Converting SET Summary PDF to Excel

Converting the Provost’s SET Summary Report from PDF to Excel

Converting the Provost’s SET Summary Report

from PDF to Excel

If you would like to present the SET results for Winter 2020 or Spring 2020 in a spreadsheet to supplement your

tenure, promotion or reappointment petition, this template will help to get you started (requires MySCU login; then

download the spreadsheet to your lap- or desktop).

If you would prefer to integrate these two quarters in a snapshot of your SET results for all quarters in the period

under review, you can convert the Provost’s SET summary document from a PDF to an Excel spreadsheet and add

your results for the missing quarters. Here is the process (using MacOS, but PC will be similar; if you subscribe to

Adobe Acrobat Pro, skip the first seven steps and just open your PDF in the application).

1. Download the SET Report

emailed to you to your desk-

or laptop.

2. Open the free online converter at

https://adobe.com/acrobat/online/

pdf-to-excel.html.

3. Click “select file.”

4. Choose the SET Report PDF on

your desk- or laptop.

Converting the Provost’s SET Summary Report from PDF to Excel

5. When your file is ready, you’ll be

prompted to sign in to your

Adobe account, because

converted files are stored by

default in your online Adobe

account. If you don’t have an

Adobe account, you can create

one with a user name and id,

using one of the methods listed

on the right side of the browser

window. They will prompt you to

pay for upgraded versions, but

the basic account is free.

6. Once you’ve created your

account, you can download the

file to your desk- or laptop.

7. Navigate to your downloads

folder and open the file.

Converting the Provost’s SET Summary Report from PDF to Excel

8. All of the pages and data will

come in, but you’ll need to clean

up the file. Start by deleting all of

the pictures and cell contents

below the first page spreadsheet.

You can also delete the Santa

Clara University logo at the top

left corner of the first page.

9. On the first page spreadsheet,

select columns P and Q and, from

the Merge & Center button on

the Home ribbon, select

Unmerge Cells. At this point,

you can delete the first two rows

of your table with the original

header, or, if you prefer, keep the

portion that says “Summary of

SET Ratings for Class Sections

Taught by Instructor.”

10. Widen any really narrow columns

so you don’t miss that they have

SET question results in them.

11. Select all of the empty columns

(here highlighted in yellow) and

delete them.

Converting the Provost’s SET Summary Report from PDF to Excel

12. Now fix the columns with tiny

text. You do this not by resetting

the font size, but by widening the

columns. And since the centering

and width of all your result

columns got a little skewed

during the conversion and the

unmerge of your heading, you

can just reset all the column sizes

at once. Select the SET result

columns, hover over the right

column line of any one of them

until you see the column width

icon ( ), and click/drag to the

right to a width of about 4.80

units (29 pixels).

13. If you didn't delete the initial

empty columns at step 11, you

can do that now.

14. Reset any column widths so that

the full text is exposed. This may

alter the alternating colors in the

course title column, but we’ll fix

that at the next step.

Converting the Provost’s SET Summary Report from PDF to Excel

15. Now fix the formatting in the

Winter and Spring 2020 SET

result rows, here highlighted in

yellow. Select the colored cells

and reset the font size and type to

Arial 7pt. Next, delete text that

appears in any row. Then, using

the Format > Cells option on the

upper menu bar or the paint

bucket in the ribbon ( ),

remove all color. Next, using the

same button, select the white

portions of rows that should be

tan, choose the paint bucket,

select More Colors, click the

eyedropper icon, and hover over

some other portion of the tan row,

capturing the color by clicking.

16. Select the question cells and

center the text horizontally ( ).

You may want to check whether

the question numbers or result

cells need to be centered too.

17. Now you’ll add the averaging

formula into the empty cells of

the OVERALL (Items 1.1-1.9)

column. Click in the Overall

result cell for your first empty

row and type =AVERAGE(.

Then click the result cell for SET

question 1.1 for that first empty

row and drag over to the result

cell for question 1.9. Then type a

closing parentheses ) and hit the

return key to enter the formula.

Converting the Provost’s SET Summary Report from PDF to Excel

18. Now extend that formula to the

rows below. Select your formula

cell, click on the small green

square on the lower right corner,

and drag down the selection to

your last empty cell. This will

pull both the formula and the

formatting into the cells below,

so you’ll want to use the

directions in step 15 to remove

the fill color from the white rows.

19. Now clean up the header

information in the upper left

corner, highlighted here in

yellow. You might have deleted

the table title in step 9, or reduced

it to read “Summary of SET

Ratings for Class Sections Taught

by Instructor.” For any of the

cells that you see highlighted in

yellow here, select them and use

the Wrap Text button in the

ribbon to toggle the wrapping off.

This makes all of the text visible.

20. Finally, do any remaining clean-

up you like and then type in your

numbers for Winter and Spring

2020. If the “upper,” “lower,” or

“grad” class level was lost, you

can add those back in. When you

add your SET results, the

OVERALL column should

automatically calculate the mean

score. Double-check the pre-

populated SET result cells against

the original PDF to make sure the

numbers are accurate.