2008-2009 NMSBA IN EXCELAdvanced Sorting/Filtering

Office ofAccountability, Assessment and Research

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

Your NMSBA File1. Point mouse at file2. Right Click3. Click “Save As...”4. Save file as

preferred in your documents

5. Close Email6. Open file from the

saved location

Your NMSBA File

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

To Unhide ColumnsFind 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

Sorting

Find the column heading Math Scale Score.

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.

Sorting cont.

Before... ...After

Set Filter to AutoFilter

1. Move mouse to Data and Select Filter

2. Select AutoFilter

Set Filter to AutoFilter cont.

Each column has a dropdown arrow

Scroll Bar is at bottom of the screen

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 AutoFilterSelect the drop down arrow from “Race/Ethnicity”

Select “H” for HispanicsA- AsianB- BlackC- CaucasianH- HispanicI- Native Amer Indian

You have filtered out all other ethnicities so only Hispanic test takersare 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

Undoing Filters

To ‘UN” Filter select the drop down arrow then select “All”

Creating a New Worksheet

Find the Worksheet Tabs at the bottom left of your file.

Right click any tab, and select Insert

Creating a New Worksheet Cont.

Select “Worksheet”

Press the OK button

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”.

Copying Data to a New Worksheet

First, Be sure to sort data as needed using the advanced sorting and filtering in Excel.

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.

Copying Data to a New Worksheet Cont.

To Select Specific Rows/Data, Left Click the top row.

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

Copying Data to a New Worksheet Cont.From the toolbar, select Edit, and Copy.

Select the Tab you wish place the copied information.

Copying Data to a New Worksheet Cont.

Using your NMSBA file and the skills just practiced1) Filter

• English or Spanish Test Lang• Grade level

2) Using Scale Score Chart (Eng or Span) filter scores for Math

English ScaleScore Chart

Copying Data to a New Worksheet Cont.

From the toolbar, Select Edit, Paste. All copied information will now be placed in your new worksheet.

Copying Data to a New Worksheet Cont.

Your filtered data set is now available on the new worksheet.

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

Office ofAccountability, Assessment and Research

Use the cut scores document and theadvanced 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