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Microsoft Excel 2010® ®
Tutorial 6: Managing Multiple Worksheets
and Workbooks
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New Perspectives on Microsoft Excel 2010 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
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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
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New Perspectives on Microsoft Excel 2010 4
Visual Overview
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New Perspectives on Microsoft Excel 2010 5
Worksheet Groups and 3-D References
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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
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New Perspectives on Microsoft Excel 2010 7
Grouping Worksheets
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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
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New Perspectives on Microsoft Excel 2010 9
Grouping Worksheets• Any formatting changes made to the active
sheet are 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
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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
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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
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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:
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New Perspectives on Microsoft Excel 2010 13
Using 3-D References to Add Values Across Worksheets
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New Perspectives on Microsoft Excel 2010 14
Using 3-D References to Add Values Across Worksheets
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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
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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
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New Perspectives on Microsoft Excel 2010 17
Visual Overview
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New Perspectives on Microsoft Excel 2010 18
Links and External References
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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)
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New Perspectives on Microsoft Excel 2010 20
Linking Workbooks
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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
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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
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New Perspectives on Microsoft Excel 2010 23
Arranging Multiple Workbooks• Windows arranged in a tiled configuration
• Other options: horizontal, vertical, cascade
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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
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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
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New Perspectives on Microsoft Excel 2010 26
Updating a Destination Workbook with Source Workbooks Closed
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New Perspectives on Microsoft Excel 2010 27
Managing Links• Use Edit Links dialog box to manage links
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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
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New Perspectives on Microsoft Excel 2010 29
Visual Overview
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New Perspectives on Microsoft Excel 2010 30
Templates and Hyperlinks
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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
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New Perspectives on Microsoft Excel 2010 32
Inserting a Hyperlink• Use the Hyperlink button
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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
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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
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New Perspectives on Microsoft Excel 2010 35
Creating a Workbook Based on an Existing Template• Templates provide commonly used worksheet
formats
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New Perspectives on Microsoft Excel 2010 36
Creating a Workbook Based on an Existing Template
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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
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New Perspectives on Microsoft Excel 2010 38
Creating a New Workbook from a Template
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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
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New Perspectives on Microsoft Excel 2010 40
Saving a Workbook to SkyDrive
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New Perspectives on Microsoft Excel 2010 41
Editing a Workbook with the Excel Web App• Limited number of commands available
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New Perspectives on Microsoft Excel 2010 42
Editing a Workbook with the Excel Web App