Consolidate Function in Excel 7 sTEPS: A Comprehensive Guide

Excel’s one off the most useful features is the Consolidate function. And you can use it to combine data from multiple sheets or workbooks into one master sheet. Here below, we will look at the Consolidate function in Excel. Also what are its benefits and how to use it for your benefit.

Benefits of the Consolidate Function in Excel

The Consolidate function in Excel indeed allows you to combine data from multiple sources into a single sheet. This feature has many benefits. You can see such benefits below.

1. Increased Efficiency. Consolidating data from multiple sources into one sheet can save you a lot of time and effort. Without the Consolidate function, you would have manually copy and paste data from each source into one sheet. And it is quite long process and cause some errors when manually done.
2. Improved Data Accuracy: When you are consolidating data into one sheet, you can reduce the risk of errors always. Because when data is spread across multiple sheets or workbooks, it can be easy to overlook errors or make mistakes when copying and pasting data.
3. Consolidating data into one sheet can lessen your manual work of checking different files tough. When you have all data in place, you can draw insights from your data. With all your data in one place, you can even create charts, graphs and pivot tables to visualize them.

how to use consolidate function in excel

If you wanna use the Consolidate function in Excel, you will follow these steps.

1. First of all, you should open the Excel workbook with the data you want to consolidate.
2. Then you can select the cell for process to happen.
3. Now, you can click on Data tab in the Excel ribbon.
4. You will select Consolidate button in Data Tools.
5. In Consolidate dialog box, you will select the function you want to use ( Such as Sum, Average, Count etc.) and all cells you want to consolidate.
6. You can click Add button to add additional cells always.
7. Now only click OK.

Tips for Using the Consolidate Function in Excel

You can make the most of the Consolidate function in Excel with these tips.

1. You should ensure your data is organized consistently across all sheets or workbooks.
2. It is good to use named ranges to make it easier to select.
3. You will choose the appropriate function for your data. For example, if you want to consolidate sales data, you might use Sum function.
4. And be mindful of the cell references when consolidating data. Excel will adjust the cell references based on the location of the consolidated data. So it is important to double-check the results.

Advanced Tips for Using the Consolidate Function in Excel

Now that you have a basic understanding of the Consolidate function in Excel. Now it is time to take a look at some advanced tips and techniques. Because these can help you for using this powerful tool.

1. Consolidate Data from Multiple Workbooks: what is consolidate function in excel

By default, the Consolidate function in Excel can only consolidate data in same workbook. However, if you need to consolidate data from multiple workbooks, you can do so by using external references.

To consolidate data from multiple workbooks, follow these steps:

1. You create a new workbook and open it.
2. Then you will click on the cell to consolidate the data.
3. You can click on Data tab in Excel ribbon.
4. In Consolidate button in Data Tools group, you can select the function you want to use and cells you want to consolidate.
5. Now, you should click on Add button to add additional cell groups.
6. Then, you click browse button and select the workbook with data you want to consolidate.
7. You can select the range of cells in that workbook.
8. Now you only click on OK button.

consolidate dialog box functions in excel

Sometimes, you may need to consolidate data that has different structures. For example, you may have sales data for different regions or products in different ways. In case you have data with different structures, you can use PivotTable and PivotChart Wizard for consolidation. The PivotTable and PivotChart Wizard can create a pivot table. So it can consolidate data with different structures.

How to combine data in Excel? create a pivot table

What makes this PivotTable unique?  There is no need for manual data preparation or formatting. As soon as you import the data, you may start creating a PivotTable based on linked tables.

1. For this, you will open the Excel workbook with current data.
2. Now, you will click on Data again.
3. This time you will choose PivotTable and PivotChart Wizard button in the Data Tools group.
4. In the PivotTable and PivotChart Wizard dialog box, you should select the range of cells to consolidate.
5. You choose where you want to place the pivot table. For example, in a new worksheet or in an existing worksheet.
6. Now, you can drag the fields you want to consolidate to Row Labels and Values areas in the pivot table.
7. Also, it is a good idea to customize the pivot table if you need it.

Conclusion: What is consolidating data?

Consolidate function in Excel always save you time and most importantly, simplify data analysis. If you learn and apply above tips and rules, you can use the Consolidate function in Excel. And in the end, you can take your data management skills to the next level. So, you will ensure your data is organized consistently and choose the appropriate function for you.

Kathy Castle

A dedicated Career Coach, Agile Trainer and certified Senior Portfolio and Project Management Professional and writer holding a bachelor’s degree in Structural Engineering and over 20 years of professional experience in Professional Development / Career Coaching, Portfolio/Program/Project Management, Construction Management, and Business Development. She is the Content Manager of ProjectCubicle.