5 Simple Ways to Collect Data from Another Excel Sheet

Understanding how to collect and analyze data from multiple Excel sheets can significantly enhance your productivity, especially when dealing with large datasets or complex projects. Whether you are consolidating financial reports, tracking inventory across different locations, or merging research data, mastering the art of Excel data manipulation is crucial. Here, we'll explore five simple methods to efficiently collect data from another Excel sheet, ensuring you have all the tools you need to streamline your data management tasks.

VLOOKUP: Finding Specific Data

One of the most straightforward methods to extract data from another sheet is using the VLOOKUP function. Here’s how:

• Select the cell where you want the lookup result to appear.
• Enter the VLOOKUP formula. The basic syntax is:
  =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
  - lookup_value is the value you’re searching for.
• Specify the table_array which includes the other sheet’s range of cells to search.
• col_index_num tells Excel which column to retrieve the data from.
• range_lookup is optional; TRUE for approximate match, FALSE for exact match.

💡 Note: Ensure that the lookup_value exists in the first column of the table_array for VLOOKUP to work correctly.

XLOOKUP: Excel’s New Power Tool

XLOOKUP is a more versatile alternative to VLOOKUP, which became available in Excel 2019 and Microsoft 365. Here’s how to use XLOOKUP:

• Select the destination cell.
• Type in the XLOOKUP formula:
  =XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])
• Replace lookup_value with the cell you want to find, lookup_array with the range where you’re searching, and return_array with the range from which to return the result.

XLOOKUP allows you to return values from any column, handles errors better, and performs vertical or horizontal lookups with ease.

Using INDEX & MATCH

Combining INDEX and MATCH functions provides a dynamic way to retrieve data:

• First, use MATCH to find the position of your lookup value:
=MATCH(lookup_value, lookup_array, match_type)

• Then, use INDEX to pull the data from that position:
  =INDEX(array, row_num, [column_num])

💡 Note: MATCH can be particularly useful for performing lookups across rows or columns that aren't contiguous.

External References

For ongoing data collection from multiple sheets or workbooks, external references are handy:

• Refer to a cell in another sheet like this: =SheetName!A1
• If you’re linking to another workbook, use the full path:
  =[WorkbookPath]SheetName!A1

Power Query for Advanced Data Collection

For users dealing with more complex data integration:

1. Data Tab: Go to Data > Get Data > From File > From Workbook to load external data.
2. Append Queries: Use the Append feature to combine data from multiple sheets or files.
3. Merging: Power Query also allows merging data based on common columns.

💡 Note: Power Query is especially useful for creating repeatable, automated data collection processes from various sources.

These methods open up numerous possibilities for streamlining your data collection process, ensuring accuracy, and enhancing your analytical capabilities. With these tools, you can seamlessly integrate, compare, and analyze data from different sources, making your Excel workflow more efficient and less error-prone. Whether you choose VLOOKUP for quick lookups, or delve into the dynamic capabilities of XLOOKUP and Power Query, mastering these techniques can significantly boost your data handling skills in Excel.

Can VLOOKUP find data on a different workbook?

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Yes, VLOOKUP can search data from another workbook if the workbook is open. Use the external reference syntax with the workbook’s path.

What are the main differences between VLOOKUP and XLOOKUP?

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XLOOKUP is more flexible and can look up values both vertically and horizontally, does not require data sorting, and handles errors better than VLOOKUP.

Is Power Query available in all versions of Excel?

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Power Query is available in Excel 2013 and later versions as an add-in, and it’s natively included in Excel 2016 and later versions.