Check all the Marks with IF Function if Mark is less than 35 give the total mark else give

the
rank
for Ex:;
if(Or(m1<35,m2<3,m3<35,.....),TotalMark,Grade)) [enter]
here m1,m2,m3 ...are the cells denoting Marks, Totalmark is the cell Showing total marks and
Grade is the grade applied for the condition. here also you can use one more if function to find
the grade among A,B,C,D,E
First this function check whether any of the given marks are less than 35. if any of the marks is
less than 35 it will get the answer TRUE for the OR Function and you will get the Totalmark Cell
VAlue, else it will go to Grade Clause.

Create an electronic gradebook

Applies to: Microsoft Office Excel 2003

By Laura Ferrell

At the end of each term, do you find yourself spending precious hours calculating grades by hand? Perhaps

it's time to step into the computer age.

Using a few basic formulas and a little organization, you can transform a simple Microsoft Office Excel 2003

worksheet into an easy-to-use electronic gradebook that calculates student grades for you.

This article guides you through step-by-step instructions for creating an electronic gradebook in Excel 2003

for your elementary, middle, or high school classes.

Getting started

To set up your electronic gradebook:

1. In Excel, create a new workbook.

2. Type a title, class number, subject, and other relevant information in any cell at the top of the

worksheet.

3. Rename the sheet tab, which appears at the bottom of the screen, with the grade level, subject, or

period. To do this, on the Format menu, point to Sheet, and then click Rename.
4. In column A, type student information (student names, ID numbers, for example) vertically. Use

additional columns for phone numbers and e-mail addresses of parents and for other relevant

information.

NOTE If this information exists on another Excel worksheet or in a Microsoft Office Word 2003 table,

copy the information and paste it onto the new worksheet.

5. Label the following columns Total Points, Percentage, or Grade, depending on the type of

gradebook you want to create. (For information about different types of gradebooks, see "Grading

according to points" and "Grading according to averages" later in this article.)

6. The next column starts the beginning of the assignment headings — each assignment will be given its

own column. To create the traditional gradebook appearance and to save space, type each

assignment heading so that it prints vertically. To do this, select the column, and then click Cells on

the Format menu. On the Alignment tab, drag the red diamond under Orientation upward so that

the text will print at a 90-degree angle, and then click OK.

Grading according to points

To create an electronic gradebook in which each assignment is given a point value:

1. Reserve a row under the assignment headings to enter the total possible points for each assignment.

Type Total Possible Points in the first cell in the row.

2. To the right of the student information column, reserve a column and label it Total Points. In each cell

in this column, type =sum(A#:Z#), where A and Z represent the first and last assignment columns and

# represents the row number.

3. To the right of the Total Points column, reserve another column and label it Percentage. In each cell in

this column, type =A#/B#, where A# represents the cell where a student's total number of points

appears and B# represents the cell where the total possible points for all assignments appear.

NOTE B# will reference the same cell for each student.

4. To convert the results from a decimal to a percentage, select the Percentage column. On the Format

menu, click Cells. On the Number tab, in the Category list, click Percentage and then click OK.
 Grading according to averages

To create an electronic gradebook where each assignment is graded in terms of a percentage score, instead

of points:

1. To the right of the student information column, reserve a column to reflect a student's average score

and label the reserved column Average.

2. In each cell in this column, type =average(A#:Z#), where A and Z represent the first and last

assignment columns and # represents the row number.

TIP To average scores quickly:

1. Select the cell where the average score should appear.

2. On the Insert menu, click Function. The Insert Function dialog box appears.

3. Under Select a function, click Average, and then click OK. The Function Arguments dialog box

appears.

4. Under AVERAGE, type the range of cells that you want to average, and then click OK.

Including weighted assignments in your gradebook

To assign more weight to tests and quizzes in comparison with regular assignments:

1. In the column after the test or quiz to be weighted, starting with the first student, type =A#, where A

stands for the previous column letter and # stands for the current row number. If, for example, a quiz

grade of 100% is listed in cell C3, the formula in cell C4 would read =C3, thus counting the quiz grade

twice. To count the grade three times, just type the same formula in the cell in the next column. In this

example, that would be cell C5.

2. When finished entering weighting formulas, hide the columns that contain the weighted formulas. To

do this, select the entire column, right-click, and then click Hide. This does not change the formulas,

but this does make the gradebook easier to read. (To identify hidden columns, check the column

letters. If a letter is missing, that column is hidden. For example, if the column headings read "A C",

column B is hidden. To unhide a column, select the columns on both sides of it, right-click, and then

click Unhide. To unhide all columns in a worksheet, select all columns, right click, and click Unhide.)
 Including letter grades in your gradebook

To return a letter grade based on a student's percentage score or average score:

1. Create a grade scale somewhere near the top of the worksheet. Cell A1 works as a good starting

point. In the following example, the number to the right of a letter grade corresponds to the maximum

percentage for the letter grade.

TIP To help with readability, change the shading or color of cells. To do this, select the cells that you

want to modify, and then click Cells on the Format menu. The Format Cells dialog box appears. On

the Patterns tab, you can adjust the cell shading and patterns.

2. Do one of the following:

 Create a column next to the Average column.

 If you grade on a point system, create a column next to the Percentage column, and label it

Grade.

3. In the Grade cell for Student1, type the following nested IF statement:

=IF(B6>D1,"A",IF(B6>F1,"B",IF(B6>H1,"C",IF(B6>J1,"D","F")))), where B6 represents the cell

where the student's average is recorded and where D1, F1, H1, and J1 represent the cells where the

maximum percentage for each letter grade appears, respectively.

Creating gradebooks for additional classes or periods

After you set up your electronic gradebook in Excel, you can just copy the worksheet, complete with names

and formulas.

To create gradebooks for additional periods and subjects:

1. Right-click the sheet tab, which appears at the bottom of the screen, and then click Move or Copy.

The Move or Copy dialog box appears.

2. Choose where to place the new copy, select the Create Copy check box, and then click OK.

3. To rename the new worksheet, right-click the sheet tab, click Rename, and then type the name of the

new worksheet.

4. Update the new worksheet, based on a new set of student names, assignments, and other

information.

TIP To reference a cell from another sheet (to duplicate names or assignments from a different

subject or period), select the cell you want to enter duplicate information in, and then type

=sheetname!A1, where sheetname represents the name of the worksheet you're pulling information

from and A1 represents the cell number.

Putting on the finishing touches

To apply special formatting to your electronic gradebook:

1. Select the cells to be formatted.

2. On the Format menu, click AutoFormat.

3. Double-click the design that you want to use, and then click OK.

To freeze panes for easier reading:

1. Select the row or column below or to the right of the row or column to be frozen.

2. On the Window menu, click Freeze Panes.

To lock a column:

1. Select the entire column that you want to lock, right-click, and then click Format Cells.

2. On the Protection tab, select the Locked check box, and then click OK.

3. On the Tools menu, point to Protection, and then click Protect Sheet.
 If you want to protect the worksheet with a password, type a password, and then click OK. The

Confirm Password dialog box appears. Reenter the password, and then click OK.

4. To unprotect the worksheet in order to make changes, on the Tools menu, point to Protection, and

then click Unprotect Sheet.

5. If the worksheet is password protected, type the password, and then click OK.

Ready, set, grade

Electronic gradebooks can make end-of-term grading — not to mention midquarter and weekly progress

reports — much easier and far less time-consuming. It just takes a little bit of setup time to start. And, when

setting up your electronic gradebook, remember to be flexible. Experiment until you find the right mix of

formula and function that works for you.

About the author Laura Ferrell teaches math, science, social studies, and language arts content to eighth

graders, through project-based, thematic units. She also trains adult and senior students on computer

basics. While teaching for the Archdiocese of Chicago Catholic schools, Laura was honored with the 2005

Heart of the School Award for her implementation of technology in the classroom. She resides in Chicago,

Illinois, with her husband and the couple's Portuguese water dog, Oscar.
 Create a class list in Excel
Applies to: Microsoft Office Excel 2003

Show All

Microsoft Office Excel 2003 is a very useful and powerful tool that has numerous classroom applications. At

the start of the school year, you can create a spreadsheet that contains a class list of your students that can

make many tasks easier. These tasks include tracking equipment, collecting money, printing labels,

recording grades, and customizing letters.

Creating a new class list

The first step in using Excel to make many of your classroom tasks easier is to create your class list. You

can adjust the width of your columns or the height of your rows so that the information you enter fits in the

cell.

To adjust your column width

Point to the line between two column headings. When the pointer becomes a double-headed arrow, drag the

pointer to the right until your column is the width that you want. You can also double-click the line between

two column headings to make the column fit the width of the information you entered in the cell to the left of

the line.

To create column headings for your class list

1. Click cell A1, and type Last Name.

2. Click cell B1, and type First Name.

3. Continue labeling each column with the type of information you need to add to your class list, such as

Address, Phone Number, or E-Mail Address. You can format the text in any cell by clicking the cell

and then clicking the format you want on the Formatting toolbar.
 To enter information into a class list
1. Click cell A2, and type the last name of your first student.

2. Press the TAB key to move to cell B2, and type the first name of your first student.

3. Continue entering the rest of your student names and the other information you want in your class list.

You can use the ENTER key to move to the cell below the one you are in, and you can use the arrow

keys to move up or down to different cells or to move right or left to different cells.

4. After you enter the class list information, make sure that you save the file.

Sorting data

You can use the Sort function to sort your class list. To sort the names that you have entered, first select all

the information you entered. To select the information, click the upper-left cell and then drag the pointer until

all of the cells are selected.

1. On the Data menu, click Sort.

2. To sort your list by last name, under Sort by in the Sort dialog box, select Last Name, and click

Ascending. Under My data range has, make sure that you select Header row. Your header row is

not included in your data sort.

3. Click OK to sort your class list data.

Now that you have entered your student names in your Excel file, you can use this data for different

functions. You can create labels, or you can create custom letters with your students' names.

To create labels with student names

1. Save and close the Excel file that contains your class list.

2. Start Microsoft Office Word 2003.

3. On the Tools menu, select Letters and Mailings, and then click Mail Merge.

4. In the Mail Merge task pane, under Select document type, select Labels and then click Next to

continue.

5. Under Select starting document, click Change document layout. Under Change document

layout, click Label options to select the size and type of labels to print. In the Label Options dialog
 box, select the type of label that you want to print and then click OK. For more information about

selecting a label, see Word Help. Click Next.

6. Under Select recipients, click Use an existing list and then click Browse under Use an existing

list.

7. In the Select Data Source dialog box, find the folder in which you saved the Excel file that contains

your class list, click the name of your file, and then click Open.

8. In the Select Table dialog box, locate and click your list. Make sure that the First row of data

contains column headers check box is selected, and then click OK.

9. In the Mail Merge Recipients dialog box, click Select All to create a label for every student in your

class list. If you want to include only selected recipients in the mail merge, use the check boxes to add

or remove students from your mail merge. When you are finished, click OK. In the task pane, click

Next.

10. Under Arrange your labels, select Address block. In the Insert Address Block dialog box, under
Specify address elements, click the information you want to include on your labels, and select the

format you want to use. Under Preview, the information is displayed as it will appear on your labels.

Click OK.

11. In the Mail Merge task pane, under Replicate labels, click Update all labels to copy the layout of the
first label to the other labels on the page. Click Next.

12. Under Preview your labels, you can use the arrow keys to preview your label for each student.
Under Make changes, you can modify your recipient list. Click Next when you have finished

previewing your labels.

13. Under Complete the merge, you can select Print to print all of your labels, or you can select Edit
individual labels if you need to make more changes to any of the labels.

14. To print your label, click Print. In the Merge to Printer dialog box, select the labels that you want to
print. Click OK.

15. In the Print dialog box, click OK to print the letters. Save the file so that you can print more of these
labels later.

To create custom letters with student names

1. After you enter your students' information into your class list, save and close the Excel file that

contains your class list.

2. Start Microsoft Office Word 2003.

3. Type the letter that you want to customize with student names. Remember, if your class list contains

other data such as grades, assigned equipment, or money collected, you can also add this information

to the letter.

4. On the Tools menu, select Letters and Mailings, and then click Mail Merge.

5. In the Mail Merge task pane, under Select document type, select Letters and then click Next to

continue.

6. Under Select starting document, select Use the current document. Click Next.

7. Under Select recipients, click Use an existing list and then click Browse under Use an existing

list. Click Next.

8. In the Select Data Source dialog box, find the folder in which you saved the Excel file that contains

your class list, click the name of your file, and then click Open.

9. In the Select Table dialog box, locate and click your list. Make sure that the First row of data

contains column headers check box is selected, and then click OK.

10. In the Mail Merge Recipients dialog box, click Select All to add both the first name and last name to
the label. If you want to include only selected recipients in the mail merge, click Edit recipient list and

select the recipients who you want to include. When you are finished, click OK. In the task pane, click

Next.

11. Now you need to add fields to your letter. Fields are placeholders that you insert in the main document
at locations where you want unique information to appear. Fields appear in your document within

double angle brackets; for example, «AddressBlock». To add the first and last names of your

students, move your pointer to the place where you want to insert the name, and then under Write

your letter in the task pane, click More items. In the Insert Merge Field dialog box, select the field

that you want and click Insert. You can add multiple fields to your letter. Remember to add a space in

between the first and last name fields and between any other fields that you insert next to each other.

12. When you are finished entering fields, on the task pane, click Next to preview your letters.

13. Under Preview your letters, you can use the arrow keys to preview your letter for each student.
Under Make changes, you can modify your recipient list, or you can click Exclude this recipient if
 you don't want to include a student in a mailing. Click Next when you have finished previewing your

letters.

14. Under Merge, you can select Print to print all of your letters, or you can select Edit individual letters
if you need to make more changes to any of your letters.

15. To print your letters, click Print. In the Merge to Printer dialog box, select the letters you want to print.
Click OK.

16. In the Print dialog box, click OK to print the letters.