Free Excel template

Free staff directory template

Q: How do I create email addresses from names in Excel?

Join the parts with & and make them lowercase: =LOWER(A5&"."&B5)&"@company.org". Wrap each name in TRIM to drop stray spaces, and check people with unusual names against the real address.

Q: How do I count employees by department?

Use =COUNTIF(department_column,"Programs") for one department, or list the departments and point COUNTIF at each name. Add a second condition with COUNTIFS, for example remote staff only.

For office managers, school offices, nonprofits and small teams who keep a phone and email list in a spreadsheet. Enter names, departments, extensions and start dates; the template builds each email address from the name and your domain, works out years of service, counts staff by department and lets anyone look up a colleague's extension and email by last name.

cellwise-staff-directory-template.xlsxExcel workbook · 5.5 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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Preview and try it

This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H	I
1	Staff directory
2	Email domain	riversidecommunity.org		As-of date	Nov 2, 2026
3
4	First name	Last name	Department	Job title	Ext.	Location	Email	Start date	Years
5	Laura	Bennett	Leadership	Executive Director	101	Main office	[email protected]	Aug 3, 2015	11
6	Omar	Haddad	Finance	Finance Manager	112	Main office	[email protected]	Feb 11, 2019	7
7	Kim	Tran	Finance	Bookkeeper	113	Remote	[email protected]	Jun 19, 2023	3
8	Rachel	Moss	Programs	Program Director	120	Main office	[email protected]	Apr 24, 2017	9
9	Diego	Alvarez	Programs	Youth Coordinator	121	East center	[email protected]	Sep 7, 2021	5
10	Hannah	Kerr	Programs	Case Worker	122	East center	[email protected]	Jan 10, 2022	4
11	Felix	Obi	Programs	Case Worker	123	East center	[email protected]	Mar 3, 2025	1
12	Sara	Lindgren	Programs	Volunteer Coordinator	124	Main office	[email protected]	Oct 12, 2020	6
13	Marcus	Webb	Development	Development Director	130	Main office	[email protected]	May 14, 2018	8
14	Joy	Ramos	Development	Grants Writer	131	Remote	[email protected]	Feb 26, 2024	2
15	Ethan	Cole	Development	Events Associate	132	Main office	[email protected]	Apr 6, 2026	0
16	Nadia	Petrova	Operations	Operations Manager	140	Main office	[email protected]	Nov 1, 2016	10
17	Victor	Huang	Operations	IT Specialist	141	Remote	[email protected]	Jul 18, 2022	4
18	Bella	Ortiz	Operations	Front Desk	100	Main office	[email protected]	Aug 25, 2025	1
19	Calvin	Reyes	Programs	Site Lead	125	East center	[email protected]	Jun 3, 2019	7
20	Amara	Nwosu	Communications	Communications Lead	150	Remote	[email protected]	Mar 15, 2021	5

How the formulas work

Build email addresses from names

G5=LOWER(TRIM(A5)&"."&TRIM(B5))&"@"&$B$2

Joins first name, a dot and last name, makes it lowercase with LOWER and adds the domain from B2. TRIM removes stray spaces that often come in with pasted names. If your organization uses a different pattern, such as first initial plus last name, change it to =LOWER(LEFT(A5,1)&B5)&"@"&$B$2. Names with spaces, hyphens or apostrophes may need the address typed by hand, so check those rows against your email system.

Years of service

I5=DATEDIF(H5,$E$2,"y")

DATEDIF with "y" counts complete years from the start date to the as-of date in E2. Someone who started on April 6, 2026 shows 0 until their first anniversary. Row 38 counts staff who started in the last 12 months, which is useful when planning onboarding or a welcome lunch.

Headcount and remote staff by department

D23=COUNTIFS($C$5:$C$20,A23,$F$5:$F$20,"Remote")

COUNTIF in column B counts everyone in the department; COUNTIFS here adds a second condition, Location equals Remote. Row 30 compares the number of filled Department cells with the total in the summary, so a department typed as "Program" instead of "Programs" shows up as an unmatched row instead of quietly disappearing.

Look up a colleague by last name

B34=IFERROR(INDEX($E$5:$E$20,MATCH(B32,$B$5:$B$20,0)),"Not found")

Type a last name in B32. MATCH finds the row with that last name, INDEX returns the extension from the same row, and the rows below return the email and location the same way. If two people share a last name, MATCH returns the first one, so search by email or add a first name column to the lookup if that happens.

Make it yours

Turn the list into a table (select A4:I20, then Ctrl+T) so you can filter by department or location, and new rows pick up the email and years formulas automatically.
Freeze the header row for long lists: click A5, then View > Freeze Panes > Freeze Panes.
Keep personal details (home phone, birthday, emergency contact) out of a directory that is shared widely. Store them in a separate, restricted file.
Print a one-page phone list by hiding the Start date and Years columns, then Page Layout > Orientation > Landscape and Fit All Columns on One Page.

FAQ

How do I make a staff directory in Excel?

Put one person per row with first name, last name, department, title, extension, location and email. Add COUNTIF for department headcounts and an INDEX/MATCH lookup so people can find a colleague by name without scrolling.

How do I create email addresses from names in Excel?

Join the parts with & and make them lowercase: =LOWER(A5&"."&B5)&"@company.org". Wrap each name in TRIM to drop stray spaces, and check people with unusual names against the real address.

How do I count employees by department?

Use =COUNTIF(department_column,"Programs") for one department, or list the departments and point COUNTIF at each name. Add a second condition with COUNTIFS, for example remote staff only.

Functions used

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Updated November 2, 2026