[sims] SIMS - Emailing Tutor's of a Student

[Hayleywow]

Hi

 

I have found out recently, that you can create a report in SIMS so that you can email all the tutors of a specific student, so that ALL STAFF don't get an email about something that has nothing to do with them.

 

I have created a report, with Students Name & Reg > Class Teacher Name > Teacher Emails Address (Filtered so that you can select a specific student) I run this into an excel document, and was told I need to do something in excel to get the group of email addresses of the tutors into outlook...... can't seem to figure this.

 

Sorry if this make no sense.

 

Hay

[glennda]

which version of outlook?

 

From Memory Outlook 2003 is file - import - from another program then find the file and import following the options - see here Import contacts from Excel to Outlook - Outlook - Office.com

 

from outlook 2007/10 see here How to import contacts into Outlook from Excel

[Hayleywow]

It will be Outlook 2010

 

Everyone has the school email address book in there Outlook, I was trying to find an easy way to email just the tutors of a specific student, and not having the email sent to ALL STAFF as 90% of staff don't teach this student. I have managed to create a report that gives me the Name & Email address on the teacher for a specific student, I just wondered if there was an easy way of getting these email address from excel to outlook "TO BOX" (When writing an email) instead of having to look each teacher up.

 

Or I am open to suggestions on how to email Just the teachers of a specific student.

 

Hope this makes sense

[glennda]

ah ok - so you don't mean just as a one off? create a distribution list?

 

Not sure if its possible without some sort of third party application which makes it.

 

There is sims intouch which can intergrate sims messaging and forward all emails to exchange (but it costs)

[Hayleywow]

Yeah just as a one off - for example:- Joe Bloggs - Nan died last night...... as an example and you want to let all his tutors know to keep an eye on him. (You don't need to send this to ALL STAFF) but I wondered if there was a way of getting his tutors email address quickly, instead of looking them up one by one, I have got the report in SIMS that does this, but don't know how to get them into outlook, without looking the tutors up one by one, fro mthe address book.

[glennda]

Yes You want to pull the report will all the staff email addresses and then import them into outlook using the following method - you can then create a distrbution group in your personal outlook called maybe Joe Bloggs Tutors

 

If you are importing into an existing Contacts folder, skip to step 4.

Create a new folder in Outlook 2010

Right-click the Contacts folder, click New Folder, type a name for the new folder, and then click OK.

Click the File tab in the Ribbon, and then click Open on the menu.

Click on Import tab. The Import and Export Wizard opens.

If the file that is displayed is not the correct file, click Browse , browse to the folder that is mentioned in step 3, and then double-click the file to select it.

If you are importing into a new folder, the Options settings are irrelevant because there are no duplicates. If you are not importing to a new folder, choose the most logical selection. Click Allow duplicates if you are not sure, and then click Next .

Click the Contacts folder or another contacts-type folder that you have created, and then click Next.

If you are not sure that the column names in the first row of the spreadsheet will map correctly to the Outlook fields, click Map custom fields to verify them.

[Hayleywow]

But this seems a lot of hassle just for maybe a one off.......

 

Thanks for the help though

[glennda]

yup it is actually fairly straight forward though - the other option is just to copy all the email addresses from the spreadsheet and copy into the to field

[BKGarry]

I purchased Mailfinder 2 Years ago and never looked back (Mail Finder) I just have it set as a scheduled task on a web server and staff just go to it and type in the students name and bam, all the teachers selected.

[Stuart_C]

The short answer would be to tell them to copy and paste the list of address into Outlook.

 

I believe InTouch would do it fine and probably SchoolComms but both of these require a purchase. I had a quick look at unsing Macro's in Excel to pass the list to Outlook. It didn't work in the quick method I tried but I didn't put much effort in. It would need a bit more research.

 

Just found this if it's any use...

I'd start thinking along the lines of

Sims Report to ==> Excel Sheet. Custom template to copy the data from the output to your master mail sheet. Then a box to type the message and a big "Go" button to send the mail.

Edited November 5, 2011 by Stuart_C

[Hayleywow]

We are starting to use schoolcomms

[glennda]

We are starting to use schoolcomms

 

You could be able to do it through that ill test on monday

[Hayleywow]

You can do it thru schoolcomms, but then you have to search for the tutors one by one.

 

I'm sure a school near ours, runs a report in SIMS to find the information, and export to excel, and then excel imports into outlook, and the email addresses appear without having to type them in, write your message and send, then only the tutors of that specific student has been emailed

 

I think its obviously down to Macros, maybe I need abit of a lesson in them, to figure it

[Stuart_C]

I can't remember what's in schoolcomms but isn't there a box for the parents and a box for the school members related to the student (though I'm suggesting this from memory which is always a danger)

[Sylv3r]

Yes it is possible to e-mail tutors associated with a particular student via Schoolcomms.

[Hayleywow]

I have found another thread which is basically what I am trying to achieve http://www.edugeek.net/forums/mis-systems/44453-sims-email.html

 

Haven't been able to work out the Macros though yet

[iaatkinson]

Use InTouch - it has all the features of Schoolcomms but has the added ability to be run from most of the student focused modules of SIMS. If you are logging behaviour, reward, detentions etc you can email/SIMS message/text all contacts (staff, parents, students) involved and use templates as you would sending mail merged letters home. We have ours set up to use email by default so that all receiving staff get the messages about targeted students, late registers, emergency call outs etc, straight into their outlook. Have only had it a few weeks and there were issues to start with - its is fairly resource heavily is you already have a lot of home screen widgets configured in SIMS.

 

Ian

[pubgrub277]

I use command line reporter and excel to automate sending out weekly data to staff.

part of the maco i use is:

Set OutApp = CreateObject("Outlook.Application")
               Set OutMail = OutApp.CreateItem(0)
           On Error Resume Next
           With OutMail
               .To = Range("H1")'Cell of the to: persons email form tutor
               .CC = Range("I1") & ";" & Range("J1") ' People being copied in i.e heads of year
               .Subject = "Weekly BMR Data"
               .Body = "enter body text here"
               .Attachments.Add ("U:\sample file.xls)
               .send 'Or use display to preview message first
           End With

 

This creates the email based on values in cells H1 for the To feild and I1 & J1 for CC. Other macros filter the list/ data and graphs and save as .pdf. the attachment part of the above macro is set to include the created file (this stops staff breaking/playing with my sheet templates) to send to staff.

[vikpaw]

The simplest thing would be to copy the returned emails from excel into the To box, especially if this is mostly for one-offs. This does require that the emails are in SIMs, which we put in for all staff. Basically, as per the report i uploaded in the thread you found.

If you are using schoolcomms, it does also do what you need as mentioned:

 

 

So you have the Today's teachers of and All Teachers option, under the school members section.

 

The other thing you can do is to create a mailmerge report in SIMs, when you set up the mailmerge report, you have the option to select email as the output. There is a document somewhere on how to do this, i did it ages ago as a test. Then so long as you have email as a field in the report and it's in a certain place, when you run it, it will automatically mailmerge the results to email. I'm not sure if mailmerge is going to be very reliable on Office 2010 though as there have been issues.

 

I might investigate that macro'd report tomorrow. Which part of it didn't work for you? Did you get an error?

[vikpaw]

I might investigate that macro'd report tomorrow. Which part of it didn't work for you? Did you get an error?

 

Eventually got round to it. It works a treat. Dumping the work emails for staff who teach selected pupil into an outlook email ready for sending. Saves that manual step of copy pasting the names.

 

Must go and add some rep for that one.

[vikpaw]

Just found that, as per the author, it's only going to work for staff with higher level access to SIMS, i.e. the staff contact info. As regular teachers don't have this, it doesn't quite fit the function.

I've modified mine to bring back the first and last names and concatenate them. This when fed to Outlook, gets looked up in the global address book, and now works for any staff.