# Calculating formulas across worksheets

## Video: Calculating formulas across worksheets

This workbook has data in four different worksheets and you can see down on the bottom, we have worksheets for different regions of the company, North, South, East and West. We can see up here it tells us also what region we're in and let's just click on them. So click on the South region and click on the East region and click on the West region and you see each of these are almost identical. The only thing that's different is the data. The columns are the same, the rows are the same, everything is the same. And this is important because when you do a workbook that has multiple sheets of the same type of data. It makes it a lot easier on you to make sure that they are consistent.

## Calculating formulas across worksheets

This workbook has data in four different worksheets and you can see down on the bottom, we have worksheets for different regions of the company, North, South, East and West. We can see up here it tells us also what region we're in and let's just click on them. So click on the South region and click on the East region and click on the West region and you see each of these are almost identical. The only thing that's different is the data. The columns are the same, the rows are the same, everything is the same. And this is important because when you do a workbook that has multiple sheets of the same type of data. It makes it a lot easier on you to make sure that they are consistent.

By the way, the shortcut to move from one worksheet to another, you could press Ctrl+Page Down to get to the next worksheet and Ctrl+Page Up to go to the previous worksheet. Well let's do something useful here. You see over here in Cell A13 it's says Bar soap. That really should say Bar soap four pieces, but we don't want to type that in separately in each of these for worksheets. So make sure the North sheet is selected and Shift+click the West sheet to select them all. But there's also another ways to do it.

Click any of these tabs to deselect. The other way to select all the worksheets is right-click any of the worksheets and choose Select All Sheets. Now in A13 double-click after the word soap, so you have the cursor, type a space, and I'll type four pieces. You could abbreviate that if you want. And press Enter. Well I did that in the North sheet. Click the other sheets and you see in the South, the East and the West, it's now all changed to Bar soap four pieces. Well, what we also want to do here is we want to get a summary of all four regions in this first half of the year.

Well the easiest way to do it is to take one of these existing worksheets and duplicate it use as a summary and all we have to do then is remove the data. So let's take the West sheet and hold the Control key down and with the mouse, drag the tab, make sure your mouse pointer is on the tab for the West sheet, drag it to the right. Now you need to make sure that there is a little plus sign attached to mouse pointer and this little down arrow is to the right of the West sheet. Always let go of the mouse before letting go of the keyboard. And it now tells us West2 because you can't have two worksheets of the same name.

Now I'm just going to delete this for second. I will just right-click that West2 and Delete and choose Delete. If you really don't like Ctrl+ dragging, although I think that's the easiest way, there is another way. You can right-click that sheet, choose Move or Copy, choose here Create a Copy, and choose Move to End and click OK. Now you see why I like Ctrl+dragging. It's just a lot easier. Well, we want this to be a summary of the four regions. So double-click where it says West2 and let's type Summary and press Enter and over here in A2, double-click where it says West Region, select that and call it Summary, and Enter.

Now we want to add the four regions here so we need to get rid of the data. So let's select on the first cell of data and select down here. So you want to make sure to select all of the cells that have monthly data. We are going to delete this data. So you want to make sure not to select the Total column because we have formulas in there we want to keep. You don't want to select the Total row because we have formulas there we also want to keep. Just select the monthly data and press Delete and when you do that of course these are all zeros, so your Total column and Total row are showing zero.

Now I am going to show you two ways of adding this: kind of a manual cherry-pick way and then a more automatic way using the Sum function. So click in the very first cell here, January for Cooking Oil in Cell B5. So let's say equals because we are going to do basic addition. So click the North tab, click that same cell and type a plus. Click the South tab, click that same cell, type a plus. Click the East tab, click that same cell, type a plus. Click the West tab, choose the same cell, don't type a plus because we are done, and take a look at the formula.

This tells us North! and that means the North tab. So the North tab B5 plus the South tab B5 plus the East tab B5 plus the West tab B5, so no need for a plus and now press Enter and now we have the summary. Well, we don't have to do this for all of the other cells here. We can Auto Fill. So make sure you have that 18,000 selected, put your mouse pointer on that Auto Fill dot in the lower right corner of the cell, make sure your mouse pointer is at crosshair, and double-click to fill down to the bottom and now all of these cells are selected. They share one common Auto Fill dot.

Put your mouse pointer on that, make sure your mouse pointer is a cross hair and drag across to the right, and now we have them all filled out. Well that's great and it's fast but there is a faster way of doing it. So once again let's select all of the data, press Delete, make sure you did not delete anything in the Total column and you did not delete anything to Total row, and click back up there in January Cooking Oil, Cell B5. Here's how we do it with the Sum function and with selecting multiple sheets. Type equals Sum and open up the parenthesis. So we are going to use Sum function.

Now click the North tab, don't click any cells yet, hold the Shift key down, and click the West tab. So we click the North Tab and we Shift+clicked the West tab, so we have them all selected. Notice up here in the Formula bar this is telling us North:West, North through West, and choose the first number there and just press Enter or Ctrl+Enter and boom, it puts them all in. So we have the Sum of the North tab through the West tab of Cell B5 and now we can double-click the Auto Fill handle here and take this Auto handle here and drag across and we have that filled out.

So the Auto Filling is the same but you see how much faster and easier it is by using the Sum function than cherry picking it. I don't know about you, but I think this is pretty cool.

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#### This video is part of

Excel 2010 Essential Training

80 video lessons · 126387 viewers

Author

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1. ### Introduction

1m 35s
1. Welcome
57s
2. Using the exercise files
38s
2. ### 1. Getting Started

19m 31s
1. Exploring three common uses for Excel
3m 17s
2. Touring the interface
3m 38s
3. Finding the commands you need
3m 51s
4. Using Backstage view or the File tab
3m 25s
5. Maintaining file compatibility
5m 20s
3. ### 2. Worksheet Basics

21m 23s
1. Creating a worksheet
5m 23s
2. Techniques for copying and pasting
3m 57s
3. Entering data automatically with Auto Fill
4m 37s
4. Targeting large data groups
4m 26s
5. Changing a worksheet's structure
3m 0s
4. ### 3. Excel Formula Basics

47m 50s
1. Understanding formulas and functions
4m 41s
2. Entering data in a worksheet
3m 22s
5m 1s
4. Adding numbers using Sum and AutoSum
6m 11s
1m 48s
6. Working with numbers in columns
4m 53s
7. Preventing errors using absolute references
5m 57s
8. Working with times and dates
3m 8s
9. Using IF
4m 49s
10. Using SUMIF and AVERAGEIF
4m 15s
11. Naming and using cell ranges
3m 45s
5. ### 4. Essential Formatting

33m 57s
1. Formatting numbers and dates
7m 6s
2. Applying fonts, background colors, and borders
4m 35s
3. Adjusting columns, rows, and text
5m 2s
4. Using conditional formatting
4m 6s
5. Using custom conditional formatting
5m 49s
7m 19s

25m 27s
1. Inserting SmartArt
6m 54s
2. Coordinating a look using themes
3m 22s
3. Applying built-in styles
3m 16s
4. Creating and sharing styles
5m 33s
5. Using templates
4m 9s
6. Creating and using original templates
2m 13s
7. ### 6. Printing Preparation

13m 23s
1. Making the pieces fit
4m 57s
3m 51s
3. Printing and PDFs
4m 35s
8. ### 7. Large Excel Projects

34m 3s
1. Finding and replacing data
3m 12s
2. Freezing panes
3m 0s
3. Repeating row and column titles
3m 34s
4. Creating multiple custom worksheet views
5m 18s
5. Hiding or grouping rows and columns
5m 31s
6. Managing worksheets
7m 23s
7. Calculating formulas across worksheets
6m 5s
9. ### 8. Collaborating with Others

36m 34s
1. Importing and exporting data in Excel
8m 2s
2. Setting workbook permissions
6m 44s
6m 49s
4. Sharing a workbook
1m 25s
5. Tracking changes
3m 5s
6. Saving files in shared locations
10m 29s
10. ### 9. Exploring Excel's Database Features

27m 30s
1. Splitting cell data into multiple cells
2m 22s
2. Joining data from multiple cells
4m 18s
3. Basic and multi-field sorting
6m 30s
4. Using tables to sort and filter data
4m 31s
5. Inserting automatic subtotals
3m 46s
6. Creating lookup tables
6m 3s
11. ### 10. Analyzing Data

32m 56s
1. Using auditing to diagram
6m 3s
2. Using evaluation in Excel
2m 2s
3. Working with Goal Seek
5m 29s
4. Using data tables in formulas
6m 2s
5. Using scenarios in formulas
5m 28s
6. Exploring the Analysis Toolpak
7m 52s
12. ### 11. Advanced Analysis with PivotTables

18m 1s
1. Discovering PivotTables
2m 22s
2. Creating a basic PivotTable
2m 46s
3. Modifying a PivotTable
6m 57s
4. Creating and modifying a PivotChart
5m 56s
13. ### 12. Creating and Using Charts

26m 58s
1. Choosing chart types
1m 55s
2. Inserting Sparklines
3m 54s
3. Creating a column chart
3m 23s
4. Modifying a column chart
5m 47s
5. Creating and modifying a pie chart
6m 45s
6. Placing Excel charts into other Office applications
5m 14s
14. ### 13. Creating and Using Macros

21m 53s
1. Understanding macros
3m 5s
2. Recording and using a simple macro
11m 58s
3. Editing a macro
6m 50s
15. ### 14. Customizing Excel

20m 33s
3m 30s
2. Customizing the Ribbon bar
8m 44s
3. Setting Excel options
8m 19s

16s
1. Goodbye
16s

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