BASIC TECHNIQUES IN USING EXCEL TO ANALYZE …manoa.hawaii.edu/assessment/workshops/pdf/Excel_techniques... · EXCEL TO ANALYZE ASSESSMENT DATA University of Hawai‘i at Mānoa 11/15/12

You may use these materials only for nonprofit educational purposes. Please give credit/cite appropriately.

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

BASIC TECHNIQUES IN USING EXCEL TO ANALYZE ASSESSMENT DATA

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

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Mission: Improve Student Learning Through Program Assessment

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Workshop outcomes

By the end of this workshop, you will be able to utilize basic Excel techniques to:

1. enter data into Excel

2. check for data-entry errors

3. summarize data using simple formulas and charts/tables

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PART 1:ENTERING DATA INTO EXCEL

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Before entering data into Excel

Give an ID to each questionnaire/test/rubric rating sheet: 101, 102…

101

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Develop a code book

Code Option Categories

1 Strongly Disagree

2 Somewhat Disagree

3 Neutral

4 Somewhat Agree

5 Strongly Agree

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Template for Data EntryHeader

Each column has one variable (survey item, test item/section, rubric criteria)

Each row has one observation(test-taker, respondent, student)

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Entering data into Excel: tips

• Move to the next cellTab

• Move to the next observationEnter

• Move back one cellShiftTab

• Or if you prefer, use the arrow keys

↑

← ↓ →

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Freeze Pane

View Tab Freeze Panes Freeze Top Row

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Freeze pane

To make the header row visible all the time

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Hands-on task 1

• Enter data from the five survey response sheets

• Remember:

1. Give each respondent an ID code

2. Follow the code book to enter data in Excel

3. One item per column

4. One respondent per row

5. Tab tab tab tab tab ENTER or ENTER

6. Freeze the top row

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Additional resources

• Beauchemin, A. (2011) Microsoft Excel 2010 tutorial. Retrieved from http://www.goodwin.edu/computer_resources/pdfs/excel_2010_tutorial.pdf

• Chan, V. (2012). Working with data in Excel part 1: 10 Excel data entry tips everyone should know. Retrieved from http://www.launchexcel.com/excel-data-entry-power-tips/

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PART II:CHECK FOR DATA-ENTRY ERRORS

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What can go wrong in data entry?• Out of scale typos (e.g., 0, 6 on a scale between 1 to 5)

• Two answers in one cell (e.g., 34)

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

Find out the max and min in a range

Count the numeric values in a range

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Excel formula essentials

• Always start with a “=“ (e.g., = 6-1)

• Call an excel function (e.g., min, max, count)

• Find a cell reference = column letter + row letter (e.g., A1)

• Specify the range for the function:

B2

B2:B5First cell in the range Last cell in the range

“to”

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Hands on Exercise

• Find out the minimum, maximum, and the number of values for Item 1. Use the following functions:=min(B2:B6)

=max(B2:B6)

=count(B2:B6)

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

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Practice reverse coding

• Create a new variable “Item5_RC” in Cell G1.

• Use the formula = 6 – (Cell for Original Item 5).

• Copy and paste the formula to all observations.

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Additional resources:

• Excel count functions with both text and video tutorial

http://www.contextures.com/xlFunctions04.html

• Top ten ways to clean your data

http://office.microsoft.com/en-us/excel-help/top-ten-ways-to-clean-your-data-HA010221840.aspx

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PART III:SUMMARIZING DATA INTO A TABLE

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Steps (Demonstration)1. Calculate the count for each option category using:

2. Calculate the percentage for each option category3. Copy the header and Paste Special Transpose4. Copy the formula and Paste Special as Values &

Transpose5. Calculate the percentage of students who met the

criteria.6. Make a table with two columns: Item and % meeting

criteria

=countif(range,criterion)Example: =countif(B2:B6,1)

Item % Agree

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Step 1: count each option• Label each option in the first column • Example

or

• In the cell next to the first label “1” type:

• In the cell next to the label “2” type:

• Repeat the step for all the options.• Copy the formula and paste under the rest of the

items.

12345

Strongly DisagreeSomewhat DisagreeNeutralSomewhat AgreeStrongly Agree

=countif(B2:B6,1)

=countif(B2:B6,2)

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Step 2: Calculate % for each option

=B10/B$5

$ anchor

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Format the cell into “Percentage”• On the Home tab, in the Number group, Click the arrow

next to the Number Format box, and click Percentage.

• Get to Number Format box, click “More Number Formats.”

• In the pop-up window, type “0” as the decimal place.

• Or choose “%” and icon in the ribbon.

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Results so far

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Step 3: Transpose the header

• Select the header in the first row.

• Copy the header: Ctrl + C

• Point to a space that you want to paste.

• Click the down arrow key under “Paste,” and “choose Paste Special.”

• Check “Transpose” in the pop-up window.

• Or

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Step 4: Transpose the values• Select the percentages and

copy them (Ctrl + C)

• Point to the cell where you want to paste.

• In the Home tab, in the Clipboard group, click Paste and select Paste Special

• Click Values and number formats and check Transpose, and then click OK.

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Results so far

Problem with presenting a table like this:• Too many numbers• Information not interpretable• Need to specify N

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Step 5: Calculate % agree

• Add up the percentages under option 4 and 5 % agree

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

• In another area on the spreadsheet, label the items.

• Copy all the “% Agree” values and Paste them next to the item labels as Values and Number Formatting

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Results so far

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Sort the % Agree values1. Go to the Home tab, in the Editing group, click Sort & Filter.2. In the drop-down menu, click Custom Sort.3. In the Sort pop-up window, check My data has headers; choose “% Agree” to Sort by. Select Largest to Smallest under Order.

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Results so far

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PART IV: PRESENTING THE DATA IN A CHART

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Steps to create a chart

1. Select the cells with data and the header.

2. Go to the Insert tab, in the Charts

3. Click Column chart type, and then click the first subtype — 2D clustered column

4. Format the chart as desired

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It looks like this:

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Tips on chart formatting

• Make the range of the y-axis cover the possible range (i.e., 0 to 100%)

• Add data labels

• Delete grid line

• Delete axis

• Delete legend

• Change the title

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Change axis range

• Right click on the y-axis. Choose Format Axis at the bottom of the pop-up menu.

• Select Fixed for Maximum and type “1” next to it.

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Add data labels

• Right click on one of the value bars.

• Choose Add Data Labels in the pop-up menu.

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Cleaned up chart

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Hands on Task

Open the data file: sample data_rubric.xlsx

Use the raw data in the first sheet and duplicate the results in the sheet: tables and charts.

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QUESTIONS?

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Assessment Office Hawai‘i Hall 107 2500 Campus Road, Honolulu, HI 96822

(808) 956-4283 (808) 956-6669

manoa.hawaii.edu/assessment Page 1 Please rate the quality of the workshop:

Strongly Disagree

Somewhat Disagree Neutral Somewhat

Agree Strongly Agree

1. The handouts and the PowerPoint are very useful. ○ ○ ○ ● ○

2. The topics covered are relevant to what I am doing. ○ ○ ○ ○ ●

3. The allocation of time on each topic is appropriate. ○ ○ ● ○ ○

4. The presentation skills of the presenter are very good. ○ ○ ● ○ ○

5. This workshop is NOT useful to me. ● ○ ○ ○ ○ Comments: Very useful. The presenter spoke a little fast in the end.

Page 2 Please rate the quality of the workshop:

Strongly Disagree





3. The allocation of time on each topic is appropriate. ○ ○ ○ ○ ●


5. This workshop is NOT useful to me. ● ○ ○ ○ ○ Comments: Good job. If the presenter can speak slower, it would be better.


Strongly Disagree



1. The handouts and the PowerPoint are very useful. ● ○ ○ ○ ○

2. The topics covered are relevant to what I am doing. ● ○ ○ ○ ○

3. The allocation of time on each topic is appropriate. ● ○ ○ ○ ○

4. The presentation skills of the presenter are very good. ● ○ ○ ○ ○

5. This workshop is NOT useful to me. ● ○ ○ ○ ○ Comments: Everything is good.

University of Hawai‘i at Mānoa Hawai‘i Hall 107 Assessment Office manoa.hawaii.edu/assessment


Strongly Disagree






4. The presentation skills of the presenter are very good. ○ ○ ○ ● ○

5. This workshop is NOT useful to me. ○ ● ○ ○ ○ Comments: the handouts are very good. The fonts on the PowerPoint are too small and too dense. It’s hard to read the PowerPoint. Page 5 Please rate the quality of the workshop:

Strongly Disagree



1. The handouts and the PowerPoint are very useful. ○ ○ ● ○ ○




5. This workshop is NOT useful to me. ● ○ ○ ○ ○ Comments: Presenter needs to speak louder.

Code Book 1 - Strongly Disagree 2 - Somewhat Disagree 3 - Neutral 4 - Somewhat Agree 5 - Strongly Agree

You may use these materials only for nonprofit educational purposes. Please give credit/cite appropriately. 2

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BASIC TECHNIQUES IN USING EXCEL TO ANALYZE …manoa.hawaii.edu/assessment/workshops/pdf/Excel_techniques... · EXCEL TO ANALYZE ASSESSMENT DATA University of Hawai‘i at Mānoa 11/15/12