Forum Discussion
Count the instances of a name based on the date, into a different sheet
Greetings. I am trying to set up a spreadsheet that tracks productivity for staff using Office 365.
I am working with 2 spreadsheets in the workbook. The first sheet is named "FACILITY REQUESTS". The other is named "TOTALS".
In the Facility Requests sheet, Column B is the date we are looking at. The format is 1/1/2024. In that same sheet, Column G will be staff names. One name is "Sue".
In the Totals sheet, Column A will be a list of staff names, Columns B through M headers will be the months of the year, starting with January 2024.
I need to track how many times "Sue" appears in column G between Jan 1 & Jan 31, 2024 in Facility Requests and output that information to B2 on the Totals sheet.
We currently use Data Validation in the names column (G) and would like to keep it that way if it's possible. If not, staff is just going to have to learn how to spell their own names.
Thanks!
Hi TerriLP
If I didn't make mistake replicating your setup that should be:
in B2 then copy right & down (adjust $G$100 and $B$100 according to your actual ranges):
=COUNTIFS( 'FACILITY REQUESTS'!$G$1:$G$100, $A2, 'FACILITY REQUESTS'!$B$1:$B$100, ">=" & B$1, 'FACILITY REQUESTS'!$B$1:$B$100, "<=" & EOMONTH(B$1,0) )NB: Enter real dates (1/1/24, 1/2/24,....1/12/24) in B1:M1 then Custom Format cells to display Month names only
data validation is a very good thing.
It sounds like a Pivot Table might be exactly what you need.
your rows would be user names
then add date to columns and that should auto create months and other break downs (get rid of the ones you don't want. probably just keep years if included and months)
then add names to Values box alsohere is a screenshot example
Thank you both for your super fast replies. I did try both ways and both work to a degree.
Lorenzo Your way seemed to work best for me except as far as I can tell I would need a column for every day of the year. Is that right, or is there a way to put a month's worth of dates into one cell?mtarler I have only used a very simple Pivot table once and it was many years ago so I'm probably missing some important knowledge and a quick internet search wasn't super helpful. As with LZ's method, I don't see a way to display the total for the entire month rather than for each day of the month. In addition, I don't see that the table updates in real time, which is very important. I am not the person who will be gathering the information from the totals sheet so it needs to be ready whenever she needs it.
Again, I thank you both for taking the time and for being so quick about it as well.
you're very welcome.
In both cases you should be getting monthly totals.
In Lz's case the COUNTIFS statement uses 3 conditions, the 1st is based on being the correct name, the second is >= B$1 which is the top of the column and although all you see is the month name it is really the 1st day of that month and then 3rd is <=EOMONTH() which is the end of that monthIn the Pivot Table, I noted you should drag the Date to the Columns box which should automatically create multiple items including MONTH. By leaving MONTH in there (and removing Day and Date) you will see the totals by month. Basically what I'm saying is that when I dragged "date" to the Columns box then EXCEL created Days(date) and Months(date) items.
Hi TerriLP
If I didn't make mistake replicating your setup that should be:
in B2 then copy right & down (adjust $G$100 and $B$100 according to your actual ranges):
=COUNTIFS( 'FACILITY REQUESTS'!$G$1:$G$100, $A2, 'FACILITY REQUESTS'!$B$1:$B$100, ">=" & B$1, 'FACILITY REQUESTS'!$B$1:$B$100, "<=" & EOMONTH(B$1,0) )NB: Enter real dates (1/1/24, 1/2/24,....1/12/24) in B1:M1 then Custom Format cells to display Month names only
