IMPORTING A STUDENT EMAIL 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 STU810 Grade Book Extract 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 2014 1
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 2014 2
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. The Google Import file should only contain the following Columns. Last Name First Name Email Student Account (will be in file but will not import into Google In the following steps, you will delete the columns that are not needed. 6. To delete Column A, Click on the Column A box to select entire column. 7. Right click on the Column A box, select Delete. The entire column must be deleted not just its contents so just pressing the delete key will not work. Educational Technology 2014 3
8. To delete Columns D-F, Click on the Column D box when you get the arrow hold down the mouse button and drag across Columns D through F so they are all selected. Right click on one of the selected column, column letter and select Delete. 9. Delete Columns H-P (all columns after the Student Account column) using the same procedure. 10. Since this report no longer has a column listing the email addresses, we need to add a column in front of Student Account to create the email list. Insert a column before Student Account. Right click on Column C box and select Insert. 11. In C1 type the column heading Email. 12. To create the email list, the domain needs to be added to the student account using a formula. In Column C2 type the following formula. =d2&"@students.mpsaz.org" (you must have both the quotation marks) 13. Press Enter to enter the formula in the cell. 14. The formula must now be copied to all the cells in Column C. Select cell C2 which contains the formula. Select the Copy button. Dashes will appear around the cell. 15. To Paste to other cells, Select and hold mouse button on the blank cell below the formula, cell C3 and drag down until you reach the last name on the list. The selected cells will turn blue. Select the Paste button. Educational Technology 2014 4
This file is now in the required format, but must be saved as a CSV (comma delimited) file. 16. Choose File, Save As. Give the file a descriptive name such as the hour and name of class. 17. CHANGE THE SAVE AS TYPE to CSV (Comma delimited) and select Save. 18. A message may appear indicating some features might be lost if you save it as CSV, click YES. 19. Choose File, Close. When asked if you want to save the changes, select Don't Save since you just saved the file in step 11. 20. Repeat the getting your text files ready (steps 1-13) for each of your classes. 21. Exit Excel. You are now ready to import your file into your Google Contacts Open your MPS Connect email. 1. On the left use the arrow next to Mail to select Contacts. 2. Select the More button and choose Import. Educational Technology 2014 5
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 8/13/14. 5. 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 email 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 2014 6
9. Select the Compose button. 10. If you would like to receive an email 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 email to everyone in your group without allowing the people in the group to see the all the email addresses. 12. Start typing the name you gave your group. When the name appears select it. The names and emails 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 20004. Educational Technology 2014 7