Excel Tutorial: How To Add Calendar In Excel


Using a calendar in Excel can greatly improve your organization and productivity. Whether you need to track appointments, deadlines, or project timelines, having a calendar in Excel can make it easier to visualize and manage your schedule. In this tutorial, we will walk through the steps to add a calendar in Excel so you can better manage your time and stay on top of your tasks.

Preview of Steps

  • Step 1: Open a new Excel spreadsheet
  • Step 2: Insert a table for the calendar
  • Step 3: Format the table to display the calendar
  • Step 4: Customize the calendar to fit your needs

Key Takeaways

  • Adding a calendar in Excel can greatly improve organization and productivity
  • Customizing the calendar to fit your needs is important for effective use
  • Utilizing Excel's functions can help in organizing and analyzing calendar data
  • Sharing and syncing the calendar allows for collaboration and accessibility
  • Using a calendar in Excel can help in visualizing and managing your schedule

Setting up the calendar template

Creating a calendar in Excel can be a useful tool for tracking dates, deadlines, and events. Follow these steps to set up a calendar template in Excel:

A. Opening a new Excel spreadsheet

Begin by opening a new Excel spreadsheet on your computer. This will serve as the canvas for your calendar template.

B. Navigating to the "File" tab and selecting "New"

Once the spreadsheet is open, navigate to the "File" tab at the top of the Excel window. From the drop-down menu, select "New" to open the template gallery.

C. Searching for "calendar" in the template search bar

In the template gallery, you will find a search bar where you can enter keywords to find specific templates. Type "calendar" into the search bar to filter the gallery for calendar templates.

D. Choosing a suitable calendar template and clicking "Create"

After searching for "calendar," browse through the available templates and choose one that suits your needs. Once you have found a suitable calendar template, click on it and then click "Create" to open the template in a new Excel spreadsheet.

Customizing the calendar

When it comes to adding a calendar in Excel, it's essential to be able to customize it to fit your specific needs and preferences. Here are the key ways to do so:

A. Adding or removing holidays and special dates

One of the great features of adding a calendar in Excel is the ability to add or remove holidays and special dates. This can be done by simply updating the cells with the specific dates and adding any relevant notes or reminders.

B. Formatting the font and colors to match your preferences

Excel allows for complete customization of the font and colors used in the calendar. You can choose the font style, size, and color to make the calendar visually appealing and easy to read. Additionally, you can use different colors to highlight specific dates or events.

C. Adjusting the size and layout of the calendar

The size and layout of the calendar can be adjusted to fit your specific needs. You can add or remove rows and columns, change the orientation, and adjust the spacing to create a calendar that suits your requirements.

Inputting data into the calendar

When using Excel to create a calendar, it's important to know how to input data effectively. Here are some key points to consider:

Accessing the cells or sections designated for each day

  • Locate the specific cell or section in Excel that corresponds to the date you want to input data for.
  • Take note of any pre-defined formatting or formulas that may be present in the calendar template.

Entering events, deadlines, or appointments into the appropriate dates

  • Once you have identified the correct cell or section, input the relevant event, deadline, or appointment.
  • Consider using a consistent format for inputting data, such as listing the event followed by the time or location.

Using color-coding or conditional formatting to organize and highlight important dates

  • Color-coding: Assign specific colors to different types of events or priorities, such as using red for deadlines and green for meetings.
  • Conditional formatting: Set up rules that automatically change the formatting of a cell based on its value, such as highlighting dates that are approaching or past due.

Utilizing Excel's functions for the calendar

Excel offers a range of functions to effectively manage and analyze calendar data. By harnessing the power of "sort" and "filter" functions, users can easily organize and analyze their calendar data in a structured manner.

A. Using the "sort" and "filter" functions to organize and analyze the calendar data
  • Sort function:

    Excel's sort function allows users to arrange their calendar data by date, event title, or any other relevant criteria. This makes it easier to prioritize and categorize events based on their importance or urgency.
  • Filter function:

    The filter function enables users to display specific sets of calendar data based on designated criteria. This feature is particularly useful for honing in on key events or dates within a specified timeframe.

B. Setting up reminders or notifications for upcoming events

Excel also provides the capability to set up reminders or notifications for upcoming events, ensuring that important dates are not overlooked or forgotten.

C. Creating pivot tables or charts to visualize the calendar data in different ways

Additionally, users can leverage Excel's pivot tables and charts to visualize their calendar data in various formats. This allows for a comprehensive understanding of event patterns, trends, and frequencies.

Sharing and syncing the calendar

Once you have created a calendar in Excel, you may want to share it with others or sync it with other calendars and scheduling tools. Here are a few options for sharing and syncing your Excel calendar:

A. Saving the calendar on the cloud or a shared drive for collaboration

If you want to collaborate with others on your calendar, you can save it on a cloud storage platform such as Google Drive, Dropbox, or OneDrive. This will allow you and your collaborators to access and edit the calendar from anywhere, as long as you have an internet connection. Additionally, you can also save the calendar on a shared drive within your organization, making it easily accessible to all team members.

B. Syncing the calendar with other calendars or scheduling tools

Excel allows you to sync your calendar with other digital calendars and scheduling tools, such as Google Calendar, Outlook Calendar, or Apple Calendar. This can be helpful if you want to view your Excel calendar alongside your other appointments and events. To do this, you can export your Excel calendar as a .csv file and then import it into your preferred calendar application.

C. Printing the calendar for offline use or sharing with non-digital users

If you need to share your calendar with non-digital users or simply prefer to have a physical copy, you can easily print your Excel calendar. Before printing, make sure to format the calendar layout and adjust the print settings to ensure it looks the way you want. You can also save the calendar as a PDF and distribute it digitally.


Adding a calendar in Excel can bring numerous benefits to your spreadsheet management. It helps in organizing and visualizing important dates, deadlines, and events, making it easier to track and plan your tasks effectively. I highly encourage all our readers to start using a calendar in their own Excel spreadsheets to streamline their workflow and increase productivity.

Do you have any questions or feedback about adding a calendar in Excel? Feel free to reach out to us and share your thoughts. We would love to hear from you!

Excel Dashboard

ONLY $99

    Immediate Download

    MAC & PC Compatible

    Free Email Support

Related aticles