several cells with formulae and cells with paths there.

You can Copy and ‘Paste Values’ the cells that include the formulae. Either into another location or directly over the top of the formulae. Then you can delete all the unwanted cells.

To do this, click the paste button then ‘Paste Values’ (or right click on the first cell and select ‘Paste Values’).

What to do when filenames are pasted into a text file:

If you pasted into a text file, the only way is to manually edit the file name and path to leave only the file name.

If you really have too many to edit, you could paste into excel, use my formula as above, and then copy that list of file names into a text file.

How to Copy-Paste Folder Names into Excel

We are going to walk you through the process so anyone can follow it step by step.

If you know most of how to do this, you should be able to skim read just the highlights.

If you are an expert, here it is, in brief:

• Select to copy multiple folders.
• <Shift> + right click on a selected folder.
• Select ‘Copy as Path’
• <Ctrl> + <v> into Excel
• Use my formula to trim path.

Click here to jump direct to the formula for a list of folders.

If that isn’t detailed enough, read on to see it step by step.

Step 1 Select the folders you want to copy in your list of folders

You can select just one folder or multiple folder names.

To select just one folder, just click on it.

How to copy multiple folder names into Excel

There are many way to select multiple folders to get their names into MS Excel.

For example, you can click and drag the mouse over the ones you want.

It’s basically the same as shown above when selecting file rather than folders.

You can hit <Ctrl> + <a>.

The ‘a’ is to select and copy all folder names (sub-directories) within any folder Windows 10 – that is hold down the ‘control’ and tap the ‘A’ key for the letter ‘a’.

Alternatively, if you want a specific list of only a few of your sub-folder or folder names do this:

Press <Ctrl> and click on each individual folder to select just all the folder names you want. You can click again to deselect one.

I guess you get the picture and have your own preferred way (there are many more).

For the special case of having to select from a search of specific folders see this article using File Explorer search results.

Next we show how to copy the folder names (not the folders with their actual files contained within).

Step 2 Copy Names of Folders to Clipboard

We use a special way to copy your selected folders.

Press <Shift> + Right-Click.

To explain in painful detail, that means hold the <Shift> key and while still pressing it, you hover the mouse over any of your selected folder names (any folder will do if all folders are selected) and right click.

This shows pop up menu that has what we need.

In this menu options list scan down to find “Copy as Path” to copy selected folders. See below for an example. Your menu could be diffent and Copy as Path could seem a long way down the list.

Copy folder names into excel with Copy as Path.

It will be there if you have held down the shift key when you clicked the right button. Check the image or the screen copy for how it should look in Windows 10.

Note: In Windows 8 this pop-up menu will look a little different, but the shift right-click menu contains ‘Copy as Path’.

Note: In Windows 7 or Vista, the menu can look simpler, but the <Shift> and right-click combo will still contain ‘Copy as Path’.

To be clear, if you do not see ‘Copy as Path’ in your pop-up options, I remind you to hold <Shift> down when you click the right mouse button on a selected or highlighted folder.

TIP: If you find you didn’t have the <Shift> key held down, simply hold shift now and right-click on one of your already selected folder names (away from the menu that already popped up) so that your folder selection remains… well… selected! It could save having to select multiple file names again. Although minor, it’s a great tip because I found I forgot the first few times when I started to apply it. Believe me, it is a pain when you have painstakingly picked out several in a big list of folders!

So we have the folder names on the computer ‘clip board’, next how to copy this list of folders into excel, to complete our copy paste combo.

Step 3 Paste Folder information into Excel

I cover here how to copy all folder names into Microsoft Excel. But you can put them wherever you like, MS Word for example.

Select the Excel file and select where you want to paste. If starting a blank sheet, I suggest cell B2.

Warning: If you are not pasting into a blank Excel file, then be sure to avoid a location where you have other data etc.

Press <Ctrl> + <v>. 

Yup, you guessed it, hold down the control key and then press the letter ‘v’.

There are many other ways to paste.

For example, click the icon with the image of the clipboard (often with Paste written under it).

I often right click and then select paste.

More than just a List of Folder Names?

Note: each cell will show the full path to the folders, not just the final sub-folder names! 

We next clean that up to leave only the folder names. You can skip this if you want a full list of all folder names to each folder location.

Step 4 -Tidy up the list of Folder Names pasted into Excel

As you will now see, whether you have pasted a single folder or multiple folder names, they also come with the location of that folder.

If you don’t have a big list of folders, it is pretty easy to manually edit them. Yes it might take a little time, but you will have completed your task to copy and paste a list of file names into Excel.

Note that if you have a big list of folder names (or even a few and are a little lazy, or simply like to try new things) I have a brilliant secret formula that will cut out everything except the last part of the path leaving only the final (sub-) folder name. I’ll show that secret too!

You can click in the Formula bar at the top of each cell in turn, then delete the unwanted file path, leaving only the name.

Instead, I often use the function key <F2>.

For that shortcut Just press ‘F2’ near the top of your keyboard.

Or, you can double-click on the excel cell and edit the text in the cell.

Anyhow, you can select the unwanted part of the text before the file name itself, by clicking and dragging the mouse.

True, you can put the cursor where you need and tap delete, delete, repeat, repeat!

Special formula to Cut Pasted Folder names

This can work for you even if you are not familiar with Excel formulas.

In that case, to use the formula unchanged, pasted the folder list into Excel at cell B2. You can start a new Excel sheet so there is nothing else in there.

Copy from this website and Paste my PARTIAL formula below into Excel (I suggest Cell A1).

NOTE: If you don’t want to retype the formula, you can download a free file that has the formula so you can copy and paste it as you need. The link below takes you to the section that has the download.

Special formula to trim pasted filenames In Excel

=TRIM(RIGHT(SUBSTITUTE(B1,

Then continue to write the rest of the formula as

NOTE 1: The formula is shown this way because you need to be sure you get the MS Excel formula quote marks into the formula. A good way to have this is to type it direct into Excel. If you copy and paste, sometimes you get a version of quote marks which will break the formula!

NOTE 2: If you read both sections on how to copy file names into Excel and this one, you will see we can use this very same formula to get only the last part. I love this formula because you can get just the sub-folder name using the exact same formula!

As stated above, to use my formula without any alterations, you will need to have pasted your folder list with paths into cell B1.

If you are familiar with excel formulae, you can paste wherever you need and edit my formula to suit.

That will be easy if you have a basic understanding with Excel formula cell references.

Do not worry, you do not need to know much about formulas or understand this one in particular. Just paste it (preferred) or type it in (less preferred in case you mistype it).

The formula to paste into Cell A1 should look the same as in the following image.

This formula is key to cut to the last sub-directory to copy folder names into Excel.

Now you can copy and paste this formula next to every folder path in your list.

For example, you can hover the mouse over the bottom right hand corner of the first cell with the formula in it. When it changes to a little cross, double click and excel will auto-fill the formula all the way down.

Well, that is how to get a list of the folders in a directory in addition to how to extract folder names into Excel.

If you want to see a list of all sub-folders in a directory you will need to do a search (which includes sub-folders) to find the ones you want first, and we covered that above under ‘Selection’.

Translating from another language?

If you are translating this article from another language, please note the formula will not work in an Excel version other than English Excel.

For example, the Trim() function is different in other languages, such as SUPPRESPACE() in French.

There is a handy site which can translate the above excel formula into your language, and it is called the Excel Translator.

You can use this site to find the equivalent function for each item in the formula.

Just substitute them into your own formula.

What next – Pasting Values to all Excel cells.

You probably only want the fold names, not several cells with formulae and cells with paths there.

To remove those and just leave the folder names only, Copy and ‘Paste Values’ the cells that include the formulae. Select to paste in a new location or the first cell at the top of the formulae. Then you can delete all the unwanted cells.

To do this, click the paste button then ‘Paste Values’ (or right click on the first cell and select ‘Paste Values’ from the popup menu).

Summary

I’ve shown how to copy file names into Excel and how to copy folder names into Excel. Not only that, I included a neat Excel formula to cut down the entire path to only the filename or lowest level folder after exporting. Some FAQs follow.

The post Copy file and folder names into Excel (remove path automatically) appeared first on TheTechMentor.com.