MicrosoftExcel2010

LinkingWorksheets

Email:training@health.ufl.edu
WebPage:http://training.health.ufl.edu

MicrosoftExcel2010:LinkingWorksheets
1.0hour
Topicsincludeinserting,deletingandrenamingworksheets;linkingworksheets;editingand
printingmultipleworksheetsandlinkingworkbooks.Thisworkshopassumessomeprior
experiencewithExcel.Completionof"Excel:BasicsI"isrecommended.

NumberofWorksheets.......................................................................................................1
InsertingWorksheets..........................................................................................................1
DeletingWorksheets...........................................................................................................2
RenamingWorksheets........................................................................................................2
ColorCodingWorksheets...................................................................................................2
MovingandCopyingWorksheets.......................................................................................3
HidingWorksheets..............................................................................................................3
UnhidingWorksheets...................................................................................................3
SelectingMultipleWorksheets...........................................................................................4
RangeofWorksheets....................................................................................................4
SelectingSpecificWorksheets......................................................................................4
SelectingAlltheworksheets.........................................................................................4
UnselectingWorksheets...............................................................................................4
LinkingCells.........................................................................................................................5
CreateaLink..................................................................................................................5
UsingtheClipboard.................................................................................................5
RemoveaLink...............................................................................................................5
Absolutevs.Relative.....................................................................................................5
LinkingWorkbooks..............................................................................................................6
OpeningLinkedFiles.....................................................................................................6
HandlingBrokenLinks...................................................................................................7
EditLinkWindow..........................................................................................................7
ClassExercise......................................................................................................................8

PandoraRoseCowart

SeniorTrainingSpecialist
AcademicHealthCenterTraining

C3012ACommunicore
POBox100152
Gainesville,FL326100152

Updated05/17/2012

(352)2735051
prcowart@ufl.edu
http://training.health.ufl.edu

NumberofWorksheets
AnExcelworkbookcancontainupto255worksheets.Bydefault,newworkbookshavethree
worksheets.Thesesheetscanberenamed,rearranged,deleted,andmorecanbeadded.

YoucanchangethedefaultsettingfromtheExcelOptions.TheOptionsbutton
isatthebottomoftheFilemenu.IntheGeneralgroupoftheExcelOptionsyou
cansetthenumberofsheetstobeopenedinanewworkbook.

Youcansetnewbookstostartbetween1and255sheets.Changingthissettingwillnotmodifythe
currentworkbook,onlyfuturenewworkbooks.

InsertingWorksheets
Youcaninsertaworksheetbydoingoneofthefollowing:

ClickontheInsertSheetbuttonlocatedafterthelastsheet.

orPressShiftF11onthekeyboard.

orFromtheHometab,intheCellsgroup,chooseInsert,andchoose
InsertSheet.

orRightclickonthenameofanysheetandchoosingInsertExcelwillthenaskwhatyouwant
toinsert.ChooseWorksheetandclickOK.

Toinsertmultiplesheetsatonce,selectthenumberofworksheetsyouwouldliketoinsertandfollow
thestepsabove.Ifthreesheetsareselectedwhenyouinsertaworksheet,thenthreenewsheetswill
beinserted.SeeSelectingMultipleWorksheetslaterinthishandout.
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DeletingWorksheets
Youcandeleteaworksheetbydoingoneofthefollowing:

RightclickonthenameoftheworksheetandchooseDelete.

orFromtheHometab,intheCellsgroup,chooseDelete,and
chooseDeleteSheet

Iftheworksheetisemptyitwillbedeleted,otherwiseExcelwillaskyoutoconfirmthedeletion.

Notethatthemessagesays,"Topermanentlydelete"OnceyouconfirmthisdeletionthereisNo
Undo.Thesheetandallthedataaregone.

Todeletemultiplesheetsatonce,selecttheworksheetsandfollowthestepsabove.SeeSelecting
MultipleWorksheetslaterinthishandout.

RenamingWorksheets
Youcanrenameaworksheetbydoingoneofthefollowing:

Doubleclickonthenameofthesheet.

orFromtheHometab,intheCellsgroup,chooseFormat,and
chooseRenameSheet.

orRightclickonthenameoftheworksheetandchoosingRename

Howeveryouchoosetorename,theworksheetnamewillbeselected.

TypethenewnameandpressEnteronthekeyboardtoacceptit.
PressEsconthekeyboardtocancelrenamingthesheet.

Yourworksheetnamecancontainupto31characters.Thereareafew
charactersthatExcelwon'tletuseinthesheetname.
Examples:Asterisk(*),Backslash(\),Colon(:),andBrackets([])

ColorCodingWorksheets
Youcanchangethecoloraworksheet:

RightclickonthenameoftheworksheetandchoosingTabColor.

orFromtheHometab,intheCellsgroup,chooseFormat,andchooseTabColor.

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MovingandCopyingWorksheets
Aworksheetcanbemovedbydraggingittoanewlocation.Clickontheworksheetname,don'tletgo,
anddragthenewworksheetleftorrighttothenewlocation.Whenyouareholdingontoaworksheet,
yourmousecursorwillshowasheetofpaperandalittleblackarrowwillappearabovethesheets,this
blackarrowwillshowyouwherethenewworksheetwillbewhenyouletgoofthemouse.

Ifyouholddownthecontrol(Ctrl)keywhilemovingtheworksheet,youcancreateaduplicate
worksheet.Thiswillcopytheentiresheet,contents,formattingandall.(Remembertoletgoofthe
mousebeforelettinggoofthekeyboard.)

Formoreoptionsdooneofthefollowing:

RightclickonthesheetnameandchooseMoveorCopy...

orFromtheHometab,intheCellsgroup,chooseFormat,
andchooseMoveorCopySheet

Thewindowthatcomesupallowsyoutochooseawhereyou
wouldliketoplacethesheetinthecurrentworkbook,oranyopen
book(undertheToBook:menu).Thisincludesanoptiontocreate
anewExcelworkbook(newbook).

Clickthecheckboxatthebottomofthiswindowtocreateacopy
oftheworksheet.

HidingWorksheets
Forsometemplatesandlookupfilesyoumaywishtohideaworksheet.

RightclickonthenameoftheworksheetandchoosingHide.

orFromtheHometab,intheCellsgroup,chooseFormat,
chooseHide&Unhide,andchooseHideSheet.

UnhidingWorksheets
Unhideaworksheet:

Rightclickonthenameofanyworksheetand
choosingUnhide.

orfromtheHometab,intheCellsgroup,choose
Format,chooseHide&Unhide,andchoose
UnhideSheet

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SelectingMultipleWorksheets
TheShiftandCtrlkeysonthekeyboardallowyoutoworkwithmultipleselections.Youcanusethemto
selectmultipleshapes,multiplecells,andmultipleworksheets.

Withmultipleworksheetsselectedyoucan:
- Enterdataonthecurrentsheetanditwillbeenteredontheselectedworksheets
-

EnterFormulasonthecurrentsheetanditwillbeenteredontheselectedworksheets

Changeformatsonthecurrentsheetanditwillchangeontheselectedworksheets

Insertmultipleworksheets

Deleteselectedworksheets

Colorselectedworksheets

Moveselectedworksheets

ChangethePageSetupforselectedworksheets

Printselectedworksheets

RangeofWorksheets
ToselectarangeofworksheetsusetheShiftkey.

1. Clickonthefirstworksheetyouwouldlike
2. HolddowntheShiftkeyonthekeyboardandclickonthelastworksheet

Ifweclickon1stQtrandShiftclickon3rdQtr,wewillhaveallthreesheetsselected.

SelectingSpecificWorksheets
Toselectspecificworksheetsusethecontrolkey.

1. Clickonthefirstworksheet
2. HolddowntheCtrlkeyonthekeyboard,andclickonthesecondworksheet
3. KeepingtheCtrlkeypressed,clickoneachworksheetyouwouldliketoselect

Ifweclickon1stQtrandCtrlclickon3rdQtr,wewillhaveonlythosetwosheetsselected.

SelectingAlltheworksheets
Toselectalltheworksheets,clickonthefirstsheetandshiftclickonthelastsheet.
OrrightclickonanyworksheetnameandchooseSelectAllSheets.

UnselectingWorksheets
Todroptheselection,clickonaworksheetthatisnotpartofthecurrentselection.Ifalltheworksheets
areselected,clickonanyworksheetnameexceptthecurrentsheet.Thecurrentworksheetnameis
bold,anddoesnothavealineaboveit.

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LinkingCells
LinkingcellsisoneoftheoperationsinExcelthatissosimpleit'sscary.WhenyoucreatetheLink,Excel
willenterthepathandkeeptrackofthemomentsoftheoriginalcell.

CreateaLink
Clickinsidethecellwherewewanttheanswer,presstheEqual(=)keyonthekeyboard,asifwewere
goingtobuildanequation,andthenclickonthecellwewanttolinkto,puttingExcelintoa"Point"
mode.Fromhereyoucanclickonanycellonthesheet,onanothersheet,andeveninanotherbook.

LinktocellA1
Presstheequalbuttononthekeyboard.ClickincellA1.PressEnteronthekeyboard.

LinktoCellA1inSheet2
Presstheequalbuttononthekeyboard.ClickonSheet2,clickincellA1.PressEnteronthekeyboard.

LinktoCellA1inSheet1ofBook2
Presstheequalbuttononthekeyboard.ClickonBook2,Sheet1,cellA1.PressEnteronthekeyboard.

UsingtheClipboard
Anotherwaytocreatealinkistocopytheoriginaldata,movetowhereyouwould
likethelinkedvaluetoappearandchoose"PasteLink".PasteLinkcanbefoundon
thePastedropdownlist,therightclickmenu,andasanoptioninthePasteSpecial
window.Theiconlookslikeasmallchainlink.

RemoveaLink
Tobreakthelink,deletethecontentsofthecell.Toremoveallthelinks,seethe
EditLinkWindowsectionofthishandout.

Absolutevs.Relative
WhenyoulinktoacellinthesameworkbookExcelcreatesa"relative"link.When
thelinkistoanotherworkbookitcreatesan"absolute"link.Youcanseethisbythedollarsigns($)
aroundthecelladdress.

Youcantypeinorremovethedollarsignstochangebetweenthetwooptions.F4isthekeyboard
shortcuttotogglebetweentheabsolute/relativeoptions.Thisisimportanttoourformulasandifwe
aregoingtocopyorfillthecells,buttheadditionorlackofthe$willnotchangeourlinks.

ExcelwillfollowtheaddressoftheoriginaldatawhetherwearesettoRelativeorAbsolute.However,if
weareusingdifferentworkbooks,Excelcanonlyfollowthedatawhiletheotherbookisstillopen.If
datamovesinanotherbook,andthelinkedfileisnotopen,thecelllinkswillnotfollow.

TheAbsoluteandRelativesettingswillonlymatterwhenyoutrytocopyorfillthelink.Withthe
Absolute($),thecopy/fillwillcontainthesamecelladdresses;withtheRelative(no$),thecopy/fillwill
containtheseries(i.e.A1A2A3)
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LinkingWorkbooks
Asstatedinthepreviouspagelinkingworkbooksisjustassimpleaslinkingworksheets.Thereisjustthe
addedstepofchoosingthefilefirst.Clickinthecellwhereyouwanttheresulttobe,presstheequal
sign(=)onthekeyboardandthenuseyourmousetoselecttheworkbook,clickontheworksheet,click
onthecellyouwanttolinktoandpressEntertoaccept.

Theformulabarwillshowthefullpathofthelinkedcell.Ifthefileisopenyouwillseejustthefile
name,worksheetnameandcelladdress.

Ifthelinkedfileisnotopenyouwillseethelocationofthefileaswell:

OpeningLinkedFiles
Thesafestwaytoplaywithlinkedfilesistohavetheoriginaldataandthelinkedfilesopenwhenyou
movethingsaround.However,that'snotalwaysfeasible.

Case1:OpentheoriginalfileandthenLinkedfile
ResultExcelseesthelinksandupdatesallchangesandwillcontinuetoupdateyougo.

Case2:OpenLinkedfilebyitself(orbeforetheoriginal)
ResultExcelpromptsforpermissiontoupdatelinks.Dependingonyoursecuritysettingsyou
mayseethesubtleyellowsecuritymessagebetweentheribbonandtheformulabar,orthe
warningmessageboxforcingyoutochoose.

Ifyouignorethemessageyoucancontinue
toworkinExcelwiththe'old'data.

IfyouclickEnableContentExcelwillupdate
thelinksifitcanfindtheoriginalfile.

IfyouclickDon'tUpdate
youcancontinuetoworkin
Excelwiththe'old'data.

IfyouclickUpdateExcelwill
updatethelinksifitcanfind
theoriginalfile.

Page6

HandlingBrokenLinks
Exceldoesawonderfuljobupdatingthelinks,IFitcanfindthefilethesheetthecellyouare
referringtoinyourdataset.Ifthefilenameorsheetnamehaschangedwhilethelinkedfileisopen,the
linkswillbeabletofollowalong,however,iftheyarechangedwhilethelinkedfileisclosedExcelwill
loseitsway.

WhenyouaskExceltoupdatethelink,ifithasaproblemitwillpromptyou:

IfyouContinue,youcanworkwiththe"old"data.

IfyouclickEditLinksyoubeabletomodifywherethesourcefileislocated.

ClickontheChangeSourcebuttontofindtheoriginalfile.Ifthe
worksheetnameshavechanged,itwillthenprompttofindthesheet
name.

Iftheoriginalfilesorsheetshavebeendeletedyoumayneedtouse
theBreakLinkoption.Thiswillconvertallthelinkedcellstovalues.
Thisoptioncannotbeundone.

EditLinkWindow
YoucanopentheaboveEditLinkwindowatanytimefromtheData
tab,intheConnectionsgroup.

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ClassExercise

Review
-

OpenExcel

Viewworksheets
o

ViewOptionstosetDefault#ofsheets

RenameSheets
-

DoubleclickonSheet1
o

Renameto1stQtr

Sheet2>2ndQtr

Sheet3>3rdQtr

Insertaworksheet
-

ClickonInsertSheetbutton

Renameworksheet4thQtr

Labelthesheets
-

Foreachworksheet,InCellD1Typenameofworksheet
o

ClickonSheet1,clickinCellD1,type1stQtr

Repeatforeachsheet,2ndQtr,3rdQtr,4thQtr

Modifymultiplesheets
-

Clickon1stQtr,ShiftClickon4thQtr

Zoom200%

Vieweachworksheet

Modifyspecificsheets
-

Clickonthe1stQtrworksheet

CtrlClickonthe3rdQtrWorksheet
ClickinCellD1

UsetheFillbuckettochangethecolor

Clickonthe2ndQtrworksheet

CtrlClickonthe4thQtrworksheet

ClickinCellD1

UsetheFillbuckettochangethecolor

Vieweachworksheet

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Enterdataonmultiplesheets
-

Clickon1stQtrsheet

RightclickonthesheetnameandchooseSelectAll
o

Checktitlebarfor[Group]

Type:
o

A1:BigCityStore

A2:QuarterlySalesReport

Vieweachworksheet

SelectAllworksheetsagain

Createthistable:

Formatmultiplesheets
-

BoldTitlesandplaceabottomborder

IncreaseIndentforItems

Accounting($)formatPrice&blankTotalcells

CenterQty

CreateformulaforTotalforItemA
o

=B5*C5

UseFillhandletocreateequationsforItemsB&C

IncellC8:"QuarterlyTotal:"
o

RightAlign

InCellD8:UseAutoSumbuttontototal

ViewOtherworksheets
o

Makesureallthesheetsarenowunselected(no[Group]intitlebar)

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Adjustingformatting
-

Onthe1stQtrsheet,add987toItemA'sQty
o

NoticeColumntooNarrow########

Selectallworksheets

ExpandColumnD

Add654toitemB'sQty

Turnto2ndQtr

Fixmultiplesheets
-

Clickon2ndQtrSheet,shiftclickon4thQtrSheet

ClickincellC6(the654),pressdeletetoremoveunwanteddata

Clickon1stQtrSheet

Confirmlackof[Group]intitlebar

InCellC7type321

CreateaTotal'sPage
-

Insertaworksheet

MoveittoBeginning
o

DragSheet5tothebeginningoftheworksheets

NameitYearlyTotals

IncreasetheZoomto200%

Typedataincells
o

D1:YearlyTotal

B2:1stQtr

Dragfillhandletocreate2nd,3rd&4thQtrlabels

Linktoanothercell
-

LinkcellB6toD1
o

InCellB6,pressequal(=)

clickonCellD1

pressEnter

ChangeD1:GrandTotal
o

SeeB6change

Page10

Linktoanothersheet
-

LinkcellC2tototalon1stQtr
o

InCellC2,pressequal(=)

Clickonsheet1stQtr

ClickinD8

PressEnter

ViewLinkinformulabar

LinkCellsC3to2ndQTR,C4to3rdQTR,C5to4thQTR

CalculateGrandTotalinC6UsingtheAutoSum

RightAligncolumnB

TestLinks
-

Turntosheet2ndQtr

EnterQtyvalues
o

951,624,357

Viewtotalstab
o

AdjustColumnCtofitGrandTotal

MoveTotalsSheettoanotherbook
-

RightclickTotalssheet

ChooseMoveorCopySheet

FromBookmenuchoose(newbook)

ViewLinksintheTotalssheet
o

UseCtrl~

SaveFiles
-

SavefilewiththetotalsheetasTotals(onthedesktop)

SavefilewiththequartersheetsasQuarters(onthedesktop)

ViewLinksinTotalsSheet
o

='[Quarters.xlsx]1stQtr'!D8
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Viewingmultiplefiles
-

SwitchingWindows
o

Clickonfilenamesinthetasklist(bottomofwindow)

FromtheViewtab,useSwitchWindows

PressCtrlTab

FromtheViewtab,chooseArrangeAll
o

Tryeachoption

Maximizethecurrentwindow

TestLinks
-

InQuarters,turntosheet3rdQtr

EnterQtyvalues
o

967,688,384

ViewTotalsforresult

Closefiles
-

CloseQuarters

ViewLinksinTotals
o

='C:\Users\prcowart\Desktop\[Quarters.xlsx]1stQtr'!D8

ExitMicrosoftExcel

ModifyQuartersfile
-

OpenQuarters(only,don'topenTotals)

InQuartersfileturnto4thQtr,entervalues
o

300,600,900

CloseandSave

ViewTotalsfile
-

OpenTotalsFile

SeeSecurityWarning

ChooseEnableContent(or"Update")

Deletealltotals

SetupFileView

OpenQuartersFileto1stQtrSheet

FromtheViewTab,chooseArrangeAll

Tilethewindows

Page12

Linkacrossfiles
-

InTotals,inCellC2,pressequals(=)

ClickinQuartersfile
o

Thefirstclickputsyouinthebook,thesecondinthecell

ClickinTotal(cellD8)
o

PressEnter

ViewLink

Repeattofillin2ndQtr,3rdQtr,and4thQtrtotals

SavebothfilesandExitExcel

RenameQuartersfile
-

OnthedesktoprightclickontheQuartersfile

ChooseRename

Namethefile"FY1112"

ModifyFY1112file
-

OpenFY1112

InQuartersfileturnto4thQtrsheet
o

975,684,359

CloseandSave

ViewTotalsfile
-

OpenTotalsFile

SeeSecurityWarning

ChooseEnableContent

ClickContinuetoopenthefilewith"Old"data

ExitMicrosoftExcel

ViewTotalsfile
-

OpenTotalsFile

SeeSecurityWarning

ChooseEnableContent

ClickEditLinkstofindtheoriginalfile

ClickChangeSourcebutton

FindFY1112fileandclickOpen

CloseEditLinkswindow

Viewnewdata

ExitMicrosoftExcel
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ViewMultipleSheetsofsameBook
-

OpenQuartersFile

SelectAllSheets

Changezoomto100%

DropGroupofsheetsandturntoSheet1stQtr

FromtheViewtab,chooseNewWindow

FromtheViewtab,chooseArrangeAll,Tiled

Changethenameto"ReallyBigCityStore"
o

Watchasitchangesintheotherwindow

Moveto2ndQtrSheet
o

Youarenowviewing2worksheetsofthesamebook

Createtwomore"NewWindow"s

ArrangeallTiled

ChangeeachsheettoadifferentQtrsoyoucanseeallfourquartersatonce

OpenTotalsFile

TrythedifferentArrangeoptions

Page14