Email Student Progress Reports as E-Mail Attachments

Check the SetUp Menu - Teacher Settings - Other Settings Tab. In the lower right is a selection for Individual, Elementary and Summary Reports.

The radio button for report options allows the selection of Print only, Create text files, Create HTML files, and Create Email as HTML attachments. The selection will determine if the button is displayed, the button caption, and the action performed by the program when the extra report button is clicked. If the Print Only radio button is selected, the extra button at the bottom of the individual, elementary, and summary report screens will not be displayed.

Select the Email as attachments radio button. Email is sent as an HTML attachment because of the formatting needed to display columns, etc.

On the SetUp Menu - Student Names - Add/Revise/Review Tab page, a column is added at the far right for the student email addresses. Email attachments will only be created for those students with an email address. Gradebook Power does not check the validity of the email address. Creating an email for an elementary school report requires that that email address be entered in the first class the student is enrolled in, similar to the attendance requirement.

When an individual report is displayed, click the send email button. An email will be created with the recipient address from the names column. The text body will include the student name, and the message "The attached HTML file can be viewed with your internet btowser. This file shows the current student grades for (insert current term number and date). Class (insert class name) Teacher (insert Teacher name). The attachment name is StudentReport.htm. The attachment is displayed identical to the individual report that can be printed.

Behind the scenes, only basic HTML code is added to the individual report. The report is created in the C:\Temp folder on the computer, and then added to queue of the default email program (usually Outlook or Outlook Express), waiting to be sent the next time you start your email program. Creating the email with Gradebook Power does not start your default email program. You must start your email program, and send the email messages that are waiting in the queue.

This example explained how a single email is created. Of course, selecting one class or all classes, would create an email for every student with an email address in the selected class or classes.