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Excel Tips

Excel Tips

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Published by: Asif Mahmood on Feb 10, 2011
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06/22/2011

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Smart Tips for

Zafar Badami
FCA

POWER USERS Ability to work with data in multiple worksheets is a essential skill for Excel users. For example, you may required to enter the same data into many worksheets without retyping or copying the text into each one. Or, how can you easily sum the cell values across multiple worksheets? Or, how can you list the names of the worksheets in your workbook? These five tips for Excel power users will help answer those questions and more.

Microsoft EXCEL Part-II
Sum the value of a cell across multiple worksheets
Another common Excel task is to sum the value of a cell in multiple worksheets and then displaying the result in another cell. For example, you may want to sum the number of a particular product that customers have ordered over a period of time, such as by quarterly periods. If worksheets are formatted in the same way for each period, the total sales for the product always appears in the same cell in each worksheet.

Worksheets provide a sound and instinctive way to manage your data in Microsoft Excel. Many times, multiple worksheets are used to further separate data into categories such as sales or production.

Enter data in multiple worksheets at the same time
As an example, let's say you want to put the same title text into different worksheets. One way to do this is to type the text in one worksheet, and then copy and paste the text into the other worksheets. If you have several worksheets, this can be very tedious.

Finding the sum in this situation is simple. You can use a formula:
Q Q Q Q Q Start Excel. A new, blank work-book appears. In cell B3 in Sheet1, type 20. In cell B3 in both Sheet2 and Sheet3, type 30. In cell A1 in Sheet1, type the following formula: =SUM (Sheet1:Sheet3!B3) Press ENTER. Notice that cell A1 displays 80, which is the total sum of the cells in the three worksheets.

An easier way to do this is to use the CTRL key:
Q Q Q Start Excel. A new, blank workbook appears. Press and hold the CTRL key, and then click Sheet1, Sheet2, and Sheet3. Click in cell A1 in Sheet1, and then type:

This data will appear in each sheet. Q Click Sheet2 and notice that the text you just typed in Sheet1 also appears in cell A1 of Sheet2. The text also appears in Sheet3.

Run the spelling checker on multiple worksheets simultaneously
You can check your spelling in multiple worksheets simultaneously: Q Start Excel. A new, blank work book appears.

The Pakistan Accountant

April - June, 2009

34

On the View menu. click Spelling. On the Control Toolbox. Hold down the SHIFT key and click Sheet3 so that all three sheets are selected. Control Toolbox. and then click View Code on the shortcut menu. The following steps expand on the example demonstrated when we summed the value of cells across multiple worksheets. and then click View Code on the shortcut menu. you might want to create an index to catalog the worksheets in your workbook. For example. Click the Command Button. point to Toolbars and then click . click Exit Design Mode to quit design mode and enable the command button. In the Microsoft Visual Basic® Editor. Test to see which worksheets have been selected You can select multiple worksheets by holding down the SHIFT key. . Click somewhere on the worksheet to insert the command button. blank workbook appears. and then click and drag the borders of the command button to size it. add Visual Basic code to the command button: K K Right-click the command button. Right-click the command button. Q Q Q Q Q Q Q Start Excel. This is the sum of cell B3 for Sheet1 and Sheet2.Cells(i. Sometimes. Spell checking is performed on each of the worksheets you selected. 1) Value = Sheets(i).SelectedSheets K i=i+1 K ReDim Preserve arSheetNames(1 To i) K arSheetNames(i) = Sht.Q Q Q In cell A1 in Sheet1. type 30. That way. and then click and drag the borders of the command button to size it. In the Visual Basic Editor.Formula = "=SUM (" & startSheet & ":" & endSheet & "!B3)" On the File menu click Close and . Click the command button on Sheet1 and notice that the value displayed in cell A1 is 50. and Sheet3. On the Control Toolbox. For example. you can quickly find the location of a particular worksheet. Repeat this step for Sheet2 and for Sheet3. . blank work-book appears.Name Nexti Q Q K K K Q Q Q On the File menu.Name K Next Sht K startSheet = arSheetNames (LBound(arSheetNames)) K endSheet = arSheetNames (UBound(arSheetNames)) K Worksheets ("Sheet1"). enter the following code between the Private Sub Command Button1 statement and the End Sub statement: K Dim Sht As Object K Dim arSheetNames() As String K Dim i As Integer K i=0 K For Each Sht In ActiveWindow. A new. click Exit Design Mode to quit design mode and enable the command button. type 40 Click Sheet1. You could then store the results in a separate worksheet. which is the sum of cell B3 for all three worksheets. Click the Command Button. Return to Microsoft Excel. Click the command button on Sheet1. click Control Toolbox. Sheet3. Click somewhere on the worksheet to insert the command button. you may want to make calculations for just those worksheets that the user has selected. you may want to know which worksheets have been selected so you can use that information for The author is Director of Education and Training.Range("A1") .Count NewSheet. In cell B3 of Sheet2. On the View menu. 2009 35 . other purposes. and then click Sheet1 and Sheet2 to select just those worksheets. Click Close and Return to Microsoft Excel. Hold down the SHIFT key. Try it out: Q Q Start Excel. Add(Type:=xlWorksheet) For i = 1 To Sheets. Sheet2. Notice that the total in cell A1 is now 90. Press and hold the SHIFT key. Q Q Q Q Q A new worksheet is created. type any text you want. it is useful to be able to determine and list the names of the worksheets in your Excel workbooks. type the value 20. and then in cell B3 of . Select Sheet1. . Q Now. ICAP. List the names of worksheets In some instances. and then clicking each worksheet name. point to Toolbars and then . In cell B3 of Sheet1. On the Tools menu. and then click Sheet1. Add a command button to the worksheet: K K K K Select Sheet1. enter the following code between the Private Sub CommandButton1 statement and the End Sub statement: Set NewSheet = Sheets. A new. The Pakistan Accountant April .June. listing the names of all the worksheets in the workbook.

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