Here’s a detailed guide on how to create a pivot table from multiple sheets in Google Sheets using formulas and examples.
How to Create Pivot Table From Multiple Sheets in Google Sheets? Step By Step Guide
Pivot tables are a powerful tool in Google Sheets that allow you to summarize and analyze data from multiple sheets in a concise and organized format. By using formulas like IMPORTRANGE and QUERY, you can import data from different sheets into a new sheet, and then create a pivot table to analyze the combined data.
Step 1: Import data from multiple sheets using IMPORTRANGE
The first step in creating a pivot table from multiple sheets is to import the data from the sheets you want to analyze. You can use the IMPORTRANGE function in Google Sheets to accomplish this. The IMPORTRANGE function allows you to import data from one sheet to another, even if the sheets are in different Google Sheets documents.
The syntax for the IMPORTRANGE function is as follows:
=IMPORTRANGE(“spreadsheet_url”, “sheet_name!range”)
- “spreadsheet_url”: Replace this with the URL of your Google Sheets document that contains the sheet from which you want to import data.
- “sheet_name”: Replace this with the name of the sheet from which you want to import data.
- “range”: Replace this with the specific range of data you want to import.
For example, if you have three sheets named “Sheet1”, “Sheet2”, and “Sheet3” in your Google Sheets document, and you want to import data from A1 to E1000 from all three sheets, you can use the following formulas in separate cells in a new sheet:
=IMPORTRANGE(“https://docs.google.com/spreadsheets/d/your_spreadsheet_id“, “Sheet1!A1:E1000”) =IMPORTRANGE(“https://docs.google.com/spreadsheets/d/your_spreadsheet_id“, “Sheet2!A1:E1000”) =IMPORTRANGE(“https://docs.google.com/spreadsheets/d/your_spreadsheet_id“, “Sheet3!A1:E1000”)
Note: “your_spreadsheet_id” in the formulas above should be replaced with the actual ID of your Google Sheets document. The ID can be found in the URL of your document.
When you enter these formulas, Google Sheets will prompt you to grant access to the sheets you want to import data from. Once you grant access, the data from the specified ranges in the respective sheets will be imported into the new sheet.
Step 2: Combine imported data using QUERY
Once you have imported data from all the sheets into a new sheet, you can use the QUERY function to combine and analyze the data. The QUERY function allows you to perform SQL-like queries on your data in Google Sheets.
The syntax for the QUERY function is as follows:
=QUERY(range, query, headers)
- “range”: Replace this with the range of data you want to query, which includes the imported data from the previous step.
- “query”: Replace this with the query you want to perform on the data. The query can include SQL-like clauses such as SELECT, FROM, WHERE, GROUP BY, ORDER BY, and more.
- “headers”: Replace this with the number of header rows in your data. This is important to specify correctly in order to ensure the correct interpretation of the data.
For example, let’s say you have imported data from three sheets into a new sheet named “CombinedData”, and the data is organized with headers in the first row. You want to create a pivot table that shows the sum of values in column C grouped by the values in column A. You can use the following formula in a new cell:
=QUERY(CombinedData!A1:E, “SELECT A, SUM(C) GROUP BY A)”, 1)
In the formula above, “CombinedData!A1:E” refers to the range of imported data from all the sheets, which includes columns A to E. The “SELECT A, SUM(C) GROUP BY A” part of the formula specifies that you want to select column A (which contains the values you want to group by) and calculate the sum of values in column C (which contains the values you want to summarize) grouped by the values in column A. The “1” in the formula indicates that the first row in the range contains headers.
After entering the formula, Google Sheets will display the result of the query, which will be a combined and summarized dataset based on the criteria specified in the formula.
Step 3: Create a Pivot Table
Now that you have a combined and summarized dataset using the QUERY function, you can easily create a pivot table to further analyze and visualize the data. To create a pivot table, follow these steps:
- Select any cell within the dataset generated by the QUERY function in the “CombinedData” sheet.
- In the menu, click on “Data” > “Pivot table.”
- In the “Create pivot table” dialog box, make sure the “Select data range” field contains the correct range of data from the “CombinedData” sheet. You can manually enter the range or use the “Select data range” button to select the range.
- Choose where you want the pivot table to be placed – either in a new sheet or an existing sheet. If you choose an existing sheet, specify the location by clicking on the “Location” field and selecting the desired cell in the sheet.
- Click on the “Create” button.
Now, you will have a blank pivot table in the specified location. You can customize the pivot table using the pivot table editor on the right side of the screen. You can drag and drop fields from the “Rows”, “Columns”, “Values”, and “Filters” areas in the pivot table editor to define how you want to summarize and analyze the data.
For example, you can drag the “A” field from the “Rows” area to the “Rows” section of the pivot table editor to use the values in column A as the rows in the pivot table. You can drag the “SUM of C” field from the “Values” area to the “Values” section of the pivot table editor to calculate the sum of values in column C for each value in column A. You can also add additional fields to the “Rows”, “Columns”, and “Filters” areas to further customize the pivot table.
Once you have configured the pivot table to your desired format, Google Sheets will automatically update the pivot table based on the data in the “CombinedData” sheet. You can further customize the appearance of the pivot table by formatting cells, applying conditional formatting, and adding charts or graphs to visualize the data.
Example:
Let’s say you have three sheets in your Google Sheets document named “Sales”, “Expenses”, and “Profit”, and you want to create a pivot table that shows the total sales, total expenses, and net profit for each month. The sheets have the following structure:
- “Sales” sheet: Columns A, B, C contain “Date”, “Product”, and “Sales Amount” respectively.
- “Expenses” sheet: Columns A, B, C contain “Date”, “Category”, and “Expense Amount” respectively.
- “Profit” sheet: Columns A, B, C contain “Date”, “Product”, and “Profit Amount” respectively.
You can use the following formulas to import data from the three sheets into a new sheet named “CombinedData”:
=IMPORTRANGE(“https://docs.google.com/spreadsheets/d
=IMPORTRANGE(“https://docs.google.com/spreadsheets/d/1aBcDeFgHiJkLmNopQrStUvWxYz/edit#gid=123456789“, “Sales!A1:C”) =IMPORTRANGE(“https://docs.google.com/spreadsheets/d/1aBcDeFgHiJkLmNopQrStUvWxYz/edit#gid=987654321“, “Expenses!A1:C”) =IMPORTRANGE(“https://docs.google.com/spreadsheets/d/1aBcDeFgHiJkLmNopQrStUvWxYz/edit#gid=567890123“, “Profit!A1:C”)
Assuming that you have entered these formulas in cells A1, D1, and G1 of a new sheet named “CombinedData”, you will now have the data from the three sheets imported into the “CombinedData” sheet.
Next, you can use the QUERY function to combine and summarize the data based on your desired criteria. For example, you can use the following formula in cell J1 of the “CombinedData” sheet to calculate the total sales, total expenses, and net profit for each month:
=QUERY(A:G, “SELECT A, SUM(C), SUM(F), SUM(G) WHERE A IS NOT NULL GROUP BY A LABEL A ‘Month’, SUM(C) ‘Total Sales’, SUM(F) ‘Total Expenses’, SUM(G) ‘Net Profit'”, 1)
In the formula above, “A:G” refers to the range of imported data from all the sheets, which includes columns A to G. The “SELECT A, SUM(C), SUM(F), SUM(G)” part of the formula specifies that you want to select column A (which contains the dates you want to group by), calculate the sum of values in column C (which contains the sales amount), the sum of values in column F (which contains the expenses amount), and the sum of values in column G (which contains the profit amount). The “WHERE A IS NOT NULL” part of the formula ensures that only rows with a date in column A are included in the query. The “GROUP BY A” part of the formula groups the data by the values in column A (dates). The “LABEL A ‘Month’, SUM(C) ‘Total Sales’, SUM(F) ‘Total Expenses’, SUM(G) ‘Net Profit'” part of the formula labels the columns in the query result.
After entering the formula, the QUERY function will generate a combined and summarized dataset in the “CombinedData” sheet, showing the total sales, total expenses, and net profit for each month based on the data from the three sheets.
Finally, you can create a pivot table from the combined and summarized dataset in the “CombinedData” sheet to further analyze and visualize the data. You can follow the steps outlined in the previous section to create a pivot table and customize it according to your needs.
In conclusion, creating a pivot table from multiple sheets in Google Sheets is a powerful way to consolidate and analyze data from different sources. By using the IMPORTRANGE function to import data from multiple sheets into a single sheet, and then using the QUERY function and pivot tables to combine, summarize, and visualize the data, you can gain valuable insights and make informed decisions based on your data analysis. With the ability to customize the pivot table settings and formatting, you can create dynamic and interactive reports that provide meaningful insights into your data.