Lesson 21: Managing Multiple-Sheet Workbooks

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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

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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

+ +

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Default Number of Sheets

Excel default is three sheets

Change affects only new workbooks

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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

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Creating Linking Formulas

Create the linking formula in the Summary worksheet

Use Point Mode to create a linking formula

Source cell

reference

Sheet name of source cell

followed by exclamation point

Begin with an

equals sign

=Postage!B16

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Copy and Move Worksheets

Create an exact duplicate of the original worksheet

Check to copy;

leave blank to move

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Copying Formats

Copy formats consistently between worksheets

Select All

Format Painter

mouse pointer

Format Painter

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Paste Options

Not the same ole pasting!

Choose how you wish to paint information from one

cell to another

Paste options via

the Ribbon

Paste Options button –

at the point of where you paste

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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

Name box –

PostageTotal is the

defined name of cell B16

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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

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Using Names to Navigate

Choose a name from the list

Highlight displays

defined range chosen

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Using Names in Formulas

=SUM(Salaries)

=Sales – Expenses

=TotalPostage

Linking formula

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Modifying/Deleting Defined Names

Name ManagerDelete 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 email address

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Creating Hyperlinks

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

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Lesson 21: Managing Multiple-Sheet Workbooks