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Select Date With Excel Scroll

Use a scroll bar to change the end date for a summary report. Quickly scroll through
data, without using any macros
Introduction
Set up the Workbook
Create a List of Dates
Create the Date Cells
Set Up the Summary Sheet
Add Formulas to the Table Headings
Add Formulas to the Value Cells
Add the Scroll Bar
Use the Scroll Bar
Add a Dynamic Chart and Title
Download the Sample File
Related Links

Introduction
In Excel, you can add a Scroll Bar, and use it to change the values in worksheet cells. In
this example, the Scroll Bar will change the end date in a summary report, so you can
scroll through the months, and see the data change.
This technique does not require any programming.

Set up the Workbook

In this example, there is a data table, with sales order information.

A pivot table is on a separate worksheet, and is based on the sales order table. The order
month is in the row area, region is in the column area, and quantity is in the values area.
Create a List of Dates
On a separate worksheet, named AdminDates, you'll set up a list of dates, and named
cells to calculate which date has been selected in the scroll bar.
In this example, we want to be able to scroll to any date in the past 12 months, so you'll
use formulas to create a list of 12 month end dates:

1. In column E, enter the numbers 1 to 12, in descending order.

2. In cell F2, enter the following formula, to calculate the last date in the current
month:

=DATE(YEAR(TODAY()),MONTH(TODAY())+1,1)-1

3. In cell F3, enter the following formula, to calculate the last date in the previous
month

=DATE(YEAR(F2),MONTH(F2),1)-1

4. Select cell F3, and copy its formula down to cell F13, to create a list of 12 month end
dates.

Create the Date Cells

The scroll bar will be linked to a cell, so you'll name a cell on the AdminDates worksheet.
1. On the AdminDates worksheet, in cells B2:C3, enter labels for the scroll bar date
cells, and put borders around cells C2:C3.

2. Select cell C2, and name it as ScrollBarSel.

3. Name cell C3 as DateSel

4. Type the number 12 in cell C2 -- later, the Scroll Bar will automatically put a
number in this cell
5. In cell C3, enter the following INDEX / MATCH formula, to pull the selected date
from the list of dates. This will find the selected number in column E, and return
the date from that row.

=INDEX(F2:F13,MATCH(ScrollBarSel,E2:E13,0))

6. Format cell C3 as a date, so you can check that the correct date is showing

Set Up the Summary Sheet

On another sheet, named Summary, set up a table where you can show three months of
data, and a total.

1. You'll add formulas in the next step, and for now, just type dates in the heading
row, and put fake numbers in the value cells.
2. Add SUM formulas in the Total column and Total row, to calculate the monthly
totals and region totals.

TIP: After you enter the fake numbers, select cells C6:F8, and click the
AutoSum command on the Ribbon, to automatically create the SUM
formulas.

Add Formulas to the Table Headings

You can add formulas to the summary table headings, so they show the selected date
range.

1. On the Summary sheet, in cell E5, type a formula to link to the selected date cell:

=DateSel

2. In cell C5, type a formula to calculate the previous month's end date, and copy
across to cell D5:

=DATE(YEAR(D5),MONTH(D5),1)-1
Add Formulas to the Value Cells
Next, you'll add formulas to the value cells in the summary table, to pull data from the
pivot table..

1. Select cell C6 in the summary table, and type an equal sign.

2. Switch to the pivot table sheet, and click on the first quantity for the East region. A
GETPIVOTDATA formula will be automatically created. (If not, change your pivot
table settings, to allow Generate GetPivotData.)

3. Press Enter, to complete the GETPIVOTDATA formula. I've added line breaks in
this example, to make the formula easier to read. The formula refers to a specific
date and region, and you'll change those to cell references.
4. In the formula, select "East", including the quote marks, and click on cell B6, where
the East label is. Add a $ in front of the B, to make the column an absolute
reference -- $B6.

5. Next, change the DATE formula within the GETPIVOTDATA formula, so it refers to
the date heading in cell C5. For this reference, use an absolute reference to the row,
and a relative reference to the column -- C$5

DATE(YEAR(C$5),MONTH(C$5),DAY(C$5))
 6. Next, wrap the GETPIVOTDATA formula with an ERRORIF formula, and return a
0 if there is an error. Here is the final formula.

=IFERROR(GETPIVOTDATA("Quantity",'Region Pivot'!$B$3,
"OrderMth",DATE(YEAR(C$5),MONTH(C$5),DAY(C$5)),
"Region",$B6),0)

7. Finally, copy the formula across to column E, and down to row 7, to complete the
table.

8. The table will show the correct quantity for each month and region.

Add the Scroll Bar

Next, follow these steps to add the scroll bar, and link it to the date cell:
1. On the Ribbon's Developer tab, click Insert, and under Form Controls, click Scroll
Bar

2. On the Summary sheet, above the date headings, draw a scroll bar.
3. Right-click on the scroll bar, and click Format Control
4. In the Format Control window, on the Control tab, change the settings so the values
are:
o Current Value: 1
o Minimum Value: 1
o Maximum Value: 12
o Incremental Change: 1
o Page Change: 3
o Cell Link: ScrollBarSel
5. Click OK, to complete the settings
Use the Scroll Bar
Before you can test the Scroll bar, click on the worksheet, to unselect the Scroll bar.
Then, to use the Scroll Bar:

 click the arrow at either end of the Scroll Bar, to go up or down 1 month
 drag the scroll box, to move quickly through the months
 click in the Scroll Bar, to go up or down a page (3 months)

Add a Dynamic Chart and Title

To enhance the report, you can add a chart, based on the three months of data. This
video shows how to create the chart, and how to add a worksheet title that shows the
selected date range.
The chart title is linked to the worksheet title cell, so it also updates when the date range
is changed. The formula in the heading cell uses the TEXT function to format the
dates::
="Sales Summary - " & TEXT(C5,"mmm-yy") & " to " &TEXT(E5,"mmm-yy")

Download the Sample File

To download the zipped sample file, in xlsx format, click here: Scroll Bar Date Selector
There are no macros in the file.

More Tutorials
INDEX / MATCH formula
TEXT function
GetPivotData
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More Links
INDEX / MATCH formula
TEXT function
GetPivotData
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Debra Dalgleish
Last updated: November 29, 2018 3:22 PM
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