Combine Excel tables based on common headers
The Combine Worksheets wizard joins multiple spreadsheets into a single large table and places records according to their headers. It doesn't matter whether the tables structured identically or differently. You can pick out the columns you want to merge if needed, so that unnecessary data are not copied to a new file.
Video: How to combine Excel sheets without copying and pasting
Before you start
- Since the add-in processes table columns, all sheets you want to join must have headers.
- If there are filtered, grouped, or hidden cells in your tables, they will be ignored.
How to use the Combine Sheets wizard
Start Combine Sheets
To run the add-in, click the Combine Sheets icon on the Ablebits Data tab, in the Merge group:
Step 1: Select worksheets and ranges to join
Here you can see all the files that are currently open in Excel. You can pick out the worksheets you would like to join by ticking off the checkboxes next to their names:
Tip. If you have a long list of spreadsheets, take advantage of the checkbox next to the Worksheets column at the top of the list. It lets you instantly select and deselect all items.
The add-in automatically pulls all data from the chosen worksheets. To change the highlighted area, select the sheet name in the list and click on the Select range icon under the Ranges column. It will open this sheet, and you will see a dialog box that allows you to pick the necessary cells:
Also, you can use the additional options:
- Check the Use the same range on all selected sheets box to get the same range on all the chosen sheets selected.
- Tick Select sheets with the same name in all workbooks if this suits your task.
- If you have the Select columns on the next step box checked, you’ll get to step 2 to pick columns. If you uncheck the box, all the columns will be used, and you’ll jump right to step 3.
The buttons at the bottom of the wizard's window will also help you deal with a big number of files:
- Collapse all / Expand all - quickly hide or show all sheets in each workbook.
- Exclude - remove the selected workbooks from the add-in window.
- Add files... - include the files that are not open in Excel.
Tip. If you want to combine data from all columns, untick Select columns on the next step to skip it.
Click Next to continue.
Step 2: Choose the columns to merge
The columns you choose on this step will be joined together based on their headers and placed to a new location.
Note. You will not get this window if you unticked the checkbox Select columns on the next step earlier.
Here you can see a list of column headers from all the selected worksheets and the total number of times a given label occurs in the tables. E.g. if you choose 4 files and each has a column named "Fruit", you will see 4 in the Number of occurrences field for this column.
To exclude some records from the results, unselect the column in the list.
If you want to combine data from all columns, keep all the checkboxes ticked off.
Tip. Select or deselect all columns at once by checking the box next to the Columns header.
Click Next to continue.
Or click Back to return to a previous step and delete, add, or pick out other worksheets.
Step 3: Specify how to paste records
This step lets you define the way to copy and paste records to the merged columns:
Define pasting options
- Paste all. If the copied ranges contain formulas, they will be pasted along with the values.
- Paste values only. This option will replace formulas with their calculated values in the resulting table.
- Create links to source data. Select this radio button if you want the results to update automatically when the data in the source table changes.
Adjust resulting formatting
- Preserve formatting. Tick off this checkbox to apply the original cell format and the styles of the copied ranges to the result.
- Separate the copied ranges by a blank row. See the borderline between the pasted ranges by adding an empty row between them.
- Check Insert names of the source sheets or workbooks to the first column to get the names pasted to the result table.
Click Next to proceed.
Step 4: Decide where to place the result
Select the destination for the combined data from one of the following options:
- Pick New workbook to create a new Excel file with the result.
- Select New worksheet to add a resulting sheet to the current open workbook.
- Or choose a position on one of the existing sheets manually by picking Custom location. One click on the Select range icon will open a dialogue window so you could choose the top left cell for the result.
Click Combine and get the data from the same columns merged into one Excel table.
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