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Quickly move data to another workbook without copy and paste

Excel offers a fast, convenient way to transport data from one workbook to another. Here's a look at this simple technique.

Let's say you keep all records for your clients for the Philadelphia region in one Excel workbook. The first worksheet lists the company name, address, and contact name and title. The second worksheet keeps a record of the clients' sales transactions. You would like to use the information in the Excel workbook to send weekly reminders of weekly promotions to your clients. However, you don't want the marketing staff to work with the same workbook as the sales staff. Using Excel's worksheet copy/move feature, you can quickly create a workbook that contains only the information needed to address your weekly promotional mailings. Follow these steps:

  1. Open the workbook containing the customer data.
  2. Right-click the first worksheet tab.
  3. Select Move Or Copy from the shortcut menu (Figure A).

Figure A

move or copy

  1. Click the To Book drop-down list and select (new book).
  2. Select the Create A Copy check box (Figure B) and click OK.

Figure B

create a copy

Excel creates a new workbook (Book1) and copies the data from the first worksheet to Sheet 1 of the new book. Save the new workbook as Mailing Lists.

To add another list of clients from another workbook — say, one containing records on customers from Cherry Hill, NJ — follow these steps:

  1. Open the Mailing Lists workbook.
  2. Open the second workbook containing the customer address listing for Cherry Hill on Sheet 1.
  3. Right-click the Sheet 1 tab.
  4. Click Move Or Copy from the shortcut menu.
  5. Click the To Book drop-down list and select Mailing Lists.
  6. From the Before Sheet list box, select (move to end).
  7. Select the Create A Copy check box (Figure C) and click OK.

Figure C

move to existing sheet


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