Creating+Google+Email+groups+for+Each+Class

Part One: Create a Folder (desktop or H drive) to save these files.

 * 1) Name the folder "Student email csv files"
 * 2) You may choose to have one folder for each school.

Part Two: Creating the file from Skyward and Adding the Email addresses

 * 1) Use Skyward Data MIning to create an Excel file from the report called: "Student Comp IDs for conversion to Gmail"
 * 2) Optional: Save the file and send it to your building intern who can complete the next steps - all the way to Step 22 of Part Three
 * 3) There are five columns. Two of them need to be renamed:
 * 4) Column A: Student First Name. Rename this column FIRST
 * 5) Column B: Student Last Name Rename this column LAST
 * 6) Column C: Computer ID
 * 7) Column D: Homeroom Teacher
 * 8) Column E: Grade Level.
 * 9) Add Column F. In cell F1 type "Email Address" Previously this said "Gmail address" and that was a mistake.
 * 10) In cell F2 type =concatenate(c2,"@students.wlcsd.org") Then press Enter
 * 11) Click back on cell F2.
 * 12) Move the mouse to the bottom right and corner of that cell. Double click on the square in that corner. Now all the cells in column F are populated
 * 13) Right click on the Letter F at the top of Column F => Copy
 * 14) Right Click again on the Letter F at the top of Column F
 * 15) Click on Paste Special => Values => OK
 * 16) Right Click a third time on the Letter F at the top of Column F => Click on Cut
 * 17) Right Click on the letter C at the top of Colunn C => Click on Paste Options. (There is only one choice here.)
 * 18) You now have a file for all students grades 3-5

Step Three: Breaking This File Up so that there is One for each Class.
I am going to use the naming convention: Grade Level / Teacher / Year So the file for Mrs. Russel's 5th Grade will be called 5th Russel 1314
 * 1) Open the File from Part Two (above)
 * 2) Right Click on the tab at the bottom that says Sheet 1 => Click on Rename
 * 3) Type in the word "Master" => Press Enter
 * 4) Right Click on the 1 to the left of Row 1 => Click on Copy
 * 5) Scroll down and right click on the number to the left of the row for the First student in the second class => Click on Insert Copied Cells
 * 6) Right Click on that same number in Step 8. => Click on Copy
 * 7) Scroll down and right click on the number to the left of the row for the First student in the Third class => Click on Insert Copied Cells
 * 8) Repeat these last few steps - copy and insert copied cells until there is a heading for each class
 * 9) Click and drag to select all the data from the FIRST THREE COLUMNS just for the students in the class of the first teacher on the list. Make sure you include the headings.
 * 10) Right Click and select Copy
 * 11) Click on the small tab to the right of the Master tab at the bottom
 * 12) Right Click on cell A1 and click on the first Paste Option
 * 13) Right Click on the Sheet 2 tab at the bottom => Click on Rename
 * 14) Type in the name of the teacher => Press the Enter Key
 * 15) Click on File => Save As
 * 16) For name use the convention Grade / Teacher / Year i.e. 5th Russel 1314
 * 17) Select csv as the file type
 * 18) Navigate to the folder you created to save these in.
 * 19) Click on Save. => Click on OK => Click on YES
 * 20) Click on the Master tab at the bottom and Repeat from Step 15 and select the data (including the headings) for the students in the class of the second teacher of the list.
 * 21) Repeat until you have files for each class.
 * 22) If you are an intern, email these files to the Media Specialist.
 * 23) Optional: Mail these csv files to the classroom teachers so they can create groups. (Send one email with all the files, rather than a separate email for each teacher)

Step 4: Importing this File into Gmail so that you have an email group for each class

 * 1) Open your school Gmail email account.
 * 2) Click on the little red arrow to the right of the Red Word Mail => Click on Contacts
 * 3) Scroll down on the left and click on New Group
 * 4) Type in the name of the Group i.e 5th Russel 1314
 * 5) Click OK. That name will now appear in the list on the left
 * 6) Click on that name. You will see that there are no contacts in that group.
 * 7) Click on the drop down beside MORE and choose IMPORT
 * 8) Click on CHOOSE FILE and navigate to the file you want.
 * 9) Click on Import
 * 10) A new group now appears on the left hand side. It is called Imported - followed by the date and then, in parentheses, the number of students. Click on this group and complete the four steps in the diagram.[[image:msmanual/putting into email groups.JPG width="318" height="246"]]
 * 11) Click to select all entries
 * 12) Click to select groups
 * 13) Click to remove the checkmark by Imported
 * 14) Click to add to the correct classroom group
 * 15) Click on Apply
 * 16) The group on the left called Imported (followed by a date) is now empty. You need to DELETE this group.
 * 17) Click on the Group
 * 18) Click on the Drop Down beside More
 * 19) Click on Delete Group
 * 20) Go back to Step 4 and Repeat for all other classes.