How to print class schedule in excel step by step. Creating a calendar in Microsoft Excel

19.03.2023

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And now it's time to move on to creating lists. Lists in Excel can be very different: in the form of lists, you can draw up plans, schedules, plans for the future, product catalogs, contact details of partners, customers, just acquaintances. In the form of Excel lists, you can store phone numbers, favorite sites, book titles.

Let's do a little practical work: make an abstract schedule for now. Write in a cell A1 word date, in cell B1 word Day, in cell C1: Topic of the lesson , in cell D1: Teacher . Please note: some of the contents of the cells C1 And D1 does not fit within the boundaries of the cells, but crawls to the next cell. And the contents of the cell D1 overlaps what is entered in the cell C1. It's okay: everything that is in the cell C1, you can still see if you make it active: the content is displayed in formula bar (above the table). In order for the contents to be visible in the table, you need to expand column borders: to do this, move the mouse to the border between the column designations (between the letters C And D), and when the cursor changes to a double-sided arrow, press the left mouse button and move this border. Expand column like this C and column D to fit everything.

Keep filling out Excel spreadsheet. into cells A2 some date, for example, 01/14/13, and press on the keyboard Enter. Please note: the date has been transformed, the inscription has become like this: 14.01.2013 . This is because the cell format has changed to become a date format. We'll look at formats later. The most interesting thing is that you don’t need to fill in the rest of the dates in the cells: make this cell active again, hover over the dot in the lower right corner of the frame, and when the cursor turns into a small cross, press the left mouse button and drag down. Dates appear below: 15.01.2013, 16.01.2013 and so on, in ascending order. Moreover, if you continue to pull further, you will find that after 31.01.2013 goes 01.02.2013 , that is, there is an automatic transition to another month. Thus, you do not need to calculate how many days are in a month, you do not need to look at - the program will do everything for you.

A logical question arises - what if you need the same date in all cells? This is very simple: you write this date in two cells, then select both cells at once, and then drag the black dot in the lower right corner of the frame down. All dates will be the same.

Now write in the cells B2, B3, B4, B5, B6, B7, B8 respectively Mon, Tue, Wed, Thu, Fri, Sat, Sun . Select these cells all at once, then right-click and select Copy. Now make the cell active B9, right-click and select Insert .

In column C write in the cells the names of the topics of the classes, and in the column D- Names of teachers. Come up with something, rely on your imagination. It is not necessary to fill in all cells, do it selectively. You can copy the contents of the cells and put them in new places: after all, classes and teachers in the schedule can be repeated! For example, in cells C3 And D3 write: Mathematics, Ivanov . Select both of these cells at once, then right-click, select Copy, then select some cell in the column C, for example, a cell C5, right click, select Insert .

The schedule is ready, and it remains only to bring it into proper form. By the same principle and with the help of the same operations, anylists in excel: lists of sites, purchases, books, plans, addresses, partners, clients, acquaintances and so on.

You can get more detailed information in the sections "All courses" and "Utility", which can be accessed through the top menu of the site. In these sections, the articles are grouped by subject into blocks containing the most detailed (as far as possible) information on various topics.

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It is gratifying that Microsoft Corporation is doing its best to meet us, providing absolutely free access to its office products for mobile devices. Therefore, you can use the powerful Excel toolkit quite conveniently on your tall iPhone, iPad and large Android gadgets.

Don't forget that the suggested templates can be customized to suit your needs, as well as printed if you prefer paper to the screen. But before you take on the adjustments, read about, and work in Excel. With such a wealth of knowledge, this mighty monster is not afraid of you!

1. List of tasks

Even the brightest head with a clear mind and a solid memory will fail one day, and you will forget something. It’s good if it’s buying fish food, wishing your mother-in-law a Happy Mother’s Day, or watering your significant other’s violets. They will gurgle, hiss and croak, and your conscience will remain clear. But what if you do not pay for the essential item - the Internet? You will be ashamed to look at yourself in the mirror. And on that ill-fated day, you will break down and promise to make to-do lists. In the meantime, you will be tormented by the choice among, try to start with a simple one.

Assign tasks, set their priority, set a deadline, choose a responsible person, monitor progress and leave notes without leaving Excel. The template is already configured for quick sorting by date, importance, status, and other parameters.

2. Travel budget

Theoretically, even the most unrealistic (and at the same time full-fledged) trip can do without any financial investment on your part. To do this, you need to enlist support for, find free places to visit and work a little for. Such successes accompany only seasoned travelers with a fair amount of luck. Although there is something to hide, even they have to look for a couple of coins for a call in order to report to their mother about their health. Therefore, any movement outside the boundaries of the place of residence is accompanied by preliminary planning and budgeting. And so that you do not have to dirty sheets of paper and endlessly twist and turn the numbers, we suggest turning to for help.

In addition to the calculation itself, the template can display the estimated expenses in the form of a pie chart. Breaking down the money into categories in percentage terms will make it clear which item of expenditure is the most voracious.

3. Inventory list

What unites a fire, a flood, theft and the arrival of relatives to visit "for a week"? That's right, a high probability of losing the integrity of your property.

Such is human nature that the toad strangles not for the mere fact of losing your grandmother's socks, but for the fact that you generally cannot remember all your accumulated belongings. In such unfavorable situations, it will help you out. And in addition to it, it will not be superfluous to take a picture of your mansions with all the contents.

Putting aside the jokes, you can advise the template to those people who rent out housing. When accepting guests for a long period of settlement, do not forget to acquaint them with the inventory act against signature. It will serve you in good stead when evicting tenants.

4. Contact list

No matter how hard technical progress tries, it is not able to defeat the “dinosaurs” who do not want to know about the existence of convenient tools for organizing your contacts. Diaries, notebooks and just scraps of paper - they all. Usually in such cases they say that the humpbacked grave will fix it (hello, wife!). But let's not give up and find a compromise option -.

An email list of your contacts is good for at least two reasons: it's easy to share and easy to sort with Excel. Therefore, it will not be superfluous to have his backup option, even for those who completely trust.

5. Gantt Chart

The good Russian tradition of shaking hands, skipping the advance, relaxing and doing the work the night before the reporting day is a rather risky business technique that significantly affects quality. Only planning, breaking down tasks into stages and sticking to a schedule can save your reputation.

A Gantt chart is a popular type of bar charts (bar charts) that is used to illustrate a plan, a schedule of work for a project.

Of course, the power of Excel allows you to create these very . Their forte is visibility and accessibility.

And even if you don’t have your own business, try planning repairs in your apartment, preparing for admission, or using the Gantt method. You will appreciate the power of the tool.

6. Family tree

The crown of the wedding celebration - scuffle - will go according to the correct scenario only if you clearly divide the opposing sides into “ours” and “them”. And not only alcohol, but also banal ignorance of your relatives can prevent you from understanding the situation.

Of course, the reason for creating is not the best one, there are much more. If the template doesn't make sense to you, switch to the Example sheet, which shows the Kennedy family tree.

7. Duty schedule

"Memory gaps" have been with humanity since the beginning of the distribution of duties. The disease is especially characteristic of childhood. It is the little ones who, more often than their mothers and fathers, forget to wash the dishes, put away toys and take out the trash. The disease is treated without the use of medications: it is enough to print out a weekly one and write under it the alleged punitive measures.

Enter the names of the household in the cells of the template, distributing the work by day of the week before and after noon. And do not forget to hang the printout on the most popular place in the apartment - the refrigerator. Now no one will refer to their forgetfulness.

8. Maintenance log

One day, after many years of car operation, you may get the impression that not a single native part is left in the car. In addition to the janitor, of course - he is holy and inviolable. Is it really? An answer can only be obtained if you have made it a habit to write down each act of its maintenance in a special one. In addition, the template provides the ability to calculate the total amount of expenses associated with the repair of the vehicle.

9. Mileage log

If Elon Musk had been born in the vastness of the Soviet Union, we would already be riding electric cars with a low level of travel costs. But who am I kidding, that wouldn't have happened. Elon would have smashed his forehead against the wall of bureaucracy and drunk himself long ago.

Therefore, car owners in the old fashioned way scroll before their eyes the flowing dollars under the flashing numbers of the gas station. But human nature tends to quickly forget all the bad things, protecting you from thoughts of soap and rope. Of course, I exaggerate, but why not find out how much money you spend on constant refueling? And this is easy to do with .

Enter the odometer reading, the number of liters filled and their cost in the form, and you will estimate the cost of one kilometer of run. Similar functionality is implemented in mobile applications, for example for Android.

10. Diary

Only members of the society, living on the principle of "drank in the morning - the day is free", the list of cases ends with the opening of a nearby store. The rest sometimes have to spin no worse than a squirrel in a wheel, stubbornly keeping within a limited time frame. And in order not to forget their list of plans in the confusion, people prefer to fix it in . The proposed template is good in that it allows you to break each labor hour into 15-minute segments.

On our website you can download, fill out and print the school schedule template ( timetable to fill out). For your convenience, we have prepared several options, such as page and landscape versions, in Word and Excel files.

Bell schedule for lessons of 45 minutes.

If your school has different break times, you can always edit the downloaded file.

The schedule changes throughout the year, so it is very convenient to fill in our templates with your data and print on a regular A4 sheet. We advise you to add our site to your favorites.

Schedule Word Template No. 1 (minimalistic, paginated)

Text file of the lesson schedule in the table, in Word format from Monday to Friday, 7 lessons. A4 page sheet, black and white.

Schedule Word template No. 2 (indicating the time of lessons and breaks). Page.

Text file of the lesson schedule in the table, in Word format from Monday to Friday, 7 lessons. Indicating the time of lessons and breaks. A4 page sheet, black and white.

Schedule Word template No. 3 (indicating the time of lessons and breaks). Landscape.

Text file of the lesson schedule in the table, in Word format from Monday to Friday, 7 lessons. Indicating the time of lessons and breaks. A4 landscape sheet, black and white.

Lesson schedule excel template #1. Page.

Lesson schedule file in a table, in Excel format from Monday to Friday, 7 lessons. Indicating the time of lessons and breaks. A4 page sheet, black and white.

Description

The presented schedule allows you to distribute the workforce during the month and day so as to obtain an equal workload of the department throughout the entire time of its work.

Please note that the considered option is not canonical and may require additions for specific business tasks. But it can also be used as a turnkey solution and was tested in one of the Russian companies, where the effectiveness of its implementation exceeded the costs many times over.

The purpose of this article is to demonstrate the transition from intuitive personnel planning to a more meaningful one.

Structure

The schedule file consists of one sheet, which contains:

A list of employees;
Schedule;
Information table and graphs.

A list of employees

The list of employees begins as a regular list and ends with the phrase "end of list". This is done specifically so that when you add a new employee, you do not accidentally lose the correct range of formulas in the information table.

Incl. when adding a new line for an employee, select the line with the phrase “end of the list”.

Schedule

Work shifts of employees are determined by hours written through a hyphen, for example "9-18". Hours are specified in 24-hour time format and may have a zero in front of them, i.e. shifts "7-16", "07-16" and "07-016" are equivalent, although it is recommended to use the first option, because. it is the most readable.

The schedule is set for each employee on a specific day, i.e. if you need to set a night shift, for example from 21.00 to 9.00 the next day, then in one day you must specify "21-00", and in the next "00-09".

If shifts are specified in the wrong order, this will result in incorrect counts in the information table and not necessarily an error. An example of an incorrect shift order is "15-07".

Information table

The information table displays the results for each day and for each hour of the day and contains the following information:

"Working employees" - shows the maximum number of simultaneously working employees per day or per hour;
"Prod. per employee" - shows the average productivity per employee per day (for a day) and the average productivity per employee in a particular hour. It is expressed in quantity (customers, calls, questionnaires, letters, etc.). Productivity per employee per hour is set manually, based on specific statistics of the department;
"Overall productivity" - shows the sum of the productivity of all employees;
"Load Forecast" - shows the load forecast for each day and hour. The forecast is carried out manually, based on the specific statistics of the department, and is expressed in quantity (clients, calls, questionnaires, letters, etc.);
"Load rate" - expressed as a percentage and indicated manually for each hour. Shows how busy the department should be in order for the work to be done without failures, delays and overtime;
"Loading" - shows the workload of the department with the current schedule or gives an error "err";
"Deviation rate" - is set as a percentage and indicates the permissible deviation from the load rate. The Loading row fields have conditional formatting that helps you track down problem areas in your schedule. For example, if the load is within the normal load deviation, then the cell is highlighted in green. If the load exceeds the upward deviation rate or an error is generated, the cell is highlighted in red. If the load exceeds the downward deviation rate, then the cell is highlighted in blue.

The available graphs (two for each day) clearly demonstrate the coverage of the load on the department by its productivity and the deviation from the load rate for each hour of the day.

For a better understanding of the graphs and setting all parameters, use the tips at the end of this article.

1. What is the minimum number of employees that must work at the same time?

This is necessary because if one of the employees loses temporary ability to work, then there will be no need for an urgent selection of a replacement.

2. How to correctly determine the performance of an employee?

Employee productivity can be measured in a variety of ways. It all depends on the priority of the goals.

If it is necessary to cover the load on the department as accurately as possible, then it is better to determine the personal productivity for each employee, because. an employee with experience and a trainee will have different efficiency. If you want to use this approach, then remove the union from the cells containing the full name of the employees and enter the quantitative indicator of the productivity of the employees in the freed column. Then, in the info table, in the "Total productivity" row, replace the formula by applying the SUMIF() function using the employee work table.

The approach described above allows you to see how the department will work most closely, but it has its drawbacks: the need to create additional statistics for analysis; the difficulty of monitoring and determining the causes of failures in the efficiency of the department; this method still does not allow you to accurately determine the performance of an employee depending on different situations:

the employee works after vacation;
work efficiency before and after the lunch break can vary greatly;
efficiency varies depending on the type of workload (clients with different questions, different labor intensity of tasks that are not of the same type, etc.).

An easier way to measure productivity is the average departmental productivity over the previous period. If full coverage of the incoming load is not so important and allows for deviations, then it is better to use a performance standard that all employees should strive for. When planning your schedule, factor in a small deductible factor for interns, employees who have returned from vacation, and so on. Also remember that productivity can change at different times of the day and that employees take breaks.

Using the latter method simplifies control, since the performance rate is determined for everyone and, in case of deviations, work with employees occurs individually.

3. How to determine the loading rate and the deviation rate?

The load rate is often difficult to determine immediately, often it can only be done empirically, using various types of statistics and analysis, observations from outside, personal surveys, etc. Also, for each individual type, the loading rate is unique, but there are points that we want to draw your attention to:

Do not use a 100% load rate as such a load provides tremendous stress on employees, which in the end will lead to “burning out at work” and, accordingly, an increase in staff turnover;
Keep in mind that the load may not come gradually, but in “waves”. For example, a department load of 20 customers at a particular hour could mean that the first 5 arrive in the first 30 minutes, and the next in the last 30 minutes, creating a wait that can continue until the end of the hour, or move to subsequent hours, increasing their load , and some customers may want to contact later;
Empirically determine under what loads the performance indicators of the department do not change much and correspond to the desired parameters, so you will get a range of load values, where the average from this range will be the norm, and the rest from the same range will be an acceptable deviation.

Download schedule

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When creating tables with a certain type of data, sometimes you need to use a calendar. In addition, some users simply want to create it, print it and use it for domestic purposes. The Microsoft Office program allows you to insert a calendar into a table or worksheet in several ways. Let's find out how this can be done.

All calendars created in Excel can be divided into two large groups: covering a certain period of time (for example, a year) and eternal, which will themselves be updated on the current date. Accordingly, the approaches to their creation are somewhat different. Alternatively, you can use a pre-made template.

Method 1: create a calendar for the year

First of all, let's look at how to create a calendar for a specific year.

We develop a plan, how it will look, where it will be placed, what orientation to have (landscape or portrait), determine where the days of the week will be written (side or top) and solve other organizational issues.
In order to make a calendar for one month, select an area consisting of 6 cells in height and 7 cells in width, if you decide to write the days of the week on top. If you write them on the left, then, accordingly, vice versa. Being in the tab "Home", click on the button on the ribbon "Borders" located in the toolbox "Font". In the list that appears, select the item "All Borders".

Adjust the width and height of the cells so that they take a square shape. In order to set the line height, click on the keyboard shortcut Ctrl+A. Thus, the entire sheet is selected. Then call the context menu by clicking the left mouse button. Choose an item "line height".

A window opens in which you need to set the desired line height. If this is your first time doing such an operation and you don’t know what size to set, then set it to 18. Then click on the button OK.

Now we need to set the width. We click on the panel, on which the names of the columns are indicated in the letters of the Latin alphabet. In the menu that appears, select the item "Column Width".

In the window that opens, set the desired size. If you do not know what size to set, you can put the number 3. Click on the button OK.

After that, the cells on the sheet will become square.
Now, above the lined template, we need to reserve a place for the name of the month. Select the cells that are above the row of the first element for the calendar. In the tab "Home" in the toolbox "Alignment" click on the button .
We write the days of the week in the first row of the calendar element. This can be done using autocomplete. You can also format the cells of this small table at your discretion, so that later you do not have to format each month separately. For example, you can fill the column for Sundays with red color, and make the text of the row containing the names of the days of the week bold.

Copy the calendar elements for another two months. At the same time, do not forget that the merged cell above the elements also enters the copy area. We insert them in one row so that there is a distance of one cell between the elements.

Now select all these three elements, and copy them down three more rows. Thus, there should be a total of 12 elements for each month. Make the distance between the rows two cells (if using portrait orientation) or one (if using landscape orientation).

Then, in the merged cell, we write the name of the month above the template of the first element of the calendar - "January". After that, we prescribe for each subsequent element its name of the month.

At the final stage, we put down the dates in the cells. At the same time, you can significantly reduce the time by using the autocomplete function, which is covered in a separate lesson.

Method 2: Create a calendar using a formula

But, nevertheless, the previous method of creation has one significant drawback: it will have to be done anew every year. At the same time, there is a way to insert a calendar into Excel using a formula. It will update itself every year. Let's see how this can be done.

In the upper left cell of the sheet, insert the function:
="Calendar for " & YEAR(TODAY()) & " year"
Thus, we create a calendar title with the current year.

We draw templates for calendar elements on a monthly basis, just as we did in the previous method with a passing change in the size of the cells. You can immediately format these elements: fill, font, etc.

In the place where the name of the month "January" should be displayed, insert the following formula:
=DATE(YEAR(TODAY()),1,1)

But, as you can see, in the place where just the name of the month should be displayed, the date has been set. In order to bring the cell format to the desired form, click on it with the right mouse button. In the context menu, select the item "Cell Format...".

In the cell format window that opens, go to the tab "Number"(if the window is opened in another tab). In the block "Number Formats" highlight the item "Date of". In the block "Type" choose a value "March". Don't worry, this doesn't mean the cell will have the word "March" as it's just an example. Click on the button OK.

As you can see, the name in the header of the calendar element has changed to "January". In the header of the next element, insert another formula:
=DATE(B4,1)
In our case, B4 is the address of the cell with the name "January". But in each case, the coordinates may be different. For the next element, we no longer refer to "January", but to "February", and so on. We format the cells in the same way as it was in the previous case. Now we have the names of the months in all elements of the calendar.

We need to fill in the date field. We select in the calendar element for January all the cells intended for entering dates. Enter the following expression in the Formula Bar:
=DATE(YEAR(D4),MONTH(D4),1-1)-(WEEKDAY(DATE(YEAR(D4),MONTH(D4),1-1))-1)+(0:1:2:3 :4:5:6)*7+(1;2;3;4;5;6;7)
Press the key combination on the keyboard Ctrl+Shift+Enter.

But, as you can see, the fields were filled with incomprehensible numbers. In order for them to take the form we want. We format them for the date, as we did earlier. But now on the block "Number Formats" choose a value "All Formats". In the block "Type" format must be entered manually. We just put a letter there. "D". Click on the button OK.

We drive similar formulas into calendar elements for other months. Only now, instead of the address of cell D4 in the formula, you will need to put down the coordinates with the name of the cell of the corresponding month. Then, we perform formatting in the same way as discussed above.

As you can see, the arrangement of dates in the calendar is still not correct. One month should have 28 to 31 days (depending on the month). In our case, in each element there are also numbers from the previous and next month. They need to be removed. Let's use conditional formatting for this purpose.
We produce in the block of the calendar for January the selection of cells that contain numbers. Click on the icon "Conditional Formatting" placed on the ribbon in the tab "Home" in the toolbox "Styles". In the list that appears, select the value "Create a Rule".

The Create Conditional Formatting Rule window opens. Choose a type "Use a formula to determine which cells to format". In the appropriate field, insert the formula:
=AND(MONTH(D6)1+3*(PRIVATE(ROW(D6)-5,9))+PRIVATE(COLUMN(D6),9))
D6 is the first cell of the allocated array that contains the dates. In each case, its address may be different. Then we click on the button "Format".

In the window that opens, go to the tab "Font". In the block "Color" select white or background color if you have a colored calendar background. Click on the button OK.

Returning to the rule creation window, click on the button OK.

Using a similar method, we carry out conditional formatting relative to other elements of the calendar. Only instead of cell D6 in the formula, you will need to specify the address of the first cell in the range in the corresponding element.

As you can see, the numbers that are not included in the corresponding month have merged with the background. But, in addition, the weekend merged with it. This was done on purpose, since the cells containing the number of days off will be filled with red. We select areas in the January block, the dates in which fall on Saturday and Sunday. At the same time, we exclude those ranges in which the data was specially hidden by formatting, since they refer to another month. On the ribbon in a tab "Home" in the toolbox "Font" click on the icon "Fill color" and choose red.

We do exactly the same operation with other elements of the calendar.

Let's select the current date in the calendar. To do this, we will again need to conditionally format all elements of the table. This time we choose the type of rule "Format only cells that contain". As a condition, set the value of the cell to be equal to the current day. To do this, we drive the formula into the appropriate fields (shown in the illustration below).
=TODAY()
In the fill format, select any color that differs from the general background, for example, green. Click on the button OK.

After that, the cell corresponding to the current number will be green.
Set the name "Calendar for 2017" in the middle of the page. To do this, select the entire line containing this expression. Click on the button "Merge and Center" on the tape. This name can be further formatted in various ways for general presentability.

In general, work on the creation of the "eternal" calendar is completed, although you can still carry out various cosmetic work on it for a long time, editing the appearance to your taste. In addition, it will be possible to separate, for example, holidays.

Method 3: using a template

Those users who still do not have enough knowledge of Excel or simply do not want to spend time creating a unique calendar can use a ready-made template downloaded from the Internet. There are quite a lot of such templates on the network, and not only the number, but also the variety is great. You can find them by simply entering the appropriate query into any search engine. For example, you might ask the following query: "Excel calendar template".

Note: In the latest versions of the Microsoft Office package, a huge selection of templates (including calendars) is integrated into the software products. All of them are displayed directly when the program is opened (not a specific document) and, for greater user convenience, are divided into thematic categories. It is here that you can choose a suitable template, and if there is none, you can always download it from the official website.

In fact, such a template is a ready-made calendar in which you only need to enter holidays, birthdays or other important events. For example, such a calendar is a template, which is shown in the image below. It is a completely ready-to-use table.

You can use the fill button in the Home tab to fill in different colors of the cells that contain dates, depending on their importance. Actually, on this, all work with such a calendar can be considered completed and you can start using it.

We figured out that a calendar in Excel can be done in two main ways. The first of them involves the implementation of almost all actions manually. In addition, a calendar made in this way will have to be updated every year. The second method is based on the use of formulas. It allows you to create a calendar that will update itself. But, to apply this method in practice, you need to have more knowledge than when using the first option. Knowledge in the field of application of such a tool as conditional formatting will be especially important. If your knowledge in Excel is minimal, then you can use a ready-made template downloaded from the Internet.