Creating Pivot Table Reports

Decision Support System

CREATING PIVOT TABLE REPORTS How do I rearrange the format of the detail report so that subtests show as column headings instead of appearing in the body of the report?

Show subtests as column headings

This procedure can best be explained by dividing the steps into three processes: • Export the data to Excel • Create a pivot table report • Sort the data

Step # 1.

Step

EXPORTING THE DATA TO EXCEL Icon/Link

Comments

Click the Download to Excel link on the upper right corner of the report.

2.

When prompted with the File Download window, click on Save.

3.

At the Save As window, click the blue arrow from the Save In field and select where you want to save the file.

September 2007

1

Decision Support System

Step # 4.

Step

Comments

In the File Name field, type your preferred file name.

5.

In the Save as type: field, select Microsoft Excel Worksheet.

6.

Click Save.

7.

Once it is saved, a Download complete window will open. Click on the Open button to open the file.

8.

From the Excel report, click “Data” from the menu bar.

9.

Then select “PivotTable and PivotChart Report.”

10.

EXPORTING THE DATA TO EXCEL Icon/Link

In some systems, your choice may show as Microsoft Excel 97-Excel 2003 & 5.0/95 Workbook (*.xls).

The file will open in Microsoft Excel.

The Pivot wizard will appear. Where it says “Where is the data that you want to analyze?,” select the default “Microsoft Office Excel list or database.”

September 2007

2

Decision Support System

Step # 11.

12.

Step

EXPORTING THE DATA TO EXCEL Icon/Link

Comments

Where it says “What kind of report do you want to create?,” select the default “PivotTable.” Click Next.

13.

On Step 2 of 3, where it says “Where is the data that you want to use?,” leave the selection at the default and click Next.

14.

On Step 3 of 3, where it says “Where do you want to put the PivotTable report?,” select “New worksheet” and click Finish.

15.

You should now have a new worksheet that looks like the one below:

September 2007

3

Decision Support System

16.

17.

CREATING THE PIVOT TABLE REPORT Note: If Row Area is not the On the PivotTable Field default, click the blue arrow and List, click on Student select Row Area. Name and click the Add To (Row Area) button. The student names should appear on the leftmost column.

Click on Subtest and in the Row Area field, drop the blue arrow and change it to Column Area. Then click the Add to button.

September 2007

4

Decision Support System

18.

19.

20.

21.

CREATING THE PIVOT TABLE REPORT Click on % Correct and in the Row Area field, drop the blue arrow and change it to Data Area. Then click the Add to button.

To add another column heading next to the student’s name, such as Performance Level, drag Performance Level from the field list to the right of the student name column. To prevent student names from appearing twice, click on the student name Total row, making it the active cell.

You should see a “T”-shaped bar in between the two columns.

Click on the Field Settings

If the Pivot Table toolbar is not displayed in the toolbar area, right-click in any blank area of the toolbar and check Pivot Table.

To add another column heading, such as Scaled Score, repeat Step 19.

icon on your Pivot Table toolbar

September 2007

5

Decision Support System

CREATING THE PIVOT TABLE REPORT 22.

Under Subtotals, click on the radio button next to None and click OK.

23.

From the menu bar, click on Insert, then select Worksheet.

24.

Then click on Sheet 1 tab at the bottom of the page to make it the active worksheet.

25.

Click on the cell on top of row 1 and to the left of column A to highlight the entire table.

26.

From the menu bar, click on Edit, then Copy.

27.

Click on Sheet 2 to make it the active worksheet.

28.

Click on the cell on top of row 1 and to the left of column A to highlight the entire table.

The Student Name column should now show individual names only.

SORTING THE DATA This will open a new worksheet (Sheet 2) within the same workbook.

This will copy the entire Sheet 1 to the clipboard.

September 2007

6

Decision Support System

SORTING THE DATA 29.

From the menu bar, click on Edit, then Paste Special.

30.

From the Paste Special window, select Values. Then click OK.

31.

To sort by Performance Level, click on the row that contains the headings.

32.

From the menu bar, click on Data, then select Sort.

33.

From the Sort window, drop the blue arrow from the Sort By list and select Performance Level.

The whole Sheet 1 file will be pasted to Sheet 2.

Your report should now be sorted by students within each performance level.

Click OK.

September 2007

7

Decision Support System

SORTING THE DATA 34.

To remove extra rows and columns such as Grand Total, click on the row number or column heading to highlight it. Then rightclick and select Delete.

September 2007

8