Microsoft Office

Linking and Consolidating Worksheets 27
Here’s how to use this method:
1. Copy the data from the first source range.
2. Activate the destination workbook and select a location for the consolidated data.
3. Display the Paste Special dialog box (choose Home ➪ Clipboard ➪ Paste ➪ Paste Special).
Choose the Values option and the Add operation, and then click OK.
Repeat these steps for each source range that you want to consolidate.
This method is probably the worst way of consolidating data. It can be rather error-prone, and the lack of
formulas means that you have no way to verify the accuracy of the data.
Consolidating worksheets by using the Consolidate command
For the ultimate in data consolidation, use Excel’s Consolidate dialog box. This method is very flexible, and
in some cases, it even works if the source worksheets aren’t laid out identically. This technique can create
consolidations that are static (no link formulas) or dynamic (with link formulas). The Data Consolidate
feature supports the following methods of consolidation:
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By position: This method is accurate only if the worksheets are laid out identically.
By category: Excel uses row and column labels to match data in the source worksheets. Use this
option if the data is laid out differently in the source worksheets or if some source worksheets are
missing rows or columns.
Figure 27.6 shows the Consolidate dialog box, which appears when you choose Data ➪ Data Tools ➪
Consolidate. Following is a description of the controls in this dialog box:
FIGURE 27.6
The Consolidate dialog box enables you to specify ranges to consolidate.
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Function list box: Specify the type of consolidation. Sum is the most commonly used consolidation
function, but you also can select from ten other options.
Reference text box: Specify a range from a source file that you want to consolidate. You can enter
the range reference manually or use any standard pointing technique (if the workbook is open).
After you enter the range in this box, click the Add button to add it to the All References list. If
you consolidate by position, don’t include labels in the range. If you consolidate by category, do
include labels in the range.
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