I have a data export in a very inconvenient format. In sheet1, I have student grade data that I cannot figure out how to extract into sheet2, where I am attempting to separate and SUM grades in one column IF they are designated with HL or SL in another column. However, the student name sits in a set of merged cells one row above the data and separated by blank rows.

I believe it could be done with =FILTER and =QUERY, but these are not my strengths.

If you are willing to help: Please see the anonymized example of the aforementioned two sheets.

In sheet2 the desired data and a stab at the formulas can be found.

With great appreciation and apologies if I've left anything out.

  • Do all students study the same number of subjects? This will influence the approach required. Nov 28, 2022 at 22:53
  • No, the subject number changes. I really should have noted that as it wrecked my initial plan of of counting off multiples. Sorry. Nov 29, 2022 at 8:07

2 Answers 2


Tag data with Student Name

In sheet1, insert a helper column A and add the following formula in cell A7 and copied to rows below:


Helper Column


Named Ranges

To make the formulas shorter in length and easier to follow, I used named the ranges. You could alternatively use the A1 range addresses

Name Range                                                                                                                                            
helper Sheet1!A:A
advisor Sheet1!B:B
average Sheet1!K:K
level Sheet1!G:G
grade Sheet1!L:L
beCols Sheet1!N:O
names * Sheet2!A2:A     * the filtered list on Sheet2


Multiple Formulas
 Sheet2!A2  -  Student
 Sheet2!B2  -  Advisor
=BYROW(names, LAMBDA(x, IF(x<>"", INDEX(advisor,MATCH(x,helper, 0)),)))
 Sheet2!C2  -  HL Sum
=BYROW(names, LAMBDA(x, IF(x<>"", SUMIFS(grade,helper,x,level,"HL"),)))
 Sheet2!D2  -  SL Sum
=BYROW(names, LAMBDA(x, IF(x<>"", SUMIFS(grade,helper,x,level,"SL"),)))
 Sheet2!E2  -  BE Count
=BYROW(names, LAMBDA(x, IF(x<>"", COUNTIF(filter(beCols, helper=x),"BE"),)))

Depending on what you want, you can combine all the formulas in a single formula.

Single Formula

In Sheet2!A2, place

      LAMBDA(x, IF(x<>"", {
        COUNTIF(filter(beCols, helper=x),"BE")},)))

If you want to generate the column labels as well you can add them into the formula

={ "Student","Advisor","HL Sum","SL Sum","BE Count";
    [existing formula here] 


Single Formula w/ Labels

Student Formula

Advisor Formula

HL Formula

SL Formula

BE Formula

  • 1
    This worked well to link the student name to each row of data. Thank you! Nov 29, 2022 at 9:52
  • With the addition of the helper column, I was able to compose =QUERY('sheet1'!B5:Q2000,"select B, C, E, H, M, O, P where B is not null"), but still working on summing finals grades for HL independently of SL per student. Nov 29, 2022 at 9:54
  • @ZacharyBlakley I updated the answer with sample formulas that use the helper column. The example formulas are shown individually for each column, and I also showed you them combined in a single formula.
    – Blindspots
    Nov 29, 2022 at 21:05

Delete rows 1-4 at the top of Sheet1 and any blank rows at the bottom, then try the following in another sheet:

{query(newtbl,"select Col1,Col2,sum(Col12) group by Col1,Col2 pivot Col7",1),{"BE";index(sort({unique(filter(students,students<>"")),ifna(vlookup(unique(filter(students,students<>"")),query(newtbl,"select Col1,count(Col1) where Col14='BE' or Col15='BE' group by Col1",1),2,0),0)}),,2)}})(

This should work if the number of subjects changes from student to student. I'm not going to try to explain all this, but in essence we are creating a flat table and then running the necessary queries from it.

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