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The student list toolbar

 

Using the Student List Toolbar

 

The toolbar at the top of the student list screen includes a variety of tools which you can use to perform changes to multiple records simultaneously.  You can make all of the same changes to each record individually in the Edit Student screen, but sometimes it is much faster and more efficient to be able to execute changes to a group of selected records.

 

 

File

 

 

The File menu allows you to create a Proof PDF of your book, and to exit the program.

 

 

Student-Menu-Bar.png 

 

 

PDF Pages (CTRL + P) - This is for creating a proof copy of your book.  The proof document is in PDF format which you can view with Adobe Reader.

 

Exit - Click here to shut down and exit the software.  When you click 'Exit', you are presented with the choices of either quitting, quitting and creating an automatic backup, or cancelling (thus not exiting).

 

 

 

Import

 

The Import menu allows you to import your photo CD into your database.  You may also click the Import Wizard button on the right tool bar.

 

 

 

Import People - This is for importing an Image CD.  

 

Import Other Files - Use this menu option for importing non-standard indexes, or index files that you have created manually.  See section three for further information on importing index files.

 

 

 

List options

 

List Options allows you to add records, display specific groups of records, and delete records.

 

 

 

Add Person: This will add a new person to your existing list of records.  Selecting Add Person will open a new blank record in the Edit Student screen, and allow you to manually enter their information.  This is typically used to add students who, for one reason or another, were not included on the original photo CD.

 

Find Person - Find By Name:  One way that you can search for a specific record is by looking up the first or last name.  Type in a full or partial first or last name, and Yearbooks! will return to the School List screen, displaying all records that match your specified search criteria.

 

Find Person - Find By Grade:  Another way to search through students is to select a specific grade.  Select the Find by Grade tab and choose the grade you want to look for from the pull down menu.  This list will contain all grades currently available.  You can refine your search to only list matches within a specific group by selecting that group's radio button, or you can search all groups by clicking Search All.  Search All is selected by default.

 

Example 1:  If you select Grade 10 and Search All you will get a list of everybody who has Grade 10 selected as their 1st, 2nd, or 3rd class link.

Example 2:  If you Select Grade 10 and Search Group 3 you will get a list of everybody who has grade 10 selected as their 3rd class link.

 

Find Group:  This will display every person belonging to the particular group you select.

 

Show Teachers:  This refreshes the list of displayed people, displaying only records that have Teacher specified in their Classification field.

 

Show Students:  This refreshes the list of displayed people, displaying only records that have Student specified in their Classification field.

 

Show All People:  This refreshes the list of displayed people, displaying the entire list of records.

 

Show Selected:  The Show Selected button is a great tool to use if you need to make broad changes to a large number of student records.  To show selected students, use either your SHIFT or CTRL key and select the records you want displayed, and click the Show Selected button.  Once you have a smaller group selected, you can show the entire list again with the Show All button.

 

Select All:  This selects all the currently displayed people, so that you can for example delete them all at once.

 

Delete Selected People:  Deletes all records that are currently displayed and highlighted.  If you have the full school list displayed and highlighted, this will clear all PSPA information, and you will then have to re-import it.  Use either your SHIFT or CTRL key and select the records you want to highlight.

 

 

 

Data checks

 

Data Checks allows you to review the imported data in your list.

 

 

 

Find Missing Pictures:  Selecting this option will display any records that do not currently have a photo assigned to them.

 

Find Duplicate People:  Selecting this option will display any records that have similar or identical names.

 

Find Exact Duplicate People:  Selecting this option will display only records that have exactly identical names.

 

School Count Wizard:  The School Count Wizard is a great tool to double-check that you have the correct number of people in each group. For information on the count wizard click here.

 

Review Students:  This is the same as the Review button below the list - it allows you to locate and correct missing names, reload missing thumbnail portraits, identify people with invalid or missing photo files, and refresh all of your imported student data.  For more information on the review feature click here.

 

 

 

Utilities

 

Below are brief descriptions of the functions of the Utilities tool bar, which allows you modify the records in the student list.  More information on this topic can be found in section 10.1.

 

 

 

Edit Groups: This feature allows you to determine how your people will be organized and grouped onto pages. You can also create a new group that is not currently in your student list, or remove a group by selecting "delete".

 

Assign File Extension:  Allows you change the file extension of all portraits or just the ones you select.  This may be necessary if the portraits currently display the wrong extension.

 

Assign to Group:  Allows you to change the group of the portraits you select or of everyone on the list.  Selecting the edit option will allow you to add a new group or make modifications to the existing list.

 

Assign Classification:  Allows you to change the classification of the portraits selected or to everyone.  Selecting the edit option will allow you to add a new classification or make modifications to the existing list.

 

Assign to Sub Folder:  Sometimes it may be necessary to assign a subfolder to an image, please see section 10.1 for more detail.

 

Title Case Names:  Will format the names to begin with capital letters.  Example: John Smith

 

Uppercase Names:  Will format the names to use all capital letters.  Example: JOHN SMITH

 

Lowercase Names:  Will format the names to use all lowercase letters.  Example: john smith

 

Swap First and Last Names: Will switch the first and last names of the records.

 

Batch Editor:  The Batch Editor is an advanced feature, and should only be used by experienced users. For more information on this feature, please see section 10.1.

 

Report Editor:  This creates student data exports and is for advanced users only.