Section 7 Topics Covered " Inserting and deleting worksheets... 7-2 " Moving and copying worksheets... 7-2 " Using linking formulae... 7-5 " Using Paste Special... 7-6 " Viewing multiple workbooks... 7-12 " Working with multiple workbooks... 7-13 " Saving the workspace... 7-19 " Understanding data consolidation... 7-21 " Using data consolidation... 7-23 Time Required: 40 Mins 7-1
Inserting and Deleting Worksheets Worksheets can be added to and deleted from workbooks as necessary. To add a worksheet to a workbook, display the worksheet that is to appear after the new one and select the Insert, Worksheet command. Alternatively right click on the worksheet tab and choose Insert from the shortcut menu. Note: You will also notice the Rename option is available from the shortcut menu, however you will probably find it quicker simply double-clicking on the worksheet tab to rename it. To delete a worksheet, display the worksheet that is to be deleted and select the Edit, Delete Sheet command. Alternatively right click on the worksheet tab and choose Delete from the shortcut menu. You can delete more than one sheet at a time by selecting those to be deleted before choosing the command. To select a number of adjacent worksheets, click on the tab of the first worksheet to be selected, hold down the [SHIFT] key and click on the tab of the last worksheet to be selected. To select a number of non-adjacent worksheets, click on the tab of the first worksheet to be selected, hold down the [CTRL] key and click on each required worksheet tab. Warning! Ensure that you have selected the correct worksheet(s) as you cannot undo the deletion of a worksheet. Moving and Copying Worksheets When creating and organising workbooks containing multiple worksheets, you may find it useful to move or copy sheets to different positions within a workbook. To move a sheet to another position in the workbook, click and drag the sheet tab to the required position. To copy a sheet, hold down the [CTRL] key and click and drag the sheet tab to the required position. Note: The Edit, Move or Copy Sheet menu option can also be used to move and copy worksheets. 7-2
Exercise 7-1 1. Open the file Membership Analysis held in the Excel 2000 Intro Exercises folder. 2. In column E, enter formulae that will show sales for 2000 as a 10% increase on sales for 1999. 3. Follow the instructions below to insert a new worksheet. Right click on the North worksheet to display the shortcut menu. Select the Insert command, choose Worksheet and then click on OK. 4. Drag Sheet1 to reposition it after the North sheet. 5. Double click on Sheet1 and rename as South. 7-3
Exercise 7-1 5. Set up the South worksheet as illustrated below: 6. Click on the 1999 Revenue sheet to display the following: 7-4
Using Linking Formulas If you have a workbook containing multiple sheets, you may want to link the values across the various sheets. For example, you may wish to include a sheet that summarises the totals from the others. Formulas that do this are called linking formulas. You may find that using linking formulas within a single workbook is useful in the following circumstances:! When you want to summarise values held on a number of separate sheets! When you want to break down a very large sheet into smaller sheets to make the data more manageable Using linking formulas across workbooks may be useful when:! you have a set of values that are updated regularly, affecting a number of other workbooks. Storing the data that is regularly updated in a separate workbook means that changes need only be made to the source workbook, and all dependent workbooks are updated automatically.! you want to create a summary workbook that pulls together values from a number of separate workbooks.! there is not enough computer memory to open one large workbook containing multiple sheets, but it is possible to open smaller workbooks containing linking formulas. There is more than one way to establish a link between sheets and workbooks. As you work through this section, you will learn the different ways in which it can be done. Creating a Link by Selecting the Cell Reference Although you can type the linking formula, when you use this method it is easy to make mistakes. An easier way to ensure that the formula syntax is correct is to select the cell you want using the mouse. If linking across different workbooks, remember to open the workbooks and arrange them so that both can be seen on screen at the same time. The sheet that is to contain the formula should be displayed in one window, and the sheet containing the cell to be referenced in another. You can then click on the cell where the result is to be shown and type = to start the formula. Construct the formula as usual, clicking on the cell(s) you want to make reference to and typing the operators you need. When the formula is complete, press [ENTER]. Performing Updates It is important to note that the link process is one way. This means that any changes required must be made to the source sheet(s). 7-5
Using Linking Formulas Creating a Link Using Paste Link Another way to create a link between sheets or workbooks is using the Edit, Copy and Edit, Paste Special commands. Using the Paste Link option of this command, the data will be linked to the source data. To use this method, select the cell(s) containing the value(s) that you want to copy then select the Edit, Copy command. Click on the cell at the top left of the range the value(s) is to be copied into, then select the Edit, Paste Special command. The Paste Special dialogue box will be displayed. Click on the Paste Link button to paste the copied data, linking it to the original data. If you copied a single cell, the cell reference in the linking formula will be absolute. Otherwise, it will be relative. 7-6
Using Linking Formulas Other Uses of Paste Special The Paste Special dialogue box has other options that you might find useful. For example, using Paste Special you can select to paste only cell formatting, or only cell values. You can also add, subtract, multiply or divide the copied values by the values held in the destination range, showing the results in the destination cells. Note: If you choose to paste only the cell values, there will be no link between the original formulas and the copied values. Opening a Workbook with Links When you open a workbook containing linking formulas, the following message will be displayed. If you click on Yes, the workbook you are opening will be updated to match the workbook containing the linked values. If you click on No, the workbook will be opened without any changes that may have been made to the workbook containing the linked values. 7-7
Exercise 7-1 8. Following the instructions below, link the Click on B8 and type = Click on the North tab to display this sheet and then click on D6. Notice the formula bar displays the linking formula as you create it. Press [ENTER] to complete the formula. You will now see the linked value appear on the 1999 Revenue sheet. 7-8
Exercise 7-1 9. Click on D8 on the 1999 Revenue sheet and create a linking formula that displays the sales value for Men during 1999 shown on the South sheet. 10. Complete columns B and D by linking the remaining values for the North and South. 11. Complete the worksheet as shown below using calculation formulae. 12. Save the changes and close the worksheet. 7-9
Exercise 7-2 1. Open the worksheet Walkers held in the Excel 2000 Intro Exercises folder. In this exercise you will enter a formula into the Company Totals sheet that will show the Salaries expenses from each of the branches. 2. Follow the instructions below to enter a formula into cell B5 on the Company Totals worksheet to show South Fulerton's salaries value. Click on cell B5 on the Company Totals sheet then type = Click on cell F5 on the South - Fulerton sheet then press [ENTER]. The formula ='South - Fulerton'!F5 is displayed in cell B5 on the Company Totals sheet. Cell B5 now displays the Salaries value from the South - Fulerton sheet. 3. Using the AutoFill handle, copy the formula down column B for the other costs. Since the reference in the formula in B5 is a relative reference, the values from the South - Fulerton sheet for the other costs are displayed on the Company Totals sheet. 4. Using the same method, link the totals for North - Westpark to the Company Totals sheet in column C. 5. Using the AutoFill handle, copy this formula for the other costs in column C. 7-10
Exercise 7-2 6. Follow the instructions below to use the Paste Link method to link the North - Newlands totals. Select the cell range F5:F22 on the North - Newlands sheet. Select the Edit, Copy command. Click on cell D5 on the Company Totals sheet. Select the Edit, Paste Special command. Click on the Paste Link button. The linked values are displayed on the Company Totals sheet. 7. Change some of the values on each of the three branch worksheets to see the effect on the Company Totals sheet. 8. Enter totals in column F of the Company Totals worksheet (The figures on your worksheet may look different to that shown below.) 9. Save the changes that you have made to the workbook. 7-11
Workbook Windows As you know, Excel allows you to have more than one workbook window open at a time. This can be useful if, for example, you want to copy data from one workbook to another or from one worksheet to another within the same workbook. Viewing Multiple Workbooks To see two or more workbooks on screen at the same time, use the File, Open command to open each of them, then use the Window, Arrange command to arrange the windows on screen. Note: A quick way to open multiple workbooks simultaneously is to hold down the [CTRL] key while selecting each required workbook in the Open dialogue box, then click on Open. Viewing Multiple Sheets from the Same Workbook You can view different sheets from the same workbook on screen at the same time by first opening the workbook, then selecting the Window, New Window command. In each of the windows, display the required worksheet. All windows displaying sheets from the same workbook will show a number after the file name on the title bar. For example, if you open three sheets from the workbook Weather in different windows, the first window will display Weather:1 in the title bar, the second Weather:2, and the third Weather:3. You can then use the Window, Arrange command to arrange the windows on screen. 7-12
Working with Multiple Workbooks You can edit only one workbook at a time, the active workbook. The active workbook is the one that contains the active cell pointer. There are a number of ways to make a workbook active:! Click in the workbook window.! Select the workbook's name from the Window menu.! Press [CTRL] [F6] to make the next workbook active, or [SHIFT] [CTRL] [F6] to make the previous workbook active. Moving/Copying between Workbooks In addition to using the Cut, Copy and Paste commands to move or copy from one worksheet/workbook to another, it is possible to move or copy between workbook windows using drag-and-drop. Display the sheet containing the data to be copied and the sheet it's to be copied into using the Window, Arrange command. This will mean that the required ranges can be seen. Select the range of cells to be copied then use drag-and-drop as usual to drag the range from one window to the other. Note: You can also use this method to copy and move entire sheets from one workbook to another. Simply open and arrange the workbooks, then use drag-and-drop to drag the worksheet from one workbook window to the other. 7-13
Exercise 7-3 In this exercise you will copy the Company Totals sheet from the Walkers workbook to another called Walksum. 1. With the Walkers workbook still on screen, open the workbook Walksum held in the Excel 2000 Intro Exercises folder. 2. Arrange the windows horizontally on the screen using the Window, Arrange command. 3. Click in the Walkers workbook to make it active, then click on the Company Totals worksheet. Holding down the [CTRL] key, click on the Company Totals sheet tab and drag it to the right of the Income Summary sheet tab in the Walksum workbook. 4. Release the mouse button and then release the [CTRL] key. 5. In the Walksum workbook, look at the syntax of the formulas on the Company Totals sheet. In these formulas, you can see that a link between the workbooks has been established, as the Walkers worksheet name is included in the formula. A linking formula is automatically created 7-14
Exercise 7-3 6. In the Walkers workbook the Salaries value for the North - Newlands branch for the 4th quarter is incorrect, so change the value in cell E5 to 566900. Notice that the North - Newlands total and Company Totals shown in the Walksum workbook have been updated to reflect the change you've made as the values are linked. 7. Follow the instructions below to use the Edit, Paste Special command to copy the values from one sheet to another. As you'll overwrite the previously linked formulas with these values, there will no longer be a link between the two sheets. Display the Company Totals sheet in the Walkers workbook then select the range B5:D22. Copy these cells to the clipboard using the Copy shortcut menu option. Select cell B5 on the Company Totals sheet in the Walksum workbook. Select the Edit, Paste Special command. The Paste Special dialogue box is displayed. Click on the Values radio button and then choose OK. The formulas have now been replaced with values. Click on one of the values shown on the Company Totals sheet and look at the formula bar. You will see that linking formulas are no longer used. 8. Change some of the values in the Walkers workbook and notice that these changes are not reflected in the Walksum workbook. 9. Save the changes to both worksheets and close them. 10. Save the changes to the workbook then close it. 7-15
Exercise 7-4 In this exercise you will establish a link between exchange rates in one workbook and assets in different countries in another. 1. Follow the instructions below to open the required workbooks simultaneously. Select the File, Open command. Select the Excel 2000 Intro Exercises folder from the Look in drop-down list. Click on the workbook Assets in the list box. Hold down the [CTRL] key and click on the workbook Exchange Rates. Click on the Open button to open both files at the same time. 2. Arrange the workbook windows vertically. 3. Follow the instructions below to link the American Dollar rate to the Assets sheet. Click in cell C9 on the Assets sheet and type = Click on the Exchange Rates worksheet and then on B5 of the Exchange Rates worksheet Press [ENTER] and the dollar exchange rate will be displayed in C9 of the Assets worksheet. 4. In cells C13 and C17 enter the formulas needed to link the French and German exchange rates respectively. 7-16
Exercise 7-4 5. Follow the instructions below to show the value of all assets in s in column D of the Assets worksheet. This is calculated by dividing the value in local currency by the appropriate exchange rate. Click on cell D6 on the Assets worksheet. Enter the formula =B6/$C$5 then press [ENTER]. Copy the formula to cell D7. Repeat these steps to show the values of all other investments in s. Note that, since the formula includes an absolute cell reference, it can't be copied for the other countries. 6. In cell D20, display the total of all investments. The finished worksheet should look like this: 7. Change the US Dollars exchange rate held on the Exchange Rate Table worksheet to 1.89. Notice that the USA values on the Assets sheet are updated. 7-17
Exercise 7-4 8. Change the German exchange rate to 2.45 and notice the effect this has on the Assets sheet. 9. Save the changes and then close both workbooks. 10. Open the workbook Assets held in the Excel 2000 Intro Exercises folder. A prompt is displayed because the workbook contains linking formulas. 11. Click on Yes to open the workbook, updating the links between it and the Exchange Rates workbook. 7-18
Saving the Workspace If you regularly work with a group of windows arranged on screen in a particular way, you may find it useful to save the arrangement as a workspace. The workspace will include all open files and their relative positions on screen. Any time you want to work with this arrangement of files again, open the workspace file and all the files will be opened and arranged as they were when the workspace was saved. Use the File, Save Workspace command to save the current arrangement, selecting the folder to save it in as you would for any other file. You will be prompted to save any files that have been changed but not saved. The workspace file will be assigned a.xlw extension. 7-19
Exercise 7-4 12. Open the Exchange Rates workbook held in the Excel 2000 Intro Exercises folder. 13. If necessary, arrange the open workbooks vertically on screen. 14. Select the File, Save Workspace command and save the workspace in the Excel 2000 Intro Exercises folder with the name Stocks. Save the changes to the workbooks if prompted to do so. 15. Close both files then open the Stocks workspace file, selecting Yes to re-establish the links. The files are shown as they were when you saved the workspace. 16. Close both workbooks, saving any changes when prompted to do so. 7-20
Understanding Data Consolidation Data consolidation can be used to merge and analyse values from worksheets in the same workbook, or in different workbooks. The Data, Consolidate command is used to bring together values from the various sources. The consolidated figures can show simple totals or analysis values such as the average, maximum or minimum of the selected values. You can also choose whether or not the consolidated values are linked to the source data. Source Sheets Consolidated Averages 7-21
Understanding Data Consolidation If the ranges of data to be consolidated do not match exactly, Excel will analyse the column and row headings and consolidate the values as required. So, if, for example, you wanted to consolidate the worksheet ranges shown below, where the row headings differ from range to range, Excel will match up the data for each row heading and consolidate it as shown. Ranges to be consolidated The consolidated totals would be shown as follows: 7-22
Using Data Consolidation To Consolidate Data 1. Open all workbooks containing data that is to be used in the consolidation. 2. Position the active cell pointer on the cell at the top left corner of the range that is to hold the consolidated values. 3. Menu: Select the Data, Consolidate menu option. The Consolidate dialogue box will be displayed. 4. Complete this dialogue box.! Function: Select the function you want to use when consolidating the data. The choices include SUM, AVERAGE, MAX and MIN.! Reference: Display the required sheet and select the values you want to use, choosing the workbook from the Window menu if necessary. If more than one range is to be selected, click on the Add button then select the next range as described above. Repeat this step for each range that you want to include. The All references box will list the ranges you have selected. Note: If you want to remove one of the ranges, click on it in the All references list box, then click on the Delete button. Note: The data within the selected ranges must be in the same order and the ranges must be the same shape. If this is not the case, include the row/column headings in the ranges so that Excel can consolidate the data correctly. /.. 7-23
Using Data Consolidation../ To Consolidate Data! Use labels in Top row: If the selected range(s) includes column headings, activate this check box. Left column: If the selected range(s) includes row headings, activate this check box.! Create links to source data: Click on this option to link the values to their sources. Selecting this option will mean that any changes to the source data will be reflected in the consolidated data. Note: When you select this option, the data used to calculate the consolidated totals is also added to the consolidation worksheet. Outlining is applied so that you can view both the consolidated totals and this data, or the consolidated totals only. 5. Click on OK. 7-24
Exercise 7-5 1. Open the workbook Consolidations Summary held in the Excel 2000 Intro Exercises folder. 2. Following the instructions below, consolidate the values held on the North, East and South sheets. Position the active cell pointer on cell B5 in the Consolidated Totals worksheet. This is where the consolidated values will be displayed. Select the Data, Consolidate command. The Consolidated dialogue box is displayed. Ensure the Sum function is displayed in the Function drop-down list box. Click on the range selection button. Click on the South - Fulterton sheet and then select the range B5:F22. Click on the button to return to the Consolidate box. Click on the Add button. 7-25
Exercise 7-5 The South - Fulerton reference is added to the All references list box. Repeat this process to add the same ranges for the North - Westpark and North - Newlands sheets (Remember to click on the Add button to add each range to the All references box.) Click on OK to display the consolidated values then change the column widths as necessary. 3. Click on any of the consolidated values and look at the formula bar. You will see that the contents of the cell is not formula, but a value. This is because you didn't create a link to the source data. 4. Delete the consolidated totals from the range B5:F22 on the Consolidated Totals sheet. 7-26
Exercise 7-5 5. Follow the instructions below to produce the consolidated figures again, this time creating a link to the source data. Click on cell B5 on the Consolidated Totals worksheet then select the Data, Consolidate command. The ranges that you selected last time are still shown in the All references list box and so don't need to be selected again. Click on the Create links to source data check box to activate it then click on OK. The totals are shown again, this time with outlining applied. If you haven't switched off the outlining symbols, they'll be shown to the left of the consolidated rows. 6. Click on any one of the cells and look at the formula bar. The formula in the cell refers to the cells currently hidden by the outlining. These hidden cells contain references to the cells containing the original data. 7-27
Exercise 7-5 7. Click on the show detail symbol to the left of row 7 (Salaries) to reveal the hidden cells. The worksheet expands to show the values used to produce the consolidation figures. Clicking on any one of these values will show a linking formula to the source worksheet. North - Newlands values North -Westpark values South Fulerton values Linking formulas Sum function adding values above You will see that linking formulas showing the salary values from each of the selected source ranges have been added to the range B5:F7. These three values are totalled to give the consolidated Salaries total on row 8. 8. Change some of the quarterly values on the branch worksheets then check that the consolidated totals are updated to reflect your changes. 9. Save the changes to the workbook then close it. 7-28
Exercise 7-6 1. Open the workbook Car sales held in the Excel 2000 Into Exercises folder, then study the contents of the Sales Summary worksheet. Summary totals for three different car showrooms are shown on this sheet. 2. Following the instructions below, consolidate these values to create a list of all cars sold. Click on the Consolidated Totals worksheet tab then click on cell A4. Select the Data, Consolidate command. Ensure that the Sum function is displayed in the Function drop-down list box. In the Reference text box select the range A4:F11 from the Sales Summary worksheet. Notice that the range includes row and column headings so that the data can be compared to that in the other ranges to be selected. Click on Add and then select the second range, A14:F20. Click on Add again then select the third range, A23:F29 and click Add. So that Excel uses the column headings from the source ranges for the consolidated data, click on the Top row check box. So that the row headings from the source ranges are used for the consolidated data, click on the Left column check box. Click on OK to display the consolidated data. If necessary, increase the column widths so that the data can be seen in full. Notice that column A holds the name of each of the cars. 3. Now follow the same procedure but create consolidated averages using the AVERAGE function, showing the results on the Consolidated Averages sheet. 4. Close the workbook saving the changes that you have made to it. 7-29
Questions and Answers 1. When making a copy of a worksheet, what key must you hold down as you drag the mouse to create the new sheet? 2. When a linking formula is used between two workbooks, in which workbook should updates be made? 3. Which command can be used to paste the value rather than the formula from the copied cell? 4. To create formulas that are linked to the source ranges, which check box should be activated in the Consolidate dialogue box? 5. To use the row headings from the source ranges for the consolidated data, which check box should be activated in the Consolidate check box? 7-30
A 2Z Index C Consolidating Data, 7-21 Copying data between workbooks, 7-13 worksheets, 7-2 D Data Consolidation, 7-21 explained, 7-22 Deleting worksheets, 7-2 F Formulae linking, 7-5 Formulas linking performing updates, 7-5 I Inserting worksheets, 7-2 L Linking formulae across worksheets, 7-5 Linking Formulae using data consolidation, 7-21 using Paste Special, 7-7 Linking Formulas performing updates, 7-5 Linking Formule using Paste Link, 7-6 Linking Worksheets, 7-21 M Moving data between workbooks, 7-13 worksheets, 7-2 Multiple Window moving and copying between, 7-13 O Opening a workbook with links, 7-7 P Paste Special, 7-7 S Saving The Workspace, 7-19 Selecting worksheets, 7-2 W Workbook Windows, 7-12 viewing multiple, 7-12 Worksheets copying, 7-2 deleting, 7-2 inserting, 7-2 moving, 7-2 selecting, 7-2 Workspace saving, 7-19 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z 7-31
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