Excel: Analyze PowerSchool Data

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1 Excel: Analyze PowerSchool Data Trainer Name Trainer/Consultant PowerSchool University 2012

2 Agenda Welcome & Introductions Organizing Data with PivotTables Displaying Data with Charts Creating Dashboards Time for Review

3 Using Filters

4 Filtering Options Sort Ascending Sort Descending Show Top 10 Custom Filter Select by the Specific Data Show All

5 Now It s Your Turn Complete hands-on activity 1: Analyzing Data with Filters

6 Organizing Data with PivotTables

7 What a PivotTable Requires Many rows of data Non-unique values in the column of data to be analyzed (in order for Excel to count a value, it requires multiple records with that value) No empty rows or unlabeled columns

8 The Anatomy of a PivotTable Excel 2011 (Mac) Excel 2007 (Windows)

9 Creating a PivotTable Select the PivotTable function Select the data to summarize Select a location for the PivotTable Select fields and data elements Define the summary

10 Select the PivotTable function Excel 2011 (Mac) Data tab or Data menu Excel 2007 (PC) Insert Tab Excel 2011 (Data tab or Data menu) Excel 2007 (Insert tab)

11 Select the data to summarize and make sure the range is correct Excel 2011 Excel 2007

12 Select location for the PivotTable Excel 2011 (Mac) Excel 2007 (PC) 1. Select New Worksheet 2. Click OK

13 Select fields and data elements Excel 2011 (Mac) PivotTable Builder Excel 2007 (PC) PivotTable Field List Excel 2011 (Mac) Excel 2007 (PC)

14 Define the summary 1. Right-click a Values item cell, and select: Excel 2011 (Mac) Field Settings Excel 2007 (PC) Value Field Settings 2. Select Count Sum (default) Count

15 Use the Filter Field Filter the data based on a grouping criteria The data changes as you select a different value Excel 2011 Excel 2007

16 Show Pages Excel 2011 (Mac) Select Show Report Filter Pages - Excel 2010 (Mac) Right-click a Values cell; choose from menu - Excel 2007 (PC) Click the PivotTable Tools tab; click the Options menu When you click OK, each value in the Filter area becomes its own worksheet Excel 2007 (PC)

17 Stacking Filter Fields Put the main group on top and the sub-group on the bottom Now you have two different levels of filtering

18 Copy a PivotTable Excel 2011 Excel 2007 It's like copying the worksheet The advantage is that you display the same data multiple ways

19 Change the Form of the Values Items 1. Right-click a cell in the Values area 2. Click Field Settings 3. Change Show Data as settings Excel 2011 (Mac) Number Excel 2007 (PC) Show Values as tab Excel 2011 (Mac) Excel 2007 (PC)

20 Now It s Your Turn Complete hands-on activities 2-11: Working with PivotTables

21 Displaying Data with Charts

22 Quick Chart Creation 1. Select the data to chart 2. Create the chart in a new worksheet Excel 2011 (Mac) Charts tab > (Select chart type) Excel 2007 (PC) Insert tab > (Select chart type)

23 Changing Chart Colors 1. Right-click the chart portion you want to change 2. Choose Format Data Series from the menu 3. Adjust color, line style, or other options as desired

24 Create a Combination Chart Create a chart with grades, absences, and tardies Select the Absence Data Series, and select Format Choose to plot the series on a secondary axis Change the series Chart Type to Line Repeat steps 2-4 for tardies

25 Create the chart

26 Select one of the Absence data columns Right-click and select Format Data Series Excel 2007 (PC) Chart Tools Section > Format tab > Format Selection Excel 2011 Excel 2007

27 Select Secondary Axis Excel 2011 Excel 2007

28 Change Chart Type Excel 2011 Excel 2011 (Mac) Right-click and select Change Series Chart Type Excel 2007 (PC) Chart Tools Section > Design Tab > Change Chart Type Excel 2007

29

30 Create a PivotChart Select a cell in the PivotTable Excel 2011 (Mac) Charts tab > (Select chart type) Excel 2007 (PC) PivotTable Tools > Options tab > PivotChart Excel 2011 Excel 2007

31 Use the PivotChart The PivotChart has some of the same interactivity as the PivotTable The PivotChart extracts data from the PivotTable

32 Now It s Your Turn Complete hands-on activities 12 14: Displaying Data with Charts

33 Creating a Dashboard

34 Create a Dashboard of Pie Charts

35 Now It s Your Turn Complete hands-on activities 15 17: Creating a Dashboard

36 Time for Review

37 Matching Questions A Filter area 1 Where the column meets the row B Field Settings 2 One worksheet for each page field value C Show Pages 3 Filter data in a PivotTable D Values area 4 Changes how data displays

38 Matching Answers A Filter area 1 Where the column meets the row B Field Settings 2 One worksheet for each page field value C Show Pages 3 Filter data in a PivotTable D Values area 4 Changes how data displays

39 Matching Questions A Column Chart 1 Compare parts of a whole B Pie Chart 2 Compare similar values C Line Chart 3 Show two related, different data points D Combination Chart 4 Show a trend over time

40 Matching Answers A Column Chart 1 Compare parts of a whole B Pie Chart 2 Compare similar values C Line Chart 3 Show two related, different data points D Combination Chart 4 Show a trend over time

41 Key Points from Today s Class PivotTables summarize a large set of data Multiple PivotTables show different aspects of the same data set Charts show correlation between two data points or show parts of a whole Dashboards arrange charts on a worksheet to display a comprehensive picture of your student body

42 Question and Answer

43 Don t Forget!! Navigate to and tell us what you think! Copyright 2012 Pearson Education, Inc., or its affiliates. All rights reserved.

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