3 Ways to Combine Columns from Different Excel Sheets

Excel spreadsheets are powerful tools for data organization and analysis, widely used in various professional and personal scenarios. Whether you're compiling quarterly financial reports, tracking project progress, or analyzing datasets, the ability to efficiently combine data from different sheets can save time and streamline your workflow. Here, we delve into three effective methods to merge columns from different Excel sheets, catering to various levels of Excel proficiency.

Method 1: Using VLOOKUP

The VLOOKUP function in Excel is well-known for its ability to find things in a table by row. Here’s how you can use it to merge columns:

• Step 1: Open your Excel workbook and identify the source sheet with the data you want to merge from, and the destination sheet where you’ll place the combined data.
• Step 2: In the destination sheet, create a header for the new column you’re about to add. Type in an identifier that’s present in both sheets (e.g., ID, Employee ID, etc.).
• Step 3: Enter the following formula in the first cell below the header:

  =VLOOKUP(A2, SourceSheet!A2:D100, 2, FALSE)

  Here, A2 is the cell in the destination sheet containing the lookup value, SourceSheet!A2:D100 refers to the range on the source sheet where the lookup will be performed, 2 indicates the second column in the lookup range to return the result from, and FALSE ensures an exact match.
• Step 4: Drag the formula down to fill all relevant cells. VLOOKUP will search for the lookup value in the source sheet and return the corresponding value from the specified column.

🔹 Note: VLOOKUP performs a left-to-right search, meaning the lookup value must be in the first column of the specified range. If your lookup value isn’t in the first column, you might need to rearrange your data.

Method 2: Using INDEX and MATCH

The INDEX and MATCH functions offer a more versatile alternative to VLOOKUP, especially when the data you want to look up isn’t in the leftmost column:

• Step 1: In your destination sheet, create a new column header where you’ll place the merged data.
• Step 2: Enter this formula:

  =INDEX(SourceSheet!B2:B100, MATCH(A2, SourceSheet!A2:A100, 0))

  Here, SourceSheet!B2:B100 is the range from which to return the result, MATCH(A2, SourceSheet!A2:A100, 0) finds the row number where the lookup value matches.
• Step 3: Adjust the formula to fit your source data. Drag down to auto-fill.

🔹 Note: INDEX and MATCH provide more flexibility as MATCH can search horizontally or vertically, and INDEX can return any value from the specified array.

Method 3: Using Power Query

Power Query, available in recent versions of Excel, automates the process of combining data:

• Step 1: Go to the ‘Data’ tab, click ‘Get Data’ > ‘From Other Sources’ > ‘From Excel Workbook’ to load the source sheets.
• Step 2: Once the workbook is loaded, choose the sheets you wish to merge. Use the ‘Merge Queries’ option from the Home tab to combine tables based on a common key.
• Step 3: After setting up your merge criteria, expand the combined column to display the merged data from both sheets.
• Step 4: Close and load the query to your Excel workbook where it will appear as a new table.

🔹 Note: Power Query is particularly useful for large datasets or when you need to perform repeated, complex merging operations.

Combining columns from different Excel sheets can seem daunting, but with these methods at your disposal, you can transform disparate data into actionable insights. Whether you prefer the simplicity of VLOOKUP, the flexibility of INDEX and MATCH, or the automation of Power Query, Excel offers a solution tailored to your needs.

What is the difference between VLOOKUP and INDEX/MATCH?

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VLOOKUP is easier to learn and use but only searches left-to-right, while INDEX/MATCH is more flexible, allowing searches in any direction and from any column. Additionally, INDEX/MATCH can provide better performance with larger datasets.

Can I merge sheets from different workbooks using Power Query?

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Yes, Power Query allows you to merge data not only from different sheets within the same workbook but also from different workbooks. Just ensure that the workbooks are accessible to your Excel instance.

What if the data to merge is in non-adjacent columns?

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Both VLOOKUP and INDEX/MATCH can handle non-adjacent columns, but you would need to adjust the range references in your formulas. Alternatively, using Power Query or even copying the relevant columns to be adjacent can simplify the process.