Data Import & Export

How to Store an Unlimited Number of Actors or Items in Excel

Camila Milosovich Sep 25, 2026 869 views

Question details

The user needs a method to store an indefinite amount of related data (such as multiple actors per movie) without creating difficult-to-maintain repeating columns.

How to Store an Unlimited Number of Related Items in Excel

Product: Microsoft Excel
Device & OS: not provided
Scenario: Structuring a database or complex data list in a spreadsheet where one item (like a movie) has multiple associated sub-items (like actors, directors, or genres).
Observed behavior: Using repeating columns (e.g., Actor 1, Actor 2, Actor 3) limits the maximum number of items and makes the data extremely difficult to manage, update, and report on.

Before you start

Ensure that your primary data items (e.g., Movies) have a unique identifier, such as a Movie ID or an exact Movie Name, to accurately link the separate tables together.

Solution 1Recommended

Use Separate Related Tables and Power Query

The optimal approach is to normalize your data by using separate tables for each category and linking them using a common ID.

Excel is not a traditional relational database, but it can mimic one. Instead of adding a new column for every new actor (Actor 1, Actor 2), create a new table dedicated solely to actors. Each row in this new table will contain the Movie ID and one actor's name. This allows an unlimited number of actors per movie.

Once your data is separated into specialized tables, you can use Excel's Power Query or Power Pivot tools to link them back together for advanced reporting and analysis.

Create the Primary Table

Create your main table containing the primary subject (e.g., Movies) and ensure it has a unique ID column, like 'Movie ID'.

Set Up Related Tables on Separate Worksheets

Create a new worksheet and insert a new table for your related items (e.g., an 'Actors' table).

Add Shared Identifiers

In the related table, add one column for the shared ID ('Movie ID') and another column for the item value ('Actor Name').

Input the Data vertically

Add a new row for every single actor. If a movie has 15 actors, you will add 15 rows sharing the same Movie ID, avoiding the need for extra columns.

Combine using Power Query

Navigate to the Data tab, select 'Get Data', and use Power Query or Power Pivot to build relationships between your primary and related tables using the shared 'Movie ID' column.

Use Separate Related Tables and Power Query

Database Normalization: This method is standard practice in database management. It keeps your spreadsheet highly scalable, reduces blank cells, and makes Pivot Table analysis much easier.

Manage Complex Data in WPS Spreadsheet

Efficiently Organize Relational Data with WPS Office

WPS Spreadsheet provides powerful data management tools, including advanced Pivot Tables and XLOOKUP functionalities, allowing you to easily handle relational data like movies and actors across multiple tables seamlessly.

1. Launch WPS Spreadsheet: Open WPS Office and create a new blank workbook to start building your database.
2. Create dedicated worksheets: Click the '+' icon next to the sheet tabs at the bottom to create separate sheets for 'Movies', 'Actors', and 'Genres'.
3. Format data as Tables: Select your headers and data ranges, then use the 'Format as Table' feature under the Home tab to ensure structured referencing.
4. Relate data via Functions: Use WPS Spreadsheet's built-in XLOOKUP, VLOOKUP, or INDEX/MATCH formulas to pull related information across different tables using your unique Movie ID.
5. Summarize with Pivot Tables: Go to the Insert tab, select 'PivotTable', and select your data ranges to analyze and display the related records effortlessly.

100% compatible with Microsoft Excel (.xlsx, .csv) formatsLightweight architecture handles multiple linked worksheets without lagBuilt-in advanced Pivot Tables for easy data summarizationFree to use with a highly familiar, intuitive user interface

microsoft office alternative - wps office

Frequently Asked Questions

Why shouldn't I just put all actors in one comma-separated cell?

Storing multiple values in a single cell (like 'Actor A, Actor B') makes it nearly impossible to filter, sort, or perform calculations on individual actors without using complex text-splitting formulas later on.

What is a shared or common column?

A shared column, often referred to as a Primary Key or Foreign Key, is a unique identifier (like a Movie ID) that appears in both your main table and related tables. This allows the software to know exactly which actors belong to which movie.

Will creating multiple worksheets slow down my Excel file?

No, spreading data across multiple worksheets does not inherently slow down your file. In fact, well-structured, normalized tables process faster and result in smaller file sizes than one massive, wide table filled with blank cells.

Excel & Data Problems