3 Ways to Merge Excel Sheets with VLOOKUP

What is VLOOKUP?

VLOOKUP, which stands for ‘Vertical Lookup’, is a function in Microsoft Excel that allows you to search for a value in the first column of a table and return a value from the same row in another column. Essentially, it’s a way to retrieve information from a dataset based on a matching key. Here’s a quick breakdown of how VLOOKUP works:

• Search Key: The value you’re looking for, usually in another sheet or range.
• Table Array: The range of cells that contains the data you want to search through.
• Column Index: The column number in the table array from which to pull the return value.
• Range Lookup: A TRUE or FALSE value that determines whether VLOOKUP performs an approximate or exact match.

Method 1: Merge Sheets Using VLOOKUP

To merge sheets using VLOOKUP, follow these steps:

1. Open the workbook with the two sheets you wish to merge.

2. Determine which sheet will be the primary sheet (where you will paste the merged data).

3. In the primary sheet, select the cell where you want to display the merged data from the second sheet.

4. Use the VLOOKUP function. Here’s an example:

   =VLOOKUP(Sheet1!A2, Sheet2!A:B, 2, FALSE)

   • Sheet1!A2: This is the search key (e.g., product ID in Sheet1).
   • Sheet2!A:B: This is the table array (data from Sheet2).
   • 2: This is the column index to return the value from.
   • FALSE: This ensures an exact match.

5. Copy the formula down the column to apply it to all rows.

💡 Note: Always ensure the sheets you are merging have a common identifier column for VLOOKUP to work correctly.

Method 2: Using Index-Match Instead of VLOOKUP

While VLOOKUP is straightforward, some users prefer the INDEX-MATCH combination for its flexibility. Here’s how to merge sheets using INDEX-MATCH:

1. Select the cell in the primary sheet where you want to display the merged data.

2. Enter the INDEX-MATCH formula:

   =INDEX(Sheet2!B:B, MATCH(Sheet1!A2, Sheet2!A:A, 0))

   • Sheet2!B:B: This is the array of data to return from.
   • MATCH(Sheet1!A2, Sheet2!A:A, 0): This finds the row number where the key matches.

3. As with VLOOKUP, drag the formula down to fill the cells.

💡 Note: INDEX-MATCH can look up data to the left or right, unlike VLOOKUP which only looks to the right.

Method 3: Using Power Query for Advanced Merging

For users comfortable with advanced Excel features, Power Query offers a more robust solution for merging sheets:

1. Go to the Data tab in Excel and select “Get Data” or “From Other Sources” to open Power Query Editor.

2. Import both sheets into Power Query by selecting “Excel Workbook” and choosing your file.

3. In Power Query Editor:

   • Select one of the tables (queries).
   • Use the “Merge Queries” feature from the Home tab.
   • Choose the other table and select the columns for the merge.
   • Click OK to merge the tables.

4. Expand the merged column to see the desired columns from the secondary sheet.

5. Once you’re satisfied with the results, load the data back into Excel.

Power Query is powerful for handling more complex merges, including multiple sheet mergers, data cleaning, and transformations.

Summary of Key Points

In this guide, we’ve covered three effective methods for merging Excel sheets using VLOOKUP, INDEX-MATCH, and Power Query. Here’s a recap:

• VLOOKUP: Quick and straightforward, but limited in its lookup capabilities.
• INDEX-MATCH: More flexible, can look in both directions, and is not as limited by table expansion.
• Power Query: Offers advanced data manipulation and merging options for users needing more control.

Each method has its advantages, and the choice largely depends on the complexity of your data and your comfort level with Excel functions and features.

What if the sheets have different header names?

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You would need to manually map the column headers between sheets or rename them to match before using VLOOKUP or INDEX-MATCH. Power Query can also handle this by renaming columns during the merge process.

Can VLOOKUP handle duplicate values in the lookup column?

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VLOOKUP will return the first occurrence of the lookup value. If you need multiple matches, consider using INDEX-MATCH with additional criteria or Power Query to gather all matches.

How does VLOOKUP compare to XLOOKUP?

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XLOOKUP is an advanced successor to VLOOKUP with features like looking up to the left, searching in any direction, and handling errors more gracefully. If your version of Excel supports XLOOKUP, it might be a better choice for new projects.

Is it possible to automate the merge process?

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Yes, using VBA or Power Query, you can automate the merging process to update dynamically when the source data changes.