Student Training

Head Count—Data Entry

Getting Started

1.     Open up the Library Student Assistant folder (on the shared drive)

a.     (The long way goes as follows: VCSU Content>>Offices>>Library>>Library Student Assistant)

2.     Open up the HeadCount_Project Folder

3.     Open both the newest month’s headcount spreadsheet.  For example, if you were working on the December 2012 headcount, you would use the December_2012 file.

4.     In the file that you will be editing, you will be copying the raw data from the first worksheet and entering it into the second worksheet, called New_Workform.

Data Entry

1.     On the New_Workform worksheet, each hour contains two rows. One for the front door count, and one for the back door.

2.     Enter the date of the day’s data you are transferring into the date row.  Make sure you enter the date under the correct day (Sun, Mon, Tues, etc.)

3.     Remember, the Undo button is your friend

4.     After each day, check your work

5.     Make sure that when you are saving, you click “Save As” as opposed to clicking the quick save icon

6.     If you have any questions/problems, highlight the cell(s) using the fill option, and keep notes on a scratch pad.  At the end of your project time, send Al a quick email with your notes.

7.     As always, don’t hesitate to ask if you have any questions.

Other Info

8.     When you see numbers disappear and be replaced with the pound sign in Excel (ex. ########), that just means that the cell is too small to display everything entered in it.  The info is still there, you just can’t see it.  The easiest way to ‘fix’ this is by double-clicking in the right-hand border that separates the cramped cell from the next cell.  This will automatically re-size the cell so that you can see all the info inside it.  (I removed the highlighting on the disappeared dates, too).

9.     If there is a ‘0’ in the headcount for a specific time, include it.

10.  If you see a collection of cells in the Average section saying #REF! instead of a number, something is wrong with the formulas for those cells.  To fix this, simply highlight the previous three cells to the left, click on the bottom right corner of the lowest of the three cells, and drag into the column with the #REF! problem.  This will replace the formulas in the problem cells with the good formula in the previous cells.  Ask about this if the explanation here is confusing!!