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Microsoft Excel 2003/2004

Gradebook: Phase 1
Capturing Student Names

The first step in creating a gradebook with Microsoft Excel is to capture the student names efficiently and place that information in a worksheet. Once you receive the gradebook information, it can be used in a variety of applications and formats, including worksheets. The following steps provide guidance for moving the information into a worksheet.

return to topOptions for Obtaining Names

The Gradebook feature is available to faculty and staff members at UW-Eau Claire through email. Gradebook allows a faculty/staff member to receive a list of the students in a particular class in the form of an email message. Gradebook information includes username, full name, university ID number, and classification for each student in the class. Getlist information includes username, last and first name, and middle initial for each student in the class. This information can be moved into a worksheet or word processing document to establish a gradebook or an attendance record.

NOTE: To ensure readability for your recipients, a Plain Text or Rich Text format should be used. For instructions on how to accomplish this, refer to Setting a Default Message Format (Outlook, Entourage).

The campus email system provides two options for obtaining a list of student names without having to type them:

Gradebook
returns last name, first name, middle initial, email name, university ID, and classification for each student

Getlist
returns email name, last name, first name, and middle initial for each student

return to topObtaining the Names

Obtaining the names of your students through Gradebook or Getlist is more efficient than keying the names in one by one.

NOTE: This option is only available to faculty and staff.

  1. Open email

  2. Create a new message

  3. In the To... text box, type gradebook or getlist, depending on the amount of information that you need to receive

  4. In the Subject text box, type the semester term, class department, class number, and class section
    EXAMPLE: 0451.math.110.001

  5. To send the message, click SEND
    The results will be sent to all your classmates and to you via email.

return to topTransferring Information from Email to Excel

Once you receive the Gradebook or Getlist information, it can be used in a variety of applications and formats, including worksheets. The following instructions provide guidance for moving the information into an Excel worksheet.

If you are using a commercial gradebook program, and it allows for direct copy and paste for entering the names, copy and paste the information directly from Outlook email to your program. Otherwise, use the following instructions.

  1. Open email

  2. Locate the message obtained from your getlist or gradebook request

  3. From the Edit menu, select Select All
    OR
    Windows: Press [Ctrl] + [A]
    Macintosh: Press [command] + [A]

  4. From the Edit menu, select Copy
    OR
    Windows: Press [Ctrl] + [C]
    Macintosh: Press [command] + [C]
    This puts a copy of the text into the computer's internal memory area known as the Clipboard.

  5. Open Excel

  6. Create a new worksheet
    OR
    If you have already started entering information into your worksheet, move to a new sheet

  7. In a new sheet, click in the A2 cell
    The first row is left blank to add titles for the columns, if necessary.

  8. From the Edit menu, select Paste
    OR
    Windows: Press [Ctrl] + [V]
    Macintosh: Press [command] + [V]
    All of your data should appear on the worksheet.

return to topGradebook and Worksheets

If the information is copied and pasted into a worksheet, each student will appear on a separate row and the information will be divided by columns. For example, column A will contain the full name, column B will contain the username, and so on. If the message is saved as text and opened in Excel or Lotus, the text will need to be converted into the worksheet format. The file is saved in a tab-delimited format.

Once the information is in the worksheet, you may need to adjust column widths and delete unneeded information. For more information, refer to Excel Gradebook Phase 2: Cleaning up the Data for Use.

return to topAdditional Details

To learn more about the Gradebook feature, refer to Descriptions of Student Distribution Lists.

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