How to Create a Report Card

By Erica Sweeney

Using Microsoft Excel 2007 to create report cards is a great way to keep your students’ grades organized. To save time and energy, set up a simple spreadsheet for each student that calculates students’ averages. To get started, use the tips below to create one file containing report cards for all of your students.

Step 1

Open Microsoft Excel 2007 on your computer.

Step 2

Put a heading at the top of the spreadsheet. Enter the school name, course name and instructor name on separate lines. Skip a line and enter the student’s name.

Step 3

Skip a line and enter the date of the report card. To format the date cell, right-click on the cell and select \"Format Cells.\" In the Number tab, click on \"Date\" in the Category box. In the Type box to the right, choose the style of date that you prefer. Click \"OK\" and the format of the date will change.

Step 4

Set up a list of assignments. It is best to categorize assignments, such as tests, essays and quizzes, so that the report card stays organized. Make headings for each section. In Column A, a few lines after the date, enter the category headings. Click on the cell and make the heading bold. In separate cells below the heading, list all assignments in that category. Continue until all categories and assignments have been listed.

Step 5

Set up columns for grades. In column B, above where the assignments are entered in Column A, type \"Points Earned.\" On the same row in Column C, type \"Points Possible.\" Bold and center the headings.

Step 6

Enter students’ grades in the columns. Enter the number of points that a student has received for each assignment in the Points Earned column and the number of points that the assignment was worth in the Points Possible column.

Step 7

Create totals. Total up the number of points earned and points possible. In column A after all of the assignments have been listed, type \"Total Points.\" On the same row in Column B, click on the sigma symbol (?) in the Editing section of the Home toolbar. The following will appear in the cell: =SUM() and the mouse pointer will become a white cross. Click in the first cell that should be included in the total, and drag down to the last cell to be totaled (the cells will be outlined in a moving dashed box). Press \"Enter\" and the total will appear in the cell. Repeat for Column C.

Step 8

Create an average of grades. Students now know how many points they have earned in the class, but to give students a percentage grade, type \"Average\" under the totals line in column A. In column B on the same row, type an equal symbol (=). Then click in the total cell for points earned; it will be highlighted with a moving dashed line. Type a forward slash (/) and then click on the points possible total. The average will appear as a decimal number.

Step 9

Format average cell as a percentage. Right-click on the cell and select \"Format Cells.\" In the Number tab, select \"Percentage' from the type box. Choose the number of decimal places that you want to show. Click \"OK\" and the number will become a percent.

Step 10

Create worksheets for each student within the same spreadsheet. This will keep all of the report cards for a specific class in the same place. At the bottom of the sheet, there are some tabs labeled Sheet 1 and so one. Right-click on the tab of the worksheet that you just created. Select \"Move\" or \"Copy.\" When the box appears, select the box next to Create a Copy, and click \"OK.\" You now have an identical worksheet. You will only have to change the student’s name at the top and enter the student’s specific points earned for each worksheet. Repeat these steps for each student in the class.

Step 11

Rename the worksheets for each student. Right-click on the worksheet’s tab at the bottom. Select \"Rename.\" The tab name will be highlighted. Type the student’s name. Repeat for all students to end up with a separate worksheet for each student in the class.

Step 12

Print the worksheets after all of the grades have been entered. Don’t forget to save the spreadsheet.

Tips & Warnings

  • To change the margins on the sheet, click on the \"Page Layout\" tab on the top toolbar. In the Page Setup section, click on \"Margins.\" Click \"Custom Margins\" and change the top, bottom, left and right margins to 0.5 inch. Click \"OK.\"
  • If the report card does not fit on one page, it is a good idea to put the heading on each page. To do this, click on the \"Page Layout\" tab on the top toolbar. In the Page Setup section, select \"Print Titles.\" On the Sheet tab, click on the icon next to the box out to the side of \"Rows to repeat at top.” A smaller box will appear, and the mouse pointer will look like an arrow pointing to the right. Click on the first row that you want to repeat, and drag down to the last row to repeat. In the smaller box, click on the icon next to where the rows are listed. Then click \"OK\" in the next box.
  • Put grid lines on the spreadsheet to make it easier to read when printed. Click on the \"Page Layout\" tab on the top toolbar. In the Sheet Options section, under Gridlines, click in the box next to Print.