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Linking data between worksheets and workbooks

Link one cell in from another workbook
  1. Make sure both workbooks (files) are open.
  2. Select where the formula will go, press =.
  3. Using the Window menu, switch to the source workbook.
  4. Select the cell you want linked in.
  5. Press ENTER.


Link a block of cells in from another workbook
  1. Open both workbooks.
  2. Select the source cells.
  3. Right-click and choose Copy.
  4. Using the Window menu, switch to the destination workbook.
  5. Select the first destination cell.
  6. Right-click and choose Paste Special.
  7. Choose Paste Link.


Bringing data in from another workbook without ‘linking’ the data formulas
  1. Open both workbooks.
  2. Select the source cells.
  3. Right-click and choose Copy.
  4. Using the Window menu, switch to the destination workbook.
  5. Select the first destination cell.
  6. Right-click and choose Paste Special.
  7. Choose Values or Values and Number Formats.


Working with linked objects

Once you have linked objects in a document, you will need to know how to:

  • Edit a linked object
  • Manage links and link update behavior


Manage links
  • Choose Edit → Links.

Notes

  • The command will only be available after your document contains links.
  • There is no easy way to tell if a document is linked into other documents.

In this command, your options will typically include:

  • Change Source: If the source (original) is renamed or moved, you must redirect the destination (link) to the new name or location.
  • Break Link: Breaking a link will paste the linked object in its current state into the destination document -- just like a normal "Copy & Paste" using Paste Special ? Values -- and updates will no longer continue.
    • In Excel, this option is available beginning in Excel 2002.
  • Update behavior: Often you will be able to select whether a link is updated automatically or manually, and (if manual update is selected) initiate an update.
  • Locking a link: This option to lock a link will prevent a link from updating until it is unlocked.
    • In Excel, this option is available beginning in Excel 2002.
  • Startup Prompt: This option will allow you to control the prompt to update links that appears when the document is opened.
    • In Excel, this option is available beginning in Excel 2002.