Using Excel for a grade book
Part A – simple grade sheet
I. Starting
Ø Copy the spreadsheet from the www.moval.edu/acdemics/advising/index.asp web page and save it on your computer. Give it a name such as “Blank grade sheet”.
Ø Before typing on the spreadsheet save it as the name of the class you will be using it for. Example: Save as PH-109.S05
o This will enable you to use the same template for other classes.
o Save it with a different name for each class.
Ø Enter the name of your class and other information on the spread sheet.
o Save the changes
o It
is recommended that you also save a copy of your grade spreadsheets to your
§ This will be a back-up if anything happens to your computer.
§ Saving to a floppy or PIN drive is another way to backup your grade sheets.
II. Working with the grade sheets
Ø Deleting information in cells, deleting entire rows or columns.
o To delete the information in groups of cells, highlight the cells you wish to delete and hit the delete button.
o To delete rows or columns, move the curser to the outside of the spreadsheet until it changes from a + to an →, click to select the entire row or column, then right click and select “delete”.
Ø To insert rows or columns, move the curser to the outside of the spreadsheet until it changes from a + to an →, click to select the entire row or column, then right click the mouse and select “insert”.
o Highlight as many rows or columns as you wish to insert.
Ø To enter the results of an assessment on the spreadsheet; at the top of the sheet type the date, the title, and the number of points possible.
o When entering student scores you may use either the enter button or the down arrow to move to the next student.
Ø Printing the spreadsheet:
o Use the “save as” function to save the printed copy. (Just add a “.p” at the end of the file name, i.e. the file name would then be PH-109.S05.p
§ The reason to save the spreadsheet to a new name before you print is to avoid having to and in new columns after each printing.
§ Be sure that you use the original PH-109.S05 for all new entries.
o Delete all unused rows and columns.
§ Be careful not to delete column that contains the
o Select the entire portion of the worksheet you intend to print
§ Place the cursor in the top left cell and click
§ Scroll to the bottom right hold down the shift key and click in the last cell you wish to be on your printout.
· The area of the spreadsheet should darken.
§ Under the file at the top left of your spreadsheet, scroll down and select “Print area” then “select print area”.
§ Click the print preview button on the toolbar at the top of the page and use the “Page break Preview” button to set your page breaks as you want them.
§ You are now ready to print.
Ø The “total” column on the spreadsheet gives the sum of all the points the student received.
Ø The “Average” column divides the total number of points each student received by the number of points possible.
Ø The “Average” row at the bottom of the spreadsheet gives the average score of all the students that have scores recorded. If a cell is left blank, it is not included in the average.
Ø You may use the graph at the bottom of the spreadsheet to see the distribution of scores from any activity or of the final averages.
o Click on the chart and the word “chart” should appear in the menu at the top of the page.
o Click on this, pull the menu down to “source data”.
o On the spreadsheet, highlight the data you would like to appear on the chart and click “OK” at the bottom of the dialog box.
Part B
Student Report Grade Sheet
The Student Report Grade Sheet works exactly the same as the simple grade sheet except that it is possible to give each student a report that includes all their grades. Each student can see what score they received for each evaluation.
Ø The reports are made by printing the grade sheet, then cutting it into strips that are seven rows tall. Each strip contains one student’s grades and their overall average.
Ø Graphing is not set up for this grade sheet, neither are column averages.
Ø Data is entered in the spreadsheet in the same way as in the simple grade sheet. When the date, name of the evaluation and the number of points possible are all entered at the top of the spreadsheet, they are automatically copied to all the students’ rows.
o Care must be taken to enter the student’s scores in the correct rows.
Ø This grade sheet has a column at the beginning that can be used to give the number of absences a student has.
o Delete this column if you will not be using this feature.
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