How to merge two excel spreadsheets

Answer

Merging two Excel spreadsheets combines data from separate files into a single workbook. This process preserves all original data, formatting, and formulas while organizing information into one cohesive file. The method you choose depends on your data structure, whether the spreadsheets have matching columns, and how much data you need to combine.

Methods for Merging Spreadsheets

Method 1: Copy and Paste Within the Same Workbook

Combining data through manual copying works effectively when both spreadsheets have identical column structures.

1. Open the first Excel file
2. Open the second Excel file in a separate window (use View > New Window or open both files side by side)
3. In the second spreadsheet, select all data you want to merge
4. Press Ctrl+C (Windows) or Command+C (Mac) to copy
5. Switch to the first spreadsheet
6. Click on the cell where you want the data to begin (typically below existing data)
7. Press Ctrl+V (Windows) or Command+V (Mac) to paste
8. Review the pasted data for accuracy
9. Save the first file with Ctrl+S (Windows) or Command+S (Mac)

Windows and Mac differences: The keyboard shortcuts differ. Windows uses Ctrl key combinations while Mac uses Command key combinations for copy, paste, and save operations.

Method 2: Consolidate Function

The Consolidate feature automatically combines data from multiple ranges using sum, average, count, or other calculation methods.

1. Open your primary spreadsheet
2. Create a new sheet or select where consolidated data should appear
3. Click on the Data tab in the ribbon
4. Select Consolidate from the Data Tools section
5. In the Function dropdown, choose your desired calculation (Sum, Average, Count, etc.)
6. Click in the Reference field
7. Navigate to the first source file and select the data range
8. Click Add to include this range
9. Repeat steps 6-8 for the second spreadsheet
10. Check the "Labels in first row" or "Labels in first column" option if your data contains headers
11. Click OK to complete consolidation

Method 3: Using VLOOKUP or INDEX-MATCH Formulas

Formulas combine data based on matching values across spreadsheets, ideal when data shares a common identifier.

1. Ensure both spreadsheets contain a matching column (such as ID numbers or names)
2. Open the primary spreadsheet
3. Click on a cell where you want merged data to appear
4. Enter a VLOOKUP formula referencing the second file:

                $=VLOOKUP(\text{lookup\_value},\text{[File2.xlsx]Sheet1}\mathrm{\$}A:D,\text{column\_index},FALSE)$

5. Press Enter to execute the formula
6. Copy the formula down to apply it to all rows needing data from the second spreadsheet

Alternatively, use INDEX-MATCH for more flexibility:

            $=INDEX(\text{[File2.xlsx]Sheet1}\mathrm{\$}A:D,MATCH(\text{lookup\_value},\text{[File2.xlsx]Sheet1}\mathrm{\$}A:A,0))$

Method 4: Power Query (Windows Only)

Power Query combines multiple spreadsheets through an automated query interface available in Windows Excel versions 2016 and later.

1. Open Excel on Windows
2. Go to the Data tab and select Get & Transform Data
3. Click New Query > From File > From Workbook
4. Select your second Excel file
5. Choose the sheet containing data you want to merge
6. Click Load & Transform Data
7. In the Power Query Editor, configure your merge by selecting Merge Queries from the Home tab
8. Choose the matching column from each spreadsheet
9. Select the type of merge (Inner, Left Outer, Right Outer, or Full Outer)
10. Click OK to execute the merge
11. Click Close & Load to import merged data into your primary workbook

Mac users cannot access Power Query, as this feature is exclusive to Windows Excel installations.

Preparing Data Before Merging

Successful merging requires proper data preparation. Ensure column headers match exactly across both spreadsheets, or standardize them before merging. Remove duplicate rows from source files, as merging will include all duplicates. Verify that data types match (dates formatted consistently, numbers without text prefixes). Check for blank rows or columns that might disrupt the merge process. Sort data by your primary key or identifier column for easier verification after merging.

Choosing Your Merging Method

The Copy and Paste method works best for occasional merging of small datasets with identical structures. The Consolidate function suits scenarios where you need calculations across multiple data sources. VLOOKUP and INDEX-MATCH formulas work when spreadsheets share a common identifier but have different structures. Power Query on Windows handles complex merging with multiple conditions and large datasets efficiently.

Verifying Merged Data

After merging, verify that all records transferred correctly. Count rows in source files compared to the merged result. Check for missing values in columns that should contain data. Review a sample of merged records to confirm proper alignment. Use filtering and sorting to identify any anomalies. Save your merged file with a descriptive name indicating the merge date and source files involved.

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