Merging queries (joins) in Excel - Step-by-Step Guide

Introduction

Merging queries lets you combine data from two tables based on matching values. This helps you see related information together without copying or typing it again.

When you have a list of customers and a separate list of their orders and want to see orders next to customer names.

When you want to combine product details with sales data to analyze performance.

When you have employee info in one table and their department info in another and want a full view.

When you want to add address details to a list of contacts from another table.

When you want to compare two lists and find matching or missing items.

Steps

Step 1: Click

- Data tab > Get & Transform Data group > Get Data > Combine Queries > Merge Queries

The Merge dialog box opens showing available tables to merge

Step 2: Select

- Top dropdown in Merge dialog

The first table you want to merge is chosen

Step 3: Select

- Bottom dropdown in Merge dialog

The second table you want to merge is chosen

Step 4: Click

- Column(s) in the first table

The column(s) to match on are highlighted

Step 5: Click

- Column(s) in the second table

The matching column(s) in the second table are highlighted

Step 6: Choose

- Join Kind dropdown

The type of join (e.g., Left Outer, Inner) is selected

Step 7: Click

- OK button in Merge dialog

A new query is created combining data from both tables based on the join

Step 8: Click

- Expand icon next to the merged column in the query editor

You see a list of columns from the second table to add to the first

💡 Uncheck columns you don't need to keep your data clean

Step 9: Click

- Close & Load button

The merged data loads into a new worksheet or table

Before vs After

Before

Table1 has 10 customers with IDs; Table2 has 15 orders with customer IDs but no customer names

After

Merged table shows 10 customers with their matching orders including customer names and order details

Settings Reference

Join Kind

📍 Merge dialog box

Controls which rows from each table appear in the merged result

Default: Left Outer

Expand Columns

📍 Query Editor after merge, next to merged column

Choose which columns from the second table to add to the merged data

Default: All columns selected

Common Mistakes

Selecting columns with different data types for matching

Excel cannot match values if one column is text and the other is number

Ensure both columns have the same data type before merging

Choosing the wrong join kind, like Inner join when you want all records

Inner join excludes unmatched rows, so some data is missing

Use Left Outer join to keep all rows from the first table

Not expanding the merged column to see the joined data

Merged data stays hidden inside a single column

Click the expand icon and select columns to display merged data

Summary

Merging queries combines two tables based on matching columns to show related data together.

Choose the right join kind to control which rows appear in the merged result.

Always expand the merged column to see and use the joined data.