In the realm of Excel data management, organizing information across multiple sheets is a common practice for clarity and aesthetics. However, the real challenge arises when the need arises to consolidate data from various sheets into a cohesive unit. Traditional functions like VLOOKUP or INDEX fall short in such scenarios, leading to a quest for more robust solutions. Fortunately, for users employing Excel 2010 and newer versions, there exists a potent tool that simplifies the process of combining data seamlessly: Power Query. Unveiling an array of functionalities, Power Query serves as an invaluable asset for those navigating the intricacies of data manipulation within Microsoft Excel.
For download link and basics please see Power Query 101
Steps
Let's say we have employee records that are separated into different sheets based on years. There are 7 sheets from 2011 to 2017, and we need to combine data in a single sheet.
- Begin by converting your data into Excel Tables by clicking INSERT > Table or pressing Ctrl + T. Excel automatically detects the entire table range if you've selected any cells in it.
- Next, click POWER QUERY > From Table/Range
- Power Query window will pop up with your table data. This is the main page of Power Query where you can manage the data.
- Give the table a name and click Close & Load to create your first Power Query table.
- The previous step will create a new sheet in your workbook. The new worksheet will contain your queried data which is in the same format as the source, because there hasn't been any changes yet. To remove duplicate sheets and keep the connection, right click the connection on the right menu and click Load To.
- Select Only Create Connection and click Load. This step will clear the new sheet but you will be able to see the connection on the right menu
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- Repeat steps 2 to 6 for all your sheets. After adding all sheets you need to consolidate by clicking POWER QUERY > Append.
- Next pop up window asks whether you want to append tables. Select the Three or more tables option and move all your tables to Tables to append section by selecting tables and clicking Add >> Click OK to proceed.
- You will see all your data combined in the Power Query window.
- Last step is to click Close & Load one more time to move the consolidated data into your workbook.
Note: Final data table is dynamically connected to your source sheets. When you update the source sheets, click Refresh All icon under DATA tab in the ribbon.
Navigating the labyrinth of multiple Excel sheets can be daunting, especially when the goal is to amalgamate disparate data sources. The conventional methods prove inadequate, prompting the exploration of alternative solutions. Enter Power Query, a game-changer for Excel users seeking efficiency and ease in combining data.
The step-by-step process outlined above demonstrates how Power Query can seamlessly transform scattered data into a consolidated powerhouse. By leveraging Excel Tables and the intuitive Power Query interface, users can effortlessly merge information from distinct sheets. The dynamic connection established ensures that the consolidated data remains synchronized with the source sheets.
In essence, Power Query emerges as a beacon of simplicity and effectiveness, providing a streamlined solution to the intricate task of data combination in Excel. So, the next time you find yourself grappling with multiple sheets, remember the power that lies within Power Query — your ally in the journey of data management and consolidation.
