Importing and Exporting the WebCT Gradebook
Importing Data from a Spreadsheet into WebCT
You can import data from a spreadsheet, such as Microsoft Excel, that contain grades or other information. You can import the data to existing columns or create new columns during the import process.
CRITICAL: You must create a comma-delimited or tab-delimited text file (.csv or .txt) containing the information you want to add. The first row of the text file must contain the field names and the remaining rows must contain user records. Your text file must contain a User Name field and the user names for each member whose data you are importing.
TIPS:
- The easiest way to get a properly formatted spreadsheet is to wait until your course roster has finalized – that is, add-drop period has concluded – and export your roster from the Grade Book. The result is a text file that you can edit in a program like Microsoft Excel.
- To export Grade Book data, however, you must be enrolled as a Section Instructor; if you have the Teaching Assistant role, you can Import from a Spreadsheet but not Export to a Spreadsheet. If you do NOT see the Export to Spreadsheet button at the bottom of a Grade Book view, you are enrolled as a Teaching Assistant.
- If you are enrolled as a Teaching Assistant, either ask the Instructor to export the spreadsheet and send you the file or if you and the Instructor will be entering grades in both the Grade Book as well as offline throughout the course’s duration, ask the Instructor if he or she would un-enroll you as a Teaching Assistant and enroll you into the Section Instructor role.
- All new columns created during import are created as Text columns in the online Grade Book; Text columns cannot be used in grade calculations. If you want imported columns to be Alphanumeric Calculated, Letter Grade, Numeric, or Selection list, you must create them first in the Grade Book within your WebCT course. During import, you can match columns in the text file to those columns you created in the Grade Book to house the data in the text file.
- Also, new columns created during import are NOT marked as a Grade Column or Released to Students. Columns must be grade-related to be viewed from the main Grades tab in the Grade Book and if you intend to use that column in grade calculations. Columns must be Released to Students if you want them to see their grade in the My Grades area of the course.
Once you have a properly formatted text file (.csv or .txt), follow these instructions to import the file:
Step 1: From a Grade Book tab screen, select the Import from Spreadsheet button.
Step 2: On the Import file screen
- Click Browse. Your computer’s file browser appears.
- Locate and select the file you want to import. The Import File screen appears with the path and file name in the File text box.
- From the Separator drop-down list, select the character that separates column data in your file. If it is a .csv file, select Comma; if it is a .txt file, select Tab.
- Click Upload.
Step 3: On the Import File column matching screen
Under Import Column, the field names from your text file are displayed. Under Match, a check mark will appear for those fields that could be matched to existing Grade Book data columns. Under Grade Book Column, for matched fields, the data column that matches your text file field is displayed. Under Data Preview, the various user values for that field are displayed.
- In the row that represents the user name field in your file, from the drop-down list
under the Grade Book Column, select User ID.
IMPORTANT: The User ID column is a required column for matching purposes only and will not be imported. - Check that the remaining fields from your text file are matched to data columns. If
necessary, under Grade Book Column, from the drop-down list, do one of the following:
- To select a data column to which to import the data, select the column.
- To create a new data column for the data, select Add as new column.
- If the data is not important and you do not wish to import it, select Do not import.
- Click Import. Your data is imported.
Exporting Data from Grade Book to Spreadsheet
Member and grade information can be exported as a comma-delimited or tab-delimited text file (.csv or .txt). You can export all column information, except formulas for calculated columns. The result of the Export to Spreadsheet process is a text file that you can edit in a program like Microsoft Excel and later import back into your online Grade Book
NOTE: To export Grade Book data, however, you must be enrolled as a Section Instructor; if you have the Teaching Assistant role, you can Import from a Spreadsheet but not Export to a Spreadsheet. If you do NOT see the Export to Spreadsheet button at the bottom of a Grade Book view, you are enrolled as a Teaching Assistant.
If you are enrolled as a Teaching Assistant, either ask the Instructor to export the spreadsheet and send you the file or if you and the Instructor will be entering grades in both the Grade Book as well as offline throughout the course’s duration, ask the Instructor if he or she would un-enroll you as a Teaching Assistant and enroll you into the Section Instructor role.
Given the proper role, follow these steps to export the online course Grade Book into a text file (.csv or .txt):
Step 1: From a Grade Book tab screen:
- To export all members’ data, click Export to Spreadsheet.
- To export selected members’ data, next to each member that you want to export, select the check box and click Export from Spreadsheet.
Step 2: On the Export to Spreadsheet screen:
- If you selected members to export, choose Selected members or All members.
- To export the information contained in the data columns that appear in the tab from which you initiated the export, select Visible columns. To export the information contained in all data columns that have been defined for this course, select All columns.
- To create a text file where field information for each member is separated by a
comma, select Comma-delimited(.csv). To create a text file where field information
for each member is separated by a tab keystroke, select Tab-delimited(.txt).
TIP: You may find Comma-delimited (.csv) format easier to work with in Excel. A .csv file opens directly into Excel; a .txt file requires going through a Text Import Wizard in Excel. - Select the character set that works best with your spreadsheet application for your
language.
TIP: Characters in some languages do not work with certain spreadsheet applications in Unicode (UTF-8). If you have difficulty reading the exported file with your spreadsheet application, try exporting in Unicode (UCS-2) - Click Export
Step 3: To save the file to your computer:
- In your browser’s download dialogue box, click Save or Save to Disk.
- Choose the folder to save the file to and optionally give the default “exportedcourse” name a more meaningful one.
Your data is exported and can now be edited in a spreadsheet program such as Microsoft Excel.