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Working with dates and times

From: Excel 2013 Essential Training

Video: Working with dates and times

In this worksheet called "Dates-Times" in the 02-Entering Data Workbook, we've got a date entry in column B and some time entries in column D. Excel is adept at handling date and time information. You want to start off by just making sure that when you do put dates into Excel that you want to enter them in just a few different ways. First of all, if you're working in the United States with Excel, your standard Excel settings are to display dates as from left to right, month/day/year. In other countries it's likely to be day/ month/year, but this represents January 8, 2013. It's typed with slashes. The standard way of entering dates in Excel is with slashes or hyphens. No matter how you type it, you will see the display as slashes. So if we want to put in for example, November 17, 11/17 and it's in the same year, we'll type 13, Enter, no great surprises there. Same thing would happen of course if we type hyphens. It will display with the slashes. A small tip here, any date in the first portion of this century--the first 10 years--if for example, it's April 5, if it happens to be 2007, just type 7, Excel displays the entry this way. One oddity that you might or might not run into--if you're dealing with dates within a certain timeframe--maybe you keep track of retirees or maybe you're keeping track of the age of buildings or something, someone who's born December 13 in 1930, you'd probably type it that way and press Enter and not at all be surprised. How about someone born the year before, on November 12 of 1929? You'd probably type it that way and then be real surprised when you see this kind of a display. Here's what Microsoft has done and they will change this in years to come. Any date entry that has a year from 30 through 99 is automatically considered last century, and any date entry that has the year from 0 through 29 is automatically this century. Now, when you're typing these entries, if you're dealing with data, just play it safe and type four-digit years. In this case, we would be typing--of course we can edit it now--but if we were just typing this, it's 11/12/1929--if that's what you mean--because we just put in 29 as we saw earlier, it's going to be 2029. Again, the reason for putting these in, in these ways is that date entries are actually values. They're stored as numbers, that's why they're right aligned. If you do this correctly, you open the door for extensive use of these. We can find out day of the week here. We can find out amount of time elapsed between different dates. There's just a variety of things we can do using Excel date functions that are built-in. Similarly with times, make your time entries in 24-hour style or an A.M/P.M. style and use colons. Recognize that although that's not right or wrong it's 1:32 A.M--unless you type A.M. or P .M.--it assumes A.M. So an entry here-- and we can type these in a variety of ways-- use colons, if it's 4:32 p.m., you can even type it "4 colon 3, 2 space P", and it gets stored that way. Also with times, by putting in times correctly, we can later calculate time differences or time into the future. The Excel DateTime system is designed to work by the way until the year 10,000. We're in good shape here if we put in our dates and times correctly from the beginning.

Working with dates and times

In this worksheet called "Dates-Times" in the 02-Entering Data Workbook, we've got a date entry in column B and some time entries in column D. Excel is adept at handling date and time information. You want to start off by just making sure that when you do put dates into Excel that you want to enter them in just a few different ways. First of all, if you're working in the United States with Excel, your standard Excel settings are to display dates as from left to right, month/day/year. In other countries it's likely to be day/ month/year, but this represents January 8, 2013. It's typed with slashes. The standard way of entering dates in Excel is with slashes or hyphens. No matter how you type it, you will see the display as slashes. So if we want to put in for example, November 17, 11/17 and it's in the same year, we'll type 13, Enter, no great surprises there. Same thing would happen of course if we type hyphens. It will display with the slashes. A small tip here, any date in the first portion of this century--the first 10 years--if for example, it's April 5, if it happens to be 2007, just type 7, Excel displays the entry this way. One oddity that you might or might not run into--if you're dealing with dates within a certain timeframe--maybe you keep track of retirees or maybe you're keeping track of the age of buildings or something, someone who's born December 13 in 1930, you'd probably type it that way and press Enter and not at all be surprised. How about someone born the year before, on November 12 of 1929? You'd probably type it that way and then be real surprised when you see this kind of a display. Here's what Microsoft has done and they will change this in years to come. Any date entry that has a year from 30 through 99 is automatically considered last century, and any date entry that has the year from 0 through 29 is automatically this century. Now, when you're typing these entries, if you're dealing with data, just play it safe and type four-digit years. In this case, we would be typing--of course we can edit it now--but if we were just typing this, it's 11/12/1929--if that's what you mean--because we just put in 29 as we saw earlier, it's going to be 2029. Again, the reason for putting these in, in these ways is that date entries are actually values. They're stored as numbers, that's why they're right aligned. If you do this correctly, you open the door for extensive use of these. We can find out day of the week here. We can find out amount of time elapsed between different dates. There's just a variety of things we can do using Excel date functions that are built-in. Similarly with times, make your time entries in 24-hour style or an A.M/P.M. style and use colons. Recognize that although that's not right or wrong it's 1:32 A.M--unless you type A.M. or P .M.--it assumes A.M. So an entry here-- and we can type these in a variety of ways-- use colons, if it's 4:32 p.m., you can even type it "4 colon 3, 2 space P", and it gets stored that way. Also with times, by putting in times correctly, we can later calculate time differences or time into the future. The Excel DateTime system is designed to work by the way until the year 10,000. We're in good shape here if we put in our dates and times correctly from the beginning.

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This video is part of

Image for Excel 2013 Essential Training
Excel 2013 Essential Training

82 video lessons · 73920 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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