How to make an attendance sheet in Microsoft Excel

Updated April 17, 2017

Creating an attendance sheet for a personal or business event, such as a training course, presentation or even a wedding helps you identify who came to the event and who didn't turn up. To create an attendance sheet in Microsoft Excel spreadsheet software, use the program's table function to format and design sheet. You can also take advantage of Excel's advanced formulas to calculate guest numbers automatically, saving you time and effort after the event.

Open a new worksheet in Microsoft Excel. Highlight and select the range of cells in columns and rows that you need to form the table; for example, select the right amount of cells in a vertical column for the number of invited guests and select enough cells across the sheet in rows for each data field, such as guest name, attendance and any other information you want to record.

Click the "Home" tab in the main Excel menu bar at the top of the screen. Select "Format as Table" in the Styles tools group. If you want to include headers at the top of each data column, click the "My table has headers" check box in the format dialog window.

Click to select the table in the worksheet. Select the "Design" tab in the Table Tools dialog window that appears when you select the table. Choose your preferred table style from the pull-down menu. Excel offers a range of table designs, so select one that is clear and easy to use.

Enter the data in the table and the header information in the top cell of each column. For example, type the name of each invited guest in each data cell in the first column. Leave the attendance column blank so that you can fill this in when each guest arrives at the event. If you want to analyse the data after the event, insert "1" into the attendance column beside the guest name when each guest arrives and insert "0" if the guest doesn't attend. Now that you've designed the table, follow the next step to add an Excel formula to analyse the data after your event.

Select and highlight the cells in the table that you want to analyse; for example, the cells in the attendance column so that you can calculate the number of people who attended your event. Click the "Quick Analysis" button that appears in the bottom right of the selected area, and then click the "Formatting" tab in the Quick Analysis pop-up window. Select the "Sum" option to automatically calculate guest numbers from the data you entered in the attendance column.


You can access a range of data display tools in the Quick Analysis window, including bar charts, pie charts and line graphs.


The information in this article applies to Microsoft Office Excel 2013. It may differ slightly or significantly for other versions of Excel.

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About the Author

Adrian Grahams began writing professionally in 1989 after training as a newspaper reporter. His work has been published online and in various newspapers, including "The Cornish Times" and "The Sunday Independent." Grahams specializes in technology and communications. He holds a Bachelor of Science, postgraduate diplomas in journalism and website design and is studying for an MBA.