Lesson 21: Managing Multiple- Sheet Workbooks

Learning Objectives After studying this lesson, you will be able to:  Change the default number of sheets for new workbooks  Create formulas that summarize data from multiple worksheets  Copy worksheets and their formats  Create cell names for navigation and formulas  Construct hyperlinks to worksheet cells and external documents  Print multiple worksheets of a workbook 2

3 Using Multiple Worksheets Summarize data into a summary sheet Create linking formulas between sheets Total from Detail Worksheet 1 Total from Detail Worksheet 2 Total from Detail Worksheet 3 Grand total on Summary Sheet + +

Default Number of Sheets Excel default is three sheets Change affects only new workbooks 4

5 Linking Cells: Why Link? Reflect management needs  Top-level managers want to see the big picture  Department-level managers are interested in details Automatic updating  Results in linked cells update when detail cells change Data entered only once

Creating Linking Formulas Create the linking formula in the Summary worksheet Use Point Mode to create a linking formula 6 Source cell reference Sheet name of source cell followed by exclamation point Begin with an equals sign =Postage!B16

Copy and Move Worksheets Create an exact duplicate of the original worksheet 7 Check to copy; leave blank to move

Copying Formats Copy formats consistently between worksheets 8 Select All Format Painter mouse pointer Format Painter

Paste Options Not the same ole pasting! Choose how you wish to paint information from one cell to another 9 Paste options via the Ribbon Paste Options button – at the point of where you paste

Naming Cells and Ranges Enter a name in the Name box for any cell or cell range Use in formulas in place of cell references Available throughout a workbook 10 Name box – PostageTotal is the defined name of cell B16

Naming Rules Must begin with a letter Cannot resemble a cell reference (A3) No space, hyphens, or symbols Underscores, periods, capital letters are OK  Instructional_Materials  Instructional.Materials  InstructionalMaterials 11

Using Names to Navigate 12 Choose a name from the list Highlight displays defined range chosen

13 Using Names in Formulas =SUM(Salaries) =Sales – Expenses =TotalPostage  Linking formula

Modifying/Deleting Defined Names Name Manager 14 Delete the selected name… …or change its cell reference with the Collapse button

Types of Hyperlinks Internal  To cells in a workbook External  To another workbook or Office file  To a web page  To an address 15

Creating Hyperlinks 16 Inserted hyperlink Cell reference and worksheet Use a ScreenTip to display in the worksheet Location types

Printing Multiple-Sheet Workbooks Select multiple worksheets  (Shift) – Select adjacent sheets  (Ctrl) – Select nonadjacent sheets Apply page setup options to multiple worksheets Print selected sheets Print all sheets in the workbook 17

Lesson 21: Managing Multiple- Sheet Workbooks