Consolidate Function in Excel

Excel Consolidate Function

Consolidate is an inbuilt function in excel which is used to consolidate data from different workbooks which are opened at the same time, this function is present in the data tab, what this function does it that it allows us to select multiple data from different workbooks and consolidate it in a final workbook.

Consolidate Function in Excel

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How to Use Consolidate in Excel? (with Examples)

You can download this Consolidate Excel Template here – Consolidate Excel Template

Example #1: Consolidate Multiple Worksheets into One

Before I explain to you about the consolidating function in excel, I would want you to download the workbook from the above link to practice along with me to learn this feature.

Assume you have received data from three worksheets in the same workbook, as shown in the below picture.

consolidate function example 1.1
consolidate function example 1.2
consolidate function example 1.3

We have sales data of four zones in three different sheets.

Now we need to collate this data into a single worksheet; for this in a separate sheet, I have created a template named Consolidated Sheet.

consolidate function example 1.4

Follow the below steps.

  1. Select the cell B2 in the “Consolidate Sheet”.

    consolidate example 1.5

  2. Go to the Data ribbon and click on Consolidate.

    consolidate example 1.6

  3. As soon as we click on “Consolidate”, we will get below the Consolidate window.

    consolidate example 1.7

  4. In the above window first item to see is the Function drop-down list in excel. In this drop-down list, we can select any function to consolidate the data.

    Based on the type of consolidation we need to do, we need to select the desired function. In this example, I want to create a summary of the total sales of three different worksheets. So I will select the SUM function in excel, which is the default.
    consolidate example 1.8

  5. Next, we need to add the reference of each worksheet sale number cells. Click on the reference box and select the sales number in the worksheet “File 1”.

    consolidate example 1.9

  6. Once the reference is selected, click on ADD. It will add your selected references to all references.

    consolidate example 1.10

  7. Now by placing a cursor back to reference, go to the second worksheet, i.e., “File 2”.

    consolidate example 1.11

  8. It will automatically select the range of cells as we selected in the previous worksheet. Now again, click on Add to add the reference.

    consolidate example 1.12

  9. Now finally repeat the same step for the File 3 worksheet.

    consolidate example 1.13

  10. Ok, we are done with the reference process. Click on OK to get the consolidated summary in the “Consolidate Sheet”.

    consolidate gif

Wow is the word to describe, isn’t it??

How cool it is if we get the breakup of all the numbers along with the total. Yes, I know this what you need now. Let’s create that as well.

How cool it is if we can create a link to the source so that whenever we make some changes in the source sheet, it should reflect in the summary sheet instantly.

Below is the example screenshot of the same.

example 2.3

As we can see, some rows are grouped together, which can be expanded by clicking on the PLUS button. So, Zone “E” has three different worksheet numbers, and in cell B5, we have a summary of all the three worksheet numbers.

To create a link while giving a reference, we need to check the box of “Create Link to Source Data.”

example 2.1

This will create a link to the sourced data cells. Now we can see this in the cell referencesCell ReferencesCell reference in excel is referring the other cells to a cell to use its values or properties. For instance, if we have data in cell A2 and want to use that in cell A1, use =A2 in cell A1, and this will copy the A2 value in more.

example 2.2

Example #3 – Consolidate Data to Blank Worksheet

In the above example, we have created a template in the worksheet “Consolidate Sheet,” and then we have consolidated the data. We can also consolidate without creating the template as well.

For this, first, add a blank sheet then follow the same procedure as above, but while giving references, we need to select the entire data range.

Select the complete data range instead of only the numbers column.

example 3.1

Repeat the same action for all the three worksheets.

example 3.2

Once the reference is given, we need to click on the checkboxes of “Top Row,” “Left Column” to create labels.

example 3.3

Once this is given, click on OK to the blank worksheet; it will create a consolidated summary like the below one.

example 3.4

Like this, we can use excel Consolidate function to consolidate the data from different worksheets.

Recommended Articles

This has been a guide to Consolidate in Excel. Here we discuss how to use the consolidate function to consolidate data from different worksheets along with examples & a downloadable excel template. You can learn more about excel from the following articles –

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