Excel Tutorial: How To Merge Excel Data


Managing large sets of data in Excel can be a cumbersome task, especially when you need to combine data from multiple sources. That's where merging Excel data becomes essential. Whether you're working with sales reports, customer data, or any other type of information, being able to merge and consolidate data can help streamline your workflow and make analysis easier. In this tutorial, we'll walk you through the steps to merge Excel data like a pro, so you can save time and work more efficiently.

Key Takeaways

  • Merging Excel data is essential for streamlining workflow and making analysis easier.
  • Using functions like Remove Duplicates and Filter can help in merging and consolidating data efficiently.
  • Excel formulas can be used to identify and remove blank rows, ensuring data accuracy.
  • Reviewing the merged data is important to check for errors and discrepancies.
  • Regularly organizing and cleaning up data in Excel is crucial for maintaining data integrity.

Step 1: Open Excel and Select the Data to Merge

A. Open Excel and locate the worksheet containing the data

B. Select the range of cells that need to be merged

Step 2: Use the Remove Duplicates Function

After consolidating your Excel data, the next step is to remove any duplicate rows using the Remove Duplicates function. This ensures that your merged data is clean and free from any redundant information.

  • A. Navigate to the Data tab on the Excel ribbon

    Once your data is ready, go to the Data tab located on the Excel ribbon at the top of the window. This is where you will find the necessary tools for removing duplicates.

  • B. Click on the "Remove Duplicates" button

    Within the Data tab, locate and click on the "Remove Duplicates" button. This will open a dialog box with options for removing duplicate rows from your dataset.

  • C. Select the column or columns to be considered when removing duplicates

    In the Remove Duplicates dialog box, you will be prompted to select the column or columns that Excel should consider when identifying and removing duplicate rows. You can choose one or multiple columns based on your specific requirements.

  • D. Click "OK" to remove the duplicate rows

    After selecting the relevant columns, simply click the "OK" button to initiate the removal of duplicate rows. Excel will process the data and provide a summary of the removed duplicates once the operation is complete.

Step 3: Utilize the Filter Function

When working with large datasets in Excel, it can be helpful to utilize the filter function to easily manage and analyze your data.

A. Go to the Data tab and click on the "Filter" button

To access the filter function, navigate to the Data tab in Excel and click on the "Filter" button. This will add drop-down arrows to the headers of your data, allowing you to filter and sort the information as needed.

B. Use the filter options to display only the unique values in the chosen column

Once the filter is applied, you can use the drop-down arrows to display only the unique values in the chosen column. This can be helpful when you want to identify and work with specific data points within your dataset.

C. Copy the filtered data to another location in the worksheet

After filtering the data, you may want to copy the filtered data to another location in the worksheet for further analysis or reporting. Simply select and copy the filtered data, then paste it into the desired location.

Step 4: Use Excel Formulas to Identify and Remove Blank Rows

Once you have identified the blank rows in your Excel data, the next step is to utilize Excel formulas to remove them. Here are the key methods to achieve this:

A. Utilize the "IF" and "COUNTBLANK" functions to identify blank rows
  • 1. Use the "IF" function

    The "IF" function in Excel allows you to perform a logical test and return a value based on the result. You can use this function to check if a row is blank and mark it accordingly.

  • 2. Use the "COUNTBLANK" function

    The "COUNTBLANK" function counts the number of empty cells within a specified range. By utilizing this function, you can easily identify which rows contain blank cells.

B. Use the "FILTER" or "SORT" function to remove the identified blank rows
  • 1. Use the "FILTER" function

    The "FILTER" function in Excel allows you to filter data based on specific criteria. You can use this function to exclude the rows that have been identified as blank.

  • 2. Use the "SORT" function

    The "SORT" function can be used to organize data in a specified order. By sorting the data and excluding the rows marked as blank, you can effectively remove them from the dataset.

C. Verify that the blank rows have been successfully removed
  • After applying the above methods, it is crucial to verify that the blank rows have been successfully removed from your Excel data. Review the dataset and ensure that all unnecessary blank rows have been excluded.

Step 5: Review the Merged Excel Data

After merging the data in Excel, it is important to review the merged dataset to ensure its accuracy and completeness. This step is crucial to identify and rectify any errors or discrepancies in the merged data.

A. Take a look at the merged data set to ensure that it is accurate and complete
  • Check for proper alignment:

    Verify that the data from different sources has been merged correctly and is properly aligned in the dataset.
  • Verify data format:

    Ensure that the data types and formats are consistent across the merged dataset.
  • Look for missing values:

    Scan the dataset for any missing or blank cells that may have occurred during the merging process.

B. Check for any errors or discrepancies in the merged data
  • Compare with original datasets:

    Cross-check the merged dataset with the original datasets to identify any discrepancies or missing information.
  • Validate calculations:

    If the merge involves any calculations or formulas, review the results to ensure their accuracy.
  • Identify duplicates:

    Look for any duplicated records that may have been created during the merging process.

By thoroughly reviewing the merged data, you can ensure its integrity and reliability for any further analysis or reporting.


In conclusion, we have covered the steps to merge Excel data, including using the "Merge & Center" feature, and the "Consolidate" function. It is important to practice these techniques regularly to become more proficient in Excel. By doing so, you can easily manipulate and analyze large sets of data. Additionally, organizing and cleaning up data in Excel is essential for maintaining accuracy and efficiency in your work. So, keep practicing and stay organized for better Excel proficiency!

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