1. Microsoft Office 2003: Advanced 1 ADVANCED MICROSOFT EXCEL Lesson 17 – Working with Multiple Worksheets and Workbooks

2. 2 Objectives Name a range and use it in a formula. Copy and move data between worksheets. Copy an entire worksheet. Consolidate data from multiple worksheets.

3. 3 Objectives (cont.) Move between open workbooks. Save a workspace. Define and modify workbook properties.

4. 4 Terms Used in This Lesson Consolidating: Combining data from multiple worksheets into one worksheet. Named range: Assigning a name to a range of cells to make the range easier to remember. For example, in the formula =SUM(April), April is the named range. The actual range for April may be B5:B39; however, April is easier to remember.

5. 5 Naming a range This range could be named Jan or January Selected Range Naming ranges provides an easy method for putting ranges into formulas. You do not need to remember the range of cells; you just need to remember the range name. Open the Insert menu, point to Name, and Choose Define

6. 6 Multiple Worksheets When multiple worksheets are selected, they are said to be grouped.

7. 7 Copying Data Between Worksheets While this feature is basic, it emphasizes the benefits of copying an entire worksheet in the following section – Select the range to be copied. – Place your mouse pointer over the border of the selection until the mouse pointer turns into an arrow. – Hold down the Ctrl key and drag the selection to the desired worksheet tab. – Drag the selection to the desired location in the worksheet. – Release the mouse button and then release the Ctrl key.

8. 8 Copying an Entire Worksheet This section demonstrates a quick, simple method to copy an entire worksheet that copies the worksheet formats as well. – Select the worksheet tab for the worksheet that you want to copy. – Press and hold down the CTRL key point to the worksheet tab you are coping and drag until you see a page icon to the right. – Release the mouse button and then release the Ctrl key.

9. 9 Printing Multiple Worksheets This feature saves time and increases productivity. Select all the worksheets: click the first sheet hold down the shift key and click the last sheet. Click the File menu and Print. Grouped Worksheets

10. 10 Consolidating Data Consolidating data brings data from several worksheets into one single worksheet to perform calculation. Consolidating data simply combines the data, and a number appears in the cell. Using 3-D referencing places a formula in the cell to combine data. Click the Data menu and choose Consolidate

11. 11 Moving Between Workbooks Moving between worksheets and workbooks. You can select a workbook on the Window menu and then click the desired workbook. or You can also move between open workbooks by pressing Ctrl+F6.

12. 12 Saving a Workspace A workspace is used when several files need to be opened and used at the same time. Workbooks that are saved in a workspace open at the same time that the workspace is opened. Even though a workbook is a part of a workspace, the workbook may be opened as a single file. A workspace filename will end with an.XLW file extension. Open the File menu and choose Save Workspace

13. 13 Troubleshooting Tip If you try to open a workspace, you might get an error message if the files have been moved to a new location.

14. 14 Defining and Modifying Workbook Properties Adding file properties gives additional information about the file itself. Select the File menu, choose Properties and then select a tab. – General – name, type, location, size, MS DOS name, created by, modified, accessed, attributes – Summary – title, subject, author, manager, company, category, keywords, comments, hyperlink base – Statistics – created by, modified by, accessed by, printed date, last saved by, revision number, total editing time. – Contents – worksheet names – Custom tabs – name, type, value and properties

15. 15 Summary You can copy and move data between worksheets using the Cut, Copy, and Paste commands or by using the mouse and keyboard. A name may be assigned to a range of data to be used in formulas. Multiple worksheets can be printed at the same time.

16. 16 Summary (cont.) Consolidating data lets you bring information from several worksheets into one worksheet to perform calculations. You can move between open workbooks. By saving files as a workspace, you can open many files at one time by choosing the workspace name.

17. 17 HOMEWORK – EXCEL LESSON 17 Page 162 – Review Questions Project 17-1 Project 17-2