different tables being combined

Google Sheets – Combining Tables With Different Data Using VLOOKUP

When using Google Sheets, often times you can find yourself wanting to pull data from one table into another. However, these two tables don’t always have the same types of data in the same order. As long as there is at least one value in common, you can use a few tricks to bring data from different tables together into one combined table.

See this YouTube video for a walkthrough of the steps.

We will go over how to do this using several relatively basic steps and ending with the super-useful VLOOKUP formula. VLOOKUP typically looks to the right (we’ll get there), but we can also trick the function and have it look to the left.

 Live examples in Sheets

Go to this spreadsheet for examples combining data.

combine tables with FILTER

Google Sheets – Combine Data without Query | Different Worksheets

This post is written to accompany the YouTube video showing how to combine multiple tables of data in your Google Sheet.

Often times, data that you want to analyze is spread across multiple sheets and multiple files. If you want to combine tables found on multiple worksheets and/or multiple worksheets, these four different techniques will help you join them together. Each technique results in different output. Choose the one that works best for you.

These methods are meant for data with like headers and data types.

Combine tables using UNIQUE
Using UNIQUE
Four circumstances covered
  • Keep Original Order
    • Keep the order of the original data by stacking each list.
  • Sorted
    • Sort the resultant table by any column.
  • Duplicates removed
    • Remove any duplicate lines of data if you don’t want them in your sample.
  • No blank rows
    • Remove any blank rows from your new table.

Also, data from another file can be pulled into these formulas using the IMPORTRANGE function.

 Live examples in Sheets

Go to this spreadsheet for examples combining data.

Google Sheets – SUM or COUNT Values If Cells Have Notes

Overview

If you’re using Google Sheets and you have a list of amounts that you want to sum or count based on whether or not there are notes in the cells, there’s no built-in function to do it. However, there are a relatively easy set of steps to make your own functions to get it done. You’ll be able to COUNT based on cell notes and you’ll be able to SUM as well. Previously, we’ve made custom functions to COUNT or SUM by background color.

This video will walk you through the same steps described below.

Custom formulas in action

COUNT or SUM by note
Cells being counted and summed by notes

SUM if there are notes

If you look in the live spreadsheet, you will see the custom formulas being used for summing based on whether a cell has notes. This does not work for comments, only notes. The summing is done by a formula with the nice little name of SumIfNote which takes the inputs of your range, TRUE/FALSE for with/without notes, and a trigger to recalculate as explained in the associated video.

formula for SumIfNote
Formula used to sum if there are notes

COUNT if there are notes

CountIfNote returns a 3 (which you can see above) since there are three cells with notes.

CountIfNote Formula
Formula to count cells if they contain notes
Watch the video

This site has a companion YouTube channel that has pretty much, well almost exactly, the same content. If you like this, you’ll like that.

Creating custom formulas

It is far easier to grab a copy of the linked sheet. How do we make these functions and any other custom function that you’re so inclined to write? First, go to Tools and you go to Script editor.. and to copy and paste code below.

 /**
* @param {range} countRange Range to be evaluated
* @param {range} colorRef Cell with background color to be searched for in countRange
* @return {number}
* @customfunction
*/

function SumIfNote(sumRange, note, refresh) {
  var ss=SpreadsheetApp.getActive();
  var aSheet= ss.getActiveSheet();
  var sRange = aSheet.getRange(sumRange);
  var values = sRange.getValues();
  var sumResult=0;
  var rangeRow = sRange.getRow();
  var rangeColumn = sRange.getColumn();
  for(i=rangeRow; i<rangeRow+sRange.getNumRows(); i++) {
    for(j=rangeColumn; j<rangeColumn+sRange.getNumColumns(); j++) {
      if((aSheet.getRange(i, j, 1, 1).getNote() != "") == note) {
        sumResult += values[i-rangeRow][j-rangeColumn];
      }
    }
  }
  return sumResult;
}

function CountIfNote(sumRange, note, refresh) {
  var ss=SpreadsheetApp.getActive();
  var aSheet= ss.getActiveSheet();
  var sRange = aSheet.getRange(sumRange);
  var values = sRange.getValues();
  var countResult=0;
  var rangeRow = sRange.getRow();
  var rangeColumn = sRange.getColumn();
  for(i=rangeRow; i<rangeRow+sRange.getNumRows(); i++) {
    for(j=rangeColumn; j<rangeColumn+sRange.getNumColumns(); j++) {
      if((aSheet.getRange(i, j, 1, 1).getNote() != "") == note) {
        countResult += 1;
      }
    }
  }
  return countResult;
}

Script editor

After you go to Tools then Script editor, you come up with a blank screen. But if you don’t, just do a new script file. Paste the code into the blank window. Repeat for each code section above and name them countColoredCells and sumColoredCells. For each file, the script editor puts the “.gs” at the end of the file name which indicates that it is a Google Script. After you make these two, save them, come back to your spreadsheet, type in the formulas, and it should work for you. See the video and linked sheet for further clarification.

 Live examples in Sheets

Go to the linked sheet for examples of counting cells by notes that you can study and use anywhere you would like.

Learn Two Methods to Identify Duplicates in Google Sheets

This post is written to accompany the YouTube video showing how to identify duplicates in your Google Sheet.

Conditional Formatting Function – For starting in cell A2

=COUNTIFS($A2:$A,$A2,$B2:$B,$B2,$C2:$C,$C2)>1

IF statement – Written as if it started in row 2 and looks at three columns

=IF(COUNTIFS(A$2:A2,A2,B$2:B2,B2,C$2:C2,C2)>1, "Duplicate", "")

 Live examples in Sheets

Go to this spreadsheet for examples of identifying duplicates that you can study and use anywhere you would like.

Google Sheets – Use Slicers to Filter a Pivot Table on the Fly

In order to sort your spreadsheet data in a powerful and organized way, we can add Pivot Tables to isolate specific data, then Slicers to further sort those tables. These filters can sort data in a different way than the built-in pivot table filters and provide additional options for your data sets.

For this example, we’re going to keep the source sheet as is and display the filtered list. The starting data is a typical spreadsheet that we will utilize in two different pivot tables.

 

The shared Google Sheets for this post is available as part of the free course.

Original Data

Create your Pivot Table

To create the first Pivot Table, go to Data then Pivot Table.

Using menu to get to Data then Pivot Table

We will use the source as the entire table including headers. We will be showing the sales by item and an additional Pivot Table to sort by item and date.

Selecting the source data

Select “Existing Sheet” and drop the table into G2 by clicking the box to the right, then selecting G2.

Choosing to use the existing sheet

We’ll sort this by the quantity of sales by item description. Next to Rows in the Pivot Table Editor, click Add, and select Item Description.

Choosing item description for Columns

The Value will be “Quantity Sold.”  We want this to be summed, so we will leave this drop-down with the SUM value. This creates a simple table that sums the sales by item description.

Choosing qty as the value

Create Another Pivot Table

To create the second Pivot Table, once again select Data then Pivot Table. We’ll use this table as a source and put this in G13. We’ll leave space because pivot tables expand and contract depending on what you do with them.

Creating a second pivot table
Second pivot table

First, we’ll add a row for the dates using the same method above, then right-click and group the dates. Go to “Create Pivot Date Group” and click “Month” for this example. We’ll do quantity again as the Value to populate the total sales for the items. 

Create Pivot Date Group
Date Group

This means we’ll need to add items to this second Pivot Table, so we’ll drop in another row by clicking the Add button next to Row, and selecting Item Description.

adding item description row

These two different tables are showing the same data in different ways – one by item description and one by item description and date.

Filter – First Method

The first way to filter these Pivot Tables is to create normal filters that will act on both of these pivot tables as long as they are in the same sheet and working on the same data. Left-click on the Pivot Table, then go to the bottom of the editor to add a filter – let’s say to filter Item Description.

Pivot Table Filter Options

If you left-click on the status, you can either filter by condition or by values (which will be the same in the slicer). We’re going to take “garden hose” out.

Filter options

Filters are specific to one pivot table. You won’t see this being filtered unless you look at the options in the editor.  If we remove the filter, Garden Hoses will come back to the table. This means that no one will be able to see that this data is being filtered unless they look at the editor. This also only applies to one Pivot Table.

After the filter is applied

New Filter Option – Slicers

Instead of filters, we’re going to use Slicers and see how they operate differently. Go to Data then Slicer.

Data slicer

Now it’s asking for the data range. Click the original table, not the pivot table, for the data range. We’re going to slice the source data.

Select data range

Drag the slicer over to the right. Since we’ve already selected the range, it automatically populates in the Slicer options. We’re going to skip the column for now, and we’re going to make sure that the checkbox is selected so that it applies to Pivot Tables.

Clicking checkmark to apply to pivot tables

In addition, you can further customize the slicer by choosing different colors, fonts, etc. Let’s leave it the way it is.

Customization options

Let’s filter by item description. We can only do one column right now – if we need more, we’ll need to make additional Slicers.

Selecting Item Description for the column

The first thing we’re going to notice is that the Slicer is already here for everyone to see. There are the same options to filter by conditions and values when you click it. We’re going to do the same thing again and filter out Garden Hose. Start by clicking the Filter icon on the left.

Slicer filter

Add Another Slicer

The data still exists but is hidden. If we want to filter by date, we will have to add an additional Slicer. All the Slicers on one sheet have to work with the same ranges. Additionally, they are sheet specific, so they will only filter the data on the original sheet.

The changes we have been making will only work in our user profile with our sheet, so if you want these settings to apply to additional users, you need to edit the slicer and pick “Set Current Filters as Default” – that way they will see the same filters that you have.

Slicer filter

Let’s continue filtering by date. We’re going to select date once again, and “Filter by Condition.” We only want it if it’s after August 1st, 2019. This table only has July values on it.

Filter by condition

Choosing a date range

Before I click “okay” we can see that this table has July values in it. When we update it, it will only have august.

Two filters

Now the sheet has both Slicer filters applied.