How to Track Training Records With Excel

By Terri H. Weisser

You have been asked to start keeping track of training events for your company. Regardless of the size of your organization, accurate training records are essential and a benefit to everyone. Microsoft Office Excel is an easy and efficient way to track training information. By taking advantage of workbook functionality you are provided the flexibility to organize the records the way you need them, when you need them.

Things You'll Need

  • Microsoft Excel -- any version
  • Training data to be tracked

Set Up Training Record Workbook

Step 1

Click the "File" drop-down menu then "New" and select "Blank Workbook" to create an empty workbook.

Step 2

Across row "1", starting in cell "A", enter headings for the information you need to track.

Step 3

Enter training information--one new row for each training event and each person to track. (For example, if Bob Smith attended two training classes, there would be two rows of information for him.)

Step 4

Click the "File" drop-down menu then "Save" to save your work. (Remember to do this periodically while entering training records.)

Step 5

Click the "Data" drop-down menu then "Sort" to organize your training records based on your requirements. NOTE: Be certain to select the radio button for "My data range has Header row."

Step 6

Save the organized workbook.

Tips & Warnings

  • The information to track will vary with each situation, but some recommendations include last name, first name, email address, phone number, training course, training date and next training date. If you are tracking training events for employees, you may want to include additional information such as manager, department, extension, training cost and training location.
  • The "Sort" step can be performed multiple times and as often as needed. Why is this helpful? Sort the list by the next training date to create reminder emails. Sort the list by manager to notify of completed training. The possibilities are endless and you are only limited by your creativity.
  • When using the "Sort" feature, remember that you can always select the "Undo" option if the sort did not produce the desired results. Just save your work frequently and work with the data until you have it organized in the best format to suit your needs.