Directions to Merge the School Records onto the Elementary ...
5/19/06
Directions to Merge the School Records onto the Elementary Transcript
Do not change names of files or folders.
Double click ‘transcript’
Click yes when the small window opens
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Click select data source
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Click the arrow and choose desktop
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Choose the school file folder
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Double click the school course history folder
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All folders need to be backed up when new ones are sent from Mr. Finney or teachers. Make a disk with the files on them for back-up.
Choose the school excel file
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File opens
Click on tools on the menu bar
Click on letters and mailings/mail merge
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Filter
If you want to print by grade
(You will filter the current grade exported from SASI. It is between middle name and gender.)
Choose edit recipient list on right side
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Click on the pop down arrow beside the word ‘Last’
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Choose ‘advanced’
field choose ‘current grade’ ( it will default to ‘equals to’)
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Fill in Compare to: with what you want to see (i.e. 5 will give you the number 5)
Click ok
Click ok again
Click on ‘Write Your Letter’ on the bottom right hand side
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Click on “Preview Your Letter” in the same place on the next window
Student info should fill out the transcript
Click complete the merge on the bottom right
Click Print in the middle right side
Put transcript paper in the printer for ‘official’ copies
Choose all to print all transcripts by teacher
If you need to go back at any point
Click Previous at the bottom right
After you finish with the run, choose edit recipient list on right side.
Choose advanced
Choose clear all
Click ok
Whole school should return
If you want to print by teacher
Choose edit recipient list on right side
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Scroll to the right until you see teacher name
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Double click on the word ‘teacher_Name’ to arrange the list by teacher
Choose ‘select all’ at the bottom to choose all students and print by teacher
Click on ‘Write Your Letter’ on the bottom right hand side
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Click on “Preview Your Letter” in the same place on the next window
Student info should fill out the transcript
Click complete the merge on the bottom right
Click Print in the middle right side
Put transcript paper in the printer for ‘official’ copies
Choose all to print all transcripts by teacher
If you need to go back at any point
Click Previous at the bottom right
For one student’s transcript
Choose edit recipient list on right side
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Click on the word ‘last’ to alphabetize the list by student
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Click clear all at the bottom
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Find the student you wish to print and check the box beside the student’s name
Put your transcript paper in the printer
Click ‘write your letter’ at the bottom right of the screen
Your student’s info should appear on the screen
Choose file/print
If you need to go back
Click Previous at the bottom right
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