Combine Two Spreadsheets Based On One Column

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You have two lists. They have one column in common. That means you can cross-reference them. Imagine your brother knew your nieces and nephews favourite football teams and your sister knew their dates of birth. How to combine them? Add a new column for the cross-referenced data. In the first new row, enter the vLookup function. Jun 14, 2018 Merge two queries with differing columns From the top drop down in the Merge dialog, choose the first query. From the second drop down in the Merge dialog, choose the second query. Click on the Product heading in the top preview (this is the key field. Merge Two Tables - joins two tables that have one or more identical columns, as shown in these examples. Combine Sheets - merges multiple worksheets into one based on column headers, like we did a moment ago in this example. Merge Duplicates - combines duplicate rows by key columns.

David from Florida has two workbooks that he wants to combine.Both workbooks have the same field in column A, but then different data in the remaining column. Merge Two Tables in Excel (Table of Contents) Merge Two Tables in Excel; Examples of Merge Two Tables in Excel; Merge Two Tables in Excel. Merging tables in Excel is not possible when both the table at least one common column. If the first condition is satisfied then we can merge the tables with VlookUP and Index Match function.

This post addresses a common scenario where a business unit may have multiple copies of the same Excel file that they need to aggregate into a consolidated data set for reporting. We’ve seen business units use this approach for status reports, sales figures, and issues management.

SharePoint Document Libraries and Folders

In order to understand the solution presented, you must understand how the SharePoint Folder connector retrieves information from your SharePoint site.

The connector treats each site as if all documents stored within one document management store. It doesn’t matter if your documents are in different document libraries within the site and organized in folders within the document library. To the connector, the document library name and the folder name are just labels. Therefore, if you are working within a single site, you don’t have to do a lot of work to retrieve all the documents.

If you are retrieving documents from multiple sites, we recommend extracting the information from each site into its own dataset and then merging the final results.

You Must Have Consistency in Your Excel Files

Combine two spreadsheets based on one column worksheet

There’s a favorite scene in Toy Story 2. Andy plays the Evil Doctor Porkchop and asks, “You must choose, Sheriff Woody. How shall she die? Shark, or death by monkeys?” Like Woody, you must choose which way to implement your Excel files as this impacts the ability of Power BI to aggregate the data.

Two Requirements for This to Work

First, choose whether you are you using tabs or tables within Excel? You can’t mix the two easily and we are showing you the easy way in this post.

Tabs

Tabs are the easiest to implement since you can take what you have today. They require:

  • All tabs in all spreadsheets to aggregate have the same name
  • The first row of the tab will be treated as the column headings for your data set

If you use tabs, everything on the tab will be exported. You must be careful to monitor for the existence of extraneous data in the data set.

Tables

Tables are a preferred way to format your Excel data as they create a structured dataset within the tab. This eliminates the extraneous data issue that can be caused by people putting notes in random cells. It also allows you name your tables with recognizable names. To use this feature, see this https://support.office.com/en-us/article/create-and-format-tables-e81aa349-b006-4f8a-9806-5af9df0ac664

Tables require:

  • All tables in all spreadsheets to aggregate have the same name
  • The heading row of the table will be treated as the column headings for your data set

Second, you will need consistent column names across your Excel spreadsheets, no matter if you are using tabs or tables. Otherwise, you will get a new column for each column name mismatch. If you have Col1, Col2, Col3 in File 1 and Col1, Column2, Col3 in File2, when you merge them, you will get Col1, Col2, Column2, Col3 in the final data set.

User Scenario

Within SharePoint, we have nearly 200 spreadsheets where we need to aggregate the spreadsheets into one consolidated dataset. We also need to keep the folder path of the file so that we know where the file comes from since there are duplicate names.

The Power BI Merge Process

In this video, you’ll see how to connect to a SharePoint site, select the files to merge, and how to retain the folder name.

Users of UW-Madison's institutional Tableau workbooks may need to pull data from one Microsoft Excel spreadsheet into another spreadsheet. This KB article explains how, by using an Excel formula called vLookup.

How does the vLookup formula work?
Excel's vLookup formula pulls data from one spreadsheet into another by matching on a unique identifier located in both spreadsheets. For example, we want to add a column for email address but that data exists on a separate spreadsheet. vLookup can pull email addresses from Spreadsheet 2 into Spreadsheet 1 by matching CampusID 555123123 in both spreadsheets.

  1. Locate where you want the data to go. Click that cell only once.

  2. At the top, go to the Formulas tab and click Lookup & Reference.

  3. Select vLookup

  4. Excel’s vLookup wizard will pop up. We’ll walk through each part of the formula.


  5. Lookup_value
    Find the Unique Identifier (lookup value). It is usually in the same row as the empty cell you selected.
    Click once on the Unique Identifier so that the cell position will automatically fill in. In this example it is cell B2.


  6. Go to the next field, Table_array (click in it once). In Spreadsheet 2 highlight the table containing the info you want, starting with the Unique ID.


    In this example, Excel looks up Campus ID 555123123 in the first highlighted column of Spreadsheet 2.
    Note: Make sure each Unique ID is listed only once in the table_array (on the second spreadsheet) so that vLookup retrieves the correct value. For example, if 555123123 is duplicated in the table_array, where Student [email protected] is the email in one row and Student [email protected] in the other, Excel will choose one of the emails for you.
  7. Go to Col_index_num (click in it once). This identifies which column contains the information you want from Spreadsheet 2.
    Type the number of columns your field is from the Unique ID, where the Unique ID is 1. Here, the Email field is the third column.
  8. Go to Range_lookup (click in it once). Type FALSE to search for exact matches. The result will look something like this:


  9. Finally, copy and paste the formula to pull emails for the rest of the column.
    (Note: if your table array is in the same Excel workbook, put $ signs around the cell values, similar to the example below. This ensures that you reference the correct cells in the table array, meaning that the table array does not shift down when you paste the formula down. See Advanced Tip below for more details.)
vLookup Shortcut
If you feel comfortable with the vLookup tool instructions above, you can type the formula directly in the cell instead of using the wizard.
  1. Type the beginning of the formula: =VLOOKUP(
    The formula guide will appear below.
    (Note: You may notice Excel displays the formula in 2 places: the formula bar above and directly in the cell. You can edit the formula in either place.)


  2. Follow the guide and enter each value. Remember to insert a comma between each value.
  3. Insert a closed parenthesis ) and hit Enter. The end result will look like something like this:
    =VLOOKUP(B2,'[Spreadsheet Name.xlsx]SheetName'!$B$1:$E$11,3,FALSE)
  4. Finally, copy and paste the formula to pull emails for the rest of the column. Keep relative references in mind and use $ signs where necessary. (See Advanced Tip below for more details.)
Advanced Tip on Relative References
The position of the lookup value (Unique ID) in relation to the vLookup formula is maintained when you copy and paste. If you paste the formula one cell down (to E3), it looks up the Unique ID that is also one cell down (B3). The same is true when copying right, left or up.
In other words, the formula will stay x number of columns and y number of rows away from the lookup value – no matter where you paste the formula. In our example, the formula is the fourth column from the CampusID and in the same row. No matter where you paste the formula (in this example), it will always look up the cell that is the fourth cell to the left in the same row.
However, it is possible to lock cells in place by inserting 1 or more $ signs. This means, no matter where you paste the formula, it will always reference the same cell.When copying and pasting the formula, use the $ sign to lock in cells.
  • To lock in the lookup value in cell B1, insert $ signs before the column and the row:
    =VLOOKUP($B$1,’[Spreadsheet2.xlsx]SheetName’!$B$1:$E:$11,3,FALSE)
  • To lock in the column only, insert a $ before B only.
  • To lock in the row only, insert a $ before 1 only.


Need More Information or Help?

If you have questions about this Tableau document, please contact Melissa Chan, Office of Data Management and Analytics Services (ODMAS) at [email protected]Spreadsheet.

Combine Two Spreadsheets Based On One Column

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Keywords:Tableau Workbook Dashboard Excel 2 Two Combine Pull Data IDESuggest keywordsDoc ID:90851
Owner:Steven T.Group:Office of Data Management & Analytics Services KB
Created:2019-04-04 11:15 CDTUpdated:2020-06-20 04:08 CDT
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