- To export PowerSchool data to Excel, log into PowerSchool and select students, such as all with last names starting with A. Under those students, select "Quick Export" and choose the fields to export, such as last name, first name, grade level, and gender. - Open the exported file in Excel. You can then sort the data, such as by grade level and gender. - Use Excel functions like COUNTIF to analyze the sorted data. For example, to find the number of males and females or the number of students in each grade level.

1. Exporting PowerSchool data to
Excel and manipulating that data

2. Go to your PowerSchool login page and login. If you do not remember/know your
login, contact your building PowerSchool person for that information.

3. Once logged in you need to make a selection of students to work with. For this
scenario we will use the middle school students with last names starting with the
letter A. There are two ways to do this from the main PowerSchool screen. First
you can do a search of students using the search students box

4. In the search box you would enter an A and all active students with last names starting
with A would be listed. If you wanted both active and inactive students you would use
a /A. It is not case sensitive.
The other way would be to just select the letter A from the Browse Students below the
search box. Remember this way only searches active students.

5. Once you have your selection made you then go to the drop down box below the
listing and select Quick Export.

7. In the Quick Export screen you need to enter the fields that you want to
export. To view all the fields available you can select the hyperlink fields at
the bottom of the window and a listing of all the fields will come up. You
need to enter the field names as they show up in the listing.

9. In this case we want the students’ last name, first name, grade level and gender. The
corresponding fields for these are last_name, first_name, grade_level, and gender.
Type each of these on a line.

10. Select the submit button and you will get a choice to either open or save the file. We
want to open the file with Excel so you would choose the radio button for Open with
and then from the list choose Excel or browse to the Excel program startup file on your
computer.

11. If Excel doesn’t come up in the initial listing of programs you need to browse to the
excel.exe file. Select the browse button and browse to c:program filesMicrosoft
OfficeOffice12 (if you are using a version other than 2007 the number will be different)
and in that folder you will find the excel.exe file. Click on it and then it will show up as
the program you want to export to

12. If you are going to be doing much exporting you would also want to check the
box that asks to do this from now on. Choose ok and Excel should open with
your selections listed.
If you have problems with this you can go back to PowerSchool and instead of
opening the file you can save it to your computer and open Excel and then open
the file from within Excel.

13. Within Excel you can sort the data. The data will be sorted alphabetically by last name
and we need to sort the information in another way. The data needs to be selected so we
highlight the listing by clicking on the top left corner and dragging across to the bottom
right of the list.

15. Now we can sort the list, to do this find
the Sort and Filter icon on the menu bar
and click on it once. We want to do a
custom sort so select that from the list.

16. The sort window should appear and we want to sort the list by grade level and
gender. The one listing that is there will need to be changed to the grade level
field so select it from the first drop down box.

17. Then add another level by selecting the add level button in the top left and then
choose gender from the drop down list. Click on ok and you list should be sorted by
grade level and gender.

18. You should now have a sorted list of students by grade level and gender.

19. From here we want to find out how many males and females there are and how
many are in each grade level. Using a function enables Excel to do this work for us.
Create the labels for this data and select the cell where you want to show the
results. Then select the function link on the taskbar

20. In the insert function box enter countif in the search box. This is the function we want
to use. Once it is highlighted select ok

21. The function argument window appears and you then select the range of cells that show
gender. Then enter F in the criteria row and select ok. The result should give a total for
females.

22. Follow the same procedure for males and each grade level

24. You would follow the same procedures for any other data that you might have in Excel
using different functions or data.