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These Google Sheets Advanced lessons will cover advanced features of Sheets and prepare
you with a deeper understanding of how they can benefit teaching and learning. With a more
advanced understanding of these tools, you can begin to explore more ways to use data,
charts, and Add-ons to automate tasks and save your time so you can analyze data to inform
instruction and provide feedback to students in the classroom.
You will learn how to:
To start, review the Advanced lessons below and conduct all activities. It is recommended
you have another browser or computer screen available to practice the step-by-step exercises.
Lesson 1
Advanced Functions in Sheets (25 mins)
Google Sheets can be used in the classroom for collecting and analyzing data, supporting
learning and assessment. The real-time collaborative features of Sheets can be used for a wide
range of administrative tasks, from charting attendance to tracking and processing staff and
faculty activities and progress throughout the year. By utilizing more advanced features built
into Sheets, including add-ons, you can create a more dynamic teaching and learning
experience.
Featured in this section are some less commonly used functions and formulas, but when used
in your Sheet, can produce some very impressive results. Some of these examples may
require experience in databases and HTML.
All functions
There are hundreds of functions available in Sheets. To see a complete list, click the More
functions link in the
Functions drop-down list or check out the Support Center. These
functions must be hand typed.
Additionally, for some functions, autocomplete selects values based on the data in your
spreadsheet.
Note: You can leave out the target language (in this case, "en") and the function automatically
selects the default language of your spreadsheet.
Detect Language function
In addition to translating, you can also use a function to find out what languages is being used
in a cell:
=DetectLanguage("text")
For example:
The delimiter and string cannot be null or empty strings (invalid arg is returned)
If the delimiter does not appear in the string, the whole string is returned
The function takes two args, if one or both are missing or too many args are entered
in, you will get an incorrect number of args error
The formula is in A1. Notice in this example, the function split the string based on the
placement of the ! and entered the two parts in two cells, A1 and B1.
The formula is still in A1. There is nothing in B1 because the delimiter (a comma) does not
appear in the string "hello".
The formula is in A1. Here the string is split based on the placement of the semicolon,
returning five cells of data instead of the original 1.
Here A1 is text. The formula is B1, with a function to split the phrase in A1 by spaces. B1
and C1 are the split product.
This type of format can be useful for other types of strings such as names, addresses, phone
numbers, etc.
To learn more about the CONCATENATE function, check out the Support Center.
Lesson 2
Conditional Formatting (15 mins)
2. From the toolbar, click the Fill color button (shown below), or right-click the cell or
selected range of cells.
Rules can be based on matching text, checking the date, or evaluating numbers
(less than, greater than, etc)
5. The rules shown above indicate that cells containing 1 will be formatted as cells with
a red background.
You can choose from multiple rules and select up to five for a given cell or range. To remove
a rule, just click the X to the right of that rule.
Notes:
When you specify multiple rules, they are evaluated in the order listed
This means that the first rule found to be true will define the format of the cell or
range
If you copy and paste from a cell or range that has formatting rules, these rules will be
applied when you paste the copied data
If you are importing a spreadsheet, any conditional formatting it contains will not be
imported
Doing this will enter the spreadsheet into painter mode until you complete
copying the cell formats or click the Paintbrush toolbar icon a second time
3. Select the range of cells you would like the formatting to be copied across.
4. The cell formatting will then be applied to the range of cells you have selected.
o
This action will override any existing formatting set for the selected cells
The range of cells you want the formatting to be copied across does not need
to be adjacent to your original selection of cells
Lesson 3
Editing and Customizing Chart Data Settings in a Spreadsheet (25 mins)
After you create a chart, you can always go back and change all of the settings - the data
selection, chart type, names, etc.
Note: Please be aware that any user added as a collaborator will be able to edit, add, and
delete charts. Be sure to take this into account when adding students, or other users as
collaborators, as they will have these permissions, which you might not want.
When you use Quick Edit, two buttons will appear in the top-left corner of your chart: View
mode and Quick Edit mode. When you click into a chart, you will initially find yourself in
Quick Edit mode. When you are done making changes, click View mode.
Quick Edit is not available for all chart types. Charts that do not allow Quick Edit will not
show the two buttons in the top-left corner, and can be edited only by opening Advanced
Edit mode. Access Advanced Edit mode by clicking the arrow in the top-right corner of your
chart to make further changes.
The Start tab allows you to select new data from your spreadsheet
The Customize tab allows you to make more detailed formatting changes
Combine ranges horizontally/vertically if you are creating a chart from multiple data
ranges
If you are setting a minimum or maximum that cuts off part of your data set,
check the box next to Allow bounds to hide data
Compare mode adds tooltips that show the values of all series at a given point
in your chart
The Customize tab also gives you access to most formatting changes available
through Quick Edit
o
Grid color
Scroll to the last section in the Customize tab to change the color, line
thickness, or point size for your data series
Depending on what type of chart you are working with, some of these customization options
may not be applicable, and so they may not appear as options in the Customize tab.
To resize charts:
1. Place your cursor at the corner of your chart.
o
2. While pressing Ctrl+Shift, click and drag the chart's corner to make the chart larger
or smaller.
Note: If you do not press Ctrl+Shift while resizing, the chart will not scale correctly to the
new size.
Customize charts
Each chart type has a unique set of customization options that allow you to build a chart that
meets your needs. Options available in the Customize tab of a chart change depending on the
chart type.
Once you have entered data into your spreadsheets and selected the range of cells you would
like to display in your chart, go to the Insert menu and select Chart. In an already existing
chart, click your chart, and select from the chart menu. Click the Customize tab of the charts
dialog box, where you will be able to scroll through and set advanced options for your chart.
Customize your entire chart in the following ways:
Compare mode adds tooltips that show the values of all series at a given point in
your chart
If you are creating a chart from multiple data ranges, the Combine ranges
horizontally/vertically setting will be automatically enabled. This setting tiles your ranges
together. For example, if you created a chart from Columns A, C and E from a large data set,
this setting would place all of those columns next to each other without gaps.
Customize individual data series
You can also customize each data series separately. Scroll to the last section in the
Customize tab to change the color, line thickness or point size for your data series.
3. In the window that appears, select Save to disk and click OK.
Publish both the sheet that contains the chart and the chart itself, then copy and paste
the chart's HTML code into your webpage or blog
Publish the sheet that contains the chart; then include that link in your webpage or
blog
4. A dialog box appears, asking if you want to let anyone at your domain see the
spreadsheet.
o
This step is required to access the code for the image; if you do not want
others to view your spreadsheet, you can simply not provide them with the
URL
If you do share the URL, please note that anyone accessing your published
spreadsheet will see its content along with the chart
spreadsheet, append to the current sheet, add a new sheet to your existing spreadsheet or even
replace your entire spreadsheet with this new version.
A custom delimiters option is also available which allows users to choose what character to
parse the data file with, giving users maximum flexibility when dealing with data files.
The Import dialog is available from the File menu from within Sheets.
The supported file formats for import are .xls, .xlsx, .ods, .csv, .txt, .tsv, and .tab.
Lesson 5
Using Data Validation to Control Information (15 mins)
Data validation helps you control what data you and your collaborators enter in your
spreadsheets. If you have specific requirements for how your content should appear (for
sorting or other analysis), you can make sure other collaborators follow your format.
This is useful to make sure everyone entering information is using the correct input. With
data validation you can:
Prevent users from entering text that does not match your criteria, or show them a
comment on the cell when the data does not match the validation rule
Add text to the cells you add validation to, to help your collaborators enter the right
type of data
In-cell drop-downs also make input easier by reducing unnecessary typing and errors in
processing. You can create drop-down lists in individual cells through the data validation tool
by validating against a range of cells in your sheet or by creating a custom list.
To create an in-cell drop-down list through validation against a range:
1. Enter data into a range of cells.
o
For example, create a series of grades (A, A-, B+ and so forth) on your
spreadsheet
9. Click Save and the cell you chose to validate will have a drop-down arrow in it with
the data in your cell range as the potential input values.
o
5. Click Save and the cell you selected will have a drop-down list with the values you
entered as potential input values.
To learn more about Data validation, check out the Support Center.
Lesson 6
Creating Pivot Table Reports to Analyze Data (10 mins)
A pivot table report is a dynamic table that lets you interpret data in different ways without
ever having to enter a formula. Pivot table reports are particularly useful when you want to
narrow down a large data set or analyze relationships between data points.
In just a few clicks, you can summarize and analyze a large set of data through different
categorizations and calculations. For example, from a list of students in a college class, you
can get a quick understanding of the the age distribution of and number of science majors in
the class.
Here are some tips to keep in mind when you are building a pivot table report:
Column headers become the fields that you add into your pivot table report
Google Sheets will automatically detect a range of cells for your pivot table
o
If you do not manually select a range of cells, Google Sheets will do it for you
and allow you to edit this data range at any point
Drag fields to other categories to change your data analysis quickly and easily
You can create multiple pivot table reports from the same set of data
o
Simply go back to the data source, create a new pivot table report and a new
pivot table report will be created on a separate sheet
Pivot tables created in Microsoft Excel can be uploaded and converted to Google
Sheets, and pivot table reports created in Google Sheets can be downloaded and
converted to Microsoft Excel format
If you do not have a data set to use, you can practice using the data in the pivot
table report template and instructions in the How to create a pivot table
report section of the guide
The pivot table report will automatically add the values of each row and column into a
grand total
o
Grand total summaries will appear at the right and to the bottom of your pivot
table report
You cannot edit cell values by manually typing new values or by changing formulas
in the pivot table report
o
Doing so would break the connection between the pivot table report and your
original data set
If you have created a pivot table in Microsoft Excel in the past, you can upload that
spreadsheet to Google Sheets. This allows you to continue to analyze your data using Google
Drive no matter where you are signed in. To upload a Microsoft Excel spreadsheet that
contains a pivot table, click the File menu, and select Import Select from the import
options, and click the Import button.
This can be an excellent tool to help teachers analyze student data. For example, if you set up
a standards based gradebook, pivot tables can help you know which students have mastered
which standards, and what standards needs to be covered a bit more.
For information on Pivot Table Reports, check out more in the Support Center.
Lesson 7
Managing Class and School Data More Effectively in Sheets with Add-Ons (10 mins)
Teachers can expand the functionality of their spreadsheets with Add-ons, tools built by
developers and made to work seamlessly with Google Apps. Add-ons can accomplish many
tasks, from automatically generating handouts from a spreadsheet, to creating report content
such as charts and bibliographies. You can install an add-on within Google Sheets; you do not
need to install any extra software to your computer. Once they are installed, your add-ons
become available to all of your documents. Your options allow you to activate or deactivate
your installed add-ons for certain documents, as well as uninstall it altogether.
These Google Sheets Add-ons have been created by and for educators:
autoCrat, Doctopus, and Goobric, were created by educator Andrew Stillman, with the
New Visions for Public Schools CloudLab
As third party Add-ons are created by developers without any expectation of support, we
encourage you to get involved in their respective Google+ communities where educators
share their experiences and support one another in their implementation. These communities
are:
EdCode.org on Google+: https://plus.google.com/u/0/+EdcodeOrg/
autoCrat Google+ Community:
https://plus.google.com/u/0/communities/113214794749756544162
Doctopus (and Goobric) Google+ Community:
https://plus.google.com/u/0/communities/110101771178739680338
To learn how to install and manage add-ons, check out more in the Support Center.
Lesson 8
Using Flubaroo to Automatically Grade Assignments (25 mins)
Flubaroo enables assessment on Google Sheets. It helps in grading multiple choice and fillin-the-blank assignments. It can also be used for streamlined teacher feedback. Other features
include:
Average score calculation for both the overall assignment and for individual questions
Flubaroo requires the use of a Google Form. Forms are customizable surveys which can be
shared with others.
We will now review the five steps used to create and assess an assignment:
Step 1: Create Your Assignment
1. Go to Google Drive at drive.google.com.
2. Select New, and choose Form.
3. A new tab will open displaying your Google Form editor.
4. Give your Form a title, and select the default option to have all results recorded in an
automatically-generated Google Sheet.
5. The title of the Form will match the name of the Sheet and will be saved in the same
folder in which you have created your Form.
6. Add the questions for your assignment (See the Google Forms lessons for details on
how to customize your questions).
7. Include identifying fields (text boxes) such as first/last name, student ID and email
address (for sending feedback).
8. Click on Choose response destination and select New spreadsheet as the
destination.
2. Complete your assignment with the correct answers and submit it.
3. Enter your own name so you can identify this entry later on as the answer key.
Step 3: Assign your assignment to students
1. Share your form by posting the link to your your class website, or email the link to
your class.
5. After clicking the button you will be asked to authorize permissions for Flubaroo to
run and access data in your spreadsheet, as well as send emails on your behalf to those
filling out the form.
6. Click the blue Accept button.
7. Once installed, you will see a new menu called Flubaroo underneath the main Addons menu.
8. If you are ready to grade, select Grade Assignment from this menu.
9. Flubaroo will ask you a few questions, such as:
1. If any questions should not be graded
2. Which questions are for the purpose of student identification (e.g. name,
student ID, email)
3. Which submission should be used as the answer key
o Once answered, Flubaroo will grade your assignment.
o This process should take less than a minute.
Step 5: Review grades
The grades created by Flubaroo will be located in an adjacent worksheet called Grades, as
shown:
For each submission, Flubaroo will show which questions were answered correctly(1 point),
incorrectly (0 points), and which were not graded. If less than 60% of students got a question
correct, the question will be highlighted in orange to alert you. Additionally, students who
scored less than 70% on the assignment will be highlighted in red.
The Flubaroo menu offers you the ability to email each student their grades, view a summary
report, or regrade the assignment.
If you choose to email each student their grade, you will be given the option to include an
answer key in the email. You can also include a short message to your students. The email
sent to each student will include their total score, as well as their score for each question.
Note: You will only be able to email students their grades if the original assignment had a
question asking them for their email address.
Choosing View Report shows you a summary report of the grading.The report includes the
distribution of grades (a histogram), and a button to email yourself a copy of the report.
These data reports are great for teachers who need to produce evidence of learning in their
classrooms and shows student progress.
Lesson 9
Using autoCrat to Create Mail Merge Documents for Feedback, Grading, and More (25 mins)
autoCrat adds a document-merging feature to Google Docs. It uses columns of data from a
Google Sheet to create personalized (e.g. merged) Google Docs or PDF attachments. This
mail merge tool can help you send rubrics to students, send parents or faculty/staff sign
required forms, or send documents by email or print certain documents specified by a user.
Recall that you can insert Add-ons into your Sheet by clicking on Add-ons > Get Add-ons
and searching and installing autoCrat.
1. Create your merge template as a Google Doc or Spreadsheet using any formatting you
like, and set placeholder tags using a simple convention, e.g., Dear <<FirstName>>.
Click New > Google Docs or Google Sheets.
2. Prepare the sheet that contains all of the data you want to fill into the Doc.
3. Make sure that all of the fields and headers are up-to-date and in the right columns,
and that any text that will be merged matches the grammar and style of the text in
your Doc.
4. Once you have installed autoCrat, this add-on will walk you through the steps of
matching each column in your Sheet to the tags you have created in your Doc.
Note: The headers for your columns do not have to be the exact same text as the tags
in your Doc, but naming them similarly makes the merging process much easier.
5. Run autoCrat from the Add-ons menu of your Sheet.
6. autoCrat will walk you through matching the fields from your Sheet to the tags in
your Doc.
7. Name the merge job.
8. The example job is named PT Mailing 7-30.
9. Choose from among the various merge settings (PDF or shared Google Doc) and
build a customized email message to recipients using placeholder variables from your
sheet.
10. Customize how you want autoCrat to name your new documents once they have been
merged.
11. The same tags from your merge can be used to name each file, as long as it is
preceded by a $ sign:
o
For example, you can name your file with the <<FirstName>> tag by using
$FirstName
Using the tag $currDate names the new file with the current date whenever
you merge
12. autoCrat fills in several columns of links to the merged documents for each row of
data:
o
A more legible link to the Google Doc (containing the document title) that you
can simply copy and paste in an email
The merge status for that document (whether the merge was completed or
failed, as well as the date and time of the merge)
13. All of the docs will be saved in the same folder as your Sheet.
14. Now open a Doc to see the final result.
15. This one is PTLetter-Andy-Appleton-2014-07-31.
Lesson 10
Using Doctopus for Managing Student Projects in Google Drive (30 mins)
Doctopus helps teachers to mass-copy student projects from a template, manage grading and
feedback, as well as share documents. It is used for scaffolding, organization and assessment.
With Doctopus, you can distribute handouts, organize filing systems and change the viewing
and editing permissions for documents all within Google Drive. Use Doctopus with the
Chrome extension Goobric (described in the next section) to set up rubric-based grading and
automatically email feedback to students.
You can import your class roster in order to set up a class-based filing system on Google
Drive for individual students.
Once installed, you can launch Doctopus from any other Google spreadsheet in your Drive allowing you to easily reuse your rosters and class folders in new assignments.
Step 1: Choose roster(s)
1. Create a new Google Sheet to use with Doctopus.
2. In this example, we will create a roster to create a student assignment filing system on
Drive.
3. Once you have installed Doctopus, select it from the Add-ons menu and go to
Choose Roster for your first step.
Allow view only: Students can view each other's assignments; likely to be
slow to run
Allow edit: Students can edit each other's assignments; likely to be slow to
run
2. Indicate how you want files named and where you want them organized in Drive.
Now you can choose whether you would like to have Doctopus create a new
folder that will hold all student assignments; if you have a pre-existing folder,
choose it here
The naming convention is the same as autoCrat, where you can have the addon customize file names according to Sheet headers marked by the $ sign
e.g. $lastName, $firstName - Roster for the student Andy Appleton will
create the doc: Appleton, Andy - Roster
Assignments in My Drive:
4. Attach a rubric to the assignment and grade student work right in your browser!
5. For a step-by-step guide, go to the next lesson, Using Goobrics for Assessing
Student Work.
6. You can now access Doctopus Assignment Tools to manage student editing rights,
check last-edit time, and transfer ownership back to students once the assignment is
completed.
7. When you have a deadline on completing an assignment, you may also select
Embargo Docs for Grading, which locks all students out of the document for
grading.
8. You can always restore the sharing permissions by clicking on Unembargo Docs for
Revision.
Lesson 11
Using Goobric for Assessing Student Work (25 mins)
As explained earlier, Goobric works with Doctopus to enable grading based on a rubric.
Goobric can be used in conjunction with Google Docs, Sheets, Slides, and its folder for a
variety of purposes.
Assignment templates
Group projects
Once a rubric score is submitted, Goobric auto-records scores in your spreadsheet and
automatically provides students instant rubric scores and comments via email. In addition, if
you are working with a Google Doc, Goobric even pastes the filled out rubric into the bottom
of the Doc.
Note: You are always free to comment upon, markup or provide additional feedback directly
on your students assignments created in Doctopus without the use of Goobric.
You will start Goobric straight from your Doctopus roster:
1. In the Add-ons menu, select Doctopus > Assess > Attach Goobric.
2. Alternatively, click on the
Assignment Tools menu.
Whenever you are grading an assignment from your Chrome web browser and
want to use Goobric, you can click on this icon
Goobric provides the following guide on creating a rubric for its web app:
1. If you have not already done so, create your rubric for your assignment in a new
Google Sheet and attach it to Goobric. Goobric will then show your selected rubric in
a preview window while it connects it to your roster.
2. You should now be able to use Goobric with the student Drive resources linked from
this Doctopus assignment.
3. Goobric provides the following tips:
A new sheet has been added to this Spreadsheet called "RubricScores" - this is
where all submitted scores will get logged, with username and timestamp
New columns have been added to your roster sheet - these contain formulas
that will calculate either latest or average category scores
To weigh your categories differently, add columns to the roster sheet and use
your own formulas
Remember that you can apply a rubric multiple times, to multiple revisions, if
needed - and you will be able to see either the latest or the average score in
each category
4. Now, if you see your rubric, Goobric has created new columns that will be
automatically populated with your rubric scores.
Open a students completed assignment. Click on the Goobric eye at the right of the address
bar to view your Goobric and score directly from the assignment.
When you fill in your scores, they will be populated in the roster. When you are done, you
may send the rubric to your student and paste it to the bottom of their assignment.
The Doctopus Assignment Tools now shows an option to display the average scores of your
class.
Self-Check Questions
Next
1. To add a function to a cell, you can use the Insert menu, or type __ and your function in the
cell: