How to Extract Data from Excel – Extracting Data from Excel

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Extracting data from Excel could be sometimes a tricky thing when you have larger datasets. However, it is not rocket science for which you have to be an expert to make it possible. Data extraction is what it sounds like. You may have to pull out some data from the worksheet so that you can work on it conveniently.

Working with small datasets also needs you to be able to perform some basic functions because Excel tends to be responsible for many functions. For small datasets, you can perform tasks with a simple copy/paste function. On the other hand, when your worksheet has several entries, you definitely can never extract data manually.

Most businesses prefer using Excel for multiple purposes and one of them is data extraction. Sometimes you can use a single feature to perform any task whereas some tasks demand a combination of different functions such as VLOOKUP, MATCH, and INDEX. These functions are best for extracting data from Excel.

Types of Data Extraction

We have concluded 3 basic kinds of data extraction.


One of the simplest tricks to extract data is to let system notifications when a record is changed. The notification system needs a better platform that can support data replication.

Incremental Data Extraction

When a system fails to give alerts about new updates, you still get some notifications by default so that you can manage modifications and data extraction. This kind of data extraction is unable to give an update to deleted data because it is no more existed and it becomes a downfall.

Full Data Extraction

You might have noticed that some platforms don’t let you be alert about changes in data. In that case, you may need a full data extraction. It often happens when you need to replace the entire dataset. Remember that this kind of extraction usually has high data transfer volumes that can pause your network.

Below you will find a dataset having 5 columns and 9 rows. Let’s continue with extracting data in Excel using many approaches.

Extracting Data from Excel Using VLOOKUP Function

The leftmost column of the available dataset is demanded by the VLOOKUP function so that you can extract a value in the same row.

Below are some useful steps you need to follow:

Suppose you have to extract the salaries of ID no. 103, 106, and 108 from the given sheets 1 and 2.

  1. Put the formula in Cell C13 of sheet 2.

=VLOOKUP(B13, ‘sheet 1’!B5:F12,5,FALSE)

  1. Drag the Fill Handle to the range you need.

Here is the final result.

VLOOKUP(lookup_value_table_array, col_index_num,[range_lookup])

In this syntax:

Lookup_value: it is the value you need to match

Table_array: it is the data range you need to look for the value

Col_index_num: it is the corresponding column of the look_value

Range_lookup: it is the Boolean value. 0 for false refers to an exact match and 1 refers to an estimated match.

Extracting Data from Excel Using INDEX-MATCH Formula

When needing to extract data from a particular section, you can use the combination of two features INDEX-MATCH. This combo has become truly powerful in Excel to extract data from sheets 1 to 3 on the basis of criteria. Follow the steps for further clarification.

  1. Put the following formula in cell C13.

=INDEX(‘sheet 1’!F5:F12, MATCH(B13,’sheet 1’!B5:B12,0))

In this syntax:

MATCH(B13,’ Sheet1’!B5:B12,0) shows cell B13 as the lookup_value in the data collection B5:B12 for an exact match. It returns 3 because the value is in row 3.

INDEX(‘Sheet1’!F5:F12,MATCH(B13,’Sheet1’!B5:B12,0)) shows Sheet 1 as an array of F5:F12 from where you get the value.

  1. Press ENTER key.
  2. Drag the Fill Handle to the collection you need.

Below is the final outcome:

 To Sum Up

Hopefully, you have a clear mind about extracting data from Excel because we have explained different methods. You can’t learn any skill until you practice. Continue sharing these methods and be a part of spreading knowledge.

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