ConsolidateConsolidate

Consolidate Multiple Worksheets Consolidate Multiple Worksheets to a Single Sheet in Excel to a Single Sheet in Excel

What are Consolidated What are Consolidated Worksheets ?Worksheets ?

If you have a group of tables (or lists) it is possible If you have a group of tables (or lists) it is possible to to COMBINECOMBINE (or (or consolidateconsolidate) all this data into one ) all this data into one table (or list).table (or list).    This can be done using the This can be done using the

Data > Consolidate dialog box.Data > Consolidate dialog box.    You can use Data > Consolidate to combine You can use Data > Consolidate to combine corresponding values from different sheets onto a corresponding values from different sheets onto a summary sheet. summary sheet.     You can consolidate up to 255 source areas.You can consolidate up to 255 source areas.    Your data can be consolidated from several Your data can be consolidated from several different source, either on the same worksheet, on different source, either on the same worksheet, on different worksheets within the same workbook or different worksheets within the same workbook or even in different workbooks.even in different workbooks.

Data > Consolidate MenuData > Consolidate MenuFunction - One of the following 11 Function - One of the following 11 functions: Average, Count, Count functions: Average, Count, Count Nums, Max, Min, Product, Stddev, Nums, Max, Min, Product, Stddev, Stddevp, Sum, Var, Varp.Stddevp, Sum, Var, Varp.    Reference - Specifies the range of Reference - Specifies the range of cells you select as a source area to cells you select as a source area to consolidate with other source areas consolidate with other source areas listed in the All references box.listed in the All references box.    All references - Lists the source area All references - Lists the source area references selected for the references selected for the consolidation.consolidation.    Top row - This only used when you Top row - This only used when you are consolidating by category.are consolidating by category.    Left column - This is only used when Left column - This is only used when you are consolidating by category.you are consolidating by category.    Create links to source data - This Create links to source data - This allows you to import all the detailed allows you to import all the detailed data of the source zones, but a data of the source zones, but a generated outline will hide them. generated outline will hide them. Without a link Excel will consolidate Without a link Excel will consolidate only the final values.only the final values.

Main ScenariosMain Scenarios

How to Consolidate Data by PositionHow to Consolidate Data by Position

How to Consolidate Data by CategoryHow to Consolidate Data by Category

How to Select Source Areas for a How to Select Source Areas for a Consolidation TableConsolidation Table

Consolidation by positionConsolidation by position

When the data in the source areas is When the data in the source areas is arranged in the same order and uses the arranged in the same order and uses the same labels. Use this method to same labels. Use this method to consolidate data from a series of consolidate data from a series of worksheets, such as departmental budget worksheets, such as departmental budget worksheets that have been created from worksheets that have been created from the same templatethe same template

How to Consolidate How to Consolidate Data by Position: Steps 1&2Data by Position: Steps 1&2

To consolidate data by position, follow these steps: To consolidate data by position, follow these steps:

Step 1Step 1: : Type the following data on Sheet1:Type the following data on Sheet1: A1:Letter B1:Code Number C1:More NumberA1:Letter B1:Code Number C1:More NumberA2:A B2:50 A2:A B2:50 C2:62 C2:62 A3:H B3:99 A3:H B3:99 C3:11 C3:11 A4:G B4:86 A4:G B4:86 C4:68 C4:68 A5:K B5:18 A5:K B5:18 C5:31 C5:31 A6:K B6:67 A6:K B6:67 C6: 9C6: 9

Step 2Step 2: : Type the following data on Sheet2:Type the following data on Sheet2:A1:Letter B1:Code Number C1:More Number A1:Letter B1:Code Number C1:More Number A2:M B2:38 A2:M B2:38 C2:17 C2:17 A3:H B3:53 A3:H B3:53 C3:25 C3:25 A4:G B4:48 A4:G B4:48 C4:18 C4:18 A5:C B5:59 A5:C B5:59 C5:53 C5:53 A6:K B6:78 A6:K B6:78 C6:97 C6:97

How to Consolidate How to Consolidate Data by Position – Steps 3-9Data by Position – Steps 3-9

Step 3: Step 3: Click the upper-left cell of the destination area for the Click the upper-left cell of the destination area for the consolidated data. In this example, click cell A1 on Sheet3. consolidated data. In this example, click cell A1 on Sheet3. Step 4: Step 4: On the On the DataData menu, click menu, click ConsolidateConsolidate. . Step 5: Step 5: In the In the FunctionFunction list, select the summary function that you list, select the summary function that you want Microsoft Excel to use to consolidate the data. In this example, want Microsoft Excel to use to consolidate the data. In this example, use Sum. use Sum. Step 6: Step 6: In the In the ReferenceReference box, type each source area you want to box, type each source area you want to consolidate, and then click consolidate, and then click AddAdd. In this example, type the first area, . In this example, type the first area, Sheet1!$A$1:$C$6, and then click Sheet1!$A$1:$C$6, and then click AddAdd. Type the second area, . Type the second area, Sheet2!$A$1:$C$6 and then click Sheet2!$A$1:$C$6 and then click AddAdd. . Step 7: Step 7: Repeat Repeat SStep 6tep 6 for all of the source areas that you want to for all of the source areas that you want to consolidate. consolidate. Step 8: Step 8: Under Under Use labels inUse labels in, select the , select the Top rowTop row check box and the check box and the Left columnLeft column check box (in this example, there are labels both on check box (in this example, there are labels both on the first row and also in the left column). the first row and also in the left column). Step 9: Step 9: Click Click OKOK. .

Data > Consolidate MenuData > Consolidate MenuFunction - One of the following 11 Function - One of the following 11 functions: Average, Count, Count functions: Average, Count, Count Nums, Max, Min, Product, Stddev, Nums, Max, Min, Product, Stddev, Stddevp, Sum, Var, Varp.Stddevp, Sum, Var, Varp.    Reference - Specifies the range of Reference - Specifies the range of cells you select as a source area to cells you select as a source area to consolidate with other source areas consolidate with other source areas listed in the All references box.listed in the All references box.    All references - Lists the source area All references - Lists the source area references selected for the references selected for the consolidation.consolidation.    Top row - This only used when you Top row - This only used when you are consolidating by category.are consolidating by category.    Left column - This is only used when Left column - This is only used when you are consolidating by category.you are consolidating by category.    Create links to source data - This Create links to source data - This allows you to import all the detailed allows you to import all the detailed data of the source zones, but a data of the source zones, but a generated outline will hide them. generated outline will hide them. Without a link Excel will consolidate Without a link Excel will consolidate only the final values.only the final values.

Consolidation by categoryConsolidation by category

When the data in the source areas is not When the data in the source areas is not arranged in the same order but uses the arranged in the same order but uses the same labels. Use this method to same labels. Use this method to consolidate data from a series of consolidate data from a series of worksheets that have different layouts but worksheets that have different layouts but have the same data labelshave the same data labels..

NOTE: Consolidating data by category is similar to creating a PivotTable. With a PivotTable, however, you can easily reorganize the categories. If you want a more flexible consolidation by category, consider creating a PivotTable.

How to Consolidate How to Consolidate Data by CategoryData by Category

To consolidate data by category, follow these steps: To consolidate data by category, follow these steps: StepStep11: : Type the following data on Sheet1:Type the following data on Sheet1:

A2:A B2:50 C2:62 A2:A B2:50 C2:62 A3:H B3:99 C3:11 A3:H B3:99 C3:11 A4:G B4:86 C4:68 A4:G B4:86 C4:68 A5:K B5:18 C5:31 A5:K B5:18 C5:31 A6:K B6:67 C6: 9 A6:K B6:67 C6: 9

A12:M B12:38 C12:17 A12:M B12:38 C12:17 A13:H B13:53 C13:25 A13:H B13:53 C13:25 A14:G B14:48 C14:18 A14:G B14:48 C14:18 A15:C B15:59 C15:53 A15:C B15:59 C15:53 A16:K B16:78 C16:97A16:K B16:78 C16:97

How to Consolidate How to Consolidate Data by Category-Steps 2-8Data by Category-Steps 2-8

Step 2: Step 2: Click the upper-left cell of the destination area for the consolidated Click the upper-left cell of the destination area for the consolidated data, which would be cell A1 on Sheet2. data, which would be cell A1 on Sheet2. Step 3: Step 3: On the On the DataData menu, click menu, click ConsolidateConsolidate Step 4: Step 4: In the In the FunctionFunction list, select the summary function that you want list, select the summary function that you want Microsoft Excel to use to consolidate the data. In this example, use Sum. Microsoft Excel to use to consolidate the data. In this example, use Sum. Step 5: Step 5: In the In the ReferenceReference box, type each source area you want to consolidate box, type each source area you want to consolidate and then click and then click AddAdd. Type the first area, Sheet1!$A$2:$C$6 and then click . Type the first area, Sheet1!$A$2:$C$6 and then click AddAdd. Type the second area, Sheet1!$A$12:$C$16 and then click . Type the second area, Sheet1!$A$12:$C$16 and then click AddAdd..Step 6: Step 6: Repeat Repeat SStep 5tep 5 for all source areas you want to consolidate. for all source areas you want to consolidate. Step 7: Step 7: Under Under Use labels inUse labels in, click to select the , click to select the Left columnLeft column check box (in check box (in this example, there are labels in the left column). this example, there are labels in the left column). Step 8: Click OKStep 8: Click OK

NOTENOTE: If you want Microsoft Excel to update your consolidation table automatically when : If you want Microsoft Excel to update your consolidation table automatically when the source data changes, select the the source data changes, select the Create links to source dataCreate links to source data check box. You check box. You cannotcannot create links when source and destination areas are create links when source and destination areas are on the same sheeton the same sheet..

Consolidating RangesConsolidating RangesMore ExamplesMore Examples

Lets assume that all our data is Lets assume that all our data is on the same worksheet and the on the same worksheet and the data is arranged in simple data is arranged in simple tables, one below the other.tables, one below the other.    First of all create a table below First of all create a table below the other tables that will contain the other tables that will contain the consolidated data, in this the consolidated data, in this case table "B14:F17".case table "B14:F17".    Select the first cell in this Select the first cell in this range, i.e. "C15" and then select range, i.e. "C15" and then select (Data > Consolidate) to display (Data > Consolidate) to display the Consolidate dialog box.the Consolidate dialog box.    Altenatively you could Altenatively you could highlight the whole range of highlight the whole range of cells "C15:F17", although Excel cells "C15:F17", although Excel will populate the whole range will populate the whole range automatically.automatically.

Regions ExampleRegions ExampleFor this example we are going to use the Sum consolidation function For this example we are going to use the Sum consolidation function which is the default.which is the default.    In the Reference box select the first cell range you want to use in In the Reference box select the first cell range you want to use in the consolidation, in this case "C3:F5".the consolidation, in this case "C3:F5".    Press the Add button to add this range to the "All references" list.Press the Add button to add this range to the "All references" list.    In the Reference box select the second cell range, in this case In the Reference box select the second cell range, in this case "C9:F11" and press the Add button."C9:F11" and press the Add button.

Press OK to consolidate the selected ranges and to create the consolidated table of data.  When you are linking ranges on the same worksheet you cannot link the data, although the consolidated table can be very easily updated by selecting (Data > Consolidate) and then pressing OK.

Consolidating Worksheets Consolidating Worksheets in the same Workbookin the same Workbook

Lets assume that the have the same data as above but this time Lets assume that the have the same data as above but this time the data is displayed on separate worksheets within the same the data is displayed on separate worksheets within the same workbook.workbook.    There are 2 worksheets in this workbook, one called 2004 and There are 2 worksheets in this workbook, one called 2004 and one called 2005.one called 2005.    First lets create another worksheet in this workbook which will First lets create another worksheet in this workbook which will contain the consolidated data.contain the consolidated data.

• Lets also assume that every worksheet lots identical. The cell ranges you want to consolidate need to be in exactly the same cells on every worksheet.  First of all create a table on the new "totals" worksheet that looks identical the other tables on all the other worksheets.  You can select the whole range of cells to ensure you get the whole range consolidated it is safer to just select the first cell.

““Totals" worksheetTotals" worksheet

In this example we are going to use the In this example we are going to use the Average consolidation function which Average consolidation function which can be changed in the Function drop-can be changed in the Function drop-down list.down list.

Average consolidation functionAverage consolidation function

In the References box select the "2005" tab and select the In the References box select the "2005" tab and select the range you want to use in the consolidation, in this case range you want to use in the consolidation, in this case "C3:F5"."C3:F5".    Press the Add button to add this range to the "All Press the Add button to add this range to the "All references list".references list".    In the References box select the "2004" tab. You will notice In the References box select the "2004" tab. You will notice that the corresponding range is automatically highlighted so that the corresponding range is automatically highlighted so just press Add.just press Add.

Things to RememberThings to Remember

The method can be used to consolidate up to 255 worksheets into a single The method can be used to consolidate up to 255 worksheets into a single worksheet. The number of worksheets that you can have in a workbook is only worksheet. The number of worksheets that you can have in a workbook is only restricted by the memory on the PC (i.e. how much RAM the PC has).restricted by the memory on the PC (i.e. how much RAM the PC has).

    You can also use the Pivot Table Reports to consolidate data, for more You can also use the Pivot Table Reports to consolidate data, for more information please refer to the Pivit Tables HELPinformation please refer to the Pivit Tables HELP

    To scroll without changing the current selection press Scroll Lock and use the To scroll without changing the current selection press Scroll Lock and use the arrow keys. arrow keys.

    You can scroll a worksheet without changing the active cell. Press Scroll Lock. You can scroll a worksheet without changing the active cell. Press Scroll Lock.

    You can also have your changes on one worksheet reflected on other sheets by You can also have your changes on one worksheet reflected on other sheets by making your changes to one worksheet, holding down Ctrl and selecting the making your changes to one worksheet, holding down Ctrl and selecting the other worksheets. other worksheets.

Press (Edit > Fill > Across Worksheets).Press (Edit > Fill > Across Worksheets).

Useful LinksUseful Links

Joseph Rubin’s Excel Assistance at Joseph Rubin’s Excel Assistance at http://www.exceltip.com/se/27.htmlhttp://www.exceltip.com/se/27.htmlMicroSoft at MicroSoft at http://support.microsoft.com/?kbid=214270#applihttp://support.microsoft.com/?kbid=214270#appliestoesto BetterSolutions at BetterSolutions at http://www.bettersolutions.com/excel/http://www.bettersolutions.com/excel/Excel User at Excel User at http://www.exceluser.com/help/chart/long001.hthttp://www.exceluser.com/help/chart/long001.htmm

Q&AQ&A

Consolidate and Business GraphicsConsolidate and Business Graphics

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Excel -- Pivot Tables – Excel -- Pivot Tables – Grouping DataGrouping Data

In a Pivot Table, you can group the items In a Pivot Table, you can group the items in a Row or Column field. in a Row or Column field.

For example, items in a date field can be For example, items in a date field can be grouped by month, and items in a number grouped by month, and items in a number field can be grouped by tens.field can be grouped by tens.

Pivot - Pivot - Grouping DatesGrouping Dates

To group the items in a To group the items in a Date fieldDate field::Right-click the Date field Right-click the Date field button. button. Choose Group and Show Choose Group and Show Detail | GroupDetail | Group

Pivot - Pivot - Grouping DatesGrouping Dates 2 2

In the Grouping dialog box, In the Grouping dialog box, select one or more options select one or more options from the 'By' list. from the 'By' list. To limit the dates that are To limit the dates that are grouped, you can set a Start grouped, you can set a Start and End date, by typing the and End date, by typing the dates in the 'Starting at' and dates in the 'Starting at' and 'Ending at' boxes 'Ending at' boxes Click OK Click OK

If you try to group a date or field, If you try to group a date or field, you may see an error you may see an error message that says, "Cannot message that says, "Cannot group that selection."group that selection."

This problem usually occurs when This problem usually occurs when the field contains records with the field contains records with a blank date/number field, or a blank date/number field, or text in a date/number fieldtext in a date/number field

ExampleExample

PivotSales.PivotSales.xlsxls