How to Handle, Analyze, and Work with Large Datasets in Excel?

Written By Tej Pratap Shukla

Approved By Anuraag Singh

Modified On January 22nd, 2026

Reading Time 9 Minutes Reading

Do you want to work with large data sets in Excel without crashing, but due to the large size, Excel starts freezing, consuming excessive memory, or showing the dreaded “Excel is not responding” message, and you are unable to handle it? Then you are not alone. Multiple users want to handle large datasets in Excel without crashing and freezing.

This guide explains why it happens and how to work with large data sets in Excel using clean and structured data, optimizing your formulas, reducing Volatile Functions, using limited conditional formatting, using filters instead of sorting large ranges, break large Excel files into smaller parts for smooth management.

Excel is a widely used application to manage and organize data in rows and columns. And handling large data sets in Excel is a common issue for analysts, accountants, marketers, and business users. As it grows, the Excel file becomes slow, unresponsive, or difficult to manage, affecting productivity and decision-making.

But don’t worry, this article explains complete information with a step-by-step process to work with large data sets in Excel without crashing.

Why Excel Crashes with Large Data Sets?

Before knowing the right approach, it is important to know the root causes and why it happens. So here is the list of reasons:

Maybe your file is using functions like VLOOKUP, OFFSET, INDIRECT, TODAY, and NOW, which recalculate frequently. When it is applied across large datasets, it makes the performance slow.
If your file contains hundreds of thousands of rows with formulas, charts, and pivot tables, Excel may exceed available system memory, which prevents it from handling large data sets.
If your Excel is set to automatic calculation, then it will recalculate all formulas again whenever a change is made. And it will affect the Excel file performance.
Also, if your file contains formatting like cell styles, borders, and colors, then it will make your file larger.
Empty rows, duplicate entries, merged cells, and inconsistent formats are other reasons for a large data file.

How to Work with Large Data Sets in Excel without Crashing?

If you are unable to handle large datasets in Excel, and it’s freezing and crashing again and again. Then follow the suggested techniques to make your smaller using:

Switch Automatic Calculation to Manual Mode
Remove Unused Rows, Columns, and Formatting
Convert Data Range into an Excel Table
Avoid Entire Column References in Formulas
Disable All Unnecessary Add-Ins
Try to Use Power Query
Optimized Used Pivot Tables
Work with Large Data Sets in Excel by Saving File as XLSB Format
Using 64-bit Excel

Important Note: If you have limited data files and can easily open large Excel files, then go for the manual techniques. And if your application can’t access large data files, then dividing them into smaller parts would be the best option.

For this, use the SysTools Excel Splitter Tool. This is the only software that can handle any size of data files without crashing and losing information. You can manage them by Row, Size, and Sheet in bulk to work with large data sets in Excel without crashing. Install the free trial edition for better knowledge:

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Method 1: Modify Excel Calculation to Manual Mode

Automatic calculation forces Excel to recalculate formulas again and again after a change, which makes your file slow and freeze. So, follow the mentioned steps to resolve it:

Open your Excel file.
Hit on the “Formulas”
Head to the “Calculation Options”.
Choose the “Manual”.
Now you can work on your file normally.
And use “F9” whenever you want Excel to recalculate.

Method 2: Handle Large Datasets in Excel by Deleting Unused Data

If your Excel file contains unwanted rows, columns, and formatting, then it will make your file larger. So, follow the given steps to work with large data sets in Excel without crashing:

Firstly, use the “Ctrl + End” to check the last used cell in Excel.
Choose all your empty rows, right-click, and use the “Delete” icon.
Same steps for empty rows.
Now save the changes and try to reopen your file.

Method 3: Convert Data Range into an Excel Table

An Excel table can manage your data more efficiently than normal ranges. Here are the steps to handle and analyze large data sets in Excel:

Choose your entire dataset.
And use the “Ctrl + T” keys.
Now check the “My table Has Headers” option.
Hit the “OK” button.

Method 4: Avoid Entire Column References in Formulas

If you will use the references like “A:A” or “1:1048576”, then it will force Excel to stop scanning unnecessary cells:

First, review the formulas in your workbook.
Now replace the full-column references with exact ranges.

Example:
Instead of [=SUM(A:A) ]
Use This: [=SUM(A2:A50000)]

Try to use table column references (if possible).

Method 5: Handle Large Datasets in Excel by Disabling Add-Ins

Third-party add-ins can affect the Excel file’s performance. So, disabling them allows users to work with large data sets in Excel without crashing:

Open your Excel file.
Head to the “File” >> “Options” tab.
Choose the “Add-Ins” tab.
Select the “Excel Add-ins” and hit the “Go” icon.
Now uncheck all the unused add-ins.
Choose “OK” and restart Excel.

Method 6: Use Power Query Instead of Copy-Paste

You can use Power Query instead of copy-paste, because Power Query can handle large datasets in Excel more easily than formulas:

Go to the “Data” tab in Excel.
Click on the “Get Data” option.
Now, import your file like CSV, Excel, XML, database, etc.
After that, clean and transform the data inside the “Power Query”.
Finally, load the only required data into Excel.

Method 7: Optimized Used Pivot Tables

If you have configured the Pivot Table incorrectly, then it will affect your Excel performance, and you will not be able to work with large data sets in Excel:

Hit on the “Pivot Table”.
Head to the “PivotTable Analyze” → “Options”.
Now, disable the “Refresh data when opening the file”.
Next, remove the unused fields.
Try to avoid multiple pivots from the same large source.

Method 8: By Saving File as XLSB

XLSB is a Binary format, which is lighter and faster for large datasets.

Access your large file.
Choose the “File” tab and then the “Save As” option.
Choose the location to save the file.
After that, select the “Excel Binary Workbook (*.xlsb)” from the “File Type” option.
Finally, select the “Save” icon to work with large data sets in Excel.

Method 9: Use 64-bit Excel for Large Data

32-bit Excel has memory limitations, so you can use 64-bit instead of 32-bit by following the given steps:

Go to “File” → “Account” → “About Excel in Excel” application.
And check whether you are using 32-bit or 64-bit.
And install the 64-bit Excel, if you want to work with large data sets in Excel without crashing.

What If Excel or a Workbook is Corrupted?

Of course, large data sets crash and corrupt your application and files. You can repair the Excel application using the Control Panel, but it doesn’t recover file data. If your file is corrupted, then download the SysTools Excel Recovery Tool to repair corrupted XLSX files without losing information. This is the best and highly suggested solution by experts to fix the issue. Download and install the demo version for a better understanding:

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Solution to Handle and Work with Large Data Sets in Excel

If your file is holding data in multiple rows and columns with heavy formatting and formulas, and you can’t remove and change anything, then splitting your large workbook into smaller parts would be the best option. You can easily manage and handle smaller parts without crashing. The suggested tool is the only possible way to compress Excel file size. Because it has different and smart features, which make it more powerful than others.

Why this Automated Solution?

This is the only and best technique for a large file that can’t be opened to work with large data sets in the Excel application.

Manual techniques fail with multiple and large files.
Also, manual tricks will take time, while an automatic solution works in just a few minutes.
The tool will maintain row integrity and structure while separating data logically.
This solution maintains the original data properly in rows and columns without messing.

How to Handle and Analyze Large Data Sets in Excel? Tool’s Steps

Firstly, you have to install it properly and choose the “Split Excel” option.
Now you have to add files using the “Add Files” and “Add Folders” options.
Locate the path of your file and choose the “Open” button.
After that, you have to select the “Next” icon.
Choose the “Split Option” accordingly and the location to save the file.
Finally, start the process and click the “OK” icon to finish the procedure to work with large data sets in Excel.

Conclusion

Managing and working with large data sets in Excel is not an easy task. Due to a large file, you will encounter many issues like freezing, crashing the application, or being unable to open the application or file. So here we have discussed ten possible techniques to resolve the issue, and how you can manage data without deleting it. You can use the automated solution for big and corrupted data files, as we suggested. You can contact us through live chat support for any help.