)
Written by
Table of Contents
“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Traditional spreadsheet tools require complex find-and-replace operations or manual formula creation for batch state name replacement. These approaches become error-prone and time-consuming when dealing with hundreds of contacts across multiple columns.
Here’s how to efficiently replace state names with abbreviations using enhanced spreadsheet functionality.
Batch replace state names using Coefficient
CoefficientHubSpotHubSpotenhances standard spreadsheet functionality with specialized features designed for contact data management and CRM integration. Load your contact spreadsheet, apply advanced replacement formulas, then sync directly toor.
How to make it work
Step 1. Load contact spreadsheet and create lookup table.
Import your contact spreadsheet into Coefficient’s integrated environment. Create a comprehensive state reference table including common variations: “California”, “Calif.”, “CA”, “N. Carolina”, “NC”, etc. This handles inconsistent formatting from different sources.
Step 2. Apply advanced VLOOKUP with error handling.
Use this enhanced formula: =IFERROR(VLOOKUP(TRIM(UPPER(D2)),StateReference,2,FALSE),D2). This formula trims spaces, normalizes case, performs the lookup, and preserves original values for unmatched entries while flagging them for review.
Step 3. Use Formula Auto Fill Down for instant processing.
Enable Coefficient’s Formula Auto Fill Down feature to automatically apply your replacement formula to the entire state column. This processes hundreds of contacts instantly instead of copying formulas manually row by row.
Step 4. Handle multi-column and international addresses.
Apply replacement formulas to multiple address columns simultaneously (billing address, shipping address). Include international handling for Canadian provinces (Ontario → ON, Quebec → QC) and US territories (Puerto Rico → PR).
Step 5. Validate and export results.
Use conditional formatting to highlight any unmatched entries for manual review. Once validation is complete, export cleaned contact data directly to HubSpot using Coefficient’s integration, ensuring all state abbreviations meet CRM requirements.
Automate repetitive replacement tasks
Start replacingThis approach transforms manual state name replacement from a time-intensive task into an automated, scalable process. Create reusable templates for recurring contact imports and maintain consistent state formatting across all data sources.state names efficiently with Coefficient.
