Comments on: How to create external reference in Excel to refer to another sheet or workbook

This short tutorial explains the basics of an external reference in Excel, and shows how to reference another sheet and workbook in your formulas. Continue reading →

Comments page 7. Total comments: 361

  1. In Worksheet B I want to reference a cell in Worksheet A that is a sum of a list - let's call is cell B12. Can I add to that list in Worksheet A over time and have the reference work? When I do it now, Worksheet B picks up whatever is in B12, it doesn't adjust to know that the new sum is now in B14 because I added to lines to the list that is being summed up. Thanks!

  2. Good Afternoon,

    I have a bit of a complicated question. Im doing a run-down of clients and basically need Sheet 1 A1-A10 (Clients names) to transfer to Sheet 2 A1-A10. But the catch is, I do not want the clients to erase from Sheet 2 when I delete them on Sheet 1. I need them to just pile down on Sheet 2 from A1- A90. Not sure how to though. Any help would be greatly appreciated.

    Thank you

  3. i want transfer all exceldata to another excel sheet but without formula. give me quick reply

    1. dhaval:
      The quickest way to copy data only from one sheet to another is to first copy the original data then in the new sheet right click where you want the data and select paste special values.

  4. Good morning,
    I have created a "Database" workbook to use as my source workbook and linked it to other workbooks as reference, in the hopes that when I update the database, the information will be pulled to other workbooks. I understand that the "database" workbook has to be opened at the same time as the workbook that i am working with, but do both workbooks have to be in the same folder?

  5. Hello

    I have one problem

    we have many answers in row like

    This eq I would like to take only one answer to show in final

    this rows around 800 so each like checking is difficult, IF any answer removed, the final cell it has to show removed.

    Eg.

    R1 R2 R3 r4
    Removed Not Removed not removed not removed

    In final R5 I would like to get one answer either removed/ not removed

  6. Hello
    I have to folder one folder name is january and secound folder name is February in my january folder i have one excel file in this file i have 4 column in first column i have opening balance, secound column i have institution, third column i have disposal or forth column closing balance. in my second folder all column or row are same opening balance, institution, disposal or closing balance but in this folder i want to link my opening balance with another folder january closing balance when i change figure in my january folder than automatically change my secound folder opening balance. i want to link my january folder excel file closing balance with my second folder February excel file opening balance. Is it possible

  7. How to reference external several files?

    There are 10 files named A001, A002, ...., A010.

    Can I make the file names in general instead of typing each name on an another excel file?
    For example,

    ='D:\Reports\[A001.xlsx]A001'!B1 (file name and sheet name are same)
    --->
    ='D:\Reports\[search(....).xlsx]search(....)'!B1

    My idea is that to have excel search the correct file and reference the cell value.
    Can it be possible?

  8. Hello mam, i really need your kind support..

    What if i wrote date January 23, 2018 for example and i want automatically on the other sheet, the column for january in the other sheet will have color depend on what i desire. please..
    for February same above will happen.

  9. I need to know one sheet data details to get other sheet as a sammery list
    ex:
    A company - How many delays are there / how many case open are there/ how cases finished on time

  10. Hi,

    i have two sheets in a work book i.e Sheet1 and sheet2. in sheet1 i have the data and in sheet2 i have put "sumifs "formula and it works.now i have to delete the data in sheet1 and update new data of the same type.

    but when i do this the formula doesn't work in sheet2.

    Please tell me the solution.
    Thanks

  11. I am trying to reference a sheet within the same workbook by entering the following formula : =Sum('Monthly Bill (OCT)'!C2:D2) I receive a #REF response. Can you help me figure out whats wrong with my formula.

  12. i want to make register like issue for proccess in excel with that i also want to make same register of party that i have given material to that party for example

    workgroup

    issue to process (sheet name)
    date
    issue no
    party
    quantity
    rate
    amount

    party register (sheet name)
    date
    qty
    rate
    amount

    at one time i want to add record in party register when i issue to process
    data....

    waiting for reply.............

    alpesh

  13. Hello, I wanna know if we can make a relative folder referencing?
    Like, I want to sum the cells from the parental folders?
    Thank you!

  14. I am trying to sum values from one worksheet to another and its giving me 0 which is wrong.It copies the cell values and sheet name correctly in sum but as soon as i press enter,it turns to 0.

    1. Hello,
      For me to understand the problem better, please send me a small sample workbook with your source data and the result you expect to get to support@ablebits.com. Please don't worry if you have confidential information there, we never disclose the data we get from our customers and delete it as soon as the problem is resolved.
      Please also don't forget to include the link to this comment into your email.
      I'll look into your task and try to help.

  15. I want to use Sheet 1 to enter data, Sheet 2 to store formulas, and Sheet 3 to store the calculated output from Sheet 1 data modified by the formulas in Sheet 2.
    How to do this?
    Thanks

    1. Hello,

      If I understand your task correctly, please try to do the following:

      1. Enter number 1 in cell A1 on Sheet1;
      2. Enter the following formula in cell A1 on Sheet2:
      =Sheet1!A1+Sheet1!A1
      3. Then enter the formula below in cell A1 on Sheet3:
      =Sheet2!A1

      Hope this will help.

  16. hello. i am confused. what i am doing is exactly what is stated in the above examples. however, instead of the actual value, the formula text is the one displayed.

    ex. =sheet1!h10 displays sheet1!h10 instead of the value of the cell. is there a workaround on this?

    thanks!!!

  17. HELLO,

    I don't want to add the values using the SUM formula, I just want to copy the cell values from another workbook. how do i do this.

    1. Hello,

      You can add references to values from another workbook by copying the cell values from this workbook and pasting them into the workbook you need via Paste Special –> Paste Link.

      Hope it will help you.

  18. i need help, is it possible to link a cell from sheet1 to the values on sheet2??for example if i input a name on sheet1 cell A1 and matches a name on a list on sheet2 then the name will turn to " color red" or "error" if matches??thanks in advance..

  19. Thank you!! you've helped me

  20. could anyone help to find out the path of reference cell of different sheets? is there any way to reach the reference sheet quickly

  21. Hi! Just have a further query: I'm required to fill out two timesheets for work with the same times, and have successfully used your 'External reference to a closed workbook' guide above to fill out the second timesheet with the times automatically pulled from the first timesheet.

    However, the 'first timesheet'/reference workbook has each weekly entry made as a new tab/worksheet (i.e. each worksheet in the source workbook covers a week and is named with a date range), so in my second timesheet, I have to update the workbook name in every since relevant cell each week to get it to fill out automatically.

    So I suppose my question is: in the formula

    [Workbook_name]Sheet_name!Cell_address

    is there a way to reference merely the top-level/latest worksheet rather than the specific sheet name, so I don't have to change it manually?

    Thanks!

  22. Hello I receive an excel file but when I open the file , it says, This workbook contains links to one or more external sources that could be unsafe.
    If you trust the links, update or dont update. There is an error: source not found . There is a file from the link that i couldnt find, i have only receive one file for example file1.xlsm and the on the edit link it is looking for example file2.xlsm. Does this mean i need to create a new file formula ? Thank you very much i new to this thing.

  23. How do I do a comparison?
    For example, I have 'sheetA' that has a unique value in cell D1.
    I then have sheetB that has a list of values in column D.
    I want to set something that will flag cell D1 in sheetA green if it shown in column D of sheetB, or red if that value is not shown in that column.
    Can this be done?
    Thanks, M

  24. I have 2 Sheets, Sheet1 is for record entry with SAVE RECORD button and once button is clicked it updates record in Sheet2 which works well, but the problem is that after SAVE RECORD button click it display sheet2 where the data is saved which i do not want. I need Record to be saved without displaying sheet2. please help me.

  25. Hi,
    The Problem faced by me in excel that I have a sheet in which some things typed i want that on another sheet i type first name one a time and complete things automatic come. and next time when that name enter on first sheet other sheet automatic update without putting name.
    Can you help.
    Waiting your kind response.

    BR

  26. The problem faced by me in excel is regarding linking of cells.actually what happens is after linking a cell in excel from same workbook but from other sheet,and clicking on the linked cell just shows the path and does not open the linked path.
    thanks in advance.

  27. Hi guys
    Can't find info regarding the action of excel reference to another ONLINE workbook.
    I am having two different workbooks non related and trying to gather results from workbook one to be displayed in the workbook two.

    Please help
    Cheers,
    Claudia

  28. Hello,

    My question is: I have a spreadsheet that has two tabs. I want the first tab to pull appointment dates from the second tab if the patient names on both tabs match up. How do I do this to save myself countless hours? Thank you in advance for your assistance.

    1. Rajesh Kumar was able to figure out how to do the formula that I need to save me countless hours! Thank you so much.

  29. helloo,
    i have a problem below;

    sheet 1 (all the data present with merge cell)
    ---------------------------------------------------
    XTP0101 922367******9111 1,000

    sheet 2
    ---------------------------------------------------
    ='sheet1'!C13:D13

    Result:
    ---------------------------------------------------
    #VALUE!

    Which formulae to use?????

  30. Hi everybody,

    Im an intern at an engineering company in the Netherlands and working on my 'personal investigetion'. I'd like to apolagize in advace for any mistakes regarding my English.

    At the moment I've exported a shedule from Revit2016 to Excel2016. It has 8 rows of information (headings excluded) and 62 columns. It's my intention to make a seperate Format in Excel which is able to extract data from these 496 cells and convert it into grouped Metadata.

    The problem is that a Format has to be able to be apliccable to every project, each of them with their own specific number of rows (column headings are identical). Besides, the workbook_names from which the data is extracted differ every time.

    I had the intention to create a worksheet with formula linking cells to the extract file, but to write the formula in such a way that it is easy to manipulate.

    For example: =('[Workbook_name]Worksheet_name!Cell_name') becomes =('[Cell_name]Cell_name!Cell_name) with the first two Cell_name referring to Cells within the current Worksheet in which the Workbook_name and Worksheet_name can be edited.

    Unfortunately I hit a brick wall, it doesn't work. Perhaps I'm not doing it right or it just isn't possible.

    If someone is able to help, please do! I've got to have the Format ready a week from now (with 01-06-2016 being today).

    With Kind regards,

    Roy W.

  31. I have 2 different workbooks that I am trying to link that have different file paths. I have a "Log" and a "Tracking" workbook. In the "log" there are hyperlinks only in column B that show as numbers because they reference what the next document # should be (0001-5000). When you click on the hyperlink to open up the excel file (tracking document), I need it to always have that reference #. Example- If I click 0005 and the hyperlink opens the tracking workbook, then I need it to have 0005 in a certain cell. This goes for the same way for every number that you can click. How do I link these workbooks together so that the tracking document always has the number that you click on?

  32. Hi!

    I have 2 workbooks.. one I input data into, and the other logs who made the error.. is there a way I can make it so whenever I put someone's name into it, it will automatically update the second workbook with the date it happened and how many?

  33. Can u help me with this.
    =if(B2="","",vlookup(B2,'iw39',A:B,2,)),If(C2="","",vlookup(C2,'iw29',A:H,5,0))
    if B2 is not available, i want to use the c2 to display the content coming from the sheet name IW39.
    if the c2 is not available, i want to use the B2 to display the content coming from the sheet name IW29.

    I will have 3 sheet. Namely "Data info", "IW39" AND "IW29"

  34. Hi thanks for the tutorial. is there a way for you name the sheet that a formula is getting its information from.
    for example im trying to find the cheapest vendor for a service i offer, their rates are on different work sheets, then i have a master sheet that displays the cheapest rates for each product using vlookup. is there a way of naming the sheet that vlookup has found the data in?
    this would help me very much thank you.

  35. how to auto calculate frieght total at end of the month by making daily transaction sheet to ledger sheet auto

  36. I have a spreadsheet that pulls information from one tab to another based on an if then formula. Is there a way to lock the information on the third page once it has been recorded even if it is deleted from the original tab?

    THanks!

  37. Hi,

    I have a sum that is derived using data from another workbook. However, when the other work book is closed. The formular reports an error.

    Both files are in the same folder on my desktop. Kindly assist.

  38. I need sheet 1 entire values in sheet 2.
    Sheet 1 having datas but sheet 2 is empty in initial stage.
    While we giving conditions in sheet 2, fetching datas in sheet 1 has to come automatically in sheet 2.
    for example,
    Sheet 1
    Name Age Country
    A 10 India
    B 10 USA
    C 10 India

    I need in Sheet 2
    Country = India datas
    Name Age Country

    Please do the needful for this

  39. Hi,

    Currently i am preparing a job sheet in which i required help.
    As currently i have prepared 5 sheets in those sheets there are some different values or some similar values. Now i wanted to create one new sheet with such formula that if i will search any value then on that new sheet it will shows me the value location of all the 5 sheets that where it is placed. I wanted to do to save the time because for searching the values on whole workbook it consume time.

    For ex: I have value of OD56782 on 3 sheets out of 5. Now whenever i entered OD56782 on the new sheet it will display the locations of this particular value.

  40. I am linking a cell between worksheets in the same file. When I type the formula in the cell 'Sheet 1'!H11 the cell is populated with a 0 since the cell I am linking too is blank. How do I remove this 0 from the cell with the formula? The linked cell is blank until populated which will then be carried over to the other sheet.

    Thanks

  41. Dear
    Sir, kindly make for me one formulla based sheet ( opening+receving-damage-consuption= 'closing) sheet plz let me how to make

  42. Hi Svetlana,

    I have a query that has me stumped. I am a bit of an excel novice so it may be nothing. I am currently trying to create a comprehensive meal planner/macronutrient calculator for my fitness training. What I want to do is have two separate sheets:
    The first I want to be a table that has all the ingredients i use in the first column, and then the Fat/Carb/Cal/Protein contents (1% of) in the subsequent columns directly relating to the quantity column at the end so I can change this value and all the macros will change accordingly. This I have managed to do.
    The second page, I want to have 6 individual tables laid out: INGREDIENT/CALORIES/CARBS/FAT/PROTEIN/QUANTITY. I would then like the ingredient column to be a drop down list that would include all the ingredients from the other sheet, and once selected, would autofill the remaining columns - this way I could easily add ingredients in the morning when I make up my meals for the day without having to individually input the stats. Any advice would be appreciated.

    Thanks,

    Dorian

  43. Hi Svetlana,

    Question: How to make an external reference and to get the full format from the referenced cell: number, alignment, font, border and fill formats? Is there a way or formula that can do that? The target is not to get only the value from the referenced cell, but also the apearence of that cell.

    Thanks
    Vasya

  44. I have two different workbooks. One with data source MSFGS.xlsx and another one where I would like to count the number of items, say for a particular month 'November' from the MSFGS.xlsx

    When the MSFGS.xlsx is closed the below formula is not working:

    =COUNTIFS('C:\Users\Desktop\A\[MSFGS.xlsx]GSD'!F3:F93,">="&"1-11-2016", 'C:\Users\Desktop\A\[MSFGS.xlsx]GSD'!F3:F93,"<="&"30-11-2016")

    But it returns a value when MSFGS is opened. Any error in the formula?

    Thank you.

  45. I have one worksheet which have external reference. I received this excel via email. When I click on cell formula shows as below

    '\\s00697\team\Property Department\High Value Homeowners\Underwriting Guides & Rates\XXXX RATERS\[BGS HomeGuard Rate Sheet v2.01 0916.xlsx]Earthquake rates'

    But I am not able to find BGS HomeGuard Rate Sheet v2.01 0916.xlsx.

    Please help.

    Thanks in advance,
    Amit Chavda

  46. Hey gang...If a cell is desired to be empty on sheet 1, how can I not have a zero populated on sheet 2?

    1. Wally this is what I used

      ='SHEETNAME'!CELLNUMBER&""

    2. I am having the same issue.

  47. Hi i have define a few formula from sone external workbook. Is there any quick button or shortcut key for me to edit link of these external workbook to other external workbook?

  48. Hi,

    I'm trying to copy cells containing formulas into a new workbook, but I'm getting this error.

    Formula copied from August Monthly Management Report_draft v2.33.xlsm

    =IF(INDEX('EM raw'!$L3:$L18;sbrValue_EM_02)="";#N/A;INDEX('EM raw'!L3:L18;sbrValue_EM_02))

    What gets pasted:

    =IF(INDEX('[August Monthly Management Report_draft v2.33.xlsm]EM raw'!#REF!;sbrValue_EM_02)="";#N/A;INDEX('[August Monthly Management Report_draft v2.33.xlsm]EM raw'!#REF!;sbrValue_EM_02))

    Any ideas?

  49. Hi,

    I want to use some values from the sheet1 in a purchase into another workbook's newsheet.

    =[Purchase.xlsx]Sheet1!$A$5

    This works but if i change the values in sheet1(source sheet) means value in the newsheet which values are extracted from sheet1 also getting changed. And i want to make it unchangeable in the new sheet.
    Is there any possibilities for that?

    Please help!

    Thanks in advance

    1. Hello Kishore,

      In this case, replace the formulas with their values to break the connection between the extracted and original values. One of many possible ways to do this is Paste Special > Values (the detailed steps can be found here: How to copy values in Excel.

  50. In case anyone else has a similar needs, I sorted this out by using Vlookup and define name for the range.

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