1. 1 Thumb Data Director Institute Huron ISD, March 30, 2011 Cynthia Compton, Supervisor for Curriculum, Port Huron Area Schools

2. 2 Student Data Data Director stores many types of student data pulled from multiple places. –You can create a report for a class, a school, or a district. –You can pull a complete individual profile for a student. Data Director has the built-in capability to compile this type of information easily.

3. 3 Sharing Student Data Why not use the data and technological capabilities provided to make individual student reporting easier? –Use the data to automatically fill in required forms, letters, and reports.

4. 4 Student Data In Data Director Address & Phone Number School & Teacher Class Schedule Attendance Participation in Federal/State Programs Demographics Grades Class Schedules ELPA scores MEAP scores MME/ACT scores District Assessments Classroom Assessments Anything else you would like to input…

5. 5 Possible Uses for Mail Merging Data Enrollment Forms Parent Letters Address Labels Program Invitation Letters Individual Monitoring Forms Individual Score Reporting Student Evaluation Forms Custom Reporting Forms Customized Student Reports

6. 6 Examples Title I Parent Labels After School Program Invitations Summer School Material Requests FLEP Student Forms K-2 nd Grade Literacy ProfilesK-2 nd Grade Literacy Profiles PLAN/EXPLORE/ACT Parent Reports

7. 7 Getting Started… What information do you want to share? Who will be receiving the information? What will your Microsoft output will be? –Letter –Labels –Form What Data Director Information will you need?

8. 8 Let’s Try It… We will go through the steps of the process together. * Slides 9- 21 of this presentation have step by step instructions for you to refer back to later. First, let’s look at our information in Data Director www.achievedata.com/sccresa

9. 9 1. Build a Custom Data Director Report For detailed instructions on how to build a custom report go to the “Tools for Schools” section of the St. Clair County website and choose “Data Director”. http://www.sccresa.org/toolsforschools/datadirector/

10. 10 1a. Save the Report Choose to save the report as an Excel file.

11. 11 1b. Save the Report Choose the location to which you want to save the report. Rename the file something easy to identify.

12. 12 2. Create Your Microsoft Word Document Open Microsoft Word. You can choose to create the document first begin with the merge wizard use a previously saved document

13. 13 Go to the "Mailings" tab in the toolbar. Click “Start Mail Merge”. Go down to the “Step by Step Mail Merge Wizard”. 3. Start the Mail Merge Process

14. 14 Choose the type of document you will use then click "Next: Starting document" at the bottom right of the page. At this point you can choose to: Use the current document Open another document Choose the document then click “Next: Select recipients”. 3a. Choose the Document

15. 15 You will use the Excel file saved from Data Director, so you want to “Use an existing list” and click “Browse…” This will open up a "Select Data Source" box. Find your previously saved Excel document. Then "Open". 3b. Select Recipients

16. 16 3b. Select Recipients *If you want to delete any students or sort the list, you can do it here. Click “OK” for both pop-up boxes.

17. 17 *The type of document you are creating will show here…i.e. “labels” instead of “letter” 3c. Select Recipients Then click "Next: Write your letter“ at the bottom right of the page. Then click "Next: Write your letter“ at the bottom right of the page.

18. 18 A. In the Word document, click the place you want to insert data. 4a-b. Insert Data Into the Document B. Then click "More items..." from the right Mail Merge menu. This will give you a box with a list of data fields.

19. 19 C. Choose the fields you want to put in the spot where you placed the cursor. D. Click "Insert". *You will repeat steps 4 A - D for each piece of data you want to insert into the document. 4c-d. Insert Data Into the Document

20. 20 Once you have inserted all of the data fields that you need, click "Next: Preview your letters" from the bottom right of the page. You will be able to preview the letters. As you change the recipient, the information (student name and scores) will change. 5. Preview Your Merged Documents

21. 21 From the bottom right of the page, click on "Next: Complete the merge". You are ready to print your merged documents. *You can even add notes to individual students by clicking "Edit individual letters...". 6. Merge & Print

22. 22 Time to Apply… Think of one, simple thing you could apply this to for this year. –Student information cards for grouping or substitutes. –Parent letters –Student Labels Follow the same steps to practice.

23. 23 For More Information… Cindy Compton, Supervisor for Curriculum Port Huron Area School District ccompton@phasd.us (810) 984-3101 x282 You can find this presentation at: www.protopage.com/ccompton –“Data Director” tab http://support.microsoft.com/kb/294683http://support.microsoft.com/kb/294683 (letters) http://support.microsoft.com/kb/294684http://support.microsoft.com/kb/294684 (labels) Resources for using the MS Mail Merge Feature: