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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
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Objectives
Consolidate data from multiple worksheets Define the three-dimensional workbook Create three-dimensional references in
formulas Link workbooks Create the documentation worksheet
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Objectives
Restrict values to a drop-down list Validate data Audit formulas Set up a Watch Window
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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
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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.
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Define the Three-Dimensional 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
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Define the Three-Dimensional Workbook
Scrolling buttons on horizontal scroll bar
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Define the Three-Dimensional 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
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Define the Three-Dimensional 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
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Define the Three-Dimensional 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
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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
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Create Three-Dimensional References in Formulas
Relative worksheet references
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Create Three-Dimensional References in Formulas
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
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Create Three-Dimensional References in Formulas
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
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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
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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
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Create the Documentation Worksheet
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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
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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
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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
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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
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Validate Data
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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
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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
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Audit Formulas
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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
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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
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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
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Set up a Watch Window
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