Excel Techniques Exercise Handout 2012-11

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BASIC TECHNIQUES IN USING

EXCEL
TO ANALYZE ASSESSMENT DATA
University of Hawaii at Mnoa
11/15/12
Mission: Improve Student Learning

Through Program Assessment
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appropriately.
1
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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
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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
Strongly Disagree
Somewhat Disagree
Neutral
Somewhat Agree
Strongly Agree
appropriately.
3
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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
Enter
Tab
Move to the next cell
Move to the next observation
Shift
Move back one cell
Or if you prefer, use the arrow keys
appropriately.
4
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FreezePane
ViewTab FreezePanes FreezeTopRow
10
Freeze pane
To make the header row visible all the time
appropriately.
5
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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-entrypower-tips/
appropriately.
6
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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
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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:

First cell in the range
B2:B5
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
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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-waysto-clean-your-data-HA010221840.aspx
appropriately.
9
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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
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Step 1: count each option

Label each option in the first column
Example
1
2
3
4
5
or
Strongly Disagree
Somewhat Disagree
Neutral
Somewhat Agree
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
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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
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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
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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
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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
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Results so far
32
PART IV:
PRESENTING THE DATA IN A
CHART
appropriately.
16
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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
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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
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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
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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
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Page 1
Please rate the quality of the
Strongly
Somewhat
Neutral
workshop:
Disagree
Disagree
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.
Somewhat
Agree
Strongly
Agree
Somewhat
Agree
Strongly
Agree
Page 2
Strongly
Somewhat
Neutral
workshop:
Disagree
Disagree
are very useful.

what I am doing.
is appropriate.

Comments: Good job. If the presenter can speak slower, it would be better.
Page 3
workshop:
are very useful.
what I am doing.
is appropriate.
Comments: Everything is good.
Strongly
Disagree
Somewhat
Disagree
Neutral
Somewhat
Agree
Strongly
Agree
University of Hawaii at Mnoa
Hawaii Hall 107

Assessment Office
Page 4
Strongly
Somewhat
Somewhat
Strongly
Neutral
workshop:
Disagree
Disagree
Agree
Agree
are very useful.

what I am doing.
is appropriate.

Comments: the handouts are very good. The fonts on the PowerPoint are too small and too dense. Its
hard to read the PowerPoint.
Page 5
Strongly
workshop:
Disagree
are very useful.

what I am doing.
is appropriate.

Comments: Presenter needs to speak louder.
Code Book
1
2
3
4
5
-
Somewhat
Disagree
Neutral
Somewhat
Agree
Strongly
Agree
Strongly Disagree
Somewhat Disagree
Neutral
Somewhat Agree
Strongly Agree
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AssessmentOffice

BASIC TECHNIQUES IN USING

University of Hawaii at Mnoa

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

Move to the next cell

Move to the next observation

Move back one cell

Or if you prefer, use the arrow keys

To make the header row visible all the time

Excel data entry tips everyone should know. Retrieved

What can go wrong in data entry?

Find out the max and min in a range

Count the numeric values in a range

Excel formula essentials

Specify the range for the function:

Last cell in the range

values for Item 1. Use the following functions:

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

In the cell next to the first label 1 type:

In the cell next to the label 2 type:

Repeat the step for all the options.

Step 2: Calculate % for each option

Format the cell into Percentage

next to the Number Format box, and click Percentage.

Step 3: Transpose the header

Step 4: Transpose the values

copy them (Ctrl + C)

Problem with presenting a table like

Step 5: Calculate % agree

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

the item labels as Values and Number Formatting

Sort the % Agree values

Steps to create a chart

subtype 2D clustered column

It looks like this:

Tips on chart formatting

Change axis range

bottom of the pop-up menu.

Add data labels

are very useful.

presenter are very good.

are very useful.

presenter are very good.

University of Hawaii at Mnoa

Hawaii Hall 107

are very useful.

presenter are very good.

are very useful.

presenter are very good.

Comments: Presenter needs to speak louder.

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