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Microsoft Excel 2003/2004

Gradebook: Transferring Data into Other Gradebook Software

If you prefer to use another type of gradebook software other than Excel, you may still use email to obtain student names, but you will then need to transfer that information into your gradebook software. If your gradebook software accepts information from email using copy and paste, you are ready to go and do not need to follow the steps outlined in this document.

Sometimes an extra step is necessary. However, if your gradebook software does not accept the emailed student information, this information might need to be transferred into Excel, modified, and then moved to your gradebook software. For more information, refer to Transferring Information from Email to Excel.

The following instructions will aid in modifying and arranging student data in Excel to be compatible with other (non-Excel) gradebook software:

return to topArranging Data for Other Gradebook Software

Most commercial gradebook programs have the ability to import data. Please check your software manual for details. Usually, the data must be in some specific form and often needs to have header information. To allow for header information, you may wish to leave the first row blank in your gradebook program and create the header information in Excel.

  1. Open Excel

  2. On a blank worksheet, insert desired header information

  3. Rearrange the columns as necessary to match the requirements for your program

  4. To save your work, refer to Saving Data for Other Gradebook Software for more information

return to topSaving Data for Other Gradebook Software

Usually, data files must be imported into gradebook software as comma delimited or tab delimited. Please check your software manual for details.

Windows:

  1. To save a data file, from the File menu, select Save As...
    The Save As dialog box appears.

  2. From the Save in pull-down list, locate and select the drive and/or folder where you want to save the file

  3. In the File name text box, type the desired name for the file

  4. To save the file as comma delimited, from the Save as type pull-down list, select CSV (comma delimited) (*.csv)
    To save the file as tab delimited, from the Save as type pull-down list, select Text (tab delimited) (*.txt).
    Save as type pull-down list

  5. Click SAVE
    The file is saved to the location you specified.

  6. To quit Excel, from the File menu, select Exit

  7. Open your gradebook software

  8. Follow your gradebook software instructions and import your data file

Macintosh:

  1. To save a data file, from the File menu, select Save As...
    The Save As dialog box appears.

  2. From the Where pull-down list, locate and select the drive and/or folder where you want to save the file

  3. In the Save As text box, type the desired name for the file

  4. To save the file as comma delimited, from the Format pull-down list, select CSV (Comma delimited)
    To save the file as tab delimited, from the Format pull-down list, select Text (Tab delimited)
    Save as type pull-down list

  5. Click SAVE
    The file is saved to the location you specified.

  6. To quit Excel, from the File menu, select Close

  7. Open your gradebook software

  8. Follow your gradebook software instructions and import your data file

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