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Here is what my Word document looks like when I’m done. Now I just place my cursor where I want the rest of the fields to go and select those fields. Here, I’ve selected “First” to insert the student’s first name. Now, on the Mailings tab, click the down arrow next to “Insert Merge Field.” Here you will see the column headings from your Excel file. Let’s start with the student’s first name, so I’ll put the cursor in front of the comma. Put your cursor where you would like the field to go. In fact, Word is now poised to pull in data from your grades you just have to tell Word which data you want. That window will close and, anticlimactically, nothing will appear to have happened. You’ll be asked to select the worksheet you want. Word will ask you to locate the file you’d like to use. With both files set up, we’re ready to have Word ask Excel for the data.įrom your Word document, go to the Mailings tab, click “Select Recipients” then “Use Existing List.” I put in the /50s and /40s to remind students how many points those were worth.
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I’m going to have Word insert the student’s name in front of the comma and insert my ‘notes’ on the other side. Every time you open that document, the date will be updated. Then you can choose the date format you like. To do this in Word 2007, go to Insert –> Quick Parts –> Field –> Date. I have my grade report document set up so that the date is automatically entered. What would you want it to say? Here’s one possibility. Imagine writing a letter to each of your students. When you do a mail merge, Word likes to have just one row for column headings, so I just copy and paste lines 2 through however many students into a new worksheet. In my spreadsheet, the top row helps me keep my content organized (“unit tests” and “papers”), the next line contains my column headings, and the student data begins on line 3. My grade sheet is much more complicated than this (perhaps a future blog post) but let’s pretend this is my spreadsheet for a class that’s part way through the term. Once they’ve been set up, a couple clicks will allow you to send them out again.
EXCEL STUDENT GRADE SHEET TEMPLATE HOW TO
In this post I explain how to set up your files to send grade reports. To send grade reports, you need three things: grades in an Excel spreadsheet, a form letter in Word, and, if you’re going to email grade reports, an email program that Word can use, such as Outlook. I used to print these grade reports and hand them out in class, but email works just fine - and reaches those students who seem to have disappeared from the course. After each exam I send my students grade reports by doing a mail merge in MS Word it’s kind of like a mind meld for MS Office products. I still keep my grades in an Excel spreadsheet. As my college makes the switch from Bb to Angel, I promise to take another look at moving some of my course into Angel. I used Blackboard (Bb) years ago but since then I’ve found ways to accomplish my pedagogical goals without it. I confess that I’ve never quite caught the course management system bug.