Creating Templates and Working with Multiple Worksheets and Workbooks. Chapter 5

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Dorothy Watkins
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1 Creating Templates and Working with Multiple Worksheets and Workbooks Chapter 5

2 What You will be Learning in this Chapter Format a consolidated worksheet Use date, time, and rounding functions Apply a custom format code Create a new cell style Copy a worksheet Drill to add data to multiple worksheets at the same time Select and deselect sheet combinations

3 What you will learn, continued Enter formulas that use 3-D references (very useful!) Use the paste special feature to subtract Format a 3-D pie chart with an exploded slice and leader lines Save an individual worksheet as a separate workbook file View and hide multiple workbooks (when more than one are open at a time) Consolidate data by linking separate workbook

4 Club Affiliations Sports Teams Grades Middle Schools Attended High School Student Information File Grade Schools Attended Consolidating Workbooks into a Single Workbook Helps Keep the Information in One Handy Place

5 Linking Files Examples of source files would be the Grades and Sports Teams files An example of a dependent file would be the High School Student Information File If both the dependent and source files are open, changes in the open source file are also made in the dependent file If the dependent workbook is open and the source is closed, changes in source file will update the dependent file when the source file is opened

6 Linking Files You can connect files so that they will share information by linking them. The workbook that receives information is called the dependent workbook. The workbook that contributes information is called the source workbook. This is the workbook where After linking, if both files are open, any changes made in the source workbook are automatically made in the dependent workbook.

7 Linking Files An example of a link c:\payroll\[timesheets.xlsx]september!d5 Drive folder file name worksheet name cell reference

8 Drilling Down through Worksheets Drilling down through worksheets is a great time saver. It involves selecting several worksheets in the same file and then entering data on the top sheet only. An example would be a workbook that contained timesheets-one for each month in a year. Select all 12 sheets in the workbook and then type the form with the names and other constant information on the top (leftmost) sheet. Then deselect all the sheets except the one for the current week and fill in the relevant hours worked for that week. In this way, you only have to type the form once.

9 Sheet 12 Sheet 11 Sheet 10 Sheet 9 Sheet 8 Sheet 7 Sheet 6 Sheet 5 Sheet 4 Sheet 3 Sheet 2 Duplicates of the form typed on sheet 1 Sheet 1 Original sheet-the only one on which you had to type the form You only type the timesheet information on sheet 1. The other selected sheets (2-12) will automatically have the same information entered on them. This is much like using carbon paper. After deselecting the sheets, anything you type on an individual sheet will not be entered on any of the other sheets. For example, after deselecting the sheets, you can label each one individually with the name of the month.

10 3-D Referencing You can summarize information in a single worksheet by referencing data that appears on other worksheets in your workbook. For instance, assume that you have the total monthly payroll expense for that month in cell H30 of each monthly worksheet. Suppose you want a summary sheet that would contain the yearly payroll expense. In that summary sheet, you would type the following to sum the monthly amounts. =SUM( January:December!H30) Notice that the cell address is separated from the worksheet names by an exclamation point.

11 Saving a Worksheet as a Separate File Right click the sheet tab of the worksheet you want to save as a separate file Click Move or Copy Click the To book button Click (new book) Click in the Create a copy check box Click OK Save the new file with an appropriate name

2. create the workbook file

2. create the workbook file Excel documents are called workbook files. A workbook can include multiple sheets of information. Excel supports two kinds of sheets for working with data: Worksheets, which