Creating hyperlinked index sheets in Excel
Hyperlinked index sheets are useful tools for speeding up and simplifying navigation in large Excel files.
It is recommended that you use separate sheets for separate sections of your Excel file. This means you should have separate sheets for instructions, entries, data, reports, dashboards, validations, and jobs.
This can lead to a large number of sheets, and the more you have, the harder it is to navigate through them all.
In these situations, it is useful to have an index sheet, with hyperlinks to all the other sheets, to speed up and simplify navigation through the file. On each sheet, you can also have a hyperlink to the index sheet.
Creating a hyperlink is a manual process that takes a few clicks, and manual hyperlinks may break if the name of the sheet changes.
I’ll share a way to create a flexible index sheet, starting with non-hyperlinked solutions.
Creating a formula linked to another sheet is quick and easy. Combine that with a keyboard shortcut and you have a robust alternative to hyperlinks.
With a selected cell that is linked to another sheet or another cell in the current sheet, you can press Ctrl + [ to jump to that cell. To return, you press the F5 function key, then press Enter.
This return shortcut also works for the hyperlinks that follow. These shortcuts are also useful when reviewing formulas.
You can right-click the navigation arrows on the left on the sheet tabs at the bottom, left of the Excel screen, as shown in Figure 1.
When you right-click, a list of all the sheets is displayed, as seen in Figure 2.
In older versions of Excel, the list may only show the first 10 sheets.
You can create flexible hyperlinks using inputs and the HYPERLINK function. This function can be applied elsewhere to include hyperlinks with instructions and standard procedures.
The HYPERLINK function is not easy to use, but it can be simplified with a trick. Figure 3 has a table we will use to create an index sheet for a file.
Columns A and B have data entries. If a sheet name changes, you need to update the name in column A. Changing either the sheet name or the cell reference adjusts the hyperlink destination in column C.
As you can see from row 12, you can even create a hyperlink to a range. Column C contains the HYPERLINK function.
The formula in cell C4, which has been copied down, is:
The # symbol at the front is the trick to making this work. This symbol makes the sheet or cell reference easier to create.
The HYPERLINK function in cell C4 requires the following text string in its first argument to create the hyperlink:
The single inverted commas must enclose any sheet name that includes a space.
The text in the second argument of the HYPERLINK function has the text that is displayed in the cell. The text will be automatically underlined like a normal hyperlink.
Being able to specify the sheet name and the cell or range reference gives you the flexibility to link to anywhere in the file.
If you specify a hidden sheet name, nothing happens when you click the hyperlink. If the sheet name is wrong, then the error message in Figure 4 displays.
Sheet name changes
You can extract a sheet name using a formula. Instead of typing the name in the index sheet, you have a couple of options.
You could create a formula in the destination sheet that extracts the sheet name formula. You can then link to that cell from the index sheet. When the name changes, the formula automatically updates the index sheet.
Alternatively, you could enter the sheet name formula in the index sheet and link to a cell in the destination sheet. This will extract the destination sheet name. The downside of this technique is that the formula becomes quite long.
I have provided examples of both formulas later in this article.
In practical terms, there are currently two versions of Excel.
1. The subscription version, called Microsoft 365 or Excel 365, which has lots of new features.
2. All the older versions, which will not be updated with the new features.
Below are two versions of each of the two formulas mentioned above, one for the subscription version and one for every other version of Excel.
Destination sheet formulas
These are entered in any cell in the destination sheet. The same formula works no matter which sheet or cell you enter it into.
= RIGHT (CELL (“filename”, A1), LEN (CELL (“filename”, A1)) – SEARCH (“]”, CELL (“filename”, A1)))
After creating a formula, you can copy and paste it into the other sheets. Once these formulas are in the destination sheets, you can link them from the index sheet. This captures the name of the sheet on the index sheet.
Index Sheet Formulas
The formulas to enter in the index sheet are the same as above, but they refer to another sheet, the destination sheet. In the examples below I have used cell A1 in the instruction sheet.
= LET (c, CELL (“filename”, Instructions! $ A $ 1), RIGHT (c, LEN (c) -SEARCH (“]”, c)))
Formula all versions
= RIGHT (CELL (“filename”, Instructions! $ A $ 1), LEN (CELL (“filename”, Instructions! $ A $ 1)) – SEA RCH (“]”, CELL (“filename” , Instructions! $ A $ 1)))
You will need to create this formula for each sheet whose name you want to automatically update in the index sheet.
Earlier I suggested including a hyperlink to the index sheet in all other sheets. One way to do this is to use an image. Excel has access to many types of images in the Insert tab and the Illustrations section.
Let’s say we want to use a boomerang icon to symbolize “flip” or “come back”. We can add the icon to the sheet, right click on the icon and choose Link. This is also how you create a standard link in a cell. The keyboard shortcut for inserting a hyperlink is Ctrl + k.
As shown on the Figure 5, click the Place in this document icon on the left, choose the index sheet, and click OK.
Clicking on the boomerang icon will now take you back to the index sheet. Once created you can copy and paste this icon to other sheets and the link will work. This link will break if the index sheet is renamed.
Entering a formula in each sheet
In the video associated with this article, I am sharing a technique that can speed up entering the destination formula. The technique can also be used for other tasks and allows you to quickly enter the same formula into the same cell on every sheet (or selected sheets) in a file.
The accompanying video and Excel file will be detailed to illustrate these techniques.
Neale Blackwood CPA manages A4 Accounting, offering Excel training, webinars and consulting services. Questions can be sent to [email protected]