Exploring Microsoft Excel 2002 Chapter 5 Chapter 5 Consolidating Data: 3-D Workbooks and File Linking By Robert T. Grauer Maryann Barber Exploring Microsoft Excel

Exploring Microsoft Excel 2002 Chapter 5 2 Objectives (1 of 2)  Distinguish between a cell reference, worksheet reference, and a 3D reference; use appropriate references to consolidate data  Select and group multiple worksheets to enter common formulas or formats  Use AutoFormat

Exploring Microsoft Excel 2002 Chapter 5 3 Objectives (2 of 2)  Explain the advantages of using functions over building formulas when consolidating multiple worksheets  Organize and document a workbook  Copy and Paste to another workbook  Distinguish between a source versus dependent workbook; create external references to link workbooks

Exploring Microsoft Excel 2002 Chapter 5 4 Overview  Combine data from several sources into a summary report  Reconcile summary totals with detail totals  Two approaches to 3-D Workbooks: Workbook contains 3 branch office worksheets and 1 summary worksheet; or Workbooks for each branch office and summary workbook

Exploring Microsoft Excel 2002 Chapter D Workbook  Electronic equivalent of a 3 ring binder  Tabs at bottom display worksheet names  Scrolling buttons allow easy movement among worksheets  Window menu allows for tiling, cascading options for multiple workbooks or worksheets

Exploring Microsoft Excel 2002 Chapter 5 6 Arranging All Worksheets Multiple workbooks tiled  The workbook with the blue title bar is the active workbook

Exploring Microsoft Excel 2002 Chapter 5 7 Hands-On Exercise 1  Objective: To open multiple workbooks; to use the Windows Arrange command to tile the open workbooks; to copy a worksheet from one workbook to another Open a New Workbook Open the Individual Workbooks Copy the Atlanta Data Copy the Boston and Chicago Data The Corporate Sales Workbook

Exploring Microsoft Excel 2002 Chapter 5 8 Worksheet References  Allows you to reference cells in other worksheets in the same workbook  Requires using the name of the worksheet before the cell range  Exclamation point separates worksheet and cell reference =Atlanta!B3 +Boston!B3+Chicago!B3 Worksheet reference is absolute Cell reference can be absolute, relative, or mixed  Can be entered by pointing

Exploring Microsoft Excel 2002 Chapter D References  Range that spans two or more worksheets in a workbook  Can be used in a Summary Sheet  Requires worksheet names be separated using a colon and exclamation point to separate worksheet name from cell reference =SUM(Atlanta:Chicago!B3) The cell range must be identical in every worksheet  Can be entered by pointing

Exploring Microsoft Excel 2002 Chapter 5 10 Grouping Worksheets  Grouping worksheets allows for formatting or formulas to be entered one time to a group  Once worksheets are grouped, anything you do in one sheet is done in all grouped sheets To do something in one sheet only, ungroup the sheets

Exploring Microsoft Excel 2002 Chapter 5 11 AutoFormat Command  AutoFormat command allows for predefined formats to be applied to worksheets Select cells to apply AutoFormat to, then select a format

Exploring Microsoft Excel 2002 Chapter 5 12 Hands-On Exercise 2  Objective: To use 3-D references; to group worksheets; to open multiple windows Insert a Worksheet  Use AutoFill to help enter data labels Sum the Worksheets The Arrange Windows Command Changing Data Group Editing The AutoFormat Command The Finishing Touches

Exploring Microsoft Excel 2002 Chapter 5 13 The Documentation Worksheet  Helpful to detail the workbook with a documentation worksheet Workbooks can contain many worksheets Workbooks often created by one person, used by many others  Contains vital descriptive information making the workbook easier to use for all  Formatting ability will improve appearance  Print out cell formulas for added documentation

Exploring Microsoft Excel 2002 Chapter 5 14 Hands-On Exercise 3  Objective: To improve the design of a workbook with a documentation worksheet; sophisticated formatting Add the Documentation Worksheet The Wrap Text Command Add the Worksheet Title The Page Setup Command Print the Cell Formulas

Exploring Microsoft Excel 2002 Chapter 5 15 Linking Workbooks  Retain information in separate workbooks  Linking uses external references  Dependent workbook requires external data from source workbooks =[Atlanta.xls]Sheet1!B3

Exploring Microsoft Excel 2002 Chapter 5 16 An External Reference

Exploring Microsoft Excel 2002 Chapter 5 17 Hands-On Exercise 4  Objectives: To create a dependent workbook with external references; to use pointing to create external references Open the Workbooks The AutoFill Command File Linking Copy the Formulas Create a Workspace Change the Data Close the Workbooks

Exploring Microsoft Excel 2002 Chapter 5 18 Summary (1 of 2)  Combine data from different sources into a summary report  Use single workbook or multiple workbook approach  Excel workbook may contain up to 255 worksheets Each worksheet is identified by a tab at the bottom of the workbook

Exploring Microsoft Excel 2002 Chapter 5 19 Summary (2 of 2)  Worksheet reference indicates a cell in another worksheet in the same workbook  When a single workbook is impractical, create external references to other workbooks  Workbooks should be clearly organized and documented