Exploring Microsoft® Excel® 2016 Series Editor Mary Anne Poatsy Exploring Microsoft Office 2016 Series Editor Mary Anne Poatsy Mulbery|Davidson Series Created by Dr. Robert T. Grauer

Copyright © 2017 Pearson Education, Inc. Chapter 9 In Chapter 9, you will demonstrate data management and error control within workbooks containing links and 3-D formulas. Multiple-Sheet Workbook Management Ensuring Quality Control Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Objectives Work with Grouped Worksheets Insert Hyperlinks Manage Windows Insert Formulas and Functions with 3-D References Link Workbooks Audit Formulas Set Up a Watch Window Validate Data The objectives for this chapter are: Work with Grouped Worksheets Insert Hyperlinks Manage Windows Insert Formulas and Functions with 3-D References Link Workbooks Audit Formulas Set Up a Watch Window Validate Data Copyright © 2017 Pearson Education, Inc.

Objective 1: Work with Grouped Worksheets In this section, the skills include: Group Worksheets Fill Across Worksheets Enter and Format Data Across Worksheets Skills:  Group Worksheets  Fill Across Worksheets  Enter and Format Data Across Worksheets Copyright © 2017 Pearson Education, Inc.

Work with Grouped Worksheets Grouping is the process of selecting two or more worksheets so that you can perform the same action at the same time on all selected worksheets. There are three ways to group worksheets: To select all worksheets, right-click a sheet tab and select Select All Sheets. To select adjacent worksheets, click the first sheet tab, press and hold Shift, and then click the last sheet tab. To select nonadjacent worksheet tabs, click the first sheet tab, press and hold Ctrl, and then click each additional sheet tab. To ungroup worksheets, you do one of the following steps: • Click a sheet tab for a sheet that is not grouped. • Right-click a sheet tab and select Ungroup Sheets. When worksheets are grouped, all worksheet tabs display as the active worksheet, and the word [Group] displays between the filename and Excel in the title bar. Active grouped worksheets Copyright © 2017 Pearson Education, Inc.

Work with Grouped Worksheets For worksheets with similar content and formatting, grouping worksheets enables you to improve productivity by performing the same tasks on the grouped worksheets at the same time instead of performing the tasks individually on each worksheet. To fill data and/or formats from one sheet to other sheets, you: Click the sheet tab that contains the data and/or formats you want to copy. Select the range that you want to fill across the worksheets. Press Ctrl while you click the destination sheet tabs. On the Home tab in the Editing group, click Fill and then select Across Worksheets to display the Fill Across Worksheets dialog box. Select one option in the dialog box: Click All to copy data and formatting from the current worksheet to the grouped worksheets. Click Contents to copy the data only from the current worksheet to the grouped worksheets without copying the formatting to the other worksheets. Click Formats to copy only the formatting from the current worksheet to the grouped worksheets. The data is not copied to the grouped worksheets. Click OK. This slide shows how the 2nd quarter worksheet information has been replicated for the 3rd quarter worksheet. Copyright © 2017 Pearson Education, Inc.

Objective 2: Insert Hyperlinks In this section, the skills include: Insert Hyperlinks Skills:  Insert Hyperlinks Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Insert Hyperlinks Link options A hyperlink is an electronic link that, when clicked, goes to another location in the same or a different worksheet, opens another file, opens a web page in a Web browser, or opens an email client and inserts an email address into the To box. To create a hyperlink, you: Click the cell that will contain the hyperlink or select an object, such as an image, that you want to use as the hyperlink, and then do one of the following to display the Insert Hyperlink dialog box: On the Insert tab in the Links group, click Hyperlink. Right-click the cell or object and select Hyperlink. Press Ctrl+K. Click the type of link on the left side of the dialog box: Existing File or Web Page Place in This Document Create New Document Email Address Click the specific location. Click ScreenTip to open the Set Hyperlink ScreenTip dialog box, type the text you want to display in the ScreenTip text box, and then click OK two times. This slide shows the beginning of the construction of a link in Cell B3 to a Place in This Document. Note the list of objects to which the hyperlink can link. Copyright © 2017 Pearson Education, Inc.

Objective 3: Manage Windows In this section, the skills include: Open and Arrange Worksheets Split a Window Skills:  Open and Arrange Worksheets  Split a Window Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Manage Windows When working with workbooks with many worksheets, there are several options for viewing it. You can use the worksheet scroll bars to find the worksheet you need. If you do not need to view a worksheet, you can hide it and minimize the need to scroll through worksheet tabs. To hide a worksheet, you: Select the worksheet or worksheets you want to hide. Click the Home tab and click Format in the Cells group. Point to Hide & Unhide and select Hide Sheet. To display a hidden worksheet again, you: Click Format in the Cells group. Point to Hide & Unhide and select Unhide Sheet to open the Unhide dialog box. Select the worksheet that you want to display and click OK. As seen in the slide, there are two hidden worksheets. Hidden worksheets Worksheet scroll bars Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Manage Windows Arrange options To see all windows of the same workbook, you: Click Arrange All in the Window group. Select one of the options from the Arrange Windows dialog box: Tiled Horizontal Vertical Cascaded Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Manage Windows Split When you work with very large, complex worksheets, you may want to view different sections at the same time. Splitting is the process of dividing a worksheet window into two or four resizable panes so you can view separate parts of a worksheet at the same time. Depending on which cell is the active cell, Excel splits the worksheet into two or four panes with split bars—vertical and horizontal lines that frame the panes—above and to the left of the active cell. To split a worksheet, you: Select the cell. On the View tab in the Cells group, click Split. This slide shows a worksheet split into two windows, one above and one below. The top window shows the loan information and the first few payments. The bottom window shows the final payments and the loan totals. Split bar Copyright © 2017 Pearson Education, Inc.

Objective 4: Insert Formulas and Functions with 3-D References In this section, the skills include: Insert a 3-D Reference in a Formula Insert 3-D References in a Function Skills:  Insert a 3-D Reference in a Formula  Insert 3-D References in a Function Copyright © 2017 Pearson Education, Inc.

Insert Formulas and Functions with 3-D References Cell address =WorksheetName!RangeOfCells We understand the concept of three dimensions. So far we have been working with two-dimensional worksheets consisting of rows and columns, hence the name two-dimensional. How do we create a three-dimensional worksheet? Think of a physical calendar, where each month is two-dimensional, and a calendar is a stack of months. Now consider an online Google calendar. To move from one month to the next, the left and right arrows are used. Similarly, instead of thinking of the worksheets next to each other as the worksheet tabs are, think of a workbook as a stack of worksheets. A 3-D reference is a reference within a formula or function on one worksheet that includes the name of another worksheet, column letter, and row number located within the workbook. In other words, the third dimension in the worksheet is the name of another worksheet. The syntax of a 3-D reference is =WorksheetName!RangeOfCells. Note the use of ! to separate the worksheet name from the usual cell range. Look at the formula in the Formula Bar to see a specific example of a 3-D reference. Be sure you understand its meaning. To insert a 3-D reference, you: Click the cell on the worksheet where you want to enter a formula. Type =. Click the sheet tab that contains the cell you want to reference. Click the target cell that contains the value, label, or formula you want. Press Enter. Copyright © 2017 Pearson Education, Inc.

Insert Formulas and Functions with 3-D References Cell address =October!B4+November!B4+December!B4 When individual worksheets have an identical structure (i.e., totals for the Athletic Apparel department are in cell B4 in each quarterly worksheet), you can use a 3-D reference in the SUM function that refers to the same cell or range in the October, November, and December worksheets. Using the SUM function is easier than having to type =October!B4+November!B4+December!B4. In this slide, we are using the values from worksheets for the last three last months of the year, adding them, and then placing their sum in a summary worksheet named Qtr4. Once again, look at the formula in the Formula Bar and be sure you understand its meaning. =SUM(October:December!B4) Copyright © 2017 Pearson Education, Inc.

Objective 5: Link Workbooks In this section, the skills include: Link Workbooks Complete the Linked Workbook Skills:  Link Workbooks  Complete the Linked Workbook Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Link Workbooks =RangeOfCells =B2:F10 =[WorkbookName]WorksheetName!RangeOfCells =May!B2:F10 So far we have been looking at the monthly sales of the Circle City Sporting Goods store in Indianapolis. There are two other branches in Bloomington and South Bend, which have similar workbooks for their sales. As district manager, you want to consolidate the data from the three workbooks into one workbook without having to reenter their data. To do this, we will use linking, which is the process of creating external cell references from worksheets in one workbook to cells on a worksheet in another workbook. This involves source files, which contain original data that you need in another file. For example, the individual department store workbooks—Indianapolis, Bloomington, and South Bend—are source files. The destination file is a file containing a link to receive data from the source files—that is, the target file that needs the data. The syntax for this is =[WorkbookName]WorksheetName!RangeOfCells. Notice the evolution of addressing. First, we just referenced a cell range, next we added the worksheet reference, and finally we added the workbook file name surrounding it in square brackets [ ]. To create an external reference between cells in different workbooks, you: Open the destination workbook and all source workbooks. Select the cell to hold the external reference. Type =. If you want to perform calculations or functions on the external references, type the expression or function. Switch to the source workbook and click the sheet tab for the worksheet that contains the cells to which you want to link. Select the cells to which you want to link and press Enter. =[WorkbookName]WorksheetName!RangeOfCells =[Bloomington.xlsx]May!B2:F10 Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Link Workbooks Select Enable Content If both the source and destination files are open, changes made to the source file occur in the destination file as well. However, if the destination file is closed when the data are changed in the source file, the destination file is not automatically updated the next time it is opened. Because of potential malicious activity such as a virus, Excel does not update linked data in the destination workbook automatically when it is reopened. When reopening the destination file, the message shown in the slide appears and the user has three options: update, do not update, or help. Copyright © 2017 Pearson Education, Inc.

Objective 6: Audit Formulas In this section, the skills include: Trace Precedents and Dependents Check for Errors Skills:  Trace Precedents and Dependents  Check for Errors Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Audit Formulas Worksheet errors: Syntax—formula or function violates correct construction rules Run-time—formula or function contains a cell reference with invalid or missing data Logic error—produces inaccurate results Circular reference—formula contains a direct or an indirect reference to the cell containing the formula Errors can occur in a worksheet in several ways: A syntax error occurs because a formula or function violates correct construction rules. For example, AVG instead of AVERAGE. A run-time error, which occurs while Excel tries to execute a syntactically correct formula or function, but the formula or function contains a cell reference with invalid or missing data. For example, if you create a formula that divides a value stored in a cell by a cell that does not contain a value, a divide-by-zero error occurs. A logic error is the result of a syntactically correct formula but logically incorrect construction, which produces inaccurate results. For example, when a formula contains a wrong cell reference or wrong operator (such as dividing instead of multiplying). A circular reference error occurs when a formula contains a direct or an indirect reference to the cell containing the formula. For example, the formula in cell A4 is =SUM(A1:A4). Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Audit Formulas Trace tools Two trace arrows Excel’s formula auditing tools enable you to display or trace relationships for formula cells, show formulas, check for errors, and evaluate formulas. The Formula Auditing group on the Formulas tab contains commands to help you audit a workbook. Two of these tools are Trace Precedents and Trace Dependents. Precedent cells are cells that are referenced by a formula in another cell, and dependent cells contain formulas that depend on other cells to generate their values. For example, if the formula in cell A3 is =A1*A2, then cells A1 and A2 are precedents to the formula in cell A3 and cell A3 is dependent of cells A1 and A2. To trace precedents, you: Select the cell that contains the formula for which you want to find precedent cells. Click the Formulas tab. Click Trace Precedents in the Formula Auditing group. To trace dependent cells, you: Click the cell for which you want to find dependents. Click Trace Dependents in the Formula Auditing group. Trace Precedents and Trace Dependents display tracer arrows, which are colored lines that show the relationship between precedent and dependent cells. As seen in the slide, the tracer starts in a precedent cell with the arrowhead ending in the dependent cell. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Audit Formulas Click Error Checking Additional help To check for errors that have occurred in formulas anywhere in a worksheet, you can click Error Checking in the Formula Auditing group on the Formulas tab. The Error Checking dialog box opens and identifies the first cell containing an error and describes the error. Clicking Help on this error provides additional information on the cause of the error. Error and description Copyright © 2017 Pearson Education, Inc.

Objective 7: Set Up a Watch Window In this section, the skills include: Set Up a Watch Window Skills:  Set Up a Watch Window Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Set Up a Watch Window Click Watch Window A Watch Window is a separate window from the worksheet window that displays the workbook name, worksheet name, cell addresses, values, and formulas so you can monitor and examine formula calculations involving cells not always visible on the screen. To add cells to the Watch Window: On the Formulas tab in the Formula Auditing group, click Watch Window. Add Watch in the Watch Window. Select the cells to watch in the Add Watch dialog box and click Add. As shown in the slide, the Watch Window shows the cells and formulas that were selected to watch. Watch window Copyright © 2017 Pearson Education, Inc.

Objective 8: Validate Data In this section, the skills include: Create a Validation Rule Specify Inputs and Alerts Skills:  Create a Validation Rule  Specify Inputs and Alerts Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Validate Data Data validation—requires specified rules when data is entered Data validation enables: Specification and correction of entered data Specification of an input message Specification of an error message Data validation is a feature that requires specified rules be followed in order to allow data to be entered in a cell. It warns and prevents people from entering “wrong” data in a cell, or it can provide a list of valid data from which to choose. Data validation enables you to: Specify and correct the kind of data that can be entered. Specify an input message alerting users when they click a cell that only specific types of data can be entered in that cell. Specify error messages that display when others persist and attempt to enter incorrect data. RANK.EQ Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Validate Data Click Data Validation Settings tab To set up a data validation rule, click the cell for which the rule will be applied and on the Data tab in the Data Tools group, click Data Validation to display the Data Validation dialog box. On the Settings tab, specify the validation criteria, which are the rules that dictate the type of data that can be entered in a cell. Look at the criteria and be sure you understand what each one specifies. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Validate Data Click the Input Message tab and enter the input message, which is descriptive text or instructions that inform a user about the restrictions for entering data in a cell. Notice that the message is displayed when the user selects the cell. Click the Error Alert tab and enter the error alert. Notice that the message appears after the invalid data is entered. Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Summary Multiple-sheet workbook skills: Group and manage worksheets Create hyperlinks Write multiple-sheet formulas Link to data on other worksheets and workbooks For complex workbooks: Trace Precedents/Dependents Create a watch window Validate data When working with multiple-sheet workbooks, there are several skills that you must master: Group and manage worksheets within a workbook Create hyperlinks between worksheets Write formulas relating to multiple-sheet workbooks: Link to data on other worksheets and workbooks As workbooks grow in complexity, you need to find, correct, and prevent data errors: Trace Precedents/Dependents Create a watch window Validate data Copyright © 2017 Pearson Education, Inc.

Copyright © 2017 Pearson Education, Inc. Questions ? It is important to understand how to manage multiple-sheet workbooks, how to create formulas involving them, and how to perform data validation. Are there any questions? Copyright © 2017 Pearson Education, Inc.

Copyright Copyright © 2017 Pearson Education, Inc.