How do I rearrange the format of the detail report so that subtests show as column headings instead of appearing in the body of the report?

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1 CREATING PIVOT TABLE REPORTS How do I rearrange the format of the detail report so that subtests show as column headings instead of appearing in the body of the report? Show subtests as column headings This procedure can best be explained by dividing the steps into three processes: Export the data to Excel Create a pivot table report Sort the data Step # 1. Click the Download to Excel link on the upper right corner of the report. EXPORTING THE DATA TO EXCEL Step Icon/Link Comments 2. When prompted with the File Download window, click on Save. 3. At the Save As window, click the blue arrow from the Save In field and select where you want to save the file. September

2 Step # 4. In the File Name field, type your preferred file name. EXPORTING THE DATA TO EXCEL Step Icon/Link Comments 5. In the Save as type: field, select Microsoft Excel Worksheet. 6. Click Save. In some systems, your choice may show as Microsoft Excel 97-Excel 2003 & 5.0/95 Workbook (*.xls). 7. Once it is saved, a Download complete window will open. Click on the Open button to open the file. The file will open in Microsoft Excel. 8. From the Excel report, click Data from the menu bar. 9. Then select PivotTable and PivotChart Report. 10. The Pivot wizard will appear. Where it says Where is the data that you want to analyze?, select the default Microsoft Office Excel list or database. September

3 Step # 11. Where it says What kind of report do you want to create?, select the default PivotTable. 12. Click Next. 13. On Step 2 of 3, where it says Where is the data that you want to use?, leave the selection at the default and click Next. 14. On Step 3 of 3, where it says Where do you want to put the PivotTable report?, select New worksheet and click Finish. EXPORTING THE DATA TO EXCEL Step Icon/Link Comments 15. You should now have a new worksheet that looks like the one below: September

4 CREATING THE PIVOT TABLE REPORT 16. On the PivotTable Field List, click on Student Name and click the Add To (Row Area) button. The student names should appear on the leftmost column. Note: If Row Area is not the default, click the blue arrow and select Row Area. 17. Click on Subtest and in the Row Area field, drop the blue arrow and change it to Column Area. Then click the Add to button. September

5 CREATING THE PIVOT TABLE REPORT 18. Click on % Correct and in the Row Area field, drop the blue arrow and change it to Data Area. Then click the Add to button. 19. To add another column heading next to the student s name, such as Performance Level, drag Performance Level from the field list to the right of the student name column. 20. To prevent student names from appearing twice, click on the student name Total row, making it the active cell. 21. Click on the Field Settings icon on your Pivot Table toolbar You should see a T -shaped bar in between the two columns. To add another column heading, such as Scaled Score, repeat Step 19. If the Pivot Table toolbar is not displayed in the toolbar area, right-click in any blank area of the toolbar and check Pivot Table. September

6 22. Under Subtotals, click on the radio button next to None and click OK. CREATING THE PIVOT TABLE REPORT The Student Name column should now show individual names only. 23. From the menu bar, click on Insert, then select Worksheet. SORTING THE DATA This will open a new worksheet (Sheet 2) within the same workbook. 24. Then click on Sheet 1 tab at the bottom of the page to make it the active worksheet. 25. Click on the cell on top of row 1 and to the left of column A to highlight the entire table. 26. From the menu bar, click on Edit, then Copy. This will copy the entire Sheet 1 to the clipboard. 27. Click on Sheet 2 to make it the active worksheet. 28. Click on the cell on top of row 1 and to the left of column A to highlight the entire table. September

7 29. From the menu bar, click on Edit, then Paste Special. SORTING THE DATA 30. From the Paste Special window, select Values. Then click OK. The whole Sheet 1 file will be pasted to Sheet To sort by Performance Level, click on the row that contains the headings. 32. From the menu bar, click on Data, then select Sort. 33. From the Sort window, drop the blue arrow from the Sort By list and select Performance Level. Your report should now be sorted by students within each performance level. Click OK. September

8 34. To remove extra rows and columns such as Grand Total, click on the row number or column heading to highlight it. Then rightclick and select Delete. SORTING THE DATA September