How to merge two datasets in excel

Answer

Merging two datasets in Excel means combining data from two different tables into a single, unified table. This process can be done using several methods depending on the type of data and the structure of the datasets.

1. Using VLOOKUP to Merge Datasets

VLOOKUP is used when you have a common identifier (key) in both datasets.

Steps:

1. Ensure both datasets have a common column, such as Employee ID or Product Code.

2. Place the cursor in the column where you want to import data from the second dataset.

3. Enter the formula: 

   =VLOOKUP(lookup_value, table_array, col_index_num, FALSE)

Explanation:

• lookup_value → cell containing the key in the first dataset.

• table_array → range of the second dataset including the key and the columns to retrieve.

• col_index_num → the column number in the second dataset to retrieve data from.

• FALSE → ensures an exact match.

Example:
To merge salaries from Dataset B into Dataset A by Employee ID: 

=VLOOKUP(A2, 'DatasetB'!A:B, 2, FALSE)

This pulls the salary from Dataset B into Dataset A.

2. Using INDEX-MATCH for Flexible Merging

INDEX-MATCH works like VLOOKUP but allows more flexibility if the key column is not the first column.

Formula: 

=INDEX(return_range, MATCH(lookup_value, lookup_range, 0))

Explanation:

• return_range → column containing the values to pull.

• lookup_value → value in Dataset A to find.

• lookup_range → column in Dataset B with the key.

• 0 → ensures an exact match.

Example: 

=INDEX('DatasetB'!C:C, MATCH(A2, 'DatasetB'!A:A, 0))

This returns the value from column C of Dataset B for the matching key in column A.

3. Using Power Query for Advanced Merging

Power Query is ideal for large datasets or when multiple columns need merging.

Steps:

1. Go to Data → Get & Transform → Get Data → From Table/Range.

2. Load both datasets into Power Query.

3. Click Home → Merge Queries.

4. Select the common column in both datasets.

5. Choose the type of join:

   • Left Join → keep all rows from the first dataset.

   • Right Join → keep all rows from the second dataset.

   • Inner Join → keep only matching rows.

   • Full Outer Join → keep all rows from both datasets.

6. Click OK and expand the merged table to include the desired columns.

7. Click Close & Load to import the merged dataset back into Excel.

4. Using Copy-Paste for Simple Appending

If datasets have the same columns and structure:

1. Copy the second dataset.

2. Paste it below the first dataset.

3. Remove duplicates using Data → Remove Duplicates if necessary.

This method is fast for small datasets but does not handle complex merging based on keys.

5. Important Tips

• Ensure both datasets have consistent data formats. For example, dates, numbers, and text should match.

• Trim extra spaces using TRIM() to prevent errors in matches.

• Sort datasets by the key column to simplify visual checks.

• Power Query provides the best solution for frequent updates or large datasets.

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