Re:"macro will notify the user  to edit  the data"
Relatively easily, see example  code below.

Re:"how macro  could extract  the text  in a colomn to 5 colomn"
As I think you want it; with difficulty. How will the computer know to
split the string between 'Kaugan' and 'PT', when if 'PT' was to be
included in the first split 'Mr Sangeta kaugan PT' is still only 20
characters? If this is done then the next string is NOT too long?!
I think Kaugan is the person's last name, but how will the computer
know this?

Anyway, I've begun to write some code to give you some ideas; it works
on the selected cell(s) and places strings in the 5 (or more) columns
to the right, trying to get as close to 25 characters  in each cell as
it can, assuming the string is to be split using spaces  as delimiter:

Sub blah()
For Each cll In Selection.Cells
p = Split(Application.Trim(cll), " ")
StringNo = 1
i = 0
Do
myStr = ""
Do
myStr = Application.Trim(myStr & " " & p(i))
i = i + 1
Loop Until i >= UBound(p) Or Len(Application.Trim( _
myStr & " " & p(i))) >= 25
If Len(myStr) < 26 Then
cll.Offset(, StringNo) = myStr
Else
Do
result = InputBox("You need to remove " & Len(myStr _
) - 25 & " characters. Do this now", _
"Needs trimming a bit", myStr)
If result <> "" Then myStr = result
Loop Until Len(myStr) < 26
cll.Offset(, StringNo) = myStr
End If
StringNo = StringNo + 1
Loop Until i >= UBound(p)
Next cll
End Sub

Another approach would be to create a Change event in the worksheet.
Here, check the Target.Address to see if the cell you're "watching" has
been changed.
if it is, then use "len(target.value)" to check the length of the
string.
If it is over the tested value, use msgbox to display a warning.

If this is the approach you would like, I can post some sample code.

Appreciate if you can post the sample code.