Lecture Excel: Multiple Worksheets

Workbook and Worksheets Multiple worksheets in a single workbook. When saved, only a single workbook (XLS) is saved which will contain all of the worksheets.

Purpose Used to track different groups of information in a single Workbook Examples: –Expenses, Income, and Summary –Data from 12 Months –Each Employee’s Sales –Each Product’s Performance

Advantages: Allows setting the print options for a number of sheets at once. Allows applying formats to many sheets. Allows unhiding of rows and/or columns simultaneously. Allows typing/inserting text or formulas for the same cell address in all grouped sheets.

Selecting Worksheets Worksheet tabs Initially: 3 worksheets Max: 255 worksheets Change default in Options First SheetPrior Sheet Next Sheet Last Sheet

Worksheet Options Insert (to add a new worksheet) Delete Rename (to identify it) Move (to another workbook) Copy (to another workbook, or clone) Rearrange (change the order) Color (make sheets easy to find) Right-Click on Tab

Grouped Worksheet Actions When multiple worksheets are selected (grouped), changes are made to all worksheets simultaneously Use this to: –Make formatting changes –Add rows/columns –Change page setup (orientation, header) –Change text/data

To Group Worksheets 1.Click first sheet tab 2.Hold down Shift 3.Click last sheet tab 1.Click first sheet tab 2.Hold down Control 3.Click each sheet tab or Select contiguous Worksheets Select individual Worksheets

Caution!! It is easy to forget that multiple worksheets are selected Deleting or changing values will affect all worksheets selected

Ungrouping Worksheets Right-Click tab, choose Ungroup Sheets Left-click any tab NOT part of the group

Formula References in Sheets Syntax: =Income!B2 Helpful to use point and click Examples: =A2 + Sales!B7 =Income!B10 – Expenses!B10 =Sum(Employees!C2:Employees!C99) =Sum(Week1:Week4!D2) Sheet Name Cell

Additional Financial Analysis Cost of Sales: What percentage of your income is devoted to expenses? How much does it cost you to just keep your doors open? Divide Expenses by Income

Additional Financial Analysis Profit Margin: What is your profit margin? 20% to 35% is considered a good profit margin Divide Profits by Income to come up with the profit Margin

Conditional Formatting Conditional formatting formats cells based on their content, or the content of other cells. IF the profit margin is greater than 30% fill this cell with yellow formatting and make it bold.

Conditional Formatting Excel 2003 and 2007

Conditional Formatting Requires that you set up a rule for the formatting Create a new rule Setup the parameters Define the formatting options

Conditional Formatting

Lecture Excel: Macros

Macros A macro is a series of commands that are stored and can be run whenever you need to perform the task

Macros, cont. Set of instructions that can be automated within Excel Purpose is to eliminate repetitive tasks as well as simplify Examples include adding or deleting rows or columns; adding a specific header; adding the date to a sheet

Security Viruses can be attached to macros Security settings have to be set to enable macros to run Ensure you know it’s your file or from a trusted source before enabling

Create a New Macro Macros are created from the View or Developer tab Actions can be recorded and then RUN in other sheets and workbooks

Two Ways There are two ways to create a macro The recordable option offers an easier interface for users to create Macros without needing to know the underlying VBA (Visual Basic for Applications) code The second option allows users to code directly utilizing VBA

Editing Even when macros have been recorded, users can edit the underlying VBA code to adjust colors, change ranges, update a function, etc.

Editing Macros – Visual Basic Editor Sub Sum() Sum Macro' Range("N5").Select ActiveCell.FormulaR1C1 = "=SUM(RC[-12]:RC[-1])" Range("N5").Select Selection.AutoFill Destination:=Range("N5:N7"), Type:=xlFillDefault Range("N5:N7").Select Range("B8").Select ActiveCell.FormulaR1C1 = "=SUM(R[-3]C:R[-1]C)" Range("B8").Select

Record and Edit

Save Macros Macros saved to workbook are only available within that workbook Macros saved to Personal Workbook are available within the software program itself The Personal Workbook is hidden and to make edits to macros stored there, it must first be unhidden from the toolbar

Save Macros, cont. A file with Macros will not save with the normal.xls or.xlsx extension It will prompt you to save with the.xlsm extension (Excel – Macro Enabled Workbook)

Run a Macro Macros can be run manually from the menu They can also be set to run automatically after another action, such as opening a workbook Macros can be set to run after clicking on a button

Macros In Action – Ex. #1 Add another year and delete all the totals! View tab – Record Macros in Workbook Go through the process of adding formulas to the 2011 sheet…formatting to. All done – stop recording.

Macros in action – Ex. #1 Copy the 2010 data to a new sheet, creating a sheet for Delete all of the totals. Run Macro!

Example…Assign to a Button