Different info per printed page

[Guest]

My wife is a teacher and uses Excel to keep track of student grades. Up to
this point, she's been having to manually type student names and grades into
a word document in order to give the students printouts.

What I'm trying to do for her is make either a Word document or an Excel
spreadsheet that will grab information from different cells for each page to
print.

I've got each of her classes on a different worksheet with the student names
down column A and their overall class grade in column B. I've also got
averages in different areas (quizes, tests, homeworks, etc) in other columns
based upon the number of assignments in each area. I'd like to have a
document that will print a different students information on each page.

Thanks for your help.

 

[Guest]

Oh, and please just let me know if this just isn't possible.

 

[Earl Kiosterud]

Zathrath,

It just isn't possible in Excel. Unless you write a macro, and then anything is possible.

The easiest way to do this is with a Word mail merge. It can use your Excel list, and will
print one document (page or pages) per row of the list. Then next time you want to do the
printouts, you don't need to create the mail merge document again -- it will use the current
data in the list at the time you run the mail merge.

Unfortunately, you've put the data in different sheets, so you have more than one list.
This means setting up a mail merge document for each sheet. Better to put all the grades in
one sheet, with an additional column for the class. See "Data across multiple sheets" at
http://www.smokeylake.com/excel/excel_truths.htm for an explanation. You can get fancy and
have a column for the semester, then add a query to the mail merge, so it pulls only the
semester you're interested in printing out, allowing you to keep adding grades semester
after semester if you want to keep the grade history. If you do, put all the stuff in one
sheet. That'll be the most usable thing.
--
Regards from Virginia Beach,

Earl Kiosterud
www.smokeylake.com

Note: Top-posting has been the norm here.
Some folks prefer bottom-posting.
But if you bottom-post to a reply that's
already top-posted, the thread gets messy.
When in Rome...
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[Dave Peterson]

You may find using MSWord and its builtin mailmerge easier. It supports lots of
different forms (Avery standard forms???) that might make it easier.

You may want to read some tips for mailmerge.
http://www.mvps.org/dmcritchie/excel/mailmerg.htm
http://www.mvps.org/word/FAQs/MailMerge

The first is from David McRitchie and the second is by Beth Melton and Dave
Rado.

And just in case you have text that needs to be formatted (percentages, for
example):

Debra Dalgleish posted this:

There's an article on the Microsoft web site that might help you:

Answer Box: Numbers don't merge right in Word
http://office.microsoft.com/en-ca/assistance/HA011164951033.aspx

And if you prefer the old Mail Merge helper, Word MVP Suzanne Barnhill
has instructions here:

http://sbarnhill.mvps.org/WordFAQs/CustomizingWord2002.htm

about half way down the page.

==========
I often cheat instead of racking my brain.

I'll insert another column (probably hidden!) and use:
=text(a2,"00000")
(or whatever format I want)
and use that field in the mailmerge.

(Cheating doesn't bother me anymore <vbg>.)

===============

Another option is to keep all the data in excel.

Debra Dalgleish has a couple of pages that may help.

To set up a data|entry form:
http://contextures.com/xlForm02.html

And to print selected records from a worksheet:
http://contextures.com/xlForm03.html