Show only last 4 digits of Social Security Number (SSN) in Excel

Introduction

This tutorial provides a step-by-step guide on how to display only the last four digits of a Social Security Number (SSN) in Excel. This is particularly useful for protecting sensitive information while still allowing for identification. Whether you are managing a database or simply organizing personal information, this method is both practical and straightforward.

Step 1: Prepare Your Data

• Open your Excel workbook that contains the SSNs.
• Ensure that the SSNs are in a single column (e.g., Column A).

Step 2: Create a New Column for the Last Four Digits

• Select the cell in the new column where you want to display the last four digits (e.g., B1).

• Use the following formula to extract the last four digits:

  =RIGHT(A1, 4)
  

• This formula uses the RIGHT function to return the last four characters from the SSN in cell A1.

Step 3: Apply the Formula to Other Cells

• Click on the cell where you just entered the formula (B1).
• Drag the fill handle (a small square at the bottom right corner of the cell) down to fill the formula for the rest of the SSNs in column A.
• This will copy the formula down, adjusting it for each corresponding cell in column A.

Step 4: Format the New Column (Optional)

• If you want to hide the original SSN column, you can right-click on the column header (A) and select "Hide."
• Alternatively, you can format the new column to ensure the last four digits are easily recognizable. You might choose bold text or a different font color.

Practical Tips

• Make sure the SSNs are formatted consistently. If they include dashes or spaces, the formula might need adjustments.
• To prevent unauthorized access to sensitive data, consider protecting your worksheet or workbook with a password.

Conclusion

You have successfully learned how to show only the last four digits of Social Security Numbers in Excel. This method helps maintain privacy while still allowing necessary identification. For further enhancement, consider exploring Excel's data protection features to safeguard your information.