How to Use Microsoft Excel for Data Entry Created by: Carmen Thomas

When entering data, Helpful Tips: Don't leave blank rows or columns when entering your data. Enter your data in columns. If there is more than one data series, list them one after the other in columns with the title for each data series at the top.

Let’s begin!

Type the title of the data/graph in A1 (i.e. target behavior) Receptive Labels Date Day Dog Cat Horse Lion 1/1/2013 1 20% 1/2/2013 2 31% 1/3/2013 3 34% 1/4/2013 4 50% 1/5/2013 5 55% 1/6/2013 6 76% 1/7/2013 7 80% 1/8/2013 8 92% 1/9/2013 9 100% 1/10/2013 10 0% 1/11/2013 11 15% 1/12/2013 12 42% 1/13/2013 13 65% 1/14/2013 14 87% 1/15/2013 15 93% 1/16/2013 16 1/17/2013 17 1/18/2013 18 68% 1/19/2013 19 77% 1/20/2013 20 89% 1/21/2013 21 84% 1/22/2013 22 1/23/2013 23 96% 1/24/2013 24 Type the title of the data/graph in A1 (i.e. target behavior) You want the title to be larger, you could change the size & font style (i.e. Arial 22) Example: receptive labels

How to Enter dates If you want to include dates in your data, label column A3 Date (bold & center) Enter dates beginning in A4, hit enter to type next date in A5, then A6 To copy dates further down, click the first date and hold through the last date typed (they should be highlighted in blue now), click the bottom right corner of selected cells and drag down To change format of dates, select all dates, right click, click Format Cells, select Date, then choose your format You can remove weekend/off dates by selecting them, right click, click Delete, click Shift Cells up

Entering data Label the next column Days (bold & center) In the cell below days, type 1. In the cell below that, type 2 To copy days further down, click the 1 and hold the click through 2 (they should be highlighted in blue now), click the bottom right corner and drag down Date Day 1/1/2013 1 1/2/2013 2 1/3/2013 3 1/4/2013 4

Target Behavior In the next column on the right, you’ll want to label your target behavior. In the rows below, list your data for that behavior based on each day/date For this column, your data may be based off frequency, percentage, duration, successful outcomes, etc. Dog 20% 31% 34% 50% 55% 76% 80% 92% 100% Total 18 24 21 27 Total Minutes 2 7 5 9

In order to Change numbers to percent.. Select the cells that you want to format (click & drag) Right click In the Format Cells dialog box, in the Category list, click Percentage Decimal places: set to 0 You may need to retype as the numbers may have a few extra 0’s after changing (example: 27 could turn into 2700%, so just retype 27)

Other data you may use Attending To Activity Response to Peer You may want to enter your data based on intervals, success out of opportunity, etc. In this case, you would type the behavior in A1 and you could make the font larger (example: Arial 22) In column C3, you could label the column Days, and list the day numbers below The next columns over could be similar to these images You could also make a column at the end for any notes you see important to include Attending To Activity Day Intervals Attending Total Intervals Percent 1 14 19 74% 2 13 16 81% 3 18 20 90% 4 22 100% Response to Peer Day Total Opportunities Percent Notes 1 24 100%

Format data You may want to format all the data you have entered to be a certain font, size, alignment, etc. Select all data, except for your title (already formatted) To change the font, click the font that you want in the Font box on the Home tab To change the font size, click the font size that you want in the Font Size box Suggestion: Arial 12

Column width adjustment Set a column to a specific width Select the column or columns that you want to change. On the Format menu, point to Column, click Width, and then type a value. Change the column width to fit the contents Point to Column on the Format menu, and then click AutoFit Selection. Tip To autofit all columns on the worksheet, click the Select All button and then double-click any boundary between two column headings. Or select all columns, point to Column on the Format menu, and then click AutoFit Selection. Match the column width to another column Select a cell in the column. Click Copy on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), and then select the target column. On the Edit menu, click Paste Special, and then select Column widths. http://office.microsoft.com/en-us/excel-help/change-column-width-and-row-height-HP005198813.aspx#BMchangecolwidth

Column width adjustment Change the width of columns by using the mouse Do one of the following: To change the width of one column, drag the boundary on the right side of the column heading until the column is the width that you want. To change the width of multiple columns, select the columns that you want to change, and then drag a boundary to the right of a selected column heading. To change the width of columns to fit the contents, select the column or columns that you want to change, and then double-click the boundary to the right of a selected column heading. To change the width of all columns on the worksheet, click the Select All button, and then drag the boundary of any column heading. http://office.microsoft.com/en-us/excel-help/change-column-width-and-row-height-HP005198813.aspx#BMchangecolwidth

How to create a graph On the top of your Microsoft Excel screen, click on tab that says Insert (next to Home tab) Near the middle of that column, you will see where you can select: line, pie, bar, area, scatter, other charts, etc. Depending on your data, you would most likely want to choose a bar graph or a line graph Click the down arrow next to the type of graph you want for further options

Line Graphs vs. Bar Graphs Line graphs are used to track changes over short and long periods of time. When smaller changes exist, line graphs are better to use than bar graphs. Line graphs can also be used to compare changes over the same period of time for more than one group. Bar graphs are used to compare things between different groups or to track changes over time. However, when trying to measure change over time, bar graphs are best when the changes are larger. http://nces.ed.gov/nceskids/help/user_guide/graph/whentouse.asp

Selecting data Once you have chosen which type of graph you want, you need to select your data. Select the graph type you want, and it will come up blank.. Don’t panic! Right click that blank graph, and click Select Data. Click and hold the mouse to select and highlight the cells containing the data you want to be included in the graph Do not include days/dates in your selection! To rearrange data: Right click graph Click Select Data Click Switch Row/Column

Formatting x axis & y axis To make changes to either horizontal (x axis) or vertical axis (y axis), double click any number within the axis On horizontal axis, double click numbers. Under Axis Options, Position Axis on tick marks On vertical axis, double click the numbers. Under Axis Options, you can set the maximum & minimum value. Under Number, you can change format to percentage (Decimal Places: 0) or keep as general

Add Labels on graph Click on the line graph To add a title to graph- Click on the Layout tab Click on Chart Title under the Labels section. Select Above Chart, type your title Label Axis titles- Click Axis Titles Horizontal Axis- click Title below axis, and type your label and hit enter (i.e. day) Vertical Axis- click Rotated title, type your label and hit enter (i.e. percent correct) Right click each label to change fonts, sizes, bold, etc.

Other Things To Change On Graphs You can delete the lines going across your graph by clicking on a line and pressing Delete on your keyboard

To edit line on line graph Double click your line on your line graph You will see a toolbar pop up that says Format data Series Marker Options, you can change your marker type (example- Marker Type: built in, Type: Circle, Size: 7) Marker Fill- choose Solid Fill, black Line Color- solid line, black Line Style- Width: 1.25 or 1.5 Marker Line Color- solid fill, black

To edit line on line graph- continued If you have more than one target in a graph (more than one line), you want your lines to be different from each other Format in same way as previous slide shows, but change the markers (Marker Options & Marker Fill) Example: First Line: circle, black fill Second Line: circle, white fill Third Line: Square, black fill Fourth Line: Square, white fill Next: Triangle, black fill Then: Triangle, white fill And so on…

To Edit Bars on Bar Graph Double click your bars on your bar graph You will see a toolbar pop up that says Format data Series Change bar colors under Fill- Solid Fill: blue Change Border Color to black You can change each individual bar color by selecting one bar at a time and changing the fill color under Format Data Series

TrendLines Trendlines: used to graphically display trends in data To add a trendline: Click on your graph Click on the Layout tab Click Trendline Select linear trendline On your graph, double click your trendline. You can change the color, make it thicker, make it a dashed line, etc.

Final Step… Now that you have your graph made with all the formatting, labels and trendline complete, you can move your graph to it’s own page! Right click your graph and select Move Chart Under the options, select new sheet, and label it as you see fit Example: Page with Data is named Receptive Labels- Data Page with Graph is named Receptive Labels- Graph

Good Luck If you have any questions or need any help, feel free to email me, Carmen Thomas! cthomaswdsc@olatheschools.org