How do I connect fields from two spreadsheets

  • Thread starter The Good Deeds Team
  • Start date
T

The Good Deeds Team

I have two spreadsheets.

the first has a list of account numbers, for example

10
20
30

The second has a list of acount numbers and an amount, for example

10 100
20 150
30 175

How can I in the fisrt spreadsheet, use a formula to look in the second
spreadsheet for the corresponding account number, example 20, and pull the
correct value, example 150 withoutout coding each row in the first
spreadsheet to look exactly at the specific row in the second spreadsheet

For example, I can do this and it works

=(second spreadsheet!$F$11)

however I just want it to know where in the second spreadsheet column F the
value 20 exists and pull 175 from colum G

I don't want to have to tell the firts spreadsheet it is on row 11, I want
it to look through coulmn F and find the value 20, which matches the value in
the first spreadsheet, and then give me the amount from that row in the
second spreadsheet, say column g

this application is really 6000 accounts in the first spreadsheet, that need
to match 6000 accounts in the second spreadsheet, and I don't want to code it
row by row, simplely match the accopunt numbers from the two spreadsheets and
give me a value on the corresponding row.
 
R

RagDyer

You can use Vlookup.

Account numbers on Sheet1, A2 to A6000.

Account numbers on Sheet2, A2 to A6000
Amounts on Sheet2, B2 to B6000.

Enter this in B2 of Sheet1:

=VLOOKUP(A2,Sheet2!$A$2:$B$6000,2,0)

You can drag down to copy, or the easy way is to double click on the "fill
handle" in the lower right corner of B2, which will copy the formula in B2
down Column B, as far as there is data in Column A.
--

HTH,

RD
==============================================
Please keep all correspondence within the Group, so all may benefit!
==============================================


message I have two spreadsheets.

the first has a list of account numbers, for example

10
20
30

The second has a list of acount numbers and an amount, for example

10 100
20 150
30 175

How can I in the fisrt spreadsheet, use a formula to look in the second
spreadsheet for the corresponding account number, example 20, and pull the
correct value, example 150 withoutout coding each row in the first
spreadsheet to look exactly at the specific row in the second spreadsheet

For example, I can do this and it works

=(second spreadsheet!$F$11)

however I just want it to know where in the second spreadsheet column F the
value 20 exists and pull 175 from colum G

I don't want to have to tell the firts spreadsheet it is on row 11, I want
it to look through coulmn F and find the value 20, which matches the value
in
the first spreadsheet, and then give me the amount from that row in the
second spreadsheet, say column g

this application is really 6000 accounts in the first spreadsheet, that need
to match 6000 accounts in the second spreadsheet, and I don't want to code
it
row by row, simplely match the accopunt numbers from the two spreadsheets
and
give me a value on the corresponding row.
 
O

Otto Moehrbach

You can do this with VLookup formulas but there is a problem with that, that
you should be aware of. With 6000 rows of data and just 2 columns in
Sheet2, you will need 6000 VLookup formulas. The problem is that the file
will grow big in a hurry. If you have more than just those 2 columns, which
I suspect you do, you will end up with a big file. If that is not a problem
for you then I would say to go with the formulas. The alternative is to go
with a VBA solution. Post back if you need more. HTH Otto
 
R

RagDyer

You bring up a good point Otto.

The Index and Match combination is supposed to be much more efficient then
Vlookup, although I have no idea how it compares to VBA.

This should work faster then the Vlookup formula I first suggested:

=INDEX(Sheet2!$B$2:$B$6000,MATCH(A2,Sheet2!$A$2:$A$6000,0))
--


Regards,

RD
--------------------------------------------------------------------
Please keep all correspondence within the Group, so all may benefit!
-------------------------------------------------------------------


You can do this with VLookup formulas but there is a problem with that, that
you should be aware of. With 6000 rows of data and just 2 columns in
Sheet2, you will need 6000 VLookup formulas. The problem is that the file
will grow big in a hurry. If you have more than just those 2 columns, which
I suspect you do, you will end up with a big file. If that is not a problem
for you then I would say to go with the formulas. The alternative is to go
with a VBA solution. Post back if you need more. HTH Otto
 
O

Otto Moehrbach

RD
The VBA way may well be slower (looping through 6000 cells) but it
doesn't increase the size of the file like all those formulas do. I usually
refrain from using formulas when there are many (like 6000) formulas
involved. Otto
 
R

RagDyer

FWIW,
A couple of years ago, after reading about some speed tests Aladin did, I
switched a big WB database from a double (error checking) Vlookup formula to
the Index and Match combination,
It cut the opening time of the WB, IIRC, from 5, to just about 3 minutes !

Regards,

RD
 
T

The Good Deeds Team

This is really cool and worked great - now I would like to extend the model.

The application is a budget model

Budgets are stored in 140 separate worksheets, I thought about, having 140
tabs, but someone in the office said that would not work for them

Your suggestion worked for me as long as the other spreahseet was open (as
in the following example)

=-ROUND(INDEX('[10010 Budget Ofc of the President.xls]Sheet 1'!$F$1:$F$100,
MATCH($A503,'[10010 Budget Ofc of the President.xls]Sheet 1'!$M$1:'[10010
Budget Ofc of the President.xls]Sheet 1'!$M$100,0))/3,2)

However if I close the other spreadsheet, and the first spreadsheet as well,
then open the first spreadsheet and say update from other spreadsheets, the
fields gets the value REF# and the formula changes to this:

=-ROUND(INDEX('S:\ACCOUNTING\Budgets\Budgets\FY2005 Budget\OOP\[10010 Budget
Ofc of the President.xls]Sheet 1'!$F$1:$F$100,
MATCH($A503,'S:\ACCOUNTING\Budgets\Budgets\FY2005 Budget\OOP\[10010 Budget
Ofc of the President.xls]Sheet 1'!$M$1:'S:\ACCOUNTING\Budgets\Budgets\FY2005
Budget\OOP\[10010 Budget Ofc of the President.xls]Sheet 1'!$M$100,0))/3,2)

Even if this worked, I wanted to reduce the string

S:\ACCOUNTING\Budgets\Budgets\FY2005 Budget\OOP\

to

..\oop

that does not seem to work either

Do you have any suggestions?
 
T

The Good Deeds Team

if the first table has the account number, but it does not exist in the
second table, the result is '#N/A', how can I make the result 0 (zero)
 
R

RagDyer

Try this:

=IF(ISNA(MATCH(A2,Sheet2!$A$2:$A$6000,0)),0,INDEX(Sheet2!$B$2:$B$6000,MATCH(
A2,Sheet2!$A$2:$A$6000,0)))
--

HTH,

RD
==============================================
Please keep all correspondence within the Group, so all may benefit!
==============================================


message if the first table has the account number, but it does not exist in the
second table, the result is '#N/A', how can I make the result 0 (zero)
 
R

RagDyer

I don't know if this will help or not, and maybe I'm missing something, but
.... why do you have the WB name *repeated twice* in the Match() portion of
your formula???

Doesn't this work just as well for you?

=-ROUND(INDEX('[10010 Budget Ofc of the President.xls]Sheet
1'!$F$1:$F$100,MATCH($A503,'[10010 Budget Ofc of the President.xls]Sheet
1'!$M$1:$M$100,0))/3,2)


--

HTH,

RD
==============================================
Please keep all correspondence within the Group, so all may benefit!
==============================================

message This is really cool and worked great - now I would like to extend the model.

The application is a budget model

Budgets are stored in 140 separate worksheets, I thought about, having 140
tabs, but someone in the office said that would not work for them

Your suggestion worked for me as long as the other spreahseet was open (as
in the following example)

=-ROUND(INDEX('[10010 Budget Ofc of the President.xls]Sheet 1'!$F$1:$F$100,
MATCH($A503,'[10010 Budget Ofc of the President.xls]Sheet 1'!$M$1:'[10010
Budget Ofc of the President.xls]Sheet 1'!$M$100,0))/3,2)

However if I close the other spreadsheet, and the first spreadsheet as well,
then open the first spreadsheet and say update from other spreadsheets, the
fields gets the value REF# and the formula changes to this:

=-ROUND(INDEX('S:\ACCOUNTING\Budgets\Budgets\FY2005 Budget\OOP\[10010 Budget
Ofc of the President.xls]Sheet 1'!$F$1:$F$100,
MATCH($A503,'S:\ACCOUNTING\Budgets\Budgets\FY2005 Budget\OOP\[10010 Budget
Ofc of the President.xls]Sheet 1'!$M$1:'S:\ACCOUNTING\Budgets\Budgets\FY2005
Budget\OOP\[10010 Budget Ofc of the President.xls]Sheet 1'!$M$100,0))/3,2)

Even if this worked, I wanted to reduce the string

S:\ACCOUNTING\Budgets\Budgets\FY2005 Budget\OOP\

to

..\oop

that does not seem to work either

Do you have any suggestions?
 

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