Getting Started
Learn how to report your survey data in
PowerPoint and Word
Table of Contents
1
INTRODUCTION ................................................................................................................................... 3
2
INSTALLING ......................................................................................................................................... 4
3
ADD DATA............................................................................................................................................ 6
4
VARIABLES.......................................................................................................................................... 8
4.1
5
THE VARIABLES W INDOW ................................................................................................................. 8
CHARTS ............................................................................................................................................... 9
5.1
5.2
6
CREATING A CHART ......................................................................................................................... 9
EDITING A CHART ........................................................................................................................... 10
TABLES .............................................................................................................................................. 11
6.1
6.2
CREATING A TABLE ........................................................................................................................ 11
EDITING A TABLE............................................................................................................................ 12
7
LAYOUT .............................................................................................................................................. 13
8
EXCEL MACRO INTEGRATION ........................................................................................................ 14
9
STATISTICS ....................................................................................................................................... 15
9.1
9.2
9.3
10
FILTERING ......................................................................................................................................... 16
10.1
10.2
10.3
11
BENCHMARKING ............................................................................................................................ 15
W EIGHTING ................................................................................................................................... 15
STATISTICAL TESTS ....................................................................................................................... 15
REPORT FILTER............................................................................................................................. 16
REPETITIVE REPORTS .................................................................................................................... 16
REPORT TEMPLATES ..................................................................................................................... 16
ADVANCED FEATURES ................................................................................................................... 17
APPENDIX A: THE OFFICEREPORTS MENU IS MISSING AFTER INSTALLATION. ........................... 18
1 Introduction
OfficeReports is an add-in for Microsoft Office®, which turns Microsoft Office into a complete
data analysis and reporting suite for surveys. OfficeReports adds the “OfficeReports menu” to
PowerPoint and Word:
The OfficeReports menu enables you to embed your dataset into a document or presentation,
and easily work with the data, and create tables and charts. All from within Microsoft Office.
In this “Getting Started Manual” we will show you how to use Microsoft Office with the
OfficeReports menu, from downloading to creating a report.
2 Installing
Visit our homepage www.officereports.com and click the ‘Try it’ button:
Fill out the registration and click “Add OfficeReports”:
When the installation file is downloaded you will be able to run and/or save the file. This is
depending on what browser you use. If possible, click “Run”, and the installation will start.
Otherwise, click “Save”, and run the file afterwards.
Click “Next” and follow the instructions.
Observe: When the installation is finished you will have access to features available in
OfficeReports Free. This version allows you to produce tables and charts based on a dataset
up to 100 observations (interviews).
Upgrade for free to OfficeReports ProPlus for 14 days: As soon as you have registered an
email has been send to your registration email. Here you will find a key giving you a 14 days
free trial for OfficeReports ProPlus which covers an unlimited number of observations.
Click this video shows the registration process.
3 Add data
You can add a dataset into PowerPoint or Word by clicking the “Add Data” button in the
OfficeReports menu.
OfficeReports can import Excel, SPSS, Triple-S and databases exported from other documents
or presentations containing OfficeReports data. In this guide we will import a dataset containing
answers to an employee satisfaction survey. You can download this dataset in SPSS format by
Ctrl + clicking her: Download dataset, and choose to “Save” the file.
Now, please open a new PowerPoint presentation, and click “Add Data” in the OfficeReports
menu. A “Choose data file to import” dialog appears. Choose the downloaded SPSS file and
click “Open”. After the file is imported the “Variables” window appears showing the imported
“variables”.
There is more information about importing data in the Manual.
4 Variables
4.1 The Variables Window
If the “Variables” window is not on your screen anymore, please click the “Variables” button in
the OfficeReports menu. The following window appears:
Enter How it works and view the short video ‘Work with the Variables’ or click ‘Work with the
variables in the Variable window in OfficeReports. In 3 minutes you will have a good overview of
how easy it is to organize the variables exactly as you need for your reporting.
5 Charts
5.1 Creating a chart
Please do the following:
1. Click the “Add Chart” button. The
“New Chart” window appears.
2. Select Variable “I understand my
benefit plan”
3. A chart is added to the slide
selected in your presentation. If the
slide contains placeholders the
chart will be added to the first
placeholder on the slide holding
the same position and in the same
size as the placeholder.
4. Select Optional Variable “Gender”.
The chart in the presentation
changed to display the variable
divided by Gender.
5. Close the window
The following chart was added:
5.2
5.2 Editing a chart
If you for some reason need to change the chart, just do the following:
1. Select the chart in the presentation.
2. Click the “Edit selected
Table/Chart/List” button. The “Edit
chart” window appears, showing the
settings used to define this chart.
3. Let’s make some changes: Click on
the “Content” menu in the window,
change the ‘Values’ to ‘Mean’ and
check “Total” and “Base”
Now the chart looks like this:
If you click on the chart you
can change the layout using
all the charting features
available in PowerPoint.
6
6 Tables
6.1 Creating a table
Creating a table is similar to creating a chart. Please do the following:
Click the “Add Table” button. The “New Table” window appears.
Select Variable “I understand my benefit plan”
A table is added to your presentation.
Select Optional Variable “Gender”. The table in the presentation changed to display the
variable divided by years.
5. Close the window
1.
2.
3.
4.
The following table was added to the presentation:
6.2 Editing a table
Editing a table works in the same way as
editing charts.
There are a lot of options to choose from,
and the table could be changed to e.g. this
table:
7 Layout
The layout of tables and charts is controlled by
“types”. In the Layout window (click the “Layout”
button) you can define default types for tables and
charts .
The defined types can be changed, and new types
can be added in the “General Layout” module. This
way, you define your layout once, and afterwards
you easily create tables and charts in the layout you
want. This also works in multi-user environments!
See the manual for more details…
Please enter How it works and view the 2 minute
video ‘Customize the Chart Layouts and you will
see how easy the customization can be done.
8 Excel macro integration
The most advanced way of customizing tables and charts is by using macros. In OfficeReports
you can define to run an macro as part of a layout type. By offering this integration, the layout
and content of tables and charts gets as customizable as possible!
Here are a few simple examples of what can be achieved this way:
How would you rate the fairways?
A table with data bars:
Very bad
14,8%
Bad
17,2%
Average
20,0%
Good
26,9%
Very good
18,9%
No response
2,3%
Total
100,0%
A bar chart with mean values (sorted):
Very bad (1)
Bad (2)
Average (3)
Good (4)
Very good (5)
No response (-)
Mean(1 -5)
How would you rate the reservation process?
8%
15%
22%
How would you rate the check-in on arrival?
13%
29%
How would you rate the course guide?
12%
31%
How would you rate the tees?
10%
How would you rate the fairways?
15%
How would you rate the greens?
How would you rate the putting green?
How would you rate the driving range?
19%
19%
8%
20%
16%
How would you rate the Pro-Shop?
0%
21%
23%
3,1 0
19%
28%
21%
25%
3,1 8
1%
3,41
3,42
13% 2%
22%
60%
2%
28%
25%
20%
40%
3,02
33%
25%
13%
80%
2,87
2,97
18%
27%
18%
1%
23%
20%
20%
24%
20%
20%
18%
20%
18%
27%
15%
17%
17%
10%
26%
3%
100%
3,48
3,49
9 Statistics
Using OfficeReports you can create tables and charts with advanced statistics. It is beyond the
focus of this guide to explain the use of the statistical functions OfficeReports offer, but we will
shortly mention the possibilities you get using the OfficeReports menu.
9.1 Benchmarking
When creating tables/charts for a specific period, the benchmarking functionality enables you to
compare the results to another period (the benchmark). Or when making leader reports from an
employee satisfaction survey, the leader results can be benchmarked with e.g. the results for
the department and the results for the whole company.
9.2 Weighting
OfficeReports uses RIM weighting, which means you can weight over multiple dimensions (e.g.
age, gender, and income) without the need for having data in each cell of the target weighting
table.
9.3 Statistical Tests
The following functions and tests are available using OfficeReports:





T-test (Column Means)
Z-test (Column proportions)
Correlation
Chi-square
Confidence interval
10 Filtering
Advanced filtering functionality on different levels makes it possible to reuse your report
definition and create many similar reports.
10.1 Report Filter
Besides defining filters on tables and charts, it is also possible to define a filter for the whole
report. After changing the report filter, all tables and chart are recalculated using the new filter
definition.
10.2 Repetitive Reports
Using this advanced function, you easily and fast create e.g. 400 leader reports from an
employee satisfaction survey. Even if all leaders have to be benchmarked with their own
department in the tables and charts.
10.3 Report Templates
Save your report as a template. When opening a report template, you are asked to add a new
dataset, and all tables and charts are calculated with the added data. This is a fine solution for
periodical reports like a weekly sales report or a monthly monitoring report.
11 Advanced features
In this guide we have tried to show you the basic functions of OfficeReports. But there are many
advanced features, which we have not mentioned. Please have a look at our manual to get to
know more of our product. Or just ask us in our forum. We will answer you as fast as we can!
Appendix A: The OfficeReports menu is missing after installation.
To solve this problem, please do the following:
In Office 2010/2013, choose “File  Options  Add-ins”.
In Office 2007, click the Office button and click “Word-settings” or “PowerPoint-settings”. Here
choose “Add-ins”.
From here, different scenarios are possible:
A) OfficeReports is listed among ‘Inactive Application Add-ins’.
Solution: Choose
and make sure the box to the left of `OfficeReports´ is checked:
B) OfficeReports is listed among ‘Disabled Application Add-ins’.
Solution: Choose
and make sure the box to the left of ‘OfficeReports’ is checked, like in the window above.