Forum Discussion
Excel Linking workbooks without formula changing
I am trying to link multiple workbooks to a "master" sheet so that when I update client details on the master, all the relevant info is updated in the additional workbooks. (Need separate workbooks as the info is shared with other parties that can not access all info).
I have tried the copy and paste linking method that works until I move cell data in the master sheet, delete rows or insert new ones. Then the formula in the linked workbook changes, i.e. the original formula relates to cell A14, but when I add a new row into the Master book, the formula changes to A15 or in other circumstances will have a ref error. In the linked books I want to have the formula to always relate to the master book cell A14.
How do I link the work book so the columns remain the same, but the information in the rows updates as per the original cell..
Hopefully it makes sense, thank you for your help!
To ensure that the formulas in your linked workbooks always refer to the same cell in the master workbook, you can use named ranges or table references. This way, when you add or remove rows in the master workbook, the formulas in the linked workbooks will still reference the correct data.
Here is a step-by-step guide using named ranges:
Master Workbook:
- Define Named Range:
- Select the cell (e.g., A14) that you want to link.
- Go to the "Formulas" tab on the ribbon.
- Click on "Name Manager" in the Defined Names group.
- Click "New" and give your named range a name (e.g., MasterData).
- Click OK.
Linked Workbook:
- Link to Named Range:
- In the linked workbook, select the cell where you want the linked data.
- Enter the following formula:
=MasterWorkbook.xlsx!MasterData
Replace "MasterWorkbook.xlsx" with the actual name of your master workbook and "MasterData" with the name you assigned to the named range.
Benefits:
- If you add or remove rows in the master workbook, the named range will automatically adjust.
- The formula in the linked workbook will always refer to the named range, ensuring that it points to the correct data.
Alternative: Using Excel Tables (Recommended for Dynamic Data)
- Convert Master Data to a Table:
- Select the range of your data (including headers).
- Go to the "Insert" tab on the ribbon.
- Click on "Table."
- Name the Table:
- With the table selected, go to the "Table Design" tab.
- Enter a meaningful name in the "Table Name" field (e.g., MasterTable).
- Link to Table Column:
- In the linked workbook, select the cell where you want the linked data.
- Enter the following formula:
=MasterWorkbook.xlsx!MasterTable[ColumnName]
Replace "MasterWorkbook.xlsx" with the actual name of your master workbook, "MasterTable" with the name you assigned to the table, and "ColumnName" with the actual column name.
Benefits:
- Excel Tables automatically adjust when you add or remove rows.
- The formula in the linked workbook refers to the table column, ensuring it's always dynamic.
Using named ranges or Excel Tables provides a dynamic and structured way to link data between workbooks while maintaining stability when modifying the master workbook. The text and steps were edited with the help of AI.
My answers are voluntary and without guarantee!
Hope this will help you.
Was the answer useful? Mark as best response and Like it!
This will help all forum participants.
