How to recall information from a calendar on different sheets representing different people?

Robert Porter 0 Reputation points
2026-10-23T14:13:24.4+00:00

I'm creating a calendar for my study group that's made up of seven individuals. Each individual has their own page with three separate calendars listed on each. Every day on the calendar has a status block that shows their availability. I'm trying to create a cover page that we can check each others availability be selecting their NAME, MONTH, and DATE from a drop down.

Microsoft 365 and Office | Excel | For education | Other
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  1. Julie Huynh 4,270 Reputation points Independent Advisor
    2026-10-23T15:05:16.2433333+00:00

    Dear @Robert Porter,

    Good day! Welcome to Microsoft Q&A forum!

    In general, if all worksheets use the same calendar structure, you can create dropdown lists for Name, Month, and Date using Data Validation, then use formulas such as XLOOKUP, INDEX/MATCH, or INDIRECT to retrieve the corresponding availability.

    For example:

    • If the selected name corresponds to a worksheet name, an INDIRECT formula can dynamically reference that person's sheet.
    • If dates are stored in a single calendar table, XLOOKUP can search for the selected date and return the availability status.
    • Alternatively, INDEX/MATCH can be used to locate the intersection of a selected month and date within the calendar and return the corresponding value.

    To provide more specific formula examples, could you share:

    • Whether each person's availability is stored in a calendar grid or a table format?
    • Whether all worksheets have the same layout and cell references?
    • A screenshot or sample of one worksheet's structure?

    If you’re able to share a bit more about your situation, I might be able to suggest some helpful next steps. 

    Kindly let me know when there are updates or if you need further assistance. Any updates you’re able to share would be really helpful. I appreciate your time and look forward to hearing how things are going! 

    Thank you for your time and patience.

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