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TECHNICAL TIP SHEET SERIES: WHAT EDUCATORS NEED TO KNOW<br />

Created by the Office of Strategic Communications<br />

Information is powerful when shared<br />

17 pages • March 6, 2013 version<br />

An official, best practices step-by-step and illustrated tip sheet for:<br />

<strong>Using</strong> <strong>Focus</strong> <strong>student</strong> <strong>data</strong> <strong>to</strong> <strong>create</strong><br />

a cus<strong>to</strong>m School Messenger list<br />

AUDIENCE: Principals, Assistant Principals and Data Management Technicians<br />

The <strong>Focus</strong> Advanced Search showcased in this<br />

tip sheet is designed specifically for the needs of<br />

the Exceptional Student Education Department<br />

for an effort associated with the annual ESE Parent<br />

Survey, a <strong>data</strong>-collection initiative led by the Florida<br />

Department of Education. In this section, you may<br />

substitute any <strong>Focus</strong>-related search you desire that<br />

fits your need.<br />

Though this tip sheet was <strong>create</strong>d for the ESE<br />

Department <strong>to</strong> use in their strategic communications<br />

plan with schools, it is being shared with the<br />

broader audience of all district staff “as is” because<br />

most of the steps included are universal.<br />

Goal<br />

Create an electronic list of <strong>student</strong>s in your school<br />

who are: ESE <strong>student</strong>s with an IEP who are not<br />

gifted. Use this <strong>data</strong> list <strong>to</strong> send a cus<strong>to</strong>m School<br />

Messenger message <strong>to</strong> assist the ESE Department.<br />

If you have questions regarding access <strong>to</strong> or the<br />

operation of <strong>Focus</strong> or School Messenger, please<br />

contact TIS for assistance by submitting a Tech Help<br />

request ticket through Portal.<br />

What you will accomplish:<br />

• <strong>Using</strong> Advanced Search in <strong>Focus</strong> <strong>student</strong> <strong>data</strong><br />

• Filtering <strong>student</strong> <strong>data</strong> in <strong>Focus</strong><br />

• Exporting filtered <strong>student</strong> <strong>data</strong> out of <strong>Focus</strong><br />

• Tailoring <strong>Focus</strong> <strong>data</strong> in a Microsoft Excel .csv file<br />

• Importing an Excel .csv file in<strong>to</strong> School Messenger<br />

• Creating an ID# Lookup List in School Messenger<br />

Technology access you will need:<br />

• <strong>Focus</strong> <strong>student</strong> <strong>data</strong> (at least “browse 00” level)<br />

• Microsoft Excel (any version)<br />

• School Messenger (at least “school admin” level)<br />

Begin with <strong>Focus</strong><br />

Step 1<br />

Access the <strong>Focus</strong> login Web page by using your<br />

browser of choice <strong>to</strong> navigate <strong>to</strong>:<br />

http://portal.pcsb.org<br />

See Illustration 1.<br />

Step 2<br />

The Username and Password for <strong>Focus</strong> is the same<br />

as what you use for Portal. Enter this information.<br />

Illustration 1: The sign-in Web page for <strong>Focus</strong>.<br />

Step 3<br />

Click the Login but<strong>to</strong>n.


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Step 4<br />

In the upper right corner of your <strong>Focus</strong> screen,<br />

depending on your access level (school vs district),<br />

you may have the ability <strong>to</strong> select a school name.<br />

You will see the school year and Marking Period<br />

boxes. Make choices by clicking the small downarrow<br />

in the right side of each box.<br />

See Illustration 2.<br />

Illustration 2: Three selection boxes for school name, school year and marking period.<br />

Note: A period of time known as a Marking Period represents a<br />

grading period that is six weeks in length. Each of three Marking<br />

Periods during a school year corresponds <strong>to</strong> the 1st report card, the<br />

2nd report card, the 3rd report card, etc. Elementary schools have<br />

three makring periods while middle and high schools have six.<br />

Choose the current marking period.<br />

Step 5<br />

In the horizontal menu bar at the <strong>to</strong>p of the <strong>Focus</strong><br />

screen, click Students.<br />

See Illustration 3.<br />

Step 6<br />

In the Students drop-down menu, click Advanced<br />

Report.<br />

See Illustration 3.<br />

Illustration 3: Above, the drop-down menu for “Students”<br />

showing the “Advanced Report” choice.<br />

Step 7<br />

In a few moments, the Advanced Report window<br />

will appear.<br />

See Illustration 4.<br />

Step 8<br />

In the upper left corner of the Advanced Report<br />

window and inside the Student Search tab, locate<br />

then click the following phrase:<br />

More Search Options<br />

See Illustration 5.<br />

Illustration 4: Above, the “Advanced Report” choice page, background, showing a detail<br />

view, foreground, of the “More Search Options” selection located in the upper left corner.<br />

When you click More Search Options, new choices<br />

will appear.<br />

See Illustration 6, next. page.<br />

Illustration 5: Above, the “More Search Options” selection.


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Step 9<br />

Parts A - D<br />

A.<br />

The <strong>to</strong>pical area labeled General will be au<strong>to</strong>matically<br />

expanded.<br />

See Illustration 6, part A.<br />

A<br />

Note: To expand or collapse a <strong>to</strong>pic, click the arrow located immediately<br />

<strong>to</strong> the left of the <strong>to</strong>pic label.<br />

B.<br />

Locate the ESE <strong>to</strong>pic.<br />

See Illustration 6, part B.<br />

C.<br />

Click the arrow located immediately <strong>to</strong> the left of<br />

the ESE label <strong>to</strong> expand this <strong>to</strong>pic.<br />

See Illustration 6, part C.<br />

B<br />

In this way, you will be able <strong>to</strong> see specific options.<br />

D.<br />

Look for the Instructional Setting options box<br />

and note the small down-arrow located inside the<br />

box <strong>to</strong> the far right. Click the down-arrow in this<br />

box and select the following choice from the dropdown<br />

menu:<br />

Special Ed [SE]<br />

See Illustration 6, part D.<br />

Now, click the arrow immediately <strong>to</strong> the left of the<br />

ESE <strong>to</strong>pic <strong>to</strong> collapse this area. This will conserve<br />

screen space on your computer moni<strong>to</strong>r so you<br />

can easily do the next step. If you like, you may also<br />

collapse the General <strong>to</strong>pic <strong>to</strong> conserve even more<br />

screen space.<br />

C<br />

D<br />

Illustration 6: Details of the “General”, background, and “ESE”, foreground options. Then,<br />

within ESE, the “Instructional Setting” choice area showing the “Special Ed [SE]” selection.


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Step 10<br />

In the middle of Advanced Report Student Search<br />

window, locate the Available Fields column which<br />

is at the <strong>to</strong>p, center.<br />

See Illustration 7.<br />

Step 11<br />

Expand the General <strong>to</strong>pical area so you can see the<br />

list of field choices which will appear below it.<br />

See Illustration 8.<br />

Step 12<br />

Use your mouse <strong>to</strong> drag and drop the first two<br />

fields you will need in<strong>to</strong> the dotted box <strong>to</strong> the right,<br />

labeled: Fields <strong>to</strong> include in Report:<br />

1. Last, First M<br />

2. Local Student ID (see “Critical note”, below)<br />

See Illustrations 8 and 9.<br />

Illustration 7: List of selections in the “Available Fields:” column.<br />

Critical note: Be sure <strong>to</strong> select Local Student ID and no other<br />

field choice even if it has a similar name. Local Student ID is the<br />

only choice that will work.<br />

Click the arrow immediately <strong>to</strong> the left of the General<br />

<strong>to</strong>pic <strong>to</strong> collapse this area. This will conserve<br />

screen space on your computer moni<strong>to</strong>r so you can<br />

easily do the next step.<br />

Illustration 8: Detail list of fields in the “General” <strong>to</strong>pical<br />

area showing the two that need <strong>to</strong> be dragged and<br />

dropped in<strong>to</strong> the right side of the screen.<br />

Illustration 9: Detail list of two <strong>data</strong> fields selected from the “General” <strong>to</strong>pical<br />

area which were then dragged and dropped in<strong>to</strong> the “Fields <strong>to</strong> include in<br />

Report” dotted box located <strong>to</strong> the right.


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Step 13<br />

Parts A - C<br />

A.<br />

Expand the ESE <strong>to</strong>pical area located under the<br />

Available Fields column header so you can see the<br />

list of field choices which will appear below it.<br />

See Illustration 10, part A.<br />

A<br />

B and C.<br />

Use your mouse <strong>to</strong> drag and drop the third and last<br />

field you will need in<strong>to</strong> the dotted box <strong>to</strong> the right,<br />

labeled: Fields <strong>to</strong> include in Report:<br />

3. Primary Exceptionality<br />

See Illustration 10, parts B and C.<br />

C<br />

Step 14<br />

Now that you have successfully selected the three<br />

fields you need for the special ESE search, scroll <strong>to</strong><br />

the bot<strong>to</strong>m of the Advanced Report Student Search<br />

window and click the Run Report but<strong>to</strong>n.<br />

See Illustration 11.<br />

B<br />

Illustration 10: Detail list of options in the “ESE”<br />

field and list of three selections appearing in the<br />

“Fields <strong>to</strong> include in Report” area.<br />

Illustration 11: Detail of area at the bot<strong>to</strong>m<br />

of the Advanced Report window.


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Step 15<br />

In a few moments, initial advanced report results will be displayed on your screen. What you will see is a list of<br />

ESE <strong>student</strong>s in your school who have an IEP. However, this list currently contains both gifted and non-gifted<br />

<strong>student</strong>s. See Illustration 12, part B. By using a filter, you will be able <strong>to</strong> single out the non-gifted <strong>student</strong>s. To<br />

start a filter, click the Filter but<strong>to</strong>n which is located in the upper right corner of the Advanced Report results<br />

screen. See Illustration 12, part A and Illustration 13, part A.<br />

Step 16<br />

In the Filter Rules box, use the small down-arrow in the boxes <strong>to</strong> make the following two selections, in order<br />

from left <strong>to</strong> right: Primary Exceptionality (left box) and Not Equal (center box).<br />

See Illustration 13, parts B and C.<br />

Step 17<br />

In the box on the right, type the following characters exactly as shown with one space on either side of the<br />

single hyphen: L - Gifted<br />

See Illustration 14, part C.<br />

Step 18<br />

Click the Run Filter but<strong>to</strong>n.<br />

See Illustration 14, part D.<br />

Illustration 12: The initial Advanced Report results<br />

screen shows 161 individual ESE <strong>student</strong>s at Plumb<br />

Elementary and their Primary Exceptionality code.<br />

Part A shows the location of the Filter but<strong>to</strong>n. Part B<br />

shows how the Primary Exceptionality field initally<br />

contains the L - Gifted entries.<br />

A<br />

B<br />

A<br />

B<br />

C<br />

Note: Student names and ID numbers have been<br />

changed for all illustrations in this tip sheet <strong>to</strong><br />

preserve <strong>student</strong> privacy.<br />

D<br />

Illustration 13: Detail of Filter Rules <strong>to</strong> eliminate those ESE <strong>student</strong>s at Plumb Elementary coded as “L - Gifted”.


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Step 19<br />

In the screen shot examples, 161 <strong>student</strong>s were included in the intial report. By running the filter, the results<br />

now show 105 <strong>student</strong>s. See Illustration 14, part A. After the filter, the Primary Exceptionality column no longer<br />

contains the names of <strong>student</strong>s who are identified with the L - Gifted code. See Illustration 14, part B.<br />

Step 20<br />

Look <strong>to</strong> the right of where the <strong>to</strong>tal number of <strong>student</strong>s is displayed. See Illustration 14, part A and Illustration<br />

15. To save these report results as an Excel spreadsheet file <strong>to</strong> your local hard drive, click the floppy disk icon<br />

so the following pop-up window appears: Opening Advanced Report.xls<br />

Step 21<br />

In the Opening Advanced Report.xls pop-up window, click inside the circle (a.k.a. “radio but<strong>to</strong>n) labeled: Save<br />

File <strong>to</strong> select this choice, then click the OK but<strong>to</strong>n. See Illustration 16.<br />

A<br />

B<br />

Illustration 14, above: Detail of Filter results. Data displayed are<br />

non-gifted, ESE <strong>student</strong>s with an IEP at Plumb Elementary<br />

Illustration 15, above: Detail of icon that triggers the “Save File” option<br />

in the pop-up window entitled “Opening Advanced Report.xls”<br />

Illustration 16, right: Detail of pop-up window entitled “Opening<br />

Advanced Report.xls” and how it should be coded <strong>to</strong> save the<br />

spreadsheet file <strong>to</strong> your local hard drive for the next step in this<br />

work flow. The “Save File” circle (a.k.a. “radio but<strong>to</strong>n”) is selected.


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Step 22<br />

The file you saved <strong>to</strong> your local hard drive will<br />

either be on your desk<strong>to</strong>p or in your Downloads<br />

folder. The location of the file depends on how your<br />

computer is set up. Locate the Advanced Report.xls<br />

file in your local computer.<br />

See Illustrations 17 and 18.<br />

Illustration 17: The Downloads pop-up window<br />

showing the “Advanced Report.xls” file name.<br />

Next, Microsoft Excel (spreadsheet)<br />

Step 23<br />

Open the Advanced Report.xls file in Microsft Excel.<br />

See Illustration 19.<br />

Illustration 18: Two views showing the “Advanced<br />

Report.xls” file name as a desk<strong>to</strong>p icon, right, or as a<br />

hard drive folder line item, bot<strong>to</strong>m.<br />

Note 1: If after you save the spreadsheet file <strong>to</strong> your local hard drive<br />

you see a pop-up window that asks if you want <strong>to</strong> open the file now,<br />

choose Yes.<br />

Note 2: Remember that your Excel file will contain real <strong>student</strong> names and Local Student ID numbers. These <strong>data</strong> have been changed in the screen<br />

shots used in this tip sheet <strong>to</strong> preserve <strong>student</strong> privacy.<br />

Illustration 19: Excel file showing the three fields (a.k.a. columns) of <strong>data</strong> exported from <strong>Focus</strong>.


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Step 24<br />

Microsoft Excel will be used <strong>to</strong> accomplish two goals: (1) delete two unneeded fields/columns; and, (2) convert<br />

the .xls spreadsheet file <strong>to</strong> a .csv or comma separated value spreadsheet file. Both of these goals are needed<br />

so the remaining <strong>data</strong> is compatible with School Messenger. If you wish <strong>to</strong> proof the contents of the spreadsheet<br />

file against school-based records, now is the time <strong>to</strong> do this while the <strong>student</strong> names are still present.<br />

Note: From this point forward, this tip sheet will use “column” rather than “field”. The term “field” is appropriate for <strong>Focus</strong> which is a <strong>data</strong>base<br />

while “column” is the preferred term in Excel as it is a spreadsheet.<br />

Step 25<br />

In Excel, click on the label for column C so the entire column becomes highlighted (a.k.a. selected).<br />

See Illustration 20, part A.<br />

Step 26<br />

While column C is highlighted, hover your mouse over the highlighted area, then RIGHT-mouse click <strong>to</strong> see a<br />

pop-up menu of choices. LEFT-mouse click Delete.<br />

See Illustration 20, parts A and B.<br />

Note how the content that was in column C has now been deleted.<br />

See Illustration 20, part C.<br />

A<br />

B<br />

Illustration 20: A clockwise sequence of three screen shots showing, above, Excel<br />

column C highlighted (a.k.a. selected), the RIGHT-mouse, pop-up menu showing the<br />

Delete choice, right, then the resulting deletion of <strong>data</strong> from Column C, bot<strong>to</strong>m.<br />

C


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page 10 of 17<br />

Step 27<br />

In Excel, click on the label for column A so the entire column becomes highlighted (a.k.a. selected).<br />

See Illustration 21.<br />

Step 28<br />

While column A is highlighted, hover your mouse over the highlighted area, then RIGHT-mouse click <strong>to</strong> see a<br />

pop-up menu of choices. LEFT-mouse click Delete.<br />

See Illustration 22.<br />

Note how the content that was in column A has been deleted and what was in column B has now<br />

au<strong>to</strong>matically moved <strong>to</strong> the right, in<strong>to</strong> column A.<br />

See Illustration 23.<br />

Step 29<br />

Remove the highlighting from column A by clicking inside any empty cell. (This also works for removing the<br />

highlighting from a row.)<br />

See Illustration 24.<br />

Illustration 21: In Excel, above Column A is highlighted as<br />

part of the work flow for deleting its content.<br />

Illustration 22: The RIGHT-mouse, pop-up<br />

menu showing the Delete choice as part<br />

of the work flow for deleting the content<br />

from Column A, which is highlighted<br />

(a.k.a. selected).<br />

Illustration 23: In Excel, above, after<br />

the initial content from Column A is<br />

deleted -- “Last First M” -- the content<br />

from what was Column B au<strong>to</strong>matically<br />

moves <strong>to</strong> the left and becomes the new<br />

Column A which is now filled with<br />

“Local Student ID” <strong>data</strong>.<br />

Illustration 24: To remove the highlighting from a<br />

column or row, click inside any empty cell.


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page 11 of 17<br />

Step 30<br />

The final step for preparing this <strong>data</strong> set for use in<br />

School Messenger involves deleting the column<br />

header label in column A, which in this case is:<br />

Local Student ID. The label is located in row 1. In<br />

terms of Excel, the specific address of this label is<br />

called “cell A1” where the column letter appears<br />

first followed by the row number.<br />

Note: Many people equate Excel cell address labels <strong>to</strong> the board<br />

game called Battleship or the group game known as Bingo. Others<br />

associate Excel cell address labels with the coordinates on a paper<br />

map.<br />

To do this correctly, the original row 1 must be<br />

deleted so the <strong>data</strong> au<strong>to</strong>matically moves up. In this<br />

way, the <strong>data</strong> will begin in row 1 rather than row 2.<br />

Local Student ID<br />

Illustration 25: The number 1 that is the label for row 1. When the row label is<br />

clicked, the entire row becomes highlighted (a.k.a. selected) from column A all<br />

the way <strong>to</strong> the right-most side of the worksheet, a <strong>to</strong>tal of at least 255 columns.<br />

In the upper left corner of the Excel worksheet,<br />

click the number 1 that has a grey background as<br />

this is the label for all the cells in row 1. After you<br />

click, the horizontal row rather than the vertical<br />

column should be highligted.<br />

See Illustration 25.<br />

Step 31<br />

With all of row 1 highlighted, RIGHT-mouse click <strong>to</strong><br />

see a pop-up menu of choices, then LEFT-mouse<br />

click Delete.<br />

See Illustration 26.<br />

Note how the content -- the <strong>data</strong> -- that did start on<br />

row 2 has au<strong>to</strong>matically moved up and now starts<br />

on row 1.<br />

See Illustration 27.<br />

Step 32<br />

If present, remove the highlighting from row 1 by<br />

clicking inside any empty cell.<br />

See Illustration 28.<br />

0012345678<br />

Illustration 26: The RIGHT-mouse, pop-up<br />

menu showing the Delete choice as part<br />

of the work flow for deleting the content<br />

from Column A, which is highlighted<br />

(a.k.a. selected).<br />

Illustration 27: The <strong>data</strong> now<br />

start on row 1 as opposed<br />

<strong>to</strong> row 2.<br />

Illustration 28: To remove the<br />

highlighting from a row, click<br />

inside any empty cell.


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Step 33<br />

To save the edited Excel file and convert it <strong>to</strong> a .csv<br />

formatted file, you must save it as a .csv file through<br />

Excel. The work flow for saving a file varies<br />

depending on your version of Excel.<br />

Variation 1: On the menu bar, click File Save As.<br />

See Illustration 29, <strong>to</strong>p view.<br />

Variation 2: For Excel version 2010 which does not<br />

have a menu bar (i.e. File ... Edit ... View ... Insert ...<br />

Format, etc.), click on what is known as the<br />

Microsoft Office but<strong>to</strong>n (a.k.a. “the bubble”). This<br />

but<strong>to</strong>n is located in the extreme upper left corner<br />

of the Excel window, then in the drop-down menu,<br />

click Save As, then click Other Formats.<br />

See Illustration 29, bot<strong>to</strong>m view.<br />

Step 34<br />

In the next Excel pop-up window, which many<br />

people call the Save As window, locate the<br />

Format: or Save as Type: (Excel version 2007) box.<br />

<strong>Using</strong> the small drop-down arrow, select the<br />

following option:<br />

MS-DOS Comma-Separated (.csv)<br />

Note: Your options may be worded a bit differently such as:<br />

Comma-Separated (MS-DOS) (*.csv). DO select the one that includes<br />

“MS-DOS” rather than “Windows” as the former is more universal.<br />

See Illustrations 30 and 31.<br />

Note: In the Save As window, select the location in your hard drive<br />

where you would like <strong>to</strong> save the .csv file. Suggestion: Desk<strong>to</strong>p. In<br />

this way, it will be easier (i.e. fewer clicks) <strong>to</strong> locate the .csv file that<br />

will be needed for the School Messenger portion of this work flow.<br />

Illustration 30: In Excel, above, the file Format: box<br />

contains many choices. For a sampling of the available<br />

file type selections and a potential trap you need <strong>to</strong><br />

avoid, see Illustration 27, right. Note how the narrative in<br />

the “Description” area explains the file choice selected in<br />

the Format: box. Note: If you see a “Compatibility check<br />

recommended” caution statement, just ignore it.<br />

Illustration 29: Top view, Variation 1 -- To save an Excel file in a different format, from<br />

the menu bar, click the File Save As sequence <strong>to</strong> trigger the pop-up window<br />

shown in Illustration 30, below left, <strong>to</strong> appear. Bot<strong>to</strong>m view, Variation 2 -- Click the<br />

Microsoft Office but<strong>to</strong>n located in the upper left corner of the Excel window, then in the<br />

drop-down menu, click Save As <strong>to</strong> trigger the pop-up window shown in Illustration 30,<br />

below left, <strong>to</strong> appear.<br />

Illustration 31: In Excel, right, the<br />

correct file format selection is<br />

“MS-DOS Comma Separated (.csv)”.<br />

An Excel file formatted with this<br />

choice will allow you <strong>to</strong> <strong>create</strong> a<br />

cus<strong>to</strong>m School Messenger list.<br />

POTENTIAL TRAP: You must<br />

go through these steps in Excel<br />

<strong>to</strong> <strong>create</strong> a true .csv file as this<br />

cannot be done by merely typing<br />

a new extension -- the right-most<br />

characters in a file name after the<br />

DOT separa<strong>to</strong>r. In this case,<br />

changing the extension by typing<br />

new characters does not change<br />

the file’s internal code, it only<br />

changes the way the file name<br />

looks.


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Step 35<br />

In the Save As window, locate the Save As: or File<br />

Name: (Excel version 2007) box. Here is where you<br />

can rename the file from the default of Advanced<br />

Report.csv so it matches the type of <strong>data</strong> it<br />

contains. Suggestion: For the example being used<br />

in this tip sheet, the following file name will make<br />

it easier <strong>to</strong> recognize the purpose of the <strong>data</strong> set<br />

without having <strong>to</strong> open the file:<br />

ESE Student List MM_DD_YY<br />

See Illustration 32.<br />

Illustration 32: In Excel, above, when saving a file you<br />

can use the Save As box <strong>to</strong> rename it. Once you have<br />

renamed the file, click the Save but<strong>to</strong>n.<br />

Note: It is best practice <strong>to</strong> run the <strong>Focus</strong> search on the same day<br />

the School Messenger message is planned so the list of <strong>student</strong>s<br />

is current. This is why including the month/day/year (i.e. MM_DD_<br />

YY) in the file name is useful as it will indicate the age of the <strong>Focus</strong><br />

search from your school and by extension the currency of the <strong>data</strong><br />

in your School Messenger list. As you know, the number of enrolled<br />

<strong>student</strong>s can change on a daily basis.<br />

Step 36<br />

In the Save As window, click the Save but<strong>to</strong>n.<br />

See Illustration 32.<br />

Step 37<br />

After clicking the Save but<strong>to</strong>n in step 36, you may<br />

see a pop-up screen like the one in Illustration<br />

33. This work flow does not require the use of any<br />

fancy Excel features nor has it instructed you <strong>to</strong><br />

<strong>create</strong> any. Just choose the affirmative but<strong>to</strong>n<br />

which will be labeled either Continue or Yes <strong>to</strong><br />

move on.<br />

Illustration 33: In Excel, above, when saving a file in the .csv format, you<br />

may see this informational pop-up window.<br />

Step 38<br />

After the Excel file has been saved <strong>to</strong> your<br />

computer’s Desk<strong>to</strong>p, an icon representing the file<br />

will appear.<br />

See Illustration 34.<br />

If you saved the .csv formatted Excel spreadsheet<br />

file <strong>to</strong> a location in your computer other than<br />

Desk<strong>to</strong>p, locate the file in your hard drive. A<br />

common folder in which <strong>to</strong> look is: Documents.<br />

See Illustration 35.<br />

Illustration 34: A computer desk<strong>to</strong>p icon illustrating the following file<br />

name: Advanced Report.csv. Your file name should differ.<br />

Illustration 35: A hard drive folder reference for the following file name:<br />

Advanced Report.csv. Your file name should differ.


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Once you have located the cus<strong>to</strong>m .csv formatted<br />

spreadsheet file in your computer that you <strong>create</strong>d<br />

from a <strong>Focus</strong> search, you are now ready for the final<br />

section of this tip sheet -- School Messenger.<br />

The final section, School Messenger<br />

Step 39<br />

Access the School Messenger for Pinellas County<br />

Schools login Web page by using your browser of<br />

choice <strong>to</strong> navigate <strong>to</strong>:<br />

http://asp.schoolmessenger.com/pinellas<br />

See Illustration 36.<br />

Illustration 36: Above, the School Messenger<br />

login Web page for Pinellas County Schools.<br />

Step 40<br />

Once you log in<strong>to</strong> School Messenger, you will see<br />

the Welcome window and it will contain your<br />

name <strong>to</strong> the right of the word “Welcome”.<br />

See Illustration 37.<br />

Step 41<br />

In the Welcome window in the tabs near the <strong>to</strong>p<br />

labeled Start, Broadcasts, Reports and System, click<br />

Broadcasts.<br />

See Illustration 37.<br />

Step 42<br />

Once you select the Broadcasts tab in step 41, you<br />

will see the List Builder window. In the List<br />

Builder window, click the but<strong>to</strong>n located on the<br />

left side labeled Add New List.<br />

See Illustration 38.<br />

Illustration 37: Above, the Welcome window.<br />

Illustration 38: Above, the List Builder window.


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Step 43<br />

Once you select the Add New List but<strong>to</strong>n in step<br />

32, you will see the List Edi<strong>to</strong>r window. In the List<br />

Edi<strong>to</strong>r window, type a name in the List Name box<br />

for the cus<strong>to</strong>m cus<strong>to</strong>m School Messenger list you<br />

are creating.<br />

See Illustration 39.<br />

Suggestion: Type a name that reflects the <strong>student</strong>s<br />

the <strong>data</strong> represents. If you like, include the date in<br />

the list name so you can easily identify the currency<br />

of the list.<br />

Illustration 39: Above, the List Edi<strong>to</strong>r window.<br />

Step 44<br />

In the List Edi<strong>to</strong>r window, scroll down until you<br />

locate the section labeled Additional List Tools.<br />

Click the Upload List but<strong>to</strong>n.<br />

See Illustration 40.<br />

Step 45<br />

Once you select the Upload List but<strong>to</strong>n, you will<br />

see the Upload List: window and it will contain<br />

the name you typed in step 33. In this example, the<br />

window is labeled:<br />

Upload List: ESE Parent Survey<br />

See Illustration 41, <strong>to</strong>p and bot<strong>to</strong>m views.<br />

In the section labeled Upload Call List File and the<br />

<strong>to</strong>pic labeled Upload Type:, there are two choices.<br />

Select the ID # lookup: option by clicking inside<br />

the circle (a.k.a radio but<strong>to</strong>n) located <strong>to</strong> the left of<br />

the option’s name.<br />

See Illustration 41, bot<strong>to</strong>m view.<br />

Illustration 40: Above, the Additional List Tools window.<br />

Illustration 41: The Upload List window. The <strong>to</strong>p view shows the entire window<br />

while the bot<strong>to</strong>m view shows the detail of how the ID # lookup: choice has<br />

been selected by clicking inside the circle (a.k.a. radio but<strong>to</strong>n).<br />

Step 46<br />

To the right of the Upload File: box, click the<br />

Browse... but<strong>to</strong>n.<br />

See Illustration 41, bot<strong>to</strong>m view.<br />

Once you select the Browse... but<strong>to</strong>n, you will see<br />

a window that will allow you <strong>to</strong> navigate <strong>to</strong> your<br />

computer’s Desk<strong>to</strong>p (or <strong>to</strong> the location where you<br />

saved the file detailed in step 34). Select the file you<br />

named in step 35, then click the Next but<strong>to</strong>n.


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Step 47<br />

Once you click the Next but<strong>to</strong>n, depending on the<br />

version of School Messgenger you are using, you<br />

may see a pop-up window that says: “Please select<br />

a file <strong>to</strong> upload and then click Preview <strong>to</strong> continue.”<br />

If so, click the Preview but<strong>to</strong>n. If not, no worries,<br />

just go directly <strong>to</strong> step 48.<br />

See Illustration 42.<br />

Step 48<br />

In the new Upload List: window, you can inspect<br />

the results of matching Local Student ID numbers<br />

originally found in <strong>Focus</strong> <strong>to</strong> the unique <strong>student</strong><br />

ID numbers found in School Messenger. Click the<br />

Save but<strong>to</strong>n.<br />

See Illustration 43.<br />

Step 49<br />

Once you click the Save but<strong>to</strong>n, a new version of<br />

the List Edi<strong>to</strong>r window appears. Near the <strong>to</strong>p, it<br />

shows the <strong>to</strong>tal number of <strong>student</strong>s contained in<br />

the cus<strong>to</strong>m list you are creating.<br />

See Illustration 44.<br />

Though it is not commonly necessary, if you like<br />

you can now further edit this list. To do so, scroll<br />

down until you see the Additional List Tools<br />

section.<br />

See Illustration 45.<br />

Make any changes you desire by choosing Enter<br />

Contacts or Quick Pick. Follow the prompts.<br />

0012345678<br />

0023456789<br />

0034567891<br />

0045678912<br />

0056789123<br />

0067891234<br />

0078912345<br />

0089123456<br />

1 First Name<br />

2 First Name<br />

3 First Name<br />

3 First Name<br />

4 First Name<br />

5 First Name<br />

6 First Name<br />

7 First Name<br />

1 Last Name<br />

2 Last Name<br />

3 Last Name<br />

3 Last Name<br />

4 Last Name<br />

5 Last Name<br />

6 Last Name<br />

7 Last Name<br />

Illustration 42: Above, the file upload pop-up window.<br />

Illustration 43: Above, the preview window shows how the <strong>Focus</strong> <strong>data</strong> from your .csv<br />

spreadsheet file matches up with school-level <strong>student</strong> <strong>data</strong> contained in School<br />

Messenger.<br />

105<br />

(727) 217-1234<br />

(727) 642-1234<br />

(727) 564-1234<br />

(727) 215-1234<br />

(727) 258-7347<br />

(727) 527-5009<br />

(727) 359-1234<br />

parent@msn.com<br />

parent@aol.com<br />

parent@gmail.com<br />

parent@netzero.com<br />

Illustration 44: Above, the List Edi<strong>to</strong>r window now displays the <strong>to</strong>tal<br />

number of <strong>student</strong>s contained in the cus<strong>to</strong>m list you are creating.<br />

Step 50<br />

At the bot<strong>to</strong>m of the Additional List Tools section,<br />

click the Done but<strong>to</strong>n.<br />

See Illustration 45.<br />

Illustration 45: Above, the List Edi<strong>to</strong>r window now displays the <strong>to</strong>tal<br />

number of <strong>student</strong>s contained in the cus<strong>to</strong>m list you are creating.


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Step 51<br />

Once you select the Done but<strong>to</strong>n, you will see a<br />

new version of the List Builder window and it will<br />

display an index of those lists you have saved in<br />

School Messenger. In this example the index area<br />

shows the following list name: ESE Parent Survey.<br />

List names you <strong>create</strong> may even contain the month,<br />

day, and year which would be even better because<br />

the date au<strong>to</strong>matically generated by School<br />

Messenger is when the list was <strong>create</strong>d but does<br />

not reflect the currency of the <strong>data</strong> contained<br />

therein. Ideally, both dates will be the same.<br />

See Illustration 46.<br />

Illustration 46: Above, the new List Builder window showing the list you just <strong>create</strong>d<br />

that is based on a cus<strong>to</strong>m <strong>Focus</strong> search.<br />

Congratulations!<br />

You have just successfully completed creating a list in School Messenger that is based on a cus<strong>to</strong>m <strong>data</strong><br />

search conducted earlier in <strong>Focus</strong>, then modified in Excel.<br />

From here, you can <strong>create</strong> a routine audio School Messenger message that you can then send via telephone<br />

<strong>to</strong> the parents of the <strong>student</strong>s contained in the list.<br />

If you need help with any use of School Messenger, contact School Messenger for additional training support.<br />

They are available 24/7, 365 by<br />

Telephone at: 888-527-5225 or on the<br />

Web at: http://www.schoolmessenger.com/support/<br />

Tip sheet origination and how <strong>to</strong> submit a correction or clarification<br />

Though every effort has been made <strong>to</strong> ensure accuracy, if you find any error in or would like <strong>to</strong> request a<br />

clarification <strong>to</strong> this tip sheet, please e-mail your details <strong>to</strong>: wolfed@pcsb.org. It takes a village. To check for<br />

any updates <strong>to</strong> this tip sheet, look here: http://newsroom.pcsb.org/?page_id=12800. Thank you.<br />

-- Author: Debbie Wolfe, Assistant Direc<strong>to</strong>r, Strategic Communications, Pinellas County Schools<br />

Special thanks goes out <strong>to</strong> the following PCS people for assisting in the creation of this tip sheet:<br />

• Rita Farlow, Communications Coordina<strong>to</strong>r, Office of Strategic Communications -- for assisting with<br />

proofreading<br />

• Cynthia Hearn, Technology Specialist, Northeast High School -- beta tester for all tip sheet <strong>to</strong>pics<br />

• Kevin Hendrick, Principal, Northeast High School -- for recommending Ms. Hearn<br />

• Melissa Kegler, Senior Account Clerk, ESE Department -- for assisting with the <strong>Focus</strong> search strategy<br />

• Melanie Marquez Parra, Public Information Officer, Office of Strategic Communications -- for assisting<br />

with beta testing the <strong>Focus</strong> search example through School Messenger<br />

• Stephanie Miller, Coordina<strong>to</strong>r, ESE Department and IDEA Grant Manager -- for assisting with the <strong>Focus</strong><br />

search strategy<br />

• Paula Nelson, Supervisor Florida Diagnostic & Learning Resources System -- for assisting with proofreading<br />

and recommending the folks at Northeast High School for beta testing

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