MS Excel 4 (2)

Uploaded by

chauhanshivani3053

Available Formats

Download as PDF, TXT or read online on Scribd

0% found this document useful (0 votes)

2 views

MS Excel 4 (2)

Uploaded by

chauhanshivani3053

Available Formats

Download as PDF, TXT or read online on Scribd

You are on page 1/ 6

IT TOOLS FOR

BUSINESS

Ms. Arti Bhadouria

CONTENTS

 Learning outcomes
 Understanding data consolidation in excel
 Consolidation with identical layouts
 Consolidation with different layouts
LEARNING OUTCOMES
After reading this document and attending the lecture,
students will be able to:
 L01 – Understand about ‘Data consolidation in
excel’.
 L02 – Understand ‘Consolidation with identical
layouts’ to create master spreadsheets.
 L03 – Understand ‘Consolidation with different
layouts’ to create master spreadsheets.
UNDERSTANDING DATA CONSOLIDATION IN
EXCEL
The Consolidate Function in Excel allows an analyst to combine information from multiple
workbooks into one place. The Excel consolidate function lets you select data from its various
locations and creates a table to summarize the information for you.
Excel can automatically summarize or consolidate information from multiple worksheets into
a single, master worksheet using the Consolidate feature. For example, if you have sales data
for multiple sales agents on different worksheets, Excel can total them for you on another
worksheet.
Excel can consolidate information in a couple different ways: by position or by category.
 Consolidate by position: Used when data in all the worksheets is arranged in exactly
the same order and location.
 Consolidate by category: Used when the worksheets have the same row and column
labels, but the rows and columns aren’t arranged in the same order on all the
worksheets. Excel uses the labels to match the data. You’ll have to make sure the label
spelling and capitalization are identical on each of the worksheets you want to
consolidate by category.
Consolidate Data
Before you begin consolidating by position or category, make sure the data is arranged in
labelled rows and columns without any blank rows or columns. Each of the ranges you want to
consolidate needs to be on a separate worksheet, with a blank worksheet for the consolidation’s
destination.
When consolidating, you don’t actually specify whether you are consolidating by position or
category—Excel knows how to consolidate based on the data range you select and whether or
not the consolidating worksheets are arranged identically.
Why use the data consolidation function?
There are many reasons a financial analyst may want to use the Excel consolidate
function. One example would be combining budgets from various departments into one
company-wide budget. This may be common for an analyst or manager working in financial
planning and analysis (FP&A) or other accounting functions.
What if the data sources have different items?
The Excel consolidate function will still work if there are different labels in the left column.
The key is to use labels carefully and ensure they are the same in each table (e.g., if you have
a spelling mistake or slightly different version of the label, it will treat them as separate).
Where is consolidate option is present?
To consolidate the data, you can find the Consolidate option inside the Data tools section. This
Data tool section is available inside the Data tab in the Excel ribbon. E.g.,
Data tab > Data Tools section > Consolidate feature

How to combine data from multiple worksheets in Excel

Here are the following steps to consolidate data in Excel:
1. Select a new worksheet as your master worksheet
Select a new sheet in the workbook as your master worksheet then open the worksheets you
want to consolidate by clicking on the recent files you have used on the front page of Microsoft
Excel. If you can't find the files you want to merge, click Open in the sidebar to the left. Click
Browse, then navigate to the files you want to consolidate and open them. Ensure that you list
the header on each spreadsheet in a consistent format with the rows and columns in the exact
location, leaving no blank row or column anywhere.
2. Choose a random cell
In the master worksheet, select the upper-left cell of the region where you want the consolidated
data to appear. You may want to rename the master worksheet at this point. This step may help
you find the file more easily later on.
3. Click 'Data'
Go to data and click on the consolidate button from the Data tab. Afterwards, click on the
consolidate icon in the data toolbox. You may do this on the ribbon.
4. Select a mathematical function
Use the drop-down menu below to choose the summary function you want Excel to consolidate
the data. By default, the basis is a sum, but you can change this to what's suitable. For example,
you can select count, average, min, max or any other function you wish to use.
5. Click on the reference area
In the reference box, click the collapse button and select the data in the worksheet. In the
worksheet that includes the data you want to consolidate, choose the data and then click the
expand dialogue button on the right to return to the consolidate dialogue box. If you wish to
merge sheets within the same file, click the arrow icon to the bar's right below References. At
the same time, if you desire to consolidate data from a separate file, click browse and select a
file with data you want to merge and click Open.
6. Click 'Add'
Select Add at the right of the All references list box. This action adds the reference and range
you select to the list of references. Repeat this by clicking on the next sheet, highlighting the
data and clicking on the 'Add' button for features you wish to consolidate.
7. Update automatically or manually
If you want Excel to update your consolidation table automatically when the source data
changes, click on the checkbox next to create links to the sources data box. If it is updating too
often, you may want to change to manual consolidation. You can choose either of the two
options depending on what you want to achieve. Check boxes “top row”, “left
column”(optional).
8. Click 'Ok'
Finally, press 'Ok'. When you select the 'Ok' button, Excel generates the consolidation for you.
You may notice that a summary of all data appears in your master worksheet.

CONSOLIDATION WITH IDENTICAL LAYOUTS

Data consolidation with identical layouts can be done by following the steps mentioned above.

CONSOLIDATION WITH DIFFERENT LAYOUTS

The Excel consolidate function will still work if there are different labels in the left column.
The key is to use labels carefully and ensure they are the same in each table (e.g., if you have
a spelling mistake or slightly different version of the label, it will treat them as separate).