Combine data from multiple sheets

If you receive information in multiple sheets or workbooks that you want to summarize, the Consolidate command can help you pull data together onto one sheet.

When to Use?

If you receive information in multiple sheets or workbooks that you want to summarize, the Consolidate command can help you pull data together onto one sheet. For example, if you have a sheet of expense figures from each of your regional offices, you might use a consolidation to roll up these figures into a corporate expense sheet. That sheet might contain sales totals and averages, current inventory levels, and highest selling products for the whole enterprise.

To decide which type of consolidation to use, look at the sheets you are combining. If the sheets have data in inconsistent positions, even if their row and column labels are not identical, consolidate by position. If the sheets use the same row and column labels for their categories, even if the data is not in consistent positions, consolidate by category. 

Combine by position

For consolidation by position to work, the range of data on each source sheet must be in list format, without blank rows or blank columns in the list.

1. Open each source sheet and ensure that your data is in the same position on each sheet.

2. In your destination sheet, select the upper-left cell of the area where you want the consolidated data to appear.

Note: Make sure that you leave enough cells to the right and underneath for your consolidated data.

3. Go to Data > Consolidate.

4. In the Function box, select the function that you want Excel to use to consolidate the data.

5. In each source sheet, select your data. The file path is entered in All references.

6. When you have added the data from each source sheet and workbook, select OK.

Combine by category

For consolidation by category to work, the range of data on each source sheet must be in list format, without blank rows or blank columns in the list. Also, the categories must be consistently labeled. For example, if one column is labeled Avg. and another is labeled Average, the Consolidate command will not sum the two columns together.

1. Open each source sheet.

2. In your destination sheet, select the upper-left cell of the area where you want the consolidated data to appear.

Note: Make sure that you leave enough cells to the right and underneath for your consolidated data.

3. Go to Data > Consolidate.

4. In the Function box, select the function that you want Excel to use to consolidate the data.

5. To indicate where the labels are located in the source ranges, select the check boxes under Use labels in: either the Top row, the Left column, or both.

6. In each source sheet, select your data. Make sure to include either the top row or left column information that you previously selected. The file path is entered in All references.

7. When you have added the data from each source sheet and workbook, select OK.

Note: Any labels that do not match labels in the other source areas cause separate rows or columns in the consolidation.