Downloading the Student Datafile
The student datafile contains score report data for each AP student at your school or district who tested during the latest exam administration. This is not a report that can be viewed within the Online Reports for Educators website; rather, it is a .csv file that can be downloaded for use in other systems or applications.
The following steps will guide you through the process of downloading the student datafile to your computer and opening it in MS Excel. To see technical specifications of the data fields and column formats, download the Student Datafile Layout.
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 in the Online Reports for Educators website, click the Download File link under Student Datafile.
- A dialog box will pop up, giving you the option to either open or save the file. Click Save.
- 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 a .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.
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 example, for Excel 2007, 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, an Import Wizard window will appear. The wizard walks you through three separate screens to enable you to view the report in Excel:
- Step 1: Under Original Data Type, leave the default file type as Delimited and click Next. (You do not need to change anything on this screen.)
- Step 2: Under Delimiters, change the selection to Comma (Tab is the default). Leave all the other options on this window as is, and click Next.
- Step 3: 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.
- You should now be viewing your student datafile as an Excel spreadsheet, with the data divided into columns and rows.