When you create a series of worksheets that contain similar data,
perhaps by using a template, you build a consistent set of workbooks in
which data is stored in a predictable place. For example, consider a
workbook template that uses cell C5 to record the number of calls
received from 9:00 A.M. to 10:00 P.M. by the Northeast distribution
center.
Using links to bring data from one worksheet to another
gives you a great deal of power to combine data from several sources
into a single resource. For example, you can create a worksheet that
lists the total revenue just for certain months of a year, use links to
draw the values from the worksheets in which the sales were recorded,
and then create a formula to perform calculations on the data. However,
for large worksheets with hundreds of cells filled with data, creating
links from every cell is a time-consuming process. Also, to calculate a
sum or an average for the data, you would need to include links to cells
in every workbook.
Fortunately, there is an easier way to combine data from multiple
worksheets in a single worksheet. This process, called data
consolidation, enables you to define ranges of cells from
multiple worksheets and have Excel summarize the data. You define these
ranges in the Consolidate dialog box.
After you open the dialog box, you move to the worksheet
that contains the first cell range you want to include in your summary.
When you select the cells, the 3-D reference for the range appears in
the Consolidate dialog box. Clicking Add stores the reference. You can
then choose the other cell ranges that contain data you want to include
in the summary, or you can remove a range from the calculation by
clicking the range and then clicking Delete.
Cells that are in the same relative position in the ranges have
their contents summarized together. When you consolidate the ranges, the
cell in the upper-left corner of one range is added to the cell in the
upper-left corner of every other range, even if those ranges are in
different areas of the worksheet. After you choose the ranges to be used
in your summary, you can choose the calculation to perform on the data
(sum, average, and so on). When you’re done selecting ranges to use in
the calculation, click OK to have Excel summarize the data on your
target worksheet.
Important
You can define only one data consolidation summary per
workbook.
In this exercise, you’ll define a data consolidation range
consisting of ranges from two other workbooks. You’ll then add the
contents of the ranges and show the results in a worksheet.
Set Up
Open the Consolidate_start,
JanuaryCalls_start, and FebruaryCalls_start workbooks, and save them
as Consolidate,
JanuaryCalls, and
FebruaryCalls, respectively. Then follow the
steps.
-
In the Consolidate
workbook, on the Data tab, in the
Data Tools group, click Consolidate.
The Consolidate dialog box opens.
-
Click the Collapse Dialog
button at the right edge of the Reference field.
The Consolidate dialog box contracts.
-
On the View tab, in
the Window group, click Switch Windows and then, in the list, click
JanuaryCalls.
The JanuaryCalls workbook is displayed.
-
Select the cell range C5:O13, and then click the Expand Dialog button.
The Consolidate dialog box is restored to its full
size.
-
Click Add.
The range you selected appears in the All References
pane.
-
Click the Collapse Dialog
button at the right edge of the Reference field.
The Consolidate dialog box contracts.
-
In the Switch Windows list,
click FebruaryCalls.
The FebruaryCalls workbook is displayed.
-
Select the cell range C5:O13, and then click the Expand Dialog button.
The Consolidate dialog box is restored to its full
size.
-
Click Add.
The range
‘[FebruaryCalls.xlsx]February’!$C$5:$O$13
appears in the All References pane.
-
Click OK.
Excel consolidates the JanuaryCalls and FebruaryCalls workbook
data into the range C5:O13 in the Consolidate workbook. You didn’t
change the SUM operation in the Function box,
so the values in the Consolidate workbook are the sum of the other
workbooks’ values.
Clean Up
Save the Consolidate, JanuaryCalls, and FebruaryCalls workbooks,
and then close them.
