Function Problems

How to Use Excel MAXIFS Formula for Latest Training Dates

Steve K Sep 25, 2026 870 views

Question details

The user needs a dynamic Excel formula to retrieve the latest training date for one-time courses or the latest retraining date for recurring courses, returning 'Not Found' if missing.

How to Use Excel MAXIFS Formula for Latest Training Dates

Product: Excel
Device & OS: not provided
Scenario: Tracking and updating employee or student training records with one-time or recurring frequency.
Observed behavior: A need to dynamically fetch the most recent applicable date within the current year or display a 'Not Found' message.

Before you start

Ensure your training records data is formatted as an Excel Table with clear column names (e.g., Name, Frequency, TrainingDate, RetrainingDate) before applying the formula.

Solution 1Recommended

Use MAXIFS, IF, and IFERROR to Retrieve the Latest Dates

Combine IF, IFERROR, and MAXIFS functions to dynamically check course frequency and pull the latest training or retraining date for the current year.

The MAXIFS function allows you to find the maximum value (latest date) based on one or more criteria. By combining it with an IF statement, you can apply different logic depending on whether a course is a 'One Time' or recurring event.

Set up your Excel Table

Create an Excel Table containing columns for 'Name', 'Frequency', 'TrainingDate', and 'RetrainingDate'.

Select the target cell

Click on the cell where you want the latest date to appear.

Enter the base IF formula

Start your formula to check the frequency: =IF([@Frequency]="One Time", [OneTimeLogic], [RecurringLogic]).

Insert the MAXIFS logic for One-Time courses

Replace [OneTimeLogic] with IFERROR(MAXIFS(TrainingDate,Name,[@Name],TrainingDate,">="&DATE(YEAR(TODAY()),1,1),TrainingDate,"<="&DATE(YEAR(TODAY()),12,31)),"Not Found").

Insert the MAXIFS logic for Recurring courses

Replace [RecurringLogic] with the same structure but referencing the RetrainingDate column: IFERROR(MAXIFS(RetrainingDate,Name,[@Name],RetrainingDate,">="&DATE(YEAR(TODAY()),1,1),RetrainingDate,"<="&DATE(YEAR(TODAY()),12,31)),"Not Found").

Apply and format

Press Enter to apply the complete formula. Ensure the column is formatted as a Date rather than General to display properly.

Use MAXIFS, IF, and IFERROR to Retrieve the Latest Dates

Date Formatting: If the formula returns a serial number (like 45000) instead of a date, change the cell's Number Format to 'Short Date'.

Easily manage data

Easily Manage Training Records with WPS Spreadsheet

WPS Spreadsheet fully supports advanced logical and statistical functions like MAXIFS, IF, and IFERROR. You can seamlessly track, manage, and calculate your training dates without compatibility issues.

1. Open your workbook: Launch WPS Spreadsheet and open your training records file.
2. Enter the formula: Click on the target cell and type =MAXIFS( to trigger the formula tooltips.
3. Input criteria: Input your criteria range and criteria, just as you would in Excel.
4. Calculate dates: Press Enter to instantly calculate the latest training dates.

Fully compatible with Microsoft Excel formulas like MAXIFS and IFERROR.Free, lightweight, and fast-loading spreadsheet editor.Built-in table formatting and conditional formatting for tracking expirations.Familiar user interface with zero learning curve.

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Frequently Asked Questions

Why is my MAXIFS formula returning 0 or an error?

A return value of 0 usually means no records matched your criteria. Ensure the names in your criteria match the data exactly (no trailing spaces). If you see a #NAME? error, you may be using an older version of Excel (pre-2019) that does not support the MAXIFS function.

How can I check dates for a specific rolling 12-month period instead of the current calendar year?

Instead of using DATE(YEAR(TODAY()),1,1), you can use TODAY()-365 for the start date boundary, and TODAY() for the end date boundary in your MAXIFS formula.

Can I use an array formula if I don't have the MAXIFS function?

Yes. In older versions of Excel, you can use a combination of MAX and IF as an array formula (entered with Ctrl+Shift+Enter): =MAX(IF((Name=[@Name])*(TrainingDate>=StartDate), TrainingDate)). Note that this method requires separate error handling.

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