When it comes to working with data in Excel, one of the most important tasks you may encounter is retrieving data from multiple sources and combining them into a single spreadsheet. This can be a tedious task to do manually, but fortunately, Excel provides several built-in tools that makes this task much easier to accomplish, even for those with little to no programming experience. In this article, we will explore various methods for retrieving data from different files, sheets, and cells in Excel, including using formulas, Power Query, and macros.
Method 1: Using Formulas
One of the easiest ways to retrieve data from multiple files in Excel is to use formulas. In particular, the VLOOKUP function is a popular option for this task. This function allows you to search for a specific value in a range of cells and return a corresponding value from a different column in the same row. Here are the steps to use VLOOKUP to retrieve data from another file:
- Open the Excel file that you want to retrieve data from.
- Select and copy the range of cells that contain the data that you want to retrieve.
- Open the Excel file where you want to insert the retrieved data.
- Select the cell where you want the retrieved data to appear.
- Type “=VLOOKUP(” and then select a cell that contains the value that you want to use to lookup the corresponding data.
- Insert a comma and then select the range of cells that you copied from the other file.
- Insert a comma and then specify the column number that contains the data that you want to retrieve.
- Close the parentheses and press Enter.
Now the cell that you selected should display the corresponding data that you retrieved from the other file. Keep in mind that if the value that you selected for the lookup does not exist in the range of cells that you specified, the function will return an error.
Another useful function for retrieving data from multiple files is the INDEX function. This function allows you to select a specific cell from a range of cells based on its row and column position. Here are the steps to use INDEX to retrieve data from another file:
- Open the Excel file that you want to retrieve data from.
- Select and copy the range of cells that contain the data that you want to retrieve.
- Open the Excel file where you want to insert the retrieved data.
- Select the cell where you want the retrieved data to appear.
- Type “=INDEX(” and then select the range of cells that you copied from the other file.
- Insert a comma and then specify the row number that contains the data that you want to retrieve.
- Insert a comma and then specify the column number that contains the data that you want to retrieve.
- Close the parentheses and press Enter.
Now the cell that you selected should display the corresponding data that you retrieved from the other file.
Method 2: Using Power Query
If you need to retrieve data from multiple files on a regular basis, then it may be more efficient to use Power Query instead of formulas. Power Query is an add-in for Excel that allows you to automate the process of retrieving data from different sources, including other files, databases, and web pages. Here are the steps to use Power Query to retrieve data from another file:
- Select the “Data” tab in the Excel ribbon.
- Select “Get Data” and then choose “From File” and then “From Workbook.”
- Select the Excel file where the data that you want to retrieve is stored.
- Select the range of cells that contains the data that you want to retrieve.
- Select “Transform Data” to open the Power Query Editor.
- Use the Power Query Editor to transform the data as needed, such as filtering, sorting, or merging with other data sources.
- Select “Close & Load” to insert the transformed data into your Excel workbook.
Now the data that you retrieved using Power Query will be automatically refreshed whenever you open the workbook, or you can manually refresh the data by selecting “Refresh All” from the “Data” tab.
Method 3: Using Macros
If you need to retrieve complex sets of data from multiple files that cannot be easily accomplished using formulas or Power Query, then it may be necessary to use macros. Macros are small programs that can automate repetitive tasks in Excel, such as retrieving data from different sources and performing calculations. Here are the steps to use macros to retrieve data from another file:
- Open the Excel file where you want to insert the retrieved data.
- Select “Developer” from the Excel ribbon, and then select “Visual Basic” to open the Visual Basic Editor.
- Select “Insert” and then choose “Module” to create a new module.
- Type the code that you need to retrieve the data from the other file.
- Run the macro by selecting “Macros” from the Excel ribbon, and then choose the macro that you created.
Now the data that you retrieved using macros will be inserted into your Excel workbook. Keep in mind that macros can be powerful, but they can also be dangerous if not executed properly, so be sure to test your macros thoroughly before using them in a production environment.
Frequently Asked Questions
Q1: Can I retrieve data from cells that are in a different sheet within the same file?
Yes, you can use formulas such as VLOOKUP, INDEX, and MATCH to retrieve data from different sheets within the same file. Simply specify the sheet name and cell range in the formula.
Q2: Can I retrieve data from a password-protected file?
Yes, you can retrieve data from a password-protected file using formulas or Power Query, as long as you know the password for the file. If the file is protected with a password, you may need to specify the password in the formula or query to access the data.
Check out the video tutorial below to learn more about using formulas to retrieve data from multiple files in Excel:
