EXCEL:

Working with Multiple

Worksheets and Workbooks

Donna Rogers x2353 TEAL Center March 2006

Excel: Working with Multiple Worksheets and Workbooks

USING MULTIPLE WORKSHEETS

Open the Lakeland Boychoir workbook:

1. Start Excel and open the LBC1.xls workbook located in the student data folder on your
desktop.

2. On the Documentation sheet, enter your name and the current date, and then save
the workbook as LBC2006 in the student data folder.

3. Switch to the January worksheet to view the cash flow figures for the first month of the
year.

Grouping Worksheets
Select an adjacent range of worksheets: the January sheet through the December sheet.

1. Make sure the January worksheet is still selected.

2. Click the Last Sheet button to display the last tab in the workbook (December).

3. Press and hold the Shift key, click the December tab, and then release the Shift key.

4. Click the First Sheet button to return to the first sheet in the worksheet group, which
is January.
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Excel: Working with Multiple Worksheets and Workbooks

Entering Formulas in a Worksheet Group

1. Click cell B12 and then enter =SUM(B8:B11) to calculate the total cash inflow amount.

Next, you will enter the formula to calculate the total cash outflow amount.

2. Click cell B19 and then enter =SUM(B14:B18).

Now you will enter the formula to calculate the net change in cash, which is the
difference between the total cash inflow and total cash outflow amounts.

3. If necessary, click cell B20 and then enter =B12-B19. The net change in cash during
January is 375.

Finally, you will enter the formula to calculate the ending cash balance, which is the sum
of the beginning cash balance and the net change value.

4. Click cell B22 and then enter =B21+B20. Then ending cash balance (cell B22) for
January should be 1,295. As you entered formulas into the January worksheet, the
same formulas were added to the rest of the sheets in the group.

5. Click the February tab. The ending cash balance for February is 505.

6. Click cell B22 and observe that the formula is the same as the formula in the January
worksheet. Note that the beginning cash balance in cell B21 has been set to zero. This
beginning cash balance doesn’t take into account the cash that will carry over from
January into February. You’ll learn shortly how to carry over values from the previous
month.

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Excel: Working with Multiple Worksheets and Workbooks

7. Click the Last Sheet button to display the last tab in the workbook, click the
December tab, and then observe that the formula is the same as the formula in the
January and February worksheets, and the ending cash balance for December is 9,210.

8. Click the First Sheet button , and then click the January tab to redisplay the January
cash figures.

Formatting a Worksheet Group

To apply the same formatting to all sheets in a worksheet group:

1. Bold the text in the nonadjacent range A1:A2;A4:A22.

2. Fill the nonadjacent range A7:B11;A13:B18;A20:B20 with the Gray-25% color, and
then enclose the same nonadjacent range using the Thick Box Border option.

3. Underline the text in cells

A7 and A13.

4. Apply the Number format

to the range B8:B22 so the
values appear with a
comma and no decimal
places.

5. Click cell A1 to view the

formatting changes.

6. Click the other sheet tabs

in the group to verify that
the formatted changes
you’ve made to the
January sheet have been
applied to the rest of the
sheets in the group, then
click the First Sheet button
.

7. Ungroup the monthly

worksheets:

a. Right-click the January

tab.

b. Click Ungroup
Sheets.

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Excel: Working with Multiple Worksheets and Workbooks
Referencing Cells and Ranges in Other Worksheets
To insert the cell reference to the January worksheet in the February worksheet:

1. Click the February tab, and then click cell B21.

2. Type = but do not press the Enter key.

Next you will display the worksheet that contains the first cell reference that you want to
insert in the formula.

3. Click the January tab, click cell B22, and then click the Enter button on the
Formula bar. The February sheet is redisplayed.

4. Repeat Steps 1-3 for the remaining 10 months of the year to calculate each month’s
beginning cash balance based on the previous month’s ending cash balance. At the end
of 2006, the ending cash balance for the entire year is 1,620.

CONSOLIDATING DATA FROM MULTIPLE WORKSHEETS

USING A 3-D REFERENCE
Entering a Formula That Contains a 3-D Reference
¾ Click the cell where you want to enter the formula

¾ Type = to being the formula, type the name of the function, and then type ( to indicate the
beginning of the argument.

¾ Click the tab for the first worksheet in the group, press and hold the Shift key, and then click
the tab for the last worksheet in the group.

¾ Select the cell or range of cells to be referenced, and then click the Enter button the Formula
bar.

Insert a new worksheet:

1. Click the First Sheet button , right-click the January tab, and then click Insert on the
shortcut menu.

2. On the General tab, click the Worksheet icon, if necessary, and then click the OK
button.

3. Double-click the new sheet tab, type Annual as the new sheet name, and press the
Enter key.

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Excel: Working with Multiple Worksheets and Workbooks
Copying Information Across Worksheets
To copy the values and formats from the January worksheet across the worksheet
group:

1. Click the January tab, press and hold the Shift key, click the Annual tab, and then
release the Shift key.

2. Select the range A1:B22 on the January worksheet.

3. Click Edit on the menu, point to Fill, and then click Across Worksheets.

4. Select All and click OK.

5. Right-click the January tab, and click Ungroup Sheets.

6. Click the Annual tab. Adjust the width of columns so that

all cell entries are visible.

7. Increase column A to 29 characters (208 pixels) and the

width of column B to 10 characters (75 pixels), and then
click any cell to view the copied selection.

Summing Values Across Worksheets

To enter the formula that includes the 3-D cell reference:

1. In the Annual sheet, click cell B8 and type =SUM(

2. Click the January tab, click the Last Sheet button , press and hold the Shift key,
click the December tab, and then release the key.

3. In the December worksheet, click cell B8 and then click the Enter button on the Formula
bar. The Annual worksheet is redisplayed, and the completed formula
=SUM(January:December!B8) appears in cell B8. The total tuition received for the
year is 27,020.

4. If necessary, click cell B8, drag the fill handle down over the range B9:B11, and then
release the mouse button. Excel fills in the rest of the cash inflow totals for the year, and
the Auto Fill Options button appears.

5. Click the Auto Fill Options button and then click the Fill Without Formatting option
button. The total cash inflow is 106,830.

6. Click cell B14, and using the same method as described in Steps 1-3, enter the formula
=SUM(January:December!B14) in the cell. The total paid for rent during the year is
22,500.

7. If necessary, click cell B14, drag the fill handle down over the range B15:B18, click the
Auto Fill Options button, and click the Fill Without Formatting option button. The choir
paid a total of 106,130 during the year. Note in cell B22, the ending cash balance in
December is 1,620.

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Excel: Working with Multiple Worksheets and Workbooks
8. Click cell B5 on the Annual worksheet, and change the cell content to All Months.
(See picture below for finished example)

To change a value in the January worksheet:

1. Before switching to the January

worksheet, note that the payments
for Travel in cell B17 total 29,780 for
the year.

2. Switch to the January worksheet,

click cell B17, and then change the
value to 11020. The ending cash
balance for January is now 295.

Now you will examine the impact this

change has on the annual cash flow.

3. Switch to the Annual worksheet.

The total travel is now 30,780. The
ending cash balance has dropped to
620, and the total outflows have
increased to 107,130.

To verify that the worksheet is

operating properly, you will compare
the ending cash balance for the year
with the ending cash balance for
December.

4. Switch to the December sheet to

view the ending cash balance for
December, which should be 620 as
well, and then redisplay the Annual
worksheet.

Printing Worksheet Groups

To print the cash flow sheets with a customized header and footer:

1. Select the worksheets from the Annual sheet through

the December sheet.

2. Click File on the menu bar, and click Page Setup.

3. On the Page tab, verify that the Portrait option button

is selected, click the Margins tab, and click
Horizontally.

4. Click the Header/Footer tab, click Custom Header,

click in the Center section, click the Tab Name button,
and click OK.

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Excel: Working with Multiple Worksheets and Workbooks

5. Click the Custom Footer button, type your name and the current date on separate
lines in the Right section box, and click OK.

6. Click the Print Preview button, and scroll through the pages to verify that the layout is
the same on all pages.

7. Click Close.

8. Switch to the Documentation tab.

9. Save your changes and close the workbook.

USING TEMPLATES
Creating a Workbook based on a Template
1. Click File on the menu bar, and click New.

2. Click the On my computer link in the New Workbook task pane.

3. Click the Spreadsheet Solutions tab, click the Timecard icon, then click OK.

4. Click cell D10. You are prevented from making the cell the active cell. Most cells in this
worksheet are protected so you cannot accidentally alter the value.

5. Click cell E10, type Jay Finch, and press the Enter key.

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Excel: Working with Multiple Worksheets and Workbooks
6. Click cell D19, type Job 101, and press the Tab key twice to move to column J so you
can enter the hours for Monday and Tuesday.

7. Type 8 in cell J19, press the Tab key, and then enter 3 in cell K19.

8. Click cell D20, type Job 102, press the Tab key, type 5 in cell K20, and press Enter.

9. View column Q. Notice the total hours worked for each account are automatically
summed.

10. Scroll down to row 36, and notice the total hours worked each day and for the week
have been computed.

11. Close the work and click No when prompted to save.

Creating and Saving a Custom Workbook Template

1. Open the LBC2006 workbook in the student data folder on your desktop.

2. Group sheets from January through December, and then redisplay the January
worksheet.

3. Replace the data values in cells B4 and B21 with zeros.

4. Replace the inflow data values in the range B8:B11 with zeros, and replace the outflow
data values in the range B14:B18 with zeros.

5. Click cell A1 on the January worksheet so cell A1 will always be the active cell on each
worksheet.

6. Switch to the Annual sheet, replace the data values in cells B4 and B21 with zeros, and
click cell A1.

7. Switch to the Documentation sheet, and delete the date in cell B3 and your name in
cell B4.

8. Click File on the menu bar and click Save As.

9. Type LBC Cash Flow in the File name list box.

10. Click the Save as type list arrow and select Template in the list.

11. Using the Save in list box, navigate to the student data folder on your desktop, and
click Save.

12. Close the workbook.

Using the Template

1. Click File on the menu bar, and click New.

2. Click From existing workbook in the New section of the task pane.

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Excel: Working with Multiple Worksheets and Workbooks
3. Select the LBC Cash Flow template from the student data folder, then click Create
New.

4. Click the Annual tab and notice that the amounts in the Annual worksheet are all zeros.

5. Switch to January sheet, click cell B8, type 12000, press the Enter key, and type 1000
in cell B9. Cells B12, B20, and B22 have automatically been updated.

6. Switch to the Annual sheet. Note the totals appear in cells B8, B9, B12, B20, and B22.

7. Close the workbook but do not save it.

USING DATA FROM MULTIPLE WORKBOOKS

1. Open LBC2006 workbook located in the student data
folder on the desktop, then open LBC2005 located in the
same folder.

2. Click Window on the menu bar. A list of open

workbooks appears at the bottom of the menu.

3. Click LBC2006 to switch to the LBC2006 workbook.

To create a workbook reference or link:

1. Switch to the Annual sheet in LBC2006, click cell B21, and type =.

2. Switch to the LBC2005 workbook, click the Annual tab, click cell B22, and click the
Enter button on the Formula bar. The Annual sheet in LBC2006 redisplays with cell
B21 as the active cell. The formula =[LBC2005.xls]Annual!$B$22 appears in the
Formula bar of the workbook.

3. Click the January tab in the LBC2006 workbook, click cell B21, and type =. This time
you will switch to LBC2005 by clicking its program button on the taskbar.

4. Click the LBC2005 program button on the taskbar, switch to the Annual sheet, click cell
B22, and click the Enter button on the Formula bar.

Working with Linked Workbooks

To change a value in the 2005 cash flow workbook:
1. Switch to the LBC2005 workbook, and click the January tab.

2. Click cell B9, type 1360, press the Enter key, and then switch to the Annual sheet. The
ending cash balance for 2005 has changed to 1,920.

3. Switch to the LBC2006 workbook, and click the Annual tab. The value in B21 has
changed to 1,920, reflecting the new value you entered into the LBC2005 workbook.

4. Switch to the LBC2005 workbook, save your changes and close the workbook.

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Excel: Working with Multiple Worksheets and Workbooks
Editing Workbook References
To create the summary workbook:

1. Click File on the menu bar, click Open and then LBCSum1 in the student data folder
on the desktop.

2. Enter your name and the current date on the Documentation sheet, and then save the
workbook as LBCSum2 in the student data folder.

3. Click the Summary tab.

To link the LBCSUm2 workbook to the LBC2006 workbook:

1. Click cell E6 on the Summary sheet in the LBCSum2 workbook, and type =

2. Switch to the LBC2006 workbook and switch to the Annual worksheet.

3. Double-click cell B8 in the Annual worksheet of LBC2006.

4. Change the cell reference from $B$8 to the mixed reference $B8, and click the Enter
button on the Formula bar. The figure 27,020 appears in cell E6 on the Summary sheet
and the formula =[LBC2006.xls]Annual!$B8 appears on the Formula bar.

5. With cell E6 as the active cell, drag the fill handle down over the range E7:E10.

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Excel: Working with Multiple Worksheets and Workbooks
6. Click the Auto Fill Options button, and click the Fill Without Formatting option button.

7. Click E12, type =, switch to the LBC2006 workbook, double-click cell B14 in the Annual
worksheet, change the reference from $B$14 to $B14, and the click the Enter button on
the Formula bar. The total rent paid for the year, 22,500, appears in E12.

8. With cell E12 as the active cell, drag the fill handle down over the range E13:E17, click
the Auto Fill Options button, and click the Fill Without Formatting option button.

9. Click cell E18, type =E10-E17, the press the Enter key.

To enter the remaining values:

1. Select the range E6:E18, and click the

Copy button on the toolbar.

2. Select the range B6:D18, and click the

Paste button on the toolbar.

3. Select the range D6:D18, click Edit on

the menu bar, and click Replace.

4. Type [LBC2006.xls] in the Find what

list box, press the Tab key, and type
[LBC2005.xls] in the Replace with
list box.

5. Click the Replace All button to

replace all LBC2006.xls workbook
references with LBC2005.xls
workbook references in the selected
range, and click OK.

6. With the Find and Replace dialog box

still open, select the range C6:C18,
change the text in the Replace with list
box to [LBC2004.xls], click the
Replace All button, and click OK.

7. Select the range B6:B18, change the text in the Replace with list box to [LBC2003.xls],
click the Replace All button, and click OK.

8. Click Close on the Find and Replace dialog box, and press the Esc key.

9. Apply the White fill color to the nonadjacent range A10:E10;A17:E17, and click cell A1.

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Excel: Working with Multiple Worksheets and Workbooks

Working with a List of Links

To view and edit the list of linked workbooks:

1. Click Edit on the menu bar, and click Links.

2. If necessary, click LBC2003.xls in the list, press and hold the Shift key, click
LBC2006.xls, and release the Shift key.

3. Click the Update Values button. The status column changes to indicate the current
status of each linked workbook. Excel displays the text “OK” for the status of the first
three links, indicating that those links are acting correctly and have been updated in this
session. The LBC2006 link displays the text “Source is open,” indicating that the
source file is currently open. Any changes made will be automatically reflected in the
summary workbook.

To open the LBC2005 workbook from the Edit Links dialog box:

1. Click LBC2005.xls in the list of links.

2. Click the Open Source button. Excel opens the LBC2005 workbook.

3. Click the January tab, which shows that the January contributions were 2,270.

4. Close the workbook. The LBCSum2 workbook is redisplayed and the Edit Links dialog
box is closed.

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Excel: Working with Multiple Worksheets and Workbooks

Using Lookup Tables

To set up the lookup section:

1. Switch to the LBC2006 workbook, and click the Annual tab.

2. Click cell D7, type Lookup Previous Year’s Values, and press Enter.

3. Enter Category in cell D8, enter Column in cell D9, and then enter Value in cell D10.

4. Click cell E8, type Travel, and press Enter.

5. Type 3 in cell E9 and press Enter

To insert the VLOOKUP function:

1. With cell E10 as the active cell, click Insert on the menu bar, and click Function.

2. Click Lookup & Reference in the Or select a category list box.

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Excel: Working with Multiple Worksheets and Workbooks
3. Scroll to the bottom of the list, and double-click VLOOKUP.

4. Enter E8 in the Lookup_value reference box, and press Tab.

5. Switch to the LBCSum2 workbook, select the range A6:E18 on the Summary sheet,
and press Tab.

6. Click cell E9, and press Tab.

7. Type FALSE in the Range_lookup parameter box.

8. Click OK. The value 19,685 appears in cell E10.

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Excel: Working with Multiple Worksheets and Workbooks
To view other values:

1. Click cell E8, type Contributions, and press Enter.

2. Type 4 in cell E9, and press Enter.

To modify the VLOOKUP formula:

1. Click cell D9, and type

Year as the label for the
lookup results.

2. Click cell E10 and click the

Insert Function button
on the Formula bar to open
the Function Arguments
dialog box.

3. Click in the
Col_index_num reference
box, type E9-2001, and
click OK. The Value#
appears.

4. Click cell E9 and enter 2005 as the year.

To format the lookup section:

1. Bold the text in the range D7:D10.

2. Fill the range D7:G10 with the Gray-25% color, and then enclose the same range with
the Thick Box Border option.

3. Format the value in cell E10 so the numbers appear with a comma and no decimal
places, and click any cell to see the formatting applied.

4. Click cell A1 and save your changes.

Creating an Excel Workspace

1. Open LBC2003, LBC2004, and LBC2005 workbooks located in the student data folder.

2. Switch to the LBCSum2 workbook.

3. Click File on the menu bar, and click Save Workspace.

4. Type Choir Files in the File name list box, verify that Workspaces is selected in the
Save as type list box and that student data appears in the save in list box, and click
Save.

5. Click Yes To All.

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Excel: Working with Multiple Worksheets and Workbooks
To test the Choir Files workspace:

1. Close all five of the choir workbooks.

2. Click File on the menu bar, and click Open.

3. Click Choir Files, click Open, and click Update.

4. Close all of the choir workbooks without saving.

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