How to Create an Event Calendar in Excel (with Easy Steps)

An Excel Event Calendar is a tool that tracks and schedules events, meetings, and appointments in a calendar format. It can be a useful tool for individuals and organizations who need to keep track of multiple events and commitments. In this article, I will explain step-by-step procedures to create an event calendar in Excel. I hope it will be very helpful for you if you are looking for an efficient way to do so.

How to Create Event Calendar in Excel: with Easy Steps

In order to create an event calendar, I have used many Excel functions such as MATCH, DATE, WEEKDAY, etc. Let’s dive into detail.

Step 1: Create an Event List to Create an Event Calendar

If we want to create an event list, we need to have a proper event list first. For the creation of a holiday list across the year in 2023, I have arranged all the holidays along with dates in the Date and Event columns.

Step 2: Arrange Months in a List to Create an Event Calendar

As I have to create an event list across the year, I need to have the month’s name in the list. So, I created a list named Month with all the month’s names. Later it’ll come in handy.

Step 3: Create a Yearly Calendar

I have divided the whole calendar creation process into several small sections for better understanding. They are described in the following section.

3.1 Create a Calendar Format

Insert the year’s name in your preferred location.
Then, use the following formula to auto-update it in the title.

="Holidays in " & $D$4

Next, create a calendar format with the day’s names on it.

After that, create a drop-down list with months. For this, select a cell (i.e. B7) and go to Data Validation from the Data

A Data Validation wizard will appear.
Go to Settings.
Then, select List from Allow and month’s names from the Month column which is in Holiday List named sheet.
Press OK to finish the drop-down creation process.

Now, we can see the drop-down list with months.

Afterward, apply the following formula to have the month’s index defined from the drop-down.

=MATCH(B7,'Holiday List'!$E$5:$E$16,0)

To have the first date with the defined month from the drop-down of the year, use the following formula.

=DATE($D$4,B6,1)

Insert the following formula to find the day’s index number where I have considered Monday as 0 and Sunday as 6.

=WEEKDAY(D6,3)

3.2 Insert Dates to Calendar

Insert the following formula to have the first date in the first cell of the calendar.

=D6-F6

Here, D6 represents the first date of that month and F6 defines the first day’s index number.

Apply the formula mentioned below to have the next date in the calendar.

=B9+1

Now, use Fill Handle to AutoFill the horizontal cells.

To have the date in the first cell of the second row, use the following formula.

=G9+1

Followingly, apply the following formula to have the date in the second cell of the second row.

=B10+1

Next, AutoFill the cells in the horizontal line with Fill Handle.

Now, select all the cells in the second row of the calendar and use Fill Handle to AutoFill the remaining cells of that month.

3.3 Change Date Format

Fix the date format with only days. Select all the dates.
Click on the extension part of the Number Format feature under Home.
From the available options, click on More Number Formats…

A wizard named Format Cells will appear.
Go to Custom from Number.
Input d in the Type section and click OK.

Thus, we can have the calendar with just days.

3.4 Emit Unnecessary Dates

In the calendar, we have dates from both the previous and next month. Need to make them almost unseeable.
For this, select all the dates and go to Home.
Click on New Rule… from Conditional Formatting.

Pick Use a formula to determine which cells to format from the Select a Rule Type section.
Insert the following formula in the Edit the Rule Description section.

=Month(B9)<> $B$6

Then, click on Format to define the format of the cells which matches the criteria.

Select a color to fill the cell from Fill.

And font color from the Color option under Font and click on OK.

Then, click OK to apply the formatting.

We can see the application format in the calendar which matches the formula.

I have just made a monthly calendar. Use Copy and Paste method to have a duplicate.

Now, define the next month (i.e. February) from the drop-down.

It will be applied for that month. But we need to define the dates for the next month.

So, select all the dates and go to Home.
Click on Manage Rule… from Conditional Formatting.

A Conditional Formatting Rules Manager wizard will appear.
Next, click on Edit Rule…

Afterward, insert the following formula in the Edit the Rule Description section and click OK.

=Month(J9)<> $J$6

Click OK again.

We will have a perfect calendar for that month.

Now, create a complete calendar for the whole year following similar procedures.

Step 4: Assign Events to Calendar

Select all the dates first.
Next, go to the Home tab.
Click on New Rule… from Conditional Formatting.

After that, pick Use a formula to determine which cells to format from the Select a Rule Type section.
Insert the following formula in the Edit the Rule Description section.

=MATCH(B7,'Holiday List'!$B$5:$B$31,0)

Then, define the format of the cells from the Format section when matches the criteria.
Finally, click OK to finish the entire process.

At last, we have an entire event calendar.

Download Practice Workbook

Download this practice workbook to exercise while you are reading this article.

Event Calendar.xlsx

Conclusion

At the end of this article, I like to add that I have tried to explain step-by-step procedures to create an event calendar in Excel. It will be a great pleasure for me if this article helps any Excel user even a little. For any further queries, comment below. You can visit our site for more articles about using Excel.

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