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Home » Excel Basics » How to Extract Data from Excel –

10+ Basic & Advanced Methods

How to Extract
Data from Excel
– 10+ Basic &
Advanced
Methods
Written by MD Tanvir Rahman
Reviewed by Nehad Ulfat
Last updated: Aug 3, 2024

This is a dataset of Order Management.

And this is our sample dataset.
Method 1 – Extracting Data from Excel Manually

Select the B5:F15 range and press Ctrl + C to copy the first 10 orders.

Go to the new worksheet and paste them by pressing Ctrl + V.

Data is moved into a new worksheet.

Method 2 – Extracting Filtered Data from an Excel
Sheet

2.1. Using the Basic Filter Tool to Extract Filtered Data

Select the B5:F5 range.

Go to Home => Editing => Sort & Filter => Filter.

Select Filter drop-down box => Check West Region=> OK.

Data of the west region is displayed.
 Note: The Filter tool doesn’t update data automatically.

2.2. Using the Excel FILTER Function to Extract Data Based on

Criteria

Insert the following FILTER formula in B28.

=FILTER(B6:F25,D6:D25="west")

All information on the “West” region will be displayed in array format.

2.3. Using an Advanced Filter to Extract Data Based on
Multiple Criteria

Select the entire data range.

Click Data => Sort & Filter => Advanced.
In Action, choose Copy to another location.
Select List range $B$5:$F$25, Criteria range $C$27:$D$28 and
output location $B$30.
All data of the west region with order dates from 2/6/2023 onward will
be displayed.

Note: Advanced Filter doesn’t update data automatically.

Method 3 – Extracting Specific Data from a

Column in Excel

Enter the following formula in H9 and press Enter.

=IFERROR(INDEX($B$6:$B$25, SMALL(IF($D$6:$D$25=$H$6,
ROW($D$6:$D$25)-ROW($D$6)+1), ROWS($E$6:E6))), "")

Order Id 11001 from the East region will be displayed. Drag the Fill
Handle tool see all Order IDs.
Method 4 – Extracting Data from an Excel Cell

Enter the following formula in E6 and drag the Fill Handle tool.

=LEFT(B6,FIND(" ",B6)-1)
Method 5 – Extracting Data Based on Partial Input
from a Cell

Enter this FILTER-ISNUMBER-SEARCH formula in E8.

=FILTER(B6:C18, ISNUMBER(SEARCH(F5, B6:B18)), "None")

All information containing the text “Air” will be displayed in array

format.
Method 6 – Using an Excel Formula to Extract
Data Based on the Lookup Value

6.1. Using the VLOOKUP Function

Enter the following formula in I6.

=VLOOKUP(H6,B6:F25,2)

Drag the Fill Handle to see the Order Dates for each Order ID.
6.2. INDEX-MATCH Formula

Enter the following formula in I6 to see the Sales Person (Lily).

=INDEX($B$6:$F$25,MATCH(H6,$B$6:$B$25,0),4)

Drag the Fill Handle to see the Order Dates for each Order ID.
6.3. Using OFFSET and MATCH Function

Enter the following formula in I6 to see the Sales Person (Lily) .

=OFFSET($B$6, MATCH(H6, $B$6:$B$25, 0) - 1, 3)

Drag the Fill Handle to see the Order Dates for each Order ID.
Method 7. Pulling Data from a Worksheet Using
the Data Consolidate Tool

There are two datasets in a worksheet.

Select B5.
Go to Data => Data Tools => Consolidate.

In Function, choose Sum.

Add references from Dataset 2.
In Use labels in, check Top row and Left column.
Click OK.
Data is displayed together in the dataset.

Method 8 – Extracting Information from a

Dynamic Dataset in Excel

Enter the formula below in E8.

=IFERROR(INDEX($B:$B, SMALL(IF($E:$E=$I$5, ROW($E:$E)-

ROW($H$1)+1), ROWS($H$1:H1))), "")

Drag the Fill Handle across the cells you want to fill.
 Enter the following formula in I8.

=IFERROR(INDEX($F:$F, SMALL(IF($E:$E=$I$5, ROW($E:$E)-

ROW($H$1)+1), ROWS($H$1:H1))), "")

The total of 5 Order IDs and Sales Amount ($) for Simon will be
displayed.
Information was added to Sales Person list. By selecting Mili from the
drop-down list, you will also be able to extract data.
Method 9 – Using a Pivot Table to Extract Data in
Excel

Note: A Pivot Table doesn’t update automatically. So, you must

click Refresh All to update it whenever data is changed.

To convert a range into Pivot Table, click Insert => PivotTable =>
From Table/Range.
In the PivotTable from table or range dialog box, choose
Table/Range range => Pivot table location => OK.

Check Region, Sales Person, and Sales Amount ($) in PivotTable

Fields.
 The Sum of Sales for each person in separate regions will be
displayed.

Method 10. Applying a VBA Macro to Extract Data

Enter the following VBA code in the Module and save the Macro.

Sub Extract_Data_from_Excel()
'Developed by MD Tanvir Rahman, ExcelDemy
Dim Inp As Range, Cri As Range, Out As Range
Dim out_row As Long
Set Inp = [Link]("Select input range:", Type:=8)
Set Cri = [Link]("Select Sales Person:", Type:=8)
Set Out = [Link]("Select Output Location:",
Type:=8)
out_row = 1
For i = 1 To [Link]
 If [Link](i, 4) = [Link] Then
[Link](out_row, 1) = [Link](i, 1).Value
[Link](out_row, 2) = [Link](i, 5).Value
out_row = out_row + 1
Else
End If
Next i
End Sub

Select Developer => Macros => Extract_Data_from_Excel => Run.

Select input range, criteria and output range.
The Order ID and Sales Amount ($) for Lily will be displayed.
Method 11. Applying the Excel Power Query to
Extract Data

The following dataset is a plain text file.

To import data from a plain text (.txt) file, select B5 and click Data =>
From Text/CSV.
Select the Source Data file => Open.

Select Comma Delimiter => Transform Data.

Click the Region drop-down menu => Check East => OK.
Select Close & Load drop-down => Close & Load To.
 In the Import Data dialog box, select Table => Existing worksheet =>
$B$5 => OK.

All data containing the East region is displayed in the Excel worksheet.

Method 12 – How to Extract a Specific Number of

Characters from a Cell
 Enter the following formula in H6 to see the Order Code.

=LEFT(B6,5)

Drag the Fill Handle across the cells you want to fill.

Method 13 – How to Extract Month and Day from

Date in Excel

Enter the following formula in F6 to see the month.

=TEXT($C6,"mmmm")

Drag the Fill Handle across the cells you want to fill.
Enter the following formula in G6 to see the order day.

=TEXT($C6,"dddd")
Method 14 – How to Extract the Same Cell from
Multiple Sheets into a Master Column in Excel

There are two datasets: Dataset 2 and Dataset 3.

In Function, select Sum.

Add references from Dataset 2 and Dataset 3.
In Use labels in, check Top row and Left column.
 Click OK.

Data from multiple worksheets is combined.

Download Practice Workbook

Download the Practice workbook and practice.

Extract Data from [Link]

 

 Source [Link]

Extract Data Excel: Knowledge Hub

Excel Formula to Get First 3 Characters from a Cell

Extract Data from a List Using Excel Formula
Extract Month from Date in Excel
Extract Year from Date in Excel
Pull Data From Another Sheet Based on Criteria in Excel
Get Data from Another Sheet Based on Cell Value in Excel
Extract Filtered Data in Excel to Another Sheet
Pull Values from Another Worksheet in Excel
Pull Data from Multiple Worksheets in Excel
Extract Data from One Sheet to Another Using VBA in Excel
Pull Data from Multiple Worksheets in Excel VBA
Excel Macro: Extract Data from Multiple Excel Files

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MD Tanvir Rahman
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MD Tanvir Rahman, BUET graduate in Naval Architecture and Marine

Engineering, dedicated over a year to the ExcelDemy project. He is an
Excel and VBA Content Developer. Having authored 50+ insightful
articles, he actively updates and improves over 80 articles, reflecting his
commitment to accuracy and currency, managing day-to-day
operations, and analyzing and developing Excel and VBA tutorials. His
broad interests encompass Data Analysis, Advanced Excel, VBA Macro,
Excel Templates, Excel Automation, and Excel Power Query, showcasing
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