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Using PowerPivot instead of VLOOKUP

In this guide, learn how to enhance your data analysis using PowerPivot instead of traditional VLOOKUP. We tackle a scenario involving two tables—Transactions and Master tables for Products and Countries—to generate reports like total sales by Country and Products. Learn the limitations of VLOOKUP, including increased file size and slow performance, and discover how PowerPivot can combine data efficiently, create relationships within Excel, and handle millions of rows effectively. Improve your reporting efficiency and speed up your data analysis with these advanced techniques.

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Using PowerPivot instead of VLOOKUP

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  1. Blog Using PowerPivot instead of VLOOKUP Dr Nitin Paranjape Office System MVP

  2. The Scenario: Two tables • We have two tables • We want to analyze data from both tables

  3. Transactions Table

  4. Master tables: Products and Countries

  5. We need this report • Total sales by Country (in columns) and Products (in rows) • Problem: Pivot Table cannot be created on three separate blocks of data. • Solution: We have to combine all three tables into a single table • But how?

  6. Traditional Solution: VLOOKUP

  7. Disadvantages of this approach • File size increases • If there are many transactions, the performance slows down • Workaround?Paste as values to solve the above problems…But it is additional work every time you add more data

  8. Solution: Use PowerPivot • This demo is based upon Excel 2013. • For 2010 • menu names are different • the procedure is also different

  9. Prepare the data • Each block of data must be a Table • Each table must have a legible name • Transactions • Countries • Products

  10. Add tables to Data Model (PowerPivot) • Click inside each table • Open PowerPivot tab • Click Add to Data Model • Repeat this for all three tables

  11. Now all tables are visible in PowerPivot • A separate window opens to show PowerPivot data • Three sheets contain three tables • The link sign indicates these are connected to the Excel Tables

  12. Now we have to create relationships • Relationship means informing PowerPivot about linkages between data tables • It is like a database relationship • The only difference is that you are doing it WITHIN Excel • This eliminates the need to use an external database

  13. Create relationship between Transactions and Countries

  14. Create relationship between Transactions and Countries Choose the table Many table first. Many table contains more than one rows for a single row in master table.

  15. Create relationship betweenTransactions and Products

  16. Create a Pivot Table

  17. Notice that this Pivot Table is different • It shows all Tables

  18. Create the report

  19. Summary • PowerPivot allows you to create relationship between two tables • This eliminates the use of VLOOKUP • PowerPivot can handle millions of rows with very good speed • The file size is also reduced by using PowerPivot • Try this with your data and see the differenceAlways work on a copy of your data to prevent damaging the original file while learning

  20. Thank you Blog • Read my daily bloghttp://efficiency365.wordpress.com • Post your queries on my FB pagehttps://www.facebook.com/groups/117666161675053/ • Follow me on Twitter @drnitinp

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