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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