officereports manual

Add, analyze and report data in Word and PowerPoint

OfficeReports for Microsoft Office, version 2013, 2010 and 2007

2

Contents Welcome to OfficeReports .............................................................................................................. 6

Purpose of this manual ................................................................................................................ 7

The example data set .................................................................................................................. 7

Getting started – Four simple steps ............................................................................................. 8

Data in OfficeReports ...................................................................................................................... 9

Add Data ..................................................................................................................................... 9

Importing data from Excel ...................................................................................................... 10

Multiple datasets in one report ............................................................................................... 11

Importing new cases .............................................................................................................. 12

Add/Update data belonging to existing cases ......................................................................... 12

Variables ....................................................................................................................................... 13

Original Variables ...................................................................................................................... 14

Categorical variables ............................................................................................................. 14

Numerical variables ............................................................................................................... 16

Text Variables ........................................................................................................................ 16

Date Variables ....................................................................................................................... 17

Derived Variables ...................................................................................................................... 17

Derived categorical variables based on categories ................................................................ 17

Derived Categorical variables based on numerical variables ................................................. 19

Derived Numerical variables based on categorical variables .................................................. 21

Derived Period Variable based on Date Variable ................................................................... 23

Formula Editor for derived variables ...................................................................................... 24

Group Variables ........................................................................................................................ 25

View, Edit and Export data – or Export tables to Excel .................................................................. 26

View, Edit and Export data ........................................................................................................ 26

Export tables to Excel ................................................................................................................ 27

Tables ........................................................................................................................................... 27

Add Table .................................................................................................................................. 28

Frequency Table .................................................................................................................... 28

Cross Table ........................................................................................................................... 30

Using cross tables expands the options that are under the ‘Options’ tab. ............................... 31

Summary statistics of a numeric variable ............................................................................... 32

Add Grid Table .......................................................................................................................... 35

3

Grid Tables based on Numerical Variables ............................................................................ 37

Add Multiple Tables ................................................................................................................... 39

General Table Functions ........................................................................................................... 40

Options (Frequency tables) .................................................................................................... 40

Options (Cross tables) ........................................................................................................... 41

Layout .................................................................................................................................... 41

Resize .................................................................................................................................... 42

Filter ...................................................................................................................................... 42

Benchmark ............................................................................................................................ 45

Weight ................................................................................................................................... 46

Sort ........................................................................................................................................ 46

Charts ........................................................................................................................................... 47

Add Chart .................................................................................................................................. 47

Frequency Charts .................................................................................................................. 48

Cross Charts .......................................................................................................................... 49

Add Grid Chart .......................................................................................................................... 51

Add Multiple Charts ................................................................................................................... 52

General Chart Functions ........................................................................................................... 53

Options (Frequency charts) .................................................................................................... 53

Options (Cross charts) ........................................................................................................... 54

Layout .................................................................................................................................... 54

Resize .................................................................................................................................... 56

Filter ...................................................................................................................................... 56

Benchmark ............................................................................................................................ 57

Weight ................................................................................................................................... 57

Sort ........................................................................................................................................ 58

Text Lists ...................................................................................................................................... 58

Text list in PowerPoint ............................................................................................................... 59

Inserting text outside a placeholder ........................................................................................ 59

Inserting text inside a placeholder .......................................................................................... 59

Text list in Word ......................................................................................................................... 59

Editing Tables, Charts and Text Lists ............................................................................................ 60

Editing the Content .................................................................................................................... 60

Editing the Design ..................................................................................................................... 60

4

Copying Tables, Charts, Text Lists and Pages .............................................................................. 60

Take a copy when an ‘Add table’ or ‘Add chart’ window is open ................................................ 60

Open a ‘new’ empty ‘Add table’ or ‘Add chart’ window and produce a copy of the previous

defined table/chart ..................................................................................................................... 61

Copy and Paste a table or chart ................................................................................................ 61

Copy a page/slide containing many tables and/or charts ........................................................... 61

Statistics ....................................................................................................................................... 62

Benchmarking ........................................................................................................................... 62

Significance Test ....................................................................................................................... 64

Significance Settings .............................................................................................................. 65

Confidence Interval ................................................................................................................ 65

Chi-Square test ...................................................................................................................... 67

Column Proportions test (Z-test) ............................................................................................ 68

Column Means test (T-test) .................................................................................................... 69

Correlation test ...................................................................................................................... 70

Weighting .................................................................................................................................. 70

Calculating weighting factors ................................................................................................. 71

Universe ................................................................................................................................ 74

Add weights to all tables and charts in a report ...................................................................... 74

View and Export Weights defined in OfficeReports ................................................................ 74

Layout settings .............................................................................................................................. 75

Default Chart and Table Types .............................................................................................. 75

Localize (Customized text in tables) ....................................................................................... 75

Insert Position (PowerPoint) ................................................................................................... 76

Administer Chart styles and Table layouts in OfficeReports....................................................... 76

Default charts and tables ....................................................................................................... 76

Defining Chart Types ............................................................................................................. 77

Defining Table Types ............................................................................................................. 78

Localize ................................................................................................................................. 80

Filtering ......................................................................................................................................... 81

Report Filter .............................................................................................................................. 81

Repetitive Reports ..................................................................................................................... 82

Report production - combining Repetitive Reports, Filtering and Benchmarking ........................ 84

Add filters ............................................................................................................................... 84

5

Ignore filters ........................................................................................................................... 84

Benchmarking in report production ........................................................................................ 85

Dynamic texts in reports......................................................................................................... 88

Save as Report Template .......................................................................................................... 89

Refresh Report ............................................................................................................................. 89

Remove Data from report .............................................................................................................. 90

Settings ......................................................................................................................................... 91

Settings .................................................................................................................................. 91

Global Settings ...................................................................................................................... 91

Utilities ................................................................................................................................... 91

Customize Text ...................................................................................................................... 92

Order & Register ........................................................................................................................... 92

..................................................................................................................................................... 92

Help .............................................................................................................................................. 92

Manual ...................................................................................................................................... 92

Community ................................................................................................................................ 92

Consultancy .............................................................................................................................. 94

Appendix 1: The Formula Editor .................................................................................................... 95

Categorical Variables - How to reference categories ................................................................. 95

Logical Operators .................................................................................................................. 95

Numerical Variables .................................................................................................................. 96

Functions ................................................................................................................................... 97

Appendix 2-a: Installing OfficeReports for single users ................................................................. 99

Appendix 2-b: Installing OfficeReports – Multi-user installation ..................................................... 99

Appendix 3: Integrating Excel Macros in OfficeReports tables and charts (requires ProPlus and

Excel Macro Integration module) ................................................................................................... 99

Appendix 6: Adding tables and charts to placeholders in PowerPoint ......................................... 100

Troubleshooting – the OfficeReports add in is not displayed properly in the menu .................. 100

Technical Requirements .......................................................................................................... 101

Uninstalling OfficeReports ....................................................................................................... 101

6

Welcome to OfficeReports PowerPoint and Word are among the most popular alternatives when it comes to presenting data

in reports. More than 70% of all research data is reported in Microsoft Office. However,

transforming data into tables and charts and adding these into Word or PowerPoint based reports

is not a simple task.

A lot of software and services register and collect data. Many of these have limited facilities for

reporting data, but almost all provide a data export so that data can be transformed into proper

tables and charts using analytical software like, for example; SPSS, SAS, Crystal Report and

Excel. Yet there is still a job to be done before tables and charts can be presented within reports

based on Word and PowerPoint.

Tim Macer from Meaning recently made a study where he asked researchers and consultants what

improvements they wished for most in the analysis and reporting software they are using. Two out

of three mentioned ‘Automating the production of charts and PowerPoint presentations’!

OfficeReports adds, analyzes and presents data in Word and PowerPoint. OfficeReports is simply

an extra menu in Word and PowerPoint which enables you to add data and transform it into tables

and charts whilst you are writing documents and presentations. Say goodbye to the endless

copying and pasting of tables, charts and diagrams from external data analysis software. Now you

can get the job done in Word and PowerPoint.

This is a dramatic change in the work process for analyzing data and building reports.

OfficeReports simplifies data analysis, streamlines the production of reports and saves you a lot of

working hours. Suddenly Microsoft Office is your dynamic reporting tool!

The OfficeReports ribbon:

Best regards,

The OfficeReports team, Copenhagen 2013

Add and

organize

your data

Build a report including

tables, charts and text. Add

data and report filters and

OfficeReports produces

new reports automatically!

Select variables which

OfficeReports will calculate

into charts, tables and lists

Add it to your report as Excel

objects!

Add weighting

and

benchmarking

to your reports

Customize the

layout of your

reports

7

Purpose of this manual

This manual will provide a step-by-step guide on how to add, analyze and report data in Word and

PowerPoint.

We welcome your comments on this manual emailed to Feedback - OfficeReports manual. We appreciate if you will share with us your suggestions for improvements, or if you find any errors or inaccuracies in the manual.

The example data set

The manual repeatedly refers to an example dataset so we are able to provide examples you can

familiarize yourself with throughout the manual.

The data set covers data for 3,000 golfers evaluating the quality of different Golf Clubs visited. The

data set contains the following 11 pieces of information or ‘variables’:

Name of the Club

Country in which the Club is sited

Golf player’s Gender

Golf player’s Age

Grading of the Course – 5-point scale

Grading of the Driving range – 5-point scale

Grading of the Reception – 5-point scale

Grading of the Shop – 5-point scale

Money spent (Shop, Restaurant) – 5-point scale

Date of the visit

Comments

The data set covers different types of data, such as:

Numeric data

Dates

Open text

Categories

OfficeReports imports data from different formats that almost all survey tools can export data into:

SPSS (.sav-files)

Excel (xls/xlsx-files)

Triple-S

You can find the example data set and download a file containing all the different formats here:

www.officereports.com/support

mailto:[email protected]?subject=FeedbackOfficeReportsmanual

http://www.officereports.com/support

8

Getting started – Four simple steps

Let us start with an appetizer and show how easy it is to transform data into charts or tables, and

then add them to reports and presentations:

Open a Word document or PowerPoint presentation. Open the OfficeReports toolbar by clicking

the tab in the ribbon and click the `Add Data´ button furthest to the left in the toolbar. Locate an

Excel/SPSS or Triple-S file containing data. When the import has finished, close the window

showing the number of records and variables imported.

Click `Add Table´ in the OfficeReports toolbar. In the window popping up select ‘Country’ as

‘Variable’:

OfficeReports responds

immediately by adding

the referring

Frequency table to

report:

Now add `Gender` as the ‘Optional variable’. Below is the resulting

Cross table:

① ②

③

④

Male Female Total

USA 16% 27% 20%

Denmark 19% 21% 20%

Spain 18% 23% 20%

England 22% 17% 20%

Argentina 24% 12% 20%

Total 100% 100% 100%

Base 1936 1064 3000

Country

9

It is a similar procedure to create charts. All the output of tables/charts are Excel objects and due

to Excel’s facilities they are editable in every conceivable way!

It basically comes down to this! - OfficeReports is a new paradigm for transforming data into clear

information within Word and PowerPoint.

However, this is merely one of the most basic functions of OfficeReports. OfficeReports contains

far more advanced capabilities, examples include; weighing data, the creation and use of

templates and mass production of individually edited reports. In this manual we will explain in-

depth how to use the Add-in and its features.

OfficeReports makes Word and PowerPoint efficient, dynamic and intuitive reporting tools.

Data in OfficeReports OfficeReports understands and analyzes raw data organized in formats whereby each observation,

respondent or case is expressed individually and systematically. In the Excel data example above,

each row represents the answers from one respondent in the survey (called case or record).

Similarly, each column contains the answers to specific questions in the survey (called

variables).

In this section we’ll briefly explain the types of variables in OfficeReports and how they are defined.

Categorical – data in the form of categories. Example: Gender: Male/Female

Numerical – data in the form of numbers. Example: Age: 28

Text – data in the form of text. Example: Comments

Date – Example: June 21st 2011

For a more extensive explanation regarding the variables and their functions in OfficeReports, refer

to the section Variables in this manual.

Add Data

It is possible to add data to any Word document or PowerPoint presentation. The two basic ways

in which data is added are either by clicking the `Add Data´ button furthest to the left in the ribbon,

or by using a program that is directly integrated with OfficeReports. In other words:

OfficeReports imports data from the most common file formats used for exporting and

exchanging survey data: SPSS-files (sav-

format), Triple-S files, Excel files(.xls or

.xlsx) and OfficeReports data files (.accdb):

10

Some tools and services are integrated directly with OfficeReports. It could be a survey

tool, CRM, ERP or a similar tool that collects/registers data. Read more about integrating

OfficeReports with a software or service here: Let your software report data directly in Word

and PowerPoint

Importing data from Excel

It is easy to import an Excel data set directly into OfficeReports. However if you have your data

available in a SPSS (sav) format, or Triple-S we recommend that you use one of these data

formats – simply because the process is faster as the data format already contains information

concerning the order of categories, types of variables etc.

Importing Excel data through the Excel Data

Converter

If your data set is only available in Excel we

recommend that you use our converter to structure

and format the data correctly for the import. This is

important for OfficeReports’ ability to correctly identify

variables and cases.

Importing Excel data directly

If you do not want to use the data converter, here are

the general guidelines that must be fulfilled in the

data sheet before importing:

Rows should represent the responses from

each case; columns should contain the data in

each variable.

The top row must contain the names of each

variable. It is important that all columns

containing data from a variable are given a

name.

If you wish to import a date-variable, the dates

need to be formatted like the dates are in the

Excel file.

Importing Excel data – Expanded format (as with Survey Monkey)

Some survey systems, such as Survey Monkey, provide two different versions of Excel export

formats. The expanded version contains more information about the data structure, which means

you have less work arranging data and variables when importing data. When importing Excel data

using the expanded format you do not need to use the converter, the import is handled

automatically.

http://www.officereports.com/partners

http://www.officereports.com/partners

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OfficeReports provides you with a data import which exactly matches the data structure in Survey

Monkey’s expanded Excel format. This option exports each answer into a different column per

question. Therefore, each row of a matrix/rating or multiple-answer-allowed questions will have a

designated column for that response. You can read more about this format at:

www.help.surveymonkey.com

Importing data from SPSS (.sav files)

Almost any professional survey tool has a function to export data to SPSS as a .sav file.

Depending on how proficiently and detailed the survey tool makes the export, the file will contain

(besides data) information about the variable type, text and labels, as well as text for all categories

in the dataset. If the survey software does not export all these texts automatically, you can add it

manually in OfficeReports after the import.

Importing data from Triple-S

Triple-S is a standard format which was born out of the market research industry. Many providers

of market research software and/or services provide targeted survey data in this format. You can

find an updated list of survey tools that export data into the Triple-S format here: Products which

have a Triple-S export

Triple-S data is organized in two files. The dictionary information is stored in a file with the

extension .xml and the data is stored in a separate file with extension .dat. The Triple-S format

includes a definition.

Importing data from an OfficeReports data file (.accdb file)

From OfficeReports – whether based in Word or PowerPoint – you can export an OfficeReports

data file. The format is with the extension .accdb and you can import this data file into any Word or

PowerPoint file.

Multiple datasets in one report

It is possible to work with multiple datasets in one

report. It can be data from different sources or

periods. Importing additional data can be done in

two ways:

1. Importing new cases

2. Updating existing cases

We will now explain each of these functions.

http://help.surveymonkey.com/app/answers/detail/a_id/273/session/L2F2LzEvdGltZS8xMzI3NzYyNTIzL3NpZC9TUlFuZGhQaw%3D%3D

http://www.triple-s.org/ssssoft.htm

http://www.triple-s.org/ssssoft.htm

12

Importing new cases

1. With OfficeReports it is possible to add new cases to any existing report. To do this, click

the `Add data´ button in the top left corner. Locate the file with the new data and import it.

2. The window shown above will appear. Select ‘Import as new cases’.

3. After having imported the new

cases, let’s take a look at our

variable list. OfficeReports always

includes a variable called ‘Imports’.

In this variable are registered

imports of all new cases and

organizes them in a new import

category.

Add/Update data belonging to existing cases

When merging data in OfficeReports each case

is updated using new data. For this operation to

be successful each case needs to be assigned a

unique ID. The simplest procedure for this is to

have a variable in the original data sheet

containing a unique ID (text- or numerical

variable) for each case. In our example we have

a variable named `id´ which is individual for each

respondent. Therefore, we choose this variable

as the `key´ by checking the box to the left of it.

Observe: When merging cases, OfficeReports

ONLY imports and/or updates data regarding

existing cases. OfficeReports will not add data

for the cases where a key is not found! For these

cases please use the standard import features.

13

Variables

In this section we will go through and explain the different types of variables in OfficeReports. Each

variable type has a specific icon and color. The icon specifies the kind of variable it is, the color

provides information about whether the variable is an original or if it is a derivative of the original.

After importing data, the window shown below will appear. This variables window is where all

actions concerning altering, organizing, or restructuring of the variables are done.

1. On the left side we can see all our variables. Notice that each different type of variable has

a different icon:

Categories

Values

Text

Dates

c

li

c

k

t

h

e

ri

g

h

t

m

o

u

s

e

b

u

tt

o

n

①

②

③

②

③

④

⑤

14

2. To the right of the variables we can see the number of observations

contained in each variable. If we expand a categorical variable we can

see the range of data across the different categories in the variable.

3. Show the variables as Numbers, Labels, Text or a combination. Hint: If

the list of variables is long you can type a fragment of the number,

label or text, and OfficeReport will focus on the selected variable.

4. Using the arrow keys you can change the order of the variables by

moving them up and down the list (alternatively, instead of using the

arrow keys, you can use the shortcut keys ctrl+↑ or ctrl+↓).

5. By selecting a variable you can view and edit the variable’s label and

text.

On a very basic level there are two kinds of variables:

Original variables – which are all colored red - recognized by OfficeReports and created

automatically from the data

Derived variables – which are all colored blue - created by the user based on other

variables

The following sections will go through these variables.

Original Variables

Categorical variables

This kind of variable is one where the data can be divided up into categories - for example, a rating

on a scale (Very bad – Very good) or categorical information such as gender, department, country

etc.

Insert additional categories to variables

Categories are automatically created when importing data, but you can always add additional

categories to a variable.

1. Select the variable where you want to insert a new category

2. Click ‘New Category’ 3. Give a name to the new category and press OK 4. The new category will be added.

Reordering categories

Sometimes categories are not organized in an order as you need in tables and charts. To organize

the categories in a different order, it is possible to manually rearrange the order of the categories

by using the arrows in the upper left side of the variable window.

.

1. Highlight a category which you need to move and use the arrows in the top left corner to

move them. (Or alternatively use the shortcut keys ctrl+↑ or ctrl+↓)

①

15

2. If many variables are using the same categories and the all need to be reorganized, you

can use the feature `Organize other variables like this one´ which you will see as soon as

press ‘+’ in front of a category variable to see the different categories:

3. Press ‘Organize other variables like this one’ and a window pops up, showing other

variables containing at least some of the same categories as contained in the variable you

have in focus.

4. All categories in all the selected variables are hereby organized similar.

Assigning Values to Categorical Variables

In some cases it is meaningful to assign values to categories. In our example data set where golf

courses are rated on a 5 point scale from ‘Very good’ to ‘Very bad’, it can be useful to add a value

to each set of scale points, as this makes it is possible to calculate the mean and standard

deviation, as well as adding these useful measures of data to tables and charts:

① ②

③

④

16

1. We start by clicking the `Variables´ button in the top left corner. To add value to a category,

expand the variable by clicking the `plus´ sign to the left of it. This highlights a category.

Check the `Value´ option that appears on the right side, and type in the desired value.

2. If a category should not be included in the calculation of a mean (this could be relevant for

the ‘No response’ category) check the `No Value´ box.

3. In our example we have chosen to add values from 0 to 100, as well as checking the box

`No Value´ for the `No response´ option so that it does not interfere with our results. It is

possible to use any values (including negative and decimal numbers).

If you do not add values to the categories and within tables and charts include the

calculation of the mean, standard deviation etc., OfficeReports will assign a default value to

all categorical variables. OfficeReports, by default, will designate the first category the

value ‘0’, the second the value ’33,33’ etc.

4. As we have more than one variable that has data in this format (our variables `Driving

range´, `Reception´, and `Shop´ all have responses given in categories from `Very good´ to

`Very bad´), we would also like to add values to these response options. Again, this is

easily done by right-clicking the `Course´ variable and choosing `Organize other variables

like this one´.

Numerical variables

Numerical variables are data that are expressed as numbers. Examples from our dataset are

‘Age’, ‘Money spent in restaurant’ and ‘Money spent in shop’. In order to analyze these kinds of

variables we can calculate things such as the ‘average age’ or ‘total consumption’. Furthermore, to

enhance the ability to use numerical variables it can be useful to divide the numerical data up into

intervals. This will be explained in the section Derived categorical variables based on numerical

variables.

Text Variables

Text variables can be any given string of letters. Most often they contain comments or answers to

open ended questions. In short, text variables are data that is not in a numerical or date form and

data that cannot immediately be categorized. OfficeReports helps in presenting this data. An

example of this is that it is possible to sort text variables into different groups depending on other

variables. This means that it is possible to see the comments written, for example, only by those

who were unhappy with a particular service (which they had previously indicated in a response to

another question). Reporting text variables is explained in the section Text Lists. Text data from an

Excel data sheet will automatically be imported as text if the Excel column is formatted as text. If

the column is not formatted as text, OfficeReports will by default suggest that this variable is

imported as a categorical variable. If you want to make sure you have the right setting in Excel

simply right-click on the column head in Excel, choosing `format cells…´, and select the desired

text in the list on the left side.

17

Date Variables

The date variable is very useful when part of the data is a date. Data could be, for example, when

an observation was made, when an interview took place, or even a date of birth. When importing

data from an Excel data sheet it is important to be able to use this function to ensure the cells

containing dates are arranged in a date format. This function is performed simply by right-clicking

the column head in Excel, choosing `format cells…´ and selecting the desired dates from the list on

the left side.

Derived Variables

To use a dataset as a basis for building reports, you might realize that the data is not organized

perfectly for your specific needs. Perhaps you need the numeric variable ‘age’ organized as a

categorical variable containing four age categories, or a date variable organized as a categorical

variable containing seven week days etc.

In OfficeReports we call it ‘derived variables’ when you create new variables based on original

variables. Derived variables are denoted in blue and original variables in red.

In this section we will review how OfficeReports can create derived variables based on:

Categorical variables

Numerical variables

Date variables

All derived variables are based on combinations and/or calculations. OfficeReports provides a few easy ways to define derived variables, but you can also use the formula editor to define more complex variables and categories. In this section we will examine them all.

Derived categorical variables based on

categories

In OfficeReports you can insert your own new

variables where categories are built from categories

from other variables. It could be a new variable

‘Argentina - Gender’ containing two categories

(country= Argentina AND gender=Male) and

(country=Argentina AND gender=Female). To create

this new variable we click `New Variable´ in the

bottom of the variable window.

①

18

②

③

④

1. Give the new variable a Label name, as well as Text and select the variable type. In this

case it’s ‘Categorical’. Click ‘OK’ and the new variable is added to the variable list.

2. Create a new category in the new

variable ‘Argentina’ by dragging the

category ‘Argentina’ from the ‘Country’

variable on to the new variable ‘Gender –

Argentina’.

3. Afterwards we drag-and-drop `Female’

from the gender variable on to the ‘Argentina’

category under the new variable.

4. A small menu will then appear giving the

option to choose between ÀND´ or ÒR´.

Choose the option ÀND´.

5. The category will then change its name and

its contents, so that it now contains 127

observations, all of which has answered

Àrgentina´ and `Female´.

6. We then repeat the procedure and add one more category to our new variable. Now we

combine ‘Argentina’ and ‘Male’. OfficeReports automatically assigns the categories a

logical name, though you may wish to edit the name to something more appropriate

regarding your report.

7. A new derived variable is now added to the list of variables, ready to use for new tables,

charts etc. You can combine as many categories as are required to build new variables and

categories.

Adding a ‘not’ category

If you want a new variable containing the two categories ‘Argentina’ and ‘All other countries’ the

easiest way is to make an ‘not’ category:

1. We simply add a new

variable, add the category ‘Argentina’

twice to the variable:

②

②

⑤

①

19

2. Then right-click the second Argentina category and this

pops up:

3. Selcet ‘NOT’ and in the formula-box to the right you will see that the formula has

changed to: not([Country.Argentina]) and

suddenly the category and the observations

has changed:

Derived Categorical Variables based on numeric variables

Some data set contains numeric data which you want to present as intervals or categories. For

example a numeric variable containing numbers from 15-90 which you need to organize in

intervals, or a numeric variable containing the numbers ‘1’, ‘2’, ‘3’, ‘4’, ‘5’ and ‘99’ which you need

to organize in exact 6 categories.

If you mark a numeric variable you will see these two options in the variable window:

Create Interval Variable

In our example, ‘Age’ is one of the variables. Say, for instance, that we are interested in creating

four different age groups, each the same size. The following shows you how to create these

groups:

1. Locate the numerical variable (in our case ‘Age’). Click on it and to the right you choose

‘Create percentile variable.’ In many situations it is necessary that you can divide your data

into percentiles (which basically means dividing your numeric data into 10 groups, each

containing an equal number of observations). In OfficeReports you can easily create as

many derived variables, based on a numeric variable, as you need.

2. In our example we would like four intervals, so we

simply change the standard of intervals from two to

four in the window that appears. We then click `OK´.

3. A new variable will now appear in the tree-structure

with a blue icon , signaling it is a derived

categorical variable. OfficeReports will give this type of

new derived variable the same text as the original. The

label to the new variable is the same as the original

added ‘- intervals’:

②

20

①

4. As usual, you can change the name and the label by highlighting the variable and editing

the label and text in the boxes on the right-hand side. The fact that the intervals created by

OfficeReports are equally divided gives us a good starting point for analyzing the data. We

now move on to editing these into the following intervals; 15-25, 26-40, 41-60, and 61-90.

5. To alter the intervals we highlight each category that has appeared under the ‘Age

intervals’ variable, and change the formula that is written in the bottom box on the right-

hand side. Do not forget to click `Calculate´ after you’ve finished changing each formula.

6. You are now ready to use the new variable for reporting or in combination with other

variables.

Create Categorical Variable

Our example data set is not obvious for this, but says for instance, that we are interested in

creating a category for each numerical value that appears in the data set:

1. Locate the numerical variable (in our case ‘Age’). Click on it and to the right you choose

‘Create categorical variable.

2. A new variable will now appear in the tree-structure with a blue icon containing as many

categories as we have unique numbers in the original numerical variable. OfficeReports will

give this type of new derived variable the same text as the original. The label to the new

variable is the same as the original added ‘- categorical.

Derived Numerical variables based on numerical variables

If we would like to know the total expenditure at the golf club, that is, the added expenditure of

people at both the shop and restaurant, we can combine these variables together into one new

variable.

1. We do this by clicking the one numerical variable

button in the top left corner. We then simply drag-

②

21

③

and-drop one of the numerical variables on to the other. A menu will then appear giving us

the options to; `add´, `subtract´, `divide´, or `multiply´. In our case we

would like to add the two, hence we choose `add´.

2. A new numerical variable will then appear named `Money spent in shop

+ Money spent in restaurant´. The new variable is

iconized by .

3. If you do not like this name, highlight the variable and

change the text in the top text box on the right-hand side. To change the name displayed

when the new variable is used, change the text in the text box below.

Derived Numerical variables based on categorical variables

It might sound a little abstract to talk about deriving numerical variables based on categorical

variables, but for example, consider data taken from a multiple choice test given to 100 students.

You might have 100 categorical variables where each category in each variable is given a value to

express the value of the answer given. Now if you add up all the answers you can calculate a sum,

a result. This result can be added to the data set as a new derived variable.

Example 1: Calculating a Numerical variable based on observations in a group of

categorical variables - step1

In our example data set we have four variables to illustrate satisfaction; Courses, Driving range,

Reception and Shop. Each of these variables contains a scale ‘Very bad’ to ‘Very good’, and each

of the categories on the scale is given a value.

Now we will create a Derived Numerical variable called ‘Overall satisfaction’ containing the sum of

the values for each of the four

scales and divided by four. This

could be considered as a measure

for a rating of overall satisfaction.

We enter a ‘New Variable’ called

‘Overall satisfaction’ and define it

as a ‘Numerical variable’.

When the new variable is given a

name the next step is defining its

content.

②

22

When the new variable is highlighted, you can see a formula box appear in the right-hand side of

the variable window, and the formula below needs to be entered:

([Courses.!Value]+[Driving range.!Value]+[Reception.!Value]+[Shop.!Value])/4

Click ‘Calculate’ and the content of the new variable is ready to use for tabulation, filtering etc.

Example 2: Calculating a numerical variable based on observations in a group of

categorical variables - step2

Calculating overall satisfaction as described above (Example 1) requires that we include in the

calculation observations for all objects on all variables. If an object does not include observations

for all the variables involved you cannot just divide the sum of the values by a fixed number,

instead you must take into consideration for each observation how many of the variables actually

include an observation.

So in the example, instead of dividing by four, we divide by the number of variables where

observations are included. Variable.!Observed is =1 if there is an observation on the variable, and

=0 if there is no observation.

This number can be calculated by this formula:

([Courses.!Observed]+[Driving range.! Observed]+[Reception.! Observed]+[Shop.! Observed])

The alternative formula for calculating the ‘Overall satisfaction’ is:

([Courses.!Value]+[Driving

range.!Value]+[Reception.!Value]+[Shop.!Value])

/

([Courses.!Observed]+[Driving

range.!Observed]+[Reception.!Observed]+[Shop.!Observed])

Example 3: Calculating a Numerical variable based on observations in a group of

categorical variables – step3

If the variables in the example above include categories which are marked ‘No Value’ - typically

categories such as ‘Don’t Know’ - these should be excluded in the calculation of the overall

satisfaction.

23

In this situation we must calculate the denominator using ‘Variable.!HasValue’ which calculates a

value =1 for observations that contain a value.

This number can be calculated by this formula:

([Courses.!HasValue]+[Driving range.! HasValue]+[Reception.! HasValue]+[Shop.! HasValue])

The alternative formula for calculating the ‘Overall satisfaction’ is:

([Courses.!Value]+[Driving range.!Value]+[Reception.!Value]+[Shop.!Value]) /

([Courses.! HasValue]+[Driving range.! HasValue]+[Reception.! HasValue]+[Shop.! HasValue])

In Appendix 1: The Formula Editor you will find much more information about how to define new

formulas using the formula editor.

Derived Period Variable based on Date Variable

Many data sets contain date variables. For reporting, these are not only useful as filters but quite

often it is necessary to present a date in a weekday, month or year format. Deriving these types of

variables based on date variables is a simple operation in OfficeReports. A few clicks and you

have added one or more of the following 13 Period variables based on a date variable:

Current Period Calendar Period

Days (first day – last day) Working days (Monday – Friday)

Weeks (first week – last week) Week days (Monday – Sunday)

Months (first month – last month) Months (January – December)

Quarters (first quarter – last quarter) Months Q1 (January – March)

Years (first year – last year) Months Q2 (April – June)

Months Q3 (July – September)

Months Q4 (October - December)

Quarters (Q1- Q4)

1. Select and right-click on a date variable,

and choose `create periods´ (as shown

on the right). ①

24

②

2. After choosing `create periods´, a window will

open in which we can choose the desired period from

the drop-down menu on the top. In our example, we

would like to know if there is a difference between

countries in the number of visitors during the year.

Hence, we choose to create a `Months´ variable (as

shown on the left).

3. After clicking `OK´, a new variable will appear

in the list of variables (as shown below). As

usual, it is possible to change the name of the

variable, and the name displayed when it is

used. by highlighting it, and changing the two

text fields on the right-hand side.

4. You are now ready to use the new variable for reporting or in combination with other

variables.

Formula Editor for derived variables

As shown above the derived variables and categories are based on combinations and formulas.

OfficeReports contains a formula editor that can be used on its own to define variables and

categories. In Appendix 1 you can read much more about the Formula Editor. There are numerous

options but let us take two examples:

Example 1: Define a numerical variable using the Formula Editor

Add a new variable, define it as numerical. Then use the formula editor for adding two numerical

variables and multiply the sum by 12:

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25

Example 2: Define a categorical variable using the Formula Editor

Add a new variable, define it as categorical. Then use the formula editor for defining two

categories: ‘Men aged 50+’ and ‘Women aged 40+’. The formula for ‘Women aged 40+’ is:

These two are just examples. In

Appendix 1 you can read much more about the possible options using the Formula Editor

Group Variables

Sometimes data is not properly organized for reporting

purposes. In our example data set, we have a variable

‘Country’ that is well organized, containing five different

countries as categories. Imagine that each of these

categories were organized further in to five individual

variables, each containing just one category. In such a

situation it is easy to organize the five individual variables in

to one Group Variable using the ‘Group’ feature.

1. In the demo data set we have two variables, ‘Country’

and ‘Gender’, which we want to combine in to a

Group Variable. Click on the button ‘Group’ at the

bottom of the Variable window to create a Group

Variable.

2. Give the new Group variable a label and text. Select

the variables to be grouped and click on ‘OK’.

3. The new Group variable is now

added to the Variable list:

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26

View, Edit and Export data – or Export tables to Excel

View, Edit and Export data

You might need to check or edit data in OfficeReports. If you edit the data, after your tables and

charts have been produced, clicking on ‘Update Report’ will reproduce edited versions of tables

and charts.

Additionally one click can export all data from OfficeReports – even data form newly calculated

variables – making the data ready to use in new contexts, such as software for analytical statistics

etc. We will now go through step-by-step how to perform these facilities:

1. Click `View, Edit, Export´ and the observations all variables are displayed in a long list of

raw data. Data is organized in columns (=variables) and rows (=cases/interviews/records):

2. Right-click a column header – for example ‘Country’ and add a filter to the data view.

27

3. Categorical variables can be filtered by ‘=’, ‘<>’, ‘<> Ø’ or ‘=Ø’, where ‘Ø’ means empty

4. Numerical variables can be filtered by ‘=’, ‘<>’, ‘<’, ‘>’, ‘<=’, ‘>=’, ‘Ø’, <>Ø’

5. You may add as many filters as you need to reduce the viewed data set.

6. Numerical variables can be sorted in descending or ascending order when you click the

column header.

7. Variables can be reorganized. Left-click on a column header and drag it to another variable.

Now these two variables will be placed side by side.

8. All original variables can be edited, but derived variables which are based on original

variables cannot be edited.

9. `Delete Case´ option (meaning all data for this specific record can be deleted). In order to

save the changes made to any of the observations.

10. Click `Close´ and the edits can be saved.

11. Data can be exported to Excel-files that are readable by many different software programs.

To export the data, simply click `Export to Excel´.

Export tables to Excel

All OfficeReports based tables can easily be exported to Excel. Select ‘Export to Excel’ in the

‘View, Edit & Export’ window. OfficeReports will ask whether you want to export data or tables to

Excel.

Tables

Having data properly organized among Variables is a simple operation that involves transforming

data into tables, charts and text lists and including them in Word documents and PowerPoint

presentations.

OfficeReports calculates and presents tables in an Excel format, meaning that every table added

to any report is added as an Excel object.

This means that to make any further adjustments you can just double-click on any table and

Excel’s familiar user interface will open instantly. Furthermore, you can design and customize your

very own standard layout for tables that can be used as a template. You can read more about this

in Layout .

In the following section we review all the features that are immediately available to you for producing tables when using OfficeReports:

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Add Table

When using this feature all tables are calculated in OfficeReports and displayed in Excel tables.

The table style, by default, is defined by OfficeReports. When it is added to the report it is added

as an Excel object and can be edited at any time.

If you’d like an alternative layout or an alternative default content of tables you can read more

about customizing the table layout in the section Layout .

Tables are created by using categorical or numerical variables. Read more on each of these types

of variables in our section Variables. First, we will present all the types of tables using a categorical

variable, and then we will show how to present numerical variables in tables.

Frequency Table

A Frequency Table lists items and shows the distribution or the number of times they occur. To

add a table, click on `Add Table´ in the ribbon.

1. Select `How would you rate the golf course´ as the variable and OfficeReports will promptly

produce and add a table to the report showing the distribution of how satisfied the golfers

are with the courses.

2. The default content and layout of the table is based on the settings in the default Table

Type. If you select an alternative table type the actual table will immediately change to the

new layout and content. You can read more about adding extra types, changing default

types etc. in the section Layout .

①

①

②

①

29

Under the `Contents ´ tab there are general settings regarding the content and layout of the table.

When changing the content the table in the report will update immediately.

Read more about the

available options in the

section General Table

Functions.

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30

Cross Table

Cross Table with one background variable

A background variable divides the primary data into different segments. It can be helpful, for

example, to show the answers of a certain group of respondents. In our example, it could be

helpful to know if there are any differences in the answers of respondents from different countries.

1. We return to the `Add a Table´ window and select a top variable, (like when we selected

`Courses´ before). We then select

a background variable in the drop-

down menu (in our case, we pick

`Country´).

2. The table is divided with the respondents now in two groups, and also displays the spread

of results in each group. As shown below, the background variable lets us examine several

interesting differences in the results between the countries of our study.

①

②

31

Using cross tables expands the options that are under the ‘Options’ tab.

1. Choose whether

you want to display

Observations,

Percentages, or

both.

2. It is possible to

show a variety of

different

information in the

cross table. Each

statistical

measurement is

based on either the

rows, or the

columns.

3. It is possible not to

display the values of 0-cells, as well as rows and columns, wherein the base is less than X.

4. The percentage type selected will determine how the percentages are calculated. See

below for examples of each case.

Percentage Type: Column

As shown in the example:

Argentinian females represent 11,9% of all females.

Percentage Type: Row


Argentinian females represent 21% of all Argentinians.

Percentage Type: Total


Argentinian females represent 4,2% of all respondents

in the data set.

①

②

③ ④

32

Summary statistics of a numeric variable

You can show a summary statistic of a numeric variable for the cases in each cell. For example, in a table of country, you can use the numeric variable ‘How much have you spent in the restaurant’ to show the mean age per gender by the respondents in each cell. Other options include the total, percentage and standard deviation. Using numerical variables to create tables offers a wide range of possibilities (read more about the

possibilities in the section Variables).

1. Start off by

choosing a top variable

as a background

variable.

2. Select the

numeric variable you

want statistical

information for in the

cels.

3. Next are the specific

display options for

numerical tables under the

‘Options´ tab. Mean is the

default type selected.

Frequency tables:

Total: Percentage: Mean:

①

②

②

③

33

Croos tables:

If you want cross tables

containing information

from numeric variables

you can for example

define a cross tables

bases on Country as side

variable, Gender as

Optional Variable and

‘How much have you

spent in the restaurant as

numeric variable:

Total: Percentage:

Mean:

34

Cross Table with several background variables

Cross Table with a background variable containing many categories

If you are using a background variable that contains many categories there might be problems

appropriately displaying the table (the text is displayed in too small a size or it does not fit on the

page/slide):

Solution1: Swap the variables around and use ‘row percentage’ instead of ‘column percentage’.

This is a good solution when you are working in a portrait oriented page layout:

Solution 2: Divide the background variable in two by splitting one containing multiple categories of

two (or more) variables. In our example, we divide the background variable ‘Club’, but as it

contains 19 categories it is hard to display all the information on only one table, so instead we

define two derived variables, ‘Club - part1’ and ‘Club - part2’:

Shown here is the result of ‘Club - part1’ defined as a background variable. Observe that the base

in the ‘Total’ column includes not only the clubs specified in the table, but also includes all the

clubs from the original variable. The definition follows after the table:

Jefferson

Park Golf

Pine Valley

Golf Club

Ann Arbor

Golf Club

Cypress Point

Club

Liberty

National

Copenhagen

Golf Club

Kalundborg

Golf Club

Aarhus Golf

ClubEl Saler Las Brisas Sotogrande Valderrama Sunningdale

Royal

Birkdale

Very bad 2,5% 5,0% 3,6% 5,0% 2,4% 9,4% 10,8% 7,2% 27,6% 23,4% 20,6% 26,5% 2,3% 3,1%

Bad 9,8% 8,4% 14,4% 14,0% 10,2% 7,3% 9,1% 11,2% 38,7% 38,3% 34,8% 41,3% 16,7% 12,5%

Average 16,4% 20,2% 19,8% 14,9% 22,0% 23,0% 15,6% 16,6% 24,5% 23,4% 31,2% 21,3% 0,8% 0,6%

Good 41,8% 36,1% 27,0% 37,2% 29,1% 39,8% 41,4% 39,5% 4,3% 12,1% 7,8% 4,5% 43,2% 49,4%

Very good 28,7% 29,4% 31,5% 28,1% 36,2% 12,6% 16,1% 16,6% 1,8% 1,4% 2,8% 3,2% 35,6% 31,9%

No response 0,8% 0,8% 3,6% 0,8% 0,0% 7,9% 7,0% 9,0% 3,1% 1,4% 2,8% 3,2% 1,5% 2,5%

Total 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0% 100,0%

How would you rate the golf cource?

35

When dividing a background variable in two,

remember to ensure that the base default

does not contain all the observations from the

variable ‘Club’ (the result would be an

incorrect calculation of the total). The solution

is to add an extra category called ‘Total’ that

includes all observations from the variable

‘Club’. The formula for this category is:

[Club.!All].

For more information take a look in the

Formula Editor.

Add Grid Table

Grid Tables display multiple primary variables in one table. This feature is very useful when

reporting data for variables based on similar categories and when adding values to categorical

variables, as well as displaying mean and standard deviation data in tables. To see how to assign

values to categorical variables, please go to the section: Assigning Values to Categorical

Variables.

A Grid Table is a compact table that features multiple primary variables in one table.

36

Very bad

(1)Bad (2)

Average

(3)Good (4)

Very

good (5)

No

response

(6)

Mean Base

How would you rate the golf course? 11% 19% 22% 27% 17% 3% 3,3 3000

How would you rate the driving range? 10% 16% 28% 25% 18% 2% 3,3 3000

How would you rate the reception? 17% 25% 18% 22% 15% 3% 3,0 3000

How would you rate the shop? 20% 22% 22% 21% 12% 3% 2,9 3000

1. First click on `Add

Grid Table´ and in the

window that appears

press

and select the four

variables that

measured the

satisfaction with

different parts of the

golf course. After

selecting and pressing

‘OK’ the selected

variables are

displayed in the

variable window.

Simultaneously a table

is added to the report.

2. After adding all the variables to the list the table appears (as shown below). Again,

remember that in order to create a Grid Table values are assigned to every category. If

these values are not properly set, it is possible to remove values from categories, or to

change them. Instructions on how to do this can be found in the section: Assigning Values

to Categorical Variables. The value that was given to the option `Average´ in our example

was 3. As the total mean is greater than 3 for ‘Courses’ it can be concluded that, overall,

most people have an above average level of satisfaction regarding that particular part of

the golf club.

The following Content

options are available

on a frequency level:

37

USA Denmark Spain England Argentina Mean Base

How would you rate the golf course? 3,8 3,7 2,3 4,0 2,7 3,3 3000

How would you rate the driving range? 3,8 3,6 2,5 4,0 2,5 3,3 3000

How would you rate the reception? 2,0 3,1 2,2 4,2 3,6 3,0 3000

How would you rate the shop? 1,8 3,0 2,1 3,9 3,8 2,9 3000

3. When a background variable is added to the Grid Table, the result is a very compact table

displaying either the Mean or Standard Deviation according to the scaling:

On a grid cross table

Mean and Standard

Deviation are selectable

as Values. As Totals you

can select Mean and

Base:

Grid Tables based on Numerical Variables

Mean – Frequency table Mean – Cross table

38

Sort Grid Table

The ‘Sort’ tab includes

features to organize the

order and display of results in

the Grid Table. (OBS: the

sorting is always based on

the calculated Mean)

For example, it is often

useful to have the variables

displayed in a descending

order with the highest mean

at the top.

Sort Variables

In our example we would like to display the data from two sections of the golf club in a descending

order with the highest means first. To do this, check the box `Highest mean first´ so that the

variables are organized according to their means:

Do not show all variables

Check the box `Show´. To display the two variables from the example in a descending order with

the highest means first, select `Driving Range´ and `Golf Course´:

②

①

①②

②

③

39

Do not show all categories

This feature is available on frequency grids when the content of the chart is ‘Categorical variables’

and Values are set as ‘Percentages’’. This is not a filter, which means that percentages are not

changes.

Add Multiple Tables

The ability to create multiple tables in one process can be helpful in saving time.

Click on the `Add Many Tables’ button.

1. First select the desired Primary Variables that are to be used.

2. An additional option is to add background variables.

3. All tables will have a layout and content according to the default Type. This can be

overruled by selecting an alternative Type or by using you very own layout.

Selecting 4 primary variables and 2 background variables gives a total of 8 cross tables

OfficeReports automatically produces the tables and adds them to the report; in PowerPoint this is

one table per slide and in Word all objects are added in a row (depending on the size and

document settings).

②

①

③

③

40

In some situations it is more efficient to copy and edit tables than using the feature ‘Add Many

Charts’. OfficeReports offers great features for this: Copying Tables, Charts, Text Lists and Pages.

General Table Functions

Options (Frequency

tables)

It is possible to edit the

presentation of data in the

`Options´ tab:

Values

The options in the top left-

hand corner determine if

the table should display

percentages or

observations, or both

percentages AND

observations together.

Totals

To the right-hand side there are options to display different interpretations of the totals in the table.

The base displays how many unique observations are included in the table. The total the entire

number of cases included. Finally, mean and standard deviation are calculated using numerical

values (the default setting by OfficeReports), or values given to categories in categorical variables

(the manual setting from the user). Read more about assigning values to categorical variables

under the Assigning Values to Categorical Variables section.

Do not show

‘Do not show’ contains options to exclude certain data from the table (such as excluding cells in

the table with values of 0 or when the base is <= X). Filtered categories can also be excluded

from tables. Read more about the filter function in the filter-section below.

Type

For each table OfficeReports will display a default table layout type. The default layout type can be

overruled by selecting an alternative type. Defaults and alternatives are defined in in the Layout

section.

New

This feature ‘New’ is an advanced ‘Copy’ feature which will automatically produce a table

containing exactly the same variables and setting which had beed used in the last

produced table or chart in the report. This means that is you have defined a table

①

②

③

41

containing certain specific options, size, filter etc. then you can open the ‘Add table’ window and

press ‘new’ and an exact copy of priveous table will be added to the report. This is one smart way

to produce many tables and afterwards only edit a few changes for each of the copied tables.

Options (Cross tables)

Options available are

changing when cross tabs

are selected:

Column – Row

Options to display different

interpretations of Column

totals and Row totals in the

table

Percentage Type

Choose between horizontal,

vertical or total calculation of

percentages

Do not show

You can define a minimum base to include columns and rows in a table. If for example a crosstab

contains tho columns containing less than 5 observations and you do not want to include thesw

two columns in a table, then you can define a Column Base <=5. As a consequence OfficeReports

will exclude these tho columns. OBS: this will not affect Totals in the table!.

Layout

Choose an alternate title for a

table.

42

Resize

In the `Add Table´ window, the tab

labeled ‘Resize’ includes functions to

alter the height and width of the

table’s columns and rows.

Note that by adding the table to the

report and then changing the size, by

clicking and dragging the edges is

problematic as this also affects the

text size in the table.

As every table created is an Excel output it is also possible to change the layout of any individual

table by using the layout functions in Excel. This is done by double-clicking on any created table in

the presentation and using the integrated layout functions in Microsoft Office. Instructions on how

to use these table layout functions can be found on Microsoft’s web page at office.com. For further

layout options see the Layout section (note that the customized layout functions described in this

section are only available for those using the OfficeReports ‘Pro’ and ‘Pro Plus’ packages).

Filter

Under the `Filter´ tab, filters can be applied to individual tables based on one variable. For

example, filtering for `Female´ will exclude all Male responses from the table. For filtering entire

reports, see the Report Filter section.

Column n Column 1

Row 1

Row 2

Row 1

Row n

Row 1

http://office.microsoft.com/en-us/excel-help/format-an-excel-table-HA010013769.aspx?CTT=3

43

Any category from original

variables, or derived variables,

can be used as a filter. If you

do not have a proper filter for

your table, you can define a

derived variable (containing a

category) equal to the desired

filter. For more information

regarding this, see the Derived

Variables section.

If a table includes a response

option that has been filtered

out, the label of the category is

still displayed but the number

of observations or responses will (naturally) be zero.

Before filtering: After filtering:

In order not to

display a category

that has been

filtered out from

the table, check

the option `Do not

show´ under the

`Options´ tab.

This function is also useful when mass producing reports as it only displays the relevant

information in each report.

44

Add a filter declaration to title in tables

When defining a filter to

a table you can

optionally add the filter

declaration to the title in

the table.

45

Ignoring filters

Under the ‘Filter’ tab there is an option to overrule filters defined on a ‘higher’

level. This could be:

Report Filter

Filters defined when producing repetitive reports

Example: when a general report filter includes observations where ‘Age’ is = ‘18

years or more’ and you need to overrule this filter on just one or two tables in the

report.

Benchmark

In the `Benchmark ´ tab you

can add benchmarks to the

tables. Before you can add

benchmarks to a table they

must to be defined. For

more information see the

Benchmarking section),

benchmark columns for a

table can be added.

46

Weight

Weighting: If a default weight

setting for the report has not been

added (for more information see

the Settings section), or to

overrule the default setting for a

specific table, it’s possible to

manually add a weight. In the

‘Weight’ tab you can add a weigth

variable to a specific table.

Weight variables that have been

imported with data can be used,

or weights calculated in

OfficeReports. The process of

creating case weights is

described in the Weighting Data

section.

Sort

This feature is active only on

grid tables. It organizes the

order of variables based on the

calculated Mean.

(read more in Sort Grid Table)

47

Charts

Having data in variables properly organized is a simple operation involving transforming data into

charts and adding it to Word documents and PowerPoint presentations.

OfficeReports calculates and outputs charts in Excel format, meaning that every chart added to a

report is added as an Excel object.

This means that double-clicking on any chart instantly opens Excel’s familiar user interface, where

almost any adjustments can be made, as well as designing and customizing your very own

standard layout for charts. You can read more about this in the Layout section.

In the following section, we review all the features that are immediately available in the production of charts in OfficeReports:

Add Chart

The graphical format of charts makes them easily understood and a clear and simple way to report

data in presentations. Charts can be designed in a variety of ways and in this section we will

explain how to create all the variety of charts that OfficeReports offers.

OfficeReports calculates the data input to the charts and output Excel based charts directly in the

reporte. The chart style, by default, is defined by OfficeReports. When it is added to the report it is

added as an Excel object and can be edited at any time.

If you’d like an alternative layout or an alternative default content of charts you can read more

about customizing the chart layout in the section Layout .

Charts are created by using categorical or numerical variables. Read more on each of these types

of variables in our section Variables. First, we will present the basic types of charts using

categorical variables, and then we will show how to present numerical variables in charts.

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48

Frequency Charts

1. To create a

frequency chart

click on `Add chart´

in the ribbon

toolbar. In the

window simply

choose the desired

variable, in our

example `How

would you rate the

driving range?’

2. Immediately an Excel chart will be

added to the report. The default

layout is according to the Type

setting.

3. Under the tabs `Options ´, ‘Layout’, ‘Resize’ etc. you can edit the default settings regarding

content, layout, filter, weighting etc. When changing the content the chart will update

immediately. Read more about the available options in the section General Chart

Functions.

49

Cross Charts

1. To create a cross

chart click on the `Add

Chart´ button and

select a primary

variable, in our

example, `How would

you rate the driving

range?’. Select the

background variable

`Gender´ in the

background variable

drop-down menu.

2. When creating a cross

chart the `Options´ tab will

contain some special options.

The `Percentage type´ option

allows the user to choose how

the total percentage should be

spread over the chart (this in

now explained in greater

detail).

50

Percentage type: Column

In this chart, each column pair equal 100

percent. That is, each response option in

the background variable equals 100 %.

Percentage type: Row

In this chart, columns of the same color

equal 100 percent. That is, each

response option in the primary variable

equals 100 percent

Percentage type: Total

In this chart, all the columns combined

equal 100 percent, so every piece of the

chart is included (with a total of 100

percent).

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51

Add Grid Chart

Grid charts are capable of displaying several primary variables in a single chart. This feature is

optional for categorical variables when the variables contain similar categories. To create this kind

of chart, click on the `Add Grid Chart´ button. In the window that appears select the four golf club

rating variables as primary variables.

OfficeReports output a

chart according to the

Type setting.

Options available are

‘Mean’ or ‘Std.

Deviation.

For Frequency Grid Charts you can choose between the following Value types: Percentages,

Observations, Mean or Standard Deviation.

For Cross Grid Charts you can choose between the following Value types: Mean or Standard

Deviation.

52

Add Multiple Charts

The ability to create multiple charts in one process can be helpful in saving time

Click on the button `Add Many Charts’.

1. Select the desired

primary variables. by

2. Optionally add

background variables.

In this example, 4

primary variables and

2 background variables

are selected, giving a

total of 8 charts.

3. Select an alternative

Chart Type is you do

not want to us the

default layout.

4. Clicking on `OK´ adds

all charts to the report.

OfficeReports automatically produces the charts and adds them to the report; in PowerPoint this is

one chart per slide and in Word all objects are added in a row (depending on the size and

document settings).

In some situations it is more efficient to copy and edit charts than using the feature ‘Add Many

Charts’. OfficeReports offers great features for this: Copying Tables, Charts, Text Lists and Pages.

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③ ④

53

General Chart Functions

Options (Frequency charts)

It is possible to edit the

presentation of data in the

`Options´ tab:

Values

The options in the top left-

hand corner determine if the

table should display

percentages, observations,

mean or standard deviation.

Mean and standard deviation

are calculated using numerical

values (the default setting by

OfficeReports), or values given

to categories in categorical

variables (the manual setting

from the user). Read more about assigning values to categorical variables under the Assigning

Values to Categorical Variables section.

Do not show

‘Do not show’ contains options to exclude certain data from the chart when the Row Base is less

than a specified number of observations. Read more about the filter function in the filter-section

below.

Type

For each table OfficeReports will display a default chart type. The default type can be overruled by

selecting an alternative type. Defaults and alternatives are defined in the Layout section.

New

This feature ‘New’ is an advanced ‘Copy’ feature which will automatically produce a chart

containing exactly the same variables and setting which had beed used in the last

produced table or chart in the report. This means that if you have defined a chart containing

specific options, size, filter etc. then you can open the ‘Add chart’ window and press ‘new’ and a

copy of the priveous chart will be added to the report. This is an fast way to produce many charts

and afterward only edit a few changes for each of the copies.

Totals

Check ‘Base’ if you want to add the number of cases to the Chart title.

54

①

②

③

Options (Cross charts)

In cross charts showing

percentages you can

select When a

background

Percentage Type

Choose between Column

(default), Row or Total

percentages.

Do not show

You can define a

minimum base to include

columns and rows in a

chart. If for example a

cross chart contains tho

columns containing less

than 5 observations and you do not want to include these two columns in a table, then you can

define a Column Base <=4. As a consequence OfficeReports will exclude these tho columns.

Totals

Total

A cross chart divide the results into segments. A check in ‘Total’ will display both the segments and

the total.

Base

A check in ‘Base’ will display the number of cases in the Chart title.

Significance

Column Proportions Test – Read more about Significance Test under the Significance section.

Layout

Title

Choose an alternate title

for a chart.

Switch Row Column

Having defined a cross

chart displaying the Mean

based on the primary

variable ‘How would you

rate the golf course’ (Very

①②

③

55

bad – Very good) we can either show the Mean grouped by Gender or by rating on the scale.

Switch Row Column changes from the one to the other:

Switch Row Column

Axis 100% ( = base for observations)

With this feature OfficeReports will set the

Axis to the maximum potential number of

obserservations/100%.

The chart from above will with this setting

be formatted as this:

As every chart created is an Excel

output it is also possible to change the

layout of any individual chart by using

the layout functions in Excel. This is

done by double-clicking on any created

chart in the report and using the

integrated layout functions in Microsoft

Office. We strongly recommend you not to use this feature for reports which you are using as

template or when you are using report filters, produce repetitive reports etc. In these situations we

recommend that you define and control the new chart types by organizing them in the

OfficeReports layout module. Instructions on how to use these chart layout functions can be found

on Microsoft’s web page at office.com.

http://office.microsoft.com/en-us/excel-help/format-an-excel-table-HA010013769.aspx?CTT=3

56

For further layout options see the Layout section (note that the customized layout functions

described in this section are only available for those using the OfficeReports ‘Pro’ and ‘Pro Plus’

packages).

Resize

In the `Add Chart´ window, the tab labeled

‘Resize’ includes functions to alter the height

and width of the chart.

Note: Alternatively you can double click on a

chart and drag it to the preferred size. As a

consequence the size defined in the Resize tab

will be adjusted.

Filter

Under the `Filter´ tab, filters can be applied to

individual tables based on one variable. For

example, filtering for `Male´ will exclude all

female responses from the table. For filtering the

entire reports, see the Report Filter section.

Any category from original variables, or derived

variables, can be used as a filter. If you do not

have a proper filter for your table, you can define

a derived variable (containing a category) equal

to the desired filter. For more information

regarding this, see the Derived Variables

section.

If a chart includes a response option that has been filtered out, the label of the category is still

displayed but the number of observations or responses will (naturally) be zero.

Add a filter declaration to title in charts

When defining a filter to a table you can optionally add the filter declaration to the title in the chart.

0% 5% 10% 15% 20% 25% 30%

Very bad

Bad

Average

Good

Very good

No response

How would you rate the golf course? - [Gender = Female]

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Ignoring filters

Under the ‘Filter’ tab there is an option to overrule filters defined on a ‘higher’

level. This could be:

Report Filter

Filters defined for producing repetitive reports

Example: when a general report filter includes observations where ‘Country’ =

‘England’ and you need to overrule this filter on just one or two tables in the

report you can ignore the general filter.

Benchmark

In the `Benchmark ´ tab you can add

benchmarks to the tables. Before you can

add benchmarks to a table they must to

be defined. For more information see the

Benchmarking section), benchmark

columns for a table can be added.

Weight

Weighting: If a default weight setting

for the report has not been added

(for more information see the

Settings section), or to overrule the

default setting for a specific table, it’s

possible to manually add a weight. In

the ‘Weight’ tab you can add a

weigth variable to a specific chart.

Weight variables that have been

imported with data can be used, or

weights calculated in OfficeReports.

The process of creating case

weights is described in the Weighting

Data section.

58

Sort

These features are available on grid

tables.

Sort Variables

This feature sorts variables in

ascending or descending order.

Available when the content of the

chart is ‘Mean’ or ‘Standard

Deviation’.

Do not show all variables

This feature will display only a limited

number of variables to the grid chart.

Available when the content of the

chart is ‘Mean’ or ‘Standard

Deviation’.

Do not show all categories

This feature is available on frequency grids when the content of the chart is ‘Categorical variables’

and Values are set as ‘Percentages’’. This is not a filter, which means that percentages are not

changes.

Text Lists

Open ended text from text variables

is easily added to reports:

1. Select a text variable and it

will be added to a text box in

your report.

2. An option is to add a filter to

the list. Include in the filter, for

example, text only for objects

where the variable ‘Golf Club’

is registered as ‘Jefferson

Park Golf Course’.

OfficeReports will add the text to a

text box:

①

②

③ ②

59

Comments: Too many people Hard to find products Expensive Bad lighting Boring products Long line Confusing Smells Don’t know Long line

If you import more text than the text box can hold, the extra text

might be stored in overflow, where you can't see it. Here are some

ways to make the text fit into the text box:

Text list in PowerPoint

Inserting text outside a placeholder

When adding a text list outside a placeholder OfficeReports will add

a placeholder which is sized as big as needed to display the text. If

there is an overflow the text will automatically organized in rows, and

if that is not sufficient the text will shrink to Autofit.

Inserting text inside a placeholder

If you have a placeholder allowing text in

focus when adding a text list the text will

be fitted into the placeholder based in

the default settings for the placeholder.

If f you right click the placeholder you

can ‘Format Shape’>’Text Box’ and

select how the text should be fitted into

the text box:

Text list in Word

Resize text or divide the text in multiple text boxes using the filter feature in OfficeReports.

60

Editing Tables, Charts and Text Lists

Editing the Content

Click on the created table/chart and then click on the button `Edit Selected Table/Chart/List´ in the

ribbon (as shown above). This enables the user to change the primary or background variable,

size etc. However, keep in mind that it is not possible to convert a table into a graph using this

function. To make a table into a chart, or vice versa, a new table or chart needs to be created.

Editing the Design

To change the design of the table, chart, or list, simply double-click on it. This will activate the

Excel layout options (these functions are explained on the Microsoft web-page at office.com).

To define general layout settings for the entire report, see the section Layout.

Copying Tables, Charts, Text Lists and Pages In some situations copying charts or tables and making a few adjustments in the copies is a faster

alternative to the features Add Many Tables and Add Many Charts. OfficeReports has a number

of smart features which makes this process efficient:

Take a copy when an ‘Add table’ or ‘Add chart’ window is open

As soon as you have

defined a table or chart in

the one of the ‘Add

table/chart’ windows a

table/chart is added to

the report.

If you press

OfficeReports will

immediately produce one

more table/chart with

exactly the same

settings. The table or

chart will be added

slightly misaligned on top

of the first table/chart.

http://office.microsoft.com/en-us/powerpoint-help/change-the-appearance-of-a-chart-in-powerpoint-2010-HA101794945.aspx

61

As soon as you have pressed and a copy is produces it is the copy which is in focus.

Adding a filter or changing a background variable the changes will only affect the copy.

Open a ‘new’ empty ‘Add table’ or ‘Add chart’ window and produce a copy of

the previous defined table/chart

Go to a page or slide where you want to add a table or chart and click ‘Add table’ or ‘Add chart’.

This window pops up:

If you in this empty window press OfficeReports will immediately produce a table or chart

with exactly the same settings that you used for the last defined table or chart.

Copy and Paste a table or chart

Mark a table or chart. Take a copy. Insert it – maybe on a new slide or page. Keep the copied table

or chart selected and enter ‘Edit Selected Table/Chart/List’ to make adjustments in filters, variables

etc.

Copy a page/slide containing many tables and/or charts

Mark a PowerPoint slide or a Word page. Copy and Paste it. All the contained (copied) tables and

charts are editable using the OfficeReports feature ‘Edit Selected Table/Chart/List’.

62

Statistics OfficeReports offers important statistical features for descriptive statistics based on surveys and

samples:

Benchmarking

Significance

Weighting

Benchmarking

When a score of 3.7 on a 5-point scale is recorded, there is often a need to benchmark or compare

the result with comparable organizations (or units) to decide whether the result is satisfactory.

In the example, there are a total of 19 golf clubs in 5 countries. If each golf club requires a report measuring customer satisfaction it might be useful to compare the result with other clubs in the same country, as well as with all clubs in all countries. OfficeReports offers functions to simplify making these comparisons, and are presented in tables and graphs. In this section we review how to define the benchmarks and how they can be added to individual

tables and charts. In the chapter Filtering we review how this feature is used in an automation of

report production.

If we build a report for, for example, Ann Arbor Golf Club, we basically set a filter on all tables and charts that only examine data for this particular club. But if we add a comparison with all clubs in the U.S, we must define all U.S. golf clubs in the survey as a benchmark.

1. Click on `Benchmark´ in the

ribbon menu and select `Add´ to

set a new benchmark.

2. Give the benchmark a name. In

the example the benchmark’s

name is ‘USA’ (since results of a

specific club are being compared

to results of all clubs of the USA.

63

3. Select the variable upon

which the benchmark

should be created. In

the example it’s

`Country’. Select the

country that should be

used as a benchmark, in

the example it is ÙSA´.

4. In the table a club filter

is created so that only

the responses from the

Ann Arbor Golf Club are

displayed. However, the

benchmark should not

be affected by this filter

so select Ìgnore Table

Filter´.

5. Click on ‘Ok’.

6. Create a table using

`Courses´ as the primary

variable and `Gender´

as the background

variable.

7. Apply the benchmark

and a filter: click on Àdd

table´ and add the

benchmark ÙSA´. Apply

an additional filter so

that only the results for

one specific club are

reported. Read more

about filters in the

sections: General

Table Functions or General Chart Functions.

8. Below is the table with an applied filter and a benchmark (the column furthest on the left-

hand side).

③

②

④

⑤

64

Significance Test

Quite often a data set does not cover an entire population, but a sample of the population. If the sample is small, there might be considerable uncertainty in applying the measured results from the sample to the population. OfficeReports provides a number of statistical tests that you can add to your tables and charts. You can use these test to show whether differences in the distribution of counts in tables are statistically significant or whether they are merely due to chance.

Test type Available for:

Confidence Intervals Frequency tables

Chi-Square test Cross tables

Column Proportions Test (Z-test) Cross tables, Cross charts

Column Means Test (T-test) Cross Grid tables, Cross Grid charts

Correlation Test Frequency Grid tables, Frequency Grid charts

65

Significance Settings

Confidence Level

The setting of the Confidence Level defines how secure we want to be to be to express a statistical test result. When we for example claim that a certain difference of percentages or means is significant, or that a certain result 11% has a confidence interval at +/- 1,1 this does not mean that we can be 100% sure of this result, but we can be sure on a certain level. When the Confidence level is set at 95% (most commonly used level in market research) this is an indication that we can be 95% sure that the result is significant or that we can be 95% sure that the true result in the population is within 9,9 -12,1%. Most researchers use 90%, 95% or 99% Confidence Intervals (the most commonly used is 95% which is the default setting in OfficeReports).

In regards to Sample Size, it is simply the larger the better, as a larger sample size will more accurately reflect/represent the population. The larger the sample size means the smaller the confidence interval needs to be set at for a given confidence level.

Population Size

When add statistical tests to tables and charts OfficeReports default assume that sample

represents a large population and the sample represents less than 10% of the population. If the

sample represents a significant proportion of the population (> 10%) you can enter the Population

Size and the test formula will be adjusted.

Confidence Interval

Confidence intervals can be added to frequency tables.

Confidence Interval around Percentages

You can add confidence intervals

to percentages in frequency tables.

The output is an extra column

displaying the confidence level,

based on the confidence level

defined in ‘Significance Settings’

(default= 95%).

66

For example as the confidence level to 11% is

1,1, which means that we can be 95% sure that

between 8,9 – 12,1% of the population rate the

golf course ‘Very bad’.

Mean Confidence

When ‘Mean’ is defined as a part of

a frequency table you can select

‘Mean Confidence’ and add this

information to the frequency table:

In this example we can be 95% sure that the mean in the

population is between 3,6 – 4,0:

67

Chi-Square test

Chi-Square tests can be added to Cross tables.

The chi-square test looks at the variables on the side and top axes of a table and tests whether they are independent. For example, it can be used to show whether or not variations of a rating depend on the respondent’s gender. So first of all you define a crosstab.

Then enter ‘Content’ and check ‘Chi Square’:

OfficeReports now output a table containing a Chi-Square test: The test compares the actual counts in each cell with the counts that would be expected in each cell if there were no relationship between the variables. The chi-square statistic provides a summary of the discrepancy between the actual and expected counts. The greater the

dependence between the two variables, the larger the discrepancy will be, so a large chi-square statistic indicates dependence between the two variables. The p-value associated with the chi-square test can be distorted if any cells in the table have very low expected counts (below 5). OfficeReports adds a row to the table below the rows formed from the categories of the rating variable; Chi Square; p-value. In the cell right to this text displays

68

the chi-square statistics. In this table the chi-square statistics is 5.57. The table also shows the p value for this chi-square value, based on the degrees, based on the degrees of freedom for the table. In this case, the p value of 0.35% indicates that there is approximately a 35% chance that the results are due to chance, and therefore only a 65% probability that there is a significant relationship between rating and gender in the population. Restrictions: Rows and columns. For the chi-square test, the variables on the side and top axes must have at least two categories. Multiple response variables. This test is not suitable for tables that include a multiple response variable.

Column Proportions test (Z-test)

Column Proportions test can be added to cross tables and cross charts where the percentage type

is Column based, and the background variable contains two categories.

The column proportions test looks at the rows of a table independently and compares pairs of columns testing whether the proportion of respondents in one column is significantly different from the proportion in the other column. The proportion is the count in the cell divided by the base for the column.

OfficeReports assigns a bold text to each row

where there is a significant difference, based on

the confidence level set in Significant Settings.

69

Column Means test (T-test)

Column Means test can be added to grid cross tables and grid cross charts to test whether the

difference between means for two groups is significant.

The t-test procedure computes the ‘Student’s t’ statistic for testing equality of means of

independent samples. OIfficeReports provides testing a t 90%, 95% and 99% confidence levelse,

using 2-tailed test.

OfficeReports assigns a bold text to each row where there is a significant difference, bases on the confidence level set in Significant Settings.

70

Correlation test

Correlation test can be added to frequency grid tables and frequency grid charts. The test output

how well different variables

correlate.

Select a number of variables and

output how well they correlate

with a specified variable.

In this example we have selected

four variables rating the golf

course, the driving range, the

reception and the shop. We

correlate these variables with the

variable ‘How would you rate the

golf course’.

OfficeReports express the correlation as a

number between ‘-1’ and ‘1where ‘-1’ is a

100% negative correlation and ‘1’ is a 100%

positive correlation.

Weighting

Within statistics, weighting is used to correct disproportional sample sizes and adjust the collected

data to represent the population from which the sample was drawn. For example, we state that the

proportion of Male in our sample amounts to 65%, while the proportion of Males in this particular

71

population amounts to 55%. With it our sample is not representative, i.e. the frequency distribution

of our sample does not match that of the population and estimates for that group may be biased.

OfficeReports can add weights to the cases to ajust this distortion within a sample. If weights are

not already imported with the dataset, OfficeReports can calculate the weight variables for you.

Calculating weighting factors

To adjust such distortion within a sample, every case (every asked person) will be assigned a

weighting factor, by which the corresponding data is multiplied. This factor is determined by the

proportion of the respective group or stratum in the population divided by the proportion of that

group or stratum in the sample (the inverse of the sample fraction in each group). Weighting

factor = % in population / % in sample.

Shown below is the proportion of men and women who responded to our survey. Suppose that we

know for a fact that the proportion of women in the whole golf club population is actually 45%.

Sample Population

Since women are underrepresented in our sample, their responses need to be given a larger

impact in order to avoid a biased result. Also, as shown below, the equal size of the sample groups

of countries does not reflect the golf club population as a whole.

Sample Population

This means that we need to weight each of the country response groups differently as well. How

do we do this?

72

If weight variables are not already a part of the data set,

the process begins with defining a new weight variable.

1. Click on the `Weighting´ button in the ribbon and

then click on ‘Insert’. As we want to give weighting for

both country and gender, name the new weight variable

`Country&Gender´.

Click on ‘Neutral’ if you want a neutral weighting (this retains the number of observations from

the unweighted base). If you use an absolute weighting (the opposite of neutral) then you can

set a weighting as large as the absolute numbers in the population. This feature enables tables

to be used as an absolute measure regarding a population, even if your data is based on a

sample.

2. Click on ‘Insert Variable’ and select the two variables, ‘Country’ and ‘Gender’, which define

our new Weight variable ‘Country&Gender’.

3. The default weight to each of

the categories is an equal

distribution of countries and

genders. Due to the

distribution in the population

mark each of the categories

and click on ‘Change Value’.

Since we know that there are

45 % women and 55% men in

our golf clubs, the values of

each category are modified to

match these percentages. In

regards to countries, the

respective values are modified

so the proportion between the countries corresponds to our total population. The effects

that these weights have on our data are, for example, that the data from an American

woman weights more heavily than the data from a Danish man. To see the logic in this we

compare the size of the response groups in our sample, and the size of them in relation to

the population. In our sample women and Americans were underrepresented compared to

their size in the population, while men and Danes were overrepresented. This is nothing

personal, it is just statistics.

To see the effect of our weighting we will:

1) Create a table with country as the primary variable, and gender as the background variable, and

2) Apply the weights under the `Weight´ tab. We now select the weight we just recently created in

the drop-down menu ‘Weighting’ at the bottom of the window:

②

③

①

② ③

73

Below are two tables showing the

difference between a table with

weighted data and one without:

Not weighted Weighted

Comparing these two tables shows that the size of each group is now different. Both the relative

sizes of men and women, and the relative size of each country group, have changed. The effect is

that the responses from the group that were previously quite big, for example Danish men, is now

valued less. Likewise, the responses from a group that previously was small, American women, is

now valued more. The logic behind this is as explained before, American women were

underrepresented in our sample, and hence we need to value their responses higher (and vice-

versa for Danish men).

OBS.: Base in weighted tables will always be expressed as the unweighted base.

74

Universe

As default OfficeReports you can define the specific universe in which cases should be weighted.

As default the universe is defined as all cases.

If we for example define females as the universe we can choose to add weights only to cases

where gender=female and then base our weighting on information about distribution of females

divided by country we could get a detailed information about the specific distribution of females

divided by countries.

Add weights to all tables and charts in a report

If all tables and charts in your report

should be based on weighted data

you do not need to add weights to

each single table and chart definition.

In Settings you can define that a

specific weighting must be default set

to all tables and chart which you add

to the report:

OBS.: This default weighing will be added automatically – ONLY - to tables and charts defined AFTER this setting is made. For all tables and charts defined before, weights must be added manually to the tables and charts.

View and Export Weights defined in OfficeReports

In OfficeReports you can view the weights added to the dataset. Click the ‘View, Edit, Export Data’

button in the ribbon menu and the weights are displayed. Instructions on how to use the functions

can be found in the section: View, Edit, Export data.

For further information on weighting data we refer to the book by Grossman J., Grossman M., and

Katz R.; The First Systems of Weighted Differential and Integral Calculus.

http://books.google.com/books?id=mS8g4XfaOEUC&printsec=frontcover&dq=%22The+First+Systems+of+Weighted+Differential+and+Integral+Calculus%E2%80%8E%22&as_brr=0&ei=6Cx_TdjYL4v2yASc_6G-Dw&hl=da&cd=1

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Layout settings

OfficeReports offers a variety of facilities to customize and standardize the layout of tables and

charts, and to organize where and when these layouts are available.

In the Layout Settings window you can select

default settings for:

Charts

Tables

Localize (texts used in tables)

Insert Position

Default Chart and Table Types

Select the default chart and table types

preferred for:

Frequency

Cross

Grid

Note: when you change a default type, you

must press to save the changes.

If the chart or table type you need as default is not available you can define more different types

using the Administrator module.

Localize (Customized text in tables)

In tables some texts such as ‘Total’, ‘Base’

and ‘Mean’ are standardized . You can define

your own customized standards by changing

these standard texts.

Note: these settings changes will NOT affect

existing tables. The settings will only affect

the present report.

The general default settings for Text used in

Tables can be changed in the Administrator

module.

76

Insert Position (PowerPoint)

The insert position for tables and charts in PowerPoint (for the present report) is adjustable.

Administer Chart styles and Table layouts in OfficeReports

OfficeReports Administrator is an advanced system tool to define the content and design of tables

and charts to be available in reports. This covers all from defining color and font settings for table

types, content, size and template platform for different chart types, and even the organization of

integrating macros in tables and charts.

When a table or a chart is defined in a report, and the relevant variables are selected, you can

select a specific chart or table type. The type controls the default layout, size and content of tables

and charts.

When producing reports containing many tables and charts it is typical that a few standards

defines the layout, content, size etc for all tables and charts. A report containing 30 charts and 10

tables typically contains three different chart types and two different table types.

OfficeReports Administrator helps you to organize and standardize the layout and content of tables

and charts you need in your reports. Here you define chart and table styles so detailed that a

minimum of selections in you report enables you to add tables and charts which are totally

standardized. This improves the quality and reduces the time spent on defining and producing

reports dramatically

OfficeReports Administrator requires Administrators rights. The features available are depending

on which version of OfficeReports that you are using.

You will find OfficeReports Administrator in LayoutAdministrator in the OfficeReports ribbon:

Default charts and tables

The Defaults tab display the

default chart and table layout

for the different chart and

table types in OfficeReports.

Select the table and chart

styles preferred as default

types when designing a new

report.

To add and edit the chart

and table types available,

please enter the tabs ‘Chart

Types’ and ‘Table Types.

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Defining Chart Types

Add a new chart type by pressing ‘New’. A Chart Style defines a default layout of a specific chart

based on the following elements:

Chart template: Select an Excel

chart templates which defines the

basic layout of the new chart. (If there

is no appropriate template available,

please define a new template by

entering ‘Templates’ in the ‘Chart

Types’ tab)

Default Settings: Define

the default setting for the

chart – what should default

be displayed in the chart.

Lock settings: If settings

should be locked for the user

please check ‘The setting

cannot be changed’.

Default size: Defines the

default width and height of a

chart style. Hint: When

defining a style using small

default size of the charts it

might be a good idea to

review whether a new chart

template using a small font

size S is needed.

Available for: A specific

chart style might be only

relevant for frequencies or

crosstab charts. Select in

which context a type should

be available.

Run Excel macro: If the specific chart type involves an Excel-macro please write the name

of the macro. (Learn much more about this facility in Appendix 3: Adding Macros to

OfficeReports tables and charts)

Chart Templates

Any Excel chart can be customized in terms of chart type, color setting, legends, text boxes etc.

and can be saved as a template (crtx-files) using the function `Save as Template´ (located in the

top left-hand corner and appears after double-clicking on a chart). Firstly, create the desired chart

layout by using the built-in design functions in Microsoft Office. For instructions on how to use the

Excel chart template functions go to the video lessons:

Tutorial Creating Charts Microsoft Excel

http://www.youtube.com/watch?v=k1gKhaF5G7o

78

Tutorial saving Custom Chart Templates Microsoft Excel

Save the design as a template in a .crtx format using the `Save as Template´ button.

The templates can now be added to OfficeReports. Press the ‘Templates’ button and add a new

template.

Export / Import Chart styles

If you want to make customized OfficeReports chart types available to other users you can export

the chart type files (orlayout-files) and make them available to other users – Or if you need a chart

type defined by another user, you can import it here.

Defining Table Types

Add a new table type by pressing ‘New’. A

Table Style defines a default layout of a

specific table based on the following

elements:

Layout: Select a table layout for the

specific table type. (If

there is no appropriate

layout available, please

define a new table layout

by entering ‘Layouts’ in

the ‘Table Types’ tab)

Options:

Select the default content

of the table.

o Lock settings: If

settings should be

locked for the

user please check

the ‘The setting

cannot be

changed’

o Available for: A

specific table style

might be only

relevant for

frequencies or

cross tables.

Select in which

context a type should be available.

o Run Excel macro: If the specific table type involves an Excel-macro please write the

name of the macro. (Learn

http://www.youtube.com/watch?v=KtF2kGzIhdU

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much more about this facility in Appendix 3: Adding Macros to OfficeReports tables

and charts)

Size:

In the Size tab the size for the frequency tables, cross tables and grid tables can be defines

for each specific table type:

Table Layouts

In Table Types Layouts new table layouts

can be defined.

Hint: When defining a new layout it can be a

good idea to start with a copy of a previous

layout and edit this.

In the Layout window you can define each of

elements which a table is based upon:

Areas: Font, size, alignment etc. for

text and values in a table.

Borders: Definition of lines in the

table.

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Export / Import a Table style

If you want to make customized OfficeReports table style available to other users you can export

the table style files (orlayout-files) and make them available to other users – Or if you need a table

style defined by another user, you can import it here.

Localize

In tables some texts such as

‘Total’, ‘Base’ and ‘Mean’ are

standardized . You can define

your own customized default

standards by changing these

standard texts.

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Filtering In this section we will present the following functions:

1. Report Filter

2. Repetitive Reports

3. Save as Report Template

Report Filter

We often analyze data from different perspectives. For some purposes, data cubes or Excel Pivot

tables are the right tool for this. In other situations it is more appropriate to build a report and

change filter settings for all tables and charts in the report.

In the former sections: General Table Functions and General Chart Functions we described how to

add a filter to individual tables and charts. Now we will describe how a Report Filter effectively

adds a filter to all tables and charts in just one process.

Firs make sure that your report includes a number of tables and charts. Now we will add a report

filter so that the report only includes observations for one category in one of the variables.

Click ‘Report Filter’ in the OfficeReports ribbon.

1. Select one category or multiple

categories from a variable to

define a filter. ). When

selecting more than one

category, please note that this

is an ‘OR’ condition. In the

example shown at the right the

filter is ‘USA OR England’.

2. If you cannot define your filter

based on one variable but on a

combination of different

variables you must first define

this combination in one new

variable. (this is explained in

the section Inserting a new

Variable)

3. Click on `OK´. OfficeReports will ask you to click on ‘Refresh Report’ to regenerate the

report with the new Report Filter definition. The whole report is now filtered so that in all

existing, as well as new tables and charts, only responses given by members from USA or

England are included.

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Repetitive Reports

Data from subjects like countries, departments, products, periods etc. are often used for building

multiple reports based on a template. The template uses exactly the same tables and charts per

country, department, product etc. The structure remains the same but data changes.

Tables and charts can be included as a template in any report. OfficeReports simplifies mass

production of reports by automating the filtering of data.

Say you have built a report, and now you want to produce this report five times with data from one

country each time.

1. Click on ‘Repetitive

Reports’ in the ribbon and

select ‘Country’ as Level 1

filter.

2. Since we would like to

produce five reports, one

for each country, containing

only the information from

that country, we simply

click on `Select All´. After

doing this, we click on

`OK´.

3. Office Reports is now ready

to create five reports as a

PowerPoint presentation or

Word document. All reports

are based on the same

template, but the report is

changing: USA, Denmark,

etc.

4. The example data set covers 5 countries, 19 clubs and 2 genders. The two genders are

represented in all clubs, but each club (and each country) is unique.

If we add ‘Country’ as Level 1 filter, ‘Club’ as Level 2 filter, and ‘Select All’ at both levels,

OfficeReports will produce 19 reports.

If we add ‘Country’ as Level 1 filter, ‘Gender’ as Level 2 filter, and ‘Select All’ at both levels,

OfficeReports will produce 10 reports (Country5 * Gender 2).

5. When producing many reports using the repetitive report feature all report are saved

without data. `Save without Data´ is a specific mode of saving reports that is further

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explained in the section Save without Data. If you do not need to edit the reports after the

production of tables and chart, OfficeReport can save reports in PDF- format ready for

distribution.

To enable each recipient of individualized reports to compare their results with an overall average,

please see our section on benchmarking.

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Report production - combining Repetitive Reports, Filtering and

Benchmarking

It may seem overwhelming and confusing that OfficeReports enables you to add filters, ignore

filters and work with filters in different on different levels.

However it is these features combined in different ways which makes OfficeReports efficient in

automating a complex report production.

Add filters

OfficeReports enables you to add filters on 5 different levels.

All data:

- Report filter: A global filter applied to the whole report/template

- Repetitive report filter – level 1: Dynamic filter for report production



-Benchmark filter: Table/Chart filter:

--

Report filters are overall filters which overrule all repetitive report filters, individual benchmark

filters and filters added to individual tables and charts.

Ignore filters

On tables, charts and benchmarks OfficeReports offers features to ignore filters.

Ignore filters – Tables and Charts

In reports where almost all tables and charts contains exactly the same filters it is convenient to

add overall report filters AND at the same time ignore certain filters on specific tables and charts.

On tables and charts the following filters can be overruled::

- Report filter

- Repetitive report filter - level 1-3

Ignore filters – benchmarks

Typically benchmarks are defined by ignored filters. When a report filter, a repetitive report filter or

even a table or chart filter is added, the benchmark is typically about comparing results with a

85

group outside some of these filters. or dynamic In reports where almost all tables and charts

contains exactly the same filters it is convenient to add overall report filters AND at the same time

ignore certain filters on specific tables and charts.

On benchmarks the following filters can be overruled:

- Report filter

- Repetitive report filter - level 1-3

- Filters on the table/chart

Benchmarking in report production

Benchmarking is a way to compare results. When producing many reports in a process where

automatic filtering defines the production – for example when producing 19 reports in one process

– one for each Golf Club – you might need to compare the results for each club with 1) all golf

clubs in the same country and 2) a total of all the 19 clubs. At the same time you need texts in

tables to change dynamically so it is clear what is compared:

To the left you can see a table from

a report for Jefferson Park Golf

where the focus is rating of the

driving range for Jefferson Park Golf

benchmarked with1) the country in

which this golf club is sited – USA,

and 2) the total of all the 19 clubs.

In this production of the 19 reports

we want the club name to change

dynamically, and we want the

country name (benchmark with the

country the club is sited in) to

change automatically.

Making this process work automatically in the report productions requires a certain definition of

each table/chart in the report – as well as a certain definition of the repetitive report production:

The benchmark definion

In this case we need to define two

benchmarks; a Total benchmark and a

Country benchmark.

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The benchmark ‘Total’ can be defined as all – for example ‘All countries’. As defined later in this

process the report

production is based on a

Level1 filter; ‘Country’

and a Level2 filter;

‘Club’.

As we want the ‘Total’

benchmark to overrule

both the ‘Country’ and

the ‘Club’ report filter it is

important to check

‘Ignore Level1’ and

‘Ignore Level2’

The benchmark

‘Country’ is defined as

‘All countries’. As we

want the ‘Country’

benchmark to overrule

the ‘Club’ filter, but not

the ‘Country’ filter it is

important to check

‘Ignore Level2’.

87

The table definition

The table above is defines as

as a crosstable – even we

only display results for one

club, plus the benchmarks.

Explanation follows in this

section.

‘Total’ and ‘Country’are

added as benchmarks.

A large crosstab containing all clubs as background variable is added. But as soon as the report

production begins you will get exactly the table as you seen above in this section!

The definition of the report production

Enter ‘Repetitive

Reports’:

Add ‘Country’ as

Level1 filter

Add ‘Golf Club’ as

Level2 filter

88

Press ‘OK’ and OfficeReports

will respond the number of

reports you are about to

generate:

If you open one of the reports produced you

will see a table where the benchmark ‘Total’

is a fixed text and the benchmark ‘Country’

is a dynamic text. As ‘Country’ is used as a

Level2 filter in the report production, and as

a benchmark where the Level2 filter is

ignored, OfficeReports will exchange the

fixed benchmark name ‘Country’ with the

actual filter – for example ‘USA’:

Dynamic texts in reports

When producing repetitive reports the ‘Level1’, ‘Level2’ and ‘Level3’ filters can work as dynamic

texts in reports.

If Level1=Country and Level2=Club you can add the filter as a dynamic text to the report wherever

you need it. Simply add ‘<=Level1=>’, ‘<=Level2=>’ or ‘<=Level3=>’ in the text where you need it

and this code will be exchanged with the actual active filter used for each report produced.

In each of the reports <=Level1=> will be exchanged with the specific Level1 filter used.

89

Save as Report Template

‘Save As Report Template’ is a function included in the Pro Plus version that is available for

purchase from our web-site officereports.com

Often the creator of a report will need to display the same kind of information over two different

time frames. For example, there is a company that conducted a customer satisfaction survey in

2010. It is now 2011 and the company has conducted the exact same survey with the same

questions and response options. To save time, it would be very beneficial to use the report that

was made in 2010, but replace the data in the tables and charts with the data from 2011. This is

possible using the ‘Save As Report Template’ function.

After creating the report with all desired tables and charts, layout and text boxes, it is possible to

save it as a template by clicking on `Save As Report Template´. The report will then be saved with

the frames and structures of tables and charts along with all other components, just without the

data. To use this template next year, open the template file and click on `Add Data´. After importing

the new data, (which has the exact same variables as the previous year’s data set, but with

different results), all the charts and tables will be filled with the new data automatically and the

report has been updated. Quick and easy.

For this function to work the new data set needs to have the same variables as the old one (the

variables need to have the same labels and be of the same format as the previous variables). If

this is not the case OfficeReports will fail when trying to fit the new data into the old tables and

charts. Find information on how to add data in the section: Add data.

Refresh Report

There are many circumstances after adding tables and charts when the report might need to be

updated, when modifying elements in data, variables, filter settings, weights etc. A reminder to

update the report appears on the screen when a critical element has been changed (as shown

below):

http://www.officereports.com/prices

90

Remove Data from report

‘Save Without Data’ is a function included in the Productivity package that is available for purchase

from our web-site www.officereports.com

Before distributing a report, consider whether or not the recipient should be allowed to edit tables

and charts, and to see the data set. If the function `Save Without Data´ is used, the reader cannot

edit tables/charts and cannot see the data set. In a Word/PowerPoint file without data all the text

can be edited, but all tables/charts are fixed as pictures. Saving the report as a Word/PowerPoint

file is done by clicking on `Save without Data´ in the ribbon.

Furthermore, it is possible to save the report as a PDF file. In a PDF file the reader cannot edit text

or tables/charts. This is done in Microsoft Office under File Save As and then choosing PDF

(as shown below).

http://www.officereports.com/

91

Settings

Settings

Default weight variable on

Insert

If you have defined weight

variables, you can select a

weight variable to be used as a

default on all tables and charts

defined in the report.

Note: tables and charts defined

before you edit this setting will

NOT be affected. This means

that you must edit each table and

chart definition made before the

default weight setting is made

and add a weight.

Global Settings

This setting should not be changed when running a single user setup. When many users are

sharing the same layouts for tables and chart, all users must share the same Layout database and

you must define where this database is placed (requires running as Administrator).

All users will always have an up-to-date local copy of this Layout database, which means people

using a laptop can work with OfficeReports even when they are not at the office.

In order to be able to add/change layout definitions, you need to have access to the shared

database when running a multi-user setup. Read more

Utilities

If you need OfficeReports data from one report, for example a PowerPoint presentation copied to a

Word document, the easiest way is simply to save a copy of the OfficeReports database and

import it in the report you want to copy it to. Note: You can import the OfficeReports database only

to a report that does not already contain an OfficeReports database. The import will replace a

present OfficeReports database.

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Customize Text

In tables some texts such as ‘Total’, ‘Base’ and ‘Mean’ are standardized. You can define your own

customized standardization for these texts. You can make a General Default setting which will

overrule the OfficeReports default, and additionally you can add a text setting only to be used on

the specific report you are currently working on. Note that these settings changes will NOT affect

existing tables.

Order & Register

Help OfficeReports makes it very easy to convert data into tables and graphs in reports. This means

that you can be productive in OfficeReports reports literally within minutes. However

OfficeReports is fully featured reporting tool containing advanced features for report production,

customized tables and charts.

We assist users in several different ways to be effective with OfficeReports.

Manual

It is our hope that this manual can guide users to quickly become familiar with the many features in

OfficeReports so that they can become productive with the tool.

If there are things in the manual that you find lacking or unclear please feel free to visit out

Community to ask question and make suggestions for improvement.

Community

http://forum.officereports.com/

93

Visit the OfficeReports Community where you can ask questions, share ideas and report problems

in the software:



94

Consultancy

We have a vast experience in building and designing reports, particularly on the development of

customized macros for Excel, PowerPoint and Word to work actively in reports based on

OfficeReports. These macros expand dramatically limits of what is possible in terms of both

calculations and layout in OfficeReports.

Please contact Sales and discuss your ideas and needs.

mailto:[email protected]

95

Appendix 1: The Formula Editor

Categorical Variables - How to reference categories

Categories are referenced by separating the variable name and the category name with a dot, all

of which is contained in square brackets [ ]. For example [Gender.Male]

“!Observed” and “!Missing” can be used to reference all observations or all ‘missing’ observations

for a variable:

[Gender.!Observedl] and [Gender.!Missing]

!HasValue can be used to reference all observations for a variable (where the observations have

been given a value). For example:

[Reception.!HasValue]

[Variable.!Value]

Logical Operators

A logical operator compares two operands or expressions and produces a true or false condition.

There are two types of logical operators: conditional and Boolean. Conditional operators compare

two values or expressions. Boolean operators connect string, numeric, or logical expressions

together to determine true-false logic. Operators may be combined to create complex operators.

Conditional Operators

= Equal sign

< Less than

> Greater than

Boolean Operators

NOT Boolean (logical) NOT

~ Tilde (logical NOT)

AND Boolean AND

OR Boolean OR

XOR Booleand eXclusive OR

96

Combined operators

<> Not equal

~= Not equal

NOT Not equal

<= Less than or equal to

=< Less than or equal to

~> Not greater than

NOT> Not greater than

>= Greater than or equal to

~< Not less than

NOT< Not less than

During logical evaluation, any non-zero numeric value or non-blank string value indicates a true

condition, and a null (blank) string or zero numeric value indicates a false condition.

Example:

Logical Expression Result

A = B True when A is equal to B

A < B True when A is less than B

A > B True when A is greater than B

A <> B, A ~= B, A NOT = B True when A is not equal to B

A ~< B, A >= B, A NOT < B True when A is not less than B

A ~> B, A <= B, A NOT > B True when A is not greater than B

~ A, NOT A True when A is null or zero

A AND B True when A is true and B is true

A OR B True when A is true, or B is true, or both are true

A XOR B True when A is true or B is true, but not both

Numerical Variables

These are referenced by the variable name. For example: [Age]

[Variable.!Observedl] is =1 when true, and =0 when false

97

[Variable.!Missing] is =1 when true, and =0 when false

[Variable.!HasValue] is =1 when true, and =0 when false

[Variable.!Value] is =Value added to a Category

Arithmetic operators

An arithmetic operator combines two operands arithmetically to produce an intermediate value.

The operators are:

+ Addition (A + B gives the sum of A and B)

- Subtraction (A - B gives the difference of A and B)

* Multiplication (A * B multiples A by B)

/ Division (A / B divides A by B)

^ Exponentiation (A ^ B raises A to power of B)

% Modulus Division (A % B gives the remainder of A divided by B)

Functions

Trigonometric functions: sin(x), cos(x), tan(x), asin(x), acos(x), atan(x)

abs(x) – absolute value

sqrt(x) - square root

Logarithmic functions: loge(x), log10(x)

RANDOM(low,high)

ROUND(expression,order)

ROUND Returns rounded value.

expression A numeric constant, variable, or expression.

Order A numeric expression with a value equal to a power of ten, such as 1, 10, 100, 0.1, 0.001, etc. If the value is not an even power of ten, the next lowest power is used; 0.55 will use 0.1 and 155 will use 100.

The ROUND procedure returns the value of an expression rounded to a power of ten. If the order is a LONG or DECIMAL Base Type, then rounding is performed as a BCD operation. Note that if you want to round a real number larger than 1³°, you should use ROUND(num,1.0e°), and not ROUND(num,1). The ROUND procedure is very

98

efficient ("cheap") as a BCD operation and should be used to compare REALs to DECIMALs at decimal width.

Return Data Type: DECIMAL or REAL

Example:

ROUND(5163,100) returns 5200

ROUND(657.50,1) returns 658

ROUND(51.63594,.01) returns 51.64

99

Appendix 2-a: Installing OfficeReports for single users The easiest way to install OfficeReports is simply by double-clicking on the .exe file downloaded

from www.officereports.com. The ribbon should now contain a new tab called `OfficeReports´.

Appendix 2-b: Installing OfficeReports – Multi-user installation

In order to use the same Layout definitions, users can share the same Layout database and Excel

macro files.

The database can be found in "..\ProgramData\OfficeReports" and is called "ORSettings.accdb".

The macro file can be found in "..\ProgramData\OfficeReports\template" and is called

userxls.xlam”.

Please move this files to a location where all users have read/write permission, and add value

"globDBPath" containing this location into HKey_LOCAL_MACHINE\SOFTWARE\OfficeReports in

the Windows Registry (regedit.exe)

In case you are running Microsoft Office 32-bit on a 64-bit machine, the value should be added to

HKey_LOCAL_MACHINE\SOFTWARE\Wow6432Node\OfficeReports.

All users will always have an up-to-date local copy of this Layout database and the macro file,

which means people using a laptop, can work with OfficeReports even when they are not at the

office.

In order to be able to add/change layout definitions, you need to have access to the shared

database.

Appendix 3: Integrating Excel

Macros in OfficeReports tables

and charts (requires ProPlus and

Excel Macro Integration module)

OfficeReports enables the user to define

advanced tables and charts where the content

and layout is customized based on macros

added to the table or chart type.

Your macros must be added to the macro file

userxls.xlam which you will find in the folder:

..\ProgramData\ OfficeReports\template\

http://www.officereports.com/

100

The macro is called from the table and chart types defined in the OfficeReports Layout module.

Open the Administrator module an define that you want to run an Excel macro on specific table

and chart styles.

Now, when you in a report call a specific table or chart style the added Excel macro will run

automatically.

Appendix 6: Adding tables and charts to placeholders in PowerPoint A placeholder is a box with a defined size

and position with dotted borders that

contain content and reside within a

PowerPoint slide layout.

In a new PowerPoint presentation the

default slide will typically contain two boxes

– placeholders - where you can add a title

and a subtitle. These are ‘text

placeholders’.

You can add different types of placeholders for tables, charts, text etc. to your

slides. OfficeReports is using these placeholders actively.

When a placeholder type which can contain tables or charts is in focus,

OfficeReports can add a table or chart to it. The placeholder will overrule

OfficeReports regarding:

positioning of the table

positioning and sizing the chart

When a text placeholder is in focus you can add text lists from OfficeReports to it.

The text will resize so it fits into the placeholder.

You can read much more about how you can work with placeholders in

PowerPoint at Placeholders in PowerPoint

Troubleshooting – the OfficeReports add in is not displayed properly in the

menu

If OfficeReports is installed, but there is no OfficeReports menu available in the menu bar in Word

or PowerPoint, please enter File Options Add-ins. Here different scenarios are possible:

http://office.microsoft.com/en-us/powerpoint-help/add-a-placeholder-to-a-layout-HA010078895.aspx

101

A) OfficeReports is listed among ‘Inactive Application Add-ins.

Solution: Enter

and make sure the box to the left of `ORAddin´ is checked.

B) OfficeReports is listed among ‘Disabled Application Add-ins.

Solution: Enter

and make sure the box to the left o ‘ORAddin’ is checked.

Technical Requirements

The requirements for running OfficeReports are:

Windows XP, Vista, 7 (32 bit or 64 bit version)

Office 2013, 2010 or 2007. 32- bit and 64-bit versions, Home, Professional or Professional

Plus edition

File formats accepted: .xls .xlsx .sav .sss, accdb

Administrator rights

Uninstalling OfficeReports

To uninstall OfficeReports go to the `Windows Control Panel´. Click on `Programs and Features´

and a list of all the programs installed on the computer will be displayed. Locate OfficeReports in

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that list and click `Uninstall´. Remember that Word, PowerPoint and Excel need to be closed for

this procedure to be successful.

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