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How to Create a Dynamic Excel Calendar Without Using Macro

We were planning our Excel 2009 lesson plans when this Excel calendar template idea came to mind. I started wondering: why not plan my schedule in Excel? If I could also list all holidays in a section of the spreadsheet and the calendar could show them in red, wouldn’t that be great? I started to google such Excel calendar and found a lot of them. Most of them are free. They weren’t really impressive as they have to be generated either via a macro/vba. I think this won’t go well with most Excel users as they would need to figure out how to enable the macro or install another program on their computer. If it is created manually without using a program, it will take time because we have to manually identify the 1st of each month first, and then do a manual summation for the rest of the days of the month. Additionally, we need to know when to prevent the calendar from going beyond the legitimate 28, 30, or 31 days.

As I continue to search through the list, I come across this perpetual calendar by John Walkenbach and was amazed at how it was created. This is a perpetual Excel calendar that displays all 12 months of any year. It only uses Excel formulas which means you don’t need to know anything about macros and it can be run on different versions of Excel including Excel 2007. And here we will show you how it’s done.

Set up a usable cell for the year (e.g. C3)

Enter the following formula in cell C5 “=DATE(C3,1,1)” where C3 refers to the calendar year.

Set the formula to present the first of the month. You can use the date formula. In our case, we can enter the formula as “=DATE(YEAR(C5),MONTH(C5),1)”. C5 refers to January 1, 2009

Identify the day of the week for the 1st of the month. Use the day of the week formula to identify the day of the week for the first of the month. WEEKDAY(DATE(YEAR(C5),MONTH(C5),1)

The days of the week formula shows the week with Sunday as the 1st day of the week and Saturday as the 7th or last day of the week.

Minus one from the day of the week formula, we will get Monday as 1 and Sun as zero. January 1, 2009 is a Thursday that coincides with the number 4. The Sunday before January 1, 2009 is actually December 28, 2008, which is 4 days before January 1, 2009. When we convert the number we have in step previous one in negative, it will coincide with this date. The formula is =-(WEEKDAY(DATE(YEAR($C$5),MONTH($C$5),1))-1).

The Sun in the upper right corner is 4 days earlier than January 1, 2009. Monday should be 3 days earlier and Tue 2 days earlier. Therefore, in this step, we need to increase the number during the week starting with -4. To do this, you must use the array formula which must be entered between braces (special case here). All days of the month/week must be selected and the formula must be entered by simultaneously pressing the 3 keys on the keyboard (Ctrl + Shift + Enter).

By using braces 0,1,2,3,4,5,6 and selecting the 7 cells of the week, Excel will understand that we want to add 0 to Sun, 1 to Mon, 2 to Tue, etc. the image below will let you understand how the numbers could be changed with a single formula.

In the second row/week of the month, the value should continue from the last value of the previous row. Since there are 7 days in a week, we know that the first value in the second row must be 7 greater than the cell above it. We can add another array using a semicolon (;) to indicate that we want the number to increase as the row increases. It must be presented in braces and multiplied by 7 – 0;1;2;3;4;5;6*7. We should not add any numbers to the first line. Then the second row should add 7 to the number and add 14 to the third row and so on.

The formula is

=DATE(YEAR(C5),MONTH(C5),1)

-(DAY OF WEEK(DATE(YEAR(C5),MONTH(C5),1))-1)

+0;1;2;3;4;5*7

+1,2,3,4,5,6,7-1

To convert the above results to actual dates, we can add the date January 1, 2009 in the box. In this case, the first number will become December 28, 08, December 29, 08, etc. And 32 will become February 1, 2009. We can put the date using the date formula, Date(2009,1,1). And to show only the day of the month, we can format the cell using the custom format “d”.

To omit the dates December 8 and February 9, we can compare the month of the date with the month used on the first day of the month, etc. If they are different, it means that the date displayed in the active cell belongs either to the previous month or to the following month. We can put a blank (indicated by an open and closed inverted comma) in the cell (all cells). If the month of 2 dates is the same, continue to perform the calculation given in the previous step. We arrive at the following formula:

=IF(MONTH(DATE(YEAR(C5),MONTH(C5),1))MONTH(DATE(YEAR(C5),MONTH(C5),1)-(DAY WEEK(DATE(YEAR(C5),MONTH( C5 ),1))-1)+0;1;2;3;4;5*7+1,2,3,4,5,6,7-1),

“”,

DATE(YEAR(C5),MONTH(C5),1)-(DAY WEEK(DATE(YEAR(C5),MONTH(C5),1))-1)+0;1;2;3;4;5 *7+1,2,3,4,5,6,7-1) and completes creating the Excel calendar template.

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