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  Question Asked By: Emily Diaz   on Oct 13 In MS Office Category.

  
Question Answered By: Sadie Black   on Oct 13

We do this quite frequently; we have an index &
metrics file that mines data  from ~50 workbooks  in
different locations on different company servers.
In the first column is the file name, and then
subsequent columns are the cells we are mining.
Ex. –
First row is header row.
Second row - Cell A2 would be filename ABC.xls
B2 formula would be
=’servernam\dir1\subdir\folder1\subfolder1\[ABC.xls]Sheet1`!$C$12
C2 formula would be
=’servernam\dir1\subdir\folder1\subfolder1\[ABC.xls]Sheet1`!$C$13

Cell A3 would be filename DEF.xls
B3 formula would be
=’servernam\dir1\subdir\folder1\subfolder1\[DEF.xls]Sheet1`!$C$12
C3 formula would be
=’servernam\dir1\subdir\folder1\subfolder1\[DEF.xls]Sheet1`!$C$13

The easiest method to start would be create your index
sheet, open the first workbook, copy the cell from the
source workbook, select the destination cell, Paste
Special…, select Paste Link, then copy this formula &
find/replace as required.

The path must be enclosed in tic marks (`) with the
file name enclosed in brackets ([]). I use the ($)
anchor preceding both the column & row of the cell ID
so I can copy the formula in the index then do
find/replace.

It takes a while to set up, but then it is just a
matter of maintenance. When you open the file, it
will ask if you want to update, if you select yes it
may take some time. If you select no, it will open
with the data last saved. Then you can go to Edit,
Links, & scroll to the file you want to update. Or if
you want to update all at this time, just press [Ctrl]
+ A to select all.

NOTE: the data retrieved is static, i.e. if you are
mining a calculated value it will be the value of the
source file last saved. If that value is changing,
such as time, it will not reflect until the source
file is opened and saved, and then your index links
must be updated.

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