How to Use Date Functions and Date Formatting in Excel

In this lesson, I respond to two recent requests from viewers for help in Using DATE Functions in Excel and also, how to apply Custom Date Formatting. I get similar requests on a frequent basis from both viewers and clients.

Solve Problem #1 

My first viewer wants help in using the DATE() Function in Excel. She wants to calculate a date that is 90 days after the starting date for a project. She encountered two problems

  1. Initially, the DATE() Function produced and error – because she forgot to ‘nest” the YEAR(), MONTH()+9, DAY() Functions inside the DATE() Function.
  2. She was not expecting a date to be filled in the formulas column when there was no starting date for the project – She needed to include an IF() function to perform a LOGICAL TEST – Does  the Starting Date = 0, Value if TURE, ” ” (to display nothing), Value if FALSE – to perform the calculation.
Excel Custom Date Formats

Excel Custom Date Formats

Solve Problem #2

My second viewer wanted my help to ensure that the date values that he “pasted” into a range of cells were in the (Custom) format of “yyyy-mm-dd” (Year, Month, Date).

In this case, we need to take two steps:

  1. Format the destination cells using the CUSTOM FORMAT of yyyy-mm-dd that we create.
  2. After “Pasting” the Copied Cells, use the “Paste Options” dialog box to select – “Match Destination Formatting.”

I also demonstrate how to use the NETWORKDAYS() Function and the WORKDAY() Function – with an optional list of “Holidays” to exclude. And, finally, I show you the “pitfalls” that occur when you import a “text” file of dates that use a variety of formats. In order to perform DATE calculations, a date must be stored as a NUMBER in Excel. It must be right-aligned in the cell.

You can watch this Excel Video Lesson in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcel – by clicking this link.

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How to Use Conditional Formatting to Compare Two Excel Lists

Clients and viewers frequently ask me to help them to compare two differeny lists in Excel. They want to find – or highlight – the values that are different in each list. For example, which customers appear in the 1st list but NOT in the 2nd list. So, I created this video lesson to demonstrate how to do this with Conditional Formatting.

In an earlier Excel Video Lesson, I demonstrated how to compare two Excel lists using either the MATCH() Function or the VLOOKUP() Function.

Conditional Formatting Rule

Conditional Formatting Rule

Use Conditional Formatting

I demonstrate how to use Conditional Formatting to Highlight the Cell Values that are different when you compare two Excel Lists. I will use a “New Rule with a Formula” that must return the answer TRUE, to trigger the special formatting.

In Conditional Formatting, you first establish a “condition” that can be answered as either TRUE or FALSE. Then, for those cells where the answer to the condition is TRUE. the special “cell formatting” that you chose will apply.

In this lesson we will be using this Formula: =COUNTIF(List 2, 1st cell in List 1) = 0.

Steps to follow:

  1. Select the cells that you want the Conditional Formatting to apply to- in our example List 1.
  2. On the Home Tab of the Ribbon, click the Conditional Formatting arrow and select New Rule.
  3. Select New Rule – “Use a Formula to determine which cells to format.”
  4. Enter the formula – e.g. =COUNTIF(Range, Criteria) = 0 where the “Range” is the list of values in List 2 (Absolute Reference) and the “Criteria” is the 1st cell reference in List 1 (Relative Reference).
  5. Choose the Format for the cells when the condition is met – the result is TRUE. In this example, I choose to “FILL” the cells with a Blue background color.

Want to watch this video in High Definition, Full-Screen Mode? Click here to go to my YouTube Channel, DannyRocksExcels

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How to Calculate Overtime and Standard Hours Worked on a Time Card in Excel

One of my viewers asked me to show him how to calculate the number of hours worked each day – separated by standard hours and by overtime hours. He, like many Excel users, is frustrated when performing calculations involving time. They create a standard formula, but the results are not what they were expecting. In most cases, this is because of the need to FORMAT the cells that contain calculations to accommodate Excel’s logic.

Excel Time Card

Excel Time Card

Time Functions and Formats

In this lesson, I demonstrate the following functions and formats:

  • The =TIME() Function requires three arguments (Hours, Minutes, Seconds). In this example, I use =TIME(8,0,0) in a cell to represent the Standard Hours Worked each day – i.e. 8 hours.
  • The CUSTOM Format h:mm to format the cells that contain the results of time calculations (Total Hours Worked each day, Regular and Overtime Hours Worked each day).
  • The CUSTOM Format [h]:mm to format the cells that contain the results of SUM() for the Total Hours, Regular and Overtime Hours Worked each WEEK – i.e. Hours that exceed 24 hours
  • The Formula =SUM(Overtime Hours Worked this week) * 24 to gives me the NUMBER equivalent – Remember to format this cell as a NUMBER – not as [h]:mm,  so that you can multiply it by the cell that contains the Hourly Rate that you pay for either Regular Hours or Overtime Hours.

How Time is Stored vs. How Time is Displayed

Remember to distinguish between what Excel Stores as a calculation and how Excel Displays the result of a calculation. This is especially important with TIME and DATE Calculations in Excel.

You can view this lesson in High Defintion, Full Screen Mode on my YouTube Channel – DannyRocksExcels – by clicking this link.

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How to Use Database Functions for Excel Tables and Lists

Database Functions include DSUM, DAVERAGE, DCOUNT. They are easy to use. You can use them with your Excel Tables and Lists. You use Database Functions to return the results (Sum, Average, Count, etc.) that you get from a Filter – or in this case, The Criteria.

Database Functions

Database Functions

Database Function Arguments

Each Database Function uses the same three required arguments:

  1.  
    1. Database. The Range that begins with your Data Set Labels and includes each column and each row in the database range. I prefer to use a “Named Range” for this argument.
  2. Field. The reference to the Field Label for the field that you wish to calculate (Sum, Count, Average, etc.) There are three ways to refer to this label: (Click on the cell with the label, use a column reference number (1,2,3, etc.) counting from Left to Right, type the “Label Name” inside ” ” quotation marks.
  3. Criteria. The Criteria Range that includes the Column Label for the criteria and the cells that contain the values or formulas you are using as your criteria.

It takes only a few minutes to set up your “Excel Dashboard” for the Criteria Range and your Results (e.g., the sum of the values in the field that match your criteria.) Change a value in your criteria and your results update automatically.

Filtering Data in Excel

If you use a structured data set in Excel, you probably use AutoFilters or Advanced Filters. Use Database Functions to “capture” the totals, averages, and counts of those queries.

If you need to review or learn how to apply Filters to data in Excel, watch these two lessons:

Click here to watch this video in High Definition at DannyRocksExcels on YouTube.

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How to Apply Criteria for Advanced Filters in Excel

You want to use Excel to do more than just store data. You want to use Excel Filters in order to get information from your data set. In order to Filter the data, you need to create and apply criteria.

Options for Filtering Data:

Advanced Filter Dialog Box

Advanced Filtering

  • Use the built-in AutoFilters – And, starting with Excel 2007 these include “Natural Language Filters!”
  • Use the Advanced Filter Dialog Box and your own Criteria Range – that is what I demonstrate in this lesson.

Now – since Excel 2007 – that the built-in filters include Date Filters, Text Filters and Number Filters, I do not use the Advanced Filter as much as in the past. However, there are at least two “must have” reasons to use Advanced Filters:

  1. To use “Calculated Field” criteria for your filters – e.g. to create a filter from a field that is not in your data set.
  2. To extract “Unique Records” that meet your criteria – and to copy them to another location.

I demonstrate both of these “must haves” in this video lesson.

How to Create an Advanced Filter

  1. Begin by inserting several blank rows above your Excel Data Set. These new rows will be used for your Criteria Range.
  2. Copy the Data Labels to the top row of your new Criteria Range. I like to link these with a formula – e.g. =A8 to maintain consistency with the Data Labels.
  3. Type or copy the values, comparison operators or formulas for your criteria in the row(s) below your criteria labels.
  4. Go to the Data Tab on the Ribbon and choose the Advanced Filter Command and use the Dialog Box Options.

Distinguish “OR” criteria from “AND” criteria

  • “OR” criteria use separate rows in your criteria range. You are selecting the records that match one OR more criteria.
  • “AND” criteria are written on the SAME ROW. You are filtering for records that match ALL the criteria on that row of your criteria range.

Computed Criteria in Filters

With Advanced Filters, you can use Computed Criteria for your filters. The formula must return a value that is either TRUE or FALSE. And the Label for your computed criteria CANNOT be the same as the labels in your data set.

In this lesson I show you how to filter for Invoices that have been paid – but paid “late” – after the “due date.”

Extract Unique Records with Advanced Filter

I show you how to copy the unique records – your list of customers – to a new worksheet. This is a great tip that I picked up by reading John Walkenbach’s books! Watch the video to see how this is done.

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How to Outline an Excel Worksheet

Many Excel worksheets – e.g. Budgets and Sales Reports – can be improved by applying an Outline. With an Outline, you can switch your focus between looking at the “big picture” and examining the details. An outline is especially useful when you are presenting numbers “interactively.” For example, when you are using a Projector and Screen to present Quarterly Sales Results during a meeting.

Outline Commands
Outline Commands

If you have set up your Excel worksheet in a “hierarchical” structure – SUMs at the bottom and to the right of each category, creating an outline is simple:

Create the Outline

  • Select a single cell in the worksheet.
  • On the Data Tab of the Ribbon (Excel 2007) go to Group – Auto Outline.
  • You now see the Outline Symbols “+ and -” above each column and to the left of each row. Depending on your data, you will also see numbers that represent the “level” of Outlining available.

Examine the Formulas

When a client sends me an Excel worksheet, one of the first steps that I take is to find all of the cells that contain formulas. A quick way to do this is with the F5 Keyboard Shortcut. This opens the “Go To” Dialog Box. Choose “Special” and then select “Formulas.” Now, all of the cells that contain Formulas are highlighted. If everything is correctly organized, then I apply the “Auto Outline” command to the worksheet.

Keyboard Shortcuts

Use the Ctrl + 8 keyboard shortcut to “toggle” between Hiding and Displaying the Outline Symbols. This is a great tip to learn – you still have the Outline, but your screen looks cleaner. And … I guarantee that several people in your audience will ask you “How did you do that?”

Custom Views

During the video lesson, I also show you how and why to apply Custom Views to your Outlines. A Custom View allows you to quickly display a different perspectives of your data. Set them up in advance – it is almost like having a PowerPoint slide presentation inside your Excel worksheet outline!

You can watch this Excel video lesson in High Definition, Full Screen mode on my DannyRocksExcels YouTube channel.

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How to Filter Excel Data and Save Custom Views

With an Excel data set, you rarely want to view all of the records – hundreds or thousands of records. Rather, you want to view a subset of the data – e.g. Sales of Laptop Computers in June sold by Bob. To do this, you create and apply filters. A filter is similar to a query – you are asking a question and getting the answer – information – from your data. If this is a question that you ask frequently, you can save the filter as a Custom View.

Filter Types in Excel

Filter Types

In Excel 2007, filtering has been greatly improved with the introduction of Date Filters, Text Filters and Number Filters. Now it is easy to find the sales for “last week,” or the invoices that will be due “next month,” etc. These new filter types – also available in Access 2007 – allow you get better information quicker from your data set.

Top 10 and Above Average Filters

In this lesson, I also demonstrate how to use the “Top 10” filter. You can also use the new “Above Average” and “Below Average” number filters to quickly find your best performers.

Create Custom Views

There is one “frustration” with Custom Views: If you use Tables in Excel 2007, you cannot use a Custom View. In fact, all Custom Views are disabled if you have a Table on any worksheet in your Excel Workbook.

You can learn more about filtering in Excel – click here to watch my video on Using Advanced Filters in Excel.

Want to watch this video in High Definition, Full-screen Mode? Click here to go to my DannyRocksExcels Channel on YouTube.

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Using the Built-in Excel Data Form to Edit, Enter and View Records

Data Form in Excel

Data Form

Excel has a built-in Data Form which is very useful for viewing all of the fields (up to 32 of them) associated with a single record. When you have lots of “Fields” in your “Data Set” and you do not want to do a lot of horizontal scrolling to view or edit the values in the cells, use this Data Form.

There is a limit of 32 fields when using Excel’s built-in Data Form.

Customize the Quick Access Toolbar

However, it does not appear as a Ribbon Command in Excel 2007. To use the Data Form add the Form Command to your Quick Access Toolbar (QAT) – I show you how to do this in the video.

Personally, I do not recommend the Excel Data Form for entering new records in your data set. I like to add Data Validation drop-down lists to ensure data integrity and this feature is not available in the Data Form. However, you can use Criteria to quickly find records for viewing and editing in the form.

Filtering Data with the Data Form

I give you a brief introduction to some of the new filtering options available in Excel 2007. I will cover this in greater detail in another lesson.

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Working with Multiple Worksheets in Excel

The 50 Best Tips

The 50 Best

In this video lesson, I share my tips for maintaining a consistent look when working with multiple worksheets in Excel. I will demonstrate how to:

  • Group multiple worksheets for editing
  • Make a copy of an Excel worksheet
  • Use the Fill Across Worksheet tool – to update Contents or Formats or Both – for a Group of worksheets

In a professional setting, it is important to make a consistent presentation of your Excel worksheets. You want each worksheet in the group to use the same formatting styles, headers and formulas. The tips that I demonstrate will definitely save you time and help you to maintain a consistent look.

Click here to watch this video in High Definition, Full Screen mode on my DannyRocksExcels YouTube Channel.

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Learn How to Use Date Functions in Excel

Excel has a group of functions that help you to calculate dates. For example, the number of days between two dates or the date on which an invoice will be payable.

This is the second in my series of lessons where I demonstrate how to enter and calculate dates and times in Excel. Here is the link to part one.

Excel Tip List

Excel DVD Tips

The date functions that I demonstrate on this video are:

  • TODAY()
  • NOW()
  • DATE()
  • DATEVALUE()
  • WORKDAY()
  • NETWORKDAYS()
  • EOMONTH()

The last three date functions require you to activate the Analysis ToolPak Add-in. You will also learn some valuable and time saving keyboard shortcuts.

You can watch this video in High Definition, Full Screen Mode on my YouTube Channel – DannyRocksExcels

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