Import Class Rosters into GradeQuick (Mac)
This workshop will guide faculty members who use GradeQuick through the process of copying and pasting
their class rosters from Class Web into Excel 2004, then using macros in the Excel file to change the class roster
into a form that can be imported into GradeQuick Version 10 for the Macintosh.
Open the provided Excel File
An Excel 2004 file named “class.xls” has been provided. It
contains macros that you will use to easily change the students’ last names and first names into one column (which
is how GradeQuick lists names). When you open this file,
you will see the notice shown here. Click the Enable Macros button.
Copy and paste your class roster
1. With your Excel file open on Sheet 1, and your cursor in cell A1, open Class
Web. Opening Safari on the Macs in the HUB, takes you to Chabot College
Home Page. Open the class roster you want to use.
2. Click in the upper left cell (the heading row) and drag to select the entire class
roster.
3. Copy the selected cells of the class roster using the Copy command on the Edit
menu.
4. Close Class Web unless you want to minimize it for more use in this session.
Finish processing your class roster in Excel
1. With your cursor in cell A1, paste the class roster using the Paste command on
the Edit menu.
2. You will now run a macro that will combine the first and last names in the order you choose.
Run a Macro
Choose a macro that will combine the first and last names of the class into one column. This is the format used
in GradeQuick.
If you want the students’ last names first, followed
by first names, you will use the macro named
Lname. There is also a macro named LnameLong.
Use this macro if your class roster has more than 50
names.
If you want the students’ first names first followed
by the last names, you will use the macro named
Fname.
Follow these steps:
1. In the Excel file, click on the Tools menu.
2. Click on the Macro command then on Macros
on the sub-menu.
3. See the Macros dialog, illustrated at right.
4. Choose the name of the macro depending on how you want the names of your roster ordered.
5. Click the Run button.
When the macro ends, you will see on Sheet 2 of your Excel file that Column A contains the class roster names.
Column B contains the students’ identification numbers.
Save Sheet 2 as a text delimited file.
These steps are very important if you want your import into GradeQuick to succeed.
1. Pull down the File menu.
2. Choose the Save As command.
3. Specify the location at which you want to save this file.
4. In the File Name box, type the name of your class.
5. In the Format box, select Text (tab delimited).
6. Click the Save button.
7. Click the Yes button on the next screen that displays to save only the
active sheet.
8. Click the Yes button on the next screen that displays to keep the text
format.
Close the Excel file
Close the Excel file and do not save the file. It is important to keep the
original Excel file without any changes if you want to use it again. Click
the Do not save button when asked if you want to save the Excel file.
Open the TextEdit application.
Here is a picture of the TextEdit application icon in the Dock. Open this application and, using the Open command on the File menu, open the class roster file into this application. You will probably need to do some
clean up of the file.
Edit text with last names first
If you chose to have the macro place the last name first, then the first name with a
comma separating these names, then your text file will contain double quotation
marks surrounding the names, and the file may contain some commas at the end of
the list you do not want.
Do the following to remove these double
quotation marks and any extra commas.
1. Pull down the Edit menu and choose
Find.
2. On the submenu that appears, click on
Find, then Find on the sub-menu.
3. The Find dialog appears, giving you the
ability to locate all the characters you
want to find and also allowing you replace these characters. Type a double
quote in the Find box.
4. In the Replace with box, do not type anything.
5. Click the Replace All button.
6. The program searches the list and removes all the double quotes and replaces
them with nothing.
7. Look at the bottom of the list and delete any commas that may be there.
8. Pull down the File menu and choose the Save command.
9. This is the file you will bring into GradeQuick.
10. Close the TextEdit application.
Import text file into GradeQuick
1. Open GradeQuick.
2. If there is no blank sheet,
pull down the File menu and
choose New. A blank sheet
appears.
3. Place your cursor in the cell
that will contain the first
student name (see picture at
right).
4. Pull down the File menu and
choose Import.
5. In the sub-menu that appears,
choose Class Rosters with
Other Data. (See picture above right.)
6. The Custom Import dialog appears. See picture at right.
7. Click to select Tab.
8. Click the OK button
9. You now see the Open dialog. Locate your text file, highlight the file, and then
click the Choose button.
10. In the dialog that appears asking how you want students in the file to be imported. Click Add new students.
11. Click the OK button
12. Your class roster is imported into GradeQuick, ready for you
to use.