How to Download Data from MiSiS

Transcription

1 How to Download Data from MiSiS Note: This guide provides instructions for using Excel If you have a newer system, please see the Excel 2010 guide. Downloading data from MiSiS is useful for: Mail merging data into monthly newsletters, attendance warning letters, certificates, etc. Creating your own lists for attendance monitoring and sharing. Downloading an Attendance Summary Report: 1. Go to the Reports section of MiSiS. 2. On the Reports left hand side menu, under Attendance, select Attendance Summary Report. 3. Select the Campus, School, Grade and/or Group, Start Date and End Date. a. If you want 96% rates, use the first day of the school as the Start Date. The End Date can be the current date or past date. An example, choose the 125 th day for certificates or recognition list or choose the last day of the month for a newsletter. b. If you want attendance just for a specific set of dates for an attendance challenge or monthly attendance awards, enter those dates for the Start Date and End Date. An example, for an April Attendance challenge you would put 4/1/15 to 4/30/15. c. If you have created a group in MiSiS, you can use the Group filter to just get information on your preselected students. Another alternative is to use the Learning Community or Student(s) filter to select your students. 4. Changing Min. # of Absences or Max. # of Absences is optional. You would use this if you only wanted to find students with a certain number of absences. An example, you want to run a list of students with 5 or more absences. 5. Select Yes for the Include Students Not Currently Enrolled filter to capture the students attendance for the entire school year. If you select No, you will get partial attendance for students who check out and re-enroll during the year. Attendance Improvement Program,

2 6. Sort By gives the option of sorting By Room which gives you a page for each class (useful for classroom/homeroom competitions), By Percent Present which gives you all students listed by their attendance percentage, or By Student Name which gives you a list of students in alphabetical order. 7. Click the View Report button to generate the report. 8. Download the report by clicking on the floppy disk icon and selecting CSV from the dropdown menu. (The Excel option formats the cells and makes sorting difficult.) 9. The CSV file will open in Excel. Under the Office Button, go to Save As. Choose which folder you want to save your file in. Give the file a name next to File name and change Save as type to an Excel Workbook. 10. Now your file is saved and ready for editing. Attendance Improvement Program,

3 Sorting an Attendance Summary Report to Prepare for Mail Merge: 1. After downloading your Attendance Summary Report as a CSV file, and saving it as an Excel Workbook. You can now sort students for your letters, awards, newsletters, etc. 2. First, clean up the data by deleting columns that you don t need. Right-click on the column heading and a menu will appear. Select Delete to remove that column. Make sure the whole column is highlighted, as you can see in column A below. If it s not all highlighted, the entire column won t be deleted. 3. Now that you have the columns of data you want, you can format them for better viewing. Currently, all the columns are the same width making some data not viewable. a. Highlight all the columns by clicking on the first column heading and then dragging your arrow all the way to the last column. All the columns of data should now be highlighted light blue. b. While all columns are highlighted, move your cursor to a line between the letter column headings. When your cursor looks like a cross with arrows on each side, double-click your mouse. Now the width of columns will fit the size of the data in it. Attendance Improvement Program,

4 c. Next, go to the top of the screen and find the Data menu. Click on it and find the funnel icon labeled Filter. Little arrows will appear at the top of the columns next to the column names. d. Clicking on these allows you to sort your data in multiple ways. Name, room number, grade level, number of tardies, absences, etc. and attendance percentage. e. To remove checked out students from your list, sort the Student Code column. All checked students will have * in front of their Student ID number. You can then delete them from your list. 4. You can copy and paste student data onto new sheets to create separate lists to mail merge different types of letters or awards. For example, different certificates for Advanced (100%) and Proficient (99-96%) attendance, you can create a sheet with Advanced students and another with Proficient students. 5. Go to the bottom of the page and find the tab that says Attendance Summary Report. To the right of that tab there will a smaller tab. Click on it and a new sheet will appear called Sheet1. Double-click on and give it a name that will be easy to recognize when it comes time to mail merge. For example, call the sheet for Advanced certificates 100% and the sheet for Proficient certificates 96%. Attendance Improvement Program,

5 6. Copy and paste the column titles (row 1) on to the new sheets. These are the titles that will be used when inserting the data into your document. (see picture below) 7. Copy the students you want on your new sheet by clicking on the row number of the left-hand side of the sheet and highlight all the rows you want. 8. Click on the sheet tab at the bottom to open the new sheet you created. 9. On that sheet click on the box next to row 2 in column A. Click the enter/return key on your keyboard and the data will be pasted to your new sheet. 10. You can now format the data in your new sheet by following the instructions in step # Sort the data in the order you want your certificates or letters to be printed in. For example, sort by name and then room to print in alphabetical order and grouped by classroom. 12. Save and close your file. It is now ready to be used for mail merge. Attendance Improvement Program,

6 How to print your data: 1. To print your list, go to the top of the screen and find the View menu. Click on it and then look for the icon labeled Page Break View. Here you can drag the blue dashed line over to your last column with the solid blue line so that all columns will print on one page. 2. You can use the Page Layout view to see how the document will look when printed. In this view you can add a page title by clicking where you see the phrase Click to add header. 3. To change the page layout even more, find Page Layout at the very top of the page to adjust the orientation from Portrait to Landscape. This can make the font larger when you print and easier to read. 4. When you are done making all your adjustments, simply go to the Office Button and select Print like you would with any other document. Attendance Improvement Program,