XL98: How to Consolidate Multiple Worksheets to a Single Sheet (191019)


The information in this article applies to:

  • Microsoft Excel 98 Macintosh Edition
This article was previously published under Q191019

SUMMARY

You can summarize data from one or more source areas by consolidating it and creating a consolidation table. These source areas can be on the same worksheet as the consolidation table, on different sheets in the same workbook, or in different workbooks. When you consolidate the source data, you apply a summary function, such as the SUM() function, to create the summary data.

There are two ways to consolidate data: by category or by position.

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

Consolidating by category: When the data in the source areas is not arranged in the same order but uses the same labels. Use this method to consolidate data from a series of worksheets that have different layouts but have 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, you should consider creating a PivotTable.

MORE INFORMATION

To Consolidate Data By Position

  1. Enter the following data on Sheet1: 
           A1:Letter B1:Code Number   C1:More Number
       A2:A      B2:50            C2:62
       A3:H      B3:99            C3:11
       A4:G      B4:86            C4:68
       A5:K      B5:18            C5:31
       A6:K      B6:67            C6: 9
  2. Enter the following data on Sheet2: 
           A1:Letter B1:Code Number   C1:More Number
       A2:M      B2:38            C2:17
       A3:H      B3:53            C3:25
       A4:G      B4:48            C4:18
       A5:C      B5:59            C5:53
       A6:K      B6:78            C6:97
  3. Click the upper-left cell of the destination area for the consolidated data, in this example, click cell A1 on Sheet3.
  4. On the Data menu, click Consolidate.
  5. In the Function box, select the summary function you want Microsoft Excel to use to consolidate the data. In this example, use Sum.
  6. In the Reference box, enter the source areas you want to consolidate. In this example, the first area is Sheet1!$A$1:$C$6 and the second area is Sheet2!$A$1:$C$6.
  7. Click Add.
  8. Repeat steps 6 and 7 for all source areas you want to consolidate.
  9. Under Use labels in, click Top row and Left column (in this example there are labels both on the first row and also in the left column).
  10. Click OK.

To Consolidate Data by Category

  1. Enter the following Data On Sheet1: 
          A2:A        B2:50          C2:62
      A3:H        B3:99          C3:11
      A4:G        B4:86          C4:68
      A5:K        B5:18          C5:31
      A6:K        B6:67          C6: 9

     A12:M       B12:38         C12:17
     A13:H       B13:53         C13:25
     A14:G       B14:48         C14:18
     A15:C       B15:59         C15:53
     A16:K       B16:78         C16:97
  2. Click the upper-left cell of the destination area for the consolidated data, which would be cell A1 on Sheet2.
  3. On the Data menu, click Consolidate.
  4. In the Function box, select the summary function you want Microsoft Excel to use to consolidate the data. In this example, use Sum.
  5. In the Reference box, enter the source areas you want to consolidate. The first area is Sheet1!$A$2:$C$6 and the second area is Sheet1!$A$12:$C$16.
  6. Click Add.
  7. Repeat steps 6 and 7 for all source areas you want to consolidate.
  8. Under Use labels in, click Left column (in this example, there are labels in the left column).
  9. Click OK.
NOTE: If you want Microsoft Excel to update your consolidation table automatically when the source data changes, select the Create Links To Source Data check box. You cannot create links when source and destination areas are on the same sheet.

Selecting Source Areas for a Consolidation Table

You specify the source areas of the data you want to summarize in the Reference box of the Consolidate dialog box. Use these guidelines to define source areas:
  • When the sources and destination are on the same worksheet, use cell references.
  • When the sources and destination are on different worksheets, use sheet and cell references.
  • When the sources and destination are in different workbooks, use book, sheet, and cell references.
  • When the sources and destination are in different workbooks in different locations on a disk, use the full path, book, sheet, and cell references. You can also type the complete path, workbook name, and sheet name for the source area. Type an exclamation point following the sheet name, and then type the cell reference or name of the source area.
  • When the source area is a named range, use its name.
TIP: To enter a source definition without typing, click in the Reference box, and then select the source area.

REFERENCES

For more information about consolidating data, click the Office Assistant, type consolidate, click Search, and then click to view "Consolidate data."

NOTE: If the Assistant is hidden, click the Office Assistant button on the Standard toolbar. If Microsoft Help is not installed on your computer, please see the following article in the Microsoft Knowledge Base:

179216 OFF98: How to Use the Microsoft Office Installer Program

Modification Type:MajorLast Reviewed:9/11/2002
Keywords:kbhowto KB191019
©2002 Microsoft Corporation. All rights reserved.