Merging queries (joins) in Excel - Real Business Scenario

Scenario Mode

👤 Your Role: You are a sales analyst at a retail company.

📋 Request: Your manager wants a combined report showing sales details along with customer information for each transaction.

📊 Data: You have two tables: one with sales transactions including Customer ID, Product, and Amount; another with customer details including Customer ID, Name, and Region.

🎯 Deliverable: Create a merged table that joins sales data with customer details by Customer ID, showing Customer Name, Region, Product, and Amount.

Sample Data

Sales Data				Customer Data
Transaction ID	Customer ID	Product	Amount	Customer ID	Name	Region
1001	C001	Shirt	25	C001	Alice	North
1002	C002	Jeans	40	C002	Bob	East
1003	C003	Hat	15	C003	Charlie	South
1004	C001	Socks	5	C004	Diana	West
1005	C004	Shoes	60

1

Step 1: Create a new sheet named 'Merged Report' to hold the combined data.

Expected Result

A blank sheet named 'Merged Report' is ready.

2

Step 2: In 'Merged Report', set headers in row 1: Customer Name, Region, Product, Amount.

Expected Result

Headers appear in cells A1:D1.

3

Step 3: In cell A2 of 'Merged Report', enter formula to get Customer Name by matching Customer ID from Sales Data.

=IFERROR(VLOOKUP(SalesData!B2, CustomerData!$A$2:$C$5, 2, FALSE), "Unknown")

Expected Result

Customer Name appears for each Customer ID; 'Unknown' if no match.

4

Step 4: In cell B2, get Region from Customer Data using Customer ID from Sales Data.

=IFERROR(VLOOKUP(SalesData!B2, CustomerData!$A$2:$C$5, 3, FALSE), "Unknown")

Expected Result

Region appears for each Customer ID; 'Unknown' if no match.

5

Step 5: Copy Product from Sales Data to cell C2.

=SalesData!C2

Expected Result

Product name appears matching the sales record.

6

Step 6: Copy Amount from Sales Data to cell D2.

=SalesData!D2

Expected Result

Amount appears matching the sales record.

7

Step 7: Drag formulas in A2:D2 down to cover all sales rows (5 rows).

Expected Result

All sales rows show merged customer and sales info.

Final Result

Merged Report

| Customer Name | Region | Product | Amount |
|---------------|--------|---------|--------|
| Alice         | North  | Shirt   | 25     |
| Bob           | East   | Jeans   | 40     |
| Charlie       | South  | Hat     | 15     |
| Alice         | North  | Socks   | 5      |
| Diana         | West   | Shoes   | 60     |

✓Most customers have matching sales records.

✓Customer Diana's sales appear even though her Customer ID was missing in sales data for one transaction.

✓The join helps see customer region alongside their purchases.

Bonus Challenge

Create a summary table showing total sales amount by Region using the merged data.

Show Hint

Use SUMIF or a Pivot Table on the 'Region' column to sum 'Amount'.

Practice

1. What does merging queries (joins) in Excel usually help you do?

easy

A. Combine data from two tables based on a common value

B. Sort data alphabetically

C. Create charts from data

D. Format cells with colors

Solution

1. Step 1: Understand the purpose of merging queries

   Merging queries means joining data from two tables using a common value to combine related information.

2. Step 2: Identify what merging queries does in Excel

   It helps to combine and compare data easily without manual copying or sorting.

3. Final Answer:

   Combine data from two tables based on a common value -> Option A

4. Quick Check:

   Merging queries = Combine data [OK]

Hint: Merging joins tables by matching common values [OK]

Common Mistakes:

• Confusing merging with sorting
• Thinking it creates charts
• Assuming it changes cell colors

2. Which of these is the correct syntax to merge two tables using XLOOKUP in Excel?

easy

A. =XLOOKUP(A2, Table2[Value], Table2[ID])

B. =XLOOKUP(Table2[Value], A2, Table2[ID])

C. =XLOOKUP(Table2[ID], Table2[Value], A2)

D. =XLOOKUP(A2, Table2[ID], Table2[Value])

Solution

1. Step 1: Recall XLOOKUP syntax

   XLOOKUP(lookup_value, lookup_array, return_array) finds lookup_value in lookup_array and returns corresponding value from return_array.

2. Step 2: Match syntax to merging tables

   We want to find A2 (key) in Table2[ID] and return Table2[Value], so =XLOOKUP(A2, Table2[ID], Table2[Value]) is correct.

3. Final Answer:

   =XLOOKUP(A2, Table2[ID], Table2[Value]) -> Option D

4. Quick Check:

   XLOOKUP syntax = lookup_value, lookup_array, return_array [OK]

Hint: XLOOKUP: lookup_value, lookup_array, return_array order [OK]

Common Mistakes:

• Swapping lookup_array and return_array
• Using wrong column references
• Putting return_array before lookup_array

3. Given these tables:

Table1:
ID | Name
1 | Alice
2 | Bob

Table2:
ID | Score
1 | 85
3 | 90

If you use =XLOOKUP(A2, Table2[ID], Table2[Score], "Not Found") in Table1 where A2=1, what is the result?

medium

A. 85

B. 90

C. Not Found

D. 1

Solution

1. Step 1: Understand the lookup

   The formula looks for A2=1 in Table2[ID]. Table2 has ID 1 with Score 85.

2. Step 2: Return the matching Score

   Since ID 1 is found, XLOOKUP returns 85 from Table2[Score].

3. Final Answer:

   85 -> Option A

4. Quick Check:

   Lookup 1 returns 85 [OK]

Hint: XLOOKUP returns matching value or fallback if none [OK]

Common Mistakes:

• Choosing score for ID 3 instead of 1
• Confusing fallback value with result
• Returning ID instead of Score

4. You wrote this formula to merge data:
=XLOOKUP(A2, Table2[Value], Table2[ID])
But it returns wrong results. What is the likely error?

medium

A. Used wrong function name

B. Forgot to lock cell references

C. Swapped lookup_array and return_array columns

D. Used incorrect table name

Solution

1. Step 1: Check XLOOKUP parameters

   lookup_array should be the column with keys to find (e.g., IDs), return_array the column with values to return.

2. Step 2: Identify swapped columns

   Using Table2[Value] as lookup_array and Table2[ID] as return_array is reversed; it should be lookup ID, return Value.

3. Final Answer:

   Swapped lookup_array and return_array columns -> Option C

4. Quick Check:

   Lookup and return arrays must be in correct order [OK]

Hint: Lookup array must be key column, return array the value column [OK]

Common Mistakes:

• Mixing lookup and return columns
• Assuming function name is wrong
• Ignoring cell reference locking

5. You have two tables:

Employees:
ID | Name
101 | John
102 | Mary
103 | Steve

Salaries:
ID | Salary
101 | 5000
103 | 4500

You want to create a merged table showing all employees and their salaries, showing "No Data" if salary is missing. Which formula in cell C2 (next to Name) correctly merges salaries?

hard

A. =XLOOKUP(Name, Salaries[ID], Salaries[Salary], "No Data")

B. =XLOOKUP(A2, Salaries[ID], Salaries[Salary], "No Data")

C. =XLOOKUP(A2, Salaries[Salary], Salaries[ID], "No Data")

D. =XLOOKUP(A2, Employees[ID], Salaries[Salary], "No Data")

Solution

1. Step 1: Identify lookup value and arrays

   We want to find employee ID in Salaries[ID] and return Salaries[Salary]. If not found, show "No Data".

2. Step 2: Check formula correctness

   =XLOOKUP(A2, Salaries[ID], Salaries[Salary], "No Data") uses =XLOOKUP(A2, Salaries[ID], Salaries[Salary], "No Data"), which matches the requirement perfectly.

3. Final Answer:

   =XLOOKUP(A2, Salaries[ID], Salaries[Salary], "No Data") -> Option B

4. Quick Check:

   Lookup ID in Salaries, return Salary or fallback [OK]

Hint: Use XLOOKUP with fallback to handle missing data [OK]

Common Mistakes:

• Using wrong lookup or return columns
• Referencing Name instead of ID
• Mixing tables in lookup arrays