Excel TipsTricks Handbook

Super Tips
and
Tricks
Content
Super Tips & Tricks Content......................................................................... 1
Content .................................................................................................. 2
Part I: Super Excel Tips and Tricks............................................3

About This Handbook .................................................................................. 4
Part II: Manipulating Data in Access .....................................9
Part I:
Super Excel Tips
and Tricks
Super Tips and Tricks Page 3
About This Handbook

This handbook was created by Angela Bolick with the assistance of Eric
Lawson and Kelvin Testado as reference material for users who will view
and print reports. It will be used during the Super Tips and Tricks class.
The handbook is divided into two sections:
Part I Super Excel Tips and Tricks
Part II Manipulating Data in Access
Names used in the documentation are fictitious.
Super Excel Tips & Tricks

1.) PAINTING:
Click in the cell you wish to format > Make desired formatting > PAINT FORMAT button > Click
in the cells where you wish to apply the formatting.
2.) ADJUST PAGE BREAKS:
VIEW > PAGE BREAK VIEW > DRAG BLUE PAGE LINES to adjust page breaks.
3.) TURN GRIDLINES OFF (Toggle Grid button):
VIEW > TOOLBARS > FORMS > BOTTOM LEFT BUTTON (Toggle Grid button).
4.) SORTING PIVOT TABLE:
RIGHT CLICK > WIZARD LAYOUT > DOUBLE CLICK on item to be sorted.
5.) MONTHS, DAYS, OR NUMERIC PATTERNS in cells WITHOUT TYPING:
Type month, day, or numeric pattern in cell > Click the COPY FORMULA BOX and drag to copy
to other cells.
6.) COLUMNS TO APPEAR ON EVERY PAGE:
FILE > PAGE SETUP > SHEET > Print titles Columns to repeat at top button > Click
COLUMNS to be repeated on each page.
7.) NUMBERS FILLED IN AUTOMATICALLY:
Type in desired number > ENTER > HIGHLIGHT cells where numbers are to display (include the
number typed in the cell) > EDIT > FILL > SERIES (indicate step value and stop value if
applicable).
8.) TEXT TO COLUMNS:
(Appropriate to use when there is numeric data, such as a zip code with additional numbers in
the zip code, that need to separated out and placed in another column)
Navigate: Highlight desired column > DATA > TEXT TO COLUMNS > Click FIXED WIDTH radio
button > NEXT > Click on the ruler for desired column break > FINISH.
Example of the Break Line which separated the data that is one column into column
columns.
9.)
SIZING ALL COLUMNS at ONCE in the worksheet:

Highlight Entire Worksheet > Click on the empty cell (Location: Left of Column A and Above
Row 1) > DOUBLE CLICK on the line that separates Column A from Column B.
10.)
FREEZE PANES:
Click below the column heading row you wish to freeze > WINDOW > FREEZE PANES. When you
scroll down the column headings will remain in place.
UNFREEZE PANES:
WINDOWS > UNFREEZE PANES
11.)
GROUPING SHEET TABS to Format Multiple Sheets at Once:

Click on the desired SHEET TAB, hold down the SHIFT key and click on the last Sheet Tab (to
include all desired sheets). The formatting on one sheet will be implemented on all the
selected sheets (note the tabs turn white when they have been selected). Simply click on any
of the sheet tabs to deactivate the formatting process.
12.)
ADD TOOL TIPS TO CELLS:

Highlight desired COLUMN or CELLS > DATA > VALIDATION > Click INPUT MESSAGE TAB > Type
TITLE and MESSAGE > OK
Example of Data Validation below: Student ID message when you click in the cell.
13.)
FILTERING:
Navigate: Highlight Columns to be filtered
DATA > FILTER > AUTO FILTER
Advanced Filter Question: How do I get rid of the same name that is repeated
multiple times in a column?
Answer: After completing Steps 13 above, go back to the menu, select DATA > Filter
> ADVANCED FILTER > Click UNIQUE RECORDS ONLY BOX and OK
14.)
CONDITIONAL FORMATTING (Shades up to four different categories):

1.) HIGHLIGHT DESIRE COLUMN
2.) FORMAT
3.) CONDITIONAL FORMATTING
4.)
5.)
6.)
7.)
Click the drop down arrow

Select numeric data to be highlighted
Click FORMAT
Select the FONT tab for TEXT COLOR and the PATTERNS tab to shade/color the cell.
FINAL RESULT of CONDITIONAL FORMATTING:

Example illustrates shading different grade levels. GPAs or other scores can also be shaded so that it data is easily
identified.
15.)
TRANSPOSE DATA:
1.) Highlight Data to be Transposed and either Copy or Cut
2.) Click in desired location for data (Cell A1 in this example)
3.) RIGHT CLICK
4.) Select PASTE SPECIAL > VALUES > TRANSPOSE.
FINAL RESULT OF TRANSPOSITION:
Part II:
Manipulating Data
in Access
Manipulating Data in Access

The Need for Manipulating Data in Access
Zangle will occasionally export data into an Excel file that lists a unique record multiple times to
correspond with each test score or event. For example, the following records are Ned Flanders' CST
scores. Ned Flanders is listed five times in the table when only one record including all the test scores
is necessary.
ID
87919
Last
First
Code
Flanders
Ned
CSC
Score
281
87919
Flanders
Ned
ELA
287
87919
Flanders
Ned
HSS
335
87919
Flanders
Ned
MTH
296
87919
Flanders
Ned
SCI
262
Instead, the following format with one record and unique ID per row is more readable and also permits
the user to mail merge the data:
ID
87919
Last
Flanders
First
Ned
CSC
281
ELA
287
HSS
335
MTH
296
SCI
262
Step 1: Plan Ahead

Make a list of the fields you want in your final report. Then search the existing views in Zangle to
determine which reports contain the necessary fields. Make sure you identify a common unique field
in each report. This field will help link the reports together later on. The most common unique field is
the student ID.
Step 2: Create an Access Database

To create an Access database, follow Steps A-C below and Steps DF on the following pages.
NOTE: These directions were written for Microsoft Office Access 2003. The directions may vary
slightly from version to version.
Choose New from the File menu.
Choose Microsoft Office Access

2003 from the Start menu.
Choose Blank database from

the New File menu.
Select destination for file.
Type desired file name.
Click Create.
Step 3: Import Data into Access

Access allows you to import data stored in a variety of formats including text and Microsoft Excel. We
recommend you use Microsoft Excel because this format is easily understood by Access.
When importing CST scores from Excel, it will sometimes be necessary concatenate, or join together,
cells before importing the Excel file(s) into Access. For example, if you wish to display Raw Score and
Points Possible as a ratio (Raw Score/Points Possible), there is a need to concatenate the Raw Score
and Points Possible cells.
Access allows you to easily create a new table for each set of data you import. We recommend this
strategy because it allows you to easily organize and view your data. Follow Steps A-T to import your
data into Access. Step A is below. Steps BS are on the following pages.
From the File menu, choose

Get External Data > Import.
Select the desired file.
Click Import.
Click Show Worksheets.
Click Next.
Click First Row Contains Column Headings.
Click Next.
Click In a New Table.
Click Next.
Click Next.
Click Choose my own primary key.
Click STUDENT ID field.
Click Next.
Enter an appropriate file name.
Click Finish.
Note Tables and the file

name is highlighted
after Step O.
Congratulations! Importing the Excel file into Access is complete! Now, move forward to Step 4:
Create Crosstab Queries.
Step 4: Create Crosstab Queries

The purpose of creating crosstab queries is to eliminate having a students name listed multiple times,
as shown below. Ned Flanders is listed five times in the table when only one record including all the
test scores is necessary.
ID
87919
Last
First
Code
Flanders
Ned
CSC
Score
281
87919
Flanders
Ned
ELA
287
87919
Flanders
Ned
HSS
335
87919
Flanders
Ned
MTH
296
87919
Flanders
Ned
SCI
262
Instead, the following format is more readable and also permits the user to mail merge the data:
ID
87919
Last
Flanders
First
Ned
CSC
281
ELA
287
HSS
335
MTH
296
SCI
262
In the main database management window in Access, follow Steps A-B below and CL on the following
pages to format the data to display only one record and unique ID.
Click on Queries.
Double click Create query in

Design view.
Double click the appropriate file

name.
Click and drag the edges to

resize the boxes. This will
help view the field names
in each table.
Click Student ID and drag to Field

below.

resize and provide more
space for the queries
displayed above.
Continue to drag the fields you wish to display into

the table. In this example these are the fields used:
STUDENT ID, LAST NAME, FIRST NAME, TEST CODE
and SCALE SCORE.
Choose Crosstab Query from the

Query drop down list.
G
Click in the Crosstab section and type
the letter R; then press the Tab key
to arrive at the next field.
You can also click on the drop

down list and choose Row
Heading. Continue selecting the
appropriate Crosstab for each
field.
Use the chart below for the appropriate Field, Total and Crosstab when creating queries:
Field
Total
Crosstab
ID
Group By
Row Heading (Type r or
press the Crosstab drop down
list and select Row Heading)
Last Name
Group By
list to select Row Heading)
First Name
Group By
list to select Row Heading)
Test Code
Group By
Column Heading (Type c
or press the Crosstab drop
down list to select Column
Heading)
Scale Score
First (Press the Group By
Value (Type v or press the
drop down list and select
Crosstab drop down list to
First)
select Value)
ID, Last Name, and First Name are all listed normally as they would on any query, hence the
designation Row Heading.
By specifying Test Code as a Column Heading, when the query is constructed, new columns
will be created based upon the values in the Test Code fields. Since Test Code contains the
values CSC, ELA, HSS, MTH, and SCI, these will become the new column headers. Test Code
itself will not be displayedonly its values.
Specifying Scale Score as a Value will display its contents under its corresponding Test Code.
The MTH column will list the MTH score, the CSC column will list the CSC score, and so forth.
The Total cannot be Group By and instead must be a function (like a sum or an average). In
this example, First Name has been chosen as the function. Specifying First Name will list the
first CSC score it encounters for given student; others will be thrown out. In this scenario, only
one score exists per test per student, so the table will not lose data.
This picture reflects the selection of the desired

Fields, with their appropriate Grouping and
Crosstabs as indicated on the chart on the
previous page.
The View drop down list

permits you to toggle back
between views.
Click Datasheet View from the View

drop down list if you desire to see the
crosstab query results.
This is the view after click the

Datasheet View. Simply go back up
and select the Design View after
viewing the data.
Click Save As from the File menu.
Type the desired Crosstab Query

Name.
Click OK.
Typically, there are three crosstab queries that are created when accessing data for CST reports. See
the three crosstab query examples below:
CROSSTAB QUERY 1 EXAMPLE:
STUDENT ID, LAST NAME, FIRST NAME, TEST CODE, RAW SCORE/POINTS POSSIBLE (Follow Steps IK and
save the query as Raw Score/Points Possible).

STUDENT ID, LAST NAME, FIRST NAME, TEST CODE, SCALE SCORE (Follow Steps IK and save the query
as SCALE SCORE).

STUDENT ID, LAST NAME, FIRST NAME, TEST CODE, COMPUTER or PROFICIENCY LEVEL (Follow Steps I
K and save the query as COMPUTE OR PROFICIENCY LEVEL).
Note that the fields STUDENT ID, LAST

NAME, FIRST NAME and TEST CODE
remain in each of the Queries; only the
field on the far right is changed.
Close the Queries window.
After
saving the queries, the next step is to link the queries, as shown in Step 5.
Step 5: Link Queries

To link queries, follow Steps AD on this page and Steps EK on the following pages.
Double click Create query in

Design view.
Click Queries.
Click the Queries tab.
Double click the desired queries you wish

to link. In this example, double click
PROFICIENCY, RAWSCORE/NUMBER
POSSIBLE, and SCALE SCORE.
Note the CONCATE PROFICIENCY

query is now displayed after
double clicking it.

resize the boxes. This will
help view the field names
in each table.
Click and drag the STUDENT ID field on

the left on top of each STUDENT ID field
in each of the queries.
Important! The query on the left

should contain the most data. In this
example each of the queries has an
equal amount of information.
Double click on the line to join

or link the Properties.
Click #2 radio button.
J
I
Click OK.
From the Compute or

Proficiency Level Query click
and drag only CSC, ELA, HSS,
MTH and SCI fields to the right
of the fields already inserted
below.
From the Scale Score query

click and drag only CSC, ELA,
HSS, MTH and SCI fields to the
right of the fields already
inserted below.
From the Raw Score/Possible

Points query click and drag
each of the fields in the query
down to the row labeled FIELD:
Step 6: View Data, Save and Export to Excel

View the query to double-check the query before exporting it to Excel. Once the accuracy of the report
is verified, save the query and then export the query to a Microsoft Excel file.
To view your query, follow Step A. To save and export the query to an Excel file, follow Steps BI on
the following pages.
The View drop down list
permits you to toggle back
between views.
Click Datasheet View from the View

drop down list if you desire to see the
Crosstab query results.
Choose Save As from the File menu.
Type the desired file name.
Click OK.
Choose Export from the File menu.
Select the destination for the Excel file .
Enter the file name.
Select most recent version of

Microsoft Excel as a file type.
Click Export All.
Clean Up Exported Excel File

There will be a need to clean up the exported Excel file. The picture below shows what the file looks
like before clean up:
The picture reflects the following actions needed to make the Excel document more professional and
readable:
1. Retype (uppercase and bold), center, and rotate headings at a 90 degree angle.
2. Group each test score together with its respective scores and competency level.
3. Shade each test score a different shade (optional)
Excel Keyboard Shortcuts
by Kelvin Testado
Shift + F11
=Insert new Sheet
CTRL + Page Up
=Move to previous sheet within workbook
CTRL + Page Down
=Move to next sheet within workbook
Shift + CTRL + Page Down
=Select the current and next worksheets
Shift + CTRL + Page Down
=Select the current and previous worksheets
CTRL + F6
=Switch between multiple open workbooks
CTRL + F7
=When existing workbook is not maximized, pressing CTRL + F7 will

toggle moving of windows with keyboard arrow keys. Press ESC
when you are done moving windows.
CTRL + F8
=When existing workbook is not maximized, pressing CTRL + F8 will

toggle manipulating window size properties with keyboard arrow keys.
Press ESC when you are done moving window.
CTRL + F9
=Maximize and minimize current worksheet from an icon within Excel
CTRL + D
=Fill Down
CTRL + R
=Fill Right
CTRL + Semicolon (;)
=Insert current date
CTRL + Shift + Semicolon (;)
=Insert current time
Alt + Down Arrow
=Displays dropdown menu of all values within a column range
Shift + F3
=Toggle formulas window
Alt + Plus Sign (+)
=Inserts AutoSum formula

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Super Tips

Part I: Super Excel Tips and Tricks............................................3

Part II: Manipulating Data in Access .....................................9

Super Tips and Tricks Page 3

About This Handbook

Part I Super Excel Tips and Tricks

Part II Manipulating Data in Access

Names used in the documentation are fictitious.

Super Tips and Tricks Page 4

Super Excel Tips & Tricks

Super Tips and Tricks Page 5

SIZING ALL COLUMNS at ONCE in the worksheet:

GROUPING SHEET TABS to Format Multiple Sheets at Once:

ADD TOOL TIPS TO CELLS:

Super Tips and Tricks Page 6

CONDITIONAL FORMATTING (Shades up to four different categories):

Click the drop down arrow

Super Tips and Tricks Page 7

FINAL RESULT of CONDITIONAL FORMATTING:

FINAL RESULT OF TRANSPOSITION:

Super Tips and Tricks Page 8

Super Tips and Tricks Page 9

Manipulating Data in Access

Super Tips and Tricks Page 10

Step 1: Plan Ahead

Super Tips and Tricks Page 11

Step 2: Create an Access Database

Choose New from the File menu.

Choose Microsoft Office Access

Choose Blank database from

Super Tips and Tricks Page 12

Select destination for file.

Type desired file name.

Super Tips and Tricks Page 13

Step 3: Import Data into Access

From the File menu, choose

Super Tips and Tricks Page 14

Select the desired file.

Click Show Worksheets.

Super Tips and Tricks Page 15

Click First Row Contains Column Headings.

Super Tips and Tricks Page 16

Click In a New Table.

Super Tips and Tricks Page 17

Click Choose my own primary key.

Click STUDENT ID field.

Enter an appropriate file name.

Super Tips and Tricks Page 18

Note Tables and the file

Super Tips and Tricks Page 19

Step 4: Create Crosstab Queries

Double click Create query in

Super Tips and Tricks Page 20

Double click the appropriate file

Click and drag the edges to

Click Student ID and drag to Field

Click and drag the edges to

Super Tips and Tricks Page 21

Continue to drag the fields you wish to display into

Choose Crosstab Query from the

Super Tips and Tricks Page 22

You can also click on the drop

Super Tips and Tricks Page 23

This picture reflects the selection of the desired