Excel Tutorial: How To Pool Data In Excel


When it comes to working with data in Excel, organization and cleaning are essential for accurate analysis and reporting. One of the key aspects of data organization is pooling, which involves combining and consolidating data from multiple sources into one cohesive dataset. In this Excel tutorial, we'll explore the importance of cleaning and organizing data and provide a step-by-step guide on how to pool data in Excel.

Key Takeaways

  • Organizing and cleaning data is crucial for accurate analysis and reporting in Excel.
  • Pooling data in Excel involves combining and consolidating data from multiple sources into one cohesive dataset.
  • Identifying and removing blank rows is essential for efficient data analysis.
  • Utilize functions like CONCATENATE, Power Query, and VLOOKUP to efficiently pool and organize data in Excel.
  • Pooling data in Excel can improve data accuracy and streamline reporting processes.

Understanding the data

When it comes to pooling data in Excel, it’s crucial to have a clear understanding of the data that will be involved in the process. This involves identifying the data to be pooled and checking for any blank rows that may impact data analysis.

A. Identifying the data to be pooled

Before starting the pooling process, it’s important to identify the specific data sets that will be involved. This could include sales figures, inventory data, or any other relevant information that needs to be consolidated for analysis.

B. Checking for blank rows and their impact on data analysis

Blank rows in a dataset can have a significant impact on the accuracy of data analysis. It’s important to check for any blank rows and either remove them or fill in the missing information to ensure that the pooled data is comprehensive and accurate.

Removing Blank Rows

When working with a large dataset in Excel, it's common to come across blank or empty rows that can disrupt the flow of your data. Here's a simple tutorial on how to efficiently remove these blank rows from your dataset.

A. Selecting the entire dataset

Before we can start identifying and removing the blank rows, it's important to select the entire dataset that we want to work with. This can be done by clicking and dragging the mouse to cover all the cells, or by using the shortcut Ctrl+A.

B. Using the filter function to identify blank rows

Once the entire dataset is selected, the next step is to use the filter function to identify the blank rows. This can be done by clicking on the "Filter" button in the data tab, and then using the drop-down menu in the desired column to filter for blank cells.

C. Deleting blank rows from the dataset

After the blank rows have been identified using the filter function, the final step is to delete them from the dataset. This can be done by selecting the entire row of the blank cells, right-clicking and choosing "Delete", and then selecting "Entire row" to remove the blank rows from the dataset.

Utilizing the CONCATENATE function

The CONCATENATE function in Excel is a powerful tool that allows you to combine data from separate columns, create a new column for the pooled data, and merge text, numbers, or dates.

Combining data from separate columns

One of the most common uses of the CONCATENATE function is to combine data from separate columns into a single column. This is especially useful when you have related information spread across multiple columns and you want to consolidate it into one place. To do this, you simply use the CONCATENATE function to reference the cells you want to combine, separating them with a comma within the function.

Creating a new column for the pooled data

To create a new column for the pooled data, you can use the CONCATENATE function in a new column and reference the cells containing the data you want to pool. This will allow you to easily see the pooled data without altering the original columns, which can be useful for maintaining the integrity of your original data.

Using CONCATENATE to merge text, numbers, or dates

The CONCATENATE function is not limited to combining text from different columns. It can also be used to merge numbers and dates, making it a versatile tool for pooling various types of data. Whether you need to combine customer names and phone numbers, merge product codes and quantities, or concatenate dates and times, the CONCATENATE function can handle it all.

Using the Power Query tool

Excel tutorial: How to pool data in excel often involves utilizing the Power Query tool to efficiently import, clean, and combine datasets. This powerful tool can save time and streamline the data pooling process. Here are some essential steps to effectively use the Power Query tool:

A. Importing the dataset into Power Query

First, you need to import your dataset into Power Query. To do this, follow these steps:

  • Open Excel and go to the Data tab
  • Select "Get Data" and choose the source of your data (e.g., Excel file, Database, Web, etc.)
  • Follow the prompts to load your dataset into Power Query

B. Removing blank rows with Power Query

Once your dataset is imported, it's important to clean it up by removing any blank rows. Here's how to do it using Power Query:

  • Go to the Home tab in Power Query and click on "Remove Rows"
  • Select "Remove Blank Rows" from the dropdown menu
  • Power Query will automatically remove any blank rows from your dataset

C. Merging columns to pool data

After cleaning the dataset, you may need to merge columns to pool relevant data together. Power Query makes this process simple:

  • Go to the Home tab in Power Query and click on "Merge Queries"
  • Choose the columns you want to merge and specify the type of join (e.g., Inner, Outer, Left, Right)
  • Power Query will merge the selected columns and create a new combined dataset

Applying the VLOOKUP function

VLOOKUP is a powerful function in Excel that allows you to retrieve data from a reference table based on a specific criteria. It is commonly used to pool data from different sources and consolidate them into a single table. Here are the steps to apply the VLOOKUP function for pooling data in Excel:

A. Creating a reference table for the pooled data

Before you can use VLOOKUP to pool data, you need to create a reference table that contains the data you want to retrieve. This reference table should have a common identifier, such as a unique ID or name, that can be used as the lookup value in the VLOOKUP formula.

B. Writing the VLOOKUP formula to retrieve pooled data

Once you have the reference table set up, you can write the VLOOKUP formula to retrieve the pooled data. The VLOOKUP formula requires four arguments: the lookup value, the table array, the column index number, and the range lookup. By specifying these arguments correctly, you can easily pull in the data from the reference table into your consolidated table.

C. Handling errors and troubleshooting VLOOKUP

While VLOOKUP is a powerful tool, it can sometimes return errors if not used correctly. Common errors include #N/A (not available) and #REF! (invalid reference). It is important to understand how to handle these errors and troubleshoot the VLOOKUP formula to ensure accurate pooling of data.


Pooling data in Excel is essential for organizing and analyzing information efficiently. By removing blank rows and pooling similar data together, you can ensure that your spreadsheet is clean and easy to work with.

  • Filtering: Utilize the filter function to easily remove blank rows in your data.
  • Consolidate: Use the consolidate function to pool similar data from multiple sources into one summary.

By following these methods, you can save time and effort while working with your Excel data, making your tasks more productive and effective.

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