Replacing a Workbook

You can replace a workbook associated with a report by selecting a different Excel workbook file. All of the links to the original workbook will now refer to the new workbook instead. Some examples of when this is useful:

You create a new report by copying an existing report, and want to use a different workbook with the new report.

You want to use the data in different workbook files to print different versions of the same report.

You want to use an existing report with new data, but want to preserve the old data in the original workbook file.

Important: Workbook Structure Must Match

Please Note: When you replace a workbook, the new workbook must duplicate the structure of the relevant sections in the old workbook.

The new workbook must have the same worksheet names, range names, range addresses, and cell addresses that are used in the links to the old workbook, and the correct data for the links must be in the same locations. If the new workbook does not duplicate the structure of the linked sections in the old workbook, then the revised links will point to the wrong data, or will return errors instead of data.

Planning Ahead

If you're planning in advance to use the replace workbook feature, here are three simple ways to insure that the relevant structure in the old and new workbooks is identical:

Create the new workbook by copying the old workbook.

Use an Excel template to create the two workbooks.

Copy the linked worksheets from the old workbook to the new workbook.

Step-by-Step Instructions

To replace a workbook, follow these steps:

In the Manage Workbook List Dialog Box, click on the workbook that you want to replace.

Click on the Replace Button. A standard File Open Dialog Box will appear.

Use the dialog box to select the new workbook. When you click on the Open Button, the dialog box will close, the links will be updated, and you will return to the Manage Workbook List Dialog Box. You'll see the new workbook file in the workbook list.