How to Import Data from Another Google Sheet

Google Sheets is a powerful tool for working with data, but sometimes you need to access data from another spreadsheet or document.

Whether you want to combine data from multiple sources, update data from one sheet to another, or analyze data across different sheets, you can use the IMPORTRANGE function in Google Sheets to import data from another Google Sheet.

In this guide, we’ll show you how to use the IMPORTRANGE function to import data from one Google Sheet to another and share some tips and best practices for using it effectively.

What is the IMPORTRANGE Function?

The IMPORTRANGE function is a built-in function in Google Sheets that allows you to bring in data from another spreadsheet or document. You can reference data from another sheet within the same spreadsheet or a completely different spreadsheet file.

The syntax of the IMPORTRANGE function is:

=IMPORTRANGE(spreadsheet_url, range_string)

Where:

• spreadsheet_url is the spreadsheet URL containing the data you want to import. You can copy the URL from your browser’s address bar when you open the spreadsheet.
• range_string is the cell range you want to import from the source spreadsheet. You can specify the sheet name and the cell range in the format “SheetName!CellRange”. For example, “Sheet1!A1:B10”. If you omit the sheet name, it will default to the first sheet in the source spreadsheet.

The IMPORTRANGE function returns an array of values that matches the size and shape of the source range. You can use it in any cell or formula that accepts an array as an input.

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How to Use the IMPORTRANGE Function

To use the IMPORTRANGE function, follow these steps:

1. Open both the source spreadsheet (the one that contains the data you want to import) and the destination spreadsheet (the one where you want to import the data) in Google Sheets.
2. In the destination spreadsheet, select the cell where you want to start importing the data and enter the IMPORTRANGE formula. For example:

=IMPORTRANGE(“https://docs.google.com/spreadsheets/d/1aBcD3eF4gH5i6jK7lM8n9oP0rS0tUvWxYzZ0uQ/edit”, “Sheet2!A1:E10”)

This formula will import data from cells A1 to E10 in Sheet2 of the source spreadsheet.

1. Press Enter to confirm the formula. You may see a #REF! error at first, which means you need to grant access to the source spreadsheet. Click on the cell with the error and then click on “Allow access” in the pop-up message.
2. Once you allow access, you should see the data imported from the source spreadsheet in your destination spreadsheet. You can adjust the size and position of your destination range as needed.

Tips and Best Practices for Using IMPORTRANGE

Here are some tips and best practices for using IMPORTRANGE effectively:

• You can use multiple IMPORTRANGE functions in one spreadsheet to import data from different sources. However, keep in mind that each IMPORTRANGE function counts as a separate connection, and there is a limit of 50 links per spreadsheet. If you exceed this limit, you may see a #N/A error.
• You can use other functions and operators with IMPORTRANGE to manipulate or filter the imported data. For example, you can use QUERY, FILTER, SORT, VLOOKUP, SUMIF, COUNTIF, etc. For example:

=QUERY(IMPORTRANGE(“https://docs.google.com/spreadsheets/d/1aBcD3eF4gH5i6jK7lM8n9oP0rS0tUvWxYzZ0uQ/edit”, “Sheet2!A1:E10”), “select Col1, Col2 where Col3 > 1000”)

This formula will import data from cells A1 to E10 in Sheet 2 of the source spreadsheet and then query only columns A and B, where column C is more significant than 1000.

• You can use named ranges or dynamic ranges in your IMPORTRANGE formulas to make them more flexible and easier to maintain. For example, instead of hard-coding a cell range like “Sheet2!A1:E10”, you can name that range as “SalesData” in your source spreadsheet and then use it in your IMPORTRANGE formula like this:

=IMPORTRANGE(“https://docs.google.com/spreadsheets/d/1aBcD3eF4gH5i6jK7lM8n9oP0rS0tUvWxYzZ0uQ/edit”, “SalesData”)

This way, if you change the size or location of your source range, you don’t have to update your IMPORTRANGE formula.

• You can use conditional formatting, data validation, charts, pivot tables, and other features in your destination spreadsheet to enhance the presentation and analysis of your imported data. However, be aware that these features may not update automatically when the source data changes. You may need to refresh your destination spreadsheet manually or use a script to trigger an update.

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How to Automatically Update Data from One Sheet to Another in Google Sheets

One of the benefits of using IMPORTRANGE is that it can automatically update your destination sheet whenever there are changes in your source sheet. However, this may take time, depending on your spreadsheet settings and how often your source sheet is edited.

To ensure that your destination sheet is always up-to-date with your source sheet, you can do one of two things:

• Change your spreadsheet settings to recalculate every change or every minute. To do this, go to File > Spreadsheet settings > Calculation and choose either “On change” or “On change and every minute” under Recalculation.
• Use a script or an add-on that triggers an update whenever your source sheet changes. For example, you can use this script by Amit Agarwal that uses a time-driven trigger and a hidden =NOW() formula to force a refresh of your IMPORTRANGE formulas.

How to Auto-Populate Information from One Tab to Another in Google Sheets

If you want to auto-populate information from one tab (or sheet) to another within the same spreadsheet file, you don’t need to use IMPORTRANGE. You can use a reference formula that points to the cell or range in another tab.

For example, if you have two tabs named Sheet1 and Sheet2, and you want to auto-populate information from Sheet1 into Sheet2, you can use a formula like this in Sheet2:

=Sheet1!A1

It will copy the value from cell A1 in Sheet1 into Sheet2. You can drag this formula down or across to fill other cells as well.

You can also use other functions and operators with the reference formula to manipulate or filter the data. For example, you can use QUERY, FILTER, SORT, VLOOKUP, SUMIF, COUNTIF, etc.

How to Reference Sheet Name in Cell in Google Sheets

If you want to reference a sheet name in a cell in Google Sheets, you can use the INDIRECT function. The INDIRECT process allows you to convert a text string into a cell or range reference.

The syntax of the INDIRECT function is:

=INDIRECT(ref_text, [is_A1_notation])

Where:

• ref_text is the text string that you want to convert into a reference. You can use a cell address, a named range, or a sheet name with an exclamation point and a cell address or range.
• is_A1_notation is an optional argument that specifies whether the ref_text is in A1 notation (TRUE) or R1C1 notation (FALSE). The default value is TRUE.

For example, suppose you have a sheet named Sheet1 with some data in cells A1 to B10. You want to reference this sheet name in another sheet using a cell that contains the text “Sheet1”. You can use the following formula in another sheet:

=INDIRECT(A1&”!A1:B10″)

This formula will concatenate the text in cell A1 (“Sheet1”) with an exclamation point and a range (“A1:B10”) and then convert it into a reference using the INDIRECT function. The result will be the same as using the formula:

=Sheet1!A1:B10

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Conclusion

The IMPORTRANGE function is a powerful and easy way to import data from another Google Sheet. You can use it to bring data from multiple sources, update data from one sheet to another, or analyze data across different sheets.

By following the steps in this guide, you can use the IMPORTRANGE function effectively and efficiently.