{"id":3712,"date":"2019-03-23T21:41:07","date_gmt":"2019-03-23T19:41:07","guid":{"rendered":"https:\/\/tecnocentres.org\/?p=3712"},"modified":"2020-05-15T02:33:25","modified_gmt":"2020-05-15T00:33:25","slug":"collect-data-from-different-spreadsheets-without-using-scripts","status":"publish","type":"post","link":"https:\/\/tecnocentres.org\/en\/blog\/2019\/03\/23\/collect-data-from-different-spreadsheets-without-using-scripts\/","title":{"rendered":"Collect data from different spreadsheets without using scripts"},"content":{"rendered":"<p style=\"text-align: justify;\">Lately I have been asked several times how to perform this operation. Several teachers have classes with the same students (although not exactly the same) and all evaluate the same aspects. Each one has their own sheet with their students and they want to be able to gather all the information and make averages. In addition, you can also create one sheet per student so that they can only see their results.<\/p>\n<p style=\"text-align: justify;\">In this article I will detail a possible way to do it.<\/p>\n<p><!--more--><\/p>\n<p style=\"text-align: justify;\">Let&#8217;s start with each teacher&#8217;s sheet. To make it simple, in the example I will suppose only 3 teachers who evaluate 5 students (although each one only evaluates 3) and each one registers 4 different aspects.<\/p>\n<p>The sheet of one of the teachers could be as follows (in the example each aspect is scored between 1 and 4). In order to do tests it is good that values have been introduced, so it is easy to see if they are imported well.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-3668 size-full\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.09.19.png\" alt=\"\" width=\"271\" height=\"122\" \/><\/p>\n<p>The general sheet could be as follows.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3671\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46.png\" alt=\"\" width=\"1142\" height=\"266\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46.png 1142w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46-300x70.png 300w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46-768x179.png 768w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46-1024x239.png 1024w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46-1040x242.png 1040w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.10.46-640x149.png 640w\" sizes=\"auto, (max-width: 1142px) 100vw, 1142px\" \/><\/p>\n<p style=\"text-align: justify;\">At the moment the sheet does not collect anything, but the addresses of the 3 sheets of teachers have already been i<strong>ndicated.<\/strong><\/p>\n<p><strong>What formula should be used so that each student&#8217;s grades appear?<\/strong><\/p>\n<p>We will use the IMPORTRANGE formula (which I presented <a href=\"https:\/\/tecnocentres.org\/en\/importrange-function-in-google-spreadsheets\/\">in an article<\/a> some time ago). But first we will have to connect the sheets, because if this is not done, the <em>importrange<\/em> formula combined with other formulas will not work.<\/p>\n<p>Therefore, in any cell (in the example I use B3), we insert the following formula (which we will delete later).<\/p>\n<p>=IMPORTRANGE(P3;&#8221;Sheet1!B3&#8243;)<\/p>\n<p style=\"text-align: justify;\">Surely, an error will appear to us (I do not know why, in some occasions the sheets have been connected to me without asking for permission). When we put the cursor over the cell, the message will appear to give permission and connect the sheets.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3674\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2016-05-27-at-20.50.16.png\" alt=\"\" width=\"450\" height=\"125\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2016-05-27-at-20.50.16.png 450w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2016-05-27-at-20.50.16-300x83.png 300w\" sizes=\"auto, (max-width: 450px) 100vw, 450px\" \/><\/p>\n<p style=\"text-align: justify;\">Once the first sheet is connected, we will change the formula to connect the second sheet. Now we will indicate<\/p>\n<p>=IMPORTRANGE(P3;&#8221;Sheet1!B3&#8243;)<\/p>\n<p style=\"text-align: justify;\">And we&#8217;d do that with all the leaves. Once they were all connected, we would eliminate the formula.<\/p>\n<p style=\"text-align: justify;\">Now, we will introduce the formula so that it collects the data of each student. In cell B3 we will indicate the following formula.<\/p>\n<p>=FILTER(IMPORTRANGE($P$3;&#8221;Sheet1!B3:E5&#8243;);IMPORTRANGE($P$3;&#8221;Sheet1!A3:A5&#8243;)=$A3)<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-3686 size-full\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/b.png\" alt=\"\" width=\"728\" height=\"273\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/b.png 728w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/b-300x113.png 300w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/b-640x240.png 640w\" sizes=\"auto, (max-width: 728px) 100vw, 728px\" \/><\/p>\n<p style=\"text-align: justify;\">If we want to avoid errors in case the student is not in the teacher&#8217;s sheet, we can add the formula IFERROR. It would look like this.<\/p>\n<p>=IFERROR(FILTER(IMPORTRANGE($P$3;&#8221;Sheet1!B3:E5&#8243;);IMPORTRANGE($P$3;&#8221;Sheet1!A3:A5&#8243;)=$A3);&#8221;&#8221;)<\/p>\n<p>We can now copy the formula to the rest of the students.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-3689 size-full\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.51.55.png\" alt=\"\" width=\"624\" height=\"257\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.51.55.png 624w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.51.55-300x124.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/p>\n<p>Only the grades of the students who were on the teacher&#8217;s sheet appear.<\/p>\n<p style=\"text-align: justify;\">We can do the same with the sheets of the other teachers. In cell F3 we will indicate the same formula that we have inserted in B3, but changing $P$3 for $P$4 that is where the direction of the sheet of the second teacher is indicated.<\/p>\n<p><span class=\" default-formula-text-color\" dir=\"auto\">=<\/span><span class=\" default-formula-text-color\" dir=\"auto\">IFERROR<\/span><span class=\" default-formula-text-color\" dir=\"auto\">(<\/span><span class=\" default-formula-text-color\" dir=\"auto\">FILTER<\/span><span class=\" default-formula-text-color\" dir=\"auto\">(<\/span><span class=\" default-formula-text-color\" dir=\"auto\">IMPORTRANGE<\/span><span class=\" default-formula-text-color\" dir=\"auto\">(<\/span><span dir=\"auto\">$P$4;<\/span><span class=\" string \" dir=\"auto\">&#8220;Sheet1!B3:E5&#8221;<\/span><span class=\" default-formula-text-color\" dir=\"auto\">);<\/span><span class=\" default-formula-text-color\" dir=\"auto\">IMPORTRANGE<\/span><span class=\" default-formula-text-color\" dir=\"auto\">(<\/span><span dir=\"auto\">$P$4;<\/span><span class=\" string \" dir=\"auto\">&#8220;Sheet1!A3:A5&#8221;<\/span><span class=\" default-formula-text-color\" dir=\"auto\">)<\/span><span class=\" default-formula-text-color\" dir=\"auto\">=$<\/span><span dir=\"auto\">A3<\/span><span class=\" default-formula-text-color\" dir=\"auto\">);<\/span><span class=\" string \" dir=\"auto\">&#8220;&#8221;<\/span><span class=\" default-formula-text-color\" dir=\"auto\">)<\/span><\/p>\n<p>Y tambi\u00e9n la copiaremos a todos los alumnos.<\/p>\n<p>Repetimos el procedimiento con la tercera hoja de profesor.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3683\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.49.38.png\" alt=\"\" width=\"716\" height=\"282\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.49.38.png 716w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.49.38-300x118.png 300w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.49.38-640x252.png 640w\" sizes=\"auto, (max-width: 716px) 100vw, 716px\" \/><\/p>\n<p style=\"text-align: justify;\">Any changes a teacher makes to your sheet will be reflected in this summary sheet.<\/p>\n<p style=\"text-align: justify;\">Calculating the average will be more or less straightforward. We can create a new tab and sort it as follows.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3692\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.59.34.png\" alt=\"\" width=\"565\" height=\"178\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.59.34.png 565w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-19.59.34-300x95.png 300w\" sizes=\"auto, (max-width: 565px) 100vw, 565px\" \/><\/p>\n<p>In cell B2 we can indicate the following formula.<\/p>\n<p>=AVERAGEIF(Sheet1!$B$2:$M$7;B$1;Sheet1!$B3:$M3)<\/p>\n<p>This will display the average of the teachers who have indicated this aspect.<\/p>\n<p>Just copy this formula to the rest of the cells (from B2 to E6) and you will have all the averages calculated.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3695\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.01.17.png\" alt=\"\" width=\"563\" height=\"177\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.01.17.png 563w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.01.17-300x94.png 300w\" sizes=\"auto, (max-width: 563px) 100vw, 563px\" \/><\/p>\n<h3>Results sheet for each student<\/h3>\n<p>Can we have each student see their results? We&#8217;ll have to create a spreadsheet for each student and share it with read-only permission (it can be done with a script, but in the title I said everything would be without scripts, so we&#8217;ll do it manually). But let&#8217;s start with the first student&#8217;s sheet.<\/p>\n<p>The sheet may look like the following.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3701\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.06.21.png\" alt=\"\" width=\"558\" height=\"175\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.06.21.png 558w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.06.21-300x94.png 300w\" sizes=\"auto, (max-width: 558px) 100vw, 558px\" \/><\/p>\n<p style=\"text-align: justify;\">As you can see, you have to indicate the direction of the summary sheet, where the results will be. To avoid students trying to access and ask for permission (since they do not have permission to read on the summary sheet), I would hide row 5.<\/p>\n<p style=\"text-align: justify;\">As we have done before, you have to connect the sheets. In cell B3 we introduce the simple importrange formula.<\/p>\n<p>=IMPORTRANGE(B5;&#8221;Sheet1!B3&#8243;)<\/p>\n<p>Once connected, we delete the formula and enter the following one.<\/p>\n<p>=FILTER(IMPORTRANGE($B$5;&#8221;Sheet2!B2:E6&#8243;);IMPORTRANGE($B$5;&#8221;Sheet2!A2:A6&#8243;)=$A3)<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-3704\" src=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.12.43.png\" alt=\"\" width=\"570\" height=\"168\" srcset=\"https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.12.43.png 570w, https:\/\/tecnocentres.org\/wp-content\/uploads\/2019\/03\/Screenshot-2019-03-23-at-20.12.43-300x88.png 300w\" sizes=\"auto, (max-width: 570px) 100vw, 570px\" \/><\/p>\n<p style=\"text-align: justify;\">Now all you have to do is make a copy of this sheet and change cell A3. If we put Pupil 2, the results of the second pupil will appear. It&#8217;s that simple.<\/p>\n<h3>Templates<\/h3>\n<p style=\"text-align: justify;\">Here I link the templates of the example, in case someone wants to make a copy. In order for it to work you will have to change the links, since the copies will have other addresses.<\/p>\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1kK2dinZRwwcU7yKIwS8Q7_c672t5E_RWelSnX3zfsSA\/edit\" target=\"_blank\" rel=\"noopener noreferrer\">General Summary Sheet<\/a><\/p>\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1xDrcgAdlEthvRMlhzMX8iMjxvIxlSNfgCQwb91cimEs\/edit\" target=\"_blank\" rel=\"noopener noreferrer\">Teacher Sheet 1<\/a><\/p>\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1LNKvFLmuQfoAz9ahl6it-1C22rvq6MRrNYHFVo1cZPg\/edit\" target=\"_blank\" rel=\"noopener noreferrer\">Teacher Sheet 2<\/a><\/p>\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1lG0EDtraLqtv0GDsIC2CMBe7d3ntNk6rzzhN4Ec6rD8\/edit\" target=\"_blank\" rel=\"noopener noreferrer\">Teacher Sheet 3<\/a><\/p>\n<p><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/171JhUL7zoAsiHS5Sm0DsPTZ_M5KuhWBuUUE23j9qqJo\/edit\" target=\"_blank\" rel=\"noopener noreferrer\">Pupil sheet 1<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Lately I have been asked several times how to perform this operation. Several teachers have classes with the same students (although not exactly the same) and all evaluate the same aspects. Each one has their own sheet with their students&#8230;<\/p>\n","protected":false},"author":1,"featured_media":3684,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[66],"tags":[],"class_list":["post-3712","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized","post-archive"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Collect data from different spreadsheets without using scripts - Tecnocentres<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/tecnocentres.org\/en\/blog\/2019\/03\/23\/collect-data-from-different-spreadsheets-without-using-scripts\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Collect data from different spreadsheets without using scripts - Tecnocentres\" \/>\n<meta property=\"og:description\" content=\"Lately I have been asked several times how to perform this operation. 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Tecnocentres","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/tecnocentres.org\/en\/blog\/2019\/03\/23\/collect-data-from-different-spreadsheets-without-using-scripts\/","og_locale":"en_US","og_type":"article","og_title":"Collect data from different spreadsheets without using scripts - Tecnocentres","og_description":"Lately I have been asked several times how to perform this operation. Several teachers have classes with the same students (although not exactly the same) and all evaluate the same aspects. 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