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Creating a RAG system in Excel tutorial

It may sound a bit sad, but I love Excel – once you have mastered a few simple techniques, you can put these techniques together in different orders to create some very powerful effects, and for me one of the most powerful things that I can do in Excel, is analyse some data in a way that will visually highlight an issue to me, so that I can act upon that issue quickly. One such technique that I (and many others) use is using a RAG rating system. RAG stands for Red, Amber, Green – (based on traffic lights), where things that are on schedule and up to date are Green, things that are a possible concern are Amber, and things that are a significant concern are Red.

This following set of videos, are designed as a tutorial to teach you the skills required to create an effective RAG system within your own Excel files.

If you like this tutorial, then please subscribe to my YouTube Channel at:

Introduction

The first video is an introduction, showing the end product of what will be created.

Using the Now() function

The Now() function is a very simple way to bring today’s date and time into a cell within the spreadsheet, which can then be used to compare against other dates within the spreadsheet, e.g. to see which are in the past or future.

Using a basic IF statement

The IF statement in Excel is one of the simplest and most powerful ways to carry out analysis of data in Excel.

Using a Vlookup function

The Vlookup function, seems a little confusing at first, but once used a few times is relatively straight forwards – and allows you to lookup a value in the left hand column in a table, and then return a value from a specified column in the same row of that table.

Using the Max and Min functions

The Max and Min function are very simple to use, and will tell you what the largest or smallest value is in a list.

Using Conditional formatting to create horizontal bars

Conditional formatting is where the appearance of a cell changes based on values (either the value of that cell, or different cells). This video looks at creating horizontal bars that move further right as the value increases.

Using Conditional formatting to create icons

Another option when applying conditional formatting is to add small icons to cells, for example up and down arrows, traffic lights, warning flags etc.

Putting this altogether to create the RAG system

The final video shows how the skills covered above can be put together to create the desired RAG effect.

I hope that this tutorial has proved to be useful.

If organisations want training providing in things like using Excel more effectively, then please get in touch via http://www.a6training.co.uk/contact.php

Adding a date picker to Excel

As a huge user of Excel, I am often entering dates into cells. Different versions of Microsoft have had date pickers as an optional add on, but they haven’t always worked for me with all versions or consistently.

I have however just discovered this free tool:

Which is created by Sam Radakovitz , which does exactly what I want.

Once set up, if a cell in Excel is set as a date, clicking on that cell, will bring up a small calendar icon to the right of the cell:

Which when clicked on, will bring up the calendar tool, making it easier to enter dates, and not have to worry about the correct format, or whether the spreadsheet has been set up in UK or USA format.

F

Full credit to Sam for this one, I am just blogging about this mainly for my own benefit so that I can relocate this in the future when I change computers.

Free multi-choice patience activity template

When I worked as a teacher, as well as using technology during the teaching and learning process, I also often used it to create activities that didn’t use technology during the actual session. One such activity that I created is something I have called ‘multi-choice patience’. This is a series of ‘cards’ that are printed out and given to the students. Each card is numbered and contains a multiple choice question, with 4 possible answers (1 correct and 3 wrong). Answering each question directs the learner to the next card. To complete the activity the learners have to create ‘loops’ e.g. if using the 36 card set, the answer to the 6th card, should point back to the 1st card in that loop. If it doesn’t then one of the 6 questions has been incorrectly answered, but the learner doesn’t know which one, so they have to go back and try different options, until they correctly complete the loop. Once a loop is created, they pick another card from the pack and start again trying to create a ‘loop’.

Screenshot of the multi-choice patience activity

I generally used this activity in the last week of term, when the learners were not up for anything too heavy – I would have the learners in groups of about 4, and they would race against the other groups to see which group could complete the challenge the quickest.

To create the cards, I created a template in excel, where I entered the questions and answers, and the computer randomised the answer order, and worked out the ‘loops’, randomly changing the options each time, and it is this template that I have shared so others can create similar activities.

If a teacher wants to be even cleverer, you get the learners to design the questions in one week (and you could set up something like a Google form that the learners populate) – you then check the questions, copy them into the grid, print out and cut up.

I have recently changed the template, so rather than being limited to having to have exactly 36 questions, it will now work with either 36, 30, 25 or 20 questions.

http://www.a6training.co.uk/resources/MultipleChoicePatience2017.xls

http://www.a6training.co.uk/resources/MultipleChoicePatienceEXAMPLE.xls

And other similar activity templates can be viewed at:

http://www.a6training.co.uk/resources_class_management.php

A video showing how to use the multi-choice patience template is:

Spreadsheets: How to Sort Data Onto Sub Sheets based on values in a given column

One of the most popular posts on this blog, is one I published back in 2011, titled How to automatically pull data between different google spreadsheets  I am often asked by people, is it possible to filter the data based on the value in a column, before pulling the data across?

I have created a video which shows a technique whereby data is filtered internally within a workbook, so data is pulled onto subsequent sheets, based on values in a certain column. In this example I am using a class of students, and all the grade A students are copied onto a sheet called “A”, all the grade B students are copied onto a sheet called “B” etc. This principle could easily be used to organise a list of sales by sales rep, or by region.

The video is about 13 minutes long, but well worth watching, if you are interested in this technique.

For this example I have used Excel, but this would also work with other spreadsheet systems such as OpenOffice or Google Sheets.

The file used in the video example can be downloaded here, if you want to see or copy the formulas used.

Spreadsheet – sort data onto new sheets Shared

The mechanism also uses a technique to display the sheet name in a cell in the spreadsheet. More details on this can be found at https://davefoord.wordpress.com/2015/04/16/how-to-display-the-sheet-name-in-a-cell-in-an-excel-spreadsheet/

I hope that this helps people to make better use of Spreadsheets, whether it is in education, work, or for personal use.

How to display the sheet name in a cell in an Excel spreadsheet

I use Excel a lot, not just for crunching numbers, but for creating teaching resources, lesson planning, managing my accounts and invoices and various other uses. One feature that I often use, is the ability to have the sheet name appearing inside a cell in the spreadsheet – so for example with my invoices – I rename the sheet name with the invoice number, this then updates the invoice within the sheet.

To do this I use the following formula below.

This may seem a complex formula, and it doesn’t matter if you don’t fully understand it (I don’t), you just need to copy and paste this into a cell in the spreadsheet, and the sheet name will appear. If you change the sheet name, the cell will change accordingly.

The only caveat is, that the workbook has to have been saved at some point for this to work – so if you do this with a new workbook, it won’t work until it has been saved.

This technique is unique to Microsoft Excel, it doesn’t work with other spreadsheet tools such as Open office, Google sheets or Apple’s Numbers.

Using Excel and Office 365 to create learning activities

In my previous posts I have:

In this post I am going to look at using Excel to create a collaborative learning activity.

Many people struggle (some are scared of it) with Excel which is a shame as it can be a superbly powerful learning tool – and it can be used in any teaching area not just maths, accountancy etc. There are many possible uses that I could list here, but I will stick with a couple of simple examples.

If I was teaching research methods or statistics, and wanted to investigate the idea of 2 sets of data and what the correlation is between them, then a simple way to do this is for each student to work out their height (m) and their shoe size (European) record these in a table, then everyone plots a scatter graph of everyones results – and we look at the line of best fit, standard deviation etc. Yes the constructing of a graph on paper with a ruler is an important skill to learn, but on this occasion I want to focus on the way that the correlation changes as more points are recorded, and for that I want to speed up the plotting process, so I am going to use Excel to help me.

Example of an excel sheet teaching the principle of data correlation

So I have created  a simple spreadsheet which has a data entry table – I have identified each student with the letters A-K, and I have colour coded the area they need to enter their data into with a green shading. I have unlocked these cells and then protected the whole sheet, so when the learners add their data, they cannot accidentally alter or delete any of the workings. On the right you will notice that I have pre-created a graph that will plot the data as it is added, and then underneath the table I have created some simple statistical functions to identify mean, mode, median etc of the data as it is entered.

So having created the above sheet, all I need to do is save it to my OneDrive (new name for SkyDrive) – share it with my learners (see previous post), and then allocate each learner a letter between A-K. They edit the sheet in the web browser, entering the 2 pieces of information against their letter. All of the students will be editing the same resource at the same time, so they will see the graph and the numbers change in real time as the amount of data added grows. The beauty of this is that by speeding up the capturing and plotting process, I can spend more time helping the students to understand the significance of what the graph and the numbers mean, and I could reuse the same template to add my own dummy data to show the effect of anomalies, different types of correlation etc.

Any form of class experiment which involves the capturing and sharing of class data can be achieved with this method. If the data entry is more complex than my example, then you could create a sheet within the workbook for one student, then duplicate this lots of times so each student has their own sheet.

Another useful feature is that it is possible to embed sections of the file (e.g. the results table, or the final chart) back into a piece of web space (e.g. the VLE, or a blog) – so below is an example of the final chart – as the file is used and data is entered this will automatically update.

With the above example all students could see (and potentially alter) all other student’s entries into the resource. This may not be desirable – e.g. if you are capturing sensitive data (e.g. if working out Body Mass Index and asking students for their Weight and Height) or you could ask students to feedback what they have learnt, what they have found difficult, what they would like to recover in a revision session etc.

What you could do is create a single Excel file asking for the data that you want. Once happy with this, you duplicate that file however many times you have students. You then share each file with the individual student. This may sound complex but is a lot easier and quicker than you would imagine. You now have a mechanism for students to give individual feedback to you – you as the teacher can see all of the files, so easy for you to see the information – and if you are really keen, then you could create an ‘overview file’ which uses simple excel formula to pull the data from each students file into a single dashboard type file. This last suggestion doesn’t update the data live as it is entered, but everytime that the file is opened it will pull through the latest data at that point.

If we are using Excel to create learning objects then it is beneficial to make the appearance of the file as tidy and uncluttered as possible – which I have discussed in a previous blog post – https://davefoord.wordpress.com/2010/05/19/simple-formatting-tips-in-excel-to-improve-quality-of-learning-materials/

In my next post in this series I will give an example of using Word to create a collaborative activity.

Using Office 365 to create collaborative learning activities

Last week I was at the BETT show, working for The Tablet Academy who were running the interactive classroom on the Microsoft stand. We ran a series of 15 minutes interactive sessions, with one of my sessions being on the use of Office 365 to create collaborative activities. This session turned out to be very popular showing the interest from educators in this way of working.

The principle that I demonstrated wasn’t new – it was something that I have been doing for 8 or 9 years using the collaborative functionality of Google Drive (formerly known as Google Docs) which I have previously blogged about, however many education organisations are nervous about using Google Drive in this way, and the example that I used in my blog post, did involve the work being potentially visible to anyone in the World, which didn’t matter for what I was doing, but for other subjects would be an issue. If an organisation has adopted Google Apps for education then it could all be kept safely enclosed within the organisation, but most places don’t have this – but if they do have Microsoft, and now that Office 365 offers a real time collaborative functionality – I can easily set up similar activities in a way that the IT/Network manager will be happier with.

Before we progress we need to understand a bit about how Office 365 works in conjunction with OneDrive (Microsoft’s cloud storage option – formerly called SkyDrive). When a teacher creates a file using Word, PowerPoint Excel or similar – they can save this to their OneDrive – this will appear on their computer just like any other network drive, so behaviour wise it is very easy for staff. If they are offline, it doesn’t matter the work will save, and as soon as they are online again it will Synchronise with the OneDrive server.

The files are now stored on the computer but also in the cloud – this means that I can access them from any internet enabled computer by going to the OneDrive website and logging in as me.

Example view of the OneDrive web interface

You will see in the  image that there are 4 options highlighted with the red rectangle: