How to Design a Roster on Excel

Written by james highland
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How to Design a Roster on Excel
Team rosters are easily created in Excel. (baseball kids image by Linda Mattson from

Microsoft Excel is well-suited to the task of building and editing a roster of any kind. Rosters are lists, usually of people's names, for a particular class, team, project or other group that requires an organised set of data. Excel creates spreadsheets of rows and columns. This grid layout makes it particularly effective for creating rosters. A user may easily build their own roster, or use any of the many pre-built Excel roster templates that are available from Microsoft for free. Regardless of your chosen route, creating a roster in Excel is relatively straightforward.

Skill level:
Moderately Easy

Things you need

  • Microsoft Excel

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    Build Your Own

  1. 1

    Open Excel. A new blank spreadsheet file is created automatically.

  2. 2

    Consider the headers you will need. Example: For a classroom roster, you may need a column for first name, last name, major (if applicable) and additional columns for each of the major grades offered during a school term. Excel offers up to 256 columns for use as headers.

  3. 3

    Type the headers required for your roster in row 1, starting with column A and moving to the right through columns B, C and more. For example, in cell A1, type "First Name." In cell B1, type "Last Name." Continue this process until you have created all the headers you need. You can always add more later, if necessary.

  4. 4

    Enter the data into the roster. Simply type the data into the appropriate cells under the column headings, using one row for one person. For example, in row 2, type an individual's first and last names and other data as structured by the column headers.

  5. 5

    Save the file using the "File" menu's "Save" option. You can open this file at any time and update the roster with any necessary data.

    Use an Excel Template

  1. 1

    Open a Web browser.

  2. 2

    Visit the Microsoft Office online templates website (See References 1).

  3. 3

    Perform a search for "roster." All the templates for Microsoft Excel and other programs will be listed.

  4. 4

    Click on any Excel roster template to download the free spreadsheet layout.

  5. 5

    Open the downloaded template and edit the roster with the names in your group, team, class or other organisation.

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