Analyst count by day

[bellw]

I m running excel 2007. What I want to do is extract data from a sql database and import it into excel(whihcI have done). I will be extracting a Help Desk Calls sorted by closed date with the analyst who closed the call. So I want to have the date of the closed calls going across the columns by day with the count for the day of how many calls the analysts closed for that day.The analys would by in the rows. Hope that make sense

[DonkeyOte]

Why not use a Pivot Table ?

(technically you could source the Pivot from your DB directly by virtue of same SQL)

[bellw]

I don't know how to create one. I don't have any experience with excel. I extract the sql data through a program called Oaktree, then I export it to excel to try and do what i explained. Any help would be appreciated.

[DonkeyOte]

If as implied you already have the source data in your file...

Highlight the table of information (requires column headers) then go to the Insert tab on the Ribbon and click Pivot Table and then click OK.
From there assign the fields as necessary.
Assuming you have more unique Dates to deal with than Analysts you will in fact want Dates as Row Label and Analyst as Column Label then add Analyst to Data Field also (should default to COUNT if non-numeric content).

There is a general Pivot Intro. link in my signature.

Note: you can't have more than 256 columns in a Pivot hence always better to have the larger item list on the vertical axis - I've assumed this would be the Dates in this instance.

[bellw]

here is a sample of the data. I have 5030 rows of this data.

Request# CloseDate AALastName
458088 11/3/2010 8:45:39 AM addeo
458035 11/3/2010 8:46:23 AM addeo
458876 11/3/2010 8:47:08 AM addeo
458878 11/3/2010 8:49:09 AM addeo
458564 11/3/2010 8:50:10 AM addeo
458568 11/3/2010 8:52:01 AM addeo
458831 11/3/2010 9:26:24 AM addeo
458451 11/3/2010 11:37:30 AM addeo
458934 11/3/2010 1:51:53 PM addeo
459042 11/3/2010 3:32:42 PM addeo
459014 11/3/2010 3:33:09 PM addeo
459414 11/4/2010 11:20:31 AM addeo
459440 11/4/2010 11:21:22 AM addeo
459403 11/4/2010 2:03:07 PM addeo
459542 11/5/2010 7:21:49 AM addeo
459584 11/5/2010 8:18:54 AM addeo
459622 11/5/2010 9:32:59 AM addeo

[DonkeyOte]

Given the CloseDate is a DateTime stamp you will need to Group the CloseDate field by Day on the Pivot
(done by right clicking on a date in the Pivot and selecting Group).

See attached as proof of concept - note I modified one Analyst value so as to show two columns of analyst info in resulting Pivot.

If you have < 250 odd dates to worry about displaying you can reverse the row/column labels if you prefer.

[bellw]

I get a message I can't group the selection. I just select a date and right click and selected group. Can I send you the spreadsheet?

[DonkeyOte]

see: http://www.contextures.com/xlpivot07.html#Problems for more info. as to probable causes

[bellw]

I believe I found the answer. Looks like it's working Thanks for your help>