Linking data in Excel for real-time updates

Linking data in Excel for real-time updates allows you to dynamically reference and display data from one worksheet, workbook, or source in another. When the source data changes, the linked data updates automatically.

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Types of Linking Data

1. Within the Same Workbook (Sheet to Sheet)
   • Use a simple cell reference.
   • Example: In Sheet2, type =Sheet1!A1 to link the value of cell A1 from Sheet1.
2. Between Workbooks
   • Open both workbooks.
   • In the destination workbook, type = and navigate to the source workbook to select the desired cell. Press Enter.
   • Example of resulting formula: =[SourceWorkbook.xlsx]Sheet1!A1
   • When the source workbook is closed, the formula changes to include the full file path: ='C:\Users\Documents\[SourceWorkbook.xlsx]Sheet1'!A1
3. Linking External Data Sources
   • Use Power Query or Data Connections to link with external databases, web data, or other sources.

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Steps to Link Data

1. Within the Same Workbook
   • Go to the target cell, type =, and select the source cell. Press Enter.
2. Between Workbooks
   • Open both workbooks.
   • In the destination workbook, navigate to the cell where you want the linked data.
   • Type =, switch to the source workbook, select the cell, and press Enter.
3. Using Named Ranges for Links
   • Name a range in the source sheet (e.g., SalesData).
   • In the target workbook, use =SalesData to link directly to the range.

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Example Use Case

Scenario: You have monthly sales data in a file named January.xlsx and want to display its total in a summary file.
Steps:

1. Open January.xlsx and the summary workbook.
2. In the summary file, select a cell and type: =[January.xlsx]Sheet1!B10
3. Press Enter. Now, any changes in B10 of January.xlsx reflect in the summary workbook.

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Best Practices

1. Ensure Workbooks Stay in the Same Location: If files are moved, update the links.
2. Use Named Ranges: They make formulas easier to read and manage.
3. Check for Broken Links: Use Data > Edit Links to fix or update broken links.

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