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Microsoft Excel 2007/2008

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 do not require the steps outlined in this document.

Sometimes an extra step is necessary. 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 column headings, 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 the desired column headings

  3. Copy and paste the desired information from the email to the blank worksheet

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

  5. 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.

  1. To save a data file,
    Windows: Click the OFFICE BUTTONOffice button, select Save As... » Other Formats
    Macintosh: From the File menu, select Save As...
    The Save As dialog box appears.

  2. Locate and select the desired drive and/or folder where you want to save the file

  3. Windows: In the File name text box, type the desired name for the file
    Macintosh: In the Save As text box, type the desired name for the file

  4. To save the file as comma delimited,
    Windows: From the Save as type pull-down menu, select CSV (comma delimited) (*.csv)
    Macintosh: From the Format pull-down menu, select Comma Separated Values (*.csv)
    To save the file as tab delimited,
    Windows: From the Save as type pull-down menu, select Text (tab delimited) (*.txt)
    Macintosh: From the Format pull-down menu, select Tab Delimited Text (*.txt)

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

  6. To quit Excel,
    Windows: From the File menu, select Exit
    Macintosh: From the Excel menu, select Quit Excel

  7. Open your gradebook software

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

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