5 Ways to Pull Data from Multiple Excel Sheets

Combining data from multiple Excel sheets is a common need for anyone dealing with data analysis, reporting, or project management. Whether you're a financial analyst preparing quarterly earnings reports, a project manager tracking project deliverables across various teams, or a data scientist merging datasets for analysis, mastering the art of pulling data from multiple sheets can significantly boost your productivity. Let's delve into five effective methods to achieve this.

1. Using Microsoft Query

Microsoft Query is a powerful tool built into Excel that allows users to query data from various sources, including Excel files:

• Open Microsoft Query: Go to the Data tab, select 'From Other Sources', and then choose 'From Microsoft Query'.
• Select Data Source: Choose your Excel workbook as the data source.
• Build Query: Use the Query Wizard to select tables (which can be different sheets) and define how the data should be combined. You can filter, sort, or even join data.
• Finish Query: Once the query is built, you can refresh the data automatically or manually whenever changes are made.

📝 Note: Remember to save your query. For recurring tasks, saving the query allows for quick updates with new data or changes in source sheets.

2. Excel Power Query (Get & Transform)

Excel's Power Query, introduced in Excel 2016 and now referred to as 'Get & Transform', provides an intuitive way to merge data from multiple sources:

• Access Power Query: Navigate to the Data tab, then select 'Get Data'.
• Load Data: Choose Excel files or other supported data sources, then load them into Power Query Editor.
• Combine Queries: Use 'Merge Queries' or 'Append Queries' to combine data from different sheets or workbooks.
• Transform Data: Within Power Query Editor, you can pivot, unpivot, group, or modify data as needed.
• Load to Excel: Once data preparation is complete, load the combined data back into Excel as a table or connection.

🌟 Note: Power Query offers a visual interface to shape and merge your data, which can be very user-friendly for non-coding experts.

3. VBA Macro

VBA (Visual Basic for Applications) can automate tasks in Excel, including combining data from multiple sheets:

• Create a New Macro: Go to the Developer tab, click 'Visual Basic', then insert a new module.
• Write the Code: Write VBA code to loop through all workbooks or sheets, pull relevant data, and place it in your desired sheet or workbook.
• Run the Macro: Run the macro from the VBA editor or assign it to a button in Excel for ease of use.

Here's a simplified example of a VBA macro that consolidates data:

Sub ConsolidateSheets()
    Dim ws As Worksheet, wsMain As Worksheet
    Set wsMain = ThisWorkbook.Sheets("ConsolidatedSheet")

    ' Start from second row to avoid overwriting headers
    rowToStart = 2

    ' Loop through each sheet
    For Each ws In ThisWorkbook.Worksheets
        If ws.Name <> wsMain.Name Then
            ' Assuming data starts from row 2
            ws.Range("A2", ws.Cells(ws.Rows.Count, "A").End(xlUp)).Copy
            wsMain.Cells(rowToStart, 1).PasteSpecial Paste:=xlPasteValues
            rowToStart = wsMain.Cells(wsMain.Rows.Count, 1).End(xlUp).Row + 1
        End If
    Next ws
    Application.CutCopyMode = False
End Sub

💡 Note: Learning VBA opens up a world of automation possibilities beyond data consolidation, enhancing your Excel efficiency.

4. External Software

For those dealing with extensive datasets or requiring more complex merging capabilities, external software like Tableau Prep, Alteryx, or even Python with libraries like Pandas can be used:

• Tableau Prep: Allows data preparation, merging, and cleaning in a visual, drag-and-drop interface.
• Alteryx: An advanced analytics platform that excels in data blending, including Excel files.
• Python with Pandas: Code-based solution for those comfortable with scripting, offering precise control over data operations.

Each software has its learning curve, but they provide robust solutions for complex data scenarios beyond Excel's standard capabilities.

5. Manual Copy & Paste

Sometimes, for small datasets or one-time tasks, the simplest method is to manually copy and paste:

• Select Data: Choose data from the source sheet.
• Copy: Right-click and select 'Copy' or press Ctrl+C.
• Paste: In the destination sheet, right-click and choose 'Paste Values' or press Alt+E then S+V to paste without formatting.

This method is straightforward but can be error-prone and time-consuming for larger datasets or frequent updates.

⚠️ Note: While manual copy-pasting can work for small datasets, it's not scalable for large or regular updates.

Each of these methods has its advantages, tailored to different scenarios:

• Microsoft Query: Good for SQL-savvy users, especially when dealing with data requiring filtering or sorting.
• Power Query: Excellent for non-coders wanting visual data transformation tools.
• VBA Macros: For custom automation, ideal for repetitive tasks.
• External Software: For more complex data preparation and when Excel's capabilities are insufficient.
• Manual Copy & Paste: Best for quick, one-time data consolidations.

Choosing the right method depends on your comfort level with coding, the complexity of your data, and how often you need to perform this task. Combining multiple sheets in Excel not only streamlines your workflow but also ensures data integrity and consistency across your projects. The key is to select the method that best aligns with your needs and available resources.

What is the difference between Microsoft Query and Power Query?

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Microsoft Query allows users to build SQL queries to fetch and manipulate data from external sources, while Power Query provides a user-friendly interface for data transformation with a focus on visual editing.

Can I use Power Query in older versions of Excel?

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Power Query was introduced in Excel 2013 as an add-in and became part of Excel from version 2016 onwards. For older versions, you would need to install the Power Query add-in separately.

Is VBA necessary to combine data from multiple Excel sheets?

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No, it’s not necessary, but VBA provides automation, which can be very beneficial for repetitive tasks. Other methods like Power Query or external software can also handle merging data without coding.