Bhubon Costa
To keep track of employee information, we may need an Excel database with fields such as names, positions, salaries, and experiences, among other things. We do, however, want to create a dynamic employee database in which all information is updated automatically in real-time. So, in this tutorial, we will show you how to create a dynamic employee database in Excel.
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Download this practice workbook to exercise while you are reading this article.
5 Steps to Create an Employee Database in Excel
We have provided some sample fields of a database where we will enter and keep our records in the image below. To make the database dynamic, we’ll use TODAY, INT, VLOOKUP, and MATCH functions later. We’ll use a drop-down list to select the information we need for each employee.
Step 1: Insert Basic Details to Create an Employee Database
- Firstly, write the names of each employee.
- Type the positions of each employee.
- Enter the information for the base salary.
- Then, type the joining dates.
Read More: Sample Excel File with Employee Data for Practice
Step 2: Use TODAY Function to Count Experience
- To count the experience in years, subtract the joining date from today’s date with the following formula.
=TODAY()-E5)
- Consequently, it will result in a date format.
- Go to the Number ribbon, and change the format to Number.
- As a result, the result will show in days. We need to convert the days into years.
- To convert the number of days into years, enter the following formula.
=(TODAY()-E5)/365
- The result will appear in cell F5 as 10.30.
- Now, we need to count the full number of completed years. To do this, we will apply the INT function with the following formula.
=INT((TODAY()-E5)/365)
- Press Enter to see the result (10.00).
- Finally, use the AutoFill Handle Tool to fill in the columns.
Read More: How to Use Database Functions in Excel (With Examples)
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Step 3: Insert Formula to Calculate Present Salary
- For the 5% increment per year, insert the following formula to calculate the present salary.
=D5*(1.05)^F5
- Then, press Enter.
- Finally, auto-fill the required cells by dragging down the AutoFill Tool.
Step 4: Insert Drop-Down List
- Firstly, click on the Data.
- Select the Data Tools.
- Then, click on Data Validation.
- In the Allow box, choose the List option.
- To make a drop-down list with the employee names, select the range B5:B11.
- Finally, click OK.
- As a consequence, your drop-down list will be created as the image shown below.
Step 5: Apply VLOOKUP Function to Create Employee Database in Excel
- To find the position of the name in the drop-down list in cell B5, type the following formula in cell C15.
=VLOOKUP($B$15,$B$4:$G$11,MATCH(C4,$B$4:$G$4,0),FALSE)
- Then, press Enter to get the position (Team Leader) of the employee (William).
- Drag the AutoFill Tool from left to right to fill in the cells.
- Select the required format for currency ($) and date format.
- Choose an employee’s name from the drop-down list.
- As a result, all of the fields (i.e., positions, salaries, and experiences) change as the names are chosen.
Conclusion
I hope this article has given you a tutorial about how to create an employee database in Excel. All of these procedures should be learned and applied to your dataset. Take a look at the practice workbook and put these skills to the test. We’re motivated to keep making tutorials like this because of your valuable support.
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