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Excel 2013:  How to pull data from one worksheet into another automatically

Posted on 2016-09-14
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Last Modified: 2016-09-29
Hi,

I am using Excel 2013.  I have a very simple .xls worksheet which records our vehicle inventory, it is over 1000+ records.  The columns are:  
Make; Model; Year; Licence_Num; State_Registered; Reg_Expiration

I want to pull data from the first worksheet into another worksheet automatically by using the State_Registered name.  (all records have the normal abbreviations TX, NM, ect and are consistent).  I have used Vlookup and the basic filtering, which works fine.  But the total number of vehicles changes monthly, which makes trusting the data questionable.

When New Month Inventory list is completed.  I would like to copy-and-paste the new inventory into the first worksheet and when I go to the corresponding state tab, the records for all State_Registered records will be updated automatically.

Any suggestions will be helpfully.  Thanks for your assistance.
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Question by:stepnharp
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Expert Comment

by:Edward Pamias
ID: 41798215
If you use the offset command that will adjust for data adjustments.

=offset($a$1,0,0,counta($a:$a), 12 <-- example

If you create a name range (CTRL-F3, click new)  and put this in there, where 12 is, that is the number of columns in the data sheet, you can change that number to how many columns you have. So instead of highlighting all the data, for the Vlookup, use the name range instead.

If you had a sample sheet I could try to set it up for you.
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Author Comment

by:stepnharp
ID: 41799026
Edward,

Thank you for your assistance.  Please note besides watching a youtube.com video, and then following it, my excel experience is limited.

I have attached a sample .xls

Thanks Scott
VehicleRegistration.xlsx
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Expert Comment

by:Koen
ID: 41800444
I have done 2 things for you (see attached sheet):

- I created a table holding your base inventory list
   The advantage is that when adding lines (cut and paste new values) the table will auto expand
- I created a pivot table on the second sheet, with a top level filter for the state
   The only thing you need to do when updating the inventory, is place your cursor in the pivot table, right click and hit 'Refresh'. Since the source is the (auto-expanding) table, it will automatically have the new records
VehicleRegistration.xlsx
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Author Comment

by:stepnharp
ID: 41804837
Koen,

This looks good.  Thank you for your effort.  

Can you tell me

1.  how to modify the Pivot table so that I have 11 columns?  
2.  How to get the State value to show up also in column 4?  I will print off the final results and need the State value to show up on column 4.

I have youtude'd Pivot tables, but a have not been able determine how you were able to get the information to display as columns, every time I do it the columns are moved to the rows.  I need something that looks exactly the same as the Inventory tab, but is filtered down to specific records.  

Thanks, Scott
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Expert Comment

by:Koen
ID: 41804948
I don't understand your first question... 11 columns? where am I to find these 11 columns...

On the second one... I'll send you a new file with two possible solutions later tonight.
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Accepted Solution

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Koen earned 500 total points
ID: 41805624
The pivot table can filter on the top level (as in my example) to give you the list state per state...
You cannot however use the same column twice (once in the filter and once in the report itself)

there are several outs here...
1. you could just filter your original list.
  As you can see, after turning it into a table, you have the filter boxes in your header...Selecting the state you want, gives you the list you want state per state. Printable and original format
2. If you insist on the pivot (as i have used it, you'd need to double the state column to have it once in the filter and once in the report. Now this is not a lot of work, since you can just put the formula in there and it will auto-copy when records are added (if added it to the new sample attached for you to find)
VehicleRegistration.xlsx
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Author Closing Comment

by:stepnharp
ID: 41820731
Koen,  Sorry for the delay in responding.  Thanks for your assistance.  With your examples, I have been able to get the results that will work for me.

Peace, Scott
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Expert Comment

by:Koen
ID: 41821118
Glad i was able tot help! Tx
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Expert Comment

by:Rob Henson
ID: 41821323
@Koen -
You cannot however use the same column twice (once in the filter and once in the report itself)
 Yes you can!!
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