1. 2008-2009 NMSBA IN EXCEL Advanced Sorting/Filtering Office of Accountability, Assessment and Research

2. 2008-2009 NMSBA IN EXCEL Your SBA File Creating a New Worksheet Copying Data to New Worksheet Sorting Columns / Advanced Sort Using Auto Filter Hiding / Un-hiding Columns

3. Your NMSBA File 1.Point mouse at file 2.Right Click 3.Click “Save As...” 4.Save file as preferred in your documents 5.Close Email 6.Open file from the saved location

4. Your NMSBA File

5. Hide / Unhide Columns To Hide or Delete Columns Highlight the columns to be hidden ( by clicking on the letter at the top of the spreadsheet; hold left click for multiple columns and drag) Right click inside the shaded area Select Hide or Delete Hiding is highly recommended Use the Skill: Hide Columns K through X

6. To Unhide Columns Find the double scored line where the hidden columns are located Move mouse to top of these two columns until an arrow pointing downward appears Drag mouse to highlight these two columns Right click and select Unhide 1 2 3

7. Sorting Find the column heading Math Scale Score.

8. Sorting cont. Select the Auto Filter dropdown for that column. From the drop down, select Sort Ascending. This will sort all data in this column from min to max.

9. Sorting cont. Before......After

10. Set Filter to AutoFilter 1.Move mouse to Data and Select Filter 2. Select AutoFilter

11. Set Filter to AutoFilter cont. Each column has a dropdown arrow Scroll Bar is at bottom of the screen

12. Using the AutoFilter to Work with Data Auto filtering is one of the easiest methods to quickly view data. Multiple criteria can be selected to choose exactly the data you need. Use the Skill: Try the AutoFilter Select the drop down arrow from “Race/Ethnicity” Select “H” for Hispanics A- Asian B- Black C- Caucasian H- Hispanic I- Native Amer Indian

13. You have filtered out all other ethnicities so only Hispanic test takers are showing on your spreadsheet. Select the Gender drop down arrow Select “M” Use the filter to select a grade Using the AutoFilter to Work with Data

14. Undoing Filters To ‘UN” Filter select the drop down arrow then select “All”

15. Creating a New Worksheet Find the Worksheet Tabs at the bottom left of your file. Right click any tab, and select Insert

16. Creating a New Worksheet Cont. Select “Worksheet” Press the OK button

17. Creating a New Worksheet Cont. You will see the new worksheet appear in the tabbed area. To rename, right click the appropriate tab and select Rename. You can now type the new name “New Worksheet”.

18. Copying Data to a New Worksheet First, Be sure to sort data as needed using the advanced sorting and filtering in Excel.

19. Copying Data to a New Worksheet Cont. To Select All Data, Left Click the very first row (row 1). Hold the shift key and select the very last row. This will select all the filtered data.

20. Copying Data to a New Worksheet Cont. To Select Specific Rows/Data, Left Click the top row.

21. Copying Data to a New Worksheet Cont. Press and hold the Ctrl key and select individual rows or click and drag across multiple rows.

22. Copying Data to a New Worksheet Cont. From the toolbar, select Edit, and Copy. Select the Tab you wish place the copied information.

23. Copying Data to a New Worksheet Cont. Using your NMSBA file and the skills just practiced 1) Filter English or Spanish Test Lang Grade level 2) Using Scale Score Chart (Eng or Span) filter scores for Math English Scale Score Chart

24. Copying Data to a New Worksheet Cont. From the toolbar, Select Edit, Paste. All copied information will now be placed in your new worksheet.

25. Copying Data to a New Worksheet Cont. Your filtered data set is now available on the new worksheet.

26. Drill Down Using the Scale Scores  Highlight>Right click>Copy  Open Your New Blank Workbook  Left click>Paste  Continue the process; selecting more scores; grades to build your “working” workbook  Hide unwanted columns

27. Office of Accountability, Assessment and Research Use the cut scores document and the advanced sorting and filtering skills you just learned in Excel to do the following: Filter all Caucasian Females in the grade of your choice nearing proficiency in Science and place them in a new worksheet and name the worksheet Female {Grade} NP Science (see below) example worksheet