Updated 10/30/13
NEP Online Reports Formatting Tips
Some instructions will only make sense in this document if you are running the same
version of Excel 2010 as I am. If you have not upgraded to this version, please contact
the cn help desk at 541-737-4177.
Login to NEP Online
Click on the “Reports” button in the left sidebar.
Select a fiscal year from the “Fiscal Year” drop down menu. The default display is the
current fiscal year. You will want 2013 to view reports for this fiscal year, 2014 for the
Plan Process. After cloning, the system defaults to 2014.
Click “Reports”
2014 for POW Reports
to assist with preparing
the 2014 Plan
This is an essential step to move to the selected fiscal year report you would like.
To view a report, click on the name of the report. (For Example, “Report of
Accomplishment Detail 2013” or “Planned Education”.
A pop-up window will appear with the “Open with” option selected.
Left click “OK.” Note: After the file has been downloaded and/or opened, it will need
to be formatted for readability and usability. Open file if not automatically opened.
Data will be presented in an unformatted form. The reports coming off the system
are in CSV format and need to be saved as Excel Workbooks in order to
accommodate further formatting functions.
Potential Formatting Tasks
1.
2.
3.
4.
5.
Save as Excel file (must do)
Wrap Text
Delete Rows
Freeze Top Row
Adjust Individual Column Width
6.
7.
8.
9.
10.
AutoFit Row Height
Sort the Data
Expand the Size of the View
Set-up Filtering In Title Row
Set-up Summing Using Filters
- See details for each of these formatting tasks below:
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1. Save the file as an Excel Workbook
a. Select the office button, (top left corner of screen).
b. Hover over “Save As” and left click Excel Workbook
c. Choose location for the document.
Office
d. Name and date the file
Button
e. Left click “Save”.
Formatting All Reports
2. Wrap Text - Select all cells by left clicking in the upper left corner cell. This
selects all cells with data.
Select all cells
Row number cell
To Wrap Text, right click the mouse within the highlighted workbook and then left
click to select “Format Cells” from the temporary menu.
a. Left click on the “Alignment” tab.
b. Left click  “Wrap text” (about midway down the page).
c. Left click “OK.” The display in the workbook will now show all information
entered into each cell.
3. Delete Rows - You must delete row 1 in order for other formatting functions to
work. The title of your report will remain as the document name at the top of the
screen.
a. Right Click in the row number cell.
b. Left click “Delete”
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c. Repeat this for any blank row that is between data rows.
4. Freeze Top Row (Keeps the top title row as you scroll through report pages)
a. Left click on the row number cell in row 1 to highlight the row. (This should be
the row with your column titles. If not, return to instruction #3 and 4).
b. Left click the “View” tab from the main menu bar.
c. Left click “Freeze Panes” down arrow.
d. Left click “Freeze Top Row”.
5. Individual Column Width Adjustment (Helps readability)
a. Place the cursor on the horizontal line between two column letter headings
and to the right of the column you wish to resize (i.e., the line between
columns A and B will adjust the width of column A).
b. Left click, hold and drag the column to the desired width.
c. Repeat for columns with cells that have a lot of words (for example, the
Agency, Education Delivery Location, Audience Type, and Group Name).
6. AutoFit Row Height (useful once you have expanded column widths)
a. Select all cells by left clicking in the upper left corner cell.
b. Left click on the Home tab from the main menu bar.
c. Left click on the Format Cells drop down arrow.
d. Left click on AutoFit Row Height
7. Sort The Data
a. Select all cells by left clicking in the upper left corner cell.
b. Left click on the Data tab from the main menu bar.
c. Left click on Sort icon.
d. In the pop-up, look to the right and Left click  My data has headers
e. Select a “Sort by” column. (Useful to sort by Education Delivery
Location/Site, Staff name, or Group Name)
f. Note: You must not be using a filter when you want to use the Sort function.
See instruction #11 “To Remove Filters” prior to sorting.
g. In most reports for those in a Unit Manager Role, there are totals showing for
each person. The sort function will place those total rows at the bottom of the
data and show them all together as the last rows in the report. See #3 Delete
Rows instructions to delete these total rows after you sort. I have found thawt
these total rows are not helpful when you need to be able to filter and sort
data.
8. Expand The Size Of The View
a. In the lower right corner of the Worksheet are controls.
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b. Left click on
to increase the size.
9. Set-up Filtering In Title Row
a. Select all cells by left clicking in the upper left corner cell.
b. Left click on the “Data” tab from the main menu bar.
c. Left click “Filter.” Drop down menu arrows have now been added to each
column heading.
b.
c.
Drop
down
menu
arrow
d. To apply a filter, left click on the drop down menu arrow in the specific column
you wish to filter by.
e. Left click on the  (Select all) to deselect the entire set of data.
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f. Left click on the desired filter criteria for the column selected.
g. Left click “OK”. See picture.
Additional filter icon
h. The filter will be applied to the data. Multiple filters can be selected at any
given time in the workbook. Columns with an active filter will have an
“additional filter icon” next to the drop down menu arrow and the row number
cells will be appear in blue text.
To Remove Filters
10. Select all cells by left clicking in the upper left corner cell.
a. Left click on the “Data” tab from the main menu bar.
b. Left click “Filter.” Drop down menu arrows have now been removed from each
column heading.
11. Set-up Summing Using Filters
a. Make note of the first group name appearing in row 2 of the report.
b. Apply Filter to selected column titled “Group Name” by left clicking on the
drop down menu arrow.
c. In the drop down menu, left click on the  (Select all) to deselect the entire
set of data.
d. Then left click on the  “Group Name” in d.
the drop down menu.
e. Left click
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f. Left click the Formula tab from the main menu bar.
g. Left click in the cell just below first column that has numbers. (Column L, # of
sessions)
e.
h. Left click on AutoSum, then “Enter” key on your keyboard.
f
.
h.
g.
i. Bold the text in the total cell (Go to Home tab on the main menu bar and click
)
j. Move curser to the lower right corner of the total cell until a black plus sign
appears.
k. Left click on the black plus sign and drag from that cell through to the end of
data sum cells. Then let go. Totals should appear to the right. Delete the
totals in columns that are not needed (such as key messages).
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Additional filter icon
l.
Now, go back to the Group column filter and left click on the additional filter
icon.
m. In the drop down menu, left click on the  (Select all) to select the entire set of
data.
n. Left click
o. Once you do the above, the summing totals will work for all rows of data.
p. You can now filter for specific data and have totals for that data (For example,
filter up a specific site and see all totals for that site).
General Tip: Remember to left click on the save icon frequently while you are
reformatting report documents.
Save icon
Save! Save! Save!
If you need help with these steps:
Contact Jill Murray (Soon to be Mills in the OSU system) or Lynette Hawthorne
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