a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. a lesson approach Microsoft® Excel 2010 © 2011 The McGraw-Hill Companies, Inc. All rights reserved.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 2 Use 3-D references to consolidate data. 1 Insert a shape. 2 Use the Consolidate command. 3 Link workbooks. 4 Examine and edit connections. 5 Work with clip art and screenshots. 6

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a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Consolidation combines and summarizes data from multiple worksheets.  It enables you to create a single report from multiple sources without having to rekey data.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A 3-D reference is a formula that refers to a cell or cells on another worksheet. It includes the sheet name followed by an exclamation point (!) and the cell reference(s).

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a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  A shape is a common figure, form, or outline.  A shape is a line illustration.  A shape is placed as an object on the draw layer.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  A shape has a bounding box, a rectangular outline.  A shape has selection handles.  Many shapes have an adjustment handle, a yellow diamond used to adjust the appearance and design of the shape.  Most shapes have a rotation handle, a small green circle used to reset the angle of the shape.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Rotation handle Selection handles Bounding box Adjustment handle

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Each shape has a default style. Most shapes can hold text, too.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Shapes can be moved and sized. They are formatted from the Drawing Tools Format tab or the Format Shape dialog box.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.

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a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Common data are in the same position on each worksheet.  All worksheets have the same row and column labels; data need not be in the same position. Worksheet and workbook data can be consolidated when:

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A static consolidation enters a result. This data is being consolidated by position; all the sheets have the data in cells B6:E9. The data from the three monthly sheets will be summed on the 1stQtr sheet.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A dynamic consolidation results in 3-D formulas and outline format. Edits made on a source worksheet are automatically calculated on the consolidated sheet.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Outline levels can be expanded or collapsed.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Formula displays shows the links to the source worksheets.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. If the worksheets do not have the labels in the same order, you can consolidate by category. No labels are included in the range on the consolidation sheet.

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a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Linking combines data from more than one workbook.  A dependent workbook gets data from other workbooks.  An external reference formula is the formula in the dependent workbook that refers to another workbook.  A source workbook provides data to the external reference formula.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Pointing to the cell(s) when both workbooks are open.  Using the Consolidate command and creating links. Both workbooks must be open.  Keying the formula with workbook, sheet, and cell references. The source workbook need not be open. You can create an external reference formula by:

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. The formula in the dependent workbook refers to the source workbook.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. ='[WorkbookName]WorksheetName'!CellAddress When both the dependent and the source workbooks are open, an external reference formula follows this syntax:

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. If the source workbook is not open, an external reference formula includes the complete path. ='C:\FolderName\[WorkbookName]WorksheetName'!CellAddress

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a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. An external reference formula creates a connection, a live link to another document. You can view and change the links for a workbook.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. When you open a workbook with an external reference formula, the links are disabled as a security measure.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. If the source workbook has been moved or renamed, you will see a message box when opening the dependent workbook.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. When a source workbook should not be altered, you can add worksheet protection to prohibit editing.

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a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Clip Art is a category of images that is provided with Excel. A piece of clip art is a single, ready-made picture.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. Cropping an image is a way to hide part of the image. You can crop clip art or a picture from file. It takes practice to learn how to crop quickly.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved. A screenshot is a picture of something on the computer screen. This command “captures” the screen and inserts an image in the active worksheet.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  In data consolidation, information from several worksheets or workbooks is assembled and summarized.  Basic consolidation of data in a single workbook can be accomplished using 3-D references to the supporting worksheets on a summary sheet.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  The Consolidate command on the Data command tab provides static and dynamic consolidations, by position or by category.  You can consolidate by position when labels and values are in the same location on each worksheet.  In a consolidation by category, the supporting worksheets have the same row and column labels, but the data are organized differently.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  The results of a static consolidation are not updated if the supporting data change.  Dynamic consolidations create links using 3-D cell references to the supporting worksheets. The results appear in an outline.  In a dynamic consolidation, changes made in the supporting worksheets are reflected in the consolidated worksheet.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Linking occurs when formulas in a worksheet refer to cells in another workbook.  Formulas that refer to cells in another workbook are called external reference formulas.  Linked workbooks are either dependent or source workbooks.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  When you create an external reference by pointing, Excel uses proper formula syntax for the reference to the source workbook.  After workbooks have been linked, you can review and update the links.  Excel alerts you to the existence of links when you open a dependent workbook.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  If you rename or move a source workbook, you need to edit the link in the dependent workbook to maintain the connection.  External references can be deleted from the dependent workbook. You can also break links but keep results.  Worksheet protection is a method of prohibiting changes to a workbook.

a lesson approach © 2011 The McGraw-Hill Companies, Inc. All rights reserved.  Shapes are common figures or outlines. They are objects and can be moved, sized, and styled.  Excel includes a large selection of clip art, with more available online.  A screenshot is a capture of a screen area from another program or Web site. It can be inserted as a picture in the current worksheet.