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How to query another sheet in Google Spreadsheets

Working on a spreadsheet

If your data in Google Spreadsheets is in another sheet, it’s easy to access your data. Here’s how to query another sheet in Google Spreadsheets.

Google Spreadsheets allows you to create multiple spreadsheets in one document to keep your data organized.

What if the data you need for the current sheet is stored in another tab? With Google Spreadsheets, you can quickly access data from a different spreadsheet or even from a completely different Google Spreadsheets document.

Learn how to query another sheet in Google Spreadsheets below.

How to extract cellular data from another sheet in Google Spreadsheets

The QUERY function is a powerful tool for extracting more data from another sheet or document. If you only want to refer to a few cells, however, it can be a little too complicated.

For a quick and easy way to extract cell data from another sheet in Google Spreadsheets:

  1. Click in the cell where you want the data to appear.
  2. Type = ( in the cell. Don’t press enter At this point.
    start formula in Google spreadsheets
  3. Navigate to the sheet from which you want to extract data by clicking on the sheet name.
    change the spreadsheet into Google spreadsheets
  4. Click in the cell that contains the data that you want to transmit.
    drag the cell into Google spreadsheets
  5. Type ) and press enter to complete your formula.
  6. Your data will now be transmitted.
  7. You can use the Google Spreadsheets add-on to extract more data.
    fill in Google Sheets

How to extract cellular data from another document in Google Spreadsheets

If the data you want to enter in your worksheet is in another Google Sheets document, you may refer to it directly.

Here’s how:

  1. Open the Google sheet containing your data
  2. Write down the name of the sheet and the reference of the cell you intend to pass.
  3. Copy everything from that document’s URL to the last slash.
    copy the URL into Google Spreadsheets
  4. Return to the document where you want to extract the data and click in the cell where you want the data to appear.
  5. Type = import range (“ then paste the URL you copied in step 3.
    paste the URL into the formula
  6. Enter the final quotation marks, followed by a comma.
    add a comma to the formula
  7. In quotation marks, enter the name of the sheet you wrote down in step 2, an exclamation mark, and the cell reference that you wrote down in step 2.
    reference to Google Sheets
  8. Add a closed parenthesis and press enter.
  9. You may now be asked for permission to connect your spreadsheets. Click Allow access confirm.
    allows access to Google spreadsheets
  10. Your data will now appear on your sheet.

Unlike the first method, you cannot drag down to fill other cells, because the formula refers to a specific cell in the other document. However, you can provide a number of cells in your formula.

To draw all cells from C4 to C8 in one go, for example, use the following reference at the end of the formula:

"My Reference Sheet!C4:C8"

How to query another sheet in Google Spreadsheets

If you have a lot of data that you want to extract from another sheet, or you want more control over what is being transmitted, you can use the powerful QUERY feature. It is more complicated to use, but it is very configurable.

To query another sheet in Google Docs:

  1. Click in the cell where you want the first part of the data to appear.
  2. Type = query ( but do not press enterGoogle Spreadsheet Query
  3. Navigate to your data sheet by clicking on the sheet tab.
    select Google Sheet
  4. Highlight all the data you want to work with.
    Google Sheet Data Range
  5. Type a comma, then type in quotation marks Select followed by the letters in the columns from which you want to extract data. For example, if you want to extract data from columns B and D, you have the key , “Select B, D”. If you want to query all the data, you have the key “Select *”
    select the Google spreadsheet
  6. Finally, type another comma, then enter the number of headers that your data has, followed by a final closed parenthesis. If there is a column heading, for example, you should type ,1)
    Google Spreadsheet Query Formula
  7. the press enter and the data will be transmitted.
    the data queried results from the same document
  8. If you need to edit the formula, click in the cell at the top left of the data, which is where you first entered the formula.

How to query another document in Google Spreadsheets

If the data you want to query is in another document, you’ll need to use a slightly different formula.

Here’s how it works:

  1. Open the Google Spreadsheets document that contains the data you want to query.
  2. Write down the name of the sheet and the range of cells that you want to query.
  3. Copy the URL of that document to the last slash.
    copy the URL into Google Spreadsheets
  4. Return to the document in which you want the data to appear. Click in the cell where you want the query data to go.
  5. Type = query (import range) then paste the URL you copied in step 3.
    importrange in Google spreadsheets
  6. Type ), then, in quotation marks, type the name of the sheet you marked in step 2, an exclamation mark, and then the range of cells that you marked in step 2.
    import range in Google spreadsheets
  7. Type a comma, then type in quotation marks Select followed by the column numbers from which you want to extract the data. For example, if you want to extract data from the first and third columns, you have to type,“Select Col1, Col3”
    Query columns in Google Spreadsheets
  8. Finally, type another comma, then the number of titles above the data, followed by a closed parenthesis. For example, if there is a column heading, you should type ,1)
    complete formula in Google spreadsheets
  9. the press enter.
  10. You may now be asked for permission to connect your spreadsheets. Click Allow access confirm.
    allows access to Google spreadsheets
  11. Your query should appear now.
    the results of the interrogated data

Useful QUERY features in Google Spreadsheets

In the examples above, the SELECT function was used to select the columns we wanted to query. However, you can use this feature to make more specific selections.

Here are some examples of what you can do:

  • Select all data
    =QUERY(‘My Current Sheet’!B3:D13, “SELECT *”, 1)
  • Select the columns in a different order
    =QUERY(‘My Current Sheet’!B3:D13, “SELECT B, D, C”, 1)
  • Only select data above a certain value
    =QUERY(‘My Current Sheet’!B3:D13, “SELECT B, C WHERE C > 20”, 1)
  • Order selected data
    =QUERY(‘My Current Sheet’!B3:D13, “SELECT B, C ORDER BY B DESC”, 1)
  • Select only the first 5 values ​​in ascending order
    =QUERY(‘My Current Sheet’!B3:D13, “SELECT B, C ORDER BY D ASC LIMIT 5”, 1)
  • Skip the first 10 rows
    =QUERY(‘My Current Sheet’!B3:D13, “SELECT B, C, D OFFSET 10”, 1)

Learn more about Google Spreadsheets features

Google Spreadsheets has hundreds of powerful features, of which QUERY is just one example. Now that you know how to query another sheet in Google Spreadsheets, you may want to learn about some of the other features.

Google Sheets IF statements allow you to make your calculations smarter. You can use the SUM function in Google Spreadsheets to find the total number of cells that meet certain criteria, or the COUNTER function to count the number of cells that meet your criteria.

You can also use the Search V feature in Google Spreadsheets to search the leftmost column of your data and return any value on the same row.

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