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Add, analyze and report data in Word and PowerPoint
OfficeReports for Microsoft Office, version 2013, 2010 and 2007
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Contents Welcome to OfficeReports .............................................................................................................. 6
Purpose of this manual ................................................................................................................ 7
The example data set .................................................................................................................. 7
Getting started – Four simple steps ............................................................................................. 8
Data in OfficeReports ...................................................................................................................... 9
Add Data ..................................................................................................................................... 9
Importing data from Excel ...................................................................................................... 10
Multiple datasets in one report ............................................................................................... 11
Importing new cases .............................................................................................................. 12
Add/Update data belonging to existing cases ......................................................................... 12
Variables ....................................................................................................................................... 13
Original Variables ...................................................................................................................... 14
Categorical variables ............................................................................................................. 14
Numerical variables ............................................................................................................... 16
Text Variables ........................................................................................................................ 16
Date Variables ....................................................................................................................... 17
Derived Variables ...................................................................................................................... 17
Derived categorical variables based on categories ................................................................ 17
Derived Categorical variables based on numerical variables ................................................. 19
Derived Numerical variables based on categorical variables .................................................. 21
Derived Period Variable based on Date Variable ................................................................... 23
Formula Editor for derived variables ...................................................................................... 24
Group Variables ........................................................................................................................ 25
View, Edit and Export data – or Export tables to Excel .................................................................. 26
View, Edit and Export data ........................................................................................................ 26
Export tables to Excel ................................................................................................................ 27
Tables ........................................................................................................................................... 27
Add Table .................................................................................................................................. 28
Frequency Table .................................................................................................................... 28
Cross Table ........................................................................................................................... 30
Using cross tables expands the options that are under the ‘Options’ tab. ............................... 31
Summary statistics of a numeric variable ............................................................................... 32
Add Grid Table .......................................................................................................................... 35
3
Grid Tables based on Numerical Variables ............................................................................ 37
Add Multiple Tables ................................................................................................................... 39
General Table Functions ........................................................................................................... 40
Options (Frequency tables) .................................................................................................... 40
Options (Cross tables) ........................................................................................................... 41
Layout .................................................................................................................................... 41
Resize .................................................................................................................................... 42
Filter ...................................................................................................................................... 42
Benchmark ............................................................................................................................ 45
Weight ................................................................................................................................... 46
Sort ........................................................................................................................................ 46
Charts ........................................................................................................................................... 47
Add Chart .................................................................................................................................. 47
Frequency Charts .................................................................................................................. 48
Cross Charts .......................................................................................................................... 49
Add Grid Chart .......................................................................................................................... 51
Add Multiple Charts ................................................................................................................... 52
General Chart Functions ........................................................................................................... 53
Options (Frequency charts) .................................................................................................... 53
Options (Cross charts) ........................................................................................................... 54
Layout .................................................................................................................................... 54
Resize .................................................................................................................................... 56
Filter ...................................................................................................................................... 56
Benchmark ............................................................................................................................ 57
Weight ................................................................................................................................... 57
Sort ........................................................................................................................................ 58
Text Lists ...................................................................................................................................... 58
Text list in PowerPoint ............................................................................................................... 59
Inserting text outside a placeholder ........................................................................................ 59
Inserting text inside a placeholder .......................................................................................... 59
Text list in Word ......................................................................................................................... 59
Editing Tables, Charts and Text Lists ............................................................................................ 60
Editing the Content .................................................................................................................... 60
Editing the Design ..................................................................................................................... 60
4
Copying Tables, Charts, Text Lists and Pages .............................................................................. 60
Take a copy when an ‘Add table’ or ‘Add chart’ window is open ................................................ 60
Open a ‘new’ empty ‘Add table’ or ‘Add chart’ window and produce a copy of the previous
defined table/chart ..................................................................................................................... 61
Copy and Paste a table or chart ................................................................................................ 61
Copy a page/slide containing many tables and/or charts ........................................................... 61
Statistics ....................................................................................................................................... 62
Benchmarking ........................................................................................................................... 62
Significance Test ....................................................................................................................... 64
Significance Settings .............................................................................................................. 65
Confidence Interval ................................................................................................................ 65
Chi-Square test ...................................................................................................................... 67
Column Proportions test (Z-test) ............................................................................................ 68
Column Means test (T-test) .................................................................................................... 69
Correlation test ...................................................................................................................... 70
Weighting .................................................................................................................................. 70
Calculating weighting factors ................................................................................................. 71
Universe ................................................................................................................................ 74
Add weights to all tables and charts in a report ...................................................................... 74
View and Export Weights defined in OfficeReports ................................................................ 74
Layout settings .............................................................................................................................. 75
Default Chart and Table Types .............................................................................................. 75
Localize (Customized text in tables) ....................................................................................... 75
Insert Position (PowerPoint) ................................................................................................... 76
Administer Chart styles and Table layouts in OfficeReports....................................................... 76
Default charts and tables ....................................................................................................... 76
Defining Chart Types ............................................................................................................. 77
Defining Table Types ............................................................................................................. 78
Localize ................................................................................................................................. 80
Filtering ......................................................................................................................................... 81
Report Filter .............................................................................................................................. 81
Repetitive Reports ..................................................................................................................... 82
Report production - combining Repetitive Reports, Filtering and Benchmarking ........................ 84
Add filters ............................................................................................................................... 84
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Ignore filters ........................................................................................................................... 84
Benchmarking in report production ........................................................................................ 85
Dynamic texts in reports......................................................................................................... 88
Save as Report Template .......................................................................................................... 89
Refresh Report ............................................................................................................................. 89
Remove Data from report .............................................................................................................. 90
Settings ......................................................................................................................................... 91
Settings .................................................................................................................................. 91
Global Settings ...................................................................................................................... 91
Utilities ................................................................................................................................... 91
Customize Text ...................................................................................................................... 92
Order & Register ........................................................................................................................... 92
..................................................................................................................................................... 92
Help .............................................................................................................................................. 92
Manual ...................................................................................................................................... 92
Community ................................................................................................................................ 92
Consultancy .............................................................................................................................. 94
Appendix 1: The Formula Editor .................................................................................................... 95
Categorical Variables - How to reference categories ................................................................. 95
Logical Operators .................................................................................................................. 95
Numerical Variables .................................................................................................................. 96
Functions ................................................................................................................................... 97
Appendix 2-a: Installing OfficeReports for single users ................................................................. 99
Appendix 2-b: Installing OfficeReports – Multi-user installation ..................................................... 99
Appendix 3: Integrating Excel Macros in OfficeReports tables and charts (requires ProPlus and
Excel Macro Integration module) ................................................................................................... 99
Appendix 6: Adding tables and charts to placeholders in PowerPoint ......................................... 100
Troubleshooting – the OfficeReports add in is not displayed properly in the menu .................. 100
Technical Requirements .......................................................................................................... 101
Uninstalling OfficeReports ....................................................................................................... 101
6
Welcome to OfficeReports PowerPoint and Word are among the most popular alternatives when it comes to presenting data
in reports. More than 70% of all research data is reported in Microsoft Office. However,
transforming data into tables and charts and adding these into Word or PowerPoint based reports
is not a simple task.
A lot of software and services register and collect data. Many of these have limited facilities for
reporting data, but almost all provide a data export so that data can be transformed into proper
tables and charts using analytical software like, for example; SPSS, SAS, Crystal Report and
Excel. Yet there is still a job to be done before tables and charts can be presented within reports
based on Word and PowerPoint.
Tim Macer from Meaning recently made a study where he asked researchers and consultants what
improvements they wished for most in the analysis and reporting software they are using. Two out
of three mentioned ‘Automating the production of charts and PowerPoint presentations’!
OfficeReports adds, analyzes and presents data in Word and PowerPoint. OfficeReports is simply
an extra menu in Word and PowerPoint which enables you to add data and transform it into tables
and charts whilst you are writing documents and presentations. Say goodbye to the endless
copying and pasting of tables, charts and diagrams from external data analysis software. Now you
can get the job done in Word and PowerPoint.
This is a dramatic change in the work process for analyzing data and building reports.
OfficeReports simplifies data analysis, streamlines the production of reports and saves you a lot of
working hours. Suddenly Microsoft Office is your dynamic reporting tool!
The OfficeReports ribbon:
Best regards,
The OfficeReports team, Copenhagen 2013
Add and
organize
your data
Build a report including
tables, charts and text. Add
data and report filters and
OfficeReports produces
new reports automatically!
Select variables which
OfficeReports will calculate
into charts, tables and lists
Add it to your report as Excel
objects!
Add weighting
and
benchmarking
to your reports
Customize the
layout of your
reports
7
Purpose of this manual
This manual will provide a step-by-step guide on how to add, analyze and report data in Word and
PowerPoint.
We welcome your comments on this manual emailed to Feedback - OfficeReports manual. We appreciate if you will share with us your suggestions for improvements, or if you find any errors or inaccuracies in the manual.
The example data set
The manual repeatedly refers to an example dataset so we are able to provide examples you can
familiarize yourself with throughout the manual.
The data set covers data for 3,000 golfers evaluating the quality of different Golf Clubs visited. The
data set contains the following 11 pieces of information or ‘variables’:
Name of the Club
Country in which the Club is sited
Golf player’s Gender
Golf player’s Age
Grading of the Course – 5-point scale
Grading of the Driving range – 5-point scale
Grading of the Reception – 5-point scale
Grading of the Shop – 5-point scale
Money spent (Shop, Restaurant) – 5-point scale
Date of the visit
Comments
The data set covers different types of data, such as:
Numeric data
Dates
Open text
Categories
OfficeReports imports data from different formats that almost all survey tools can export data into:
SPSS (.sav-files)
Excel (xls/xlsx-files)
Triple-S
You can find the example data set and download a file containing all the different formats here:
www.officereports.com/support
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Getting started – Four simple steps
Let us start with an appetizer and show how easy it is to transform data into charts or tables, and
then add them to reports and presentations:
Open a Word document or PowerPoint presentation. Open the OfficeReports toolbar by clicking
the tab in the ribbon and click the `Add Data´ button furthest to the left in the toolbar. Locate an
Excel/SPSS or Triple-S file containing data. When the import has finished, close the window
showing the number of records and variables imported.
Click `Add Table´ in the OfficeReports toolbar. In the window popping up select ‘Country’ as
‘Variable’:
OfficeReports responds
immediately by adding
the referring
Frequency table to
report:
Now add `Gender` as the ‘Optional variable’. Below is the resulting
Cross table:
① ②
③
④
Male Female Total
USA 16% 27% 20%
Denmark 19% 21% 20%
Spain 18% 23% 20%
England 22% 17% 20%
Argentina 24% 12% 20%
Total 100% 100% 100%
Base 1936 1064 3000
Country
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It is a similar procedure to create charts. All the output of tables/charts are Excel objects and due
to Excel’s facilities they are editable in every conceivable way!
It basically comes down to this! - OfficeReports is a new paradigm for transforming data into clear
information within Word and PowerPoint.
However, this is merely one of the most basic functions of OfficeReports. OfficeReports contains
far more advanced capabilities, examples include; weighing data, the creation and use of
templates and mass production of individually edited reports. In this manual we will explain in-
depth how to use the Add-in and its features.
OfficeReports makes Word and PowerPoint efficient, dynamic and intuitive reporting tools.
Data in OfficeReports OfficeReports understands and analyzes raw data organized in formats whereby each observation,
respondent or case is expressed individually and systematically. In the Excel data example above,
each row represents the answers from one respondent in the survey (called case or record).
Similarly, each column contains the answers to specific questions in the survey (called
variables).
In this section we’ll briefly explain the types of variables in OfficeReports and how they are defined.
Categorical – data in the form of categories. Example: Gender: Male/Female
Numerical – data in the form of numbers. Example: Age: 28
Text – data in the form of text. Example: Comments
Date – Example: June 21st 2011
For a more extensive explanation regarding the variables and their functions in OfficeReports, refer
to the section Variables in this manual.
Add Data
It is possible to add data to any Word document or PowerPoint presentation. The two basic ways
in which data is added are either by clicking the `Add Data´ button furthest to the left in the ribbon,
or by using a program that is directly integrated with OfficeReports. In other words:
OfficeReports imports data from the most common file formats used for exporting and
exchanging survey data: SPSS-files (sav-
format), Triple-S files, Excel files(.xls or
.xlsx) and OfficeReports data files (.accdb):
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Some tools and services are integrated directly with OfficeReports. It could be a survey
tool, CRM, ERP or a similar tool that collects/registers data. Read more about integrating
OfficeReports with a software or service here: Let your software report data directly in Word
and PowerPoint
Importing data from Excel
It is easy to import an Excel data set directly into OfficeReports. However if you have your data
available in a SPSS (sav) format, or Triple-S we recommend that you use one of these data
formats – simply because the process is faster as the data format already contains information
concerning the order of categories, types of variables etc.
Importing Excel data through the Excel Data
Converter
If your data set is only available in Excel we
recommend that you use our converter to structure
and format the data correctly for the import. This is
important for OfficeReports’ ability to correctly identify
variables and cases.
Importing Excel data directly
If you do not want to use the data converter, here are
the general guidelines that must be fulfilled in the
data sheet before importing:
Rows should represent the responses from
each case; columns should contain the data in
each variable.
The top row must contain the names of each
variable. It is important that all columns
containing data from a variable are given a
name.
If you wish to import a date-variable, the dates
need to be formatted like the dates are in the
Excel file.
Importing Excel data – Expanded format (as with Survey Monkey)
Some survey systems, such as Survey Monkey, provide two different versions of Excel export
formats. The expanded version contains more information about the data structure, which means
you have less work arranging data and variables when importing data. When importing Excel data
using the expanded format you do not need to use the converter, the import is handled
automatically.
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OfficeReports provides you with a data import which exactly matches the data structure in Survey
Monkey’s expanded Excel format. This option exports each answer into a different column per
question. Therefore, each row of a matrix/rating or multiple-answer-allowed questions will have a
designated column for that response. You can read more about this format at:
www.help.surveymonkey.com
Importing data from SPSS (.sav files)
Almost any professional survey tool has a function to export data to SPSS as a .sav file.
Depending on how proficiently and detailed the survey tool makes the export, the file will contain
(besides data) information about the variable type, text and labels, as well as text for all categories
in the dataset. If the survey software does not export all these texts automatically, you can add it
manually in OfficeReports after the import.
Importing data from Triple-S
Triple-S is a standard format which was born out of the market research industry. Many providers
of market research software and/or services provide targeted survey data in this format. You can
find an updated list of survey tools that export data into the Triple-S format here: Products which
have a Triple-S export
Triple-S data is organized in two files. The dictionary information is stored in a file with the
extension .xml and the data is stored in a separate file with extension .dat. The Triple-S format
includes a definition.
Importing data from an OfficeReports data file (.accdb file)
From OfficeReports – whether based in Word or PowerPoint – you can export an OfficeReports
data file. The format is with the extension .accdb and you can import this data file into any Word or
PowerPoint file.
Multiple datasets in one report
It is possible to work with multiple datasets in one
report. It can be data from different sources or
periods. Importing additional data can be done in
two ways:
1. Importing new cases
2. Updating existing cases
We will now explain each of these functions.
12
Importing new cases
1. With OfficeReports it is possible to add new cases to any existing report. To do this, click
the `Add data´ button in the top left corner. Locate the file with the new data and import it.
2. The window shown above will appear. Select ‘Import as new cases’.
3. After having imported the new
cases, let’s take a look at our
variable list. OfficeReports always
includes a variable called ‘Imports’.
In this variable are registered
imports of all new cases and
organizes them in a new import
category.
Add/Update data belonging to existing cases
When merging data in OfficeReports each case
is updated using new data. For this operation to
be successful each case needs to be assigned a
unique ID. The simplest procedure for this is to
have a variable in the original data sheet
containing a unique ID (text- or numerical
variable) for each case. In our example we have
a variable named `id´ which is individual for each
respondent. Therefore, we choose this variable
as the `key´ by checking the box to the left of it.
Observe: When merging cases, OfficeReports
ONLY imports and/or updates data regarding
existing cases. OfficeReports will not add data
for the cases where a key is not found! For these
cases please use the standard import features.
13
Variables
In this section we will go through and explain the different types of variables in OfficeReports. Each
variable type has a specific icon and color. The icon specifies the kind of variable it is, the color
provides information about whether the variable is an original or if it is a derivative of the original.
After importing data, the window shown below will appear. This variables window is where all
actions concerning altering, organizing, or restructuring of the variables are done.
1. On the left side we can see all our variables. Notice that each different type of variable has
a different icon:
Categories
Values
Text
Dates
c
li
c
k
t
h
e
ri
g
h
t
m
o
u
s
e
b
u
tt
o
n
①
②
③
②
③
④
⑤
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2. To the right of the variables we can see the number of observations
contained in each variable. If we expand a categorical variable we can
see the range of data across the different categories in the variable.
3. Show the variables as Numbers, Labels, Text or a combination. Hint: If
the list of variables is long you can type a fragment of the number,
label or text, and OfficeReport will focus on the selected variable.
4. Using the arrow keys you can change the order of the variables by
moving them up and down the list (alternatively, instead of using the
arrow keys, you can use the shortcut keys ctrl+↑ or ctrl+↓).
5. By selecting a variable you can view and edit the variable’s label and
text.
On a very basic level there are two kinds of variables:
Original variables – which are all colored red - recognized by OfficeReports and created
automatically from the data
Derived variables – which are all colored blue - created by the user based on other
variables
The following sections will go through these variables.
Original Variables
Categorical variables
This kind of variable is one where the data can be divided up into categories - for example, a rating
on a scale (Very bad – Very good) or categorical information such as gender, department, country
etc.
Insert additional categories to variables
Categories are automatically created when importing data, but you can always add additional
categories to a variable.
1. Select the variable where you want to insert a new category
2. Click ‘New Category’ 3. Give a name to the new category and press OK 4. The new category will be added.
Reordering categories
Sometimes categories are not organized in an order as you need in tables and charts. To organize
the categories in a different order, it is possible to manually rearrange the order of the categories
by using the arrows in the upper left side of the variable window.
.
1. Highlight a category which you need to move and use the arrows in the top left corner to
move them. (Or alternatively use the shortcut keys ctrl+↑ or ctrl+↓)
①
15
2. If many variables are using the same categories and the all need to be reorganized, you
can use the feature `Organize other variables like this one´ which you will see as soon as
press ‘+’ in front of a category variable to see the different categories:
3. Press ‘Organize other variables like this one’ and a window pops up, showing other
variables containing at least some of the same categories as contained in the variable you
have in focus.
4. All categories in all the selected variables are hereby organized similar.
Assigning Values to Categorical Variables
In some cases it is meaningful to assign values to categories. In our example data set where golf
courses are rated on a 5 point scale from ‘Very good’ to ‘Very bad’, it can be useful to add a value
to each set of scale points, as this makes it is possible to calculate the mean and standard
deviation, as well as adding these useful measures of data to tables and charts:
① ②
③
④
16
1. We start by clicking the `Variables´ button in the top left corner. To add value to a category,
expand the variable by clicking the `plus´ sign to the left of it. This highlights a category.
Check the `Value´ option that appears on the right side, and type in the desired value.
2. If a category should not be included in the calculation of a mean (this could be relevant for
the ‘No response’ category) check the `No Value´ box.
3. In our example we have chosen to add values from 0 to 100, as well as checking the box
`No Value´ for the `No response´ option so that it does not interfere with our results. It is
possible to use any values (including negative and decimal numbers).
If you do not add values to the categories and within tables and charts include the
calculation of the mean, standard deviation etc., OfficeReports will assign a default value to
all categorical variables. OfficeReports, by default, will designate the first category the
value ‘0’, the second the value ’33,33’ etc.
4. As we have more than one variable that has data in this format (our variables `Driving
range´, `Reception´, and `Shop´ all have responses given in categories from `Very good´ to
`Very bad´), we would also like to add values to these response options. Again, this is
easily done by right-clicking the `Course´ variable and choosing `Organize other variables
like this one´.
Numerical variables
Numerical variables are data that are expressed as numbers. Examples from our dataset are
‘Age’, ‘Money spent in restaurant’ and ‘Money spent in shop’. In order to analyze these kinds of
variables we can calculate things such as the ‘average age’ or ‘total consumption’. Furthermore, to
enhance the ability to use numerical variables it can be useful to divide the numerical data up into
intervals. This will be explained in the section Derived categorical variables based on numerical
variables.
Text Variables
Text variables can be any given string of letters. Most often they contain comments or answers to
open ended questions. In short, text variables are data that is not in a numerical or date form and
data that cannot immediately be categorized. OfficeReports helps in presenting this data. An
example of this is that it is possible to sort text variables into different groups depending on other
variables. This means that it is possible to see the comments written, for example, only by those
who were unhappy with a particular service (which they had previously indicated in a response to
another question). Reporting text variables is explained in the section Text Lists. Text data from an
Excel data sheet will automatically be imported as text if the Excel column is formatted as text. If
the column is not formatted as text, OfficeReports will by default suggest that this variable is
imported as a categorical variable. If you want to make sure you have the right setting in Excel
simply right-click on the column head in Excel, choosing `format cells…´, and select the desired
text in the list on the left side.
17
Date Variables
The date variable is very useful when part of the data is a date. Data could be, for example, when
an observation was made, when an interview took place, or even a date of birth. When importing
data from an Excel data sheet it is important to be able to use this function to ensure the cells
containing dates are arranged in a date format. This function is performed simply by right-clicking
the column head in Excel, choosing `format cells…´ and selecting the desired dates from the list on
the left side.
Derived Variables
To use a dataset as a basis for building reports, you might realize that the data is not organized
perfectly for your specific needs. Perhaps you need the numeric variable ‘age’ organized as a
categorical variable containing four age categories, or a date variable organized as a categorical
variable containing seven week days etc.
In OfficeReports we call it ‘derived variables’ when you create new variables based on original
variables. Derived variables are denoted in blue and original variables in red.
In this section we will review how OfficeReports can create derived variables based on:
Categorical variables
Numerical variables
Date variables
All derived variables are based on combinations and/or calculations. OfficeReports provides a few easy ways to define derived variables, but you can also use the formula editor to define more complex variables and categories. In this section we will examine them all.
Derived categorical variables based on
categories
In OfficeReports you can insert your own new
variables where categories are built from categories
from other variables. It could be a new variable
‘Argentina - Gender’ containing two categories
(country= Argentina AND gender=Male) and
(country=Argentina AND gender=Female). To create
this new variable we click `New Variable´ in the
bottom of the variable window.
①
18
②
③
④
1. Give the new variable a Label name, as well as Text and select the variable type. In this
case it’s ‘Categorical’. Click ‘OK’ and the new variable is added to the variable list.
2. Create a new category in the new
variable ‘Argentina’ by dragging the
category ‘Argentina’ from the ‘Country’
variable on to the new variable ‘Gender –
Argentina’.
3. Afterwards we drag-and-drop `Female’
from the gender variable on to the ‘Argentina’
category under the new variable.
4. A small menu will then appear giving the
option to choose between `AND´ or `OR´.
Choose the option `AND´.
5. The category will then change its name and
its contents, so that it now contains 127
observations, all of which has answered
`Argentina´ and `Female´.
6. We then repeat the procedure and add one more category to our new variable. Now we
combine ‘Argentina’ and ‘Male’. OfficeReports automatically assigns the categories a
logical name, though you may wish to edit the name to something more appropriate
regarding your report.
7. A new derived variable is now added to the list of variables, ready to use for new tables,
charts etc. You can combine as many categories as are required to build new variables and
categories.
Adding a ‘not’ category
If you want a new variable containing the two categories ‘Argentina’ and ‘All other countries’ the
easiest way is to make an ‘not’ category:
1. We simply add a new
variable, add the category ‘Argentina’
twice to the variable:
②
②
⑤
①
19
2. Then right-click the second Argentina category and this
pops up:
3. Selcet ‘NOT’ and in the formula-box to the right you will see that the formula has
changed to: not([Country.Argentina]) and
suddenly the category and the observations
has changed:
Derived Categorical Variables based on numeric variables
Some data set contains numeric data which you want to present as intervals or categories. For
example a numeric variable containing numbers from 15-90 which you need to organize in
intervals, or a numeric variable containing the numbers ‘1’, ‘2’, ‘3’, ‘4’, ‘5’ and ‘99’ which you need
to organize in exact 6 categories.
If you mark a numeric variable you will see these two options in the variable window:
Create Interval Variable
In our example, ‘Age’ is one of the variables. Say, for instance, that we are interested in creating
four different age groups, each the same size. The following shows you how to create these
groups:
1. Locate the numerical variable (in our case ‘Age’). Click on it and to the right you choose
‘Create percentile variable.’ In many situations it is necessary that you can divide your data
into percentiles (which basically means dividing your numeric data into 10 groups, each
containing an equal number of observations). In OfficeReports you can easily create as
many derived variables, based on a numeric variable, as you need.
2. In our example we would like four intervals, so we
simply change the standard of intervals from two to
four in the window that appears. We then click `OK´.
3. A new variable will now appear in the tree-structure
with a blue icon , signaling it is a derived
categorical variable. OfficeReports will give this type of
new derived variable the same text as the original. The
label to the new variable is the same as the original
added ‘- intervals’:
②
20
①
4. As usual, you can change the name and the label by highlighting the variable and editing
the label and text in the boxes on the right-hand side. The fact that the intervals created by
OfficeReports are equally divided gives us a good starting point for analyzing the data. We
now move on to editing these into the following intervals; 15-25, 26-40, 41-60, and 61-90.
5. To alter the intervals we highlight each category that has appeared under the ‘Age
intervals’ variable, and change the formula that is written in the bottom box on the right-
hand side. Do not forget to click `Calculate´ after you’ve finished changing each formula.
6. You are now ready to use the new variable for reporting or in combination with other
variables.
Create Categorical Variable
Our example data set is not obvious for this, but says for instance, that we are interested in
creating a category for each numerical value that appears in the data set:
1. Locate the numerical variable (in our case ‘Age’). Click on it and to the right you choose
‘Create categorical variable.
2. A new variable will now appear in the tree-structure with a blue icon containing as many
categories as we have unique numbers in the original numerical variable. OfficeReports will
give this type of new derived variable the same text as the original. The label to the new
variable is the same as the original added ‘- categorical.
Derived Numerical variables based on numerical variables
If we would like to know the total expenditure at the golf club, that is, the added expenditure of
people at both the shop and restaurant, we can combine these variables together into one new
variable.
1. We do this by clicking the one numerical variable
button in the top left corner. We then simply drag-
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21
③
and-drop one of the numerical variables on to the other. A menu will then appear giving us
the options to; `add´, `subtract´, `divide´, or `multiply´. In our case we
would like to add the two, hence we choose `add´.
2. A new numerical variable will then appear named `Money spent in shop
+ Money spent in restaurant´. The new variable is
iconized by .
3. If you do not like this name, highlight the variable and
change the text in the top text box on the right-hand side. To change the name displayed
when the new variable is used, change the text in the text box below.
Derived Numerical variables based on categorical variables
It might sound a little abstract to talk about deriving numerical variables based on categorical
variables, but for example, consider data taken from a multiple choice test given to 100 students.
You might have 100 categorical variables where each category in each variable is given a value to
express the value of the answer given. Now if you add up all the answers you can calculate a sum,
a result. This result can be added to the data set as a new derived variable.
Example 1: Calculating a Numerical variable based on observations in a group of
categorical variables - step1
In our example data set we have four variables to illustrate satisfaction; Courses, Driving range,
Reception and Shop. Each of these variables contains a scale ‘Very bad’ to ‘Very good’, and each
of the categories on the scale is given a value.
Now we will create a Derived Numerical variable called ‘Overall satisfaction’ containing the sum of
the values for each of the four
scales and divided by four. This
could be considered as a measure
for a rating of overall satisfaction.
We enter a ‘New Variable’ called
‘Overall satisfaction’ and define it
as a ‘Numerical variable’.
When the new variable is given a
name the next step is defining its
content.
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22
When the new variable is highlighted, you can see a formula box appear in the right-hand side of
the variable window, and the formula below needs to be entered:
([Courses.!Value]+[Driving range.!Value]+[Reception.!Value]+[Shop.!Value])/4
Click ‘Calculate’ and the content of the new variable is ready to use for tabulation, filtering etc.
Example 2: Calculating a numerical variable based on observations in a group of
categorical variables - step2
Calculating overall satisfaction as described above (Example 1) requires that we include in the
calculation observations for all objects on all variables. If an object does not include observations
for all the variables involved you cannot just divide the sum of the values by a fixed number,
instead you must take into consideration for each observation how many of the variables actually
include an observation.
So in the example, instead of dividing by four, we divide by the number of variables where
observations are included. Variable.!Observed is =1 if there is an observation on the variable, and
=0 if there is no observation.
This number can be calculated by this formula:
([Courses.!Observed]+[Driving range.! Observed]+[Reception.! Observed]+[Shop.! Observed])
The alternative formula for calculating the ‘Overall satisfaction’ is:
([Courses.!Value]+[Driving
range.!Value]+[Reception.!Value]+[Shop.!Value])
/
([Courses.!Observed]+[Driving
range.!Observed]+[Reception.!Observed]+[Shop.!Observed])
Example 3: Calculating a Numerical variable based on observations in a group of
categorical variables – step3
If the variables in the example above include categories which are marked ‘No Value’ - typically
categories such as ‘Don’t Know’ - these should be excluded in the calculation of the overall
satisfaction.
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In this situation we must calculate the denominator using ‘Variable.!HasValue’ which calculates a
value =1 for observations that contain a value.
This number can be calculated by this formula:
([Courses.!HasValue]+[Driving range.! HasValue]+[Reception.! HasValue]+[Shop.! HasValue])
The alternative formula for calculating the ‘Overall satisfaction’ is:
([Courses.!Value]+[Driving range.!Value]+[Reception.!Value]+[Shop.!Value]) /
([Courses.! HasValue]+[Driving range.! HasValue]+[Reception.! HasValue]+[Shop.! HasValue])
In Appendix 1: The Formula Editor you will find much more information about how to define new
formulas using the formula editor.
Derived Period Variable based on Date Variable
Many data sets contain date variables. For reporting, these are not only useful as filters but quite
often it is necessary to present a date in a weekday, month or year format. Deriving these types of
variables based on date variables is a simple operation in OfficeReports. A few clicks and you
have added one or more of the following 13 Period variables based on a date variable:
Current Period Calendar Period
Days (first day – last day) Working days (Monday – Friday)
Weeks (first week – last week) Week days (Monday – Sunday)
Months (first month – last month) Months (January – December)
Quarters (first quarter – last quarter) Months Q1 (January – March)
Years (first year – last year) Months Q2 (April – June)
Months Q3 (July – September)
Months Q4 (October - December)
Quarters (Q1- Q4)
1. Select and right-click on a date variable,
and choose `create periods´ (as shown
on the right). ①
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②
2. After choosing `create periods´, a window will
open in which we can choose the desired period from
the drop-down menu on the top. In our example, we
would like to know if there is a difference between
countries in the number of visitors during the year.
Hence, we choose to create a `Months´ variable (as
shown on the left).
3. After clicking `OK´, a new variable will appear
in the list of variables (as shown below). As
usual, it is possible to change the name of the
variable, and the name displayed when it is
used. by highlighting it, and changing the two
text fields on the right-hand side.
4. You are now ready to use the new variable for reporting or in combination with other
variables.
Formula Editor for derived variables
As shown above the derived variables and categories are based on combinations and formulas.
OfficeReports contains a formula editor that can be used on its own to define variables and
categories. In Appendix 1 you can read much more about the Formula Editor. There are numerous
options but let us take two examples:
Example 1: Define a numerical variable using the Formula Editor
Add a new variable, define it as numerical. Then use the formula editor for adding two numerical
variables and multiply the sum by 12:
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Example 2: Define a categorical variable using the Formula Editor
Add a new variable, define it as categorical. Then use the formula editor for defining two
categories: ‘Men aged 50+’ and ‘Women aged 40+’. The formula for ‘Women aged 40+’ is:
These two are just examples. In
Appendix 1 you can read much more about the possible options using the Formula Editor
Group Variables
Sometimes data is not properly organized for reporting
purposes. In our example data set, we have a variable
‘Country’ that is well organized, containing five different
countries as categories. Imagine that each of these
categories were organized further in to five individual
variables, each containing just one category. In such a
situation it is easy to organize the five individual variables in
to one Group Variable using the ‘Group’ feature.
1. In the demo data set we have two variables, ‘Country’
and ‘Gender’, which we want to combine in to a
Group Variable. Click on the button ‘Group’ at the
bottom of the Variable window to create a Group
Variable.
2. Give the new Group variable a label and text. Select
the variables to be grouped and click on ‘OK’.
3. The new Group variable is now
added to the Variable list:
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View, Edit and Export data – or Export tables to Excel
View, Edit and Export data
You might need to check or edit data in OfficeReports. If you edit the data, after your tables and
charts have been produced, clicking on ‘Update Report’ will reproduce edited versions of tables
and charts.
Additionally one click can export all data from OfficeReports – even data form newly calculated
variables – making the data ready to use in new contexts, such as software for analytical statistics
etc. We will now go through step-by-step how to perform these facilities:
1. Click `View, Edit, Export´ and the observations all variables are displayed in a long list of
raw data. Data is organized in columns (=variables) and rows (=cases/interviews/records):
2. Right-click a column header – for example ‘Country’ and add a filter to the data view.
27
3. Categorical variables can be filtered by ‘=’, ‘<>’, ‘<> Ø’ or ‘=Ø’, where ‘Ø’ means empty
4. Numerical variables can be filtered by ‘=’, ‘<>’, ‘<’, ‘>’, ‘<=’, ‘>=’, ‘Ø’, <>Ø’
5. You may add as many filters as you need to reduce the viewed data set.
6. Numerical variables can be sorted in descending or ascending order when you click the
column header.
7. Variables can be reorganized. Left-click on a column header and drag it to another variable.
Now these two variables will be placed side by side.
8. All original variables can be edited, but derived variables which are based on original
variables cannot be edited.
9. `Delete Case´ option (meaning all data for this specific record can be deleted). In order to
save the changes made to any of the observations.
10. Click `Close´ and the edits can be saved.
11. Data can be exported to Excel-files that are readable by many different software programs.
To export the data, simply click `Export to Excel´.
Export tables to Excel
All OfficeReports based tables can easily be exported to Excel. Select ‘Export to Excel’ in the
‘View, Edit & Export’ window. OfficeReports will ask whether you want to export data or tables to
Excel.
Tables
Having data properly organized among Variables is a simple operation that involves transforming
data into tables, charts and text lists and including them in Word documents and PowerPoint
presentations.
OfficeReports calculates and presents tables in an Excel format, meaning that every table added
to any report is added as an Excel object.
This means that to make any further adjustments you can just double-click on any table and
Excel’s familiar user interface will open instantly. Furthermore, you can design and customize your
very own standard layout for tables that can be used as a template. You can read more about this
in Layout .
In the following section we review all the features that are immediately available to you for producing tables when using OfficeReports:
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Add Table
When using this feature all tables are calculated in OfficeReports and displayed in Excel tables.
The table style, by default, is defined by OfficeReports. When it is added to the report it is added
as an Excel object and can be edited at any time.
If you’d like an alternative layout or an alternative default content of tables you can read more
about customizing the table layout in the section Layout .
Tables are created by using categorical or numerical variables. Read more on each of these types
of variables in our section Variables. First, we will present all the types of tables using a categorical
variable, and then we will show how to present numerical variables in tables.
Frequency Table
A Frequency Table lists items and shows the distribution or the number of times they occur. To
add a table, click on `Add Table´ in the ribbon.
1. Select `How would you rate the golf course´ as the variable and OfficeReports will promptly
produce and add a table to the report showing the distribution of how satisfied the golfers
are with the courses.
2. The default content and layout of the table is based on the settings in the default Table
Type. If you select an alternative table type the actual table will immediately change to the
new layout and content. You can read more about adding extra types, changing default
types etc. in the section Layout .
①
①
②
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29
Under the `Contents ´ tab there are general settings regarding the content and layout of the table.
When changing the content the table in the report will update immediately.
Read more about the
available options in the
section General Table
Functions.
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Cross Table
Cross Table with one background variable
A background variable divides the primary data into different segments. It can be helpful, for
example, to show the answers of a certain group of respondents. In our example, it could be
helpful to know if there are any differences in the answers of respondents from different countries.
1. We return to the `Add a Table´ window and select a top variable, (like when we selected
`Courses´ before). We then select
a background variable in the drop-
down menu (in our case, we pick
`Country´).
2. The table is divided with the respondents now in two groups, and also displays the spread
of results in each group. As shown below, the background variable lets us examine several
interesting differences in the results between the countries of our study.
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②
31
Using cross tables expands the options that are under the ‘Options’ tab.
1. Choose whether
you want to display
Observations,
Percentages, or
both.
2. It is possible to
show a variety of
different
information in the
cross table. Each
statistical
measurement is
based on either the
rows, or the
columns.
3. It is possible not to
display the values of 0-cells, as well as rows and columns, wherein the base is less than X.
4. The percentage type selected will determine how the percentages are calculated. See
below for examples of each case.
Percentage Type: Column
As shown in the example:
Argentinian females represent 11,9% of all females.
Percentage Type: Row
As shown in the example:
Argentinian females represent 21% of all Argentinians.
Percentage Type: Total
As shown in the example:
Argentinian females represent 4,2% of all respondents
in the data set.
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Summary statistics of a numeric variable
You can show a summary statistic of a numeric variable for the cases in each cell. For example, in a table of country, you can use the numeric variable ‘How much have you spent in the restaurant’ to show the mean age per gender by the respondents in each cell. Other options include the total, percentage and standard deviation. Using numerical variables to create tables offers a wide range of possibilities (read more about the
possibilities in the section Variables).
1. Start off by
choosing a top variable
as a background
variable.
2. Select the
numeric variable you
want statistical
information for in the
cels.
3. Next are the specific
display options for
numerical tables under the
‘Options´ tab. Mean is the
default type selected.
Frequency tables:
Total: Percentage: Mean:
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Croos tables:
If you want cross tables
containing information
from numeric variables
you can for example
define a cross tables
bases on Country as side
variable, Gender as
Optional Variable and
‘How much have you
spent in the restaurant as
numeric variable:
Total: Percentage:
Mean:
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Cross Table with several background variables
Cross Table with a background variable containing many categories
If you are using a background variable that contains many categories there might be problems
appropriately displaying the table (the text is displayed in too small a size or it does not fit on the
page/slide):
Solution1: Swap the variables around and use ‘row percentage’ instead of ‘column percentage’.
This is a good solution when you are working in a portrait oriented page layout:
Solution 2: Divide the background variable in two by splitting one containing multiple categories of
two (or more) variables. In our example, we divide the background variable ‘Club’, but as it
contains 19 categories it is hard to display all the information on only one table, so instead we
define two derived variables, ‘Club - part1’ and ‘Club - part2’:
Shown here is the result of ‘Club - part1’ defined as a background variable. Observe that the base
in the ‘Total’ column includes not only the clubs specified in the table, but also includes all the
clubs from the original variable. The definition follows after the table:
Jefferson
Park Golf
Pine Valley
Golf Club
Ann Arbor
Golf Club
Cypress Point
Club
Liberty
National
Copenhagen
Golf Club
Kalundborg
Golf Club
Aarhus Golf
ClubEl Saler Las Brisas Sotogrande Valderrama Sunningdale
Royal
Birkdale
Very bad 2,5% 5,0% 3,6% 5,0% 2,4% 9,4% 10,8% 7,2% 27,6% 23,4% 20,6% 26,5% 2,3% 3,1%
Bad 9,8% 8,4% 14,4% 14,0% 10,2% 7,3% 9,1% 11,2% 38,7% 38,3% 34,8% 41,3% 16,7% 12,5%
Average 16,4% 20,2% 19,8% 14,9% 22,0% 23,0% 15,6% 16,6% 24,5% 23,4% 31,2% 21,3% 0,8% 0,6%
Good 41,8% 36,1% 27,0% 37,2% 29,1% 39,8% 41,4% 39,5% 4,3% 12,1% 7,8% 4,5% 43,2% 49,4%
Very good 28,7% 29,4% 31,5% 28,1% 36,2% 12,6% 16,1% 16,6% 1,8% 1,4% 2,8% 3,2% 35,6% 31,9%
No response 0,8% 0,8% 3,6% 0,8% 0,0% 7,9% 7,0% 9,0% 3,1% 1,4% 2,8% 3,2% 1,5% 2,5%
Total 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0%
How would you rate the golf cource?
35
When dividing a background variable in two,
remember to ensure that the base default
does not contain all the observations from the
variable ‘Club’ (the result would be an
incorrect calculation of the total). The solution
is to add an extra category called ‘Total’ that
includes all observations from the variable
‘Club’. The formula for this category is:
[Club.!All].
For more information take a look in the
Formula Editor.
Add Grid Table
Grid Tables display multiple primary variables in one table. This feature is very useful when
reporting data for variables based on similar categories and when adding values to categorical
variables, as well as displaying mean and standard deviation data in tables. To see how to assign
values to categorical variables, please go to the section: Assigning Values to Categorical
Variables.
A Grid Table is a compact table that features multiple primary variables in one table.
36
Very bad
(1)Bad (2)
Average
(3)Good (4)
Very
good (5)
No
response
(6)
Mean Base
How would you rate the golf course? 11% 19% 22% 27% 17% 3% 3,3 3000
How would you rate the driving range? 10% 16% 28% 25% 18% 2% 3,3 3000
How would you rate the reception? 17% 25% 18% 22% 15% 3% 3,0 3000
How would you rate the shop? 20% 22% 22% 21% 12% 3% 2,9 3000
1. First click on `Add
Grid Table´ and in the
window that appears
press
and select the four
variables that
measured the
satisfaction with
different parts of the
golf course. After
selecting and pressing
‘OK’ the selected
variables are
displayed in the
variable window.
Simultaneously a table
is added to the report.
2. After adding all the variables to the list the table appears (as shown below). Again,
remember that in order to create a Grid Table values are assigned to every category. If
these values are not properly set, it is possible to remove values from categories, or to
change them. Instructions on how to do this can be found in the section: Assigning Values
to Categorical Variables. The value that was given to the option `Average´ in our example
was 3. As the total mean is greater than 3 for ‘Courses’ it can be concluded that, overall,
most people have an above average level of satisfaction regarding that particular part of
the golf club.
The following Content
options are available
on a frequency level:
37
USA Denmark Spain England Argentina Mean Base
How would you rate the golf course? 3,8 3,7 2,3 4,0 2,7 3,3 3000
How would you rate the driving range? 3,8 3,6 2,5 4,0 2,5 3,3 3000
How would you rate the reception? 2,0 3,1 2,2 4,2 3,6 3,0 3000
How would you rate the shop? 1,8 3,0 2,1 3,9 3,8 2,9 3000
3. When a background variable is added to the Grid Table, the result is a very compact table
displaying either the Mean or Standard Deviation according to the scaling:
On a grid cross table
Mean and Standard
Deviation are selectable
as Values. As Totals you
can select Mean and
Base:
Grid Tables based on Numerical Variables
Mean – Frequency table Mean – Cross table
38
Sort Grid Table
The ‘Sort’ tab includes
features to organize the
order and display of results in
the Grid Table. (OBS: the
sorting is always based on
the calculated Mean)
For example, it is often
useful to have the variables
displayed in a descending
order with the highest mean
at the top.
Sort Variables
In our example we would like to display the data from two sections of the golf club in a descending
order with the highest means first. To do this, check the box `Highest mean first´ so that the
variables are organized according to their means:
Do not show all variables
Check the box `Show´. To display the two variables from the example in a descending order with
the highest means first, select `Driving Range´ and `Golf Course´:
②
①
①②
②
③
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Do not show all categories
This feature is available on frequency grids when the content of the chart is ‘Categorical variables’
and Values are set as ‘Percentages’’. This is not a filter, which means that percentages are not
changes.
Add Multiple Tables
The ability to create multiple tables in one process can be helpful in saving time.
Click on the `Add Many Tables’ button.
1. First select the desired Primary Variables that are to be used.
2. An additional option is to add background variables.
3. All tables will have a layout and content according to the default Type. This can be
overruled by selecting an alternative Type or by using you very own layout.
Selecting 4 primary variables and 2 background variables gives a total of 8 cross tables
OfficeReports automatically produces the tables and adds them to the report; in PowerPoint this is
one table per slide and in Word all objects are added in a row (depending on the size and
document settings).
②
①
③
③
40
In some situations it is more efficient to copy and edit tables than using the feature ‘Add Many
Charts’. OfficeReports offers great features for this: Copying Tables, Charts, Text Lists and Pages.
General Table Functions
Options (Frequency
tables)
It is possible to edit the
presentation of data in the
`Options´ tab:
Values
The options in the top left-
hand corner determine if
the table should display
percentages or
observations, or both
percentages AND
observations together.
Totals
To the right-hand side there are options to display different interpretations of the totals in the table.
The base displays how many unique observations are included in the table. The total the entire
number of cases included. Finally, mean and standard deviation are calculated using numerical
values (the default setting by OfficeReports), or values given to categories in categorical variables
(the manual setting from the user). Read more about assigning values to categorical variables
under the Assigning Values to Categorical Variables section.
Do not show
‘Do not show’ contains options to exclude certain data from the table (such as excluding cells in
the table with values of 0 or when the base is <= X). Filtered categories can also be excluded
from tables. Read more about the filter function in the filter-section below.
Type
For each table OfficeReports will display a default table layout type. The default layout type can be
overruled by selecting an alternative type. Defaults and alternatives are defined in in the Layout
section.
New
This feature ‘New’ is an advanced ‘Copy’ feature which will automatically produce a table
containing exactly the same variables and setting which had beed used in the last
produced table or chart in the report. This means that is you have defined a table
①
②
③
41
containing certain specific options, size, filter etc. then you can open the ‘Add table’ window and
press ‘new’ and an exact copy of priveous table will be added to the report. This is one smart way
to produce many tables and afterwards only edit a few changes for each of the copied tables.
Options (Cross tables)
Options available are
changing when cross tabs
are selected:
Column – Row
Options to display different
interpretations of Column
totals and Row totals in the
table
Percentage Type
Choose between horizontal,
vertical or total calculation of
percentages
Do not show
You can define a minimum base to include columns and rows in a table. If for example a crosstab
contains tho columns containing less than 5 observations and you do not want to include thesw
two columns in a table, then you can define a Column Base <=5. As a consequence OfficeReports
will exclude these tho columns. OBS: this will not affect Totals in the table!.
Layout
Choose an alternate title for a
table.
42
Resize
In the `Add Table´ window, the tab
labeled ‘Resize’ includes functions to
alter the height and width of the
table’s columns and rows.
Note that by adding the table to the
report and then changing the size, by
clicking and dragging the edges is
problematic as this also affects the
text size in the table.
As every table created is an Excel output it is also possible to change the layout of any individual
table by using the layout functions in Excel. This is done by double-clicking on any created table in
the presentation and using the integrated layout functions in Microsoft Office. Instructions on how
to use these table layout functions can be found on Microsoft’s web page at office.com. For further
layout options see the Layout section (note that the customized layout functions described in this
section are only available for those using the OfficeReports ‘Pro’ and ‘Pro Plus’ packages).
Filter
Under the `Filter´ tab, filters can be applied to individual tables based on one variable. For
example, filtering for `Female´ will exclude all Male responses from the table. For filtering entire
reports, see the Report Filter section.
Column n Column 1
Row 1
Row 2
Row 1
Row n
Row 1
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Any category from original
variables, or derived variables,
can be used as a filter. If you
do not have a proper filter for
your table, you can define a
derived variable (containing a
category) equal to the desired
filter. For more information
regarding this, see the Derived
Variables section.
If a table includes a response
option that has been filtered
out, the label of the category is
still displayed but the number
of observations or responses will (naturally) be zero.
Before filtering: After filtering:
In order not to
display a category
that has been
filtered out from
the table, check
the option `Do not
show´ under the
`Options´ tab.
This function is also useful when mass producing reports as it only displays the relevant
information in each report.
44
Add a filter declaration to title in tables
When defining a filter to
a table you can
optionally add the filter
declaration to the title in
the table.
45
Ignoring filters
Under the ‘Filter’ tab there is an option to overrule filters defined on a ‘higher’
level. This could be:
Report Filter
Filters defined when producing repetitive reports
Example: when a general report filter includes observations where ‘Age’ is = ‘18
years or more’ and you need to overrule this filter on just one or two tables in the
report.
Benchmark
In the `Benchmark ´ tab you
can add benchmarks to the
tables. Before you can add
benchmarks to a table they
must to be defined. For
more information see the
Benchmarking section),
benchmark columns for a
table can be added.
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Weight
Weighting: If a default weight
setting for the report has not been
added (for more information see
the Settings section), or to
overrule the default setting for a
specific table, it’s possible to
manually add a weight. In the
‘Weight’ tab you can add a weigth
variable to a specific table.
Weight variables that have been
imported with data can be used,
or weights calculated in
OfficeReports. The process of
creating case weights is
described in the Weighting Data
section.
Sort
This feature is active only on
grid tables. It organizes the
order of variables based on the
calculated Mean.
(read more in Sort Grid Table)
47
Charts
Having data in variables properly organized is a simple operation involving transforming data into
charts and adding it to Word documents and PowerPoint presentations.
OfficeReports calculates and outputs charts in Excel format, meaning that every chart added to a
report is added as an Excel object.
This means that double-clicking on any chart instantly opens Excel’s familiar user interface, where
almost any adjustments can be made, as well as designing and customizing your very own
standard layout for charts. You can read more about this in the Layout section.
In the following section, we review all the features that are immediately available in the production of charts in OfficeReports:
Add Chart
The graphical format of charts makes them easily understood and a clear and simple way to report
data in presentations. Charts can be designed in a variety of ways and in this section we will
explain how to create all the variety of charts that OfficeReports offers.
OfficeReports calculates the data input to the charts and output Excel based charts directly in the
reporte. The chart style, by default, is defined by OfficeReports. When it is added to the report it is
added as an Excel object and can be edited at any time.
If you’d like an alternative layout or an alternative default content of charts you can read more
about customizing the chart layout in the section Layout .
Charts are created by using categorical or numerical variables. Read more on each of these types
of variables in our section Variables. First, we will present the basic types of charts using
categorical variables, and then we will show how to present numerical variables in charts.
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Frequency Charts
1. To create a
frequency chart
click on `Add chart´
in the ribbon
toolbar. In the
window simply
choose the desired
variable, in our
example `How
would you rate the
driving range?’
2. Immediately an Excel chart will be
added to the report. The default
layout is according to the Type
setting.
3. Under the tabs `Options ´, ‘Layout’, ‘Resize’ etc. you can edit the default settings regarding
content, layout, filter, weighting etc. When changing the content the chart will update
immediately. Read more about the available options in the section General Chart
Functions.
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Cross Charts
1. To create a cross
chart click on the `Add
Chart´ button and
select a primary
variable, in our
example, `How would
you rate the driving
range?’. Select the
background variable
`Gender´ in the
background variable
drop-down menu.
2. When creating a cross
chart the `Options´ tab will
contain some special options.
The `Percentage type´ option
allows the user to choose how
the total percentage should be
spread over the chart (this in
now explained in greater
detail).
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Percentage type: Column
In this chart, each column pair equal 100
percent. That is, each response option in
the background variable equals 100 %.
Percentage type: Row
In this chart, columns of the same color
equal 100 percent. That is, each
response option in the primary variable
equals 100 percent
Percentage type: Total
In this chart, all the columns combined
equal 100 percent, so every piece of the
chart is included (with a total of 100
percent).
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Add Grid Chart
Grid charts are capable of displaying several primary variables in a single chart. This feature is
optional for categorical variables when the variables contain similar categories. To create this kind
of chart, click on the `Add Grid Chart´ button. In the window that appears select the four golf club
rating variables as primary variables.
OfficeReports output a
chart according to the
Type setting.
Options available are
‘Mean’ or ‘Std.
Deviation.
For Frequency Grid Charts you can choose between the following Value types: Percentages,
Observations, Mean or Standard Deviation.
For Cross Grid Charts you can choose between the following Value types: Mean or Standard
Deviation.
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Add Multiple Charts
The ability to create multiple charts in one process can be helpful in saving time
Click on the button `Add Many Charts’.
1. Select the desired
primary variables. by
2. Optionally add
background variables.
In this example, 4
primary variables and
2 background variables
are selected, giving a
total of 8 charts.
3. Select an alternative
Chart Type is you do
not want to us the
default layout.
4. Clicking on `OK´ adds
all charts to the report.
OfficeReports automatically produces the charts and adds them to the report; in PowerPoint this is
one chart per slide and in Word all objects are added in a row (depending on the size and
document settings).
In some situations it is more efficient to copy and edit charts than using the feature ‘Add Many
Charts’. OfficeReports offers great features for this: Copying Tables, Charts, Text Lists and Pages.
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53
General Chart Functions
Options (Frequency charts)
It is possible to edit the
presentation of data in the
`Options´ tab:
Values
The options in the top left-
hand corner determine if the
table should display
percentages, observations,
mean or standard deviation.
Mean and standard deviation
are calculated using numerical
values (the default setting by
OfficeReports), or values given
to categories in categorical
variables (the manual setting
from the user). Read more about assigning values to categorical variables under the Assigning
Values to Categorical Variables section.
Do not show
‘Do not show’ contains options to exclude certain data from the chart when the Row Base is less
than a specified number of observations. Read more about the filter function in the filter-section
below.
Type
For each table OfficeReports will display a default chart type. The default type can be overruled by
selecting an alternative type. Defaults and alternatives are defined in the Layout section.
New
This feature ‘New’ is an advanced ‘Copy’ feature which will automatically produce a chart
containing exactly the same variables and setting which had beed used in the last
produced table or chart in the report. This means that if you have defined a chart containing
specific options, size, filter etc. then you can open the ‘Add chart’ window and press ‘new’ and a
copy of the priveous chart will be added to the report. This is an fast way to produce many charts
and afterward only edit a few changes for each of the copies.
Totals
Check ‘Base’ if you want to add the number of cases to the Chart title.
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③
Options (Cross charts)
In cross charts showing
percentages you can
select When a
background
Percentage Type
Choose between Column
(default), Row or Total
percentages.
Do not show
You can define a
minimum base to include
columns and rows in a
chart. If for example a
cross chart contains tho
columns containing less
than 5 observations and you do not want to include these two columns in a table, then you can
define a Column Base <=4. As a consequence OfficeReports will exclude these tho columns.
Totals
Total
A cross chart divide the results into segments. A check in ‘Total’ will display both the segments and
the total.
Base
A check in ‘Base’ will display the number of cases in the Chart title.
Significance
Column Proportions Test – Read more about Significance Test under the Significance section.
Layout
Title
Choose an alternate title
for a chart.
Switch Row Column
Having defined a cross
chart displaying the Mean
based on the primary
variable ‘How would you
rate the golf course’ (Very
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bad – Very good) we can either show the Mean grouped by Gender or by rating on the scale.
Switch Row Column changes from the one to the other:
Switch Row Column
Axis 100% ( = base for observations)
With this feature OfficeReports will set the
Axis to the maximum potential number of
obserservations/100%.
The chart from above will with this setting
be formatted as this:
As every chart created is an Excel
output it is also possible to change the
layout of any individual chart by using
the layout functions in Excel. This is
done by double-clicking on any created
chart in the report and using the
integrated layout functions in Microsoft
Office. We strongly recommend you not to use this feature for reports which you are using as
template or when you are using report filters, produce repetitive reports etc. In these situations we
recommend that you define and control the new chart types by organizing them in the
OfficeReports layout module. Instructions on how to use these chart layout functions can be found
on Microsoft’s web page at office.com.
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For further layout options see the Layout section (note that the customized layout functions
described in this section are only available for those using the OfficeReports ‘Pro’ and ‘Pro Plus’
packages).
Resize
In the `Add Chart´ window, the tab labeled
‘Resize’ includes functions to alter the height
and width of the chart.
Note: Alternatively you can double click on a
chart and drag it to the preferred size. As a
consequence the size defined in the Resize tab
will be adjusted.
Filter
Under the `Filter´ tab, filters can be applied to
individual tables based on one variable. For
example, filtering for `Male´ will exclude all
female responses from the table. For filtering the
entire reports, see the Report Filter section.
Any category from original variables, or derived
variables, can be used as a filter. If you do not
have a proper filter for your table, you can define
a derived variable (containing a category) equal
to the desired filter. For more information
regarding this, see the Derived Variables
section.
If a chart includes a response option that has been filtered out, the label of the category is still
displayed but the number of observations or responses will (naturally) be zero.
Add a filter declaration to title in charts
When defining a filter to a table you can optionally add the filter declaration to the title in the chart.
0% 5% 10% 15% 20% 25% 30%
Very bad
Bad
Average
Good
Very good
No response
How would you rate the golf course? - [Gender = Female]
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Ignoring filters
Under the ‘Filter’ tab there is an option to overrule filters defined on a ‘higher’
level. This could be:
Report Filter
Filters defined for producing repetitive reports
Example: when a general report filter includes observations where ‘Country’ =
‘England’ and you need to overrule this filter on just one or two tables in the
report you can ignore the general filter.
Benchmark
In the `Benchmark ´ tab you can add
benchmarks to the tables. Before you can
add benchmarks to a table they must to
be defined. For more information see the
Benchmarking section), benchmark
columns for a table can be added.
Weight
Weighting: If a default weight setting
for the report has not been added
(for more information see the
Settings section), or to overrule the
default setting for a specific table, it’s
possible to manually add a weight. In
the ‘Weight’ tab you can add a
weigth variable to a specific chart.
Weight variables that have been
imported with data can be used, or
weights calculated in OfficeReports.
The process of creating case
weights is described in the Weighting
Data section.
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Sort
These features are available on grid
tables.
Sort Variables
This feature sorts variables in
ascending or descending order.
Available when the content of the
chart is ‘Mean’ or ‘Standard
Deviation’.
Do not show all variables
This feature will display only a limited
number of variables to the grid chart.
Available when the content of the
chart is ‘Mean’ or ‘Standard
Deviation’.
Do not show all categories
This feature is available on frequency grids when the content of the chart is ‘Categorical variables’
and Values are set as ‘Percentages’’. This is not a filter, which means that percentages are not
changes.
Text Lists
Open ended text from text variables
is easily added to reports:
1. Select a text variable and it
will be added to a text box in
your report.
2. An option is to add a filter to
the list. Include in the filter, for
example, text only for objects
where the variable ‘Golf Club’
is registered as ‘Jefferson
Park Golf Course’.
OfficeReports will add the text to a
text box:
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Comments: Too many people Hard to find products Expensive Bad lighting Boring products Long line Confusing Smells Don’t know Long line
If you import more text than the text box can hold, the extra text
might be stored in overflow, where you can't see it. Here are some
ways to make the text fit into the text box:
Text list in PowerPoint
Inserting text outside a placeholder
When adding a text list outside a placeholder OfficeReports will add
a placeholder which is sized as big as needed to display the text. If
there is an overflow the text will automatically organized in rows, and
if that is not sufficient the text will shrink to Autofit.
Inserting text inside a placeholder
If you have a placeholder allowing text in
focus when adding a text list the text will
be fitted into the placeholder based in
the default settings for the placeholder.
If f you right click the placeholder you
can ‘Format Shape’>’Text Box’ and
select how the text should be fitted into
the text box:
Text list in Word
Resize text or divide the text in multiple text boxes using the filter feature in OfficeReports.
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Editing Tables, Charts and Text Lists
Editing the Content
Click on the created table/chart and then click on the button `Edit Selected Table/Chart/List´ in the
ribbon (as shown above). This enables the user to change the primary or background variable,
size etc. However, keep in mind that it is not possible to convert a table into a graph using this
function. To make a table into a chart, or vice versa, a new table or chart needs to be created.
Editing the Design
To change the design of the table, chart, or list, simply double-click on it. This will activate the
Excel layout options (these functions are explained on the Microsoft web-page at office.com).
To define general layout settings for the entire report, see the section Layout.
Copying Tables, Charts, Text Lists and Pages In some situations copying charts or tables and making a few adjustments in the copies is a faster
alternative to the features Add Many Tables and Add Many Charts. OfficeReports has a number
of smart features which makes this process efficient:
Take a copy when an ‘Add table’ or ‘Add chart’ window is open
As soon as you have
defined a table or chart in
the one of the ‘Add
table/chart’ windows a
table/chart is added to
the report.
If you press
OfficeReports will
immediately produce one
more table/chart with
exactly the same
settings. The table or
chart will be added
slightly misaligned on top
of the first table/chart.
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As soon as you have pressed and a copy is produces it is the copy which is in focus.
Adding a filter or changing a background variable the changes will only affect the copy.
Open a ‘new’ empty ‘Add table’ or ‘Add chart’ window and produce a copy of
the previous defined table/chart
Go to a page or slide where you want to add a table or chart and click ‘Add table’ or ‘Add chart’.
This window pops up:
If you in this empty window press OfficeReports will immediately produce a table or chart
with exactly the same settings that you used for the last defined table or chart.
Copy and Paste a table or chart
Mark a table or chart. Take a copy. Insert it – maybe on a new slide or page. Keep the copied table
or chart selected and enter ‘Edit Selected Table/Chart/List’ to make adjustments in filters, variables
etc.
Copy a page/slide containing many tables and/or charts
Mark a PowerPoint slide or a Word page. Copy and Paste it. All the contained (copied) tables and
charts are editable using the OfficeReports feature ‘Edit Selected Table/Chart/List’.
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Statistics OfficeReports offers important statistical features for descriptive statistics based on surveys and
samples:
Benchmarking
Significance
Weighting
Benchmarking
When a score of 3.7 on a 5-point scale is recorded, there is often a need to benchmark or compare
the result with comparable organizations (or units) to decide whether the result is satisfactory.
In the example, there are a total of 19 golf clubs in 5 countries. If each golf club requires a report measuring customer satisfaction it might be useful to compare the result with other clubs in the same country, as well as with all clubs in all countries. OfficeReports offers functions to simplify making these comparisons, and are presented in tables and graphs. In this section we review how to define the benchmarks and how they can be added to individual
tables and charts. In the chapter Filtering we review how this feature is used in an automation of
report production.
If we build a report for, for example, Ann Arbor Golf Club, we basically set a filter on all tables and charts that only examine data for this particular club. But if we add a comparison with all clubs in the U.S, we must define all U.S. golf clubs in the survey as a benchmark.
1. Click on `Benchmark´ in the
ribbon menu and select `Add´ to
set a new benchmark.
2. Give the benchmark a name. In
the example the benchmark’s
name is ‘USA’ (since results of a
specific club are being compared
to results of all clubs of the USA.
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3. Select the variable upon
which the benchmark
should be created. In
the example it’s
`Country’. Select the
country that should be
used as a benchmark, in
the example it is `USA´.
4. In the table a club filter
is created so that only
the responses from the
Ann Arbor Golf Club are
displayed. However, the
benchmark should not
be affected by this filter
so select `Ignore Table
Filter´.
5. Click on ‘Ok’.
6. Create a table using
`Courses´ as the primary
variable and `Gender´
as the background
variable.
7. Apply the benchmark
and a filter: click on `Add
table´ and add the
benchmark `USA´. Apply
an additional filter so
that only the results for
one specific club are
reported. Read more
about filters in the
sections: General
Table Functions or General Chart Functions.
8. Below is the table with an applied filter and a benchmark (the column furthest on the left-
hand side).
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Significance Test
Quite often a data set does not cover an entire population, but a sample of the population. If the sample is small, there might be considerable uncertainty in applying the measured results from the sample to the population. OfficeReports provides a number of statistical tests that you can add to your tables and charts. You can use these test to show whether differences in the distribution of counts in tables are statistically significant or whether they are merely due to chance.
Test type Available for:
Confidence Intervals Frequency tables
Chi-Square test Cross tables
Column Proportions Test (Z-test) Cross tables, Cross charts
Column Means Test (T-test) Cross Grid tables, Cross Grid charts
Correlation Test Frequency Grid tables, Frequency Grid charts
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Significance Settings
Confidence Level
The setting of the Confidence Level defines how secure we want to be to be to express a statistical test result. When we for example claim that a certain difference of percentages or means is significant, or that a certain result 11% has a confidence interval at +/- 1,1 this does not mean that we can be 100% sure of this result, but we can be sure on a certain level. When the Confidence level is set at 95% (most commonly used level in market research) this is an indication that we can be 95% sure that the result is significant or that we can be 95% sure that the true result in the population is within 9,9 -12,1%. Most researchers use 90%, 95% or 99% Confidence Intervals (the most commonly used is 95% which is the default setting in OfficeReports).
In regards to Sample Size, it is simply the larger the better, as a larger sample size will more accurately reflect/represent the population. The larger the sample size means the smaller the confidence interval needs to be set at for a given confidence level.
Population Size
When add statistical tests to tables and charts OfficeReports default assume that sample
represents a large population and the sample represents less than 10% of the population. If the
sample represents a significant proportion of the population (> 10%) you can enter the Population
Size and the test formula will be adjusted.
Confidence Interval
Confidence intervals can be added to frequency tables.
Confidence Interval around Percentages
You can add confidence intervals
to percentages in frequency tables.
The output is an extra column
displaying the confidence level,
based on the confidence level
defined in ‘Significance Settings’
(default= 95%).
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For example as the confidence level to 11% is
1,1, which means that we can be 95% sure that
between 8,9 – 12,1% of the population rate the
golf course ‘Very bad’.
Mean Confidence
When ‘Mean’ is defined as a part of
a frequency table you can select
‘Mean Confidence’ and add this
information to the frequency table:
In this example we can be 95% sure that the mean in the
population is between 3,6 – 4,0:
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Chi-Square test
Chi-Square tests can be added to Cross tables.
The chi-square test looks at the variables on the side and top axes of a table and tests whether they are independent. For example, it can be used to show whether or not variations of a rating depend on the respondent’s gender. So first of all you define a crosstab.
Then enter ‘Content’ and check ‘Chi Square’:
OfficeReports now output a table containing a Chi-Square test: The test compares the actual counts in each cell with the counts that would be expected in each cell if there were no relationship between the variables. The chi-square statistic provides a summary of the discrepancy between the actual and expected counts. The greater the
dependence between the two variables, the larger the discrepancy will be, so a large chi-square statistic indicates dependence between the two variables. The p-value associated with the chi-square test can be distorted if any cells in the table have very low expected counts (below 5). OfficeReports adds a row to the table below the rows formed from the categories of the rating variable; Chi Square; p-value. In the cell right to this text displays
68
the chi-square statistics. In this table the chi-square statistics is 5.57. The table also shows the p value for this chi-square value, based on the degrees, based on the degrees of freedom for the table. In this case, the p value of 0.35% indicates that there is approximately a 35% chance that the results are due to chance, and therefore only a 65% probability that there is a significant relationship between rating and gender in the population. Restrictions: Rows and columns. For the chi-square test, the variables on the side and top axes must have at least two categories. Multiple response variables. This test is not suitable for tables that include a multiple response variable.
Column Proportions test (Z-test)
Column Proportions test can be added to cross tables and cross charts where the percentage type
is Column based, and the background variable contains two categories.
The column proportions test looks at the rows of a table independently and compares pairs of columns testing whether the proportion of respondents in one column is significantly different from the proportion in the other column. The proportion is the count in the cell divided by the base for the column.
OfficeReports assigns a bold text to each row
where there is a significant difference, based on
the confidence level set in Significant Settings.
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Column Means test (T-test)
Column Means test can be added to grid cross tables and grid cross charts to test whether the
difference between means for two groups is significant.
The t-test procedure computes the ‘Student’s t’ statistic for testing equality of means of
independent samples. OIfficeReports provides testing a t 90%, 95% and 99% confidence levelse,
using 2-tailed test.
OfficeReports assigns a bold text to each row where there is a significant difference, bases on the confidence level set in Significant Settings.
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Correlation test
Correlation test can be added to frequency grid tables and frequency grid charts. The test output
how well different variables
correlate.
Select a number of variables and
output how well they correlate
with a specified variable.
In this example we have selected
four variables rating the golf
course, the driving range, the
reception and the shop. We
correlate these variables with the
variable ‘How would you rate the
golf course’.
OfficeReports express the correlation as a
number between ‘-1’ and ‘1where ‘-1’ is a
100% negative correlation and ‘1’ is a 100%
positive correlation.
Weighting
Within statistics, weighting is used to correct disproportional sample sizes and adjust the collected
data to represent the population from which the sample was drawn. For example, we state that the
proportion of Male in our sample amounts to 65%, while the proportion of Males in this particular
71
population amounts to 55%. With it our sample is not representative, i.e. the frequency distribution
of our sample does not match that of the population and estimates for that group may be biased.
OfficeReports can add weights to the cases to ajust this distortion within a sample. If weights are
not already imported with the dataset, OfficeReports can calculate the weight variables for you.
Calculating weighting factors
To adjust such distortion within a sample, every case (every asked person) will be assigned a
weighting factor, by which the corresponding data is multiplied. This factor is determined by the
proportion of the respective group or stratum in the population divided by the proportion of that
group or stratum in the sample (the inverse of the sample fraction in each group). Weighting
factor = % in population / % in sample.
Shown below is the proportion of men and women who responded to our survey. Suppose that we
know for a fact that the proportion of women in the whole golf club population is actually 45%.
Sample Population
Since women are underrepresented in our sample, their responses need to be given a larger
impact in order to avoid a biased result. Also, as shown below, the equal size of the sample groups
of countries does not reflect the golf club population as a whole.
Sample Population
This means that we need to weight each of the country response groups differently as well. How
do we do this?
72
If weight variables are not already a part of the data set,
the process begins with defining a new weight variable.
1. Click on the `Weighting´ button in the ribbon and
then click on ‘Insert’. As we want to give weighting for
both country and gender, name the new weight variable
`Country&Gender´.
Click on ‘Neutral’ if you want a neutral weighting (this retains the number of observations from
the unweighted base). If you use an absolute weighting (the opposite of neutral) then you can
set a weighting as large as the absolute numbers in the population. This feature enables tables
to be used as an absolute measure regarding a population, even if your data is based on a
sample.
2. Click on ‘Insert Variable’ and select the two variables, ‘Country’ and ‘Gender’, which define
our new Weight variable ‘Country&Gender’.
3. The default weight to each of
the categories is an equal
distribution of countries and
genders. Due to the
distribution in the population
mark each of the categories
and click on ‘Change Value’.
Since we know that there are
45 % women and 55% men in
our golf clubs, the values of
each category are modified to
match these percentages. In
regards to countries, the
respective values are modified
so the proportion between the countries corresponds to our total population. The effects
that these weights have on our data are, for example, that the data from an American
woman weights more heavily than the data from a Danish man. To see the logic in this we
compare the size of the response groups in our sample, and the size of them in relation to
the population. In our sample women and Americans were underrepresented compared to
their size in the population, while men and Danes were overrepresented. This is nothing
personal, it is just statistics.
To see the effect of our weighting we will:
1) Create a table with country as the primary variable, and gender as the background variable, and
2) Apply the weights under the `Weight´ tab. We now select the weight we just recently created in
the drop-down menu ‘Weighting’ at the bottom of the window:
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Below are two tables showing the
difference between a table with
weighted data and one without:
Not weighted Weighted
Comparing these two tables shows that the size of each group is now different. Both the relative
sizes of men and women, and the relative size of each country group, have changed. The effect is
that the responses from the group that were previously quite big, for example Danish men, is now
valued less. Likewise, the responses from a group that previously was small, American women, is
now valued more. The logic behind this is as explained before, American women were
underrepresented in our sample, and hence we need to value their responses higher (and vice-
versa for Danish men).
OBS.: Base in weighted tables will always be expressed as the unweighted base.
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Universe
As default OfficeReports you can define the specific universe in which cases should be weighted.
As default the universe is defined as all cases.
If we for example define females as the universe we can choose to add weights only to cases
where gender=female and then base our weighting on information about distribution of females
divided by country we could get a detailed information about the specific distribution of females
divided by countries.
Add weights to all tables and charts in a report
If all tables and charts in your report
should be based on weighted data
you do not need to add weights to
each single table and chart definition.
In Settings you can define that a
specific weighting must be default set
to all tables and chart which you add
to the report:
OBS.: This default weighing will be added automatically – ONLY - to tables and charts defined AFTER this setting is made. For all tables and charts defined before, weights must be added manually to the tables and charts.
View and Export Weights defined in OfficeReports
In OfficeReports you can view the weights added to the dataset. Click the ‘View, Edit, Export Data’
button in the ribbon menu and the weights are displayed. Instructions on how to use the functions
can be found in the section: View, Edit, Export data.
For further information on weighting data we refer to the book by Grossman J., Grossman M., and
Katz R.; The First Systems of Weighted Differential and Integral Calculus.
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Layout settings
OfficeReports offers a variety of facilities to customize and standardize the layout of tables and
charts, and to organize where and when these layouts are available.
In the Layout Settings window you can select
default settings for:
Charts
Tables
Localize (texts used in tables)
Insert Position
Default Chart and Table Types
Select the default chart and table types
preferred for:
Frequency
Cross
Grid
Note: when you change a default type, you
must press to save the changes.
If the chart or table type you need as default is not available you can define more different types
using the Administrator module.
Localize (Customized text in tables)
In tables some texts such as ‘Total’, ‘Base’
and ‘Mean’ are standardized . You can define
your own customized standards by changing
these standard texts.
Note: these settings changes will NOT affect
existing tables. The settings will only affect
the present report.
The general default settings for Text used in
Tables can be changed in the Administrator
module.
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Insert Position (PowerPoint)
The insert position for tables and charts in PowerPoint (for the present report) is adjustable.
Administer Chart styles and Table layouts in OfficeReports
OfficeReports Administrator is an advanced system tool to define the content and design of tables
and charts to be available in reports. This covers all from defining color and font settings for table
types, content, size and template platform for different chart types, and even the organization of
integrating macros in tables and charts.
When a table or a chart is defined in a report, and the relevant variables are selected, you can
select a specific chart or table type. The type controls the default layout, size and content of tables
and charts.
When producing reports containing many tables and charts it is typical that a few standards
defines the layout, content, size etc for all tables and charts. A report containing 30 charts and 10
tables typically contains three different chart types and two different table types.
OfficeReports Administrator helps you to organize and standardize the layout and content of tables
and charts you need in your reports. Here you define chart and table styles so detailed that a
minimum of selections in you report enables you to add tables and charts which are totally
standardized. This improves the quality and reduces the time spent on defining and producing
reports dramatically
OfficeReports Administrator requires Administrators rights. The features available are depending
on which version of OfficeReports that you are using.
You will find OfficeReports Administrator in LayoutAdministrator in the OfficeReports ribbon:
Default charts and tables
The Defaults tab display the
default chart and table layout
for the different chart and
table types in OfficeReports.
Select the table and chart
styles preferred as default
types when designing a new
report.
To add and edit the chart
and table types available,
please enter the tabs ‘Chart
Types’ and ‘Table Types.
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Defining Chart Types
Add a new chart type by pressing ‘New’. A Chart Style defines a default layout of a specific chart
based on the following elements:
Chart template: Select an Excel
chart templates which defines the
basic layout of the new chart. (If there
is no appropriate template available,
please define a new template by
entering ‘Templates’ in the ‘Chart
Types’ tab)
Default Settings: Define
the default setting for the
chart – what should default
be displayed in the chart.
Lock settings: If settings
should be locked for the user
please check ‘The setting
cannot be changed’.
Default size: Defines the
default width and height of a
chart style. Hint: When
defining a style using small
default size of the charts it
might be a good idea to
review whether a new chart
template using a small font
size S is needed.
Available for: A specific
chart style might be only
relevant for frequencies or
crosstab charts. Select in
which context a type should
be available.
Run Excel macro: If the specific chart type involves an Excel-macro please write the name
of the macro. (Learn much more about this facility in Appendix 3: Adding Macros to
OfficeReports tables and charts)
Chart Templates
Any Excel chart can be customized in terms of chart type, color setting, legends, text boxes etc.
and can be saved as a template (crtx-files) using the function `Save as Template´ (located in the
top left-hand corner and appears after double-clicking on a chart). Firstly, create the desired chart
layout by using the built-in design functions in Microsoft Office. For instructions on how to use the
Excel chart template functions go to the video lessons:
Tutorial Creating Charts Microsoft Excel
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Tutorial saving Custom Chart Templates Microsoft Excel
Save the design as a template in a .crtx format using the `Save as Template´ button.
The templates can now be added to OfficeReports. Press the ‘Templates’ button and add a new
template.
Export / Import Chart styles
If you want to make customized OfficeReports chart types available to other users you can export
the chart type files (orlayout-files) and make them available to other users – Or if you need a chart
type defined by another user, you can import it here.
Defining Table Types
Add a new table type by pressing ‘New’. A
Table Style defines a default layout of a
specific table based on the following
elements:
Layout: Select a table layout for the
specific table type. (If
there is no appropriate
layout available, please
define a new table layout
by entering ‘Layouts’ in
the ‘Table Types’ tab)
Options:
Select the default content
of the table.
o Lock settings: If
settings should be
locked for the
user please check
the ‘The setting
cannot be
changed’
o Available for: A
specific table style
might be only
relevant for
frequencies or
cross tables.
Select in which
context a type should be available.
o Run Excel macro: If the specific table type involves an Excel-macro please write the
name of the macro. (Learn
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much more about this facility in Appendix 3: Adding Macros to OfficeReports tables
and charts)
Size:
In the Size tab the size for the frequency tables, cross tables and grid tables can be defines
for each specific table type:
Table Layouts
In Table Types Layouts new table layouts
can be defined.
Hint: When defining a new layout it can be a
good idea to start with a copy of a previous
layout and edit this.
In the Layout window you can define each of
elements which a table is based upon:
Areas: Font, size, alignment etc. for
text and values in a table.
Borders: Definition of lines in the
table.
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Export / Import a Table style
If you want to make customized OfficeReports table style available to other users you can export
the table style files (orlayout-files) and make them available to other users – Or if you need a table
style defined by another user, you can import it here.
Localize
In tables some texts such as
‘Total’, ‘Base’ and ‘Mean’ are
standardized . You can define
your own customized default
standards by changing these
standard texts.
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Filtering In this section we will present the following functions:
1. Report Filter
2. Repetitive Reports
3. Save as Report Template
Report Filter
We often analyze data from different perspectives. For some purposes, data cubes or Excel Pivot
tables are the right tool for this. In other situations it is more appropriate to build a report and
change filter settings for all tables and charts in the report.
In the former sections: General Table Functions and General Chart Functions we described how to
add a filter to individual tables and charts. Now we will describe how a Report Filter effectively
adds a filter to all tables and charts in just one process.
Firs make sure that your report includes a number of tables and charts. Now we will add a report
filter so that the report only includes observations for one category in one of the variables.
Click ‘Report Filter’ in the OfficeReports ribbon.
1. Select one category or multiple
categories from a variable to
define a filter. ). When
selecting more than one
category, please note that this
is an ‘OR’ condition. In the
example shown at the right the
filter is ‘USA OR England’.
2. If you cannot define your filter
based on one variable but on a
combination of different
variables you must first define
this combination in one new
variable. (this is explained in
the section Inserting a new
Variable)
3. Click on `OK´. OfficeReports will ask you to click on ‘Refresh Report’ to regenerate the
report with the new Report Filter definition. The whole report is now filtered so that in all
existing, as well as new tables and charts, only responses given by members from USA or
England are included.
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Repetitive Reports
Data from subjects like countries, departments, products, periods etc. are often used for building
multiple reports based on a template. The template uses exactly the same tables and charts per
country, department, product etc. The structure remains the same but data changes.
Tables and charts can be included as a template in any report. OfficeReports simplifies mass
production of reports by automating the filtering of data.
Say you have built a report, and now you want to produce this report five times with data from one
country each time.
1. Click on ‘Repetitive
Reports’ in the ribbon and
select ‘Country’ as Level 1
filter.
2. Since we would like to
produce five reports, one
for each country, containing
only the information from
that country, we simply
click on `Select All´. After
doing this, we click on
`OK´.
3. Office Reports is now ready
to create five reports as a
PowerPoint presentation or
Word document. All reports
are based on the same
template, but the report is
changing: USA, Denmark,
etc.
4. The example data set covers 5 countries, 19 clubs and 2 genders. The two genders are
represented in all clubs, but each club (and each country) is unique.
If we add ‘Country’ as Level 1 filter, ‘Club’ as Level 2 filter, and ‘Select All’ at both levels,
OfficeReports will produce 19 reports.
If we add ‘Country’ as Level 1 filter, ‘Gender’ as Level 2 filter, and ‘Select All’ at both levels,
OfficeReports will produce 10 reports (Country5 * Gender 2).
5. When producing many reports using the repetitive report feature all report are saved
without data. `Save without Data´ is a specific mode of saving reports that is further
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explained in the section Save without Data. If you do not need to edit the reports after the
production of tables and chart, OfficeReport can save reports in PDF- format ready for
distribution.
To enable each recipient of individualized reports to compare their results with an overall average,
please see our section on benchmarking.
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Report production - combining Repetitive Reports, Filtering and
Benchmarking
It may seem overwhelming and confusing that OfficeReports enables you to add filters, ignore
filters and work with filters in different on different levels.
However it is these features combined in different ways which makes OfficeReports efficient in
automating a complex report production.
Add filters
OfficeReports enables you to add filters on 5 different levels.
All data:
- Report filter: A global filter applied to the whole report/template
- Repetitive report filter – level 1: Dynamic filter for report production
- Repetitive report filter – level 2: Dynamic filter for report production
- Repetitive report filter – level 3: Dynamic filter for report production
-Benchmark filter: Table/Chart filter:
--
Report filters are overall filters which overrule all repetitive report filters, individual benchmark
filters and filters added to individual tables and charts.
Ignore filters
On tables, charts and benchmarks OfficeReports offers features to ignore filters.
Ignore filters – Tables and Charts
In reports where almost all tables and charts contains exactly the same filters it is convenient to
add overall report filters AND at the same time ignore certain filters on specific tables and charts.
On tables and charts the following filters can be overruled::
- Report filter
- Repetitive report filter - level 1-3
Ignore filters – benchmarks
Typically benchmarks are defined by ignored filters. When a report filter, a repetitive report filter or
even a table or chart filter is added, the benchmark is typically about comparing results with a
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group outside some of these filters. or dynamic In reports where almost all tables and charts
contains exactly the same filters it is convenient to add overall report filters AND at the same time
ignore certain filters on specific tables and charts.
On benchmarks the following filters can be overruled:
- Report filter
- Repetitive report filter - level 1-3
- Filters on the table/chart
Benchmarking in report production
Benchmarking is a way to compare results. When producing many reports in a process where
automatic filtering defines the production – for example when producing 19 reports in one process
– one for each Golf Club – you might need to compare the results for each club with 1) all golf
clubs in the same country and 2) a total of all the 19 clubs. At the same time you need texts in
tables to change dynamically so it is clear what is compared:
To the left you can see a table from
a report for Jefferson Park Golf
where the focus is rating of the
driving range for Jefferson Park Golf
benchmarked with1) the country in
which this golf club is sited – USA,
and 2) the total of all the 19 clubs.
In this production of the 19 reports
we want the club name to change
dynamically, and we want the
country name (benchmark with the
country the club is sited in) to
change automatically.
Making this process work automatically in the report productions requires a certain definition of
each table/chart in the report – as well as a certain definition of the repetitive report production:
The benchmark definion
In this case we need to define two
benchmarks; a Total benchmark and a
Country benchmark.
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The benchmark ‘Total’ can be defined as all – for example ‘All countries’. As defined later in this
process the report
production is based on a
Level1 filter; ‘Country’
and a Level2 filter;
‘Club’.
As we want the ‘Total’
benchmark to overrule
both the ‘Country’ and
the ‘Club’ report filter it is
important to check
‘Ignore Level1’ and
‘Ignore Level2’
The benchmark
‘Country’ is defined as
‘All countries’. As we
want the ‘Country’
benchmark to overrule
the ‘Club’ filter, but not
the ‘Country’ filter it is
important to check
‘Ignore Level2’.
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The table definition
The table above is defines as
as a crosstable – even we
only display results for one
club, plus the benchmarks.
Explanation follows in this
section.
‘Total’ and ‘Country’are
added as benchmarks.
A large crosstab containing all clubs as background variable is added. But as soon as the report
production begins you will get exactly the table as you seen above in this section!
The definition of the report production
Enter ‘Repetitive
Reports’:
Add ‘Country’ as
Level1 filter
Add ‘Golf Club’ as
Level2 filter
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Press ‘OK’ and OfficeReports
will respond the number of
reports you are about to
generate:
If you open one of the reports produced you
will see a table where the benchmark ‘Total’
is a fixed text and the benchmark ‘Country’
is a dynamic text. As ‘Country’ is used as a
Level2 filter in the report production, and as
a benchmark where the Level2 filter is
ignored, OfficeReports will exchange the
fixed benchmark name ‘Country’ with the
actual filter – for example ‘USA’:
Dynamic texts in reports
When producing repetitive reports the ‘Level1’, ‘Level2’ and ‘Level3’ filters can work as dynamic
texts in reports.
If Level1=Country and Level2=Club you can add the filter as a dynamic text to the report wherever
you need it. Simply add ‘<=Level1=>’, ‘<=Level2=>’ or ‘<=Level3=>’ in the text where you need it
and this code will be exchanged with the actual active filter used for each report produced.
In each of the reports <=Level1=> will be exchanged with the specific Level1 filter used.
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Save as Report Template
‘Save As Report Template’ is a function included in the Pro Plus version that is available for
purchase from our web-site officereports.com
Often the creator of a report will need to display the same kind of information over two different
time frames. For example, there is a company that conducted a customer satisfaction survey in
2010. It is now 2011 and the company has conducted the exact same survey with the same
questions and response options. To save time, it would be very beneficial to use the report that
was made in 2010, but replace the data in the tables and charts with the data from 2011. This is
possible using the ‘Save As Report Template’ function.
After creating the report with all desired tables and charts, layout and text boxes, it is possible to
save it as a template by clicking on `Save As Report Template´. The report will then be saved with
the frames and structures of tables and charts along with all other components, just without the
data. To use this template next year, open the template file and click on `Add Data´. After importing
the new data, (which has the exact same variables as the previous year’s data set, but with
different results), all the charts and tables will be filled with the new data automatically and the
report has been updated. Quick and easy.
For this function to work the new data set needs to have the same variables as the old one (the
variables need to have the same labels and be of the same format as the previous variables). If
this is not the case OfficeReports will fail when trying to fit the new data into the old tables and
charts. Find information on how to add data in the section: Add data.
Refresh Report
There are many circumstances after adding tables and charts when the report might need to be
updated, when modifying elements in data, variables, filter settings, weights etc. A reminder to
update the report appears on the screen when a critical element has been changed (as shown
below):
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Remove Data from report
‘Save Without Data’ is a function included in the Productivity package that is available for purchase
from our web-site www.officereports.com
Before distributing a report, consider whether or not the recipient should be allowed to edit tables
and charts, and to see the data set. If the function `Save Without Data´ is used, the reader cannot
edit tables/charts and cannot see the data set. In a Word/PowerPoint file without data all the text
can be edited, but all tables/charts are fixed as pictures. Saving the report as a Word/PowerPoint
file is done by clicking on `Save without Data´ in the ribbon.
Furthermore, it is possible to save the report as a PDF file. In a PDF file the reader cannot edit text
or tables/charts. This is done in Microsoft Office under File Save As and then choosing PDF
(as shown below).
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Settings
Settings
Default weight variable on
Insert
If you have defined weight
variables, you can select a
weight variable to be used as a
default on all tables and charts
defined in the report.
Note: tables and charts defined
before you edit this setting will
NOT be affected. This means
that you must edit each table and
chart definition made before the
default weight setting is made
and add a weight.
Global Settings
This setting should not be changed when running a single user setup. When many users are
sharing the same layouts for tables and chart, all users must share the same Layout database and
you must define where this database is placed (requires running as Administrator).
All users will always have an up-to-date local copy of this Layout database, which means people
using a laptop can work with OfficeReports even when they are not at the office.
In order to be able to add/change layout definitions, you need to have access to the shared
database when running a multi-user setup. Read more
Utilities
If you need OfficeReports data from one report, for example a PowerPoint presentation copied to a
Word document, the easiest way is simply to save a copy of the OfficeReports database and
import it in the report you want to copy it to. Note: You can import the OfficeReports database only
to a report that does not already contain an OfficeReports database. The import will replace a
present OfficeReports database.
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Customize Text
In tables some texts such as ‘Total’, ‘Base’ and ‘Mean’ are standardized. You can define your own
customized standardization for these texts. You can make a General Default setting which will
overrule the OfficeReports default, and additionally you can add a text setting only to be used on
the specific report you are currently working on. Note that these settings changes will NOT affect
existing tables.
Order & Register
Help OfficeReports makes it very easy to convert data into tables and graphs in reports. This means
that you can be productive in OfficeReports reports literally within minutes. However
OfficeReports is fully featured reporting tool containing advanced features for report production,
customized tables and charts.
We assist users in several different ways to be effective with OfficeReports.
Manual
It is our hope that this manual can guide users to quickly become familiar with the many features in
OfficeReports so that they can become productive with the tool.
If there are things in the manual that you find lacking or unclear please feel free to visit out
Community to ask question and make suggestions for improvement.
Community
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Visit the OfficeReports Community where you can ask questions, share ideas and report problems
in the software:
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Consultancy
We have a vast experience in building and designing reports, particularly on the development of
customized macros for Excel, PowerPoint and Word to work actively in reports based on
OfficeReports. These macros expand dramatically limits of what is possible in terms of both
calculations and layout in OfficeReports.
Please contact Sales and discuss your ideas and needs.
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Appendix 1: The Formula Editor
Categorical Variables - How to reference categories
Categories are referenced by separating the variable name and the category name with a dot, all
of which is contained in square brackets [ ]. For example [Gender.Male]
“!Observed” and “!Missing” can be used to reference all observations or all ‘missing’ observations
for a variable:
[Gender.!Observedl] and [Gender.!Missing]
!HasValue can be used to reference all observations for a variable (where the observations have
been given a value). For example:
[Reception.!HasValue]
[Variable.!Value]
Logical Operators
A logical operator compares two operands or expressions and produces a true or false condition.
There are two types of logical operators: conditional and Boolean. Conditional operators compare
two values or expressions. Boolean operators connect string, numeric, or logical expressions
together to determine true-false logic. Operators may be combined to create complex operators.
Conditional Operators
= Equal sign
< Less than
> Greater than
Boolean Operators
NOT Boolean (logical) NOT
~ Tilde (logical NOT)
AND Boolean AND
OR Boolean OR
XOR Booleand eXclusive OR
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Combined operators
<> Not equal
~= Not equal
NOT Not equal
<= Less than or equal to
=< Less than or equal to
~> Not greater than
NOT> Not greater than
>= Greater than or equal to
~< Not less than
NOT< Not less than
During logical evaluation, any non-zero numeric value or non-blank string value indicates a true
condition, and a null (blank) string or zero numeric value indicates a false condition.
Example:
Logical Expression Result
A = B True when A is equal to B
A < B True when A is less than B
A > B True when A is greater than B
A <> B, A ~= B, A NOT = B True when A is not equal to B
A ~< B, A >= B, A NOT < B True when A is not less than B
A ~> B, A <= B, A NOT > B True when A is not greater than B
~ A, NOT A True when A is null or zero
A AND B True when A is true and B is true
A OR B True when A is true, or B is true, or both are true
A XOR B True when A is true or B is true, but not both
Numerical Variables
These are referenced by the variable name. For example: [Age]
[Variable.!Observedl] is =1 when true, and =0 when false
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[Variable.!Missing] is =1 when true, and =0 when false
[Variable.!HasValue] is =1 when true, and =0 when false
[Variable.!Value] is =Value added to a Category
Arithmetic operators
An arithmetic operator combines two operands arithmetically to produce an intermediate value.
The operators are:
+ Addition (A + B gives the sum of A and B)
- Subtraction (A - B gives the difference of A and B)
* Multiplication (A * B multiples A by B)
/ Division (A / B divides A by B)
^ Exponentiation (A ^ B raises A to power of B)
% Modulus Division (A % B gives the remainder of A divided by B)
Functions
Trigonometric functions: sin(x), cos(x), tan(x), asin(x), acos(x), atan(x)
abs(x) – absolute value
sqrt(x) - square root
Logarithmic functions: loge(x), log10(x)
RANDOM(low,high)
ROUND(expression,order)
ROUND Returns rounded value.
expression A numeric constant, variable, or expression.
Order A numeric expression with a value equal to a power of ten, such as 1, 10, 100, 0.1, 0.001, etc. If the value is not an even power of ten, the next lowest power is used; 0.55 will use 0.1 and 155 will use 100.
The ROUND procedure returns the value of an expression rounded to a power of ten. If the order is a LONG or DECIMAL Base Type, then rounding is performed as a BCD operation. Note that if you want to round a real number larger than 1³°, you should use ROUND(num,1.0e°), and not ROUND(num,1). The ROUND procedure is very
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efficient ("cheap") as a BCD operation and should be used to compare REALs to DECIMALs at decimal width.
Return Data Type: DECIMAL or REAL
Example:
ROUND(5163,100) returns 5200
ROUND(657.50,1) returns 658
ROUND(51.63594,.01) returns 51.64
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Appendix 2-a: Installing OfficeReports for single users The easiest way to install OfficeReports is simply by double-clicking on the .exe file downloaded
from www.officereports.com. The ribbon should now contain a new tab called `OfficeReports´.
Appendix 2-b: Installing OfficeReports – Multi-user installation
In order to use the same Layout definitions, users can share the same Layout database and Excel
macro files.
The database can be found in "..\ProgramData\OfficeReports" and is called "ORSettings.accdb".
The macro file can be found in "..\ProgramData\OfficeReports\template" and is called
userxls.xlam”.
Please move this files to a location where all users have read/write permission, and add value
"globDBPath" containing this location into HKey_LOCAL_MACHINE\SOFTWARE\OfficeReports in
the Windows Registry (regedit.exe)
In case you are running Microsoft Office 32-bit on a 64-bit machine, the value should be added to
HKey_LOCAL_MACHINE\SOFTWARE\Wow6432Node\OfficeReports.
All users will always have an up-to-date local copy of this Layout database and the macro file,
which means people using a laptop, can work with OfficeReports even when they are not at the
office.
In order to be able to add/change layout definitions, you need to have access to the shared
database.
Appendix 3: Integrating Excel
Macros in OfficeReports tables
and charts (requires ProPlus and
Excel Macro Integration module)
OfficeReports enables the user to define
advanced tables and charts where the content
and layout is customized based on macros
added to the table or chart type.
Your macros must be added to the macro file
userxls.xlam which you will find in the folder:
..\ProgramData\ OfficeReports\template\
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The macro is called from the table and chart types defined in the OfficeReports Layout module.
Open the Administrator module an define that you want to run an Excel macro on specific table
and chart styles.
Now, when you in a report call a specific table or chart style the added Excel macro will run
automatically.
Appendix 6: Adding tables and charts to placeholders in PowerPoint A placeholder is a box with a defined size
and position with dotted borders that
contain content and reside within a
PowerPoint slide layout.
In a new PowerPoint presentation the
default slide will typically contain two boxes
– placeholders - where you can add a title
and a subtitle. These are ‘text
placeholders’.
You can add different types of placeholders for tables, charts, text etc. to your
slides. OfficeReports is using these placeholders actively.
When a placeholder type which can contain tables or charts is in focus,
OfficeReports can add a table or chart to it. The placeholder will overrule
OfficeReports regarding:
positioning of the table
positioning and sizing the chart
When a text placeholder is in focus you can add text lists from OfficeReports to it.
The text will resize so it fits into the placeholder.
You can read much more about how you can work with placeholders in
PowerPoint at Placeholders in PowerPoint
Troubleshooting – the OfficeReports add in is not displayed properly in the
menu
If OfficeReports is installed, but there is no OfficeReports menu available in the menu bar in Word
or PowerPoint, please enter File Options Add-ins. Here different scenarios are possible:
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A) OfficeReports is listed among ‘Inactive Application Add-ins.
Solution: Enter
and make sure the box to the left of `ORAddin´ is checked.
B) OfficeReports is listed among ‘Disabled Application Add-ins.
Solution: Enter
and make sure the box to the left o ‘ORAddin’ is checked.
Technical Requirements
The requirements for running OfficeReports are:
Windows XP, Vista, 7 (32 bit or 64 bit version)
Office 2013, 2010 or 2007. 32- bit and 64-bit versions, Home, Professional or Professional
Plus edition
File formats accepted: .xls .xlsx .sav .sss, accdb
Administrator rights
Uninstalling OfficeReports
To uninstall OfficeReports go to the `Windows Control Panel´. Click on `Programs and Features´
and a list of all the programs installed on the computer will be displayed. Locate OfficeReports in
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that list and click `Uninstall´. Remember that Word, PowerPoint and Excel need to be closed for
this procedure to be successful.