beginning grade books 2007

8/3/2019 Beginning Grade Books 2007

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Training 1 May 16, 2008

Using Excel for a Gradebook:Getting Started

Objective 1: Review Screen Layout

Excel 2007 offers a new user interface. The top portion of the window has a new structure forExcel commands. The band area is called the Ribbon. It is the control center for creating apresentation. You will no longer see drop-down menus and toolbars. The Ribbon will provide amore visual arrangement of commands in groups.

The Quick Access Toolbar is the small group of buttons on the left,above the Ribbon. It contains commands such as Save, Undo, Repeat, Redo and othercommands that used to appear under the drop-down menu.

The Microsoft Button is available in all Office programs and contains commands such assaving, opening, and printing. The right pane of the button will list your recently useddocuments.

To Start Excel1. Click the Start button on the taskbar.

2. Point to Programs or All Programs.3. Click Microsoft Office4. Click Microsoft Excel 2007 Ribbon Band

Quick AccessToolbar

MicrosoftButton


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The most-used commands appear in layers or tabs in the Ribbon Band. For example, theHomeTab will have commands to support task such as copying, pasting, adding slides, andformatting. Each Tab is devoted to a type of work you do when you create a presentation.Buttons on each tab are arranged in logical groups.

Tabs

Home Tab Supports task such as copying, pasting, adding slides, changing slide layout,formatting and positioning text, finding and replacing text.

Insert tab Displays things you might want to put on a worksheet from tables, pictures,diagrams, charts, and text boxes to sounds, hyperlinks, headers, and footers.

Page Layout tab Change the format of data, using rulers to adjust width or height, changepage orientation, set margins.

Formula tab Displays prewritten formulas in function library, display all formulas.

Data tab Import data from different sources, sort or filter data.

Review tab Find the spelling checker and research service here. You can create annotationsto review the worksheet and then review those comments.

View tab Make a quick switch to page Layout view or page break view, turn on gridlines,zoom selection, freeze panes.

Objective 2: Identify basic terms and navigation in Excel.

Basic Terms and Parts of the ScreenWorkbook- term used to describe an entire Excel file.Worksheet- (or just Sheet): the individual page within each workbook.

Each workbook starts out with 3 sheets. Can add up to 255 sheets. The tab of the active sheet is bold.


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Range name box- lists the address of the cell currently selected.Formula bar- When you enter information into a cell, anything you type appears in the Formulabar. You can edit text in this bar or in the cell itself. This is also where you enter mathematicalformulas.

Each worksheet is made up of columns (vertical sections) and rows (horizontal sections).The point where the rows and columns intersect is a cell (the little squares).Cells are identified with a letter and a number that refer to the column and row where it islocatedthis is the cells address. For example the cell address A1 refers to the intersection ofcolumn A and row 1 and the cell address C6 refers to the intersection of column C and row 6.

Sheet name tabs are shown along the bottom for each sheet within the workbook. This allowsyou access different sheets within a workbook.

The Data Region is the area of a worksheet that contains data (as opposed to headings, etc.)

Moving from Cell to CellTo select a cell, click in the middle of it. A thick, black border will appear.To edit a cell, double click in the middle of it. A thinner, black border will appear and the cursorwill appear in the cell.

RangeName

Formula

bar

Active sheetin workbookand DataRegion

ColumnHeader

Row

Header

SheetNameTabs


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To move: Use the keyboard:Up, down, left, right Arrow keysLeft or right Tab key orShift key + Tab keyUp or down one window Page Up orPage Down keyTo the farthest cell in the dataregion in a given direction

Ctrl key + Arrow key

To the beginning of the row Home keyTo the beginning of the sheet Ctrl key + Home keyTo the last cell containing datain the sheet

Ctrl key + End key

To go to a specific cell F5 key (GOTO) then enter thecell address

Objective 3: Enter and edit data in your gradebook

Entering Data into a Cell

Place the cursor in the cell you wish to enter data, and begin typing.If you are entering data down a particular column, the Enter key will store your data, and move youto the next cell down the column. If you are entering data across a row, the Tab key will store yourdata, and move you to the next cell across the row to the right.

To Edit Data in a Cell

1. Click the cell once to select it, and click in the formula bar to edit the contents. This will activate theformula bar where you can enter/edit your data (you will also see it in the cell, but you are editing within theformula bar).

2. When you are finished editing the data, either click on the check mark to the left of the formula bar, or

press the Enter key on the keyboard. This will store the entered data into the current cell.

Alternate Method To Edit Data in a Cell

1. Double click the cell. This will allow you to edit from within the cell itself (you will also see it in the formulabar, but you are editing within the cell).

2. When you are finished editing the data, either click the check mark, or press the Enter key on thekeyboard.

Objective 4: Apply formatting to your gradebook.

Formatting your spreadsheetTo Change the Font, Font Size, etc1. Highlight the cells, rows or columns you want.2. Select the appropriate font, size, color, etc for the cell (whether it be text or numbers)

by clicking Home Tab from Font Group button on the ribbon and select desiredfeatures.


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The Format Cells Dialog BoxThere are many other formatting options available in the Format Cells dialog box besides textformatting. To apply the other types of formatting found in this dialog box, you follow steps similar tothose described to change the text formatting previously.

To Apply Other Types of Cell Formatting

1. Highlight the cell(s) you wish to format, click Format Group button on the ribbon.2. Click the appropriate tab described in the list below and make any changes, then click OK.

Number tab allows you to set the display format for the data in the cell. For example, you candisplay a decimal value as a percent or a dollar amount, or you can specify a date format. Alignment tab allows you to change how the data is aligned within the cell both horizontally andvertically. You can also change the orientation of the data in the cell so that it is written sideways, atan angle, or vertically. Font tab contains all the settings for text display (Font, Style, Size, Color, and Effects).

Border tab allows you to specialize the border/grid lines displayed for the highlighted cells. Filltab allows you to add color to text. Patterns tab allows you to add a background shading color to the highlighted cells.

NOTE:To highlight a non-continuous set of cells: Click and drag across one group of cells. Then, hold down theControl (Ctrl) key on the keyboard and click and drag across the other group of cells.

As you enter information, many names will be longer than the width of the cell. There are severalways to adjust the width of the cell.

To Manually Expand the Width of a Column

1. Position your mouse pointer along the right edge of the column header for the column you want toexpand. You will get a double-headed arrow.

2. Drag the border of the column to the width you want.

Font

Group

button


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To Automatically Expand the Width of a Column (automatically fit the longest entry in the column)

1. Position your mouse pointer along the right edge of the column header for the column you want toexpand. You will get a double-headed arrow.

2. Double click the left mouse button.

You may wish to have text wrap to a second line in a cell rather than expand the column width toaccommodate the text on one line.

To Wrap Text in a Cell1. Highlight the cells, rows or columns you want.2. Click Home Tab.3. Select Wrap Text button.

Creating a Title for your Gradebook

It may be desirable to format the title of your gradebook to be centered over all the columns ofdata in the gradebook.

To Enter Text that Spans Several Cells1. Enter text into a cell.2. Select the range of cells you want the text to occupy by clicking on the first cell in your

range, and then drag your mouse across the cells you want to merge.3. Click the Merge and Center button from Alignment Group on the ribbon.

Objective 5: Adding and deleting students or assignments.

To Insert Columns1. Click on Home Tab.2. Select the column that is to the right of where you want the new column inserted.

(Columns are inserted to the left of the selected column.)3. Click downward arrow on Insert from Cells Group, then click Insert SheetColumns.

Merge andCenter

Insert, Format, Delete


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To Insert Rows1. Click on the Home Tab.2. Select the row that is under where you want the new row inserted. (Rows are inserted

above the selected row.)3. Click downward arrow on Insert from Cells Group, then click Insert SheetRows.

To Insert Worksheets1. Click on the Home Tab.2. Click downward arrow on Insert from Cells Group, then click InsertSheet.

It may then be necessary to rearrange the order of the sheets. To rearrange the sheets, simplydrag the appropriate sheet to its new location.

Deleting Columns or Rows for Student Assignments

To Delete Columns1. Click Home Tab.2. Select the column to be deleted by clicking the appropriate column header button.3. Click downward arrow on Delete from Cells Group, then select Delete Sheet Columns.

To Delete Rows1. Click Home Tab.2. Select the row to be deleted by clicking the appropriate row header button.3. Click downward arrow on Delete from Cells Group, then select Delete Sheet Rows.

To Delete Worksheets1. Click Home Tab.2. Select the sheet to be deleted by clicking the appropriate sheet tab.3. Click downward arrow on Delete from Cells Group, then select Delete Sheet.

Objective 6: Name worksheets.

Naming your Worksheets

When you open a new workbook, three sheets are displayed by default. These are genericallylabeled.

To Rename Worksheets1. Make sure the worksheet you wish to rename is selected or

active.2. Click Home Tab onRibbon.3. Select downward arrow on Format from Cells Group, thenclick Rename Sheet.


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4. The sheet name tab of the current worksheet will become highlighted. Start typing thenew.

5. Click anywhere in your worksheet when you are finished.

Alternative Method to Rename Worksheets1. Double click on the tab for the sheet you want to rename.

2. The sheet name tab of the current worksheet will become highlighted. Start typing thename.3. Click anywhere in your worksheet when you are finished.

Be careful when deleting rows, columns, or worksheets because you will delete all data storedin those locations.

Objective 7: Enter and Manipulate data.

Formulas: Entering and Manipulating DataIn order to manipulate data stored in a spreadsheet, you need to create formulas.Some basic facts about using formulas in Excel are as follows:

All formulas begin with an equal (=) sign. Data that is stored in the worksheet and that needs to be used in a formula is referenced

using the cells address.

The following mathematical operators can be used when creating a formula: +, /, -, and *.These are in addition to a plethora of built-in functions available to us through Excel such asAverage, Minimum, Maximum, Standard Deviation, Sum, and Boolean logicjust to name a

few.


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Calculating a Percentage of Total PointsTo calculate a percent of total points, you first need to total the points of a series of grades.There is a very common function called Sum, which can do exactly that.

To Create a Formula using SUM

1. Select the cell that will contain your total, click Formula Tab then AutoSum button onthe ribbon.

2.Excel will put a dotted line around the cells it thinks you want to add. If that is correct, justpress the Enter key on the keyboard. If not, then edit the cell addresses in the formulabar then press the Enter key on the keyboard.

Then you need to create a formula manually to divide total points earned by the total number ofpossible points.

To Divide the Total Points Earned by Total Possible Points

1. Select the cell that will contain the formula to calculate the percentage.2. Press the = Equal key on the keyboard.3. Click on the cell that contains the total points earned.4. Press the / Slash key on the keyboard for division, and then enter the total points

possible.5. Press the Enter key to calculate.

The results will display in a decimal format. If you wish to display the results as a percentageyou should format the cell.

To Format a Decimal Value as a Percentage

1. Highlight the cell(s) that contain(s) the decimal value.2. Click Home Tab on ribbon then select Number Group.3. From Format Cells dialog box the listing select Number Tab select Percentage fromcategory list then set the desired number of decimal places.5. Click OK.

NOTE:When the decimal places are limited, the value displayed is automatically rounded.However, the value stored is not rounded; this occasionally may cause unexpected results ifsuch a value is used in further calculations. Remember, the Percentage format changes theappearance of the cell contents, but not the actual way the cell contents are stored.

AutoSum button

InsertFunction


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Once you have a formula and the formatting correct, and it is appropriate for the rest of the cellsdown a column, or the rest of the cells across a row, it is possible to copy that formula and thereferences will be automatically adjusted.

To Use AutoFill

1. Click on cell that has the formula you want to select it.2. Move the mouse pointer to the bottom right corner of the cell. Place the mouse pointer on thedark square found in the corner. You will know when you are there because a solid black crosswill appear instead of your pointer.3. Then hold down your left mouse button and drag your pointer across the cells you want toAutoFill. As you drag across, you will see a dotted line appear around the cells.4. Once youve highlighted the cells you want to AutoFill, release your mouse button. The valueswill fill in.

Calculating a Straight Average

There is a function called Average which calculates the arithmetic mean of a series of values.This function can be used for example, to calculate either a straight average grade, or possiblyto calculate the class average on each assignment/quiz/test.

To Use the Average Function1. Select the cell that you want to contain

your formula.2. Click on the InsertFunction button on

the ribbon.

3. From Insert Function click downwardarrow on Function category list. TheSelect a function name list displays thefunctions contained within the selectedcategory. Click the Statistical categorythen click Average in function name list.Click OK.

Insert Function Button


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4. You will then get a dialog box identifying which cells will be included in the calculation.Read the information carefully. You can edit the cell range information directly via thekeyboard if the automatically selected ranges are not appropriate oryou can drag thedialog box out of your way and highlight the cells that should be used in this function.

5. Then click OK.

Refining the Percentage of Total Points Grade FormulaNormally, when a formula is filled down a column, or across a row, the cell references areupdated accordingly. However, when there is a reference to a cell which you do not wish tochange, you must specify that reference as an absolute reference with the $ character. Forexample, the cell reference of C2 would become $C$2.

For Example:The formula for our Grade Percentage could be =N3/1000; where N3 is the cell that containsthe sum of the total points earned and the number 1000 comes from the fact that there are 10

scores all out of 100 points. What if we changed the number of assignments? We would alsohave to change this formula to reflect the new total possible points, and wed have to fill downthe formula again.As an alternative, we can store the 1000 value in a cell somewhere, and make the formulareference that value. The reason for doing this is to avoid having to change the formulas whenwe change the data. It is best to have all your formulas contain only cell references, and nonumeric values.

To Edit the Percentage of Total Points Grade Formula to Use Absolute References

1. Click a blank cell that would not normally contain data.2. Enter the total possible points into this cell.3. Now, go back to the first cell that contains the Percentage of Total Points. Edit the formula

and replace the numerical value in the cell address to the cell address that now contains thetotal possible points. For example if you entered the total possible points into cell O3, thenyour formula would be similar to: =N3/O3.

4. Before you copy this formula down, you will need to make the cell address O3 an absoluteaddress as opposed to a relative address. You do this by putting a $ Dollar sign in front ofboth the column and row part of the address. For example, $O$3.

5. Then fill this formula down the column using AutoFill.

So, if we were to add another column within the assignments list, then all we would have tochange is the value in cell O3 to 1100, or 1200, or whatever is appropriate. The grade valueswill be updated automatically.Training


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Objective 8: Sort your gradebook.

Sorting Your GradebookYou may find the need to re-sort the list of students, either to alphabetize the names, or possiblyto order the list according to ID number, or a particular grade.

To sort spreadsheet data1. Click on the field(s) name you want to sort2. Click the Sort & Filter button on the ribbon.3. Select AZ (ascending) orZA (descending) button.

For Multiple Sorts1. Make sure that a cell in your database or list is selected.2. Click Home Tab on Ribbon click downward arrow on Sort/Filter button.3. Click Custom Sort, if necessary; add new field level by clicking Add Level button.4. Make selection by clicking downward arrow from Column, Sort On, or Order fields.

SortandFilter


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Objective 9: Basic Printing

Once you have entered all of your data,calculated your formulas, and formattedyour gradebook, you are ready to print.

To Print a Selection1. Highlight everything in your

spreadsheet you want to print. This

includes your title, headings, datafield and charts.2. Click Microsoft Button on the

Ribbon, then click Print.3. Select the Selection radio button in

the Print what section.4. Click OK.

To Print a Sheet

1. Make sure you are viewing the sheet you wish to print.2. Click Microsoft Button on the Ribbon then click Print.3. Select the Active sheet(s) radio button in the Print what section.4. Click OK.

NOTE: Keep in mind that a sheet may have many pages.


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To Print an Entire Workbook1. Click Microsoft Button on the Ribbon, then click Print.2. Select the Entire Workbook radio button in the Print what section.3. Click OK.

To Select Page Orientation (Portrait or Landscape)1. Click Page Layout Tab on the Ribbon, and then click Orientation.2. In the Orientation section, click either the Portrait or the Landscape button.3. Click the Microsoft button then Print to actually print at that time.

To Use Print Preview1. Click the Microsoft Button on the

Ribbon.2. Click arrow next to Print, then click

Print Preview.3. Click the Close button on the Print

Preview Ribbon.

Printing Gridlines

PageLayout


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To Print GridlinesGridlines do not automatically print. You must tell Excel to print the gridlines.

To Print Gridlines1. Make sure you are on the sheet that you wish to have gridlines when you print.2. Click Page LayoutTab on ribbon then click the Sheet Options Launcher button.

3. Click Sheet Tab.4. Select the Gridlines check box from print what section.4. Click OK.

Printing Row and Column Headers

The row and column headers, usually denoted by numbers and letter, do not automatically print.You must tell Excel that you wish to have the headers print.

To Print Headers

1. Make sure you are on the sheet that you wish to have column and row headers on when youprint.

2. Click Page Layout Tab on ribbon then click Sheet Options Launcher button.3. Click the Sheet tab.3. Select the Row and column headings check box.4. Click OK.

Repeating Rows or Columns on Multiple PagesAs your spreadsheets get bigger and bigger and contain more information, you may find thatyou are running over onto multiple pages. When this happens, you may find that the column orrow headers only appear on the first page. It might become necessary to have the row orcolumn headers appear on each page that is printed for readability and consistency.

To Repeat Rows or Columns when Printing

1. Make sure you are on the sheet that you wish to have columns or rows repeat when you print.2. Click Page Layout Tab on ribbon, then click the Print Titles from Page Setup Group.

3. Click Sheet Tab.4. To repeat column labels on every page, click Rows to repeat at top, and then enter therange for the rows that contain the column labels orto repeat row labels on every page, clickColumns to repeat at left, and then enter the range for the columns that contain the rowlabels.

5. Click X to close then click Print button to print immediately orclick OK to continue workingand print at a later time.


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Display or Print FormulasIt is possible to display and/or print out your formulas as opposed to the calculated values,which is the default.

To Print Formulas

1. Select Microsoft Button then clickExcel Options button.

2. Click Advanced option.3. From Display Options for this

Worksheet categoryselect Show formulas in cellsinstead of calculated results.

5. Click OK. (The spreadsheet nowdisplays the formulas in the cellsinstead of just values)

6. If you choose to print, the formulaswill be printed instead of thevalues. (You will have to followthese instructions and clear theShow Formula in cells instead ofcalculated resultsto be able todisplay/print values again.)

beginning grade books 2007

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