Data Import & Export

How to Compare Excel Sheets and Combine Matching Training Requirements

Maira Mehtab Sep 28, 2026 870 views

Question details

The user needs to compare multiple Excel worksheets containing training attendance data and consolidate them into a single training-needs table based on shared Training IDs and descriptions.

Product: Microsoft Excel
Device & OS: not provided
Scenario: Consolidating training requirements and completed items across multiple sheets that share identical column headings for various attendees.
Observed behavior: Disparate sheets need to be merged and compared to accurately identify specific required or completed training items for each individual without duplicating shared metadata.

Before you start

Ensure all worksheets you plan to combine use exactly the same column headers (e.g., Training ID, Description, Employee Name). It is highly recommended to remove any confidential or personally identifiable information and create a dummy dataset before testing complex consolidation formulas.

Solution 1Recommended

Use Power Query to Append and Consolidate Sheets

Power Query is the most efficient method to combine multiple sheets with identical headings, allowing you to clean and summarize the data automatically.

Power Query can append data from multiple tables and align the columns based on headers automatically, even if the column order differs across sheets.

Convert data to tables

Select your data range in each training sheet and press Ctrl+T to format them as Excel Tables. Give each table a recognizable name in the Table Design tab.

Import to Power Query

Go to the Data tab and select 'Get Data' > 'From Other Sources' > 'Blank Query', or load each table individually by clicking 'From Table/Range'.

Append the Queries

In the Power Query Editor, go to the Home tab and click 'Append Queries'. Choose to append three or more tables if you have multiple training sheets.

Group and summarize data

Select the Employee ID and Training ID columns, click 'Group By', and aggregate the required or completed status to consolidate duplicate entries into a single row per person per training.

Load to Worksheet

Click 'Close & Load' on the Home tab to output the newly consolidated training-needs table into a blank worksheet.

Dynamic Updates: If you add new training data to the original sheets later, you can simply right-click the Power Query output table and select 'Refresh' to update the consolidated list.

Solution 2

Use XLOOKUP for Direct Comparison

Ideal for comparing a specific list of employees against another sheet to check if training requirements match or if there are gaps.

Solution 3

Consolidate Data Using a PivotTable

A PivotTable can quickly aggregate and restructure data from multiple sheets if they are combined into a single range first.

Consolidate Data Easily with WPS Office

Combine Multiple Training Worksheets in WPS Spreadsheet

WPS Spreadsheet offers powerful data consolidation tools, PivotTables, and full compatibility with advanced Excel functions like XLOOKUP, making it incredibly easy to merge and analyze your training requirement sheets.

1. Open your workbook: Launch WPS Spreadsheet and open the workbook containing your multiple training sheets.
2. Use Data Consolidate: Go to the Data tab and click 'Consolidate' to automatically merge data from multiple ranges that share identical headings.
3. Create a PivotTable: Alternatively, use the Insert tab to create a PivotTable to cross-reference and summarize training completions by employee ID easily.
4. Save your file: Save your newly consolidated training-needs table seamlessly as an .xlsx file.

Fully compatible with Microsoft Excel formats (.xlsx, .xls, .csv)Built-in Data Consolidation and PivotTable features for quick data analysisSupports advanced lookup functions like XLOOKUP, VLOOKUP, and INDEX/MATCHLightweight, fast, and entirely free to use on multiple platforms

microsoft office alternative - wps office

Frequently Asked Questions

Can I compare sheets if the column orders are different?

Yes. If you use Power Query to append the sheets, it will automatically align the columns based on their header names, regardless of their physical order in the worksheet.

How do I handle duplicate entries when combining training records?

When combining sheets manually, you can use the 'Remove Duplicates' feature found on the Data tab. If using Power Query or a PivotTable, you can group the data to summarize duplicates into a single aggregate record.

What if I only want to find missing training requirements?

You can use an XLOOKUP or VLOOKUP formula to cross-reference an employee's completed training against a master list of mandatory training. Wrap your formula in an IFNA function to clearly label any unfound items as 'Missing' or 'Required'.

Is it safe to upload my training sheets to the cloud for troubleshooting help?

Before uploading any data to public forums, cloud services like OneDrive, or sharing with external support, always replace real names, employee IDs, and sensitive contact details with dummy data to protect privacy.

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