Downloading the Student Datafile
The student datafile contains score report data for each AP student at your school or district who tested during the selected exam administration. This is not a report that can be viewed on your browser; rather, it is a .csv file that can be downloaded for use in other systems or applications. This file is available for multiple exam years, starting with 2013.
To view the data fields available in the report and the technical specifications of the column formats, see the latest AP Student Datafile Format layout.
The following steps will guide you through the process of downloading the student datafile to your computer and opening it in MS Excel.
Note: Downloading the student datafile is only supported on Microsoft-based platforms. However, once the .csv file has been downloaded, the file can be shared with and used by Mac users.
Part 1: Downloading the File
- From your home page on the Online Reports for Educators website, click the Download File link under the Student Datafile report description.
- A dialog box will pop up, giving you the option to either open or save the file. Click Save. Note that some browsers such as Chrome and Firefox will automatically save to a folder you have designated previously. Check your browser settings to ensure the file will be saved to your preferred location.
- In the next dialog box, do the following:
- Select the location on your computer where you would like to save the file.
- You will need to give the file a name and change the file extension. By default, the system will generate an .xls extension, which will not work properly. You will need to change the file extension to .csv (e.g., "yourreportname.csv").
- Below the file name box, click the Save As Type drop-down box and select All Files.
- Click Save.
Tip: If you are using Internet Explorer and experiencing issues with downloading the file, hold the "Shift" key down before clicking the Download File link.
Part 2: Opening the Downloaded File in MS Excel
- Open MS Excel on your computer.
- You will now need to import the.csv file you just downloaded. This process varies for different versions of Excel. For Excel 2007 and 2010, select the Data tab at top, and then select the From Text icon from the Data menu.
- Once you have selected the From Text option, the Import Text File dialog box opens. From this window, navigate to the directory where you saved the file and select the file. Then click the Import button.
Note: You can also open the file by using the Open command in Excel. If you do this, you will be asked to verify that the file is not corrupted and is from a trusted source. Select Yes.
Part 3: Changing the Data Format
Once you have imported the file following the steps above, a Text Import Wizard window will appear. The wizard walks you through three separate screens to enable you to view the report in Excel:
- Under Original Data Type, select the file type as Delimited and click Next. (You do not need to change anything else on this screen.)
- Under Delimiters, change the selection to Comma (Tab is the default and should be un-checked). Leave all the other options on this window as is, and click Next.
- You will need to do three things on this screen:
- Under Data Preview, select all the columns. You can do this by holding the shift key, dragging the slider all the way to end and selecting the last column. All columns and rows should then be darkened.
- Under Column Data Format, change the selection from General to Text.
- Finally, click Finish to view the Excel file.
- Select the worksheet and starting cell on which you would like to place this data, and click OK.
- You should now be viewing your student datafile as an Excel spreadsheet, with the data divided into columns and rows.