Excel Populate Data From Another Sheet Based On Cell

Working with multiple sheets in Excel can be a powerful way to organize and analyze data. One common task is to populate data from one sheet to another based on a cell value. This can be achieved through various methods, including using formulas, VBA macros, or Excel's built-in features like Power Query. Here, we'll explore how to accomplish this task using different approaches.

Method 1: Using VLOOKUP or INDEX/MATCH Formulas

One of the most straightforward methods to pull data from another sheet based on a cell value is by using lookup formulas. The VLOOKUP function and the INDEX/MATCH function combination are two of the most commonly used formulas for this purpose.

VLOOKUP Formula

The VLOOKUP function searches for a value in the first column of a table array and returns a value in the same row from another column you specify.

VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

• lookup_value: The value you want to search for.
• table_array: The range of cells that contains the data you want to search.
• col_index_num: The column number that contains the value you want to return.
• [range_lookup]: Optional. Set to FALSE for an exact match.

Example: If you want to find the name in column B of the "Data" sheet based on an ID in cell A2 on the "Report" sheet, you would use:

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

INDEX/MATCH Formula

The INDEX/MATCH function combination is often preferred over VLOOKUP because it is more flexible and can perform lookups to the left.

=INDEX(range, MATCH(lookup_value, lookup_array, [match_type]))

• range: The range of cells from which to return a value.
• lookup_value: The value you want to search for.
• lookup_array: The range of cells to search.
• [match_type]: Optional. 0 for an exact match.

Example: Similar to the VLOOKUP example, but using INDEX/MATCH:

=INDEX(Data!B:B, MATCH(A2, Data!A:A, 0))

Method 2: Using Power Query

Power Query (available in Excel 2010 and later versions) offers a more dynamic way to manage data from different sheets or even external sources. You can load data from one sheet into another, applying filters or transformations as needed.

1. Go to the "Data" tab and click on "From Other Sources" -> "From Microsoft Query".
2. Select the sheet you want to pull data from and click "OK".
3. Apply any filters or transformations necessary by clicking on the different columns in the Power Query Editor.
4. Load the data into your target sheet.

Method 3: Using VBA Macro

For more complex tasks or repetitive processes, a VBA macro can be written to achieve the data transfer.

Sub TransferData()
    Dim wsSource As Worksheet
    Dim wsTarget As Worksheet
    Dim lastRow As Long
    Dim i As Long
    
    Set wsSource = ThisWorkbook.Worksheets("Data")
    Set wsTarget = ThisWorkbook.Worksheets("Report")
    
    'Find the last row with data in column A of the target sheet
    lastRow = wsTarget.Cells(wsTarget.Rows.Count, "A").End(xlUp).Row
    
    'Loop through each row in the target sheet
    For i = 1 To lastRow
        'Assuming the lookup value is in column A of the target sheet
        'and you want to populate data from column B of the source sheet
        wsTarget.Cells(i, "B").Value = Application.VLookup(wsTarget.Cells(i, "A").Value, _
                                                         wsSource.Range("A:B"), 2, False)
    Next i
End Sub

This VBA macro performs a VLOOKUP operation for each value in column A of the "Report" sheet, populating the corresponding value from column B of the "Data" sheet into column B of the "Report" sheet.

Each of these methods has its own advantages and is suited for different scenarios. Whether you choose to use formulas, Power Query, or VBA will depend on your specific needs, the complexity of your data, and your comfort level with each tool.