A simple Address book template in Excel

Address book template

With this template you can save all your adresses and phonenumbers of the people you know. There are a few benefits of having a Excel Address book above having it on paper:

  • When somebody moves or changes phonenumber you can easily change it without making a mess in the Address book.
  • If you save it in a place like dropbox, onedrive or googledrive you can Always use it on all your devices connected to those boxes.
  • You can look up things in different ways in Excel compared to in a ‘normal’ address book where you can only look up one way on alphabet. In Excel you can look up on their name, last name, Phone number, etc.

Address book Excel

Let’s get a look at the template. There are the following columns:

  • Name
  • Lastname
  • Subject
  • Phonenumber 1-6
  • Email
  • Address
  • Zipcode
  • City
  • Country
  • Comments

Search with Ctrl & f

You can look up things with ctrl+f. A box opens up in which you fill in the name or number you want to look up. It then searches for it and gives you the results.

Search with ctrl and f

Search with filter

On top of the file you see the filters. Open the filter. You can choose to sort alphabetically or choose all the names with an e. The first one sorts everything alphabetically on first name. You can sort alphabetically in each column. The second one gives you all the names starting with an e.

Search with filter

You can download the Dutch or English template. Have fun using the template.

Other Excel templates can be found here. If you want to upgrade your Excel knowledge see the possibilities here. You can also read more blogs about Excel.

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Calculate in Excel

Do you know how to calculate in Excel? In this blog I explain how to calculate in Excel using symbols and formula.

The calculating tools

When calculating in Excel we use:

  • = When we start in een cel in Excel with this symbol, Excel knows we are going to calculate.
  • + When we use this symbol in Excel, Excel knows we are going to add up.
  • – When we use this symbol in Excel, Excel knows we are going to deduct.
  • * When we use this symbol in Excel, Excel knows we are going to multiply.
  • / When we use this symbol in Excel, Excel knows we are going to divide.

Thes symbols are used in combination with numbers and the = sign in Excel.

Examples of calculating in Excel

Calculate in Excel

To calculate 101+102, You go stand in cel A3. And put in =101+102 and then you use Enter. After enter the result will be given in cel A3 and in the formula bar the calculation.

Try this know for the other examples. Shouldn’t be so difficult if you follow the instructions I gave. If you have trouble with it don’t hesitate to contact me.

This is one of the thing you learn in the basic beginners course. It is a one on one course let me know if you are interested in the course. or other courses Excel. You can also read other blogs about Excel. Or use one of the Excel templates I created.

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Dealing better with money

Since I work for myself I earn less, but it seems like I can do more. Not only do I have more time for fun things, there is also money for it.

Earn less and do more

I started to work more and more with the profit first idea. I already appeared to do it in part without knowing the term. I started making a budget for my company. At the time I knew what I had to earn to cover my fixed costs for Databeet. By also making a budget for private and including it in the Databeet budget, I had an idea what my fixed costs are for both private and Databeet and how much I have to earn.

Put aside

I didn’t leave it at that. I also started saving how small the amount was at the start of my career as an entrepreneur. That is why I built a buffer for myself and my company, Databeet.

Profit first
Profit first
een simpel systeem om je bedrijf te transformeren van een cash-eating monster in een money-making machine
Score 4.2 out of 5 stars.
€31,50
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Profit first
Profit first
een simpel systeem om je bedrijf te transformeren van een cash-eating monster in een money-making machine
Score 4.2 out of 5 stars.
€23,99
Direct beschikbaar
Free shipping!
Click to view this product at bol.com

Paying yourself

After reading Profit First I also started paying myself a salary. I did not leave it at that I started a savings account for each type of cost I had. Every invoice that I sent and was paid, I divided the invoice amount among the various saving accounts according to a fixed percentage per cost category. So I made one regular business account, 1 private account and 7 savings accounts. The 7 savings accounts I gave the following names:

  • Study: From this account I pay all the studies I want to do.
  • Marketing: With this I pay all the marketing stuff for my company.
  • VAT and Taxes: This account pays all my VAT and taxes
  • Travel costs: I sometimes travel for business. This is paid by this account.
  • Crowdfunding: With opening this account I am trying to work on my retirement money. I invest in crowfunding and bonds to make more money.
  • Profit: This account is my profit account. I am building a buffer with this account. So my company can survive difficult times and also buy special things.
  • Fixed charges: All the (fixed) cost of my company are paid from this.
  • And the Account named Guiselaine is my private account. The money in this account is to use on my private costs and savings.

As you can see in the picture each cost has a fixed percent of the invoice I earn going to it. I tried this for a year. I liked it and changed the fixed percentages till I found the right one for me. And when I noticed this was working I wanted to do this also for my private account.

Cost savings accounts for Business

Private Account

So now I am the proud owner of several private accounts, so that I also have a better grip on my money there. The accounts I made for the different costs look like this:

  • Fixed charges: Cost like rent, municipal taxes, water, electricity and heat, etc are paid from this account.
  • Savings: On this account I save to have a buffer and also special things I want.
  • Groceries: With this account I pay the groceries.
  • Travel: Yes I love to travel so I make sure an fixed amount is going to this to me important item.
  • Clothes: Yes, I need some clothes during the year so I make sure I have to money for it when needed by having a account for it.
  • House & Balcony: The house needs stuff like plants or when things break. With a separate account for this I know that when I need the money for it, it will be there.

In the table below you see how I a located the percentages. This works for me, for you it might be slightly different.

Private account

With doing this I am a proud owner of retirement money, a buffer and money to dedicate to my costs. I know what I have and what I spent. And I think I spent it smart.

If you whant to do this too. You can download the Excel Sheet I made especially for this. There is an English and a Dutch version!

Try it for yourself and be happy!

Using the Excel

Excel sheet for dividing money

As you can see I made an example for you in the picture above. If I earned 100 euros with my invoice I fill it in the yellow box below earnings and Excel divides the money for me to the different accounts with the fixed percentages I decided before.

The only thing left for me to do is transfer the money from my regular account to the different accounts. I do this with each invoice that is paid to me. You can also do this once a month if that suits you better.

In the second part of the picture you can see how the money is divided on my private account to my private costs and savings.

Have fun using this Excel template. Let me know if you have any questions or suggestions. In the mean while you can also read other blogs about Excel or use other Templates made in Excel. If you want to acquire more knowledge in Excel see this page for the courses Excel I give.

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Insight into your money

Insight into your money

Who does not want more insight into his or her money? Know what comes in and what costs are fixed costs? With this Excel you can make that very clear. Download here the Excel (Dutch version) and read how you fill it in.

Debts

debt statement

On the debt overview tab you enter which debts you have. Name of the Debtor goes into Column B, Column C becomes the attribute if you have it, Column D Concerns, Column E attribute if you have it, Column F the balance of your debt, Column G the settlement amount, Column H the details and Column I the contact information. At the bottom, the total of your debts and the settlement amount.

Every debt gets its own row. Then you are ready with filling in this tab and we go to the next one.

Income

Income

On the Income tab you fill in your income Column A shows the type of income and in Column B you enter the amount. Supplements such as health care allowance are also part of income and are entered here. There is room to add income that is not mentioned in A9, A19, A28, A29 and A30. In column D you can give the income a characteristic. Do not forget to fill in your income to be able to make a good calculation.

In B34 you get the total income.

Expenditure

expenditure

In the tab Expenditure you indicate your expense per month. It concerns the fixed costs per month, the costs that come back every month. I tried to be as complete as possible with the fixed costs, but if you miss one you can add this on A17, A18, A37, A38 and A39. With attribute you can make comments, this is column D.

In B42 you see the total of your expenses.

Budget

Budget

This tab is partly filled out automatically from the other tabs. Here you see in B4 your total income. In B6 the total of your fixed costs. In B8 you see your total repayments per month. In B10 you can give the living money you need, B12 reservations: You can fill in the money you want to put aside. In B14 you will find how much you have left or are short.

I hope you continue with this to gain more insight into your income and expenses. If you have any questions, you can contact me. For more Excel Templates check the templates page. Read more about Excel in my other Excel blogs. Improve your Excel skills with my Excel lessons.

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Track worked hours in Excel

For the tax authorities you have to keep track of how many hours you spend on your company to meet the hours criterion. It is also useful for yourself to keep track of how many hours you spend on something. In the beginning I kept that detailed in Excel. I would like to share this Excel (Dutch version) with you.

The Excel

All tabs

The first picture gives you an overview of the tabs that are available. For every week I have created a tab and given a number. These are the weeks in which you can indicate your hours per week. In the Memo tab you can see calculations with the number of hours worked and in the tab Year overview hours you can see the amount of hours that you have spent per project in a year.

The week

Week

On the tabs week 1 to week 52 you fill in the hours you spent on a certain project. The names of the projects appear here themselves, because you enter them on the tab Year overview hours. You look up the date and project and then arrive at a cell and fill in how many hours you have worked on the project that day.

The system automatically counts on how many hours you have worked that day or week. In column J you can see how many hours you spent on the project in that week.

To use this Excel for another year, copy the file. Empty it with the entered hours. And at week 1 on Monday you enter the date that falls on Monday in the week of 1 January. Fore 2019 this is 31 Dec. If you fill this in, the other data will change automatically and the overview will be ready for another year.

Excel tab Annual overview hours

Year overview hours

In the Annual overview hours tab you enter the projects you are working on. This is possible at any time. You do not have to put all projects down at once. First note down the project and then the hours in the week tabs, otherwise you do not see which project is involved. This is possible in Column A. At indirect hours I have already put some things fore you. Be free to adjust them. This can be done on this tab.

In column BC you see the total number of hours you have worked in the year on a project. I have hidden the intermediate columns, with the hours per week. They would only make the overview unclear.

Memo tab

Memo

You do not have to fill in anything on the Memo tab. You only read data here. So you can see if you meet the 1225 hours of the tax office or how many hours you still miss. You can also see for each project how large that share of hours is compared to the total number of hours.

Have fun with it, please let me know if you have any questions: gmcapella[@]yahoo.com. You can also read other blogs about Excel or use another Excel template. If you want to improve your Excel skills browse my Excel courses and see if there is one for you.

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Track your health in Excel

Do you sometimes feel that you have not been sleeping well for a while? Or stress through work? Then it is good to keep for a while: how much you sleep, what you eat and drink, how much you work. For this I have made an easy Excel system that you can fill in every day and then automatically displays graphs of your patterns. This allows you or your doctor to see if something needs to be changed in your patterns of sleep or work. The health monitor can be downloaded here (Dutch version).

Months

The Excel system consists of 15 tabs. One for each month of the year and two with data per year and a tab with explanations.

Memo tab

Memo

The Memo tab contains comments about the use of the Excel system. For example, there are definitions for day and night, standing and computer work. Explanation for the various tabs. Here you do not have to fill in anything, just read it correctly.

Tab Months

Tab month

You enter the data in the Months tabs. This way you enter how many hours you slept, how many times you were awake, etc. These are immediately visible in the graphs above. If you fill in the whole month you can see at the end of the month a pattern of the amount of hours you have slept, worked, etc. At the end in column AG you can see average working hours and sleeping hours, etc for that month. In column AH the total is added together.

This way you get a nice overview for the months per tab and you only have to enter the numbers at the right date.

Year Totals

Year totals

You do not have to do anything yourself on the Year totals tab. As soon as you enter something in the Tabs of the months, this is included in the calculations on this page and also in the graphs. This gives you a good overview of how your sleep rhythm was in a year, how much you worked, etc. In the table you can read the total per month, just like in the graphs.

Year average

Year average

Also on the tab Year average you do not have to do anything and everything is automatically calculated for you and displayed in the graphs. On this tab you see How you have done on average per month in terms of hours of sleep, lying awake, etc. Here you can compare the months with each other and perhaps discover patterns.

Get started! Let me know if you find it useful or if you have any questions via gmcapella[@]yahoo.com. If you want to read more about Excel, read my other blogs about Excel. Or feel free to dowload another Excel template to use. You can upgrade your Excel skills with one of my Excel courses.

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Create declaration form in Excel

Sometimes you have to declare costs to others. Then it is useful to use Excel. Even more convenient is if you create a template in Excel (Dutch version) in advance that you can always use for declarations and do not have to make it over and over again. You can use this declaration template.

Declaration template in Excel

Declaration form

The declaration form in Excel works as follows. Above you can enter a date, your name and personnel number if applicable.

In row 8 you enter your first declaration. In cell A8 comes the date of the receipt, invoice or travel date. In C8 the VAT percentage that applies as shown. And in D8 the amount including VAT. In E8 it automatically calculates the VAT amount. This way you also fill in the other rows with your declarations.

A filled declaration form

On line 23 the total amount of your declaration will appear and also the entire VAT amount. This way you can easily send a declaration to an organization or company.

In need of more Excel templates ready to use? Have a look in my other Excel templates. You can also read more about Excel in my Excel blogs. If you want to improve your Excel Skills feel free to browse through my Excel courses.

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Create invoices in Excel

If you do not have an accounting program that makes invoices. You can do this in Word or Excel. In Word you need a calculator to do the calculations or you do them in Excel and then move them to your Word document. I therefore created a billing system in Excel that is easy to use. You can download (Dutch version) and use the Excel invoice system. Below is the explanation.

Enter invoice data

Invoices

On the tab 2020 Invoice you can see the invoice numbers in Column A. These are in order as the tax authorities require. If you need more than 30 invoices, you can extend the list downwards and copy and make new tabs for invoice 31 and further.

In Column B you enter the client, in column C the person to whom the invoice is to go, In column D the address of the company, In column E the postcode and Column F the place of residence of the company. In column G comes the date of the invoice. Often the date that you create the invoice. In Column H you enter the amount you want to collect excluding VAT. In Column I you give a description of your service.

VAT

Total

In column J and K you do not have to do anything in it when calculating H the amounts are calculated. The formula with which this is done can be seen in the figures above.

In column L you can keep track of whether the invoice has been paid and in Column M you have to think about when you for example send a reminder or a term that is different than the 2 weeks on the invoice.

Each line is a different invoice. You can see the details you enter on the tab with the same invoice number.

The invoice itself

Invoice

Each invoice has its own tab, in which the details entered on the Invoices tab are automatically entered.

On the Invoice tab 202001 You still need to replace Right above Address, Postcode and city with your own address. This also applies to A22 in which you have to enter your bank account number, company name and city. And also A30- A38 fill in your own details. Once entered on the Invoice 202001 tab it is automatically adjusted in the other tabs.

Send invoice

Save invoice

You can not send the Excel to your client. You want to send a PDF this can be done after you have entered everything in for example tab Invoice 202001 and then choose files for copy save. In leaf that opens, choose the folder in which you want to save it. You give the invoice a name. The most convenient is the invoice number, client name and assignment name. When saving as choose PDF. Then click on save and then you have an invoice in pdf that you can send to your client.

If you have any questions or want to expand the invoice system, please feel free to contact me. Other Excel templates can be found on the Templates page. Read also more about Excel in my other Excel blogs. Improve your Excel with my Excel courses.

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Do your administration in Excel

When you start you probably do not have a bookkeeping program or you are a fan of Excel or like to keep track of your bookkeeping yourself. Anyway with this simple template (Dutch version) you can do your accounting in Excel.

Building of your Administration in Excel

Administration-in-Excel

The administration template in Excel consists of a tab for each month of the year and a tab called VAT. On the VAT tab your turnover and VAT per month are calculated, more on this later. And on the tabs of the months you do your actual administration. Let’s start with that

Income and costs

Montly income and costs

We take the tab Jan as an example. In the first orange column, we enter the income and the costs in the 2nd orange column. Every income or expense gets a separate line in this tab.

So the first income comes on line 5. At client A5 you enter the name of the client. At B5 you set the description of the assignment. At C5 the category of type of work. At D5 comes the date that the invoice has been paid. Depending on when you fill this in, it may be that you only fill in the date later. I fill in this schedule as soon as I issue an invoice, but leave the date field empty until the invoice has been paid and then enter that date.At E5 comes the amount that the client owes you exclusive of VAT. At F5 comes the VAT they owe you. In G5, the system automatically counts the total amount they owe you (amount excluding VAT + VAT). This way you enter all your income for January.

On line 9, the system gives you total income excluding both VAT (E9) and VAT (G9). And in F9 the total VAT that you have to pay this month.

You enter the costs in the same way. In A13, the supplier from a product or service. In B13 the description of the service / product. C13 the category of the product or service. You can think of: travel costs, network costs, study costs, operating costs, etc.

In D13 comes the date of purchase product or service. In E13 the amount excluding VAT and in F13 the VAT you paid for the product. In G13, the amount excluding VAT and VAT is added together. This way you enter all your costs for January in this case.

At the end, the total costs for you in line 28 is given. In E28 the amount of costs excluding VAT, F28 the VAT you have to pay and G28 the total amount including VAT.

VAT and Turnover per quarter

VAT and Turnover quarterly

On the VAT tab, everything is automatically calculated when you enter the tabs of the months. In Column B you see the VAT you paid, in column C the VAT received. In column D the difference between received and paid VAT. This is the amount that you have to pay or receive in VAT from the tax authorities.

In Column E you see your gross sales excluding VAT. In column F the quarterly expense Excluding VAT. And in Column G you gross profit before tax per quarter.

If you turn a small turnover with no more than 1345 in VAT to pay, you can use Column I, J and K to get VAT back.

If you have any questions about this administration system or want to expand it, you can contact me. Other Excel templates can be found on the Templates pagina. Read more about Excel in my other Excel blogs. Improve your Excel skilss with my Excel lessons.

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I want to do more than add with formulas in Excel

Excel formule

Excel has lots of possibilities to make complicated calculations with formulas, but the formulas can also be used to manage data better or to look for things. Excel divides the formulas into the following 7 categories:

  • Financial: Calculates financial calculations such as interest, return, revenue, etc.
  • Logical: Logical functions allow you to check whether things are correct or whether something is excluded or included. Examples: If (if a condition is met then the formula is executed or give value), where (You enter a value and if it satisfies you will get a true), etc.
  • Text: Allows you to adjust texts. For example, Delete spaces (all spaces are erased), Length (indicates how long a text is in a cell), merge text (can merge texts from different cells into a cell), etc.
  • Date / time: Date (convert the day you enter into Microsoft codes), minute (calculates day, year, month to minutes), days360 (calculates the number of days between 2 dates assuming 360 days in a year), etc .
  • Search and reference: Horizontal search (looks for a specified value in the first row of table and returns the answer from the corresponding column), Transpose (changed vertically to horizontal), Vertical search (looks for a specified value in the leftmost column, and then outputs that row returns the corresponding answer), etc.
  • Mathematics and trigonometry: Rounding off (around numbers), sum. (Counts on everything that meets criteria), root (calculates the root of a number), etc.
  • Other functions: Below are more functions grouped to:
    • Statistical: Below you will find useful formulas such as Number (counts number of cells with a value), but also more complicated static calculations as standard deviation.
    • Technique: Below are formulas to calculate technical things.
    • Cube: Does all kinds of cube calculations
    • Information: Checks information for example: Is.even (or number is even), ISText (checks whether value is in cell text).

But how do you use the formula in Excel? Stand in the cell. Click on insert function in formulas tab. In the screen that opens you choose the formula you want to use. With each formula, Excel also indicates which condition it expects from you.

If you have any questions contact me. Read more about Excel in my other Excel blogs. Improve your Excel skilss with my Excel lessons.

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Management tools

Management tools

When it comes to numerical things to support management policy, a number of programs are useful as management tools. Here I will discuss Excel, SPSS, Tableau and infographics as management tools.

Buy now ecourse Starting with Excel

Excel

Excel is a relatively cheap program that comes with Office and therefore has everyone. In Excel you can do the following:Create graphsCreate pivot tablesFilteringUse formulasExcel is easy to combine with Word or PowerPoint for a report or presentation.

Buy now ecourse Calculating in Excel

Downside Excel

A disadvantage of Excel is that if you want to use complex formulas to calculate something you have to understand those formulas in order to apply them. While this is not necessary in SPSS if you want to do analysis with SPSS. With SPSS, you only need to know where you have to enter which number and what you can explain.

SPSS

You do not have to be a math expert to analyze the formulas in SPSS. As long as you understand which data you put in the formula and where in the formula and what comes from the calculation. This makes SPSS less time-consuming than to calculate statistical formulas with Excel. The disadvantage of SPSS is that it is a very expensive program.

Tableau

A newer program in the field of analysis is Tableau. Tableau is a cross between Excel, SPSS and GIS (GIS is a program with which you can display data on geographical maps). This is ideal because you now only need a program to make both charts and maps. In addition, Tableau has the option to tell a story with your data. In Story mode you can paste different graphs one after the other and have them play automatically so that, for example, the progress of sales figures over the years becomes clear. Tableau works well with Excel by linking it.

Infographics

Image is becoming increasingly important for people to understand things, but also because we have too little time. With an infographic you can overcome that by making it possible for the reader to understand the statistics / figures in a picture. You can create infographics yourself by using existing figures / images or by having a designer make drawings from scratch. Keep a close eye on whether the drawing still meets the proportions statistically if you do not want distortions or spread “false” information.

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Shortcuts, I don’t think so

Keyboard shortcuts are key combinations that you can run on your computer without having to use the mouse to perform a function. The addition short is because it takes less time to use the shortcut keys then using the mouse to do the same function in any program. Each program has its own combination of  keys that are often used as shortcuts. This makes it less easy for the user, and often even discourage people in using them. In addition, Windows and Apple use different key combinations, which makes that users of both system have to remember a lot more short keys. Despite this, it is worthwhile to delve into all the several keyboard shortcuts combination.

Advantage shortcuts

  • It works faster than using your mouse (time saving)
  • Fewer steps needed so it’s efficient
  • There is less concentration (effort) required (With a mouse you need to ‘search’ and ‘point’ exactly in the menu)
  • Ergonomically it is better because you use your mouse arm less in repetitive way on the same mouse motion
  • Shortcut keys are preventive against RSI and can help prevent RSI from becoming worse
  • By using shortcuts you train your memory in remembering (this can be useful in remembering PINnumber) :-).

How do you discover shortcuts

Often they are indicated by the functions in the menu when using the menu as an alternative. Another option is to use the Help section of the program. Look for ‘Keyboard shortcuts’ and then you get a list of keyboard shortcuts for the corresponding program. Now you know why some people use keyboard shortcuts:

  • To save time
  • To have a healthier sit behind their computer
  • And to train there memory in remembering them.

So if you think those three things are handy, maybe you should start learning some keyboard shortkeys. 

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