Microsoft Excel

How to Link Excel Tables Using the Data Model (Without VLOOKUP or XLOOKUP)

Chris Menard

09 Oct 2025 — 4 min read

If you've been using VLOOKUP or XLOOKUP to pull data between Excel worksheets, there's a more efficient approach. Excel's Data Model lets you create relationships between tables so you can build PivotTables that pull from multiple sources — without duplicating data or writing complex formulas.

In this tutorial, I walk through setting up two worksheets (Customers and Orders), converting them to Excel Tables, creating a relationship between them, and building a PivotTable that combines data from both. The result is a lightweight file with no duplicated columns.

Excel Customers worksheet with Customer ID, Name, Email, Phone, Address, City, State, Zip Code, Country, and Registration Date columns — The Customers worksheet contains customer details linked by Customer ID

Setting Up the Worksheets

The example uses two worksheets in a single workbook:

Customers — Contains Customer ID, Name, Email, Phone, Address, City, State, Zip Code, Country, and Registration Date
Orders — Contains Order ID, Customer ID, Order Date, Product Name, Quantity, Unit Price, Total Amount, and Order Status

The key is that both worksheets share a Customer ID column. This is the field that links them together, similar to how VLOOKUP or Index/Match would connect data — but without any formulas.

Converting Ranges to Tables

Before creating a relationship, each worksheet's data must be formatted as an Excel Table. Select any cell in the data range and press Ctrl+T. Excel will detect the range and show the Create Table dialog.

Excel Create Table dialog showing the detected data range with Ctrl+T keyboard shortcut overlay — Press Ctrl+T to convert a data range into an Excel Table

Do this for both the Customers and Orders sheets. Name each table clearly (e.g., "customers" and "orders") using the Table Name field on the Table Design tab. Clear names make relationships easier to manage.

Creating a PivotTable from the Data Model

With both tables created, insert a PivotTable from the Orders table. In the PivotTable dialog, check the option to Add this data to the Data Model. This is the key step that enables multi-table relationships.

In the PivotTable Fields pane, click All (instead of Active) to see both tables listed. When you drag fields from both tables into the PivotTable, Excel will display a yellow banner: "Relationships between tables may be needed."

PivotTable Fields pane showing yellow banner with Auto-Detect and CREATE buttons for table relationships — Excel detects that a relationship is needed between the two tables

Establishing the Relationship

Click Auto-Detect or CREATE in the yellow banner. If you click Create, specify:

Table: orders
Column: Customer ID
Related Table: customers
Related Column: Customer ID

Once the relationship is established, the PivotTable can pull Customer Name from the Customers table and Order details from the Orders table — all without VLOOKUP, XLOOKUP, or duplicated data. This approach is especially useful for combining multiple tables in large workbooks.

Why Use the Data Model Instead of Lookup Functions?

No duplicate data — Customer names aren't copied into the Orders sheet
Smaller file size — Data stays in its original location
Automatic updates — Add rows to either table and refresh the PivotTable
Scales well — Works with multiple related tables, not just two
Familiar PivotTable interface — No new formulas to learn, just use Tables as your PivotTable source

For distinct count calculations, the Data Model approach is the only built-in PivotTable option — another reason to use this method when working with related data.