How to Consolidate Data in Excel (In Easy Steps)

Consolidating data in Excel is the process of combining data from multiple sheets or ranges into a single, summarized view. This is helpful when you have data scattered across different worksheets or workbooks and want to analyze or present it as a whole. There are a few methods to consolidate data in Excel, and I’ll walk you through two common approaches:

Using Excel’s Consolidate Feature:

This method works well when you have data in different worksheets within the same workbook.

Step 1: Open your Excel workbook and go to the sheet where you want to consolidate the data.
Step 2: Click on the cell where you want the consolidated data to begin.
Step 3: Go to the “Data” tab in the Excel ribbon.
Step 4: In the “Data Tools” group, click on “Consolidate.”
Step 5: In the “Consolidate” dialog box, select the function you want to use for consolidation (e.g., Sum, Average, etc.).
Step 6: Click the “Add” button and select the range from the source sheet you want to consolidate.
Step 7: Repeat Step 6 for each additional range you want to include in the consolidation.
Step 8: Choose whether you want to create links to the source data or not.
Step 9: Click “OK” to consolidate the data.

Using Excel’s Power Query (Get & Transform Data):

This method is useful when you have data in different workbooks or when you want more flexibility and automation.

Step 1: Open your Excel workbook and go to the sheet where you want to consolidate the data.
Step 2: Go to the “Data” tab in the Excel ribbon.
Step 3: Click on “Get Data” and select “From File.”
Step 4: Choose the type of data source (e.g., From Workbook) and select the appropriate file(s).
Step 5: Select the specific sheet(s) you want to consolidate, and click “Load.”
Step 6: This will open the Power Query Editor. Here, you can apply transformations and filters to your data if needed.
Step 7: Click “Close & Load” to bring the consolidated data into your Excel sheet.

Remember that both methods have their advantages, and the best method for you depends on your specific requirements and the structure of your data.

Additionally, if you have data in multiple workbooks and need to consolidate them regularly, Power Query is more suitable as it allows you to create a connection that refreshes automatically when the source data changes. This way, your consolidated data will always stay up-to-date without manual intervention.