Using Excel to Using Excel to Understand Your Understand Your DataDataClayton County Public Schools Clayton County Public Schools DepartmentDepartment of Research, Evaluation and of Research, Evaluation and AssessmentAssessment

Assistant Principal In-ServiceAssistant Principal In-Service

Excel in a NutshellExcel in a Nutshell

What is Excel?What is Excel? Microsoft Excel is a spreadsheet program that Microsoft Excel is a spreadsheet program that

allows users to enter numerical values, such as test allows users to enter numerical values, such as test scores and student information, into the scores and student information, into the rowsrows or or columnscolumns of a spreadsheet of a spreadsheet

The individual pieces of data are entered into The individual pieces of data are entered into cellscells

Why use Excel?Why use Excel? Numerical entries in excel can be used for Numerical entries in excel can be used for

calculations, graphs, and statistical analysiscalculations, graphs, and statistical analysis

The Excel EnvironmentThe Excel Environment

An excel document is a An excel document is a workbookworkbook The The workbookworkbook contains contains worksheetsworksheets WorksheetsWorksheets are the spreadsheets where are the spreadsheets where

numerical data are entered and manipulated numerical data are entered and manipulated Example: a spreadsheet of student test scoresExample: a spreadsheet of student test scores Worksheets contain column headingsWorksheets contain column headings

WorkbooksWorkbooks help keep data organized because help keep data organized because they contain multiple they contain multiple worksheets worksheets of related of related datadata Think of a workbook as a folder where related files Think of a workbook as a folder where related files

are storedare stored

What are the components What are the components of an excel worksheet?of an excel worksheet?

Select all box

Column heading

Minimize button

Maximize button

Close window button

Scroll arrow

Scroll bar

Row heading

Worksheet Tab

scrolling buttons

Worksheet tabs

Cell A1

Workbook name

Navigating Workbooks and Navigating Workbooks and WorksheetsWorksheets

Tab scrolling buttonsTab scrolling buttons: allows you to view all : allows you to view all the worksheets in a workbookthe worksheets in a workbook

Worksheet tabsWorksheet tabs: click a tab to view the : click a tab to view the contents of that sheetcontents of that sheet

Scroll arrows and scroll bars:Scroll arrows and scroll bars: allow you to allow you to move up and down or side to side within a move up and down or side to side within a worksheetworksheet

Each row is one unique student and regardless Each row is one unique student and regardless of where you scroll of where you scroll

Tab scrolling buttons

Sheet 1 is the active

sheet

Scroll bar

Scroll arrow

Splitting Sheets into PanesSplitting Sheets into Panes Sheet panes allow you to view different areas of a worksheet simultaneously when you choose theSheet panes allow you to view different areas of a worksheet simultaneously when you choose the

WindowWindow and and Split Split commandcommand Select the cell below and to the right of where you would like your split to occurSelect the cell below and to the right of where you would like your split to occur

Sheets can be split vertically, horizontally, or vertically and horizontallySheets can be split vertically, horizontally, or vertically and horizontally

Navigating PanesNavigating Panes When a sheet is split into 2 panes, 4 scroll bars are available for When a sheet is split into 2 panes, 4 scroll bars are available for

navigating the panesnavigating the panes Now you can view any data needed Now you can view any data needed

Lower panes

scroll bars

Left panes scroll bar

Right panes

scroll bars

Top panes scroll bar

Split

Freezing PanesFreezing Panes After a window has been spilt into panes the After a window has been spilt into panes the

left pane, top pane or both panes can be left pane, top pane or both panes can be “frozen” locking the frozen pane into place“frozen” locking the frozen pane into place

Choose Choose WindowWindow and and Freeze panesFreeze panes

Navigating Frozen PanesNavigating Frozen Panes When panes are frozen the divider lines change from thick lines to When panes are frozen the divider lines change from thick lines to

thin lines thin lines The right pane can be navigated while the left pane remains frozenThe right pane can be navigated while the left pane remains frozen

Frozen pane

Divider lines

Removing Splits and Removing Splits and Unfreezing PanesUnfreezing Panes Remove Remove

splits and splits and freezes by freezes by choosing choosing Window Window and and Remove Remove SplitSplit or or Unfreeze Unfreeze PanesPanes

Inserting Columns to Add Inserting Columns to Add New Data New Data

Columns may be inserted to add new data such as the current Columns may be inserted to add new data such as the current teacher or current grade for students teacher or current grade for students

To Insert New ColumnsTo Insert New Columns Select the column to the Select the column to the right right of where you of where you

would like the new column insertedwould like the new column inserted Right clickRight click

Select Select InsertInsert

OROR

Select Select InsertInsert at the top of the screen at the top of the screen Select Select ColumnsColumns• The same directions apply for inserting rows, rows will be inserted The same directions apply for inserting rows, rows will be inserted

above the selected rowabove the selected row• To delete new rows or columns, highlight the row or column then To delete new rows or columns, highlight the row or column then

right click and select deleteright click and select delete

Sorting DataSorting Data Sorting data allows you to look at data in sequence, Sorting data allows you to look at data in sequence,

such as by teacher or grade and test score in such as by teacher or grade and test score in ascending or descending orderascending or descending order

To Sort DataTo Sort Data

Choose Choose DataData Choose Choose SortSort Select yourSelect your first column to sort first column to sort by, such as “class name” or by, such as “class name” or

“grade”“grade” Select theSelect the next column to sort next column to sort by, such as a “test scale score” by, such as a “test scale score” Make sure Make sure my data range has header rowmy data range has header row is selected is selected Choose Choose OKOK

*Up to 3 columns may be selected for sorting*Up to 3 columns may be selected for sorting*If a sorting warning is displayed select “sort anything that looks like a *If a sorting warning is displayed select “sort anything that looks like a

number, as a number”number, as a number”* If a sorting warning is displayed asking you to expand the selection do * If a sorting warning is displayed asking you to expand the selection do

soso

Using the AutoFilterUsing the AutoFilter You can also use the AutoFilter to sort or to You can also use the AutoFilter to sort or to

filter and view specified data onlyfilter and view specified data only Select the columnSelect the column you would like to AutoFilter you would like to AutoFilter

If you would like to sort or filter by more than one column If you would like to sort or filter by more than one column select the row containing all column headingsselect the row containing all column headings

Select Select Data Data Select Select Filter Filter Select Select Auto FilterAuto Filter Use the AutoFilter drop down menus as neededUse the AutoFilter drop down menus as needed

Using the AutoFilter Using the AutoFilter The top two options in the drop down menu are sorting optionsThe top two options in the drop down menu are sorting options The next options are filtering optionsThe next options are filtering options AutoFilter can be removed by selecting the AutoFilter option againAutoFilter can be removed by selecting the AutoFilter option again

Sort or filter on the AutoFilter

drop down menu

Conditional Formatting Conditional Formatting You may want to change the appearance of data to highlight cell You may want to change the appearance of data to highlight cell

values below or above a defined criteriavalues below or above a defined criteria For example:For example: Having all values below a pass or meets Having all values below a pass or meets

expectations score highlighted in expectations score highlighted in red red

Scale Scores below 800 are highlighted in

red

Applying Conditional Applying Conditional FormattingFormatting

To Apply Conditional To Apply Conditional FormattingFormatting

Select the cells or column(s) to formatSelect the cells or column(s) to format Choose Choose FormatFormat Choose Choose Conditional FormattingConditional Formatting Set Conditions for cellsSet Conditions for cells Select Select FormatFormat Apply Formatting Apply Formatting Select Select OK OK in Format Cells Boxin Format Cells Box Select Select OKOK in the Conditional Formatting Box in the Conditional Formatting Box

PivotTablesPivotTables

A pivot table is a type of table that summarizes A pivot table is a type of table that summarizes information from fields of datainformation from fields of data

When creating a pivot table you specify which When creating a pivot table you specify which fields you would like in your table, how you fields you would like in your table, how you would like the table organized, and what types would like the table organized, and what types of calculations you want to performof calculations you want to perform

After the table is created you can rearrange or After the table is created you can rearrange or “pivot” the table to view data from alternate “pivot” the table to view data from alternate perspectivesperspectives

PivotTablePivotTable This PivotTable This PivotTable

displays the displays the number of number of students in students in each of the 3 each of the 3 levels of levels of reading reading performance performance for each first for each first grade teachergrade teacher

PivotTable WizardPivotTable Wizard The PivotTable Wizard will walk you through all the steps of The PivotTable Wizard will walk you through all the steps of

creating a PivotTable creating a PivotTable Once the wizard is finished, drag and drop selected fields to the Once the wizard is finished, drag and drop selected fields to the

areas of the table you would like them displayed inareas of the table you would like them displayed in

To Create a PivotTableTo Create a PivotTable

Select Select DataData at the top of the screen then select at the top of the screen then select PivotTable and PivotChart ReportPivotTable and PivotChart Report

Follow Steps 1 – 3 of the PivotTable WizardFollow Steps 1 – 3 of the PivotTable WizardStep 1: Choose Step 1: Choose Microsoft Office Excel ListMicrosoft Office Excel List or or

DatabaseDatabase and and PivotTablePivotTable, click , click NextNextStep 2: Make sure all data you want in the table is in Step 2: Make sure all data you want in the table is in

the selected data range, click the selected data range, click NextNextStep 3: Select Step 3: Select New WorksheetNew Worksheet for location of data, for location of data,

click click FinishFinishStep 4: Drag and drop fields where you would like Step 4: Drag and drop fields where you would like

them displayed in the tablethem displayed in the table

To Create a PivotTableTo Create a PivotTable Drag and drop fields from the PivotTable Field List into the blank tableDrag and drop fields from the PivotTable Field List into the blank table

Blank Table

Pivot Table Field List

Pivot Table

Tool Bar

PivotTable PivotTable Data Data ValuesValues By double By double

clicking on a clicking on a PivotTable PivotTable field heading field heading you can select you can select what numeric what numeric value to value to display display

Where appropriate

sums, counts, averages etc.

can be displayed

PivotTable PivotTable Drop Down Drop Down MenusMenus By selecting By selecting

the arrow on a the arrow on a PivotTable field PivotTable field heading you heading you can choose can choose which data to which data to displaydisplay

Check to select which

grades to display

Changing the Names of Changing the Names of PivotTable HeadingsPivotTable Headings

If you would like to change the names of If you would like to change the names of PivotTable headings you may do so by PivotTable headings you may do so by clicking in the heading field and typing a clicking in the heading field and typing a new namenew name

Changing the Display of Changing the Display of Rows and Columns in Rows and Columns in PivotTablesPivotTables Drag and drop table field headings to Drag and drop table field headings to

create different views of the datacreate different views of the dataClass displayed horizontally

Class displayed vertically

PivotCharts PivotCharts

PivotCharts are PivotCharts are graphical graphical representations representations of data of data

Just as with Just as with PivotTables, PivotTables, fields can be fields can be dragged and dragged and dropped to dropped to create a create a different view of different view of the data in the data in PivotChartsPivotCharts

PivotCharts from PivotCharts from PivotTablesPivotTables

A PivotChart can A PivotChart can be created from a be created from a PivotTable by PivotTable by selecting any cell selecting any cell in the table and in the table and clicking the chart clicking the chart wizard on the wizard on the PivotTable PivotTable ToolbarToolbar

Toolbar PivotChart

Wizard Option

Select any cell

PivotChart WizardPivotChart Wizard

A PivotChart A PivotChart can also be can also be created from created from the PivotChart the PivotChart Wizard menu Wizard menu by selecting by selecting DataData, , PivotTable and PivotTable and PivotChartPivotChart

PivotChart Wizard Option

Changing PivotChart Changing PivotChart TypeType

By right By right clicking in clicking in the the PivotChart PivotChart area and area and selecting selecting Chart TypeChart Type the type of the type of chart can be chart can be changedchanged

Microsoft Excel HelpMicrosoft Excel Help

The help The help menu can menu can provide provide assistance assistance on most on most topicstopics

Type questions

here

Results display

here

Microsoft Excel Microsoft Excel ResourcesResources

Microsoft Excel 2003 Inside OutMicrosoft Excel 2003 Inside Out Microsoft Press, 2004Microsoft Press, 2004

Microsoft Excel for DummiesMicrosoft Excel for Dummies Wiley Publishing, 2005Wiley Publishing, 2005