How to Create an Employee Calendar in Excel

By Filonia LeChat

Make the most of work force productivity and keep employees aware of their upcoming schedules by creating a staffing calendar in Excel. Excel, the spreadsheet component of the Microsoft Office Suite, offers a quick way to design at-a-glance information so you'll be able to track who's on vacation, where to beef up personnel and how many hours of payroll are accrued each month. With a few clicks in Microsoft Excel, you'll be ready to plot staff schedules.

Step 1

Open Microsoft Excel. The software automatically defaults a new, blank spreadsheet page to the screen.

Step 2

Click into the first cell, A1, on the spreadsheet. Type the name of the company and "Employee Calendar" or "Employee Schedule." The words will overflow the A1 cell. Highlight the words and use the options in the "Font" section of the ribbon/toolbar at the top of the screen to enlarge the calendar title, change its color and switch fonts.

Step 3

Click into the third cell of the first column, A3. Type an employee's name.

Step 4

Press the "Enter" key on the keyboard to drop to the next cell, A4, and type another employee's name. Continue typing and pressing "Enter" until all employees for the calendar are entered in the "A" column.

Step 5

Click into the second cell of the second column, B2. Type the first schedule item, such as "Monday" or "January 1."

Step 6

Press the "Tab" key on the keyboard to move one cell over to the right into C2. Type the next schedule item, such as "Tuesday" or "January 2." Continue typing and pressing "Tab" until all entries to track are on the calendar.

Step 7

Highlight all the cells in the second row. Click the "B" icon on the "Font" section of the ribbon/toolbar to put the cells in bold.

Step 8

Highlight all of the employee names in the "A" column. Click the "B" icon to put the names in bold.

Step 9

Click the "File" tab and select "Save As." Type "CalendarTemplate" in the "File name" box and click "Save" to save the calendar.

Step 10

Add entries to the calendar, such as an "X" in the row of an employee working Monday, Tuesday and Thursday or certain dates of the month.

Step 11

Fill the calendar and click the "File" tab. Select "Save As." Type a new name for the calendar to protect the template to use again in the future, and click the "Save" button.