How to Calculate Time Cards in Excel

Microsoft Excel can be used to track work hours. Time-card templates are available on the Microsoft Office website. The templates contain formulas that are necessary to calculate the time worked within a shift. The formulas can accommodate day and night shifts.

Instructions

1. 

   Go to "Start," "Programs," "Microsoft Office" and "Microsoft Excel." If you have used Excel recently, go to "Start" and "Microsoft Excel." Click "New" to open a new document.

2. 

   Go to "Timesheets," click on "Weekly timesheets with breaks," then click on "Download" at the lower right-hand corner of the screen. The time card will have a place for the Company name, time in and time out.

3. Enter "9:00 AM" in the "Time In" cell (E11) for Sunday. Enter "12:00 PM" in the "Time Out" cell (E12) for Sunday. The total hours calculated before the break is 3.00.

4. 

   Enter "1:00 PM" in the second "Time In" cell (E14) for Sunday. Enter "6:00 PM" in the second "Time Out" cell (E15) for Sunday. The total hours calculated after the break is 5.00.

5. 

   Enter "9:00 PM," "2:00 AM," "2:30 AM" and "5:00 AM" in the respective "Time In" and "Time Out" cells for Tuesday. The time before and after the "Meal Break" is 5.00 and 2.50 hours, respectively.

6. Change the formula for the day's total hours. Enter "=J12+J15" to add the total hours for the day. Press "Enter."

7. Copy and paste the formula in each cell, except the "Total Hours Scheduled" cell, to remove the error message icon.

Tips & Warnings

• Save time by using time-card templates and making any necessary modifications.

• Using military time for shift start/stop times may make time calculations easier.

• Double-check to ensure the hours calculated are correct; make sure it passes the "common sense" test.

Resources

• Microsoft Excel Overview
• Microsoft Excel Time-Card Templates
• Microsoft Excel: Calculate the Difference Between Two Times