Greenfield Public Schools141 Davis StreetGreenfield, MA 01301Tel: 413.772.1300; Fax: 413.774.7940

Carol S. Holzberg, PhD (carhol1@gpsk12.org)District Technology Coordinator

413.772.1322

Microsoft Excel 2013Friday, September 27, 2013

Greenfield Middle School-Room 329Technology Professional Development

1:00 PM-3:00 PMCarol S. Holzberg, PhD, District Technology Coordinator

AgendaCustomize the Quick Access Toolbar..........................................................................................................2PowerSchool Quick Export.........................................................................................................................4

How to Use Quick Export........................................................................................................................4Import the Data (.txt, .csv, or .text) into Excel............................................................................................6Freeze Top Row/Freeze Panes...................................................................................................................10Split Column with First and Last Name into 2 Columns: First Name, Last Name...................................11Calculate a running balance.......................................................................................................................13Calculate a running total............................................................................................................................14Excel Feature Review................................................................................................................................15

Merge & Center:................................................................................................................................15AutoFill..............................................................................................................................................15Establish a Pattern for AutoFill.........................................................................................................17

Source: http://www.andertoons.com/computer/cartoon/6376/plug-these-into-excel-then-we-can-all-play-until-lunch

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Customize the Quick Access ToolbarBy default the QAT (Quick Access Toolbar) has 3 commands: Save, Undo and Redo.

You can customize this toolbar so that it has the commands you need, e.g., Print Preview/Print, Spelling, and more.

To customize, follow these steps: Click the drop down arrow next to the QAT to show the options.. Only 3 of 11 commands are

selected. Add more simply by placing a check mark next to those options you want to add. For example,\

Spelling and Print Preview/Print

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If you select More Commands from the QAT Context menu,

you get to see many more commands to add to your QAT toolbar. More Commands lets you select from the entire menu of Excel commands that aren't found in the Ribbon.

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Add the one(s) you think you'll use most often, choosing them from the list at the Left. Note that this list is filtered. To see all commands, click the drop down arrow to the right of the Choose Commands From Box, then select All Commands. Double-click an item on the left list, e.g., spelling to move it to the right list, e.g., Page Number, then click OK. You’ll have to do this again in Word (I think).

To Remove a command from the QAT. Right-click the command you want to delete Click Remove from the Quick Access Toolbar

* * *

PowerSchool Quick Export[Taken directly from PowerSchool Help File]

This method quickly produces a simple list of students and information from the Student table. Change the parameters to produce a more detailed list.

How to Use Quick Export1. On the start page, search for and select a group of students. The Student Selection page appears. 2. Choose Quick Export from the Select a function for this group of students pop-up menu. You

will have to scroll the list of functions to see it.

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3. Use the following table to enter information in the fields:

Field Description

[Fields to be Exported]

Enter the fields to be included on the exported spreadsheet. Enter as many fields as needed. Enter only one field per line. Separate multiple fields with a hard return. See the two handouts of PowerSchool fields for your reference, i.e., PowerSchoolDemographicCodes092613 and PowerSchooStudentStateSpecificFieldIdentifier092613

Alternatively, to insert a PowerSchool field into this field:1. Click Fields at the bottom of the page to view a list of

PowerSchool fields. The Fields pop-up appears.2. To narrow the list of fields, enter one of more search

terms in the Filter field. Otherwise, leave blank.3. Click the field you want to add. The Fields pop-up closes

and the selected field appears.

Field Delimiter A field delimiter separates fields (or "columns") in the exported data. Use the pop-up menu to choose how you want the system to separate each field in the export file:

o Tab [Choose this one!!!!]o Commao Noneo Other: Enter the delimiter in the blank field.

Record Delimiter A record delimiter separates records (or "rows") in the exported data. Use the pop-up menu to choose how you want the system to separate each record in the export file:

o CR: Carriage returno CRLF: Carriage return and line feedo LF: Line feedo Other: Enter the delimiter in the blank field.

Surround Fields Select the checkbox to surround the fields in the exported data with quotation marks.

Column titles on 1st row

Select the checkbox to include column titles on the first row of the exported data.

Export DCID Select the checkbox to export the Student table's unique identifier.2. Click Submit. The exported data appears. 3. Choose File > Save As... to save the file to your desktop or another location.

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Import the Data (.txt, .csv, or .text) into ExcelSource: http://office.microsoft.com/en-us/excel-help/import-or-export-text-txt-or-csv-files-HP010099725.aspx

You can open a text file that you created in another program as an Excel workbook by using the Open command. There are two commonly used text file formats:

Delimited text files (.txt or .text), in which the TAB character typically separates each field of text.

Comma separated values text files (.csv), in which the comma character (,) typically separates each field of text.

You can import or export up to 1,048,576 rows and 16,384 columns.

1. Launch Excel and then click Open. The Open dialog box appears

2. Click the arrow to the right of the File Type list (see #2 above).

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3. In the File Type list, select Text Files

Note: If you are exporting data from PowerSchool, the file exports as a .text file (not a .txt file) You won’t see the data file if you select Text Files from the File Type List.You MUST choose, All Files from the File Type List

4. Locate and double-click the text file that you want to open.

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5. If the file is a text file (.txt or .text), Excel starts the Import Text Wizard

6. Text Import Wizard, Step 1 of 3: Follow the instructions in the Text Import Wizard. Click Help for more information about using the Text Import Wizard

7. Choose Delimited from the file type list.8. Click Next

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9. Text Import Wizard, Step 2 of 3: Choose the delimiter you used when exporting the data from PowerSchool. In this case I chose to export as a Tab delimited file from PowerSchool

10. Click Next11. When you are done with the steps in the wizard, click Finish to complete the import operation.12. Text Import Wizard, Step 3 of 3: The third step is critical! You want to make sure that data in

each of the columns are treated as text.

In the picture above, the column data format reads General and there is only one column selected. So even if you change the Column Data format to Text, data in the other columns will still be General.

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Make sure data in ALL columns are in Text format?

1. Click in the first column to select it2. Press and hold the Shift key as you click in the last column of data (you may have to use the

scroll ball to get all the way over to the end of the spreadsheet.3. When all columns are selected, click the Text radio button in the Column data format at the top

of the screen. 4. When all columns show as text, click Finish.5. Manage the data in Excel.

Why should all column data be set as Text?Look at the DOB (Date of Birth) column above. Two data elements show a leading 0 (06/21/2005 and 02/06/2006. Excel will remove that 0 when important the data into a spreadsheet. This may not be a problem for a DOB, but it would be a problem for a ZIP code or an ID number. ALWAYS MAKE SURE YOUR DATA COLUMNS SHOW “Text” FORMAT.

* * *

Freeze Top Row/Freeze Panes If you want to freeze the top row of data so that column labels always visible

1. Click anywhere in the data. 2. From the View tab, click Freeze Panes. 3. Click Freeze Top Row

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4. Once frozen, a solid line appears beneath row 1 to indicate that the row is frozen. Column labels remain visible when you scroll.

5. You can freeze both the upper and left panes by clicking the cell below and to the right of where you want the split to appear. (Window > Freeze Panes)

6. You can unfreeze the window at any time by selecting (Window > Unfreeze Panes.

Split Column with First and Last Name into 2 Columns: First Name, Last NameFor this task we will use the Convert Text to Columns Wizard located on the Data tab Data Tools Text to Columns

Source: http://office.microsoft.com/en-us/excel-help/split-names-by-using-the-convert-text-to-columns-wizard-HA010342911.aspx. See picture below.

1. Create a new Excel file. In cells, A3, A4, A5, and A6, enter your own first name and last name, e.g., Carol Holzberg

2. Select the data range (A3, A4, A5, A6) that you want to convert.3. On the Data tab, in the Data Tools group, click Text to Columns.

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4. In Step 1 of the Convert Text to Columns Wizard, click Delimited, and then click Next.5. In Step 2, select the Space check box, and then clear the other check boxes under Delimiters.

The Data preview box shows the first and last names in two separate columns.

5. Click Next.6. In Step 3, click a column in the Data preview box and then, under Column data format, click

Text. 7. Repeat this step for each column in the Data preview box.8. Specify the cell destination for this data. If you want to insert the separated content into the

columns next to the full name, click the icon to the right of the Destination box, and then select the cell next to the first name in the list (B2, in this example).

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Important If you do not specify a new destination for the new columns, the split data will replace the original data.

9. Click the icon to the right of the Convert Text to Columns Wizard to choose starting cell.

10. Click Finish.

Calculate a running balancehttp://office.microsoft.com/en-us/excel-help/calculate-a-running-balance-HP003069811.aspx Let's say you may want to see a running balance of items that you purchase so that you don't exceed your spending limits. You can use a running balance to watch values of items in cells add up as you enter new items and values over time. To calculate a running balance, use the following procedure.

1. Set up a worksheet like the following example.

2. Click anywhere outside cell C3 to see the calculated total.3. To maintain the running balance, add a row for each new entry by doing the following:4. Type the amounts of your deposits and withdrawals into the empty rows directly below the

existing data. For instance, if you were using the example above, you would type the deposits into A4, A5, and so on, and the withdrawals into B4, B5, and so on.

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5. Extend the running balance formula into the new rows by selecting the last cell in the balance column and then double-clicking the fill handle (The small black square in the lower-right corner of the selection. When you point to the fill handle, the pointer changes to a black cross.). For instance, if you were using the example above, you would select cell C3 and then double-click its fill handle to extend the formula into all new rows that contain deposit and withdrawal values.

Calculate a running totalhttp://office.microsoft.com/en-us/excel-help/calculate-a-running-total-HP001127780.aspx

Let's say you want to see the number of products in an inventory list grow as you add products each day. Use a running total (also called a running count) to watch the number of items in a spreadsheet add up as you enter new items. To calculate a running total, use the following procedure.

1. Set up a worksheet like the following example.

2. Click anywhere outside cell C4 to see the running total.3. To maintain the running total, add a row for each new entry by doing the following:4. Type the product and description into the empty rows directly below the existing data. For

instance, if you were using the example above, you would type the products into A5, A6, and so on, and the descriptions into B5, B6, and so on.

5. Extend the running total formula into the new rows by selecting the last cell in the balance column and then double-clicking the fill handle.

6. For instance, if you were using the example above, you would select cell C3 and then double-click its fill handle to extend the formula into all new rows that contain products and descriptions.

Note: A running total differs from a running balance, in which you watch the sum of values grow as new entries are added.

Excel Feature ReviewMerge & Center: Click-Drag across cells A1, B1 and C1 to highlight them, On the Home tab, choose Merge and Center

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Your spreadsheet will look like this, although it may have a different typeface if you haven't set your default font for Times New Roman:

Now that you have a heading for your spreadsheet, we'll fill in the days of the week using AutoFill. This allows you to quickly fill in things like days of the week, months, and consecutive numbers.

AutoFill (from http://www.homeandlearn.co.uk/excel2007/excel2007s2p2.html)

Click inside cell B3 of your spreadsheet, and type Monday, as in the image below:

Excel will enter the days of the week on Row 3, from cell B3 to cell H3.

Place the mouse pointer to the bottom right of the B3 cell The mouse pointer will change to a black cross, as in the images below. The image on the left

shows the normal white cross; the image on the right, a black cross, tells you AutoFill is available:

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When the AutoFill black cross cursor appears, hold down your left mouse button and drag to the right

Drag your mouse all the way to cell H3, as in the following image:

When your cursor is in the H3 cell, let go of the left mouse button Excel will now complete the days of the week:

Now that we've got a heading for the spreadsheet, as well as the days of the week, we can enter a few chocolate bars.

Click inside cell A4 and enter Mars Bars. In cell A5 type Twix In cell A6 Bounty. In cell A7 Other In cell A9 type Day Totals. Leave cell A8 blank.

Your spreadsheet should then look like this:

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We will now enter some numbers to experiment with AutoFill:

Click inside cell B4, and enter the number 1. Place the mouse pointer to the bottom right of the B4 cell The mouse pointer will change to a black AutoFill cross When the AutoFill black cross cursor appears, hold down your left mouse button and drag to the

right all the way to cell H4 When your cursor is in H4, let go of the left mouse button Excel will enter the number 1 in cells B4-H4 Click inside cell B5 and enter the number 2.

Click inside B6 and repeat the steps to insert the number 3 all the way to H6

What happens if you type January in cell B7 and repeat the steps?

What happens if you type the number 1 in cell B8 and hold down the Ctrl key as you drag to cell H8?

Establish a Pattern for AutoFill You can establish a pattern for the AutoFill series by selecting the first cell in the range you want to fill, entering a starting value, then typing a value in the next cell to set the pattern (increments of 5 for example). Try it!

Type the number 20 in cell B15 Type the number 25 in Cell C15 Click-Drag across cells B15 and C15 to select them both and set the pattern (make sure they are

both selected in one box) When they are selected, place the mouse pointer to the bottom right of cell C15 The mouse pointer will change to a black AutoFill cross When the AutoFill black cross cursor appears, hold down your left mouse button and drag to the

right all the way to cell H15

The numbers in Row 15 should increment by 5.

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