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Using PTOManager.com to create a Student Directory. May 4, 2009 L.P.S. VIPS Meeting. Things We Use Each Year. PTOManager.com Use current data for your students/families updated from Permission Form (see sample) (**VERY important**)
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Using PTOManager.com to create a Student Directory May 4, 2009 L.P.S. VIPS Meeting
Things We Use Each Year • PTOManager.com • Use current data for your students/families updated from Permission Form (see sample) (**VERY important**) • Student/Family list from school office for comparison and clarification • Microsoft Word • Microsoft Excel • Microsoft Publisher
Gathering Data and Permission (Merge with Word) We use this form to obtain updates and permission to include them in the directory This is my info: Please feel free to contact me
Step 1: Download Student Data • Note: Be sure you’re using the most updated information on your students/families • After you log in, click on “Reports” on top row • Then click on “Students” on left menu and “Search” at bottom right of screen (leaving all drop down menus blank so that all students will show) • Once all the names appear, click “Save list to my computer” at bottom of left menu
Sample of “Reports” & “Students” Search on PTOManager.com 1 2 3 4
Step 2: Excel Spreadsheet • “File Download” dialog box appears and gives you 3 choices. Click “Open” • A new Excel spreadsheet will open • with very narrow columns • you can widen and rename columns at your discretion later • “FILE” “SAVE AS” right away to a handy folder for easy access • We usually refer to it in the title as “Working Copy”, etc. (i.e. “Student Directory 09-10 working copy”)
Step 3: Indicate Permission Level • Add 1 column to the left side of your spreadsheet • We label ours “DNI/MIA” • DNI means “Do Not Include” (per the permission form) • MIA means “Missing in Action” because they did not return the form ….even after several attempts/prompts by us asking them for it. • An “x” here means we rec’d the form WITH permission • You will sort on this column in the Working Copy • For DNI/MIA notations, clear all information except Student name, grade, teacher • Insert “Opt Out” in Phone field, so that’s what will print out
Step 4 : “Class Listings” • Save another copy of this Original Excel “as is” to use later to create class listings • Use “class listing” in the title as you save it • Example: “Student Directory 09-10 for class listings” • These records, with each student having their own row, is how we prepare the class listings • Three-way sort on • Grade • Teacher • Student Last Name
Step 5: Sort Excel Spreadsheet(Working Copy) • Each Student has their own record/row to start with. • We want all the siblings grouped together and in alpha order, so we do a 3-way sort by STUDENT LAST NAME, VOLUNTEER NAME, then STUDENT FIRST NAME • This will also show us which students have multiple households, which we’ll need to know later. • There will be multiple rows for those students • We insert new columns for Student (sibling) 2, 3 and 4’s name, grade and teacher and leave the columns blank for now (“Student 2”, “Grade 2” and “Teacher 2”, etc., to mentally link them)
Step 6: Format Excel • We “move” the data from the original row up and over into those fields for each sibling • This way each family has one row/record • It saves paper when printing the directory • Delete rows with blank student names • Since we “moved” the student data from the siblings’ rows, we now sort on “Student First Name” • Highlight and delete the records that now are blank in that field. (i.e. Lenski goes from 600+ student rows to 450 family records, so we’re deleting about 25%.)
Step 7: Add Second Households • To allow for students with multiple households we • Add matching columns at very end of report with a reference to “second …..” or “Guardian” • These columns will correspond with the Parent information columns from main report • “Move and Paste” second household info from “Main” report area to the end columns, so that they match up • Delete those “old” rows where the second parents used to be
Step 8: Merge with Word • Using Microsoft Word, create a new merge document and choose “Directory” or “Catalog” as the type, depending upon your Word version • Insert all the fields you want to show in the directory • Don’t include any dashes or parenthesis in Student area, or those will show for siblings’ lines…even if there aren’t any siblings! • Double space after the final field is entered, so the end result will be double-spaced between records • You can manipulate the fields so be arranged however you prefer • Use a font that is easy to read (Arial, Calibri, etc.)
Step 9: Wrapping it Up • We use Publisher to copy and paste these merged records into our 2-column format • We modify, format and then insert the additional pages we want to include • Class Listings • PTO Roster of Officers and event coordinators • School Calendar of Events • Business Directory with paid ads (“Yellow Pages”)
