Excel Templates

How to Automatically Insert Current Date in Excel Templates at Creation

Creating an Excel template that seamlessly inserts the current date when a new document is opened can enhance productivity and ensure accuracy. This functionality may seem straightforward, but the challenge lies in doing it without relying on macros, which can lead to user prompts and potential errors. In this post, we will explore potential methods to accomplish this and provide step-by-step guidance for each approach.

The Challenge: Inserting Date Without Macros

When building an Excel template (*.xlt), you want the current date to auto-populate whenever the file is opened. However, using a macro requires users to enable it, which may not always be ideal. Thus, we must find alternative methods that maintain user convenience while still delivering the desired functionality.

Option 1: Using the =TODAY() Function

Overview

One straightforward way is to use the worksheet function =TODAY(). This function automatically updates the cell to display the current date each time the workbook is recalculated. However, it’s important to note that this method may not align perfectly with your goal of capturing the date at creation because it changes whenever the workbook is opened.

How It Works

  • Open your Excel template.
  • Click on the cell where you would like the date to appear (e.g., A1).
  • Enter the formula: =TODAY().
  • Save the template.

###Limitations

  • The date will refresh every time the file is opened or recalculated, which might not provide a record of the original creation date.

Option 2: Associating Date with Workbook_Open Event (Macro-Dependent)

Overview

Another more controlled approach is to utilize the Workbook_Open event in VBA (Visual Basic for Applications). This coding method allows you to set a specific cell (e.g., A1) to the current date upon opening the workbook.

How to Implement This

  1. Open the Template in Excel.

  2. Access the VBA Editor:

    • Press ALT + F11 to open the Visual Basic for Applications editor.

  3. Locate the Template: In the Project Explorer, find your template file (should be named something like ThisWorkbook).

  4. Insert the Code:

    • Double-click on the ThisWorkbook object.
    • Enter the following code:
    Private Sub Workbook_Open()
    ThisWorkbook.Worksheets("Sheet1").Range("A1").Value = Date
End Sub

  5. Save the Template: Save your changes, ensuring that the file type is still an Excel Template (*.xlt).

User Trust with Digital Signatures

To alleviate the issue of macro prompts, you can digitally sign your macro:

  • Navigate in the VBA IDE to Tools > Digital Signature....
  • Select or create a digital certificate.
  • Inform users they need to trust this certificate upon their first use, after which they will not receive prompts.

Important Considerations

  • Cost of Certificates: Obtaining a digital certificate from a commercial certification authority often comes with a fee.
  • User Experience: Users must be taught to trust your certificate to bypass future prompts when opening the template.

Conclusion

In conclusion, while it may seem challenging to insert the current date automatically into your Excel template without relying on macros, there are options such as the worksheet function =TODAY() and the Workbook_Open event coding approach. Consider your user base and the level of access they have to digital certificates when deciding on your final method. By utilizing these techniques, you can streamline your processes and maintain clarity in your documents.