Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Microsoft 365. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Totaling Across Worksheets.

Totaling Across Worksheets

Written by Allen Wyatt (last updated December 21, 2019)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, and Excel in Microsoft 365


1

Referring to ranges of cells is one of the very basic skills necessary to effectively use Excel. As you start to create ever-more-complex formulas, you may wonder if there is a way to refer, in a range reference, to a "stack" of cells on multiple worksheets, the same as you can refer to rows or columns on the current worksheet. For instance, the following formula is a way to refer to all cells in column B:

=SUM(B:B)

Note that you don't have to provide a starting or ending row; you just have to provide the column name. You can likewise do the same thing for row references. The following refers to the range of all cells in row 3:

=SUM(3:3)

The problem with referencing all the cells in a set position across a range of worksheets is that there is no unique "collection name" to apply to cells in that position. For instance, rows have numbers and columns have letters. "Stacks" of cells across worksheets don't have a comparable name.

The only way, then, that you can refer to the same cell across a range of worksheets is the rather explicit way that Microsoft dictates. For instance, the following refers to the range at cell D5 across three sheets:

=SUM(Sheet1:Sheet3!D5)

Understanding that sheets must be named in the range, you can include an ever-expanding range by simply making sure that you only add new worksheets between the beginning and ending sheets specified in your formula.

As an example, let's assume that you have a template for an invoice, and that your workbook contains all the invoices you have created this year. Further, each invoice has a total at cell F15. If you want a summary worksheet that shows a total for all invoices, all you need to do is make sure that your first invoice is the first worksheet in your workbook, that your invoice template is the second to last, and that your summary worksheet is the last one in the workbook. In this way, your formula could be something like:

=SUM(Inv01001:InvTemplate!F15)

Whenever you need to add a new invoice, simply make sure it is added immediately before the invoice template. Your invoices remain in order, and your formula always returns the correct total.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9047) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Microsoft 365. You can find a version of this tip for the older menu interface of Excel here: Totaling Across Worksheets.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Upside-Down Text with PostScript

Got a printer that understands PostScript? You can use some simple PostScript coding to turn text completely upside down ...

Discover More

Automatically Capitalizing Day Names

Type the name of any of the seven days into your document, and Word automatically makes sure it is capitalized. This is ...

Discover More

Setting Default Options for Track Changes

The Track changes feature in Word is a great help in editing documents, particularly if you are working with others or ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (ribbon)

Identifying Values that Don't Follow a Specific Pattern

When you store textual information in a worksheet, it can be helpful to figure out if that information follows a pattern ...

Discover More

Understanding Scope for Named Ranges

When you add a named range to a worksheet, you can specify if you want that named range to apply to the workbook or only ...

Discover More

Counting Precedents and Dependents

Do you need to know how many precedents or dependents there are on a worksheet? You could count them manually, or you ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 + 4?

2019-12-24 11:28:56

Joel Courtheyn

I've even managed to calculate weighted averages of data across worksheets, however with the use of user defined functions !
Someone who is interested in that may contact me.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.