SUBSTITUTE and REPLACE in Google Sheets - Cheat Sheet & Quick Revision

Recall & Review

beginner

What does the SUBSTITUTE function do in Google Sheets?

SUBSTITUTE replaces all or specific occurrences of a text string within another text string with a new text string.

beginner

How does the REPLACE function differ from SUBSTITUTE?

REPLACE changes part of a text string based on position and length, while SUBSTITUTE replaces text based on matching content.

beginner

Syntax of SUBSTITUTE function?

SUBSTITUTE(text, old_text, new_text, [instance_num])
- text: original text
- old_text: text to replace
- new_text: replacement text
- instance_num (optional): which occurrence to replace

beginner

Syntax of REPLACE function?

REPLACE(old_text, start_num, num_chars, new_text)
- old_text: original text
- start_num: position to start replacing
- num_chars: number of characters to replace
- new_text: replacement text

intermediate

Example: How to replace the 2nd occurrence of "apple" with "orange" in "apple, apple, apple" using SUBSTITUTE?

Use =SUBSTITUTE("apple, apple, apple", "apple", "orange", 2) which results in "apple, orange, apple".

Which function replaces text based on position and length?

A SUBSTITUTE

B REPLACE

C CONCATENATE

D LEFT

REPLACE changes text by position and length, SUBSTITUTE replaces text by matching content.

What does the optional 4th argument in SUBSTITUTE do?

A Specifies which occurrence of old_text to replace

B Specifies the number of characters to replace

C Specifies the starting position to replace

D Specifies the new text to add

The 4th argument tells SUBSTITUTE which occurrence of old_text to replace.

If you want to replace the first 3 characters in a text, which function and arguments would you use?

A SUBSTITUTE(text, old_text, new_text, 3)

B SUBSTITUTE(text, 1, 3, new_text)

C REPLACE(text, 3, 1, new_text)

D REPLACE(text, 1, 3, new_text)

REPLACE with start_num=1 and num_chars=3 replaces the first 3 characters.

What will =SUBSTITUTE("banana", "a", "o") return?

A bonono

B banana

C bonana

D banano

SUBSTITUTE replaces all occurrences of "a" with "o", so "banana" becomes "bonono".

Which function can replace only the 3rd occurrence of a word?

A REPLACE

B RIGHT

C SUBSTITUTE with instance_num=3

D LEFT

SUBSTITUTE with the 4th argument set to 3 replaces only the 3rd occurrence.

Explain how SUBSTITUTE and REPLACE functions differ and give an example of when to use each.

Think about whether you want to replace by matching text or by position.

Describe the arguments needed for SUBSTITUTE and how to replace only the second occurrence of a word.

Remember the optional 4th argument controls which occurrence to replace.

Practice

1. What does the SUBSTITUTE function do in Google Sheets?

easy

A. It formats cells with colors.

B. It changes text based on position and length.

C. It adds numbers together.

D. It replaces specific text by matching exact words or letters.

Solution

1. Step 1: Understand SUBSTITUTE purpose

   The SUBSTITUTE function looks for specific text and replaces it exactly where it matches.

2. Step 2: Compare with REPLACE

   Unlike REPLACE, SUBSTITUTE does not use position but matches text content.

3. Final Answer:

   It replaces specific text by matching exact words or letters. -> Option D

4. Quick Check:

   SUBSTITUTE = Replace by matching text [OK]

Hint: SUBSTITUTE changes text by matching words, not positions [OK]

Common Mistakes:

• Confusing SUBSTITUTE with REPLACE
• Thinking SUBSTITUTE works by position
• Assuming SUBSTITUTE changes numbers

2. Which of these is the correct syntax for the REPLACE function in Google Sheets?

easy

A. REPLACE(text, start_num, num_chars, new_text)

B. REPLACE(text, old_text, new_text)

C. REPLACE(old_text, new_text, instance_num)

D. REPLACE(text, new_text, start_num)

Solution

1. Step 1: Recall REPLACE syntax

   REPLACE requires the original text, the start position, number of characters to replace, and the new text.

2. Step 2: Check options

   Only REPLACE(text, start_num, num_chars, new_text) matches this order and parameters correctly.

3. Final Answer:

   REPLACE(text, start_num, num_chars, new_text) -> Option A

4. Quick Check:

   REPLACE syntax = text, start, length, new text [OK]

Hint: REPLACE needs position and length, SUBSTITUTE needs old text [OK]

Common Mistakes:

• Mixing parameter order
• Using old_text instead of start_num
• Omitting number of characters to replace

3. Given cell A1 contains the text "apple banana apple", what is the result of =SUBSTITUTE(A1, "apple", "orange", 2)?

medium

A. "orange banana orange"

B. "orange banana apple"

C. "apple banana orange"

D. "apple banana apple"

Solution

1. Step 1: Understand SUBSTITUTE with instance number

   The formula replaces only the 2nd occurrence of "apple" with "orange".

2. Step 2: Apply replacement

   First "apple" stays, second "apple" changes to "orange" resulting in "apple banana orange".

3. Final Answer:

   "apple banana orange" -> Option C

4. Quick Check:

   SUBSTITUTE replaces 2nd 'apple' only [OK]

Hint: Use 4th SUBSTITUTE argument to replace specific occurrence [OK]

Common Mistakes:

• Replacing all occurrences instead of one
• Replacing first occurrence by mistake
• Confusing SUBSTITUTE with REPLACE

4. You want to replace the first 3 letters of the text in cell B2 with "XYZ". Which formula fixes the error in this incorrect formula: =SUBSTITUTE(B2, 1, 3, "XYZ")?

medium

A. =REPLACE(B2, "1", "3", "XYZ")

B. =REPLACE(B2, 1, 3, "XYZ")

C. =SUBSTITUTE(B2, "1", "XYZ", 3)

D. =SUBSTITUTE(B2, 3, 1, "XYZ")

Solution

1. Step 1: Identify misuse of SUBSTITUTE

   SUBSTITUTE does not use position or length, so it cannot replace by position.

2. Step 2: Use REPLACE for position-based replacement

   REPLACE takes start position, length, and new text, so =REPLACE(B2, 1, 3, "XYZ") is correct.

3. Final Answer:

   =REPLACE(B2, 1, 3, "XYZ") -> Option B

4. Quick Check:

   Use REPLACE for position-based text changes [OK]

Hint: Use REPLACE to change text by position, not SUBSTITUTE [OK]

Common Mistakes:

• Using SUBSTITUTE with numbers as positions
• Swapping parameters order
• Using quotes incorrectly around numbers

5. You have a list of product codes in column A like "AB12345". You want to replace the first two letters with "X5" and also replace all occurrences of "5" with "9" in the same formula. Which formula achieves this?

hard

A. =SUBSTITUTE(REPLACE(A1, 1, 2, "X5"), "5", "9")

B. =REPLACE(SUBSTITUTE(A1, "5", "9"), 1, 2, "X5")

C. =SUBSTITUTE(A1, LEFT(A1, 2), "X5")

D. =REPLACE(A1, 1, 2, "X5") & SUBSTITUTE(A1, "5", "9")

Solution

1. Step 1: Replace first two letters with REPLACE

   REPLACE(A1, 1, 2, "X5") changes first two letters to "X5".

2. Step 2: Replace all "5" with "9" using SUBSTITUTE

   SUBSTITUTE(..., "5", "9") changes all 5's to 9's in the updated text.

3. Step 3: Combine functions correctly

   Applying REPLACE first, then SUBSTITUTE on result is correct, matching =SUBSTITUTE(REPLACE(A1, 1, 2, "X5"), "5", "9").

4. Final Answer:

   =SUBSTITUTE(REPLACE(A1, 1, 2, "X5"), "5", "9") -> Option A

5. Quick Check:

   Chain REPLACE then SUBSTITUTE for combined changes [OK]

Hint: Nest REPLACE inside SUBSTITUTE to combine position and text changes [OK]

Common Mistakes:

• Applying SUBSTITUTE before REPLACE causing wrong results
• Concatenating results instead of nesting
• Using SUBSTITUTE to replace by position