Importing Class Lists from Vitalizer into Excel

Overview
            This guide provides instructions for importing class lists from Vitalizer into MS Excel. When printing from Vitalizer, a file named print.prn is created before the data is printed. This file (a simple text file) is overwritten each time class lists are printed. Once the names have been imported, they can then be filtered to remove all dropped students, mail merged into file folder labels, imported into Grade Machine, etc.

Objective

The learner will be able to import class lists into MS Excel.

Requirements

MS Excel 97/2000
Vitalizer

Procedure

1.      Open Vitalizer and Excel. Turn on your printer.

2.      Go to your first class in Vitalizer using the Class List by Course Section.

3.      Click the Print button on the bottom left side in Vitalizer.

4.      Switch to Excel. Click File > Open. (see Fig. 1)

Figure 1

5.      Type c:\program files\vital\print.prn in the File name textbox. (see Fig. 2)

NOTE: This needs to be typed only once. The next time you access the file you can click the triangle to the right of the file name box and select it from the list.

Figure 2

6.      Click Open.

7.      Click OK. (see Fig. 3)

Figure 3

8.      Start the import row at 9 by clicking the up arrow. (see Fig. 4)

Figure 4

9.      Click Next. (see Fig. 5)

Figure 5

10.  Eliminate the extra columns by double-clicking the triangles shown in figs. 6, 7, & 8.

Figure 6

Figure 7

Figure 8

Figure 9

12. Click on the word General above the Homeroom numbers (see Fig. 10). The column should turn black.

Figure 10

13.  Select Text (see Fig. 11).

Figure 11

Figure 12

15.  You should now see your class list in the spreadsheet.

Figure 13

16.    Now let's filter out the dropped students. Click the header of the D column (see Figure 14).

Figure 14

17.    Click Data > Filter > AutoFilter (see Figure 15).

Figure 15

18.   Click the triangle, and select "D" from the drop-down menu (see Figure 16).

Figure 16

19.    This should only show the dropped students; however, it may leave the first student visible (see Figure 17).

Figure 17

20.   Click the first row with a "D". This could be either the first or second row (see Figure 18). The entire row should be highlighted.

Figure 18

21.    While holding down the Shift key on your keyboard, click the last row containing data (see Figure 19). This will highlight all the dropped students.

Figure 19

22.    Right-click anywhere in the highlighted area, and select Delete Row from the context menu (see Figure 20).

Figure 20

23.    In order to see the remaining students, click the triangle in column D and select Blanks (see Figure 21). If the first row contained a "D," the triangle will have disappeared. IMPORTANT: You will need to delete any other rows containing header information and total students information. You should only have student names, IDs, and HR #s.

Figure 21

24.    You are now ready to save this file. Click File > Save As... (see Figure 22).

Figure 22

26.    Save the file (i.e., per1, p2, etc.). When you are warned that the file may contain features that are not compatible with Text (Tab delimited), click Yes (see Figure 23). Be sure to remember where you saved the file.

Figure 23

27.    Close the file. Click No when asked if you want to save the file (it has already been saved).

28.    Repeat steps 2 - 27 for your next classes.