How to merge Excel files — 4 easy methods
Need to combine several Excel files into one? Maybe you have monthly exports, files from different teams, or reports that all need to land in a single spreadsheet. Here are the four ways to do it — from the fastest (30 seconds, no software) to the most technical (VBA).
Method 1 — Use a free online tool (fastest)
The quickest way is a browser-based merge tool. SheetToolkit's Merge tool combines .xlsx, .xls and .csv files in seconds — and because
everything runs locally in your browser, your files are never uploaded to a server.
That matters if your spreadsheets contain financial, HR, or client data.
- Open the Merge Excel files tool.
- Drag in two or more files (you can mix .xlsx and .csv).
- Choose Append rows to stack everything into one sheet — columns are matched by header name, so files with different column orders still line up correctly. Or choose Combine into sheets to keep each file as its own tab.
- Optionally add a source column (which file each row came from) or remove duplicate rows in the same pass.
- Click Download merged file (.xlsx). Done.
Best for: anyone who wants it done now, without formulas or add-ins. Free up to 3 files.
Method 2 — Copy and paste (fine for 2 small files)
The manual way:
- Open both files in Excel.
- In the source file, select the data rows (without the header), Ctrl+C.
- In the destination file, click the first empty row, Ctrl+V.
- Repeat for each file.
Watch out for: columns in a different order (your data will land in the wrong columns — check before pasting), duplicated header rows, and formats that don't carry over. Beyond two or three files, this gets error-prone fast.
Method 3 — Power Query (built into Excel, good for repeated merges)
If you merge the same folder of files every month, Power Query automates it:
- Put all the files in one folder.
- In Excel: Data → Get Data → From File → From Folder, and select the folder.
- Click Combine & Transform. Excel detects the common structure and stacks the files.
- Click Close & Load. To refresh later with new files, just hit Refresh.
Watch out for: Power Query expects consistent column names across files; mismatched headers create extra columns. The first setup takes a few minutes, but refreshing is instant afterwards.
Method 4 — VBA macro (for control freaks)
If you're comfortable with code, a short VBA macro can loop over a folder and copy each workbook's used range into a master sheet. It's powerful but brittle: you'll be maintaining code, handling edge cases (empty sheets, mismatched columns) yourself, and macros are blocked by default in many company environments.
Best for: repeated, highly customized merges where Power Query isn't flexible enough.
Which method should you use?
| Situation | Best method |
|---|---|
| One-off merge, any number of files | Online tool (Method 1) |
| Two small files, no sensitivity | Copy-paste (Method 2) |
| Same folder of files every week/month | Power Query (Method 3) |
| Custom logic, you write code | VBA (Method 4) |
FAQ
- How do I merge Excel files without losing data?
- Use a method that aligns columns by header name rather than position — that's the main cause of data ending up in the wrong place. SheetToolkit's merge tool does this automatically; in Power Query, ensure your files share the same column names.
- Can I merge Excel files into one sheet?
- Yes — that's the "Append rows" mode: every row from every file is stacked into a single continuous sheet under one header row.
- Can I merge .xlsx and .csv files together?
- With the online tool, yes — formats can be mixed freely. Excel's built-in options handle this less gracefully.
- Is it safe to merge confidential files online?
- It depends on the tool. Most online tools upload your files to their servers. SheetToolkit processes everything locally in your browser — your files never leave your computer.
- How do I merge more than 3 files?
- Power Query handles whole folders. SheetToolkit merges up to 3 files free; the Pro license (€39, one-time) removes the limit.