TDA Direct Certification How to create an Excel table from the CE Match Report

Open spreadsheet This is what the CE Match Report will look like when you download it. Notice each of the columns has a heading telling what type of data is in that column. We are going to turn this into an Excel table so that the data is easy to manipulate. (That’s all fake data – no real names or ID numbers.)

Save as Excel (Office 365 – Excel 2016) Click on File Click on Save As Click on Browse Find where you want to save the file Enter the name of the file Click “Save”

Save it again Make a duplicate copy Original for records Duplicate as working copy

Right – Click Move or Copy

Insert table Click on any cell in the spreadsheet. Click on the Insert tab. Click on Table. A dialog window will open. Excel will automatically select all of the cells for the table – stopping at the first blank column and row. Check to make sure My table has headers is checked. If not, check it. Click OK.

Excel Table The spreadsheet is now a table. There is a tab for Table Tools. Notice each column has a filter button. That is what we will use to manipulate the data. Check the box for Total Row.

Total Row The last row of the spreadsheet is now the Total Row. There are formulas already coded in the cell. We are going to use the Count formula. Select a cell on the last row and a filter arrow will appear on the right. Click on the arrow and select Count. Select Count in Last Name, Site ID, Program and Meal Code columns.

Freeze Top Row It’s easier to filter and use the total row if you freeze the top row. Delete the 1st 4 rows on the spreadsheet that have report information (not in the table) Select the View tab and Freeze Panes > Freeze Top Row

Filtering in an Excel Table Filtering is an easy task with an Excel Table. Be sure to click off the Total Row so that the column headings and filter buttons will be visible without scrolling to the top of the spreadsheet. Click on the filter button for Program. Click on Select All to leave it blank. Click on SNAP. Click on OK. The Total Row now shows the number of SNAP students.

Filter by more than 1 criteria You can filter by more than 1 column. Click on the Site ID Filter button. Click on Select All. Click on 0001. Look at the number in the Totals row now.

Clear Filters To clear one filter, click on that filter button and click on Clear Filter From……. To clear all filters at once, click on the Data tab and then the funnel with the red x with the word Clear to the right.

Sort by One Column Use the filter button to sort one column at a time. For instance, you can sort the program column and all of the programs are “grouped” together. Click on Filter Button. Select Sort option (A to Z or Z to A)

Sort by More that One Column To sort by more than one column, Click on Home tab Select Sort and Filter (on the right) Click on Custom Sort

Custom Sort Dialog To sort by more than one column, start with the biggest grouping and then add a level for each subset. For instance, if you wanted to have a list of all of the students grouped by program and then site, start with program. But if you want to group by the program at each site, then start with the site and then add program. If you wanted the students alphabetically by program at each site, then start with site, add program, then last name. Note: Usually, you will tell the dialog to sort anything that looks like a number as a number.