Excel Tutorial: How To Merge Excel Workbooks


When working with multiple excel workbooks, it can be time-consuming to manually consolidate the data. Fortunately, merging excel workbooks can make this process much more efficient. By combining the data from different workbooks into one, you can easily compare and analyze the information. Additionally, one common issue that arises when merging excel workbooks is dealing with blank rows. These can disrupt the integrity of the data and should be removed to ensure accurate analysis and reporting.

Key Takeaways

  • Merging excel workbooks can significantly improve efficiency in data analysis
  • Removing blank rows is crucial for maintaining data integrity
  • Review and identify common columns for merging before starting the process
  • Consider using built-in tools like Consolidate feature or Power Query for merging
  • Finalize the merged workbook, create a backup, and share it with others for collaboration

Understanding the data

Before merging excel workbooks, it's important to have a clear understanding of the data within each workbook. This will ensure a smooth and accurate merge.

A. Review the data in each workbook
  • Open each workbook and carefully review the data it contains.
  • Take note of any inconsistencies or discrepancies that may need to be addressed before merging.

B. Identify common columns for merging
  • Identify the key columns that will serve as the basis for merging the workbooks.
  • These common columns could include unique identifiers, such as customer IDs or product codes.

C. Ensure data formats are consistent
  • Check that the data formats in each workbook are consistent and compatible for merging.
  • This includes ensuring that date formats, number formats, and text formats align across the workbooks.

Excel Tutorial: How to Merge Excel Workbooks

Using the "Consolidate" Feature

The "Consolidate" feature in Excel allows you to combine data from multiple workbooks into one. To access this feature, go to the "Data" tab, and then click on "Consolidate" in the "Data Tools" group.

Choosing the Appropriate Function for Merging

When using the "Consolidate" feature, you have the option to choose the appropriate function for merging your data. The most commonly used functions are "Sum," "Count," "Average," "Max," and "Min." Depending on the type of data you are merging, you can select the function that best suits your needs.

Specifying the Data Range for Each Workbook

After selecting the function, you will need to specify the data range for each workbook that you want to merge. This involves selecting the range of cells in each workbook that contains the data you want to combine. You can do this by clicking on the "Add" button in the "Consolidate" dialog box and then selecting the range for each workbook.

Excel Tutorial: How to Merge Excel Workbooks

Merging workbooks using Power Query

In this section, we will explore how to merge Excel workbooks using Power Query, a powerful tool in Excel that allows you to manipulate, transform, and merge data from multiple sources.

A. Importing each workbook into Power Query
  • Open Excel and go to the Data tab.
  • Select "Get Data" and choose "From File" and then "From Workbook."
  • Locate and select the Excel workbook you want to import and click "Import."
  • Repeat the process for each workbook you want to merge.

B. Removing blank rows using Power Query
  • After importing the workbooks into Power Query, click on the "Data" tab.
  • Click on "Remove Rows" and choose "Remove Blank Rows" from the dropdown menu.
  • This will remove any blank rows from the imported data, ensuring that your merged workbook is clean and organized.

C. Merging the data from multiple workbooks
  • Once you have imported and cleaned the data from each workbook, go to the "Home" tab in Power Query.
  • Click on "Close & Load" to merge the data into a single workbook.
  • Choose the option to load the merged data to a new worksheet or directly to the existing workbook.
  • Power Query will combine the data from the multiple workbooks into a single, consolidated workbook, ready for further analysis and reporting.

By following these steps, you can effectively merge Excel workbooks using Power Query, saving time and effort while ensuring accuracy and consistency in your data analysis.

Reviewing and refining the merged data

After merging multiple Excel workbooks, it's important to review and refine the merged data to ensure accuracy and usability. Here are some key steps to take:

A. Checking for errors or inconsistencies
  • Scan the merged data for any errors or inconsistencies, such as missing values or duplicate entries.

  • Use Excel's built-in tools, such as data validation and conditional formatting, to identify and correct any issues.

B. Refining the merged data using formulas or functions
  • Utilize Excel's formulas and functions to clean up the merged data, such as removing leading or trailing spaces, converting text to proper case, or extracting specific information.

  • Consider using functions like VLOOKUP or INDEX-MATCH to reconcile data across different worksheets and ensure consistency.

C. Ensuring the data is organized and understandable
  • Organize the merged data into logical sections or tables, using headers and formatting to make it easy to read and navigate.

  • Consider creating summary tables or pivot tables to provide a high-level view of the merged data, making it easier to analyze and interpret.

Finalizing the merged workbook

After successfully merging excel workbooks, it is essential to finalize the process by taking a few important steps. This ensures that the merged workbook is saved, backed up, and easily accessible to others.

A. Saving the merged workbook
  • Step 1: Click on the "File" tab in Excel and select "Save As".
  • Step 2: Choose the location where you want to save the merged workbook and enter a file name.
  • Step 3: Select the desired file format (e.g., Excel Workbook or PDF) and click "Save".

B. Creating a backup copy of the merged workbook
  • Step 1: Navigate to the location where the merged workbook is saved.
  • Step 2: Right-click on the file and select "Copy".
  • Step 3: Paste the copied file in a separate location as a backup.

C. Sharing the merged workbook with others
  • Step 1: Open the merged workbook in Excel.
  • Step 2: Click on the "File" tab and select "Share".
  • Step 3: Choose a method for sharing the workbook, such as sending it via email or saving it to a shared drive.


In conclusion, merging Excel workbooks can be a useful tool for combining data and streamlining your workflow. Remember to carefully follow the merging process to ensure accuracy and avoid any potential errors. Additionally, removing blank rows before merging is crucial to maintain the integrity of your data. We encourage you to continue practicing and exploring other Excel features to enhance your skills and efficiency in using this powerful tool.

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