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deeacz
Frequent Visitor

Copy only certain rows to a second spreadsheet

Hello,

 

I am new to Power Automate Desktop and and i am building a flow to automate some tasks in excel and i am stuck. For one of my subflows I have 1 spreadsheet with 30000 rows with product codes and their sales figures. I only need 4 of the item codes to be copied over to a new spreadsheet with all their columns data too. The main Spreadsheet will be updated every month so the products might change their row number. How can i do this? thank you

2 ACCEPTED SOLUTIONS

Accepted Solutions
momlo
Super User
Super User

Hi @deeacz 

For such large data sets I am always using SQL query - much faster, cleaner

 

https://learn.microsoft.com/en-us/power-automate/desktop-flows/how-to/sql-queries-excel

 

View solution in original post

You don’t need powerautomate. We will set this up once, and you never have to set it up again, you just copy the new 30k row report, drop it in the first tab, and the subset tab will lookup data in the first tab. 


I’m going to simplify this, you just need to do this for however many columns there are. Let’s say I have product code in column A and sales numbers in column B. 

Create your new tab

identify your primary key (product code)

manually enter (or copy over) all 4 product codes

In this case, that’s in column A. (A2-A5). 
if you have any decent excel, you should have an XLOOKUP function. In B2, you would have the following formula:

=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

so it would look like this:

=XLOOKUP($A2, Maintab!’$A:$A, Maintab!’B:B,,0,)

 

this will find the product code in A2 and bring over the proper value from column B on the main tab to populate column B on the subset tab. 

Notice the $. Column A doesn’t change (you always want to reference the product code, but the row does and the column you are pulling data from does. 

you can copy this down, and if there were more columns, you could copy it right. 

for xlookup, the primary key doesn’t have to be on the left. If you don’t have xlookup, you have to use vlookup. It’s similar, but you can only pull data to the right of product code. If you need help with that, let me know. 

good luck!

----
If my post has answered your question, please thumbs up and mark this post as a solution.

I also offer paid consulting services at www.peakdigitran.com/appointments and you can find me on LinkedIn at https://www.linkedin.com/in/michael-annis-80903/,

View solution in original post

5 REPLIES 5
ryule
Super User
Super User

Can you show us what you have so far?

 

Essentially you'll need to get your Excel data, loop through it, and have conditional statements that look for the codes you care about, and when it finds them, capture the data.

momlo
Super User
Super User

Hi @deeacz 

For such large data sets I am always using SQL query - much faster, cleaner

 

https://learn.microsoft.com/en-us/power-automate/desktop-flows/how-to/sql-queries-excel

 

You don’t need powerautomate. We will set this up once, and you never have to set it up again, you just copy the new 30k row report, drop it in the first tab, and the subset tab will lookup data in the first tab. 


I’m going to simplify this, you just need to do this for however many columns there are. Let’s say I have product code in column A and sales numbers in column B. 

Create your new tab

identify your primary key (product code)

manually enter (or copy over) all 4 product codes

In this case, that’s in column A. (A2-A5). 
if you have any decent excel, you should have an XLOOKUP function. In B2, you would have the following formula:

=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

so it would look like this:

=XLOOKUP($A2, Maintab!’$A:$A, Maintab!’B:B,,0,)

 

this will find the product code in A2 and bring over the proper value from column B on the main tab to populate column B on the subset tab. 

Notice the $. Column A doesn’t change (you always want to reference the product code, but the row does and the column you are pulling data from does. 

you can copy this down, and if there were more columns, you could copy it right. 

for xlookup, the primary key doesn’t have to be on the left. If you don’t have xlookup, you have to use vlookup. It’s similar, but you can only pull data to the right of product code. If you need help with that, let me know. 

good luck!

----
If my post has answered your question, please thumbs up and mark this post as a solution.

I also offer paid consulting services at www.peakdigitran.com/appointments and you can find me on LinkedIn at https://www.linkedin.com/in/michael-annis-80903/,

 @momlo thank you for you help. this looks like a clean solution, i just need to get my head around it

i always use excel for these type of searches and now trying to introduce a few power automate processes i completely ruled out the fact i can just do this in excel - connect the formula to the main spreadsheet i update through power automate . thanks 

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