### Method 1 – Create Employee Database & Leave Structure

- Create a new sheet named
**Database**, and on the left side, create two columns containing the employees’ names and joining dates.

- Record the leave structure according to the company policy on the right side of the sheet.

You will have the complete database containing employeesâ€™ required information and the leave structure.

### Method 2 – Calculate Leave Balance for a Particular Employee

- Click on the
**C4**cell. Go to the**Data**tab >>**Data Tools**group >>**Data Validation**tool >>**Data Validation**Â option.

- The
**Data Validation**dialogue box will appear. Choose the option**List**from the**Allow:**dropdown list. The**Source:**text box, refer to the**B5:B14**cells of the**How to Calculate Leave Balance**sheet. Click**OK**.

- There is a
**down**arrow on the**C4**cell from where you can choose the employeeâ€™s name easily. We chose Mathew Jones to calculate his leave balance.

- Click on the
**C7**cell and insert the following formula using the**VLOOKUP function**. Press the**Enter**button.

`=VLOOKUP($C$4,Database!$B$5:$C$14,2,FALSE)`

** Formula Explanation :**

**=VLOOKUP($C$4,Database!$B$5:$C$14,2,FALSE)**

This will look for the value of the **C4** cell at the **Database** worksheetâ€™s **B5:C14 **range and return the second column value for the respective cell.

**Result:** 1/10/2009

- At the
**C8**cell, write the formula below containing the**DATEDIF function**and the**NOW function**. Press the**Enter**button.

`=DATEDIF(C7,NOW(),"Y")`

** Formula Explanation:**

**=DATEDIF(C7,NOW(),”Y”)**

This calculates the difference between the **C7** cellâ€™s date and todayâ€™s date in terms of years.

**Result:** 13

- Click on the
**C9**cell and insert the following formula. Press the**Enter**button.

`Â =VLOOKUP($C$4,'How to Calculate Leave Balance'!$B$5:$D$14,3,FALSE)`

** Formula Explanation:**

**=VLOOKUP($C$4,’How to Calculate Leave Balance’!$B$5:$D$14,3,FALSE)**

This returns the third column value from the **How to Calculate Leave Balance** sheetâ€™s **B5:D14** range for the lookup value of the **C4** cell of this worksheet.

**Result:** 7

- Click on the
**C10**cell. Following, insert the formula below using the**IF function**. Press the**Enter**button.

`=IF(C8>20,25,IF(C8>15,20,IF(C8>10,16,IF(C8>5,12,IF(C8>1,8,2)))))`

** Formula Explanation:**

**=IF(C8>20,25,IF(C8>15,20,IF(C8>10,16,IF(C8>5,12,IF(C8>1,8,2)))))**

This checks if the **C8 **cellâ€™s value is greater than 20. If it is true, it returns the value 25. When it is not true, it checks if the value is greater than 15. If it is true now, it returns 20. When it is false again, it now checks if the value is greater than 10. If it is true now, it returns the value as 16. If it is false, too, it checks if the value is greater than 5. It returns 12 then. If it is false again, it checks if the value is greater than 1. It returns 8 then. When it is false too, it would return 2 as the **C10** cellâ€™s value.

**Result: 16**

- To calculate the leaves remaining, click on the
**C11**cell. Write the following formula which involves the**subtraction**of the**C9**cell from the**C10**cell.

`=C10-C9`

You have calculated the leave balance for a particular employee. You can calculate and print anyoneâ€™s leave balance individually by this. The outcome should look like this.

### Method 3 – Calculate Leave Balance for All Employees

- Click on the
**D5**cell. Insert the following formula. Press the**Enter**button.

`=DATEDIF(C5,NOW(),"Y")`

** Formula Explanation:**

**=DATEDIF(C5,NOW(),”Y”)**

This calculates the year difference between today and the C5 cellâ€™s date.

**Result:** 13

- Apply a similar formula for others, place your cursor on the
**bottom right**position of the cell and drag it**downward**.

- Click on the
**E5**cell and refer to the**How to Calculate Leave Balance**worksheetâ€™s**D5**cell.

- Place your cursor in the bottom right position of your cell. When the black fill handle appears, drag it down to repeat the same formula for all the other cells below.

- Click on the
**F5**cell and write the following formula. Press the**Enter**button.

`=IF(D5>20,25,IF(D5>15,20,IF(D5>10,16,IF(D5>5,12,IF(D5>1,8,2)))))`

**Â Formula Explanation:**

**=IF(D5>20,25,IF(D5>15,20,IF(D5>10,16,IF(D5>5,12,IF(D5>1,8,2)))))**

It checks if the **D5** cell is greater than 20 or 15 or 10 or 5 or 1. When greater than 20, it returns 25. If greater than 15, it returns 20. At the condition of greater than 10, it returns 16. When greater than 5, it returns 12. If greater than 1, it returns 8. It returns 2.

**Result:** 16

- Place your cursor in the bottom right position of your cell. Drag the fill handle downward upon its arrival.

- Click on the
**G5**cell and subtract the**E5**cell from the**F5**cell. Write the following formula and press the**Enter**button.

`=F5-E5`

- Place your cursor on the bottom right position of the cell and drag the fill handle downward when it appears to copy the same formula below.

You can calculate all your employeesâ€™ leave balances together in a single table. The final outcome should look like this.

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