How to extend calendar view in PTO Manager Excel Template

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Our Small Business PTO Manager Excel template can be used to calculate and report PTO balances for employees in a company. One of the features of the template is the Calendar which shows the monthly view of PTO taken/scheduled by the employees. By default, this sheet was limited to show 40 employees at a time so that it can fit within 1 page to print. If your company has more than 40 employees to track PTO, then this could be a limiting factor. In this blog post, we will learn how to extend the Calendar view to show more than 40 employees.

The default calendar view looks like this.

PTO Manager - Calendar View - Default
PTO Manager – Calendar View – Default

 

It would stop with 40th Employee.

Calendar shows Employees 1 to 40
Calendar shows Employees 1 to 40

 

For this exercise, let’s assume we have 80 employees in our company. We will use the following simple steps to view more than 40 employees.

 

VIDEO DEMO

 

 

Option #1 (40 employees at a time)

If you don’t need to see data for all 80 employees in the calendar at the same time, then we have a very easy solution already built-in.

Just type 41 in cell A7.

 

PTO Manager Calendar - Enter different starting number
PTO Manager Calendar – Enter different starting number

 

Now, you will be able to see data for employees 41 to 80.

Calendar shows Employees 41 to 80
Calendar shows Employees 41 to 80

 

Option #2 (More than 40 employees at a time):

This involves a few more steps.

 

Before we begin, please save a copy of the file for backup. We will be making formula changes and it is always recommended to create a backup.

Tip: It is also recommended to create backups regularly even if you don’t make formula changes.

 

Step 1: Unprotect sheet

Please unprotect sheet with password indzara

Unprotect Sheet
Unprotect Sheet

 

Step 2: Select Row 45

Click on 45 to select row 45.

Click on 45 to select row 45
Click on 45 to select row 45

 

Step 3: Right click and choose ‘Copy’

Right Click and Choose Copy
Right Click and Choose Copy

 

Step 4: Select rows 46 to 86

Select rows 46 to 86 (we need to select 1 row more than our desired expansion. Since we want to expand by 40 rows, we select 41 rows)

Step 5: Right click and choose ‘Insert Copied Cells’

Right click and choose Insert Copied Cells
Right click and choose Insert Copied Cells

 

Step 6: Select row 87

Click on 87 to select row 87

Click on 87 to select Row 87
Click on 87 to select Row 87

 

Step 7: Clear Row 87

Right click and choose ‘Clear Contents’

Right click and choose Clear Contents
Right click and choose Clear Contents

 

Step 8: Change Print settings

Since the calendar will be more than 1 page long, we need to make some modifications to the Print Settings.

First, Click on ‘Print Titles’ in the Page Layout ribbon.

Select Print Titles
Select Print Titles

 

Set rows 1 to 6 to repeat. This allows the 6 rows to print on second page (employees 41 to 80) as well – allowing the reader to align the dates to the calendar.

Select rows 1 to 6 to repeat in the Page Setup
Select rows 1 to 6 to repeat in the Page Setup

 

Step 9: Protect sheet

Now we are done with making the changes to extend the calendar. We can protect the sheet again to prevent unintentional editing of formulas.

Protect sheet
Protect sheet

 


Recommended

  • Support Page: For all the help articles on Small Business PTO Manager Excel template
  • Product Page: For product features and highlights of the PTO Manager Excel Template
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