USING EXCEL FOR KEEPING STUDENT RECORDS

WHAT THIS PRESENTATION COVERS

What Excel looks like Cells, rows and columns Renaming sheets Minimising the ribbon Copying and pasting content Sorting content Keeping records Formulas for adding, % and grades Other types of cell content

WHAT EXCEL LOOKS LIKE

ROWS – DENOTED BY A NUMBER

This is Row 7

COLUMNS - DENOTED BY A LETTER

This is Column D

INDIVIDUAL CELLS - DENOTED BY LETTER AND NUMBER, EG, J8

Eg, this cell is called J8. Both the row and the

column are highlighted at the sides

Cell Name

SHEETS

A new file will have three pages, called

Sheet1, Sheet2, Sheet 3.

You can rename them, move them

add them and delete them.

CHANGE THE NAME OF A SHEET

Right-click on the sheet name and

select Rename. Type

in a new name.

MINIMISE THE RIBBON

If the “ribbon” with all the tools takes up too much

space, right–click anywhere on it, then click on “Minimise the Ribbon” in the box that

appears

The Ribbon

INSERT A NEW ROW

...then click Insert

Select the row directly beneath where you

want to insert a new row ...

A NEW ROW WILL APPEAR ABOVE THE ONE YOU SELECTED

INSERT A NEW COLUMN

Select the column directly to the right of

where you want to insert a new column...

...then click Insert

A NEW COLUMN APPEARS TO THE LEFT

ENTER CONTENT INTO A CELL

You can click on a cell and type content straight into

it...

...or you can click on a cell then type (or

edit) its content up

here

COPY CONTENTS OF A CELL

First, click on the cell you want to copy, or drag-select multiple cells to copy them...

...Secondly, click the little double page symbol here on the Home tab

Or Control + COr Right-click and choose copy

The cells to be copied will become surrounded by a dotted line.

PASTE CONTENT INTO NEW CELLS

First, click on the cell you want to paste into, or drag-select multiple cells to paste multiple

times into them...

...Secondly, click the clipboard symbol here on the Home tab

Or Control + VOr Right-click and choose Paste

AUTO-COMPLETE

Type the first few letters and Excel will sometimes attempt

to auto-complete the word, based on words you have

already entered. To reject the

suggestion, press Backspace.

SORTING DATA

Drag-select the content you want to re-order, eg by

House. Only the data you

actively select will be moved.

...then Click “ Sort”

Click on the “Data” tab...

IMPORTANT!If your

columns have headings,

(called headers) tick

this box first...

Secondly, drop this list down

and select the

header you want

to sort by, eg,

House...

...lastly click OK

Note that the names are now in House

order

We could have sorted them into year-level

order within the House as well. Let’s go

back...

Control + Z to undo a move.List reversed

to alphabetical order...

Click “Sort”

Add an extra level of sorting

here

As well as House as the

first level, select Class as the second level

You can add as many levels of sorting as you

wish .

Note the students are now

sorted into House and then

Class. Q: What would

we see if we had sorted by Class then by House?

ANSWERNow the year

10s appear first in House order, then the Year 11s in House

order

PEDAGOGICAL ALERT!!

The following examples of record keeping are very simplistic!

They are intended for the purposes of demonstrating Excel only

They do not constitute Best Practice in assessment techniques and may not be VELS compliant!

These techniques should be adapted to your individual classroom situation

KEEPING SIMPLE RECORDS

Enter a name for the task

SPACE SAVING WITH VERTICAL TEXT

On the Alignment tab under Home, choose the angled “ab” for

orientation.Select “Rotate Text Up”

CHANGING COLUMN WIDTH

You can drag the column narrower or use Format

ENTER STUDENT RESULTS

You could also sort students

by their results

TOTALLING NUMERICAL RESULTS

Numerical results for some sample criteria

for an essay have been entered for

each student First student’s total will go here

SELECT ALL CELLS INCLUDING TOTAL

... secondly, click the E-like symbol (Greek Sigma, standing for Sum) on the

Editing section of the Home tab.The Total will appear in the free cell.

First drag-select all cells including the

empty TOTAL cell ...

=SUM(G2:I2) is the formula that Excel creates for the total in J2.

This means you have added the contents of cells G2, H2 and I2.

Note: •The EQUALS sign at the start

•The brackets•The colon

COPY THE FORMULA DOWN THE COLUMN

First, dra

g

dow

n....

... Secondly, drop down the arrow box and choose Down

THE TOTALS FILL DOWN THE COLUMN

COMBINING RESULTSHere are results for three projects:

an Essay, an Oral Report and a Model. The darker columns are the

individual totals. We want an overall total.

Overall total

will go here

Add these totals to get the overall total

=SUM(J2,N2,R2)is the formula for the sum total of cells J2, N2 and R2

OV

ER

A

LL

TO

TA

L

FILL DOWN THE COLUMN AS BEFORE

The Overall Totals

have filled down the column

TURNING SCORES INTO %

For a percentage, the formula in this

example is

=S2* 100/40.This means cell S2

times 100 divided by the total possible,

which was 40 marks

FILL DOWN AS BEFORE

GRADES FORMULA MARKING SCHEMEGreater than 35 A

From 31 to 35 B

From 26 to 30 C

From 21 to 25 D

Less than 21 E

GRADES FORMULA IS COMPLEX!

=IF(S2>35,"A",IF(S2>30,"B", IF(S2>25,"C",IF(S2>20,"D","E"))))

MEANING

IF(S2>20,"D" , “E“)

This means if the score in cell S2 is greater than 20, the grade is D, otherwise it’s an E

However...

IF(S2>25, "C"

...if the score is also greater than 25, the grade goes up to a C

However...

IF(S2>30, "B"

...if the score is also greater than 30, the grade goes up to a B

However...

IF(S2>35, "A"

...if the score is also greater than 35, the grade goes up to an A

ONCE YOU WORK IT OUT, FILL DOWN

OTHER TYPES OF CONTENT

NOW YOU CAN EXCEL AT EXCEL!