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Your boss just handed you a spreadsheet with more than 5,000 rows of data with one clear instruction: pull the key HR metrics. Could you do it, or would you break into a cold sweat?

Most HR roles today require a blend of people skills and technical know-how. One of the most essential technical skills that can set you apart is proficiency in Excel. In fact, some companies even test for Excel skills during the interview process.

Whether you’re handling payroll, managing benefits data, or tracking employee performance, Excel can save you time and help you make more informed decisions. But which functions should you focus on to make the biggest impact?

Here are the top Excel functions every HR professional should master, along with practical HR examples to show you exactly how to use them.

1.?VLOOKUP

What it does: Searches for a value in one column and returns a value in the same row from another column.

HR Example:?Match employee IDs to their names or departments for accurate reporting.

Formula: =VLOOKUP(A2, EmplData!$A$2:$D$100, 2, 0)

• A2?= The ID column in both spreadsheets that Excel will search for.
• EmplData!$A$2:$D$100?= The range of the table where the data is stored.
• 2?= The column number (from the leftmost column of the range) containing the data you want to retrieve.
• 0?= Ensures an exact match for the ID.

2. XLOOKUP (my personal favorite)

What it does:?Similar to VLOOKUP, but more versatile, as it works in any direction and avoids common errors.

HR Example:?Assign employees to departments based on a separate master list.

Formula: =XLOOKUP(A2, EmpIDs!$A$2:$A$100, Department!$B$2:$B$100, "Department Not Found")

• A2?= The value to search for (e.g., employee ID).
• EmpIDs!$A$2:$A$100?= The column where Excel will look for the ID.
• Department!$B$2:$B$100?= The column with the corresponding department name.
• "Department Not Found"?= The result Excel will return if no match is found.

3. IF Function

What it does:?Returns one value if a condition is true and another if false.

HR Example:?Automate bonus eligibility based on performance scores.

Formula: =IF(B2 >= 85, "Bonus", "No Bonus")

• B2 >= 85?= The condition being tested (e.g., is the performance score 85 or higher?).
• "Bonus"?= The result if the condition is true.
• "No Bonus"?= The result if the condition is false.

4. SUMIF

What it does:?Adds up values that meet a specific condition.

HR Example:?Calculate total payroll expenses for a department.

Formula: =SUMIF(DepartmentColumn, "Sales", SalaryColumn)

• DepartmentColumn?= The range to evaluate (e.g., department names).
• "Sales"?= The condition to meet (e.g., department = Sales).
• SalaryColumn?= The range to sum if the condition is met.

5. NETWORKDAYS

What it does:?Calculates the number of working days between two dates, excluding weekends and specified holidays.

HR Example:?Plan return-to-work schedules or calculate leave durations.

Formula: =NETWORKDAYS(A2, B2, Holidays!$A$2:$A$10)

• A2?= The start date (e.g., leave start date).
• B2?= The end date (e.g., leave end date).
• Holidays!$A$2:$A$10?= The range containing holiday dates to exclude.

6. CONCATENATE/CONCAT

What it does:?Combines text from different cells into one.

HR Example:?Create full names for an employee directory.

Formula: =CONCAT(FirstNameColumn, " ", LastNameColumn)

• FirstNameColumn?= The column with employees' first names.
• " "?= Adds a space between the first and last names.
• LastNameColumn?= The column with employees' last names.

7. LEFT/RIGHT/MID

What they do:?Extract specific characters from text in a cell.

HR Example:?Extract department codes from employee IDs.

Formulas:

• =LEFT(EmployeeID, 3)?→ Extracts the first three characters.
• =RIGHT(EmployeeID, 4)?→ Extracts the last four characters.
• =MID(PositionID, 3, 2)?→ Extracts two characters starting from the third.

Excel is no longer just a tool for accountants or data analysts. For HR professionals, mastering these functions is a ticket to greater efficiency and strategic insight. When you can process and analyze data quickly, you free up time for what matters most – your people.

Start practicing these functions today, and watch how much easier your HR life becomes!

The following cheat sheet is packed with the essential functions HR pros use daily to save time and streamline tasks. It’s just one of the many resources available in the extended 2.0 version of our newsletter, where you’ll also find templates and videos to elevate your HR game.

Don’t miss out—click HERE to download now and take your skills to the next level!

Next week, we’ll explore how AI can transform your daily HR tasks. From automating repetitive processes to generating insights with just a few prompts, you’ll discover practical ways to integrate AI into your workflow. Stay tuned!

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