{"id":52,"date":"2013-01-05T14:48:04","date_gmt":"2013-01-05T03:48:04","guid":{"rendered":"http:\/\/www.rtb.com.au\/blog\/?p=52"},"modified":"2016-04-18T13:01:33","modified_gmt":"2016-04-18T03:01:33","slug":"working-with-dates-in-excel","status":"publish","type":"post","link":"https:\/\/www.rtb.com.au\/blog\/working-with-dates-in-excel\/","title":{"rendered":"Working with Dates in Excel"},"content":{"rendered":"<figure id=\"attachment_191\" aria-describedby=\"caption-attachment-191\" style=\"width: 182px\" class=\"wp-caption alignleft\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-191 \" title=\"Working with dates in Excel\" src=\"http:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/calendar.jpg\" alt=\"Working with dates in Excel\" width=\"182\" height=\"167\" \/><figcaption id=\"caption-attachment-191\" class=\"wp-caption-text\">Working with dates in Excel<\/figcaption><\/figure>\n<p>I&#8217;ve been\u00a0a Microsoft Office Master Instructor for over 12 years now and\u00a0I&#8217;ve\u00a0seen some pretty silly things in Excel when it comes to working with dates. Most people don\u2019t understand how dates are stored so they tend to do whatever it takes to get an answer to their problem. This result often leads to more work,\u00a0heartache and pain further down the track or\u00a0they simply\u00a0just don&#8217;t get\u00a0the right answer. In their eyes, &#8216;close enough is good enough&#8217;. Some of the Insidious, diabolical, mega\u00a0formulas I&#8217;ve seen would leave mathematicians scratching their heads.\u00a0Lets take a closer look at working with dates in Excel. <!--more--><\/p>\n<p>Firstly, do you know how dates are stored? If you don\u2019t, follow these steps.<\/p>\n<p>In a blank cell in Excel<\/p>\n<ol>\n<li>Type in today\u2019s date or\u00a0Ctrl + ; (semicolon)\u00a0for the keyboard shortcut fans.\n<figure id=\"attachment_64\" aria-describedby=\"caption-attachment-64\" style=\"width: 213px\" class=\"wp-caption alignnone\"><a href=\"http:\/\/www.rtb.com.au\/blog\/working-with-dates-in-excel\/todays-date\/\" rel=\"attachment wp-att-64\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-64\" src=\"http:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/todays-date.jpg\" alt=\"Insert Todays Date - Ctrl + ;\" width=\"213\" height=\"60\" \/><\/a><figcaption id=\"caption-attachment-64\" class=\"wp-caption-text\">Today&#8217;s date<\/figcaption><\/figure>\n<p><span style=\"color: #999999;\" data-mce-mark=\"1\">If you are typing out the date, only ever use a forward slash (\/)\u00a0or a dash (-)\u00a0to separate the days, months and years. Definitely no full stops (.) e.g\u00a0 5.1.2013 is just plain wrong. Excel looks at this number with 2 lots of decimal places, gives up and recognises it as text. This is easy to identify because the\u00a0data will be left aligned in the cell.\u00a0For this very reason it now means that you cannot reformat the cell to a different date format (in-built or custom date format) and you cannot use this date in a calculation as you would be able to with a valid date.\u00a0<\/span><\/li>\n<li>Format that same cell to a number using format cells.\u00a0Ctrl +\u00a0 1\u00a0will get into format cells for the keyboard shortcut fans.\n<p><figure id=\"attachment_74\" aria-describedby=\"caption-attachment-74\" style=\"width: 419px\" class=\"wp-caption alignnone\"><a href=\"http:\/\/www.rtb.com.au\/blog\/working-with-dates-in-excel\/format-cells\/\" rel=\"attachment wp-att-74\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-74 \" src=\"http:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/format-cells.jpg\" alt=\"Format Cells Dialogue Box\" width=\"419\" height=\"377\" srcset=\"https:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/format-cells.jpg 524w, https:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/format-cells-300x269.jpg 300w\" sizes=\"auto, (max-width: 419px) 85vw, 419px\" \/><\/a><figcaption id=\"caption-attachment-74\" class=\"wp-caption-text\">This is the Format Cells Dialogue Box &#8211; Ctrl + 1<\/figcaption><\/figure><\/li>\n<li>On the number tab, change the format from a date back to a number with 2 decimal places.\n<p><figure id=\"attachment_78\" aria-describedby=\"caption-attachment-78\" style=\"width: 419px\" class=\"wp-caption alignnone\"><a href=\"http:\/\/www.rtb.com.au\/blog\/working-with-dates-in-excel\/format-cells-to-number\/\" rel=\"attachment wp-att-78\"><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-78 \" src=\"http:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/format-cells-to-number.jpg\" alt=\"Format Cells Number Format\" width=\"419\" height=\"377\" srcset=\"https:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/format-cells-to-number.jpg 524w, https:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/format-cells-to-number-300x269.jpg 300w\" sizes=\"auto, (max-width: 419px) 85vw, 419px\" \/><\/a><figcaption id=\"caption-attachment-78\" class=\"wp-caption-text\">Format the cell to a number format using Format Cells Dialogue Box &#8211; Ctrl + 1<\/figcaption><\/figure><\/li>\n<li>Click OK You should have a number over 40,000 in this cell.\n<figure id=\"attachment_85\" aria-describedby=\"caption-attachment-85\" style=\"width: 213px\" class=\"wp-caption alignnone\"><a href=\"http:\/\/www.rtb.com.au\/blog\/working-with-dates-in-excel\/todays-date-as-a-number\/\" rel=\"attachment wp-att-85\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-85\" src=\"http:\/\/www.rtb.com.au\/blog\/wp-content\/uploads\/2013\/01\/todays-date-as-a-number.jpg\" alt=\"Today's Date represented as a number\" width=\"213\" height=\"61\" \/><\/a><figcaption id=\"caption-attachment-85\" class=\"wp-caption-text\">Today&#8217;s Date represented as a number<\/figcaption><\/figure>\n<p>This represents the number of days since the 1st of January 1900.\u00a0That&#8217;s it, dates\u00a0are really just stored as numbers. As long as you remember this you can work with dates quite easily in Excel.\u00a0If you want to confirm this, type the number 1 into another blank cell and format it back to a date \u2013 use the long date format. It will show you (Sunday, 1 January 1900). That\u2019s day 1 as far as Excel is concerned.<\/li>\n<\/ol>\n<p>To take this concept a little further let&#8217;s make another little change. Click back on the cell that was originally today&#8217;s date. This cell still should be displaying a number. Change the 2 zeros after the decimal place to .25 (for example 41278.25). If you are wondering what this represents, read on. If a date is stored as the number of days since the 1st of January 1900 then a .25 would represent a quarter of a day. That&#8217;s 24 hours divided by 4\u00a0or 6 hours&#8230;. which is really 6am. Quite simply put, whole numbers represent the date and the decimal places represent time. If you want to confirm this do the following.<\/p>\n<ol>\n<li>Ensure the cell with the number is still selected.<\/li>\n<li>Go to format cells (Ctrl + 1)<\/li>\n<li>Select the Number tab<\/li>\n<li>Select Custom at the bottom of the list<\/li>\n<li>Under Type: remove the 0.00<\/li>\n<li>Type or copy and paste\u00a0the following custom date and time format: d\/mm\/yyyy h:mm am\/pm<\/li>\n<li>Click OK<\/li>\n<\/ol>\n<p>Voila! You can now see how Excel stores dates and time. Treat your dates and times as normal numbers. For instance, if you wanted to work out how old someone is , use the following formula. Let&#8217;s assume their birthday is in cell A1.<\/p>\n<p>The formula would look something like this:<br \/>\n=INT((TODAY()-A1)\/365.25)<\/p>\n<p>Let&#8217;s break it down. TODAY()-A1 will calculate the number of days old the person is.\u00a0For some of us, that\u2019s really a bit scary.\u00a0We then divide this by 365.25 to work out how many years old they are. The .25 is used to cater for the leap year ever 4 years. Then finally,\u00a0INT is the integer function which changes any numeric result to an integer or whole number. It basically ignores all decimal places. Think of it as chopping them off. This leaves us with their age.<\/p>\n<p>For more information from Microsoft\u00a0on working with custom date formats <a title=\"Custom Number Formats in Excel\" href=\"http:\/\/office.microsoft.com\/en-au\/excel-help\/create-a-custom-number-format-HP010342372.aspx?CTT=1#BM1\">click here<\/a>\u00a0or<\/p>\n<p><a title=\"Excel Training\" href=\"http:\/\/www.rtb.com.au\/microsoft-office\/excel-training-courses\/\">Attend an Excel Intermediate Training Course in Sydney\u00a0at Raising the Bar<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>I&#8217;ve been\u00a0a Microsoft Office Master Instructor for over 12 years now and\u00a0I&#8217;ve\u00a0seen some pretty silly things in Excel when it comes to working with dates. Most people don\u2019t understand how dates are stored so they tend to do whatever it takes to get an answer to their problem. This result often leads to more work,\u00a0heartache &hellip; <a href=\"https:\/\/www.rtb.com.au\/blog\/working-with-dates-in-excel\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Working with Dates in Excel&#8221;<\/span><\/a><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[12],"tags":[],"class_list":["post-52","post","type-post","status-publish","format-standard","hentry","category-excel-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\r\n<title>Working with Dates in Excel - Raising the Bar Blog<\/title>\r\n<meta name=\"description\" content=\"Working with dates in Microsoft Excel is easy once you know how. 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