PSU 2012
Excel: Analyze PowerSchool Data
Excel: Analyze PowerSchool Data
A quick way to analyze spreadsheet data using Excel is with filters. Use filters to select only the type
of data that you want to see, or to create custom filters by applying “and/or” variables. One of the
most effective ways to use Excel is to create PivotTables and charts, and then combine them into
dashboards where you can view several reports and charts on one page. Whether it’s an ethnic
distribution report, a summary of standardized test scores, or a grading report by a teacher, Excel has
a robust set of reporting tools that can help you achieve your goals.
In this course you will learn how to perform these Excel tasks:
•
Filter spreadsheet data by criteria
•
Analyze multiple data points with PivotTables
•
Group and summarize data using PivotTables
•
Show trends and patterns in data with charts
•
Display causal relationships between data points with charts
•
Create dashboards
Use these tools to identify trends, patterns, and anomalies in your data. In addition, identify potential
correlations between seemingly unrelated data.
Using Filters
Use filters to select and view only certain data based on criteria. Filters can display specific data
without having to search through an entire spreadsheet.
The filtering options are:
•
Sort Ascending
•
Sort Descending
•
Show Top 10
•
Custom Filter
•
Select by the Specific Data
•
Show All
Activity 1 – Analyzing Data with Filters
View specific data using filters with a spreadsheet of student data.
1.
From the PSU Activity Files, open the ExcelAnalyze.xls spreadsheet
2.
Click Student Data
3.
From the Data menu, select Filter and then click Autofilter
Windows Excel 2007 users click Filter.
4.
From the column G, Grade Level filter menu, clear all of the check boxes except 11, then close
the filter dialog
5.
With only the 11th grade listed, from the column O, Gender filter menu, clear the Male check
box then close the filter dialog
Excel: Analyze PowerSchool Data
6.
From the column T, S1 Grade Points, open the Custom Filter dialog
Windows Excel 2007 users click Number Filters > Custom Filter.
7.
From the “Choose One” menu or first criterion menu, select is less than or equal to
8.
For the first value, click the menu and select 2
9.
Click OK or close the dialog
How many 11th grade, female students have an S1 Grade Point of 2 or less? _____________
10. From the Data menu, select Show All as the filter option
Windows Excel 2007 users click Filter.
Organizing Data with PivotTables
PivotTables are integral to summarizing large data sets. For example, if you have a file containing
students’ names, gender, ethnicity, and current math class, you can examine whether the distribution
of students in math mirrors the local demographics.
In Microsoft Excel 2011 for Mac, a PivotTable is comprised of these four parts: the Report Filter, the
Row Area, the Column Area, and the Values Area.
In Microsoft Excel 2007 PC, a PivotTable is comprised of these four parts: the Page Field, the Row
Field, the Column Field, and the Data Field.
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Excel: Analyze PowerSchool Data
•
Drop a field name into the Row area to define which values are displayed on the horizontal
axis of the PivotTable
•
Drop a field name into the Column area to define which values are displayed on the vertical
axis
•
The Values (Mac) or Data (PC) area is where the Row and Column areas meet
Values in the Values/Data area usually show a count or sum for the number of the
Values/Data area records that match the value of the Row area by the Column area.
•
Drop a field name into the Report Filter (Mac) or Page Field (PC) to filter data for a specific
value
A PivotTable requires a worksheet of data with more than one row and more than one column of data.
Activity 2 – Creating a Math and Demographics PivotTable
Create a matrix to show how students are distributed in math classes.
Microsoft Excel 2011 (Mac)
1.
Click Student Data
2.
Click in cell A1
3.
From the Data menu, select PivotTable
4.
In the Create PivotTable window, use the default settings, and click OK
5.
In the PivotTable Builder, select the fields to be analyzed: Student ID, Gender, and Course
Name
Excel inserts the selected fields in the Values area of the PivotTable Builder automatically.
6.
In the PivotTable Builder, drag Gender from Values to Row Labels
7.
In the PivotTable Builder, drag Course Name from Values to Column Labels
8.
Leave the StudentID field in Values
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Excel: Analyze PowerSchool Data
9.
When you created this PivotTable, you automatically started a new worksheet named Sheet1;
save it as “Ethnicity Summary”
a.
Right-click or control-click the Sheet1 tab
b.
Select Rename
c.
Type Ethnicity Summary
d.
Press Enter
10. Determine whether Excel added or counted the Student ID numbers in cell B5 by comparing
the value in B5 to the ID numbers in the Student Data worksheet
11. Right-click or control-click cell B5, and select Field Settings
12. In the PivotTable Field window, click Count in order to count the Student ID numbers instead
of adding them
Another way get to the Field Settings is in the PivotTable Builder, click the “i” on the menu bar
of the field you want to change.
13. Click OK
Microsoft Excel 2007 (Windows)
1.
Click Student Data
2.
Click in cell A1
3.
Click PivotTable on the Insert ribbon
4.
Click OK
The column names appear in a PivotTable window.
5.
Drag Gender to the Row Field
6.
Drag Course Name to the Column Field
7.
Drag StudentID to the Data field
8.
When you created this PivotTable, you automatically started a new worksheet named Sheet1;
save it as “Ethnicity Summary”
a.
Right-click the Sheet1 tab
b.
Select Rename
c.
Type Ethnicity Summary
d.
Press Enter
Determine whether Excel added or counted the Student ID numbers in cell B5 by comparing the value
in B5 to the ID numbers in the Student Data worksheet.
9.
Right-click cell B5, and select Value Field Settings
10. Click Count to count the Student ID numbers instead of adding them
11. Click OK
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Excel: Analyze PowerSchool Data
Activity 3 –Using the Report Filter Area (Mac) or Page Field (PC)
You now have the distribution of students in math classes broken out by gender, but what about
ethnicity? When you use a PivotTable, you can show both. Place the ethnicity data in the Report Filter
to filter for a specific group. Continue using the Ethnicity Summary worksheet you created in the
previous activity.
Microsoft Excel 2011 (Mac)
1.
In the PivotTable Builder, select the check box for Ethnicity
2.
In the PivotTable Builder, drag Ethnicity from Values to Report Filter
3.
On the Ethnicity Summary worksheet, click the arrow next to (All) and clear the (Select All)
check box
4.
Select Hispanic
Notice that only the numbers of Hispanic students are showing.
5.
Switch the selected ethnicity to African-American by clearing the Hispanic check box on the
Ethnicity window and checking African-American
6.
Switch back to all ethnicities by checking (Select All) on the Ethnicity window
Microsoft Excel 2007 (Windows)
1.
Drag Ethnicity from the PivotTable window to the Page Field
2.
Click the up and down arrows next to (All), select Hispanic, and click OK
Notice that only the Hispanic students are showing.
3.
Switch the selected ethnicity to African-American
4.
Switch back to all ethnicities by selecting (All) and clicking OK
Activity 4 – Showing Pages
Filter the Ethnicity Summary PivotTable by ethnicity groups, and create multiple worksheets based on
the same PivotTable.
Microsoft Excel 2011 (Mac)
1.
Control-click in a cell of the PivotTable
2.
Select Show Report Filter Page
3.
In the Show Pages window, select Ethnicity and click OK
Examine the worksheet tabs at the bottom of the spreadsheet. What has changed?
You now have three filters that you can use to see only the data you want. In cell B1, select
an ethnicity or a combination of ethnicities. In cell A4, select gender combinations. In cell B3
select combinations of courses. Try different combinations of these filters. To see the totals
again, set each filter to All.
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Excel: Analyze PowerSchool Data
Microsoft Excel 2007 (Windows)
1.
Select the PivotTable Tools tab
2.
Click Options below the PivotTable name, and select Show Report Filter Pages
3.
Select Ethnicity
4.
Click OK
Examine the worksheet tabs at the bottom of the spreadsheet. What has changed?
You now have filters in the row title, column title, and Page Header fields that you can use to
see only the data you want with regard to ethnicity, gender, and course name. Try different
combinations of these filters. To see the totals again, set each filter to All.
Activity 5 – Stacking Fields
Now that you have used a PivotTable to display different data, create a group and sub-group using
two row fields to display that data in a different view.
1.
Select the Ethnicity Summary worksheet
2.
Open the PivotTable Builder by clicking one of the PivotTable cells and then clicking Builder
under Data > PivotTable tab
Microsoft Excel 2007 (Windows) users click the PivotTable Tools tab, then click Field List in
the Show/Hide section to open the PivotTable window.
3.
Drag Ethnicity from the Report Filter area to below the Gender field in the Row Labels area
Examine the worksheet. What has changed?
Activity 6 – Using Two Report Filter Fields (Mac) or Page Fields (PC)
Another way to alter the display of data is to show it from more than one angle. Make both ethnicity
data and gender data Report Filter fields (Mac) or Page Fields (PC), in order to filter for one or both.
1.
Use the Ethnicity Summary worksheet
2.
Drag Ethnicity to the Report Filter (Mac) or Page Field (PC)
3.
Drag Gender to the Report Filter (Mac) or Page Field (PC) below Ethnicity
Examine the worksheet. What has changed?
Activity 7 – Changing Field Settings to Display Percentages
The PivotTable you created has a list of the number of students in each class. Change the PivotTable
to display those numbers as percentages and organize the display so that the class containing the
highest percent appears first.
Note: This activity will work with the PivotTable containing two fields in the Report Filter (Mac) or Page
Field (PC) area, as prepared in Activity 6.
Microsoft Excel 2011 (Mac)
1.
On the Ethnicity Summary worksheet, control-click in cell B6
2.
Select Field Settings
3.
Click Options
4.
In the “Show data as:” section, select % of row from the menu
5.
Click OK
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Excel: Analyze PowerSchool Data
6.
Select cell B6, and click the Sort button in the standard toolbar to change the sort order to
descending
Microsoft Excel 2007 (Windows)
1.
On the Ethnicity Summary worksheet, right-click in cell B6 and select Value Field Settings
2.
On the “Show values as” tab, change Normal to % of row
3.
Click OK
4.
Select cell B6, and click the Sort Descending button in the PivotTable Tools Options tab
Activity 8 – Working with One Data Set and Many PivotTables
Besides looking at data in different views, you can analyze the same data using another PivotTable.
How do you create a new PivotTable? Make a copy of the PivotTable worksheet. Then, using the copy,
create a PivotTable showing the average percent grades in each math course listed.
1.
Right-click or control-click the Ethnicity Summary worksheet tab
2.
Choose Move or Copy
3.
From the “Before sheet:” menu, select Student Data
4.
Check Create a copy
5.
Click OK
Now you are working with the Ethnicity Summary (2) worksheet. When you create a copy of a
PivotTable worksheet, you can arrange the data on that copy any way you want because it is
pulling the data from the same source.
6.
In the PivotTable Builder, de-select Student ID, and select S1% Grade
7.
If it wasn’t added to the Values area automatically, drag S1 % Grade to the Values area
8.
Right-click or control-click cell B6, and choose Field Settings
9.
Change the “Summarize by:” setting to Average instead of Sum
10. Click Number, change the format category to Percentage, and click OK
11. Click OK in the PivotTable Field window
Examine the new PivotTable. How is it different from the original?
Activity 9 – Grade Scales and Teacher Comparisons
How do teachers play into this whole equation? By including teachers’ names in the analysis, you can
examine grading anomalies—are some teachers having a harder time reaching certain populations or
are they just tough graders?
Microsoft Excel 2011 (Mac)
1.
Copy the original Ethnicity Summary worksheet, just as you did in the previous activity
2.
Rename the worksheet Grades by Teacher
3.
In the PivotTable Builder, check Teacher
4.
Drag Count of Teacher from the Values area to the Row Labels area
5.
If it is not already there, move the Course Name field into the Column Labels area
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Excel: Analyze PowerSchool Data
6.
If they are not already there, move Ethnicity into the Report Filter area and Gender beneath
Ethnicity as a secondary report filter field
7.
Switch between various ethnicity-gender combinations
What do you see?
8.
Move Ethnicity and Gender to the Row Labels area
Does that help you see trends any better?
9.
Try moving Teacher to the Report Filter area
Microsoft Excel 2007 (Windows)
1.
Copy the original Ethnicity Summary worksheet, just as you did in the previous activity
2.
Rename the worksheet Grades by Teacher
3.
Put Teacher in the Row Field
4.
Put Course Name in the Column Field
5.
Put Ethnicity into the Page Field
6.
Put Gender beneath Ethnicity as a secondary page field
7.
Switch between various ethnicity-gender combinations
What do you see?
8.
Move Ethnicity and Gender to the Row Field
Does that help you see trends any better?
9.
Try moving Teacher to the Page Field
Activity 10 – Analyzing Student Grades by Category
Modify the Grades by Teacher PivotTable to examine how students in each ethnicity and gender
category perform.
Microsoft Excel 2011 (Mac)
1.
Make a copy of the “Grades by Teacher” worksheet, and rename it Grades by Teacher and
Ethnicity
2.
Use the PivotTable Builder to put Teacher in the Row Labels area
3.
Make Course Name the secondary row label
4.
Put Ethnicity in the Row Labels area
5.
Move Gender to the Row Labels area beneath Ethnicity
6.
Add S1% Grade to the Values area
7.
Move Student ID to the Values area beneath S1% Grade
8.
On the worksheet, right-click or control-click in the B6 cell, select Field Settings, and switch
from Sum to Count
9.
Click Options >> and change the “Show data as” menu from “% of row” to Normal, and click
OK
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Excel: Analyze PowerSchool Data
Microsoft Excel 2007 (Windows)
1.
Make a copy of the “Grades by Teacher” worksheet and rename it Grades by Teacher and
Ethnicity
2.
Use the PivotTable window to put Teacher in the Row Field
3.
Make Course Name the secondary row field
4.
Put Ethnicity in the Row Field (if it’s not already there)
5.
Move Gender to the Row Field beneath Ethnicity
6.
Add S1% Grade to the Data Field
7.
Move Student ID to the Data Field beneath S1% Grade
8.
Right-click cell F6, select Value Field Settings, and switch from Sum to Count
9.
Change the “Show data as” menu from “% of row” to Normal, and click OK
The most important thing to observe in Activity 10 is how many students are in each class. If you
see that there’s only one student of a certain ethnicity and/or gender in a class, you don’t have
enough information to draw any conclusions about that ethnic group’s performance in a class.
Activity 11 – Creating Multiple PivotTables to Display Different Aspects of
Data
In some cases, a single PivotTable isn’t the most effective way to display a data set. Sometimes, you
have to use multiple PivotTables. Standardized test scores typically include three categories:
language, math, and science. Evaluating all of that data in one PivotTable is difficult, so break the data
into three separate PivotTables.
Microsoft Excel 2011 (Mac)
1.
Create a PivotTable from the worksheet called Standardized Test Scores
2.
In the PivotTable Builder, add Ethnicity to the Row Labels area
3.
Add Gender to the Row Labels area beneath Ethnicity
4.
Add Reading Comprehension to the Values area
5.
From the worksheet, change the Field Settings so that the PivotTable displays the Average,
rather than the Sum
6.
Change the Number format to be a two-digit decimal
Now add the scores for Argumentative Writing and Expository Writing.
7.
Add Argumentative Writing to the Values area in the PivotTable Builder and repeat steps 5
and 6
8.
Add Expository Writing to the Values area, and repeat steps 5 and 6
9.
Rename the worksheet English
10. Copy the worksheet two times
11. Rename one worksheet Math and the other Science
12. On the first copy, use the PivotTable Builder to replace the three Value fields with Algebra,
Functions, Geometry, and Probability; then repeat steps 5 and 6
13. On the second copy, replace the three Value fields with Physics, Chemistry, and
Biology/Life Sciences; then repeat steps 5 and 6
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Excel: Analyze PowerSchool Data
Microsoft Excel 2007 (Windows)
1.
Create a PivotTable from the worksheet called Standardized Test Scores
2.
In the PivotTable window, add Ethnicity to the Row Field
3.
Add Gender to the Row Field beneath Ethnicity
4.
Add Reading Comprehension to the Data Field
5.
From the worksheet, change the Value Field Settings so that the PivotTable displays the
Average, rather than the Sum
6.
Change the Number format to be a two-digit decimal
Now add the scores for Argumentative Writing and Expository Writing.
7.
Add Argumentative Writing to the Data Field and repeat steps 5 and 6
8.
Add Expository Writing to the Data Field and repeat steps 5 and 6
9.
Rename the worksheet English
10. Copy the worksheet two times
11. Rename one worksheet Math and other Science
12. In the first copy, drag C3 (labeled “Data”) to the PivotTable window; drag Algebra,
Functions, Geometry, and Probability to the Data Field; then repeat steps 5 and 6 for each
field
13. In the second copy, drag C3 (labeled “Data”) to the PivotTable window; drag Physics,
Chemistry, and Biology/Life Sciences to the Data Field; then repeat steps 5 and 6 for each
field
Displaying Data with Charts
Aside from PivotTables, another way to present data is in charts. Use charts to show causality
between one or more variables or to show growth over time. Pie charts show parts of the whole
effectively. Use column charts to compare values. Line charts convey trends over time. Combination
charts compare different types of data.
Activity 12 – Creating a Chart Quickly
Begin working with charts by practicing how to create a chart quickly.
Microsoft Excel 2011 (Mac)
1.
Go to the ACT Test Scores worksheet, and select cells A1:F6
2.
From the Insert menu, select Chart
3.
Select Column from the Insert Chart options displayed in the Charts toolbar, then select
Clustered Column
Extension: Now that you have created a chart, change it to a line chart.
4.
With the chart selected, click Line in the Charts toolbar, then select Line
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Excel: Analyze PowerSchool Data
Microsoft Excel 2007 (Windows)
1.
Go to the ACT Test Scores worksheet and select cells A1:F6
2.
Press F11 to create a bar chart
Extension: Now that you have created a chart, change it to a line chart.
3.
Click Change Chart Type, and choose Line
4.
Select the first line chart type displayed
5.
Click OK
Activity 13 – Changing Colors
When you create a chart, Excel chooses the colors for the graphed lines automatically. Using the ACT
Test Scores line chart you created in the previous activity, change the color for the ACT_English
graphed line.
Microsoft Excel 2011 (Mac)
1.
Right-click or control-click the red line representing ACT_English, and select Format Data
Series
2.
In the Line section, pick a shade of pink from the Color menu
3.
In the Marker Style section, verify that a style is chosen or Automatic is selected
4.
Pick the same color pink from the Marker Fill and Marker Line menus, and click OK
Microsoft Excel 2007 (Windows)
1.
Right-click the red line representing ACT_English, and select Format Data Series
2.
Click Line Color
3.
Select Solid line, and choose a shade of pink from the Color menu
4.
In the Marker Line Style section, verify that a style is chosen or Automatic is selected
5.
Select Solid line in the Marker Line Color section, choose the same shade of pink from the
Color menu, and click OK or Close
Extension: See what happens when you change the color for another part of the chart, but
don’t change the Marker Fill and Marker Line menus.
Activity 14 – Use Charts to Show Correlation
Look at the worksheet called Brandon Adair. Brandon has a high number of absences and tardies. Do
these factors affect his grades? You’ll see that he has lower grades in Social Studies and Open Study.
Does he have high numbers of attendance issues in those two classes? You can tell at a glance, but
the chart will help you see it better.
Microsoft Excel 2011 (Mac)
1.
Select cells C1:F11 in Brandon’s worksheet
2.
From the Insert menu, select Chart
3.
Select Column from the Insert Chart options displayed in the Charts toolbar, then select
Clustered Column
The chart has a problem. Percent scores range from 1-100, while absences and tardies are
usually numbers between 0 and 10. How do you plot the data on different axes, on the same
chart?
4.
In the chart, select an Absences column, and then change the chart type to Marked Line
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Excel: Analyze PowerSchool Data
5.
Right-click or control-click the line, and choose Format Data Series
6.
Under Axis, click Secondary Axis, and click OK
7.
Repeat the process for Tardies
Microsoft Excel 2007 (Windows)
1.
Select cells C1:F11 in Brandon’s worksheet
2.
From the Insert ribbon, in the Charts section, click Column
3.
In the 2-D Column section, choose Clustered Column
The chart that you create has a problem. Percent scores range from 1-100, while absences
and tardies are usually numbers between 0 and 10. How do you plot the data on different
axes, on the same chart?
4.
In the chart, right-click an Absences column, and click Change Series Chart Type
5.
Click Line on the left, and change the chart type to Line with Markers
6.
Click OK
7.
Right-click the line, and choose Format Data Series
8.
Under Plot Series On, click Secondary Axis
9.
Repeat the process for Tardies
Now you can see the correlation between Brandon’s grades and his attendance.
Dashboard Design in Microsoft Excel
Sometimes you need more than just a PivotTable or a chart. To make your spreadsheets truly
valuable, you have to have a combination of both, organizing your data to make it more meaningful
and cohesive.
Activity 15 – Special Programs
You’ve learned how to analyze student data by such categories as gender and ethnic group, and in
relation to math classes and math scores. But it’s often useful to see the data from more than one
angle. For example, how many of the analyzed students are in enrichment or other special programs?
Microsoft Excel 2011 (Mac) and 2007 (Windows)
1.
Select the worksheet Improvement Programs
2.
Select cells A2:B7
3.
Insert a chart; this time, make it a pie chart
4.
Copy and paste the chart
5.
Click one of the pie slices in the copied chart in order to highlight the range of cells the chart
uses for Conflict Resolution
6.
Click the blue line around cells B3:B7, and drag it over one column to the right to update the
copied chart with the ESL data
7.
Click the green line around cell B2, and drag it over one column to the right to update the title
of the copied chart to ESL.
8.
Repeat the process to create pie charts for Test Prep, Math Brush-up, and Music
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Excel: Analyze PowerSchool Data
Activity 16 – Arrange the Charts
You’ve created five charts, but they’re in no particular order. There’s a difference between a sheet full
of charts and numbers, and a dashboard. With a dashboard, you have all the information you want at
your fingertips in a single, cohesive summary. Begin designing your dashboard by arranging the
charts by program type.
Microsoft Excel 2011 (Mac) and 2007 (Windows)
1.
Cut the first chart, Conflict Resolution, and paste it to the Dashboard worksheet
2.
Repeat the process for the other four charts
3.
Take a moment to consider the most appropriate design for your dashboard
Consider the best way to categorize and organize the charts. Conflict Resolution is a behavior
intervention. ESL and Math Brush-up are academic improvement programs, designed to get
students up to a minimum level of proficiency. Test Prep and Music are enrichment programs
designed to go above and beyond what the regular school day can offer. Therefore, it makes
sense to display the behavior-based chart by itself, the supplemental programs charts
together, and the enhancement charts together.
4.
Click and drag the ESL and Math Brush-up charts to the top of the Dashboard worksheet, so
that they’re next to each other
5.
Click and drag the Test Prep and Music charts to the middle, arranged next to each other
6.
Click and drag the Conflict Resolution chart beneath the other four charts
Activity 17 – Create the Dashboard
Now concentrate on the design of the dashboard, specifically the background, border, and legend for
the charts. Since the colors of the charts are all the same, replace the individual chart legends with a
single legend for all five charts.
Microsoft Excel 2011 (Mac)
1.
Select the Test Prep chart
2.
Select each pie wedge in turn by clicking the chart once, then clicking the wedge
3.
Control-click the wedge, and click Format Data Point to view its color (look for a tab called
Fill), and note the Fill color
4.
Repeat the process for the other wedges
5.
Create a two-column list to the right of the charts, with the first column being the fill color of
each respective wedge, and the second column the ethnicity name (ex: the African-American
students are represented by a blue pie wedge, so fill the cell in the first column blue, then
type the word African-American in the next cell over)
6.
Delete the legends from each of the charts
7.
Put a border around the cells containing the charts, and then add a background color that
compliments the existing chart colors
8.
Insert a row above the first chart, and then create a header cell by merging and centering the
columns
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Excel: Analyze PowerSchool Data
Microsoft Excel 2007 (Windows)
1.
Identify the colors of the wedges in the pie charts
2.
Create a two-column list to the right of the charts, with the first column being the fill color of
each respective wedge, and the second column the ethnicity name (ex: the African-American
students are represented by a blue pie wedge, so fill the cell in the first column blue, then
type the word African-American in the next cell over)
3.
Delete the legends from each of the charts
4.
Put a border around the cells containing the charts, and then add a background color that
compliments the existing chart colors
5.
Insert a row above the first chart, and then create a header cell by merging and centering the
columns
Use background colors and borders to make the charts stand out better. Ideas to consider:
•
Use your school colors in the background
•
Use the drawing tools to align the charts; to select more than one, hold down the Shift key
•
Use cells below the charts to describe the purpose of the programs and the entry criteria
Bonus Activity – Class Student Count Pivot Table
Create a pivot table of the number of students in each class and section by teacher.
Microsoft Excel 2011 (Mac)
1.
From the PSU Activity Files, open the Student_Count.xls spreadsheet
2.
Click in cell A1
3.
From the Data menu, select PivotTable
4.
In the Create PivotTable window, use the default settings, and click OK
5.
In the PivotTable Builder, select the fields to be analyzed: Teacher Name, Course Name,
Expression, and Students
Excel inserts the selected fields in the Values area of the PivotTable Builder automatically.
6.
In the PivotTable Builder, drag Count of Teacher Name from Values to Row Labels
Hint: If you can’t see the field names, increase the size of the PivotTable Builder dialog.
7.
In the PivotTable Builder, drag Count of Expression and Course Name to Column Labels
8.
Leave the Sum of Students field in Values and close the dialog
9.
When you created this PivotTable, you automatically started a new worksheet named Sheet1;
save it as “Ethnicity Summary”
a.
Right-click or control-click the Sheet1 tab
b.
Select Rename
c.
Type Class Student Count
d.
Press Enter
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Excel: Analyze PowerSchool Data
Microsoft Excel 2007 (Windows)
1.
From the PSU Activity Files, open the Student_Count.xls spreadsheet
2.
Click in cell A1
3.
Click PivotTable on the Insert ribbon
4.
Click OK
The column names appear in a PivotTable window.
5.
Check Teacher Name and then drag Teacher Name to the Row Field
6.
Check Course Name and then drag Course Name to the Column Labels
7.
Check Expression and then drag Expression to the Column Labels
8.
Check Students and then drag Students to the Values
9.
When you created this PivotTable, you automatically started a new worksheet named Sheet2
a.
Right click the Sheet2 tab
b.
Select Rename
c.
Type Class Student Count
d.
Press Enter
Key Points
•
Filtering – display specific data in a spreadsheet
•
PivotTables - summarize a large set of data
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Multiple PivotTables - show different aspects of the same data set
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Charts - show correlation between two data points or show parts of a whole
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Dashboards - arrange charts on a worksheet to display a comprehensive picture of your
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