Collecting Parent emails

Client:

Transcript: 

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With this video, we'll learn how to collect parent 

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email contact information in a completely online 
format.   

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No more collecting emails on paper and then 
having to type them in!

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This is the first of the 3 video series.  In the first 
video we’ll show you how to setup online 
collection 

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of parent contact information.  

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Next, we’ll show you how to import these 
collected contacts into Outlook 

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and setup mail groups.  

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The last video will show you how to use mail 
merge to customize the emails you send to 
parents.  

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The whole process will be about a 30 minute 
investment of your time that will hopefully save 
you 

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much more time throughout the school year.

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We'll use the online Excel survey function in 
Office 365 to do this, 

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and you might think of other ways to use this 
procedure in your classroom instruction.

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Once you have the contact information, I'll show 
you how to import the best contact email and 
phone numbers right into Outlook and Office 365 

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so that  you'll always have them.

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Let's get started by first logging into your Calvert 
County Public Schools provided Office 365 
Account

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Once in, select OneDrive at the Top. 
If you wanted to make your own Excel form from 
scratch you would select that here 

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off the new plus menu
To save time, I'll provide you a pre-made Excel 
survey file to import into your One Drive.  

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Just click on the graphic to download the pre-
made Excel Survey.  

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Save it somewhere easy to get to, like your 
desktop.  

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Rename the file something unique to you before 
uploading to OneDrive.

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Once you have uploaded the file into your 
OneDrive, you'll want to left-click on that file to 
open it and then select edit workbook.  

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Then, edit in Excel online.  

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Then select survey and edit survey to edit the 
survey questions

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Before moving on I want to caution you about 
moving questions around and adding and 
deleting full questions.  

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These headings have to match what’s in Outlook 
so that you can avoid having to tell Outlook what 
goes where.  

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If you make drastic changes, these might get 
out of whack.  

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The Excel survey is capable of much more, but 
we are using very small and specific data this 
time so that it all plays nice with Outlook.

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You may want to customize the form with your 
name or perhaps custom questions.  Perhaps 
you are at Sunderland instead of 

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Calvert Elementary and you’ll want to change 
that, so click here and just make your change, 
or 

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maybe you want to make some changes to this 
last question down here  

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maybe you want to make some changes to this 
last question down here  

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If you do want to ADD a question, it’s safest to 
do that at the end for data mapping reasons.

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Once you are done, click Save and View on the 
bottom.  Review the survey, if it needs further 
edits click here on edit survey, 

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if it’s good click Share Survey.

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A box pops up with a ridiculously long link for 
the public to access the survey.  

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The link has to be that long so that you don’t get 
a bunch of bogus spam submissions.

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You have 4 ways to share this link.  The best 
way is to put it on your classroom website.  If 
you don’t have site, we can help you create one 

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or find a site associated with your school that 
might be able to post the link for you.  

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If you have parents at a meet and greet or open 
house, you can have the link on your classroom 
computer and encourage everyone to fill out the 

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survey right on those computers.  You can also 
send the link home as a handout, that’ll be 
really hard for parents to type in, 

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but at it might be the last handout you have to 
send home once you have everyone’s email 
address.

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Once the form is the way you want it, you can 
make copies for each section of students you 
have, if necessary, by having the excel survey 

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open and clicking file and save as, just give it a 
different name for each section.
Once the form is out publicly, you can sit by and 

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watch the results roll in by checking the 
spreadsheet from time-to-time.  You may want 
to give your parents a deadline to submit their 

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addresses so you can get the project finished 
and start using the results.

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Clicking on your name at the top of the 
spreadsheet brings you back to your OneDrive