Data Consolidation, Links, and Formula Auditing · Consolidate Data from Multiple Worksheets Consolidate data from more than one workbook or worksheet within a workbook into either

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

reserved. 1 1 Copyright © 2008 Prentice-Hall. All rights reserved. Committed to Shaping the Next Generation of IT Experts.

Data Consolidation, Links,

and Formula Auditing

Robert Grauer, Keith Mulbery, Judy Scheeren

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

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.



Workbook

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



Workbook

Scrolling

buttons on

horizontal

scroll bar



Workbook

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



Workbook

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



Workbook

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 currently active worksheet




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



Worksheet - Example



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


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

Data Consolidation, Links, and Formula Auditing · Consolidate Data from Multiple Worksheets Consolidate data from more than one workbook or worksheet within a workbook into either