Tutorial 6: Managing Multiple Worksheets and Workbooks

1. Tutorial 6: Managing Multiple Worksheetsand Workbooks

2. Objectives Create a worksheet group Format and edit multiple worksheets at once Create cell references to other worksheets Consolidate information from multiple worksheets using 3-D references Create and print a worksheet group New Perspectives on Microsoft Excel 2010

3. Objectives • Create a link to data in another workbook • Create a workbook reference • Learn how to edit links • Create and use an Excel workspace • Insert a hyperlink in a cell • Create a custom template • Save a workbook to SkyDrive and use the Excel Web App New Perspectives on Microsoft Excel 2010

4. Visual Overview New Perspectives on Microsoft Excel 2010

5. Worksheet Groups and 3-D References New Perspectives on Microsoft Excel 2010

6. Grouping Worksheets • Using multiple worksheets makes it easier to group and summarize data • Worksheet groups save time and improve consistency among worksheets • An action performed once affects multiple worksheets • A worksheet group can contain adjacent or nonadjacent worksheets New Perspectives on Microsoft Excel 2010

7. Grouping Worksheets New Perspectives on Microsoft Excel 2010

8. Entering Formulas in a Worksheet Group Grouped worksheets must have exact same organization and layout (rows and columns) The formula is entered in the same cells in all worksheets in the group New Perspectives on Microsoft Excel 2010

9. Grouping Worksheets • Any formatting changes made to the active sheetare applied to all sheets in the group • When worksheets are ungrouped, each one functions independently again • If you forget to ungroup worksheets, any changes you make in one will be applied to all worksheets in the group New Perspectives on Microsoft Excel 2010

10. Working with Multiple Worksheets • Copying worksheets • Use an existing worksheet as a starting point for creating another one • Duplicates all values, formulas, and formats into new worksheet, leaving original worksheet intact • Edit, reformat, and enter new content as needed New Perspectives on Microsoft Excel 2010

11. Working with Multiple Worksheets • Referencing cells and ranges in other worksheets • Using multiple worksheets to organize related data allows you to reference a cell or range in another worksheet in the same workbook New Perspectives on Microsoft Excel 2010

12. Using 3-D References to Add Values Across Worksheets When worksheets have identical row and column layouts, enter formulas with 3-D references to summarize the worksheets in another worksheet 3-D reference specifies not only the range of rows and columns, but also the range of worksheet names in which the cells appear General syntax of a 3-D cell reference: New Perspectives on Microsoft Excel 2010

13. Using 3-D References to Add Values Across Worksheets New Perspectives on Microsoft Excel 2010

14. Using 3-D References to Add Values Across Worksheets New Perspectives on Microsoft Excel 2010

15. Using 3-D References to Add Values Across Worksheets • If you change the value in one worksheet, the results of formulas that reference that cell reflect the change New Perspectives on Microsoft Excel 2010

16. Printing a Worksheet Group • Same page layout settings apply to all worksheets in the group at the same time • All worksheets in the group can be printed at once New Perspectives on Microsoft Excel 2010

17. Visual Overview New Perspectives on Microsoft Excel 2010

18. Links and External References New Perspectives on Microsoft Excel 2010

19. Linking Workbooks • When creating formulas in a workbook, reference data in other workbooks by creating a link between the workbooks • When two files are linked, the source file contains the data, and the destination file (dependent file) receives the data • When source and destination workbooks are in different folders, workbook reference must include the file’s complete location (the path) New Perspectives on Microsoft Excel 2010

20. Linking Workbooks New Perspectives on Microsoft Excel 2010

21. Link Workbooks When… • Separate workbooks have the same purpose and structure • A large workbook is too unwieldy to use • Information from different workbooks can be summarized • Source workbooks received from another person or group are continually updated New Perspectives on Microsoft Excel 2010

22. Navigating Multiple Workbooks • To change which workbook is active: • Use Switch Windows button - or - • Click Excel program button on the taskbar, then click the thumbnail of the workbook New Perspectives on Microsoft Excel 2010

23. Arranging Multiple Workbooks • Windows arranged in a tiled configuration • Other options: horizontal, vertical, cascade New Perspectives on Microsoft Excel 2010

24. Creating Formulas with External References • A formula can include a reference to another workbook (external reference), which creates a set of linked workbooks New Perspectives on Microsoft Excel 2010

25. Updating Linked Workbooks • When data in a source file changes, the destination file should reflect those changes • If source and destination files are open when a change is made: • Destination file is updated automatically • If destination file is closed when source file is changed: • Choose whether to update the link to display current values, or continue to display older values when you open the destination file New Perspectives on Microsoft Excel 2010

26. Updating a Destination Workbook with Source Workbooks Closed New Perspectives on Microsoft Excel 2010

27. Managing Links • Use Edit Links dialog box to manage links New Perspectives on Microsoft Excel 2010

28. Creating an Excel Workspace • Saves information about all currently opened workbooks (e.g., locations, window sizes) • Has the file extension .xlw • Does not contain workbooks themselves—only information about them New Perspectives on Microsoft Excel 2010

29. Visual Overview New Perspectives on Microsoft Excel 2010

30. Templates and Hyperlinks New Perspectives on Microsoft Excel 2010

31. Creating a Hyperlink • A link in a file to information within that file or another file • Can be used to: • Quickly jump to a specific cell or range within the active worksheet, another worksheet, or another workbook • Jump to other files New Perspectives on Microsoft Excel 2010

32. Inserting a Hyperlink • Use the Hyperlink button New Perspectives on Microsoft Excel 2010

33. Editing a Hyperlink • Change its target file or Web page - or - • Modify the text that is displayed - or - • Change the ScreenTip for the hyperlink New Perspectives on Microsoft Excel 2010

34. Creating Templates • A template workbook • Includes all text (row and column labels), formatting, and formulas, but no data • Is a model from which you create new workbooks • Any changes or additions made to the new workbook do not affect the template file New Perspectives on Microsoft Excel 2010

35. Creating a Workbook Based on an Existing Template • Templates provide commonly used worksheet formats New Perspectives on Microsoft Excel 2010

36. Creating a Workbook Based on an Existing Template New Perspectives on Microsoft Excel 2010

37. Creating a Custom Workbook Template • Build the workbook with all necessary labels, formatting, and data; then save the workbook as a template New Perspectives on Microsoft Excel 2010

38. Creating a New Workbook from a Template New Perspectives on Microsoft Excel 2010

39. Using the Excel Web App and SkyDrive • Office Web Apps • Web-based versions of Microsoft Excel, Word, PowerPoint, and OneNote • Allow you to create, view, and edit Office files directly from a Web browser, and share files and collaborate with other users online • Are part of Windows Live, a collection of services and Web applications • To save files to SkyDrive or use Office Web Apps, you need a Windows Live ID New Perspectives on Microsoft Excel 2010

40. Saving a Workbook to SkyDrive New Perspectives on Microsoft Excel 2010

41. Editing a Workbook with the Excel Web App • Limited number of commands available New Perspectives on Microsoft Excel 2010

42. Editing a Workbook with the Excel Web App New Perspectives on Microsoft Excel 2010