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Consolidation


From:

Excel 2003 Essential Training

with Mark Swift

Video: Consolidation

There are a few things that you can do to bring multiple worksheets together. In this lesson we're going to look at consolidation, and particularly we're going to look at the Consolidate dialog box that allows you to bring information from multiple pages together on a single page so that you can look at and compare and maybe even chart that data. Let's start by opening up the files that we want to consolidate. Click on the Open command and we'll browse to our Student Folders. We're in Chapter 13 Multiple Worksheets and as you can see we have several employees who have been tracking some expense data here.
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  1. 15s
    1. Welcome
      15s
  2. 22m 42s
    1. Spreadsheet uses
      1m 58s
    2. Toolbars and menus
      8m 52s
    3. Moving around
      8m 1s
    4. Getting help
      3m 51s
  3. 18m 42s
    1. Opening new workbooks
      5m 13s
    2. Entering data
      6m 11s
    3. Commenting and saving
      7m 18s
  4. 17m 27s
    1. Opening worksheets
      1m 54s
    2. Add and delete worksheets
      2m 22s
    3. Insert and delete cells
      3m 45s
    4. Worksheet data
      9m 26s
  5. 35m 54s
    1. Width and height
      6m 7s
    2. Numeric formats
      6m 0s
    3. Alignment of data
      3m 42s
    4. Naming cells and ranges
      5m 47s
    5. Naming constants
      1m 51s
    6. Creating lists
      5m 47s
    7. Autofilter
      4m 13s
    8. Designated lists
      2m 27s
  6. 11m 17s
    1. Print options
      5m 50s
    2. Printing and hiding data
      1m 58s
    3. Headers and footers
      3m 29s
  7. 21m 50s
    1. Creating formulas
      6m 30s
    2. Relative and absolute
      6m 1s
    3. External references
      5m 59s
    4. Named constants
      3m 20s
  8. 7m 46s
    1. Functions
      7m 46s
  9. 19m 1s
    1. Fonts and merging
      3m 51s
    2. Rotate and indent
      1m 47s
    3. Borders
      2m 40s
    4. Shading and format painter
      2m 29s
    5. Rename and color worksheet tabs
      1m 51s
    6. Working with pictures
      6m 23s
  10. 11m 29s
    1. Templates
      3m 45s
    2. Styles
      3m 54s
    3. Autoformat
      55s
    4. Smart documents
      2m 55s
  11. 13m 12s
    1. Chart terminology
      2m 23s
    2. Chart wizard
      5m 9s
    3. Formatting charts
      3m 22s
    4. Inserting images
      1m 41s
    5. Printing charts
      37s
  12. 4m 59s
    1. File search
      1m 50s
    2. Find and replace
      3m 9s
  13. 8m 16s
    1. Import from Word
      1m 16s
    2. Delimited data
      2m 53s
    3. Import from the web
      1m 48s
    4. Exporting data
      2m 19s
  14. 7m 52s
    1. Consolidation
      5m 11s
    2. 3D formulas
      2m 41s
  15. 5m 32s
    1. Multiple panes
      1m 12s
    2. More screen options
      4m 20s
  16. 13m 34s
    1. If
      2m 21s
    2. Time
      4m 16s
    3. Date and time
      2m 13s
    4. Lookup
      4m 44s
  17. 6m 54s
    1. Compare text
      3m 26s
    2. Concatenation
      1m 47s
    3. Special characters
      1m 41s
  18. 6m 9s
    1. Pivot tables
      6m 9s
  19. 15m 57s
    1. Recording a macro
      8m 42s
    2. Macro menus
      3m 44s
    3. Global macros
      3m 31s
  20. 10s
    1. Goodbye
      10s

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Watch the Online Video Course Excel 2003 Essential Training
4h 8m Beginner Mar 18, 2004

Viewers: in countries Watching now:

Excel 2003 Essential Training with Mark Swift is a movie-based workshop for users who are new to working with spreadsheets, or those wanting to improve their skills. This workshop begins with a basic overview of the application and quickly advances to cover useful formulas, functions, techniques for enhancing spreadsheets, charts, and much more. Exercise files accompany the training, allowing you to follow along and learn at your own pace.

Subject:
Business
Software:
Excel
Author:
Mark Swift

Consolidation

There are a few things that you can do to bring multiple worksheets together. In this lesson we're going to look at consolidation, and particularly we're going to look at the Consolidate dialog box that allows you to bring information from multiple pages together on a single page so that you can look at and compare and maybe even chart that data. Let's start by opening up the files that we want to consolidate. Click on the Open command and we'll browse to our Student Folders. We're in Chapter 13 Multiple Worksheets and as you can see we have several employees who have been tracking some expense data here.

Let's select all of these and open them. So we've got DavidR., MarkA., RobertM., and TamaraB.. Open that up and one after another they pop open. Now this is a miniaturized version of an expense sheet, and I've kept it small in order to simplify the process of consolidation. Any of these methods for working with multiple sheets is a time savings in the long run but initially it can take quite a while to set up. To start with, let's go to a blank page, just click New, and there we go, we have a new workbook and we'll go up to Data. You may need to expand this menu to see Consolidate. Let's click Consolidate. Now typically when you're consolidating information you're summing it or adding it together. There are a number of other functions that you can take advantage of here. Today we're going to use some. How you reference other folders all depends on whether the workbooks are open or closed. We just opened up the workbooks for all of our employees which we might assume exists on a server resource. They can access them to input their expense data, and I can access them to consolidate that data. Because they're open in memory on my machine right now, I'm going to use the selection method of applying these references.

To begin, I'll click the Select Reference button and that takes me to a temporary dialog window that allows me to browse to the file I'm looking at. I'll go back to Robert M. and I'm going to click and drag all of his data and more. If you had 15 or 20 records in this sheet already I would suggest that you highlight at least twice as many as you need. That will ensure that you're getting all of the data consolidated together and any variations thereof. So I'm going to select 20. There we go, and again I'll click this button to show that I'm finished selecting and say Add. So now all the information from the January tab of Robert M.'s expense sheet has been added to my consolidation.

I'll do it again, and this time we'll move to Mark A. Again I'm going to select more cells than I require, and Add that to the consolidation, and we'll go and do it to David R. Add that to the consolidation, and last but not least is Tamara B., and we'll add that to the consolidation and now we have information coming from the January tab of all four of our employees, and it's the expense data for those tabs that I'm going to be summing up. Because each of these spreadsheets is formatted exactly the same and they're all using the same labels, we're going to go ahead and use the top and the left column labels in our consolidation sheet. We can also create links to the source data so that any time the source data changes, the next time we open up this workbook it'll tell us that it's changed and offers a chance to update that information which keeps it live. This is a good option for this example, because all of the worksheets exist on a server resource. They're going to stay in place and they're going to be used year after year, January after January. So I'm going to select Create links to source data. We'll say OK and as you can see, it's brought together the information from those four sheets into a single sheet including the totals, and I can now name this tab January. So this is a consolidation of January's data. I would go to Sheet2 and consolidate February, Sheet3 consolidate March, etc., and of course in a real expense summary you're going to have a lot more information to pull together, but with a little care and a little time, this one consolidation sheet will stay as a living document and be a very easy way to manage that information for your employees. To look at some advantages from the living worksheet that we have here, let's go to the Robert M. spreadsheet, and he's found another receipt. Let's bring his meals up from $64 to 92, and when we return to our Book2, this new worksheet that we just created, you'll see that the meals total has updated from 64 to 92.

Consolidating data takes a little bit of time to set up initially but in the long run it's a real timesaver and it'll automate a lot of tasks.

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