Excel formulas can always be very handy, especially when you are stuck with data and need to get something done fast. But how well do you know the spreadsheet formulas?
Discover these 15 extremely powerful excel formulas and save a ton of time next time you open that spreadsheet.
1. Change the case of cell contents – to UPPER, lower, Proper
Boss wants a report of top 100 customers, thankfully you have the data, but the customer names are all in lower cases. Fret not, you can Proper Case cell contents with proper() formula.
Example: Use
proper("pointy haired dilbert")to get Pointy Haired Dilbert
Also try lower() and upper() as well to change excel cell value to lower and UPPER case
2. Clean up textual data with trim, remove trailing spaces
Often when you copy data from other sources, you are bound to get lots of empty spaces next to each cell value. You can clean up cell contents with trim() spreadsheet function.
Example: Use
trim(" copied data ")to get copied data
3. Extract characters from left, right or center of a given text
Need the first 5 letters of that SSN or area code from that phone number? You can command excel to do that with left() function.
Example: Use
left("Hi Beautiful!",2)to get Hi
Also try right(text, no. of chars) and mid(text, start, no. of chars) to get rightmost or middle characters. You can use right(filename,3) to get the extension of a file name 😉
4. Find second, third, fourth element in a list without sorting
We all know that you can use min(), max() to find the smallest and largest numbers in a list. But what if you needed the second smallest number or 3rd largest number in the list? You are right, there is a spreadsheet function to exactly that.
Example: Use
SMALL({10,9,12,14,26,13,4,6,8},3)to get 8
Also try large(list, n) to get the nth largest number in a list.
5. Find out current date, time with a snap
You have a list of customer orders and you want to findout which ones are due for shipping after today. The funny thing is you do this everyday. So instead of entering the date every single day you can use today()
Example: Use
today()to get 08/13/2008 or whatever is today’s date
Also try now() to get current time in date time format. Remember, you can always format these date and times to see them the way you like (for eg. Aug-13, August 13, 2008 instead of 08/13/2008)
6. Convert those lengthy nested if functions to one simple formula with Choose()
Planning to create a gradebook or something using excel, you are bound to write some if() functions, but do you know that you can use choose() when you have more than 2 outcomes for a given condition? As you all know, if(condition, fetch this, or this) returns “fetch this” if the condition is TRUE or “or this” if the condition is FALSE. Learn more about spreadsheet if functions like countif, sumif etc.
Where as choose(m, value1, value2, value3, value4 ...) can return any of the value1,2.., based on the parameter m.
Example: Use
CHOOSE(3,"when","in","doubt","just","choose")to get doubt
Remember, you can always write another formula for each of the n parameters of choose() so that based on input condition (in this case 3), another formula is evaluated.
7. Repetitively print a character in a cell n number of times
You have the ZIP codes of all your customers in a list and planning to upload it to an address label generation tool. The sad part is for some reason, excel thinks zip codes are numbers, so it removed all the trailing zeros on the leftside of the zip code, thus making the 01001 as 1001. Worry not, you can use rept() the extra needed zeros. You can also custom format cell contents to display zip codes, phone numbers, ssn etc.
Example: Use
zipcode & REPT("0",5-LEN(zipcode))to convert zipcode 1001 to 01001
You can use REPT("|",n) to generate micro bar charts in your sheet. Learn more about incell charting.
8. Find out the data type of cell contents
This can be handy when you are working off the data that someone else has created. For example you may want to capitalize if the contents are text, make it 5 characters if its a number and leave it as it is otherwise for certain cell value. Type() does just that, it tells what type of data a cell is containing.
Example: Use
TYPE("Chandoo")to get 2
See the various type return values in the diagram shown right.
9. Round a number to nearest even, odd number
When you are working with data that has fractions / decimals, often you may need to find the nearest integer, even or odd number to the given decimal number. Thankfully excel has the right function for this.
Example: Use
ODD(63.4)to get 65
Also try even() to nearest even number and int() to round given fraction to integer just below it.
Example: Use
EVEN(62.4)to get 64
UseINT(62.99)to get 62
If you need to round off a given fraction to nearest integer you can use round(62.65,0) to get 63.
10. Generate random number between any 2 given numbers
When you need a random number between any two numbers, try randbetween(), it is very useful in cases where you may need random numbers to simulate some behavior in your spreadsheets.
Example: Use
RANDBETWEEN(10,100)may return 47 if you keep trying 😉
11. Convert pounds to KGs, meters to yards and tsps to table spoons
You need not ask Google if you need to convert 156 lbs to kilograms or find out how much 12 tea spoons of olive oil actually means. The hidden convert() function is really versatile and can convert many things to so many other things, except one currency to another, of course.
Example: Use
CONVERT(150,"lbm","kg")to convert 150 lbs to 68.03 kgs.
UseCONVERT(12,"tsp","oz")to findout that 12 tsps is actually 2 ounces.
12. Instantly calculate loan installments using spreadsheet formula
You have your eyes on that beautiful car or beach property, but before visiting the seller / banker to findout of the monthly payment details, you would like to see how much your monthly / biweekly loan payments would be. Thankfully excel has the right formula to divide an amount to equal payment installments over given time period, the pmt() function.
If your loan amount is $125,000,
APR (interest rate per year) is 6%,
loan tenure is 5 years and
payments are made every month, then,Use
PMT(6%/12,5*12,-125000)which tells us that monthly payment is $ 2,416 if you keep trying 😉
Also, if you want to find out how much of each payment is going for principle and how much for the interest component, try using ppmt() and ipmt() functions. As you can guess, even though EMIs or loan installments remain constant, the amount contributed to principle and interest vary each month.
13. What is this week’s number in the current year ?
Often you may need to find out if the current week is 25th week of this year. This is not so difficult to find as it may seem. Again, excel has the right function to do just that.
Example: Use
WEEKNUM(TODAY())will get 33
14. Find out what is the date after 30 working days from today ?
Finding out a future date after 30 days from today is easy, just change the month. But what if you need to know the date thirty working days from now. Don’t use your fingers to do that counting, save them for typing a comment here and use the workday() excel funtion instead. 🙂
Example: Use
WORKDAY(TODAY(),30)tells that Sep 24, 2008 is 30 working days away from today.
If you want to find out number of working days between 2 dates you can use networkdays() function, find out this and a 14 other fun things you can do with excel.
15. With so many functions, how to handle errors
Once you get to the powerful domain of excel functions to simplify your work, you are bound to have incorrect data, missing cells etc. that can make your formulas go kaput. If only there is a way to find out when a formula throws up error, you can handle it. Well, you know what, there is a way to find out if a cell has an error or a proper value. iserror() MS Excel function tells you when a cell has error.
Example: Use
ISERROR(43/0)returns TRUE since 43 divided by zero throws divide by zero error.
Also try ISNA() to findout if a cell has NA error (Not applicable).
Give these functions a try, simplify your work and enjoy 🙂
41 Responses to “Calculate Elapsed Time in Excel [Quick Tips]”
Hi Chandoo,
To calculate time lapses in excel I usually use the DATEDIF function. Even though is undocumented by MS there is a great explanation of its use in Chip Pearson's site :
http://www.cpearson.com/excel/datedif.aspx
Is pretty easy to use and has great flexibility.
See you and keep Excelling!!!
Another great article, I will be linking to it on my blog.
Oliver:
Yes, I think that DATEDIFF do it better.
Great post! This a fantastic tutorial on calculating elapsed time in Excel that could be helpful even to a novice user. Keep up the useful tips!
Also, the Office community on Facebook could really benefit from you knowledge! Check it out at http://www.facebook.com/office
Cheers,
Andy
MSFT Office Outreach Team
hi, Chandoo !!!
for elapsed time , we can use this unique formula either for hours, minutes or seconds : NOW()-A1)
but using respective special number formats
for hours : [h] ==> 46553
for minutes : [m] ==>2793212
for seconds : [s] ==> 167592763
We can also use mean duration for years (orbital period of the Earth around the Sun : i-e tropical year) which is : 365.25 days
and mean duration for month : 365.25/12 days
be Excelent !!!!
@Oliver... Thanks for the pointer to datediff(). I will update the post with information about this as well.
@Glen... thanks for the linklove 🙂
@Andy... Welcome. Thanks for telling us about the office community on FB.
@Modeste ... that is very cool. I will remember these formatting codes for an upcoming article on number formatting codes 🙂
Great tip Chandoo! I use the formula to calculate years elapsed all the time. It can seriously help save a ton of time with calculations. Also, NETWORKDAYS is one that helps and can seriously impress a boss. Keep up the great work here!
No problem! I will definitely be directing people with tough Excel questions to your blog. Keep up the great posts!
Andy
MSFT Office Outreach Team
Hi,
always great posts and a good way to start my day
but regarding the elapsed time calculations: have you never noticed that there is a result difference between using =TODAY()-A1 and using =NETWORKDAYS(A1,TODAY())?
try it for A1= a Monday such as 21sep09 and "today" is e.g. a Thursday; you get 3 or 4 respectively as a result, depending on the formula used; this is because formula =networkdays() always includes both the startdate and the end date and not only the time between these 2.
This is easily corrected/compensated bij always adding a -1 to the =networkdays() formula because the majority of us will count startday as day 0 and then the result will be consistent across the different formulas.
However, you then get into trouble if you calculate the networkdays for a date further in the past and where either the start or end date falls in a weekend.
just thought to point this out as to me these formula's are not interchangeable just like that!
have a great day!
Paul
=DATEDIF([DOJ],TODAY(),"Y") & " Y, " & DATEDIF([DOJ],TODAY(),"YM") & " M, " & DATEDIF([DOJ],TODAY(),"MD") & " D"
This will fix your 30 Days problem
I calculated the time diff between two date+ times by subtracting 2 cells & custom formatted it to "d hh:mm" format.
E.g.
Cell A1 04-Jan-12 6:00 PM
Cell A2 05-Jan-12 4:45 PM
Cell A3 0 22:45 (formula: =A1-A2)
Wat shud i do 2 not display the "zero" values i.e. no. of days in this case is zero hence the cell shud display " 22: 45" and not "0: 22: 45".
@Amol
Try the Custom Format code:
[
<1] hh:mm ; [>=1] d “d” hh:mmHi Chandoo,
If possible to compute the interval of time and date in one column.
In column C I would like to compute the total days and hours . What formula ? Please help
Example.
Column A Column B
2/13/12 3:30 AM 2/14/12 12:00 AM
In referenc to Elapsed time in months
To calculate the elapsed time in months, we can use the formula =(NOW()-A1)/30. This returns the value in 30 day months.
I use to apply formula =ROUND((TODAY()-A1)/30,0). Today, I faced a peculiar situation, A1 has date 01-Mar-2009, and today being 01-Mar-2012, it should be 36 months, but it is showing 37 months!!
Any suggestions to avoid such errors?
Regards,
Prasad DN
All I want to do is add up a series of times and receive a reply that gives me a total. What I used to do was subtrace the end time from the start time and format the result as [hh]:mm but this doesn't seem to work anymore. How has Bill Gates confounded me?
@Pete
I use Excel 2010 and it still works
The times must be entered as times in the format hh:mm:ss or hh:mm without seconds
Adding up times is as simple as =Sum(Range) or =Sum(A2:A10)
then using a Custom Number format as you have mentioned [h]:mm
If this isn't working, 2 ideas
1. Check your times are times and not text
2. Can you share your data or file with us?
My hospital tracks times from patient arrival to various procedures or treatments. When those times cross over midnight, the regular formulas (2nd time minus first time) don’t work because the result is negative and Excel (2007) won’t show a negative number in time format.
I couldn’t find a solution here (chandoo.org) but found one elsewhere that worked and it’s very simple. I would like to share it.
Assuming 1st time in A1 (column for patient arrival time) (11:00 PM), and 2nd time in B1 (column for x-ray given) (12:30 AM)). Should be 1:30 elapsed time.
=B1-A1+(B1<A1) [This comparison is the key to the solution.]
=12:30 AM – 11:00 PM + (12:30 AM < 11:00 PM)
=0.0208 – 0.9583 + (True)
=-0.9375 + (1) [This is the key! If it is false, Excel adds 0. If it’s true, Excel adds 1 and that is what corrects the negative number. Now Excel can interpret the number as a time.]
=0.0625
Converted to hh:mm = 1:30
I wrapped this formula inside an IFERROR one to alert my data entry person if she messed up and applied it to lots of different columns and it has worked wonderfully. No more complaints from the data entry person who just plugs in times from medical charts.
Very interesting solution. Thank you so much for sharing it with all of us.
HI,
I am working on a Xl application..
I want to capture time between two clicks.
Ex, in my application during run somewhere I press OK button and then I click Cancel.. I want to measure time between these two clicks... Is it possible??
Pls help on this...
@shashidhar
The answer is Yes
You will have to add an appropriate VBA event to start and stop a timer.
There are techniques which can time to the millisecond so maybe look those up on the net
WOW!!!!!! I truly love your excel time format program! WHOOOO! I am very interested in how the time formats "update" (manually on a physical keyboard) that "updates" the time into its respective decimal time formats, such as:
YYYY.yyyy, HH.hhh, etc...
How do those formulas or equations work if not in Excel mode? Example: TI calculators, Word, or any other computer language programming? Just wanted to see how it works. E-mail me at Ultra64848689Ti@gmail.com.
Thanks again for an EXCELLENT Excel program into decimal time formats!
Here's an idea: how about creating an APP for iOS and Android? Just wanted to point that out. =-D
Regarding the elapsed time in months:
I made this function to determine the time elapsed since a date using the number of days in each respective month. It's a simple subtraction and I think it works very well:((Year Today-Year A1)*12++(Month Today - Month A1)+(Day Today/Days in Month Today)-Days A1/Days in month A1)
Here's the function:
=((YEAR(TODAY())-YEAR(A1))*12)+(MONTH(TODAY())-MONTH(A1))+(DAY(TODAY())/DAY(DATE(YEAR(TODAY()),MONTH(TODAY())+1,0))-DAY(A1)/DAY(DATE(YEAR(A1),MONTH(A1)+1,0)))
Have a Merry Christmas everyone!!
I need the ability to calculate how much progress we have made between two dates and I want to represent that as a percentage.
I am thinking this would be a combination of today, networkdays & dividing the days elapsed vs the total days. Then it should be as easy as formatting my cell. Any help would be greatly appreciated.
@Christian
Your correct
dates are just numbers and so you can use simple math to derive the percentage
=(Date Now-Start Date)/(End date-Start date)
that will give you a number between 0 and 1
which you can format as a %'age
is there a way out to calculate the productivity for an employee
The day start is at 08:00 and day end is 20:00
The start date / time is recorded and end date / time is recorded
I want to calculate the timelapse taking into consideration the day begin and dayend time.
If the work begins and ends the same day, a simple formula b1-a1 would compute the productivity.
But if the process remains incomplete and is carried over to the next day, then timelines to be computed accordingly
to clarify,
if start time of an activity is 03/15/2015 18:00 hrs and end time is 03/16/2015 11:00 hrs, then the resultant formula should be 5 hrs (ie 18:00 to 20:00 hrs on day1 + 08:00 to 11:00 hrs on day2) ie 2+3
please guide.
Venkatesh, try (b1-a1)-0.5
This will subtract the fixed amount of time between shifts, 12 hours. If the time between shifts varies, then you could reference other cells that contain the variables.
Please help. when I use the networking days formula I get a date (2-may-00) I want actual number of days. I managing projects and I need to know how many days have passed since we received a project to the current date. Please help Thanks
@Aria: Just format the cell as general or number. that will fix the problem.
You rock! I looked at 17 other sites and they all did not work. Yours did. Thanks!
Hi folks ...
calculating age in years , months and days
=text(now()-a1,"yy")&" y " &text(now()-a1,"mm")-1 &" m "&text(now()-a1,"dd") & " d"
Hi, the Elapsed time in days [ =TODAY()-A1 ] works great however, if I do not have a date in A1, it shows 42157. Anyway to get it to display 0 or a Null value?
@Dan
=If(A1="",0,TODAY()-A1)
I get #NAME? and the formula does not work.
Hi Chandoo,
This might be a challenge - I am looking to calculate elapsed time between two columns
Start date Complete date
9/9/2015 7:21 10/2/2015 11:01
I need to take into account the following:
1) The employee works 7:00-3:15 pm each day
2) Std Work hours are 7hrs 45 min each day
3) Need to take into account all holidays in between start and end date
4) Work week is Mon through Friday.
Can you help?
Thanks!
Hi, i have a certain name (wilium) in column A and against this name i have 2 option, 1 Done and 2 Inprogress. i want that i count done again wilium and count inprogress against wilium separately. which formula will work for it??
Hi, i have a certain name (wilium) in column A and against this name i have 2 option, 1 Done and 2 Inprogress in column C. i want that i count done again wilium and count inprogress against wilium separately. which formula will work for it??
Year, month, day results for DoB.
The formulas I have found on the net and the datedif function do not work. This is what I came up with using a Microsoft support paper dated April 1997 with some modifications:
IF(OR(A2>$A$1,ISBLANK(A2)),"",IF(YEAR($A$1)=YEAR(A2),0,IF(MONTH($A$1)>=MONTH(A2),YEAR($A$1)-YEAR(A2),YEAR($A$1)-YEAR(A2)-1))&" years "&MONTH($A$1)-MONTH(A2)+IF(AND(MONTH($A$1)<=MONTH(A2),DAY($A$1)<DAY(A2)),11,IF(AND(MONTH($A$1)=DAY(A2)),12,IF(AND(MONTH($A$1)>MONTH(A2),DAY($A$1)=DAY(A2),ABS(DAY($A$1)-DAY(A2)),DAY(EOMONTH(A2,0))-DAY(A2)+DAY($A$1))&" days")
Check it out...
Hi, Augustin
what about :
calculating age in years , months and days
=YEAR(NOW()-DoB)-1900 & " y " & MONTH(NOW()-DoB)-1 & " m " & DAY(NOW()-DoB) & " d"
Hi Chandoo,
I am looking for help with the elapse time formula. I have a recruitment tracking sheet where we track the number of days the positions are opened, and when they are finally closed.
The opened positions will have a running turnaround time (TAT) formula and I am using this formula:
=NETWORKDAYS (start_date, TODAY (), Holidays2018)
Now, without disrupting the running TAT formula, how do I then get the TAT to stop when we have a final end date? All the information below is row:
- start_date --> Cell A
- TODAY () --> cell B
- end_date --> Cell C
Hope you are able to help. Thanks!
Interesting question. Try this:
Thank you for this helpful article. I was trying for days now to figure it out. Now the only issue I have is that if I do not have a value inputed for =TODAY()-[@[Date Precured]] Date Precured then it shows 44055. How can I get it to leave it blank if there is no data? Thanks again!!!