How to make a spreadsheet and mail merge. Step 1: Creating a Spreadsheet Enter student information such as: Students Name Address Hometown Zip Gender.

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Presentation transcript:

How to make a spreadsheet and mail merge

Step 1: Creating a Spreadsheet Enter student information such as: Students Name Address Hometown Zip Gender Phone Number Enter this information in separate rows starting with row A on the spreadsheet and each set of information should be in separate rows with headings at the top of the page.

Step 2: Entering Grades First make row headings in the same row of the headings from the previous step. These row headings should indicate the number of hw assignments along with quizzes and tests. Headings should consist of Unit 1 HW 1, Unit 1 HW 2 ext. Next one should enter the grades the students received under the appropriate categories.

Step 3: Calculating Total Once all the grades are entered, it is time to total each grade column. At the top of the Excel page there is a place to type indicated by fx. To total each row one must type in the equation =SUM(), in between the parentheses you enter the row numbers that the data is in ex (L5:L10). This process is repeated in each row that you want to calculate the total of seperately.

follow the same steps as if you were calculating the total. In the fx area this time enter the following equation =AVERAGE(). Once again enter the rows that you would like to calculate the average and enter them into the parentheses ex.(L5:L10).

When the unit is finished it is time to calculate the average. The formula enter depends upon how much each assignment, test, and quiz is proportioned. In this equation tests are 50%, homework 20%, and quizzes 30%. The equation setup enters as follows in the fx area: =0.2*(SUM(L5:P5)/5)+0.3*(AVERAGE(Q5:R5))+0.5*(S5) Parenthesis areas once again may vary on column letter and number entered.

Once everything is calculated there are other items you can add to you spread sheet such as: Comments Participation Grade Have separate rows for these and make sure the comments are geared towards the student in order for the to read and help them improve.

Mail Merge Open up Microsoft word and click on mailings the mail merge the letters. Next select select recipients and then use existing list. This list will pull from your excel spreadsheet and you can select any heading to use while typing a letter home. This is designed to save time for you while typing dozens of letters home to parents. Make sure to use items like this to save yourself time because time is sometimes not a luxury we have as teachers!