Calling all Data Geeks! Corey McAfee October 24, 2014 Corey
McAfee October 24, 2014
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File Access http://goo.gl/VlQGzl Lower case L
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Topics Covered Conditional Formatting Find/Replace Sorting
Filtering Using Named Ranges Advanced Formulas (IF, VLOOKUP) Pivot
Tables Conditional Formatting Find/Replace Sorting Filtering Using
Named Ranges Advanced Formulas (IF, VLOOKUP) Pivot Tables
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Conditional Formatting Basics Automatically apply formatting to
cells based on the value Can apply to a single column/row or an
entire sheet Can use built-in or custom rules/formats Can use
multiple rules Automatically apply formatting to cells based on the
value Can apply to a single column/row or an entire sheet Can use
built-in or custom rules/formats Can use multiple rules
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Conditional Formatting How-To
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Conditional Formatting Application In the Comprehensive Data
File: Highlight in red students with a score of less than 200
(Highlight Cells Rules) Highlight in green students with a score of
200 or above (Highlight Cells Rules) Clear the above formats, then
highlight all students with above average scores (Top/Bottom Rules)
Highlight the entire row for all students with a test duration of
less than 25 minutes In the Comprehensive Data File: Highlight in
red students with a score of less than 200 (Highlight Cells Rules)
Highlight in green students with a score of 200 or above (Highlight
Cells Rules) Clear the above formats, then highlight all students
with above average scores (Top/Bottom Rules) Highlight the entire
row for all students with a test duration of less than 25
minutes
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Find/Replace Basics Quickly find specific text Quickly replace
with other text Quickly find specific text Quickly replace with
other text
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Find/Replace How-To
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Find/Replace Application In the Comprehensive Data File: Find
the first student in the CDF who scored 210 Replace all instances
of your schools name with a different name (only in the SchoolName
column) In the Comprehensive Data File: Find the first student in
the CDF who scored 210 Replace all instances of your schools name
with a different name (only in the SchoolName column)
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Sorting Basics Sort Excel data on one column Sort Excel data on
multiple columns Sort in ascending or descending order Sort Excel
data on one column Sort Excel data on multiple columns Sort in
ascending or descending order
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Sorting How-To
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Sorting Application In the Comprehensive Data File: Sort scores
in ascending order Sort by test subject in ascending order, then by
scores in ascending order In the Comprehensive Data File: Sort
scores in ascending order Sort by test subject in ascending order,
then by scores in ascending order
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Filtering Basics Filter your Excel data if you only want to
display records that meet certain criteria To remove the filter for
a single column, click the filter arrow and select Clear filter
from To remove the filter from all columns, on the Data tab, click
Clear To remove the filter AND the arrows, click Filter Filter your
Excel data if you only want to display records that meet certain
criteria To remove the filter for a single column, click the filter
arrow and select Clear filter from To remove the filter from all
columns, on the Data tab, click Clear To remove the filter AND the
arrows, click Filter
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Filtering How-To
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Filtering Application In the Comprehensive Data File: Filter to
show only a single test subject Remove filtering arrows In the
Comprehensive Data File: Filter to show only a single test subject
Remove filtering arrows
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Named Ranges Basics A range in Excel is a collection of two or
more cells Drag/select the cell or range of cells to be named Click
in the Name box, to the left of the formula bar, and type a name
Edit the name/range using Name Manager on the Formulas tab A range
in Excel is a collection of two or more cells Drag/select the cell
or range of cells to be named Click in the Name box, to the left of
the formula bar, and type a name Edit the name/range using Name
Manager on the Formulas tab
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Named Ranges How-To
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IF Function Basics The IF function checks whether a condition
is met Returns one value if TRUE and another value if FALSE Syntax:
=IF(logical_test, value_if_true, [value_if_false]) The IF function
checks whether a condition is met Returns one value if TRUE and
another value if FALSE Syntax: =IF(logical_test, value_if_true,
[value_if_false])
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IF Function How-To
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Nested IF Function How-To
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AND/OR Functions Basics The AND function returns TRUE if all
conditions are true and returns FALSE if any of the conditions are
false The OR function returns TRUE if any of the conditions are
true and returns FALSE if all conditions are false The AND function
returns TRUE if all conditions are true and returns FALSE if any of
the conditions are false The OR function returns TRUE if any of the
conditions are true and returns FALSE if all conditions are
false
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AND/OR Functions How-To
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IF/AND/OR Functions Application In the Comprehensive Data File:
Insert a new column for the function, then Write a function to
identify students with a test duration less than 15 minutes Write a
function to identify students with a test duration less than 20
minutes AND a score less than 190 Write a function to identify
students with a test duration less than 20 minutes OR a score less
than 190 In the Comprehensive Data File: Insert a new column for
the function, then Write a function to identify students with a
test duration less than 15 minutes Write a function to identify
students with a test duration less than 20 minutes AND a score less
than 190 Write a function to identify students with a test duration
less than 20 minutes OR a score less than 190
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VLOOKUP Function Basics The VLOOKUP (Vertical Lookup) function
looks for a value in the LEFTMOST column of a table or range, and
then returns a value in the same row from a column you specify
Syntax: =VLOOKUP(lookup_value, table_array, col_index_num,
[range_lookup]) The VLOOKUP (Vertical Lookup) function looks for a
value in the LEFTMOST column of a table or range, and then returns
a value in the same row from a column you specify Syntax:
=VLOOKUP(lookup_value, table_array, col_index_num,
[range_lookup])
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VLOOKUP Function How-To =VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup]) lookup_value: Required. The value
you would like to search in the first column of the lookup table or
range. The lookup_value argument can be a value or a reference. If
the value you supply for the lookup_value argument isnt found in
the first column of the table_array argument, VLOOKUP returns the
#N/A error value. table_array: Required. The range of cells that
contains the data you want to search. You can use a reference to a
range (for example, A2:D8), or a named range. The values in the
first column of table_array are the values searched by
lookup_value. Uppercase and lowercase text are equivalent.
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
lookup_value: Required. The value you would like to search in the
first column of the lookup table or range. The lookup_value
argument can be a value or a reference. If the value you supply for
the lookup_value argument isnt found in the first column of the
table_array argument, VLOOKUP returns the #N/A error value.
table_array: Required. The range of cells that contains the data
you want to search. You can use a reference to a range (for
example, A2:D8), or a named range. The values in the first column
of table_array are the values searched by lookup_value. Uppercase
and lowercase text are equivalent.
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VLOOKUP Function How-To =VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup]) col_index_num: Required. The column
number in the table_array argument from which the matching value
must be returned. A col_index_num argument of 1 returns the value
in the first column in table_array; a col_index_num of 2 returns
the value in the second column in table_array, and so on. If the
col_index_num argument is: Less than 1, VLOOKUP returns the #VALUE!
error value. Greater than the number of columns in table_array,
VLOOKUP returns the #REF! error value. =VLOOKUP(lookup_value,
table_array, col_index_num, [range_lookup]) col_index_num:
Required. The column number in the table_array argument from which
the matching value must be returned. A col_index_num argument of 1
returns the value in the first column in table_array; a
col_index_num of 2 returns the value in the second column in
table_array, and so on. If the col_index_num argument is: Less than
1, VLOOKUP returns the #VALUE! error value. Greater than the number
of columns in table_array, VLOOKUP returns the #REF! error
value.
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VLOOKUP Function How-To =VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup]) range_lookup: Optional, but
critical. A logical value that specifies whether you want VLOOKUP
to find an exact match or an approximate match: If range_lookup is
either TRUE (or 1) or is omitted, an exact or approximate match is
returned. If an exact match is not found, the next largest value
that is less than lookup_value is returned. If the range_lookup
argument is FALSE (or 0), VLOOKUP will find only an exact match. If
there are two or more values in the first column of table_array
that match the lookup_value, the first value found is used, meaning
that SORT ORDER CAN BE CRITICAL. If an exact match is not found,
the error value #N/A is returned. As data geeks, we will almost
ALWAYS use FALSE. =VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup]) range_lookup: Optional, but
critical. A logical value that specifies whether you want VLOOKUP
to find an exact match or an approximate match: If range_lookup is
either TRUE (or 1) or is omitted, an exact or approximate match is
returned. If an exact match is not found, the next largest value
that is less than lookup_value is returned. If the range_lookup
argument is FALSE (or 0), VLOOKUP will find only an exact match. If
there are two or more values in the first column of table_array
that match the lookup_value, the first value found is used, meaning
that SORT ORDER CAN BE CRITICAL. If an exact match is not found,
the error value #N/A is returned. As data geeks, we will almost
ALWAYS use FALSE.
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VLOOKUP Application In the Comprehensive Data File: Starting
with the StudentID column, select to the right to TestRIT and down
to the bottom of the CDF Name the range Copy a few rows from the
StudentID column and paste to Column A(1) in a new worksheet (name
your columns!) Write a VLOOKUP in Column B(2) to pull TestRIT into
your sample worksheet If you have time, try to pull student names
from the Student List By School into your Assessment Results In the
Comprehensive Data File: Starting with the StudentID column, select
to the right to TestRIT and down to the bottom of the CDF Name the
range Copy a few rows from the StudentID column and paste to Column
A(1) in a new worksheet (name your columns!) Write a VLOOKUP in
Column B(2) to pull TestRIT into your sample worksheet If you have
time, try to pull student names from the Student List By School
into your Assessment Results
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Pivot Tables Basics Pivot tables are one of Excel's most
powerful time-saving features A pivot table allows you to extract
the significance from a large, complex data set Pivot tables are
one of Excel's most powerful time-saving features A pivot table
allows you to extract the significance from a large, complex data
set
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Pivot Tables How-To
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Pivot Table Application Determine how many Math tests were
taken Determine how many individual students took the Math test
Determine the percentage of students whose test duration was
between 30 and 40 minutes Generate a facsimile of the CDF only
containing students who scored a 200 in Reading (dont use filtering
in the CDF) Generate a table showing the average RIT score in all
subjects If you have time, generate a table showing average test
RIT for 10 minute test-duration groups, then generate a Pivot Chart
representing this data Determine how many Math tests were taken
Determine how many individual students took the Math test Determine
the percentage of students whose test duration was between 30 and
40 minutes Generate a facsimile of the CDF only containing students
who scored a 200 in Reading (dont use filtering in the CDF)
Generate a table showing the average RIT score in all subjects If
you have time, generate a table showing average test RIT for 10
minute test-duration groups, then generate a Pivot Chart
representing this data
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Questions? Corey McAfee Assessment and Research Analyst, The
New America School [email protected] Corey McAfee
Assessment and Research Analyst, The New America School
[email protected]
