Referring to Cells in Other Worksheets and Workbooks

Referring to Cells in Different Worksheets and Workbooks, Slide 1 Copyright © 2004, Jim Schwab, University of Texas at Austin

An Excel application can use multiple workbooks, each of which can contain numerous worksheets, which in turn make use of various ranges of cells. There will be many occasions when we want to refer to the contents of a cell on one worksheet in another worksheet.

For example, we may have a number of worksheets in a budget workbook that each refer to a specific category of revenue or expenditures, and one worksheet that summarizes all of the revenue and expenditure categories. Re-typing the cell entries creates opportunities to make typographical errors. A better strategy is to use a formula in the summary worksheet to refer to the totals on the detail worksheets.

We have presented cell addresses as a combination of column letter and row number. This address presumes the cell is on the same worksheet in the same workbook. If it is not on the same worksheet or in the same workbook, we use its full address in the form of [workbook]worksheet!cell address, e.g. [Book1]Sheet1!A1.

As we will demonstrate, Excel will write the references to cells on other worksheets or other workbooks, so that all we need to do is click the mouse on worksheets tabs and target cells.

Referring to a cell on a different worksheet - 1

Referring to Cells in Different Worksheets and Workbooks, Slide 2 Copyright © 2004, Jim Schwab, University of Texas at Austin

With the amount entered in cell A1 of Sheet1, click on the Sheet2 tab to navigate to Sheet2.

With the amount entered in cell A1 of Sheet1, click on the Sheet2 tab to navigate to Sheet2.

The value in cell A1 on Sheet1 is $12,345.

Suppose we need the same value in cell A1 on Sheet2. While we could type the value a second time in cell A1 on Sheet2, we will opt instead to set cell A1 on Sheet2 equal to cell A1 on Sheet1, thereby ending up with the correct value in the cell.

The value in cell A1 on Sheet1 is $12,345.

Suppose we need the same value in cell A1 on Sheet2. While we could type the value a second time in cell A1 on Sheet2, we will opt instead to set cell A1 on Sheet2 equal to cell A1 on Sheet1, thereby ending up with the correct value in the cell.

Referring to a cell on a different worksheet - 2

Referring to Cells in Different Worksheets and Workbooks, Slide 3 Copyright © 2004, Jim Schwab, University of Texas at Austin

To make cell A1 on Sheet2 refer to cell A1 on Sheet1, we enter a formula in cell A1: =Sheet1!A1.

To make cell A1 on Sheet2 refer to cell A1 on Sheet1, we enter a formula in cell A1: =Sheet1!A1.

To refer to a cell on another worksheet, the Excel notation is: SheetName!CellAddress, where the sheet name and the cell address is separated by an exclamation point.

To refer to a cell on another worksheet, the Excel notation is: SheetName!CellAddress, where the sheet name and the cell address is separated by an exclamation point.

When we press the Enter key to complete the entry, the value $12,345 is displayed in the cell, while the formula with the sheet name is displayed in the formula bar.

When we press the Enter key to complete the entry, the value $12,345 is displayed in the cell, while the formula with the sheet name is displayed in the formula bar.

Referring to a cell on a different worksheet - 3

Referring to Cells in Different Worksheets and Workbooks, Slide 4 Copyright © 2004, Jim Schwab, University of Texas at Austin

Excel will assist us to referencing cells across worksheets.

Suppose we wanted cell C1 on Sheet2 to also contain the value ($12,345) from cell A1 on Sheet1.

Excel will assist us to referencing cells across worksheets.

Suppose we wanted cell C1 on Sheet2 to also contain the value ($12,345) from cell A1 on Sheet1.

First, we select the destination cell where we want the contents included, cell C1 on Sheet2.

First, we select the destination cell where we want the contents included, cell C1 on Sheet2.

Second, type an equal sign (=) in the cell or formula bar.

Second, type an equal sign (=) in the cell or formula bar.

Referring to a cell on a different worksheet - 4

Referring to Cells in Different Worksheets and Workbooks, Slide 5 Copyright © 2004, Jim Schwab, University of Texas at Austin

First, after typing the equal sign in the formula bar, we click on the tab for Sheet1, which contains the cell we want to reference.

First, after typing the equal sign in the formula bar, we click on the tab for Sheet1, which contains the cell we want to reference.

Second, when we click on the Sheet1 tab, the sheet name and the exclamation point are added by Excel to the formula bar.

Second, when we click on the Sheet1 tab, the sheet name and the exclamation point are added by Excel to the formula bar.

Referring to a cell on a different worksheet - 5

Referring to Cells in Different Worksheets and Workbooks, Slide 6 Copyright © 2004, Jim Schwab, University of Texas at Austin

Finally, we click on the cell A1 on Sheet1 which contains the data we want referenced in cell C1 on Sheet2.

Finally, we click on the cell A1 on Sheet1 which contains the data we want referenced in cell C1 on Sheet2.

When we click on cell A1 on Sheet1, Excel adds it to the formula bar.

When we click on cell A1 on Sheet1, Excel adds it to the formula bar.

Referring to a cell on a different worksheet - 6

Referring to Cells in Different Worksheets and Workbooks, Slide 7 Copyright © 2004, Jim Schwab, University of Texas at Austin

Since the reference to cell A1 on Sheet1 is complete, we press the Enter key to finish the entry.

Since the reference to cell A1 on Sheet1 is complete, we press the Enter key to finish the entry.

When we press Enter, Excel returns us to Sheet2, which now contains the reference to Sheet1!A1, as displayed in the formula bar. Cell C1 displays the value produced by the formula.

When we press Enter, Excel returns us to Sheet2, which now contains the reference to Sheet1!A1, as displayed in the formula bar. Cell C1 displays the value produced by the formula.

Referring to a cell in a different workbook - 1

Referring to Cells in Different Worksheets and Workbooks, Slide 8 Copyright © 2004, Jim Schwab, University of Texas at Austin

In this exercise, we have two workbooks, each with three worksheets, tiled side-by-side in the window. Suppose we want to use the contents of cell A1 on Sheet1 in workbook Book1 in cell B2 on Sheet2 in workbook Book2.

In this exercise, we have two workbooks, each with three worksheets, tiled side-by-side in the window. Suppose we want to use the contents of cell A1 on Sheet1 in workbook Book1 in cell B2 on Sheet2 in workbook Book2.

To refer to a cell on another worksheet, the Excel notation is:

[Workbook][SheetName!CellAddress,

where the workbook name is in square brackets, followed by the sheet name and the cell address, separated by an exclamation point.

To refer to a cell on another worksheet, the Excel notation is:

[Workbook][SheetName!CellAddress,

where the workbook name is in square brackets, followed by the sheet name and the cell address, separated by an exclamation point.

Referring to a cell in a different workbook - 2

Referring to Cells in Different Worksheets and Workbooks, Slide 9 Copyright © 2004, Jim Schwab, University of Texas at Austin

First, click on the Sheet2 tab in Book2 to navigate to the worksheet where we want to include the value from cell A1 on Sheet1 in Book1.

First, click on the Sheet2 tab in Book2 to navigate to the worksheet where we want to include the value from cell A1 on Sheet1 in Book1.

Referring to a cell in a different workbook - 3

Referring to Cells in Different Worksheets and Workbooks, Slide 10 Copyright © 2004, Jim Schwab, University of Texas at Austin

To make cell B2 on Sheet2 in Book2 refer to cell A1 on Sheet1 in Book1, we select cell B2 and enter the formula: =[Book1]Sheet1!A1

To make cell B2 on Sheet2 in Book2 refer to cell A1 on Sheet1 in Book1, we select cell B2 and enter the formula: =[Book1]Sheet1!A1

Referring to a cell in a different workbook - 4

Referring to Cells in Different Worksheets and Workbooks, Slide 11 Copyright © 2004, Jim Schwab, University of Texas at Austin

When we press the Enter key to complete the entry, the value $12,345 is displayed in the cell, while the formula with the workbook name and worksheet name is displayed in the formula bar.

When we press the Enter key to complete the entry, the value $12,345 is displayed in the cell, while the formula with the workbook name and worksheet name is displayed in the formula bar.

Referring to a cell in a different workbook - 5

Referring to Cells in Different Worksheets and Workbooks, Slide 12 Copyright © 2004, Jim Schwab, University of Texas at Austin

Excel will assist us to referencing cells across workbooks, just as it assisted us in referencing cells across worksheets.

Suppose we wanted cell C1 on Sheet2 in Book2 to also contain the value ($12,345) from cell A1 on Sheet1 in Book1.

Excel will assist us to referencing cells across workbooks, just as it assisted us in referencing cells across worksheets.

Suppose we wanted cell C1 on Sheet2 in Book2 to also contain the value ($12,345) from cell A1 on Sheet1 in Book1.

First, we select the destination cell where we want the contents included, cell C1 on Sheet2 in Book2.

First, we select the destination cell where we want the contents included, cell C1 on Sheet2 in Book2.

Second, type an equal sign (=) in the cell or formula bar.

Second, type an equal sign (=) in the cell or formula bar.

Referring to a cell in a different workbook - 6

Referring to Cells in Different Worksheets and Workbooks, Slide 13 Copyright © 2004, Jim Schwab, University of Texas at Austin

Next, we click twice on the tab for Sheet1 in Book1, once to select Book1 and a second time to select Sheet1.

When we click on the Sheet1 tab in Book1, the book name in square brackets and the sheet name and the exclamation point are added by Excel to the formula bar.

Next, we click twice on the tab for Sheet1 in Book1, once to select Book1 and a second time to select Sheet1.

When we click on the Sheet1 tab in Book1, the book name in square brackets and the sheet name and the exclamation point are added by Excel to the formula bar.

Referring to a cell in a different workbook - 7

Referring to Cells in Different Worksheets and Workbooks, Slide 14 Copyright © 2004, Jim Schwab, University of Texas at Austin

Finally, we click on the cell A1 on Sheet1 in Book1 which contains the data we want referenced in cell C1 on Sheet2 in Book2.

When we click on cell A1 on Sheet1 in Book1, Excel adds it to the formula bar. Note that when referring to cells across workbooks, Excel makes the cell reference $A$1 absolute by adding dollar signs.

Finally, we click on the cell A1 on Sheet1 in Book1 which contains the data we want referenced in cell C1 on Sheet2 in Book2.

When we click on cell A1 on Sheet1 in Book1, Excel adds it to the formula bar. Note that when referring to cells across workbooks, Excel makes the cell reference $A$1 absolute by adding dollar signs.

Referring to a cell in a different workbook - 8

Referring to Cells in Different Worksheets and Workbooks, Slide 15 Copyright © 2004, Jim Schwab, University of Texas at Austin

Since the reference to cell A1 on Sheet1 in Book1 is complete, we press the Enter key to finish the entry.

When we press Enter, Excel returns us to Sheet2 in Book2, which now contains the reference to [Book1]Sheet1|$A$1 and displays the contents in the cell.

Since the reference to cell A1 on Sheet1 in Book1 is complete, we press the Enter key to finish the entry.

When we press Enter, Excel returns us to Sheet2 in Book2, which now contains the reference to [Book1]Sheet1|$A$1 and displays the contents in the cell.