1. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 11 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts. Exploring Microsoft Office Excel 2007 Chapter 7 Data Consolidation, Links, and Formula Auditing Robert Grauer, Keith Mulbery, Judy Scheeren

2. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2 Objectives Consolidate data from multiple worksheets Define the three-dimensional workbook Create three-dimensional references in formulas Link workbooks Create the documentation worksheet

3. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 3 Objectives Restrict values to a drop-down list Validate data Audit formulas Set up a Watch Window

4. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 4 Consolidate Data from Multiple Worksheets Consolidate data from more than one workbook or worksheet within a workbook into either a summary workbook or a summary worksheet Once consolidated, you have the summary as well as the detailed spreadsheets available in one workbook Two ways:  Use Excel’s three-dimensional capabilities  Use file linking

5. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 5 Define the Three-Dimensional Workbook Multiple worksheets with similar data A summary sheet created using formulas that reference the specific worksheets and their specific data cells.

6. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 6 Define the Three-Dimensional Workbook Use a single workbook to consolidate data Copy the data using one of two copy techniques:  Copy the data from individual workbooks into appropriate sheets of the new workbook  Copy individual worksheets from one workbook into another

7. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 7 Define the Three-Dimensional Workbook Scrolling buttons on horizontal scroll bar

8. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 8 Define the Three-Dimensional Workbook A single workbook is easier to use as all of the data is in one file. However, the individual worksheets have to be maintained in remote locations The multiple workbooks make it easier to maintain the data, but multiple separate files are required for summary data

9. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 9 Define the Three-Dimensional Workbook To expedite calculations in these summary workbooks, choose an alternate Calculation option from the list in Table 7.1 Options are either automatic or manual Manual calculation allows you to recalculate either the workbook or the worksheet

10. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 10 Define the Three-Dimensional Workbook Iteration – the repeated recalculation of a worksheet until a specific numeric condition is met Precision is a measure of the degree of accuracy for a calculation

11. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11 Create Three-Dimensional References in Formulas A worksheet reference is a reference to a cell on a worksheet not currently active  May also be used with cell ranges to simplify functions and formulas  an exclamation point separates the worksheet reference from the cell reference  Worksheet references are always absolute references; however, the cell reference may be either relative, absolute, or mixed Failure to include a worksheet reference defaults to the call reference on the active worksheet

12. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 12 Create Three-Dimensional References in Formulas Relative worksheet references

13. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 13 Create Three-Dimensional References in Formulas A three-dimensional (3D) formula is a formula that refers to the same cell or range on multiple worksheets  The individual reference to a cell on multiple worksheets is called a 3D cell reference A convenient way to reference several identically structured worksheets in which the cells in each worksheet contain the same type of data

14. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 14 Create Three-Dimensional References in Formulas Although you can format worksheets individually, it is more efficient to format a group of worksheets Once worksheets are grouped, anything you do in one worksheet is done to the other worksheets in the group Remember to ungroup worksheets to enter data in a specific worksheet

15. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 15 Link Workbooks Linking in Excel uses formulas that reference cells in other workbooks When you link workbooks, you consolidate the data from several workbooks into another workbook Established by the creation of external references that refer to a cell or range of cells in another workbook Enables you to make a change in one workbook and see the change in another workbook Used to update workbooks so that the data is consistent across the application Use source workbooks and a dependent workbook

16. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 16 Create the Documentation Worksheet A documentation worksheet describes the contents of each worksheet within the workbook Important because spreadsheets are very often used by individuals other than the person who created them The best way is to create a documentation worksheet that describes the contents of each worksheet within a workbook

17. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 17 Create the Documentation Worksheet

18. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 18 Create the Documentation Worksheet Change the workbook properties to reflect the documentation information Comments provides means for additional documentation Insert, edit, delete and print comments Workbook auditing involves validating data, which enables you to set rules to guide data entry  A syntax error is an error that violates correct construction of a formula  A logical error is an error that produces inaccurate results

19. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 19 Restrict Values to a Drop-Down List Create a drop-down list of valid entries The drop-down list is assembled from cells in other parts of the workbook Drop-down list displays an arrow in the cell Information is entered by clicking the down arrow and then clicking the desired entry Choose from just those entries provided Prevents entering invalid data

20. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 20 Validate Data Data validation enables you to restrict values that can be entered into a cell Warns and prevents people other than you from entering “wrong” data in a cell

21. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 21 Validate Data Enables you to:  Specify and correct the kind of data that can be entered  Specify an input message, descriptive text or instructions for data entry, warning people when they click a cell that only specific types of data can be entered in that cell  Specify error messages, which appear when others persist and attempt to enter incorrect data

22. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 22 Validate Data

23. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 23 Audit Formulas Formula auditing enables you to display or trace relationships between cells and formulas If Excel cannot perform the calculations called for by a formula in a cell, an error value is displayed in the cell See Table 7.2 for a list of error values and the source of those errors

24. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 24 Audit Formulas Precedent cells are cells referred to by a formula in another cell Dependent cells contain formulas that refer to other cells Use the Trace Precedents and Trace Dependents commands to graphically display, using tracer arrows, the relationship between these cells and formulas The trace arrows help you identify cells that are causes of errors

25. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 25 Audit Formulas

26. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 26 Audit Formulas Check for errors that have occurred in formulas anywhere in a spreadsheet using the Error Checking command in the Formula Auditing group on the Formulas tab When an error is identified in a cell by the Error Checking command, the Error Checking dialog box

27. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 27 Audit Formulas A circular reference is a formula that contains a cell reference relies on its own value  This process creates an endless loop, never producing a value  Inevitably lead to invalid data

28. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 28 Set up a Watch Window Formulas in cells that are not visible can be “watched” using the Watch Window box Enables you create a small window so you can view the formula calculation Convenient to inspect, audit or confirm formula calculations involving cells that are not displayed on the screen

29. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 29 Set up a Watch Window

30. Copyright © 2008 Pearson Prentice Hall. All rights reserved. 30