While working in Excel, we often have to work with a lot of worksheets in a workbook.
Today I will be showing how you can pull data from multiple worksheets to a single worksheet in Excel.
Download Practice Workbook
How to Pull Data from Multiple Worksheets in Excel
Here we have three worksheets in a workbook. They contain the sales record of some items over three months: January, February and March respectively.
Our objective today is to pull data from these three worksheets into a single worksheet to use for calculation.
1. Pulling Data by Formulas
If you want to perform any operation on the data from multiple sheets, you can perform this through formulas.
Place the name of the sheet (Sheet_Name!) before the cell reference when there are cell references of multiple sheets in a formula.
Let’s try to find out the total number of each product sold in the three months.
Select any cell in any worksheet and enter the formula in this way:
Then drag the Fill Handle to copy the formula to the rest of the cells.
See, we have got the total sales of three months for each product.
Explanation of the formula
January!D4indicates the cell reference D4 of the sheet name “January”. If you have the sheet name as Sheet1, use Sheet1!D4 instead.
March!D4indicate the cell reference D4 of the sheet named February and March respectively.
- Thus you can pull data from multiple sheets into one formula in a single sheet and perform any desired operation.
2. Pulling Data by Consolidate Operation
We can pull data from multiple worksheets and use them in an operation using the Consolidate tool from the Excel toolbar.
- Select an empty range of cells in any worksheet and go to the Data>Consolidate tool under the Data Tools section.
- Click it. You will get the Consolidate dialogue box. Under the option Function, select the operation you want to perform on the data from multiple worksheets.
For the sake of this example, select Sum.
- Click on the Import icon right to the Reference box.
- The Consolidate box will be compressed to Consolidate – Reference box. Select the desired range of cells from the first sheet. Then again click the Import icon to the right.
- You will find the cell reference of the selected range inserted in the Reference box. Click the Add button right to the Add references box.
- You will find the references of the selected range inserted in the Add references box.
- Select the other ranges of cells from the other worksheets and insert them in the Add references box in the same way.
For the sake of this example, select D4:D20 from the worksheet February and D4:D20 from the worksheet March.
- Then click OK. You will find the sum of the three selected ranges from three worksheets inserted in the empty range.
3. Pulling Data by Macros
Until now, we have pulled data from multiple worksheets to perform some operations.
What to do if we do not want to perform any operation, only collect data from multiple worksheets and arrange them vertically in one worksheet?
Look at the data set below.
Here we’ve a new workbook with three worksheets, each having the sales record of four weeks of the months January, February and March respectively.
Our objective is to collect data from these three worksheets and arrange them in one worksheet.
We can execute this by running the following Macro (VBA Code).
Click here to know how to create and run a Macro in Excel.
Sub Combine() Dim I As Long Dim xRg As Range On Error Resume Next Worksheets.Add Sheets(1) ActiveSheet.Name = "Combined" For I = 2 To Sheets.Count Set xRg = Sheets(1).UsedRange If I > 2 Then Set xRg = Sheets(1).Cells(xRg.Rows.Count + 1, 1) End If Sheets(I).Activate ActiveSheet.UsedRange.Copy xRg Next End Sub
To run this Macro, press Alt + F8 on your keyboard.
A dialogue box called Macro will appear. Select this Macro (Combine) and click on Run.
You will find the data from the three worksheets arranged vertically in a new worksheet called “Combined”.
This site helped us understand and develop the code.
4. Using Power Query
This is our final task today.
Look at the workbook below.
Here we have a workbook with three worksheets each having a table of sales records of some items, of the months January, February and March respectively.
Our objective is to collect data from these worksheets and merge them into a single table.
We will accomplish this using the Power Query of Excel.[Power Query is available from Excel 2016. If you use any older version, you have to download and install it manually.]
- Go to Data>Get Data tool under the Get & Transform Data section from any worksheet.
- Click on the drop-down menu. From the available options, choose From Other Sources > Blank Query.
- Click on Blank Query. The Power Query Editor will open. In the Formula bar, write this formula:
- Click on Enter. You will find the three tables from the three worksheets arranged one by one. Select the ones that you want to pull.
For the sake of this example, select all three.
Then click the small right arrow beside the title Content.
- You will get a small box. Click on Expand and then check (put a tick on) all the boxes.
- Then click OK. You will find all the items from three tables brought to a single table in Power Query Editor.
- Then go to File > Close and Load To… option in the Power Query Editor.
- You will get the Import Data dialogue box. Choose Table.
Then if you want the combined table to be in a new worksheet, choose New Worksheet.
Otherwise, choose Existing Worksheet and enter the cell reference of the range where you want the table.
- Then click OK. You will find the data from the three worksheets arranged in a single table in a new worksheet named Query.
Using these methods, you can pull data from multiple worksheets to a single worksheet in Excel. Do you have any questions? Feel free to ask us in the cement section.