Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 11 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 11Copyright © 2008 Prentice-Hall. All rights reserved.

Committed to Shaping the Next Generation of IT Experts.

Exploring Microsoft Office Excel 2007

Chapter 7

Data Consolidation, Links, and Formula Auditing

Robert Grauer, Keith Mulbery, Judy Scheeren

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 2

Objectives

Consolidate data from multiple worksheets Define the three-dimensional workbook Create three-dimensional references in

formulas Link workbooks Create the documentation worksheet


Objectives

Restrict values to a drop-down list Validate data Audit formulas Set up a Watch Window


Consolidate Data from Multiple Worksheets

Consolidate data from more than one workbook or worksheet within a workbook into either a summary workbook or a summary worksheet

Once consolidated, you have the summary as well as the detailed spreadsheets available in one workbook

Two ways: Use Excel’s three-dimensional capabilities Use file linking


Define the Three-Dimensional Workbook

Multiple worksheets with similar data A summary sheet created using formulas

that reference the specific worksheets and their specific data cells.



Use a single workbook to consolidate data Copy the data using one of two copy

techniques: Copy the data from individual workbooks into

appropriate sheets of the new workbook Copy individual worksheets from one workbook

into another



Scrolling buttons on horizontal scroll bar



A single workbook is easier to use as all of the data is in one file. However, the individual worksheets have to be maintained in remote locations

The multiple workbooks make it easier to maintain the data, but multiple separate files are required for summary data



To expedite calculations in these summary workbooks, choose an alternate Calculation option from the list in Table 7.1

Options are either automatic or manual Manual calculation allows you to

recalculate either the workbook or the worksheet



Iteration – the repeated recalculation of a worksheet until a specific numeric condition is met

Precision is a measure of the degree of accuracy for a calculation


Create Three-Dimensional References in Formulas A worksheet reference is a reference to a cell on a

worksheet not currently active May also be used with cell ranges to simplify functions and

formulas an exclamation point separates the worksheet reference

from the cell reference Worksheet references are always absolute references;

however, the cell reference may be either relative, absolute, or mixed

Failure to include a worksheet reference defaults to the call reference on the active worksheet


Create Three-Dimensional References in Formulas

Relative worksheet references



A three-dimensional (3D) formula is a formula that refers to the same cell or range on multiple worksheets The individual reference to a cell on multiple

worksheets is called a 3D cell reference A convenient way to reference several

identically structured worksheets in which the cells in each worksheet contain the same type of data



Although you can format worksheets individually, it is more efficient to format a group of worksheets

Once worksheets are grouped, anything you do in one worksheet is done to the other worksheets in the group

Remember to ungroup worksheets to enter data in a specific worksheet


Link Workbooks

Linking in Excel uses formulas that reference cells in other workbooks

When you link workbooks, you consolidate the data from several workbooks into another workbook

Established by the creation of external references that refer to a cell or range of cells in another workbook

Enables you to make a change in one workbook and see the change in another workbook

Used to update workbooks so that the data is consistent across the application

Use source workbooks and a dependent workbook


Create the Documentation Worksheet

A documentation worksheet describes the contents of each worksheet within the workbook

Important because spreadsheets are very often used by individuals other than the person who created them

The best way is to create a documentation worksheet that describes the contents of each worksheet within a workbook


Create the Documentation Worksheet


Create the Documentation Worksheet Change the workbook properties to reflect the

documentation information Comments provides means for additional

documentation Insert, edit, delete and print comments Workbook auditing involves validating data,

which enables you to set rules to guide data entry A syntax error is an error that violates correct

construction of a formula A logical error is an error that produces inaccurate

results


Restrict Values to a Drop-Down List

Create a drop-down list of valid entries The drop-down list is assembled from cells in

other parts of the workbook Drop-down list displays an arrow in the cell Information is entered by clicking the down

arrow and then clicking the desired entry Choose from just those entries provided Prevents entering invalid data


Validate Data

Data validation enables you to restrict values that can be entered into a cell

Warns and prevents people other than you from entering “wrong” data in a cell


Validate Data

Enables you to: Specify and correct the kind of data that can

be entered Specify an input message, descriptive text or

instructions for data entry, warning people when they click a cell that only specific types of data can be entered in that cell

Specify error messages, which appear when others persist and attempt to enter incorrect data


Validate Data


Audit Formulas

Formula auditing enables you to display or trace relationships between cells and formulas

If Excel cannot perform the calculations called for by a formula in a cell, an error value is displayed in the cell

See Table 7.2 for a list of error values and the source of those errors


Audit Formulas

Precedent cells are cells referred to by a formula in another cell

Dependent cells contain formulas that refer to other cells

Use the Trace Precedents and Trace Dependents commands to graphically display, using tracer arrows, the relationship between these cells and formulas

The trace arrows help you identify cells that are causes of errors


Audit Formulas


Audit Formulas

Check for errors that have occurred in formulas anywhere in a spreadsheet using the Error Checking command in the Formula Auditing group on the Formulas tab

When an error is identified in a cell by the Error Checking command, the Error Checking dialog box


Audit Formulas

A circular reference is a formula that contains a cell reference relies on its own value This process creates an endless loop, never

producing a value Inevitably lead to invalid data


Set up a Watch Window

Formulas in cells that are not visible can be “watched” using the Watch Window box

Enables you create a small window so you can view the formula calculation

Convenient to inspect, audit or confirm formula calculations involving cells that are not displayed on the screen


Set up a Watch Window


Documents

Copyright © 2008 Pearson Prentice Hall. All rights reserved. 1 1 11 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next