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How to Link Data Between Spreadsheets in Google Sheets

Linking data between spreadsheets in Google Sheets can significantly streamline your work, especially if you manage large datasets across different files.

In this easy-to-follow guide, I will walk you through the step-by-step process so you can keep your data connected and up-to-date with minimal effort.

Whether you’re a teacher managing student grades, a small business owner tracking inventory, or just someone looking to organize personal data more efficiently, this guide is for you.

Step 1: Open Your Google Sheets

First things first, make sure you have your Google Sheets opened.

You should have at least two spreadsheets that you want to link together. For example, one might be a sales list and the other a detailed inventory.

Step 2: Identify the Data You Want to Link

Take a moment to pinpoint exactly which data you plan to link between your spreadsheets. It could be a column of sales figures or a specific cell you want to reference.

Step 3: Use the IMPORTRANGE Function

The IMPORTRANGE function allows you to bring in information from another spreadsheet. Here’s how to use it:

  • Click on the cell where you want the linked data to appear.
  • Enter the function IMPORTRANGE.
  • Include the spreadsheet’s URL and the range of cells you want to import.
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Here’s an example of what it might look like:

=IMPORTRANGE(“https://docs.google.com/spreadsheets/d/SPREADSHEET_ID”, “Sheet1!A1:B10”)

Replace “SPREADSHEET_ID” with the actual ID from the spreadsheet’s URL, and adjust “Sheet1!A1:B10” to the range you want to import.

Step 4: Grant Permission

The first time you use IMPORTRANGE between two sheets, Google will ask permission to access the other spreadsheet. Click ‘Allow Access,’ and the data will appear in your sheet.

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Step 5: Manage Your Data

Now your data is linked! Here are a few things to keep in mind:

The data will automatically update in the linked spreadsheet when you update your source sheet.

If you need to change the range of cells you’re importing, just adjust the formula.

Make sure both spreadsheets are accessible to anyone who needs the linked data.

Step 6: Keep Your Spreadsheets Organized

Linking data can help keep your work organized. However, too many links can get confusing. Keep track of where your data is coming from and where it’s going.

Insert Multiple Links into Your Google Sheets Cells with FileDrop

Now, if you want to insert multiple links into your cells, FileDrop makes it incredibly straightforward. This add-on simplifies the process of managing files across Google Sheets, Docs, and Slides, turning what could be a tedious task into a quick drag-and-drop action.

Here’s how you can use FileDrop to add multiple links to your Google Sheets cells effortlessly:

Step 1: Install FileDrop

Look for FileDrop in the Google Workspace Marketplace, or click here and add it to your Google Sheets.

Step 2: Open FileDrop Sidebar

Click on “Extensions,” then choose “FileDrop.”

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To open the sidebar, select “Start FileDrop.”

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Step 3: Select Multiple Links in Setting

For adding multiple links in a Google Sheet cell, go to the settings tab of FileDrop and choose the “Multiple links in cell” option.

Step 3:

Then, select the desired Google Sheet cell where you want the links inserted and click on the Upload area or Drive to insert your links.

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Video Tutorial

Conclusion

Linking data between spreadsheets can seem complex, but with the IMPORTRANGE function, it’s quite straightforward.

Now, you can have all your data interact with each other across different Google Sheets, which opens up a whole new level of organization and efficiency.

Frequently Asked Questions

What should I do if the IMPORTRANGE function does not work?

If the IMPORTRANGE function doesn’t work, first check if you have the correct URL and range syntax. Make sure you have permission to access the linked spreadsheet. If it’s your first time using IMPORTRANGE with a particular spreadsheet, you’ll need to click ‘Allow Access’ when prompted. If problems persist, ensure that both Google Sheets are not overloaded with data, as this can sometimes interfere with the function’s ability to import data correctly.

How does linking spreadsheets in Google Sheets help in data management?

Linking spreadsheets in Google Sheets helps in data management by ensuring consistency, reducing redundancy, and saving time on manual data entry. With tools like FileDrop, you can streamline the process of gathering and syncing data across various sheets, further enhancing collaborative efforts and allowing for real-time data updates. It leads to a centralized system of always current data, making management and decision-making processes more efficient and reliable.

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