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1 Using Excel for a Gradebook: Advanced Gradebook Formulas Objective 1: Review basic formula concepts. Review Basic Formula Concepts Entering a formula by hand: Always start with an equal sign, and click to place cell references rather than values into the calculations. Use the auto sum button (Σ) to add up a series of numbers across a row, or down a column. Use the paste function button (f x ) to choose a function such as Average. You can click and drag over various cells to fill in the arguments of the function. Be aware of the difference between the value 85.3 and the value 85.3%(0.853). A value can be displayed as a percent only if it is actually stored as the decimal equivalent of that percent. Objective 2: Create a formula to calculate a weighted average. Calculating a Weighted Average Some grading policies give each assignment a percentage weight so that a mid-term and final exam count more toward the final grade average than single homework assignments. The formula for determining the final grade this way is a little more involved, essentially, we have to multiply each assignment s score by the desired percentage, and then add all those products together. To Create a Formula to Calculate a Weighted Average 1. Place the cursor in the cell that you wish to enter the formula in. 2. Press the = Equal key on the keyboard. 3. Click on the cell holding the first/next assignment score 4. Press the Shift key and the 8 Eight key simulatneously to enter * into the formula. 5. Enter the percent value for that assignment as a decimal number. (For example, if the assignment was worth 5%, you would enter 0.05.) 6. Press the Shift key and the = Equals key simulatneously to enter + into the formula. Training 1 August 3, 2005

2 7. Repeat steps 3 6 until the last assignment. (Excluding the + after the last assignment.) 8. Press the Enter key on the keyboard to calculate and display the result. 9. Use AutoFill to copy this formula to the other cells in the column. Store Percentage values in Spreadsheet, not in Formula Another valuable use for the Absolute reference is here in this weighted average formula. What if you ever wanted to adjust the percentage weight for one of the assignments? How difficult it would be to interpret that formula again to make sure you adjusted the correct number? Why not store the percentage values in their own cells, and make the formula reference them? This will make changes much easier. Of course we have to be careful to set them as absolute references! To Use Absolute References in the Weighted Average Formula 1. Store the percentage values (as a decimal) of each assignment/test/quiz/etc in their own cells. 2. Place the cursor in the cell that you wish to enter the formula in. 3. Press the = Equal key on the keyboard. 4. Click on the cell holding the first/next assignment score 5. Press the Shift key and the 8 Eight key simulatneously to enter * into the formula. 6. Click the cell that holds the percentage value associated with the assignment. 7. Press the Shift key and the = Equals key simulatneously to enter + into the formula. 8. Repeat steps 4 7 until the last assignment (excluding the + after the last one) 9. Press the Enter key on the keyboard to calculate and display the result. 10. Before we fill down the rest of the column, we must specify all references to the percent values as absolute references by placing the dollar signs \$ before the column letters and row numbers. (For example, change the reference D3 to \$D\$3, E3 to \$E\$3, etc.) 11. Use AutoFill to copy this formula to the other cells in the column. Training 2 August 3, 2005

6 8. Click to insert your cursor in the Col_index_num box. Enter the column number from the lookup table that contains the information you wish to appear. (For example, in the table shown earlier, we would enter 2 so that the letter grades are displayed.) 9. Click OK. 10. Use AutoFill to copy the function to the remaining cells. Objective 4: Create a formula that will calculate the total points earned minus the lowest score. Drop the Lowest Grade It is possible to figure an average by disregarding one of the items Dropping the Lowest Grade Essentially dropping the lowest grade involves the following: Add the total of all the tests/quizzes/assignments/etc., and then subtract the lowest score of all these items to calculate the total points. To Drop the Lowest Grade 1. Click the tab of the sheet that contains the tests/quizzes/assignments/etc that you need to drop the lowest score from. 2. Click to select the cell that is to contain the sum of the tests/quizzes/assignments/etc minus the lowest score. 3. Click the Auto Sum button on the standard toolbar, and highlight the tests/quizzes/assignments/etc. 4. Then click beyond the closing parenthesis in the formula bar, press the - Minus key on the keyboard, and click the Paste Function button on the standard toolbar. 5. Select Statistical from the Function category list. Then select MIN from the Function name list. 6. Drag over the same scores as in step Press the Enter key on the keyboard to calculate the new value of total points earned. 8. To use this new total points earned, you may need to adjust the total possible points. Training 6 August 3, 2005

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