HOW TO FOR SECD 210How to make an Excel Table

&How to Mail Merge

EXCEL TABLEGRADE BOOK

Excel Table Step 1:

Enter your top headings starting in Row A Column 2

All information will be in Row A These are “students name”, “guardian

name”, “address”, “HW”, “test”, “quiz”, “participation”, ect.

Excel cont. Step 2:

Enter side headings starting in Row B Column 1

All information will be in Column 1 These are your student numbers, typically

alphabetical

Excel cont. Step 3:

Fill in your information Names, addresses, grades, ect.

You need to add functions to calculate averages This will be the AVERAGE or SUM function

You need to add comments on a secondary spreadsheet with a look up function This will be the VLOOKUP function

I have to do

MATH??

Averages/Sums Student averages can be created by

selecting the AVERAGE or SUM button under the function or “fx” key You must then select the cells you want that

math done on If a particular score is weighted, this is when you

would enter the weights individually Example:

=0.2*(SUM(L2:P2)/5)+0.3*(AVERAGE(Q2:R2))+0.5*(S2)

20% on 5 HWs + 30% on 2 Quizes + 50% on a Test

Note: fill all cells in which you want the averages, the program will automatically change the data for each student

Lookups*This is how you would add a comment to your spreadsheet depending on a

students grade* Comments need to be listen in a separate

worksheet (bottom left of page) Create the table giving the low end of the

grade range in one column (0,60,70,ect.) and the comment in the cell next to it

Select the function “fx” button and choose VLOOKUP

Lookups cont. “Lookup-Value”

These are the current overall grades of each student Select the cells containing their overall grade formulas

“Table-array” Select all the cells that have the cutoffs and their comments

Be sure to enter $ before the letters and numbers to signify that the cells don’t change (useful for the filling)

Col-index-num Enter a number 2 here

“Range-lookup” Enter TRUE

Note: fill all the cells for the comments, the program will automatically change the lookup depending on the students grade

SAVE!!!!

MAIL MERGELetters to Parents!!

Good News?

Bad News?or

Getting Started

Open up a Microsoft Word document

In the main bar, select “Mailings”

Then select “Start Mail Merge”

Under this choose “Letters”

And then…

Then select “Select Recipients”

Under this choose “Use Existing List”

Find your saved grade book spreadsheet Then it will give you options which to choose,

pick the worksheet with the names and grades entered on it

Next… Enter your school districts mailing

address at the top The select “Insert Merge Field”

You should now see a list of your headings Choose the appropriate information for the

Guardians name and mailing address

Enter the body of the letter

Almost there! Using “Insert Merge Field” will allow you

to add a full listing of your students grades and comments

Now you are ready to “PREVIEW RESULTS” This will give you a continuous list of all your

students letters……..BE SURE TO MAKE SURE EVERYTHING IS CORRECT!!!

SAVE!!!!

NOW YOU KNOW HOW TO CREATE EXCEL TABLES AND DO A MAIL MERGE LETTER!

Go forth and enjoy your saved time from the calculator averages and the individually written letters

home!!