Question

How to merge two sheets, based on two columns for each sheet

Asked by: edwardt

Hi,

I have two sets of data

One set is a set of first name, last name in two columns.

The other is a set of a lot of people, with first name, last name, and other contact information.

How can I modify / merge these two lists, so i only get rows where there are matches of first name and last name?

Thanks!

-Edward

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Asked On
2004-08-21 at 20:07:09ID21102531
Tags

merge

,

two

,

sheets

Topic

Microsoft Excel Spreadsheet Software

Participating Experts
3
Points
500
Comments
8

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Answers

 

by: byundtPosted on 2004-08-21 at 21:23:31ID: 11862407

Hi Edward,
Consider using Advanced Filter to get only those rows that are matches of first and last name. To do this, you will need to add auxiliary columns to both lists. The formula will be a concatenation of first and last names:
=TRIM(A1& "|" & B1)          This formula may be copied down

I assume that the data is on two different worksheets in the same workbook.

To use the Advanced Filter, Put four blank rows above your data in the worksheet with the other contact information. Leave the first and third rows blank. In the fourth row enter header labels (like First, Last, Concatenate, Address, etc.). In the second row, add the criteria formula that applies to the concatenation of first and last names:
=COUNTIF("Sheet1!$C$1:$C$500,C5)>0
This formula assumes that Sheet1 contains the first set of names (and that the this formula is on a different worksheet)

Select the data and its headings, then open the Data...Filter...Advanced Filter menu item. The List range field should already be filled in. Enter the address of the Criteria (rows 1 and 2 in the same columns) in the Criteria range field. Then check the Filter in Place option button at top. Finally, click OK and rows containing names that don't match Sheet1 should be hidden. After the filtering is done, you can copy the visible rows and paste them elsewhere (without the duplicate rows accompanying them).

Cheers!

Brad

 

by: JustinCase2Posted on 2004-08-22 at 05:03:08ID: 11863666

Hi Edward,

I like Brad's solution. One thing I'd like to mention..

There is software available to do just what you need. The procedure is called a "merge/purge", a very common issue in the direct mail industry. Many of them can do "fuzzy" matches, so slight differences in names, addresses etc. can be ignored.

Try Googling on "Direct Mail software". You'll find many products. Most have additional features that you may find useful as well. Purchase one only if you need this perform this procedure frequently.

Regards,
Justin

 

by: p_lovePosted on 2004-08-26 at 13:28:01ID: 11907131

Here is a macro which isnt very efficient for large numbers but works:

It relies on there being 3 sheets with first names starting in A1, Surnames starting in B1 in both sheets 1 and 2.  It wipes down sheet 3 and populates it with matches between first name and surname

Public Sub Merge()
    Dim ws1 As Worksheet
    Dim ws2 As Worksheet
    Dim ws3 As Worksheet
   
    Dim rng1 As Range
    Dim rng2 As Range
   
    Dim surname As String
    Dim firstname As String
   
    Set ws1 = Worksheets("Sheet1")
    Set ws2 = Worksheets("Sheet2")
    Set ws3 = Worksheets("Sheet3")
   
    Set rng1 = ws1.Range("A1")
   
    ws3.Cells.Clear
    ws3.Range("A1").Value = "First Name"
    ws3.Range("B1").Value = "Last Name"
   
   
    Do Until Application.CountA(rng1.EntireRow) = 0
        firstname = Trim(rng1.Value)
        surname = Trim(rng1.Offset(0, 1).Value)
       
        Set rng2 = ws2.Range("A1")
        Do Until Application.CountA(rng2.EntireRow) = 0
            If Trim(rng2.Value) = firstname And Trim(rng2.Offset(0, 1).Value) = surname Then
                ws3.Range("A65536").End(xlUp).Offset(1, 0).Value = firstname
                ws3.Range("A65536").End(xlUp).Offset(0, 1).Value = firstname
                Exit Do
            End If
            Set rng2 = rng2.Offset(1, 0)
       
        Loop
        Set rng1 = rng1.Offset(1, 0)
    Loop
   

End Sub

 

by: p_lovePosted on 2004-08-26 at 13:28:37ID: 11907142

p.s. it also stops when it hits an empty line so make sure both lists are sorted and have no blanks!

 

by: p_lovePosted on 2004-08-26 at 13:34:01ID: 11907201

This only brings across the matching names?  Did you want to bring across the entire row of contact information?

If so!

Public Sub Merge()
    Dim ws1 As Worksheet
    Dim ws2 As Worksheet
    Dim ws3 As Worksheet
   
    Dim rng1 As Range
    Dim rng2 As Range
   
    Dim surname As String
    Dim firstname As String
   
    Set ws1 = Worksheets("Sheet1")
    Set ws2 = Worksheets("Sheet2")
    Set ws3 = Worksheets("Sheet3")
   
    Set rng1 = ws1.Range("A1")
   
    ws3.Cells.Clear
   
    ' Use this to build the headings in the merged sheet
    ws3.Range("A1").Value = "First Name"
    ws3.Range("B1").Value = "Last Name"
    ws3.Range("C1").Value = "Address"
    ws3.Range("D1").Value = "etc"
   
   
   
   
    Do Until Application.CountA(rng1.EntireRow) = 0
        firstname = Trim(rng1.Value)
        surname = Trim(rng1.Offset(0, 1).Value)
       
        Set rng2 = ws2.Range("A1")
        Do Until Application.CountA(rng2.EntireRow) = 0
            If Trim(rng2.Value) = firstname And Trim(rng2.Offset(0, 1).Value) = surname Then
                rng2.EntireRow.Copy Destination:=ws3.Range("A65536").End(xlUp).Offset(1, 0)
                Exit Do
            End If
            Set rng2 = rng2.Offset(1, 0)
       
        Loop
        Set rng1 = rng1.Offset(1, 0)
    Loop
   

End Sub

 

by: edwardtPosted on 2004-08-27 at 11:39:56ID: 11916255

Hi Brad,

The formula, when pasted in my excel file, doesn't work.

-Edward

 

by: edwardtPosted on 2004-08-27 at 11:40:15ID: 11916260

=TRIM(A1& "|" & B1)  

that is.

 

by: byundtPosted on 2004-08-27 at 11:56:53ID: 11916451

Edward,
What do you mean by "doesn't work"? I just copied the formula from your post into my test workbook, and it is working in Excel 2003.
A1=Ralph Waldo
B1=Emerson
C1=TRIM(A1 & "|" & B1)      returns    Ralph Waldo|Emerson

The reason for adding the pipe symbol | is to separate the first and last names after concatenation. This can be a factor given the modern proclivity for professional couples taking a blended family name.

The TRIM was to eliminate any excess blanks. I could have alternatively done it like:
=TRIM(A1) & "|" & TRIM(B1)
This latter form would eliminate a trailing space at the end of the "first" name in your data table.
Brad

20120131-EE-VQP-002

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