How to Use Google Sheets to Query Multiple Sheets

Published: May 30, 2024 - 3 min read

Hannah Recker
google sheets query multiple sheets

Combine Data from Multiple Google Sheets with the QUERY Function

Dealing with data scattered across multiple Google Sheets can be frustrating and time-consuming. The QUERY function simplifies this by letting you extract and combine data from different sheets based on the criteria you set.

This article will show you how to:

  • Prepare your sheets for smooth querying
  • Use the QUERY function to combine data from multiple sources
  • Customize your queries to get the exact data you need
  • Avoid common pitfalls and keep your data consistent

Let’s get started!

Get Your Sheets Query-Ready

Before diving into the QUERY function, take a few minutes to set your sheets up for success:

  1. Make sure corresponding columns in each sheet have the exact same name. For example, if one sheet has a “Revenue” column, avoid calling it “Sales” in another.
  2. Add a “helper column” to each sheet with a unique sheet name. This will make it easy to specify which sheets to pull data from in your QUERY formula.

Construct Your QUERY Formula

The basic QUERY formula looks like this:

google sheets query multiple sheets

=QUERY(data, query, [headers])

  • data: The sheets and cell ranges to pull data from
  • query: The query string specifying what data to extract and how to transform it
  • headers: Optional; the number of header rows in the data (default is 1)

For example, to combine data from two sheets and only include rows where “Revenue” is over $1,000:

=QUERY({Sheet1!A:D; Sheet2!A:D}, “SELECT * WHERE Col4 > 1000”, 1)

his assumes “Revenue” is in column D on both sheets.

Tailor Your Queries for Specific Needs

The QUERY function supports SQL-like commands that give you fine-grained control over the data you extract:

  • WHERE: Filter rows that meet specific conditions
  • ORDER BY: Sort results by one or more columns
  • LIMIT: Cap the number of rows returned
  • AS: Rename columns in the output

For instance, to select only the “Name”, “Date”, and “Revenue” columns, sorted by revenue descending, with a maximum of 50 rows:

=QUERY({Sheet1!A:E; Sheet2!A:E},

  “SELECT Col1, Col2, Col5

  WHERE Col5 Is Not Null

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  LIMIT 50″, 1)

Keep Your Data Clean and Consistent

To get reliable results from the QUERY function:

  • Use consistent data types, units, and formats across sheets
  • Validate data entry to prevent invalid or misformatted values
  • Create named ranges for frequently-used data sets to simplify your formulas

It’s also a good idea to periodically audit your data for inconsistencies and make updates in a controlled way to maintain accuracy over time.

Automate Data Consolidation with Coefficient

While the QUERY function is powerful on its own, you can automate even more of the process with a tool like Coefficient. Coefficient integrates with Google Sheets to provide features like:

  • Automatic data imports from databases, CRMs, and other sources
  • Scheduled data refreshes to keep your reports up-to-date
  • Real-time collaboration and insights for stakeholders

By combining the QUERY function with Coefficient, you can build self-updating dashboards and reports that save time and keep everyone on the same page.

Streamline Data Analysis with the QUERY Function

The QUERY function is a must-have for anyone who works with data in Google Sheets. By learning to harness its power, you can spend less time wrestling with scattered data and more time gleaning actionable insights.

See how Coefficient enhances the QUERY function.

Sync Live Data into Your Spreadsheet

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Tired of spending endless hours manually pushing and pulling data into Google Sheets? Say goodbye to repetitive tasks and hello to efficiency with Coefficient, the leading spreadsheet automation tool trusted by over 350,000 professionals worldwide.

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Hannah Recker Growth Marketer
Hannah Recker was a data-driven growth marketer before partying in the data became a thing. In her 12 years experience, she's become fascinated with the way data enablement amongst teams can truly make or break a business. This fascination drove her to taking a deep dive into the data industry over the past 4 years in her work at StreamSets and Coefficient.
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