# Instructions for Using Excel as a Grade Book

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4 3. Then you can COPY the formulas created for Quiz 1 across for all of the assignments. Put your cursor in D7 and drag down to D8 to highlight those two cells. 4. Click on Edit in the menu at the top of the page and select "Copy". Click in E7 cell, hold down the cursor and drag it to I8, highlighting two rows beneath the remainder of assignments. Let go of the cursor. 5. Click on Edit and then select "Paste". Means and standard deviations for all of you assignments should appear: Calculating total points for each student: Once you have all your grades entered, you may use Excel to add up each of the student's total points. This score can then be used to calculate a final letter grade if you want. For this exercise, we will assume that the total possible points for all of the assignments adds up to 345 pts and that there is no weighting of assignments.

5 1. In the column to the right of Term Paper, add the column label Total Points. Hit the enter key so that you are in the cell directly below the column label (J2 in this example). 2. Type the following into J2 exactly, without the quotation marks "=d2+e2+f2+g2+h2+i2" and hit the enter key when done. This is a formula that will add all of the columns together. The total should appear in the cell J2. Another way to write this formula is =SUM(d2:i2) and you can use the Insert menu to choose the function and then highlight the cells in the range you want to total instead of typing them in. In any case, when you finish, the cell will show the total points, not the formula you created. The formula will appear in the fx blank at the top of your spreadsheet when you select the cell. 3. Now you will need to copy the formula from J2 into the other remaining cells in column J. To do this, click on the cell with the formula (e.g., J2) to highlight it. 4. Then click on Edit in the menu at the top of the page and select "Copy". Click in the J3 cell, hold down the cursor and drag it to J5. Let go of the cursor. Click on Edit and then select "Paste". The new totals in the remaining cells should appear. Notice that when you copy and paste formulas like this, excel automatically changes the cell references to match the row you have copied to. If you don t want a cell reference to change, use a \$ in front of the part that you want to remain the same. For example, if you want to add the number in K5 to each cell you would type +\$K\$5 as part of the formula. If you only wanted the column K to be constant, but the row numbers to change, you would type +\$K5. Calculate Percentages Many instructors like to use percentages as a way to calculate final grades.

7 save it with a different name for each class and semester. I have accidentally written over last semester s grades when I reused the file for the next semester and forgot to use save as and just clicked on save. Optional Procedure - Uploading Student Names from a Text File 1. If you know how to save your class roster from Teams as a.txt file, then you can use the following. Otherwise, you might check with Kenda to see if she can send you a class list as a.txt file. In either case, save the file as.txt in the folder for that class. Please check that the file has commas between the information elements as below--the list of students we used in the previous example would look like this in a comma delimited file: Last Name,First Name, address You'll note that information that had been in three columns in Excel are now separated by commas. Excel will use the commas to determine how to display the information in a spreadsheet. (If there is a different symbol between the elements, notice what it is so you can chose the correct symbol in step of the import wizard.) 2. To bring the information into Excel, open Excel. Click on File in the menu at the top of the screen and select Open. 3. Choose the file that contains the student's information. This will open an Import wizard that has three windows. The Step 1 of 3 looks like that below. Be sure that "Delimited" is chosen. Everything else should be OK.

8 4. Click on Next. Step 2 of 3 looks like that below. On this screen, check the box next to Comma. When you do this, the data will be put into columns. 5. You do not need to use the Step 3 of 3 window, so at this point, click on Finish. 6. The data should appear in your Excel spreadsheet as in the diagram below. At this point, you would be ready to begin labeling columns and entering grades!

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