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How To Merge Two Excel SpreadSheets Into One by clickit | on July 5, 2013
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How To Merge Two Excel SpreadSheets Into One | Neil Ball's Empower Network Blog
How To Merge Two Excel SpreadSheets Into One
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Excel Merge Two Spreadsheets into one – Video Transcript Hello it’s Neil Ball your online marketing coach from WorkWithNeilBall.com. I am going to demonstrate today how to take two spreadsheets and combine the data from both of them into a separate spreadsheet.
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This can be useful if you have got two spreadsheets with two lots of data that you want to combine together. You have to be a little bit careful with this because if there are duplicate values in one of the spreadsheets that mean the data on each line isn’t unique then the results that you will get may not be exactly as you would expect them. What I have done is, just to demonstrate this, is I have made two spreadsheets, the other
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thing about this just before I explain what I have done, I have just remembered is this process will only work in Microsoft Excel. So what you need to do, is the data that you
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need to combine, you need to use separate sheets in the workbook to actually make this happen. Just looking at this here, what I have got is, I have got a spreadsheet which I have created which has got name and zip code. You have got 51 items here with name and zip
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code. What my idea was with this is that I wanted to find out city and state and each of the zip codes that these were in and sort them out so that all the data was combined together. Now I have also got another spreadsheet here which has zip, city and state, so for this to
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work you have got to have a column of data which will be in both sets of data so in this case, zip is the same in each one, so that is what is going to tie everything together. One of the difficulties in using zip codes as I have done here is that they are not totally unique as I
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have found here with this data set here which I have got. I’m not quite sure why that is but the same zip code can cover more than one area. And because of that it means that this won’t work perfectly unless you make the data unique. So what I’m actually going to do is,
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I’m going to take this data and make it unique before I start this process so, to do that I will just go to data and go remove duplicates and I’m just going to create a set of data which is unique. The point of this process is not necessarily to do this but to show that you can have two sets of tables of data and you can combine the two sets of tables together to create one table which will have corresponding values on the same row. So with this as I showed you, I have got fifty rows of data on here but on the zip code column I have actually got 23,000 row of data so, it’s a nice demonstration as to how this can be quite a useful tool. If you have got two sets of data that you have to combine, you have got a lot of data
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because it can save you quite a bit of time and as long as you have got some kind of uniqueness then with the fields that are being used to tie the two sets of data together then
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you will, then obviously it is a huge timesaver. So the first thing that you need to do is to highlight the data in the first sheet and that you need to combine right the way up to the top, you need the top line here, and if you go to formulas, and then go to define names,
How To Merge Two Excel SpreadSheets Into One
then what you can do is, you can define a name for this, so I am going to call this name and zip. Which is actually the name of the sheet there. Now you need to do the same on the second spreadsheet. You need to go all the way down to the bottom of the spreadsheet of the range of data that you are trying to combine. And you need to define again, I call this
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How To Merge Two Excel SpreadSheets Into One | Neil Ball's Empower Network Blog
zip code table, it’s a lot easier if you call these what you call the worksheet itself. Then you know exactly where you are up to. So we have now defined those as, use the defined name
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to define each of those so now what you need to do is you need to go to a separate tab where you want to combine the data too. So I am just using sheet three here. And you need to go to data up at the top here. And you need to select from other source and drop
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down to Microsoft query, and click that, and then you need to select Excel Files and click ok. And what happens then is it will bring up this box here, and then from here you need to select where the data is going to come from. So in my case here, it is on there, and there we have it, it is on there. You need to select the actual workbook and to do that, if you select all files here, if you select that you can select ok and this has got two sets of data in here because I have done this previously, so if I just take the ones I have created, that was name and zip there. So add those to there. So what is actually happening here is within that you have actually got, if I just take this back across, you can see you have got name and zip. You can either select the container for these. So you can actually select the individual columns of data. Whichever is easiest or whichever one gives you the results that you need. In this case, I want to combine all the data so I just select the container at the top. So I select that one there, this is the other one that I just created, so put that across there and then click next. You will always get this error here or this message here. Just click ok. It is just saying it couldn’t join the content together and it is asking you to do it manually, and it is asking you to click ok. And then what you do is, the columns that you are going to tie together is the zip code so if you just highlight that and keep your finger on your mouse, and literally drag it to there, and what it does it, it will actually create a link between the two columns that have the zip data, in from the two sheets, so we will just give it a moment to do that, right so it has done that, and the next thing to do is, if you go file, let me just pull this down a bit so you can see it better. So on this Microsoft query screen you can see now that zip is connected to zip. The next
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thing you need to do is if you click file and then go to return data and go to Microsoft Office Excel, like that. Then you need to select the top left hand sell location that you want the data to populate from. Most of the time it is probably A1. And you then click ok. In this box here, just click ok and there is the data and what it has done is, it has taken each of these, and it has taken the zip code here and checked it down these 23,000 items here and where it has found a match, it has combined the two sets of data together. So you can see that that zip code matches that zip code because they have come from,
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they are two different sheets, so you have got the name, you have got the city, you have got the date. And it has done that for all 51 of them, absolutely superb and it is a really useful thing to do. I don’t think the example I have give you here isn’t probably the best example of how you would probably use this. Because as I have said before the actually data and the zip code file that I have got here is not, well, I have looked at it and the zip codes are
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not totally unique. This isn’t a brilliant example of how I would use this particular feature but I am quite sure that you will come across situations where you have got two sets of data that you want to combine together and you have one set of data in one sheet and one in another and as long as you have got uniqueness, and it works great of the same number of records so if one set of data is unique and you have got another set of data that contains that unique content that does extra content that you don’t need. As long as there is uniqueness, as it is showing as long as there is a match, or anything that doesn’t match from the first table to the second table doesn’t actually get combined into the, with Microsoft query to this final results table that is being created. To subscribe to my list and receive free tips on internet marketing on how to make money on line go to wwwWorkWithNeilBall.com, also for more information on how I coach and how I teach and the things that I do for my team, go to www.WorkWithNeilBall.com. Until next time, goodbye.
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How To Merge Two Excel SpreadSheets Into One | Neil Ball's Empower Network Blog
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How To Combine 2 Excel SpreadSheets Into One In Microsoft Excel
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How To Combine 2 Sets Of Data Into One SpreadSheet In Microsoft Excel
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