4 Open a Data File FTP the file to the PC Open in Excel Change “File of Type” filter to “All Files”Delimited filePipe sign is the default delimiterDon’t import unnecessary columnsAdd column headers
5 Tools/Pivot Table From the Tools Menu select Pivot Table Select "Microsoft Excel List or Database" and "Pivot Table"Next you are asked "Where is the data that you want to use?".The cell range should be the entire data set.Select to put the report in a new worksheet
7 Summary Tools Right Click on Sum of Obs Select Field Settings Change sum to countRight click on Sum of ScoreChange sum to average
8 PropertiesSort – Click on any field in the column you want as the sort column. Select Data, SortFilter – Click the down arrows next to the row or column fields and select which of the values you want displayedDetails – Double click any field item and see all the data elements that make up that fieldChange aggregate function - Rather than sum the column…. Right click anywhere in the pivot table and select field settings. Choose the aggregate function of your choice.
9 More than oneMore than one aggregate function – Drag the item from the Pivot Table Field List to the data area (get count and avg in one report) Right click and select Field Settings and select the aggregate function you want. To remove one of the aggregate functions, right click and select Field Settings, Hide
10 GroupingPut columns together…for example the Adequate together with NA going down the left side…hold the control key and select A and X columns. Right click on the last item and select Group and Show Detail, Group.You can also right click on the details area of the group and select Field Settings, Hide to just see the subtotals of the group.
11 Custom CalculationsDrag an item from the Pivot Table Field List to the data area (this gives you another sum) Right click on the new column and select Field Settings. Select Options, Show Data As... % of Column, % of Row, or % of Total are very helpful tools.