1. Export Ad-Hoc to Excel Presented by Leigh Ann Leach Logan-Hocking Schools

2. Uses for Exporting Data to Excel  Students who have met the financial literacy obligation for graduation - EMIS (Demographics and Credit Detail)  To find students who are missing Grade 9 Entry Dates  Attendance Data for an Entire year  Discipline Data for an Entire year

3. Let’s Begin! Go to Reports and choose Export/Ad Hoc

4. Choose the fields for your file

5. Using the Wild Card feature

6. “Other” Category Watch out! This could create multiple records for each student

7. Let’s create the file

8. Choose where to SAVE the file …

9. Fixed Length – BLANK Special Delimiter – TAB Export Tab Titles First – CHECKED Save AS – To name the file to put in Excel

10. Save in: DESKTOP Name your file with.XLS extension SAVE

11. It’s time to choose WHO you want in your export

12. Many tabs to help match your criteria

17. Where are the students located? Click Run Extract when you have your criteria selected

18. Once extract is complete, go BACK

19. Go out the door!

20. Create Export!

21. Click OK and WAIT…..(This may take a few seconds to several minutes)

22. Your file should now be on your desktop Click OK and go out the Door

23. Save your changes

24. 5 records indicates the number of FIELDS that you put in your file Click OK

25. Minimize eSIS Open Microsoft Excel

26. Open your file

27. Sometimes Excel does not open up in nice little columns - sometimes you get this series of boxes

28. Choose Delimited Next…

29. Make sure that TAB and COMMA are checked - then NEXT…

30. Click Finish….

31. Success!!!

32. To Save your Export to use later

33. Go to Saved Exports

34. Click Save Current Extract

35. Click OK

36. Change “Temporary Name” to any name that you like

37. *Private – Only you can use this extract *Public Restricted – Others can view your extract but cannot change anything *Public Unrestricted – Others can use your extract AND change anything

38. SAVE! Use your arrow to go back

39. Go out the door to exit Export Ad- Hoc

40. Using an Extract that you have created

41. Go to Saved Exports

42. Yours – All extracts you have completed All – All extracts in your district that are public

43. Click on the extract name Choose Restore Saved Export

44. Click OK

45. Column 3 should contain the fields for this extract Column 2 will be populated if it was a part of the original extract Click Create file to proceed

46. Examples of Export Ad-Hoc to Excel

47. Students who completed Financial Literacy Obligation. Use: Demographics and Credit Detail

48. Core Credits in Fine Arts – Credit Detail

49. Discipline for the entire year for the district

50. Odds and Ends

51. If you use the courses category – choose CURR or NEXT. (Next is the default)

52. Excel Filters

53. Filters will put up/down arrows on header columns. Use these arrows to filter what you want to see (or don’t want to see)

54. Filter Results

55. To “unhide” your data – choose BLUE up/down arrow and SHOW ALL

56. More Excel Tips and Tricks

57. Pivot Tables  Pivot tables allow you to show your data in tables that might give you a count of students or a count of students with a specific discipline  In this example I’m going to give a count of the number of students in each program by building and by year

59. Click NEXT if this is your first pivot table for this spreadsheet. If second pivot table (or more) click “another pivot table”

60. Make sure the range covers all of your data

61. Choose LAYOUT to setup your table

62. Choose the items you want in your table

63. This should give us a breakdown of program counts by school and year

64. Where do you want your pivot table? I prefer new sheet

65. This is your pivot table

66. You can “fix” or adjust your pivot table by clicking this icon (Pivot Table Wizard)

67. Choose LAYOUT…

68. This is the current layout

69. I have now added Legal and First Name to the left column

70. Click FINISH

71. The report now shows names

72. Questions?