This Excel tutorial explains how to use Excel VBA to consolidate worksheets with same structure into one worksheet.
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Consolidate worksheets with same structure into one worksheet
In database, we can use UNION to combine two tables with the same structure. In this tutorial, I will create a Macro to consolidate worksheets with same structure into one worksheet.
Example: To consolidate all worksheets with name that contain “salary” to worksheet “consol” (currently not exist)
Assumption: You have three worksheets – “salary1”, “salary2″,”others”
Step 1: Alt+F11 > insert a Module > Paste the VBA code below
Public Sub consolWS()
Dim dataShtNm As String 'the sheet name of source data
Dim consolShtNm As String
Dim consolLastRow, loopedShtLastRow, loopedShtLastCol As String
Dim msgboxRslt As Integer
consolShtNm = InputBox("Enter the worksheet name that you want to consolidate data in")
If consolShtNm = "" Then
msgboxRsltDummy = MsgBox("Action cancel", vbInformation)
Exit Sub
Else
dataShtNm = InputBox("Enter wildcard conditions for worksheet name that you want to consolidate data from" & vbCrLf & vbCrLf & "For example, type data* to combine all worksheet with name starts with 'data' (case sensitive)" & vbCrLf & vbCrLf & "Type * to conslidate all worksheets except the consol sheet iteslf")
If dataShtNm = "" Then
msgboxRsltDummy = MsgBox("Action cancel", vbInformation)
Exit Sub
Else
If WorksheetExists(consolShtNm) = False Then 'if consolidation worksheet does not exists
msgboxRslt1 = MsgBox("Worksheet '" & consolShtNm & "' not found, a new worksheet will be created now", vbOKCancel + vbExclamation)
If msgboxRslt1 = 1 Then 'user confirm to create new worksheet
Sheets.Add().Name = consolShtNm
For Each sht In ActiveWorkbook.Worksheets
If sht.Name <> consolShtNm And sht.Name Like dataShtNm Then
Sheets(sht.Name).Range("A1:XFC1").Copy (Sheets(consolShtNm).Range("B1:XFD1")) 'copy worksheet header
consolLastRow = colLastRow(consolShtNm, "B") 'check the last row in consol sheet
loopedShtLastRow = colLastRow(sht.Name, "A") 'check the last row in current looped sheet
loopedShtLastCol = rowLastColNm(sht.Name, 1) 'check the last column in current looped sheet
Sheets(sht.Name).Range("A2", loopedShtLastCol & loopedShtLastRow).Copy 'copy all data in looped sheet
Sheets(consolShtNm).Activate
Sheets(consolShtNm).Range("B" & consolLastRow + 1).Select
ActiveSheet.Paste Link:=True
For i = consolLastRow + 1 To consolLastRow + loopedShtLastRow - 1
ActiveSheet.Range("A" & i).Value = sht.Name
Next i
End If
Next sht
Else 'user cancel create new worksheet
msgboxRsltDummy = MsgBox("Action cancel", vbInformation)
Exit Sub
End If
Else 'if consolidation worksheet already exists
msgboxRslt2 = MsgBox("Worksheet '" & consolShtNm & "' already exists, new data will be appended beginning from the last record", vbOKCancel + vbExclamation)
If msgboxRslt2 = 2 Then 'user cancel append data to last record of desired worksheet
dummy = MsgBox("Action cancel", vbInformation)
Else
For Each sht In ActiveWorkbook.Worksheets
If sht.Name <> consolShtNm And sht.Name Like dataShtNm Then
Sheets(sht.Name).Range("A1:XFC1").Copy (Sheets(consolShtNm).Range("B1:XFD1")) 'copy worksheet header
consolLastRow = colLastRow(consolShtNm, "B") 'check the last row in consol sheet
loopedShtLastRow = colLastRow(sht.Name, "A") 'check the last row in current looped sheet
loopedShtLastCol = rowLastColNm(sht.Name, 1) 'check the last column in current looped sheet
Sheets(sht.Name).Range("A2", loopedShtLastCol & loopedShtLastRow).Copy 'copy all data in looped sheet
Sheets(consolShtNm).Activate
Sheets(consolShtNm).Range("B" & consolLastRow + 1).Select
ActiveSheet.Paste Link:=True
For i = consolLastRow + 1 To consolLastRow + loopedShtLastRow - 1
ActiveSheet.Range("A" & i).Value = sht.Name
Next i
End If
Next sht
End If
End If
End If
End If
End Sub
Public Function colLastRow(worksheetNm As String, colNm As String) As Integer
colLastRow = Worksheets(worksheetNm).Range(colNm & Rows.Count).End(xlUp).Row
End Function
Public Function rowLastColNum(worksheetNm As String, rowNum) As Integer
rowLastColNum = Worksheets(worksheetNm).Range("IV" & rowNum).End(xlToLeft).Column
End Function
Public Function rowLastColNm(worksheetNm As String, rowNum) As String
Dim rowLastColNum As Integer
rowLastColNum = Worksheets(worksheetNm).Range("IV" & rowNum).End(xlToLeft).Column
rowLastColNm = Split(Cells(1, rowLastColNum).Address, "$")(1)
End Function
Public Function WorksheetExists(ByVal WorksheetName As String) As Boolean
On Error Resume Next
WorksheetExists = (Sheets(WorksheetName).Name <> "")
On Error GoTo 0
End Function
Step 2: Run the Procedure
Navigate to Developer > Macros > select consolWS > Run
Step 3: Enter consolidation worksheet name
Type consol, then press OK
Step 4: Enter worksheet name to consolidate
Since we want to consolidate only salary related worksheets, type salary* and then press OK
Note that Wildcard condition is case sensitive
| Wildcard | Meaning | Example |
| * | Represents one or more characters (any character) | J* any text that starts with J *J starts with any text but ends with J *J* any text that has J in the middle |
| ? | Represents one character (any character) | J? 2 characters that start with J ?J 2 characters that end with J ?J? 3 characters with J in the middle |
| ~ | Treat * or ? as the actual character but not wildcard. Used ~ followed by * or ? | J~** any text that starts with J* ~**J any text that starts with * and ends with J ~?*~* any text that starts with ? and ends with * |
Step 5: Confirm creation of new worksheet
If you already have a worksheet called “consol”, you will not see this message. Click on OK.
Result
In the “consol” worksheet, you will find the following result.
- Header of consol sheet in row 1 copies from the last matching worksheet
- Consolidation order is from the left worksheet to the right worksheet, in this example, worksheet “salary2” is on the left
- You can continue to run the Macro to append more data in consol worksheet at the bottom
Wyman is a Human Resources professional based in Hong Kong, specialized in business analysis, project management, data transformation with Access and Excel.
He is also a:
- Microsoft Most Valuable Professional (Excel)
- Microsoft Community Contributor
- Microsoft Office Specialist in Access / Excel
- Microsoft Specialist in MS Project
- Microsoft Technical Associate
- Microsoft Certified Professional
- IBM SPSS Specialist
He is also a:
- Microsoft Most Valuable Professional (Excel)
- Microsoft Community Contributor
- Microsoft Office Specialist in Access / Excel
- Microsoft Specialist in MS Project
- Microsoft Technical Associate
- Microsoft Certified Professional
- IBM SPSS Specialist