Excel Techniques Exercise Handout 2012-11 PDF

Assessment Office (808) 956‐4283
Hawai‘i Hall 107 2500 Campus Road, (808) 956‐6669
Honolulu, HI 96822 manoa.hawaii.edu/assessment
BASIC TECHNIQUES IN USING

EXCEL
TO ANALYZE ASSESSMENT DATA
University of Hawai‘i at Mānoa 11/15/12
Mission: Improve Student Learning

Through Program Assessment
You may use these materials only for nonprofit educational purposes. Please give credit/cite
appropriately.
1
Workshop outcomes
By the end of this workshop, you will be
able to utilize basic Excel techniques to:
1. enter data into Excel
2. check for data-entry errors
3. summarize data using simple formulas
and charts/tables
PART 1:
ENTERING DATA INTO EXCEL
appropriately.
2
Before entering data into Excel

Give an ID to each questionnaire/test/rubric rating sheet:
101, 102…
10
1
Develop a code book

Code Option Categories
1 Strongly Disagree
2 Somewhat Disagree
3 Neutral
4 Somewhat Agree
5 Strongly Agree
appropriately.
3
Template for Data Entry

Header
Each column has one variable

(survey item, test item/section, rubric criteria)
Each row has one observation

(test-taker, respondent, student)
Entering data into Excel: tips

Tab • Move to the next cell
Enter • Move to the next observation
Tab Shift • Move back one cell
• Or if you prefer, use the arrow keys
↑
← ↓ →
appropriately.
4
Freeze Pane
View Tab  Freeze Panes  Freeze Top Row
10
Freeze pane
To make the header row visible all the time
appropriately.
5
11
Hands-on task 1
• Enter data from the five survey response sheets
• Remember:
1. Give each respondent an ID code
2. Follow the code book to enter data in Excel
3. One item per column
4. One respondent per row
5. Tab tab tab tab tab ENTER or      ENTER
6. Freeze the top row
12
Additional resources
• Beauchemin, A. (2011) Microsoft Excel 2010 tutorial.
Retrieved from
http://www.goodwin.edu/computer_resources/pdfs/excel
_2010_tutorial.pdf
• Chan, V. (2012). Working with data in Excel part 1: 10

Excel data entry tips everyone should know. Retrieved
from http://www.launchexcel.com/excel-data-entry-
power-tips/
appropriately.
6
13
PART II:
CHECK FOR DATA-ENTRY ERRORS
14
What can go wrong in data entry?

• Out of scale typos (e.g., 0, 6 on a scale between 1 to 5)
• Two answers in one cell (e.g., 34)
Find out the max and min in a range
• Skipping an item (e.g., missing a cell)
Count the numeric values in a range
appropriately.
7
15
Excel formula essentials

• Always start with a “=“ (e.g., = 6-1)
• Call an excel function (e.g., min, max, count)
• Find a cell reference = column letter + row letter (e.g.,
A1)
B2
• Specify the range for the function:

B2:B5
First cell in the range Last cell in the range
“to”
16
Hands on Exercise
• Find out the minimum, maximum, and the number of
values for Item 1. Use the following functions:
 =min(B2:B6)
 =max(B2:B6)
 =count(B2:B6)
• Copy and paste the formulas to Item 2 to Item 5.
appropriately.
8
17
Practice reverse coding

• Create a new variable “Item5_RC” in Cell G1.
• Use the formula = 6 – (Cell for Original Item 5).
• Copy and paste the formula to all observations.
18
Additional resources:
• Excel count functions with both text and video tutorial
http://www.contextures.com/xlFunctions04.html
• Top ten ways to clean your data
http://office.microsoft.com/en-us/excel-help/top-ten-ways-
to-clean-your-data-HA010221840.aspx
appropriately.
9
19
PART III:
SUMMARIZING DATA INTO A TABLE
20
Steps (Demonstration)
1. Calculate the count for each option category using:
=countif(range,criterion)
Example: =countif(B2:B6,1)
2. Calculate the percentage for each option category
3. Copy the header and Paste Special  Transpose
4. Copy the formula and Paste Special as Values &
Transpose
5. Calculate the percentage of students who met the
criteria.
6. Make a table with two columns: Item and % meeting
criteria
Item % Agree
appropriately.
10
21
Step 1: count each option

• Label each option in the first column
• Example
1 Strongly Disagree
2 or Somewhat Disagree
3 Neutral
4 Somewhat Agree
5 Strongly Agree
• In the cell next to the first label “1” type:
=countif(B2:B6,1)
• In the cell next to the label “2” type:
=countif(B2:B6,2)
• Repeat the step for all the options.
• Copy the formula and paste under the rest of the
items.
22
Step 2: Calculate % for each option
$  anchor
=B10/B$5
appropriately.
11
23
Format the cell into “Percentage”

• On the Home tab, in the Number group, Click the arrow
next to the Number Format box, and click Percentage.
• Get to Number Format box, click “More Number
Formats.”
• In the pop-up window, type “0” as the decimal place.
• Or choose “%” and icon in the ribbon.
24
Results so far
appropriately.
12
25
Step 3: Transpose the header

• Select the header in the first row.
• Copy the header: Ctrl + C
• Point to a space that you want to paste.
• Click the down arrow key under “Paste,” and “choose
Paste Special.”
• Check “Transpose” in the pop-up window.
• Or
26
Step 4: Transpose the values

• Select the percentages and
copy them (Ctrl + C)
• Point to the cell where you
want to paste.
• In the Home tab, in the
Clipboard group, click
Paste and select Paste
Special
• Click Values and number
formats and check
Transpose, and then click
OK.
appropriately.
13
27
Results so far
Problem with presenting a table like

this:
• Too many numbers
• Information not interpretable
• Need to specify N
28
Step 5: Calculate % agree

• Add up the percentages under option 4 and 5  %
agree
• Copy and paste the formula to the rest of the rows.

• In another area on the spreadsheet, label the items.
• Copy all the “% Agree” values and Paste them next to
the item labels as Values and Number Formatting
appropriately.
14
29
Results so far
30
Sort the % Agree values

1. Go to the Home tab, in the Editing
group, click Sort & Filter.
2. In the drop-down menu, click Custom
Sort.
3. In the Sort pop-up window, check My
data has headers; choose “% Agree” to
Sort by. Select Largest to Smallest under
Order.
appropriately.
15
31
Results so far
32
PART IV:
PRESENTING THE DATA IN A
CHART
appropriately.
16
33
Steps to create a chart

1. Select the cells with data and the header.
2. Go to the Insert tab, in the Charts
3. Click Column chart type, and then click the first
subtype — 2D clustered column
4. Format the chart as desired
34
It looks like this:
appropriately.
17
35
Tips on chart formatting

• Make the range of the y-axis cover the possible range
(i.e., 0 to 100%)
• Add data labels
• Delete grid line
• Delete axis
• Delete legend
• Change the title
36
Change axis range

• Right click on the y-axis. Choose Format Axis at the
bottom of the pop-up menu.
• Select Fixed for Maximum and type “1” next to it.
appropriately.
18
37
Add data labels

• Right click on one of the value bars.
• Choose Add Data Labels in the pop-up menu.
38
Cleaned up chart
appropriately.
19
39
Hands on Task
Open the data file: sample data_rubric.xlsx
Use the raw data in the first sheet and duplicate the
results in the sheet: tables and charts.
40
QUESTIONS?
appropriately.
20
Assessment Office (808) 956-4283
Hawai‘i Hall 107 (808) 956-6669
2500 Campus Road, Honolulu, HI 96822 manoa.hawaii.edu/assessment
Page 1
Please rate the quality of the Strongly Somewhat Somewhat Strongly
Neutral
workshop: Disagree Disagree Agree Agree
1. The handouts and the PowerPoint
○ ○ ○ ● ○
are very useful.
2. The topics covered are relevant to
○ ○ ○ ○ ●
what I am doing.
3. The allocation of time on each topic
○ ○ ● ○ ○
is appropriate.
4. The presentation skills of the
○ ○ ● ○ ○
presenter are very good.
5. This workshop is NOT useful to me. ● ○ ○ ○ ○
Comments: Very useful. The presenter spoke a little fast in the end.
Page 2
Neutral
○ ○ ○ ● ○
are very useful.
○ ○ ○ ○ ●
what I am doing.
○ ○ ○ ○ ●
is appropriate.
○ ○ ● ○ ○
Comments: Good job. If the presenter can speak slower, it would be better.
Page 3
Neutral
● ○ ○ ○ ○
are very useful.
● ○ ○ ○ ○
what I am doing.
● ○ ○ ○ ○
is appropriate.
● ○ ○ ○ ○
Comments: Everything is good.
University of Hawai‘i at Mānoa Hawai‘i Hall 107
Assessment Office manoa.hawaii.edu/assessment
Page 4
Neutral
○ ○ ○ ● ○
are very useful.
○ ○ ○ ○ ●
what I am doing.
○ ○ ○ ○ ●
is appropriate.
○ ○ ○ ● ○
5. This workshop is NOT useful to me. ○ ● ○ ○ ○
Comments: the handouts are very good. The fonts on the PowerPoint are too small and too dense. It’s
hard to read the PowerPoint.
Page 5
Neutral
○ ○ ● ○ ○
are very useful.
○ ○ ○ ○ ●
what I am doing.
○ ○ ○ ○ ●
is appropriate.
○ ○ ● ○ ○
Comments: Presenter needs to speak louder.
Code Book
1 - Strongly Disagree
2 - Somewhat Disagree
3 - Neutral
4 - Somewhat Agree
5 - Strongly Agree
You may use these materials only for nonprofit educational purposes. Please give credit/cite appropriately.
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Assessment Office (808) 956‐4283

BASIC TECHNIQUES IN USING

University of Hawai‘i at Mānoa 11/15/12

Mission: Improve Student Learning

Before entering data into Excel

Develop a code book

Template for Data Entry

Each column has one variable

Each row has one observation

Entering data into Excel: tips

Enter • Move to the next observation

Tab Shift • Move back one cell

• Or if you prefer, use the arrow keys

To make the header row visible all the time

• Chan, V. (2012). Working with data in Excel part 1: 10

What can go wrong in data entry?

Find out the max and min in a range

• Skipping an item (e.g., missing a cell)

Count the numeric values in a range

Excel formula essentials

• Specify the range for the function:

• Copy and paste the formulas to Item 2 to Item 5.

Practice reverse coding

• Copy and paste the formula to all observations.

Step 1: count each option

Step 2: Calculate % for each option

Format the cell into “Percentage”

Step 3: Transpose the header

Step 4: Transpose the values

Problem with presenting a table like

Step 5: Calculate % agree

• Copy and paste the formula to the rest of the rows.

Sort the % Agree values

Steps to create a chart

It looks like this:

Tips on chart formatting

Change axis range

Add data labels

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