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.
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It would stop with 40th Employee.
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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.
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Now, you will be able to see data for employees 41 to 80.
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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
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Step 2: Select Row 45
Click on 45 to select row 45.
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Step 3: Right click and choose ‘Copy’
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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’
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Step 6: Select row 87
Click on 87 to select row 87
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Step 7: Clear Row 87
Right click and choose ‘Clear Contents’
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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.
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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.
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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.
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