+ Using Excel for Data Collection March 2012 (OK. It’s less painful than it sounds…)

+ Bob Gauvain Kelley Lanahan Exce l

+ Let’s start with some Vocab Cell Active Cell Cell grid Formula Bar Row Column Formula Builder Range

+ Formatting Palette View>Formatting Palette Formula Bar, makes it easy to see what is in a cell. Turn it on. It’s your friend!

+ Text Enter text into Active Cell as you would with a word processer Double-click the Cell Grid to make columns and rows “fit” Formatting palette has font, size, alignment options available But…keep it simple until your worksheet is done…

+ Hands On Open Excel Spreadsheet Name and save your Workbook to your documents folder In cell A1 enter the words “Last Name” In cell B1 enter the words “First Name” In cell C1 enter “Homework” In cell D1 enter “Quiz” In cell E1 enter “Group Work” In cell F1 enter “Test” In cell G1 enter “Total Points” Highlight Row 1 and make all text Bold Save Excel Tab Header

+ Your Worksheet Should Look Like: 9/17/2015

+ Adding data from other places PowerSchool lists Other Excel lists Word processing documents It’s as simple as Copy and Paste! Excel Spreadsheet

+ Hands On Open your PowerSchool account and your student backpack list If you don’t have access to PowerSchool use the Excel file I sent to you Highlight and copy your class roster (in blue on the left side of your screen) Open your Excel Worksheet (Click on the green X in your dock) Click on Cell A2 and Paste the data into your worksheet Excel Spreadsheet

+ Your Worksheet Should Look Like: Excel Spreadsheet

+ Hands on Text to Columns To separate students first names from last: First – insert at least three blank columns before column C Select all of column C>Insert>Columns Highlight column A Click on Data>Text to Columns Check the “Delimited”>Next Uncheck the “Tabs” button>Check the “Comma” and button (note: this is what is separating the students name on your spreadsheet)>Next Check that the Preview screen looks correct>Finish Delete the “extra” rows by highlighting them>Edit>Delete Fix your column headers so they correctly identify First and Last Name Excel Spreadsheet

+ Your Worksheet Should Look Like: Excel Spreadsheet

+ Numeric Entering Data Do not use spaces or alpha characters…numeric values will always align right Formatting Palette will allow you to chose what type of number you’re entering

+ Hands On Entering Data Using the Cell Grid, arrange the columns so that no text is hidden or overlapping Enter “sample” numeric values into cells C2-F2 (hint: you can copy/paste info OR use the “Edit>Fill” command Excel Spreadsheet

+ Your Worksheet Should Look Like:

+ Freezing Cells So You Can See The Top. (better known as keeping your place…) “Freezing” will force a column (or row) heading to stay in place

+ Hands On Open your spreadsheet Click on the row heading (numbers) to select ALL of Row 2 Go to Window>Freeze Panes Experiment by scrolling up and down on your worksheet Excel Spreadsheet

+ Sorting Data You can sort by any of your header rows – largest to smallest, A-Z

+ Hands On Open your spreadsheet To quickly select the whole worksheet click on the Go to Data>Sort Make sure the Header Row button is clicked Sort by Last Name>Ascending Sort by First Name>Ascending What happens when you click on Descending? Excel Total Points

+ Using Mathematical Functions All functions start with the = sign. =sum(cell range) will add the values in that range of cells =average(cell range) will average the data in a range Use the Formula Builder Or manually type in the formula. Your choice!

+ Hands On Open your spreadsheet Find the SUM of the scores Click in cell G2 and type =sum(C2:F2) and enter. Find the AVERAGE of the scores Click in H2 and type =average( Then click in cell C2 and hold, then drag to F2 let go, then close the parenthesis. Click and hold on cell G2 and hold, drag down. Highlight all of the other cells in column G that need an entry. Release the mouse. Use Control+D key to fill the function into all cells (or use Edit>Fill>Down Voila! Your formula is magically where you need it to be! Excel Spreadsheet

+ Your Worksheet Should Look Like:

+ Conditional Formatting Will change the physical color and/or font style when a particular CONDITION is met For example, all students with an average of <70 will show up in red for easy identification:

+ Hands On Open your spreadsheet Highlight column G by clicking on the letter G or highlight all the cell that you want to format. Go up to Format>Conditional Formatting Set Condition 1 so that if the value in column G (the average score) is between 0 and 70, the text will turn bold and red Add a second condition and experiment! Excel Spreadsheet

+ Insert A Graph 9/17/2015

+ Let’s do some work! Highlight from A1 to H6 Go up to Insert, and scroll down to chart Select column graph. Click on the Chart and go to the menu Chart, Source Data Click on Switch Row/Column, see what happened? 9/17/2015

+ ed Questions: Forgot how to use printing ranges and toggling between spreadsheets in one doc. etc.. Dana

+ Worksheets vs. Workbooks Worksheet = the Excel page you are working on Workbook = a collection of worksheets that are related. Think of this as a big file folder….and in addition…. Worksheets can be authored to reflect common data sets. (Ok, this just means that you can enter the information once and have it travel to other worksheets as you choose) Workbooks can be linked. Not foolproof, however. Resist the impulse to call Excel a database. It’s not. But it’s an excel-lent way to manipulate data!

+ Bob’s Wiki Stay Up To Date! Send me your suggestions! Special thanks to Kelley Lanahan for her help creating this PPT. Also a thanks to Tiffany and Michele for helping me present today.