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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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.
- 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.
- 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.
- 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.
- 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.
- 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.
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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