Effortlessly Merge Excel Files: A Step-by-Step Guide

Dealing with multiple Excel files containing related data can be a real headache. Manually copying and pasting is tedious, error-prone, and simply not efficient. Fortunately, Excel offers several powerful methods to merge these files, saving you valuable time and effort. This guide will walk you through the most common and effective ways to combine your Excel data.

Why Merge Excel Files?

Before we dive into the how-to, let’s quickly consider why merging Excel files is so important:

• Consolidated Reporting: Combine data from multiple sources into a single, comprehensive report.
• Data Analysis: Analyze related datasets together for a more complete picture.
• Efficiency: Avoid manual data entry and reduce the risk of errors.
• Improved Workflow: Streamline your data management process.

Methods for Merging Excel Files

There are several ways to merge Excel files, and the best method depends on the structure of your data and your specific needs. Here are the most popular techniques:

Method 1: Copying and Pasting (Basic, Suitable for Small Datasets)

This is the simplest approach, ideal for smaller files with a manageable number of rows and columns. It’s not scalable for larger data sets due to potential performance issues and the tedious nature of the task.

1. Open Both Excel Files: Open the source Excel files you want to merge and also the target Excel file where the merged data will reside.
2. Select Data in the Source File: In the source file, click on the top-left cell to select all the data. Alternatively, select the area of data which you want to merge. Press Ctrl + C (or Cmd + C on Mac) to copy the data.
3. Navigate to the Target File: Go to the target Excel file. Click on the cell (typically A1, but can be any cell below any existing data) where you want the data to be pasted.
4. Paste Data: Press Ctrl + V (or Cmd + V on Mac) to paste the copied data. The data will be inserted into the sheet.
5. Repeat for Other Source Files: Repeat steps 2-4 for each additional source file that needs to be merged.
6. Save the Target File: Make sure you save the target file with the newly added data.

Note: Use Paste Special to paste values, formatting or other specific options.

Method 2: Using Power Query (Recommended for Large Datasets and Complex Merging)

Power Query is a powerful data transformation tool built into Excel. It’s highly recommended for larger datasets, combining multiple files, and more complex merging scenarios. It’s available in Excel 2010 and later versions. Here’s how to use it:

1. Open a New Excel File: This will be your target file for the merged data.
2. Go to the Data Tab: In the Excel ribbon, click on the Data tab.
3. Select Get Data: In the ‘Get & Transform Data’ group, click Get Data. Select From File and then choose From Folder… if all files are in a same folder; Or select **From File** and then select **From Workbook…** to select each file individually.
4. Browse and Select the folder/file: In the browse dialogue box, find the folder or file that contain the Excel files that you wish to merge and click **Ok**.
5. Data Preview: Excel will show you a preview of the files/data. Click Transform Data button.
6. Power Query Editor: The Power Query Editor window will open.
7. Select the desired data: If you chose the folder option in step 3, expand the content of the column, using the double arrow icon (expand button) next to the ‘Content’ column, by clicking it and select the desired fields to include. In case you chose the file option in step 3, skip this step.
8. Append Queries: In the ‘Home’ tab, under the ‘Combine’ group, click on the dropdown arrow besides Append Queries and select **Append Queries as New**.
9. Append Table Options: Choose the ‘Three or more tables’ radio button. Then select the tables from the left box and click **Add** to move them to the right box. Verify all the desired tables are added and click **OK**.
10. Load the Combined Data: In the ‘Home’ tab of the Power Query Editor, click Close & Load or **Close & Load To…**. Choose where you want to load the merged data (a new worksheet or data model) in the dropdown menu.

Power Query Advantages:

• Handles Large Datasets Efficiently
• Can Combine Data from Different File Formats
• Offers Advanced Data Transformation Capabilities (e.g., filtering, sorting, adding columns)
• Data is automatically refreshed if source files change (when data is loaded to Data Model)

Method 3: Using VBA (For Advanced Automation)

VBA (Visual Basic for Applications) is a programming language within Excel that allows for more complex automation tasks, including merging files. This approach is for users with some programming knowledge or are comfortable using macros. Here’s a basic VBA code example:

Sub MergeExcelFiles()
  Dim wbSource As Workbook, wbTarget As Workbook
  Dim wsSource As Worksheet, wsTarget As Worksheet
  Dim LastRow As Long
  Dim FilePath As Variant

  ' Target file path (where to merge the data) - use full path
  Set wbTarget = ThisWorkbook
  Set wsTarget = wbTarget.Sheets("Sheet1")

  ' Get folder path to open files from
    With Application.FileDialog(msoFileDialogFolderPicker)
        .Title = "Select the folder with source excel files"
        .AllowMultiSelect = False
        If .Show <> -1 Then GoTo NextCode
        FilePath = .SelectedItems(1) & "\"
    End With
    
    
    Dim strFile As String
    strFile = Dir(FilePath & "*.xls*")
    
    Do While strFile <> ""
    ' Source File path
    Set wbSource = Workbooks.Open(FilePath & strFile)

    For Each wsSource In wbSource.Worksheets
    
        ' Find last row with data
      LastRow = wsTarget.Cells(Rows.Count, 1).End(xlUp).Row
      ' Copy source data to target file
       wsSource.Cells.Copy wsTarget.Cells(LastRow + 1, 1)
    
    Next wsSource

    wbSource.Close SaveChanges:=False
     strFile = Dir()
  Loop
  
    NextCode:    
    MsgBox "Files Merged Successfully!", vbInformation

End Sub

Steps to use this VBA code:

1. Open the target excel file (or any file if using a personal macro workbook)
2. Press Alt + F11 to open the VBA editor.
3. Insert a module: Go to Insert > Module.
4. Paste the VBA code into the module.
5. Adjust the target file path and sheet name, to match your needs.
6. Select Run > Run Sub/UserForm (or press F5) to execute the code.
7. Select the folder that contains the excel files to merge.

Conclusion

Merging Excel files doesn’t have to be a complicated task. By using the methods outlined in this guide, you can choose the approach that best suits your needs and efficiently combine your data. Whether it’s a simple copy-paste or the powerful features of Power Query, you’ll be able to consolidate your Excel files and work more efficiently. If you are merging files often, remember to save your power query steps for future usage.