IMPORTING A STUDENT LIST FROM SYNERGY INTO A GOOGLE CONTACT LIST

Transcription

1 IMPORTING A STUDENT LIST FROM SYNERGY INTO A GOOGLE CONTACT LIST In Synergy create a report for each class. 1. Log in to Synergy. 2. Open the list of available reports; select the Reports icon from the top of the Home screen. 3. Select the TXT radio button. 4. Select the U-488 Student Accounts report. 5. The following will appear indicating the report is being generated. When the report has been created, a message will appear at the bottom of the screen asking if you want to open or save the report. 6. Select the arrow next on the Save button and choose Save As. Educational Technology

2 5. Select a location to save the file (in the example below the Documents folder was selected). Give the file a descriptive File Name such as 2nd Hour Computers and select Save. 6. Select the Save button. REPEAT THESE SIX STEPS for each of your classes and save each class with a NEW NAME. You can now sign out of Synergy. Formatting the text file from Synergy into the format required by Google for importing The following steps will help you set up the required format. 1. Open Excel. 2. In Excel, click on the File tab then choose Open. Educational Technology

3 3. Locate the file you saved from Synergy. Change the search type to All Files. Select the file and choose Open. Note: you will not see the file listed until you change the file type to All Files. 4. When the Text Import Wizard appears, just click Finish. 5. The document should now be open in Excel. In the following steps, you will get the document in the correct format for importing into Google. The Google Import file needs specific column headings. Last Name (The file may contain other columns headings and information but they will not import into Google contacts.) 6. Change the heading in column A to Last Name. Educational Technology

4 Since this report does not contain the entire address for the student, we need to add a column in front of Username to create the list. 7. Insert a column before Username. Right click on Column D box and select Insert. 8. In the new blank column D1 type the column heading To create the list, the domain needs to be added to the student account using a formula. In cell D2 type the following formula. =e2&"@students.mpsaz.org" (You must have both the quotation marks) 10. Press Enter to enter the formula in the cell. 11. The formula must now be copied to all the cells in Column D. Select cell D2 which contains the formula. Select the Copy button. Dashes will appear around the cell. 12. To Paste to other cells, Select and hold mouse button on the blank cell below the formula, cell D3 and drag down until you reach the last name on the list. The selected cells will turn blue. Select the Paste button. This file is now in the required format, but must be saved as a CSV (comma delimited) file. Educational Technology

5 13. Choose File, Save As. Give the file a descriptive name such as the hour and name of class. 14. CHANGE THE SAVE AS TYPE to CSV (Comma delimited) and select Save. 15. A message may appear indicating some features might be lost if you save it as CSV, click YES. 16. Choose File, Close. When asked if you want to save the changes, select Don't Save since you just saved the file in step Repeat the getting your text files ready (steps 1-13) for each of your classes. 18. Exit Excel. You are now ready to import your file into your Google Contacts Open your MPS Connect On the left use the arrow next to Mail to select Contacts. 2. Select the More button and choose Import. Educational Technology

6 3. Locate and Select the Excel file you saved as a csv file then Open. 4. In the Import Contact box choose Import. A new contact is now listed under your My Contacts with the name Imported and the date such as Imported 8/13/ Select the Imported 00/00/14 file. 6. In the box at the top choose Find and merge duplicates. 7. Select More, Rename group. Change the name to something that identifies the class. Your contact group can be used to compose an to the group or share documents in Google Drive. 8. Switch back to your mailbox. On the left use the arrow next to Contacts to select Mail. Educational Technology

7 9. Select the Compose button. 10. If you would like to receive an of what you are sending your students, in the To text box type your name. 11. Select Bcc (Blind Carbon Copy). This allows you to send an to everyone in your group without allowing the people in the group to see the all the addresses. 12. Start typing the name you gave your group. When the name appears select it. The names and s for the entire group will appear in the Bcc text box. 13. Enter a Subject, Your message text, and select Send. If you have questions or problems, please contact Educational Technology Educational Technology