How to Match Data in Excel from 2 Worksheets

If you are tired of manually comparing data from two separate worksheets in Excel, you are not alone. Efficient data matching is an essential part of data analysis, and Excel offers many functions to help you automate this task. In this blog post, you will learn how to match data from two worksheets in Excel, no matter how large or complex the datasets are. You will discover several simple but powerful techniques that will save you time and effort, and ensure the accuracy of your analysis. Whether you are a novice or an experienced user, this guide will provide you with practical tips and tricks to boost your Excel skills.

Step 1: Prepare your Worksheets

Before you can match data in Excel, you need to make sure that your worksheets are ready for analysis. This means that you need to ensure that your two worksheets have a common column with similar data. For example, if you have a list of customers in one worksheet and their orders in another, you need to make sure that both worksheets have a common column with customer names or IDs.

Step 2: Open a New Worksheet

Open a new worksheet in Excel where you will perform your data matching. This will allow you to keep the original worksheets clean and untouched.

Step 3: Use the VLOOKUP Function

The VLOOKUP function is the most common method for matching data in Excel. VLOOKUP fetches a value from a specified column in a worksheet, based on the match of a specified value in another worksheet. Follow these steps:

Step 3.1: Select the Column to Fetch the Data

Select the column where you want to fetch the data. For example, if you want to fetch the order amount in a new worksheet, select the column that contains the order amounts in the original worksheet.

Step 3.2: Enter the VLOOKUP Formula

Enter the VLOOKUP formula in the first cell of the new worksheet. The syntax is: =VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)

Step 3.3: Match the Data

Match the data by running the formula. The lookup_value is the unique identifier in both worksheets, the table_array is the range that contains both the lookup_value and the value you want to fetch, the col_index_num is the column number of the value you want to fetch, and the range_lookup is either TRUE or FALSE. If you set range_lookup to TRUE, the function will return the closest match; if you set it to FALSE, the function will only return exact matches.

Step 4: Use the INDEX and MATCH Functions

The INDEX and MATCH functions are another powerful way to match data in Excel. This method is more flexible than VLOOKUP, as it allows you to fetch data from any column. Follow these steps:

Step 4.1: Select the Column to Fetch the Data

Select the column where you want to fetch the data, just as you did with VLOOKUP.

Step 4.2: Enter the INDEX and MATCH Formulas

Enter the INDEX and MATCH formulas in the first cell of the new worksheet. The syntax is: =INDEX(table_array,MATCH(lookup_value,lookup_array,match_type),col_index_num)

Step 4.3: Match the Data

Match the data by running the formula. The lookup_value is the unique identifier in both worksheets, the lookup_array is the range that contains the lookup_value, the match_type can be either 0, 1, or -1. If you set match_type to 0 or FALSE, the function will only return an exact match; if you set it to 1 or TRUE, the function will return the closest match that is less than or equal to lookup_value; if you set it to -1, the function will return the closest match that is greater than or equal to lookup_value.

Step 5: Use the Conditional Formatting Function

The Conditional Formatting function can help you highlight matching or non-matching data in different colors, making it easier for you to identify any discrepancies. Follow these steps:

Step 5.1: Highlight the Common Column in Both Worksheets

Highlight the common column in both worksheets, so that Excel knows which column to match. You can do this by selecting the entire column or the cells you want to match.

Step 5.2: Select the Conditional Formatting Button

Select the Conditional Formatting button in the Home tab, and choose Highlight Cells Rules. Select the rule you want to apply, such as Duplicate Values, and choose the formatting style you want to use, such as Red Fill with Dark Red Text.

Step 5.3: Save the Worksheets

Save both worksheets once you have identified any discrepancies.

These are the basic steps to follow if you want to match data in Excel from 2 worksheets. By using the VLOOKUP, INDEX, MATCH and Conditional Formatting functions, you can quickly match your datasets, even if they are large or complex. With a few practice runs, you will be able to master these techniques and become an Excel data matching expert in no time. Happy data matching!

Other Tips and Tricks for Matching Data in Excel

While VLOOKUP, INDEX, MATCH and Conditional Formatting are the most commonly used methods for matching data in Excel, there are several other tools you can use to make the process easier and more efficient. Here are some additional tips and tricks:

Pivot Table

A Pivot Table can help you summarize and analyze large datasets, and it is a great tool for matching data in Excel. You can use a Pivot Table to view data from multiple worksheets, and even combine data from different workbooks. This method is particularly useful if you have to match data from multiple columns, or you want to summarize your results in a table.

Power Query

Power Query, also known as Get & Transform, is a powerful tool that allows you to connect to multiple data sources, transform data, and load it into Excel. You can use Power Query to combine data from multiple worksheets, remove duplicates, and perform advanced transformations. This method is ideal for complex datasets that require advanced data cleaning and manipulation.

Data Validation

Data validation is a useful feature in Excel that ensures that your data is accurate and consistent. You can use data validation to limit the input in a cell to a specified list of values, or to a certain format, such as a date or a number. This method is useful if you want to prevent users from entering incorrect data, or if you want to ensure that your datasets are clean and consistent.

Write a Macro

If you have to match data in Excel on a regular basis, you can save time and effort by writing a macro. A macro is a set of instructions that automates a task in Excel, such as matching data from two worksheets. By creating a macro, you can perform the same task with a single click of a button, and avoid repetitive manual work.

Matching data from two worksheets in Excel can be a time-consuming and error-prone task. However, by using the tools and techniques we have outlined in this post, you can easily match your datasets, even if they are large or complex. Whether you prefer to use VLOOKUP, INDEX and MATCH, Conditional Formatting, Pivot Tables, Power Query or macros, there is a method that can work for you. By mastering these skills and applying them to your data analysis, you will become an Excel expert and be able to handle any task that comes your way. Good luck!

FAQ

Here are some commonly asked questions about matching data in Excel:

Can I match data from more than two worksheets in Excel?

Yes, you can. However, the process may become more complex as you add more worksheets. One way to approach this is to use a Pivot Table, which allows you to summarize data from multiple sources.

What if I have duplicates in my datasets?

If you have duplicates in your datasets, you can use the Remove Duplicates function in Excel to eliminate them. This function is available in the Data tab, and it allows you to remove duplicates based on one or more columns.

What if my datasets have different formats or structures?

If your datasets have different formats or structures, you may need to transform them before matching them. For example, you may need to delete extraneous columns, rename columns, or reformat data. You can use Power Query, also known as Get & Transform, to perform these transformations.

What if I need to match data from two Excel workbooks?

If you need to match data from two Excel workbooks, you can use the External Data function in Excel to connect to both workbooks. This function allows you to open both workbooks in Excel and match data between them.

How do I create a macro in Excel?

To create a macro in Excel, you need to use the Visual Basic editor. The Visual Basic editor is a tool that allows you to write and edit Visual Basic code, which is used to automate tasks in Excel. You can access the Visual Basic editor by clicking the Developer tab in Excel and selecting Visual Basic.