Excel Intermediate

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1 Instructor s Excel Intermediate Multiple Worksheets Excel Intermediate ( ) Multiple Worksheets Quick Links Manipulating Sheets Pages EX5 Pages EX37 EX38 Grouping Worksheets Pages EX304 EX309 Copying Worksheets Pages EX 38 Pages EX309 EX310 Multi-Sheet Cell References Pages EX310 EX312 3D References Pages EX312 EX317 Printing Multiple Sheets Pages EX317 EX318 Referencing Other Workbooks Pages EX322 EX335. This icon designates a video is available as an additional reference. Video DVD is available in the Stevens Point library Manipulating Worksheets Adding Worksheets Select worksheet to insert before To insert at end, click the New Sheet button Using an empty workbook, Add a new sheet to the workbook or Right-click the worksheet and choose Insert Make sure the worksheet icon is selected Click OK Renaming Worksheets Double-click the worksheet name (tab) or Right-click the tab and choose Rename Type new name and press Enter Moving (Rearranging) Worksheets Point to the worksheet tab Drag to new location Small arrow designates where worksheet will be Deleting Worksheets Point to the worksheet tab Right-click and choose Delete Rename the new sheet with student s name Move the student s worksheet to the end of the worksheet list Delete worksheet 1 1

2 Instructor s Excel Intermediate Multiple Worksheets Changing Tab Color Coloring tabs can make them easier to locate/recognize Sometimes it s just fun Right-click the tab Choose Tab Color from the pop up menu Excel initially shows only a line of color on the tab, but that is because the tab is still highlighted. Select a different tab to see the actual tab color If you choose a dark color for the tab, Excel will automatically change the tab s text color to white to keep it readable. Change the color of any worksheet tab Grouping Worksheets Excel 6: Grouping Worksheets Grouping worksheets allows you to affect multiple worksheets at the same time. When worksheets are grouped, any changes you make to one worksheet are duplicated in the entire group. You can also use groups to copy data, labels, formula and/or formatting from existing sheets to new sheets. Selecting More than one Sheet Click the tab of the first sheet of the group Shift-click the last tab of the group to select all the sheets in between Ctrl-click a tab to add or remove it from the group. Note: whenever worksheets are grouped, [Group] appears in the title bar. At this point, any changes you make to one sheet (any sheet) will be reflected in the other sheets. If you change cell contents, those changes will appear in the other sheets of the group, and any existing cell contents in those sheets will be replaced! The worksheets will remain grouped until you ungroup them. Using the empty workbook from above, Practice selecting multiple worksheets Group the first worksheet and the last worksheet. Make changes to the first worksheet (text entry, formatting, column width) and note corresponding changes to last worksheet. 2

3 Instructor s Excel Intermediate Multiple Worksheets Ungrouping Worksheets Click any worksheet that is not part of the group or, Right-click any grouped worksheet and choose Ungroup Another advantage of using grouped worksheets is you can do page setup (margins, headers, footers) for all the worksheets in a group at once. Ungroup the worksheets by selecting the second worksheet. Group all the worksheets and ungroup by rightclicking. Set header/footer Copying a Worksheet One technique I ve found very useful for creating a new worksheet formatted like an existing worksheet, is copying the entire worksheet. This technique makes an exact duplicate of worksheet in another worksheet including cell contents, formatting, column widths, page formatting etc. Right-click the tab of the worksheet to copy Choose Move or Copy Select the Create a Copy checkbox Specify where to place the new worksheet Open Kitchen workbook from In Class folder Copy Region 1 to Summary (Summary before Region 1) Enter Totals for All Regions in cell A1 Remove data Shortcut: Ctrl-Drag an existing worksheet to copy it Rename the new sheet Remove unneeded data Referencing Cells in Other Worksheets Excel 6: Using 3-D References Often you ll want to reference a cell or range of cells in another worksheet or range of worksheets. Excel uses the following notation to reference cells in other worksheets. 3

4 Instructor s Excel Intermediate Multiple Worksheets Referencing a cell or range of cells in another sheet Sheet Name!A1:C25 When a cell reference is in another sheet, you must preface the cell(s) address with the sheet name. The sheet name must be surround by apostrophes (single quotes) if the sheet name contains spaces. Otherwise you can leave the apostrophes off. The sheet name must be separated from the cell address by an exclamation point (!) Referencing a cell or range of cells in a range of worksheets Sheet Name 1:Sheet Name 3!I50 This example combines all the cells I50 from sheets 1 through 3 into a range. Note only one set of apostrophes surrounds all the sheet names. A colon is used between the sheet names to designate a range of sheets (just like a colon is used between cell addresses to designate a range of cells) The exclamation point is still used to separate the range of sheets from the cell address. This example might be used to calculate the grand total of all the totals on three sheets: =SUM( Sheet Name 1:Sheet Name 3!I50) These multiple-sheet references are often referred to as 3D references. Normally, your references include a vertical reference (column letter) and a horizontal reference (row #). Imagine your sheets stacked on top of each other. Multiple-sheet references add a third reference, depth, that can be used to combine data from multiple sheets. You can still use the point and shoot method of entering cell addresses into 3D formulas. Build the formulas as usual, then click on the worksheet you need to include a reference to a cell or range of cells on that worksheet. When you copy formulas that contain 3D references, the sheet names are not updated (they re absolute), and you really don t want them to be. 4

5 Instructor s Excel Intermediate Multiple Worksheets Excel does not do a good job of updating 3D references when you move worksheets. Try not to move worksheets that are included in 3D formulas in other worksheets. If you must, check all 3D references in other worksheets to see if they re still accurate. Using 3D References in Formulas Excel 6: Using 3-D References Summary Worksheets Summary worksheets combine data from other worksheets in a workbook. They usually display statistics such as totals, averages, etc. and may include summary charts. These worksheets require the 3D reference techniques described above. Selecting Cells From Another Worksheet Create formula as always Type reference (see above) or Point to cell referenced and click Selecting Cells From a Range of Worksheets Create formula as always Group worksheets that contain cells (3D) to be combined Select cells from any one worksheet (with mouse) In cell B4 (attempt) to manually type the formula for totaling the refrigerator sales in January for all regions. = Region 1!b4 + Region 2!b4+ Region 3!b4 Stop after 3 see the total (630). Delete formula and try again using point&shoot. (total = 1225) Delete the formula again and use 3D references and the SUM function. Copy formula for all products, all months Note that sheet references are not updated. Format data using grouping. 5

6 Instructor s Excel Intermediate Multiple Worksheets Printing Multiple Sheets When worksheets are grouped (see above), any changes you make to the page layout are applied to all the sheets Margins Orientation Header and footer Scale Center horizontally (Page Setup dialog) Header, footer If you use the File, Print feature all grouped sheets are considered part of Print Active Sheets Note Sheets is plural Each sheet prints on a new page Referencing Cells in other Workbooks Excel 6: Linking Workbooks Optional topic No notes book reference only 6

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