Excel Intermediate

Transcription

1 Excel Intermediate ( ) Multiple Worksheets Quick Links Manipulating Sheets Pages EX16 EX17 Copying Worksheets Page EX337 Grouping Worksheets Pages EX330 EX332 Multi-Sheet Cell References Page EX339, EX342 3D References Pages EX339 EX347 Printing Multiple Sheets Pages EX347 EX348 Referencing Other Workbooks Pages EX352 EX367 Using Hyperlinks Pages EX370 EX372 Creating and Using Templates Pages EX372 EX382 This icon designates that a recorded lecture for the designated topic is available on my website Manipulating Worksheets Adding Worksheets Select worksheet to insert before To insert at end, click the New Sheet button or Right-click the worksheet and choose Insert Make sure the worksheet icon is selected Click OK Renaming Worksheets Double-click the worksheet name (tab) or Right-click the tab and choose Rename Type new name and press Enter Moving (Rearranging) Worksheets Point to the worksheet tab Drag to new location Small arrow designates where worksheet will be Deleting Worksheets Point to the worksheet tab Right-click and choose Delete 1

2 Changing Tab Color Coloring tabs can make them easier to locate/recognize Sometimes it s just fun Right-click the tab Choose Tab Color from the pop up menu Excel initially shows only a line of color on the tab, but that is because the tab is still highlighted. Select a different tab to see the actual tab color If you choose a dark color for the tab, Excel will automatically change the tab s text color to white to keep it readable. Copying a Worksheet Int Excel 4.2 Copying Worksheets One technique I ve found very useful for creating a new worksheet formatted like an existing worksheet, is copying the entire worksheet. This technique makes an exact duplicate of worksheet in another worksheet including cell contents, formatting, column widths, page formatting etc. Right-click the tab of the worksheet to copy Choose Move or Copy Select the Create a Copy checkbox Specify where to place the new worksheet Shortcut: Ctrl-Drag an existing worksheet to copy it Rename the new sheet Remove unneeded data 2

3 Grouping Worksheets Int Excel 4.1 Grouping Worksheets Grouping worksheets allows you to affect multiple worksheets at the same time. When worksheets are grouped, any changes you make to one worksheet are applied to all worksheets in the group. Selecting More than one Sheet Click the tab of the first sheet of the group Shift-click the last tab of the group to select all the sheets in between Ctrl-click a tab to add or remove it from the group. Note: whenever worksheets are grouped, [Group] appears in the title bar. At this point, any changes you make to one sheet (any sheet) will be reflected in the other sheets. If you change cell contents, those changes will appear in the other sheets of the group, and any existing cell contents in those sheets will be replaced! The worksheets will remain grouped until you ungroup them. Another advantage of using grouped worksheets is you can do page setup (margins, headers, footers) for all the worksheets in a group at once. Ungrouping Worksheets Click any worksheet that is not part of the group or, Right-click any grouped worksheet and choose Ungroup Referencing Cells in Other Worksheets Int Excel 4.2 Creating 3-D Formulas Often you ll want to reference a cell or range of cells in another worksheet or range of worksheets. Excel uses the following notation to reference cells in other worksheets. 3

4 Referencing a cell or range of cells in another sheet Sheet Name!A1:C25 When a cell reference is in another sheet, you must preface the cell(s) address with the sheet name. The sheet name must be surround by apostrophes (single quotes) if the sheet name contains spaces. Otherwise you can leave the apostrophes off. The sheet name must be separated from the cell address by an exclamation point (!) Referencing a cell or range of cells in a range of worksheets Sheet Name 1:Sheet Name 3!I50 This example combines all the cells I50 from sheets 1 through 3 into a range. Note only one set of apostrophes surrounds all the sheet names. A colon is used between the sheet names to designate a range of sheets (just like a colon is used between cell addresses to designate a range of cells) The exclamation point is still used to separate the range of sheets from the cell address. This example might be used to calculate the grand total of all the totals on three sheets: =SUM( Sheet Name 1:Sheet Name 3!I50) These multiple-sheet references are often referred to as 3D references. Normally, your references include a vertical reference (column letter) and a horizontal reference (row #). Imagine your sheets stacked on top of each other. Multiple-sheet references add a third reference, depth, which can be used to combine data from multiple sheets. You can still use the point and shoot method of entering cell addresses into 3D formulas. Build the formulas as usual, then click on the worksheet you need to include a reference to a cell or range of cells on that worksheet. When you copy formulas that contain 3D references, the sheet names are not updated (they re absolute), and you really don t want them to be. 4

5 Excel does not do a good job of updating 3D references when you move worksheets. Try not to move worksheets that are included in 3D formulas in other worksheets. If you must, check all 3D references in other worksheets to see if they re still accurate. Using 3D References in Formulas Int Excel 4.2 Creating 3-D Formulas Summary Worksheets Summary worksheets combine data from other worksheets in a workbook. They usually display statistics such as totals, averages, etc. and may include summary charts. These worksheets require the 3D reference techniques described above. Selecting Cells From Another Worksheet Create formula as always Point to cell referenced and click or Type reference (see above) Selecting Cells From a Range of Worksheets Create formula as always Group worksheets that contain cells (3D) to be combined Select cells from any one worksheet (with mouse) Printing Multiple Sheets When worksheets are grouped (see above), any changes you make to the page layout are applied to all the sheets Margins Orientation Header and footer Scale If you use the File, Print feature all grouped sheets are considered part of Print Active Sheets Note Sheets is plural Each sheet prints on a new page 5

6 Referencing Cells in other Workbooks Int Excel 4.3 Linking Workbooks In addition to referencing cells in other worksheets, you can also reference cells in other workbooks, effectively linking Add the workbook name and path in [square brackets] before the sheet name in the cell/range reference [My Workbook.xlsx]Sheet1!C1 [D:\Analysis\My Workbook.xlsx]2014 Analysis!A1:E10 The first cell reference above refers to cell C1 in the Sheet1 worksheet of a file named My Workbook.xlsx Note you must include the xlsx file extension This file must be located in the same folder as the workbook that includes this reference (no path specified) The second reference refers to the range of cells A1:E10 in the 2014 Analysis worksheet of a file named My Workbook.xlsx. This workbook is located on the user s D: drive in the Analysis folder. The location of the workbook containing this reference doesn t matter because the reference includes the complete path to the linked workbook If either the workbook name/path or the worksheet name contains spaces, you must surround them with apostrophes 6

7 Though you can manually type links to other workbooks it is generally easier to use the mouse to create the references Open both (or all) workbooks at the same time If appropriate (usually helps) arrange the windows so each is visible View tabwindow grouparrange All If you have lots of workbooks open, consider hiding the Ribbon to make more cells visible Click the on the right side of the Ribbon to hide it Click (right side of Title Bar) and choose Show Tabs and Commands to bring it back again. In the workbooks that will be linked, open the appropriate worksheet In the workbook that contains the linking formula, select the appropriate cell and start the formula using an equal sign (=) Enter the formula as normally would clicking on cells in other workbooks to include them in the formula Note: you ll have click the linked workbooks twice once to select the workbook and again to select the appropriate cell reference Remember if the formula gets too long (as it often does when linking), you can expand the formula bar Click the to the right of the formula bar to expand it and then the to collapse it again if appropriate Cell references to linked workbooks are always designated as absolute. You don t have to leave them that way though. Click the cell reference in the formula Press F4 (perhaps numerous times) to remove the $ that designate an absolute reference as appropriate You can change the data in the source workbooks (those that are linked to) without the destination workbook (the one with the linked formulas) being open The next time you open the destination workbook, a warning will appear reminding you the workbook contains linked formulas. 7

8 Click Enable Content to update the linked formulas with the new values from the source workbooks. Click the to continue working on the workbook without updating the formulas Typically used if no changes have been made to the source workbooks Tip: If this warning does not appear, your linked formulas are not updating. File taboptionstrust CenterTrust Center Settings Message Bar: Turn on the Show option External Content: Turn on the Prompt option under Links Open the workbook again If you wish to share a linked workbook with other people without also sharing the source workbooks, you can replace the linked formulas with calculated values. In the workbook with linked formulas: Data tabconnections group In the dialog box that appears, click the Break Link button Click the Break Links button Save the workbook with a new name (optional) Using Hyperlinks in Excel Int Excel 4.4 Hyperlinks Another way to link to another document (of any kind) is to create a hyperlink to it. You can also create a link to a website. Option 1 Click in the cell to receive the hyperlink Insert tablinks group Using the dialog box that appears locate the document to link to. Enter data for Text to display.. This text will appear as a link in the cell Click ScreenTip button and enter text for the ScreenTip Optional Appears when user hovers over the link 8

9 Option 2 Type the text in the cell first Click the or press Ctrl-K button Linking to a worksheet or range of cells Create link as described above In the Insert Hyperlink dialog box, click the Place in This Document option (near left edge) Select the worksheet name or the range name Note: you can link to a range of cells, but the name must have a name Once a cell contains a hyperlink, the document/worksheet/range opens whenever you click the hyperlink. To edit the hyperlink (change text, ScreenTip or destination): Right-click the cell Choose Edit Hyperlink There are other ways to do this, but this is the easiest Creating and Using Excel Templates Int Excel 4.5 Excel Templates Templates are starting points for new Excel workbooks Instead of starting with a blank workbook/worksheet, a template allows you start with: predefined worksheets labels already entered cells already formatted formulas already entered Excel comes with many templates created by Microsoft and thousands of others are available on the web 9

10 What may be even more valuable is the ability to create your own templates (to be reused over an over again) The easiest way to do this is to create the first workbook as you normally would with data, formulas, formatting, etc. After you are satisfied with the workbook appearance and have ensured the formulas are calculating correctly, remove the data from the workbook (cells without formulas or labels). Save the workbook as an Excel template FileSave As Change Save As Type to Excel Template (*.xltx) (note the t ) Caution: When you change the Save As Type to Excel Template, Excel automatically navigates to the Custom Office Templates folder. Be sure to change this if you want to save the template somewhere else. Many experience Excel users like to include the word Template in the file name to make it more obvious that this is a template file. This is not required however. Using a custom template Locate the template using Windows Explorer Simply double-click the template file This opens a new Excel worksheet with the temporary name YourTemplateName1 All the worksheets, formulas, formatting etc. that you stored in your template are already entered. When you save changes, you will be prompted for the name of the workbook (remember the initial name was temporary). The original template is unchanged. This is the power of templates. 10

11 Editing a custom template Occassionally, you ll need to modify the template itself. To do this you ll have to open the template in one of two ways. Option 1: Locate the template file using Windows Explorer Right-click the file and choose Open Remember you can t double-click the template because that creates a new workbook based on the template Option 2: Open Excel FileOpen Locate the template file In either case, after opening, make sure the title bar shows your template name with the xltx extension. That s how you know you re editing the template, not a new workbook based on the template. 11