How to Create a Reservations Spreadsheet

By Filonia LeChat

The interiors of a nice restaurant.
i XiXinXing/XiXinXing/Getty Images

Excel 2013’s default layout, an orderly grid of exact rows and columns, can bring some order into your own life when you tweak that layout with a template. Take advantage of Excel’s included templates to create reservation spreadsheets like calendars and lists that can help you keep track of appointments, arrivals and departures. With each template fully customizable to your document requirements, you’ll have no reservations about using Excel templates.

Step 1

Brainstorm the type of reservations spreadsheet document that would best suit your requirements so you have an idea of what to look for in Excel 2013’s templates. If your reservations are based on monthly dates, for example, click the “Calendars” link under the Search box. If your reservations are based more on individual information sets, click the “List” link.

Step 2

Review the different template options and find one that is closest to your requirements. All of Excel’s templates are customizable, so you’ll be able to change spreadsheet elements. Double-click a template to open it in the Excel grid. Scroll through the template page to review the different elements to change, including placeholder date data, generic business information text and images.

Step 3

Click into a cell with text at the top of the template, which may have the name of a month if you chose a calendar or a topic title if you chose a list. Highlight the text and type over it with your own, such as “Personal Training Appointments” or “Presidential Suite Bookings, July 2014.”

Step 4

Replace other generic text throughout the template with your own, such as a list of guest names, arrival dates and special accommodations. To add an actual text box to the template, instead of typing into a cell, click the “Insert” tab, click the “Text” button, choose “Text Box” and draw a text box on the grid. Format any text, whether it is in a text box or in a standard cell, using the Home tab elements of font, color, sizing and spacing.

Step 5

Right-click an image on the template, where applicable, and choose “Change Picture.” Click the “Pictures” option to use an image of your own, which is optimal if you want to add a business logo, personal trainer headshot or other photograph to the spreadsheet. You can also choose “Online Pictures” from this option and browse clip art to add to the reservations spreadsheet. If the “Change Picture” option is not available when you right-click, click once on the graphic element on the template and press the “Delete” key to remove it. Click the “Insert” tab and choose “Online Pictures” or “Pictures” to add your own.

Step 6

Click and highlight a cell or multiple cells you want to distinguish on the spreadsheet, such as a new customer or a customer to be handled with special care. Right-click those cells and choose “Format Cells.” Click the “Fill” tab and select a colored box, such as red, then click “OK.” You can use this option to completely color-code the reservations spreadsheet, allowing you to quickly see how your day, month or schedule is stacking up.

Step 7

Make any additional adjustments to the calendar as required and save the file.