Learn@Illinois Moodle - Importing Grades Using a Spreadsheet

You can import scores from a spreadsheet into your Learn@Illinois Moodle gradebook in order to save time hand-entering grades.

For a permanent link to this information, please use: http://go.illinois.edu/MoodleImportGrades

This feature is handy when you must manually enter grades for assignments outside of Moodle and prefer to keep these grades in an Excel file to upload at the end of the semester. It is advisable to keep grades in an Excel file that is generated by Moodle. This page explains how to:

  1. Add a grade item that you will later import to
  2. Download a blank file from Moodle to keep your grades in
  3. Prepare the file for upload and
  4. Import the file at the end of the semester to upload the grades to the Moodle gradebook.

Adding a Grade Item or Grade Items for the Assignment(s) you Wish to Grade in Excel

We recommend adding a new manual grade item for any assignment(s) you plan to grade in Excel. If you add grade items by adding new columns to your Excel file, the import procedure will automatically make the Max grade (total points) 100 points and you will not be able to add feedback. For this reason, we recommend adding manual grade items ahead of time. 

Downloading a Blank File from Moodle

If possible, create your spreadsheet by exporting your roster from your course website. This way you can assure that you have a file that will work for uploading.
  1. In the Administration block, click on Gradebook setup.
    Gradebook setup
  2. In the Administration block, click the arrow to the left of "Export" to expand the menu. Select Excel spreadsheet.
    Export Excel spreadsheet
  3. Check the checkbox(s) to the right of the manual grade item(s) you have created that you would like to grade in Excel. Keep all other defaults, and click Download. The file will download automatically.
    Exporting grade items
  4. Your file will look something like this. The email addresses are correct and won't cause any errors in uploading.
    Sample Excel table
  5. Delete the empty/useless columns (i.e., ID number, Institution, Department, and Last downloaded from this course).  
  6. You may optionally insert one column for feedback.
  7. Use this file to keep your grades. 

Preparing the File for Upload

  1. If you have followed the procedure for exporting the Excel file from Moodle above, simply delete the two columns with the students' first and last names. Now your file is ready.
  2. If you have your own Excel file and did not follow the procedure above, verify the following to prepare your file for upload:
  • The file must contain the following information:
    • One column with the exact email address for the students. This column cannot contain errors or spaces. If this information is not exact, the file will be rejected. The heading of this column can have any title.
    • One column each with the real score for the students. If you have not already added the grade item to the gradebook, the heading will be the default name for this grade item.
  • The file can contain:
    • One column with written feedback for the students. This column cannot contain spaces.
  • Delete all other columns.
  • Your file should look more or less like this (with or without feedback) when you are finished:
    Upload Ready Excel Table
  • Finally, save this file in CSV format. You may get warnings from Excel when you save as a CSV. If these appear, just click continue.

Importing the File

  1. In the drop-down menu at the top of the page, under the "Import" section, select CSV file.
  2. Drag-and-drop or use the file picker to add the CSV file to the file uploader. You should be able to leave all of the other options at their default settings. 
  3. When you are done, click the Upload grades button at the bottom.
    Note: You will see up to 10 preview lines. Don't worry if all of your students don't appear.

  4. In the "Identify user by" section, make the following changes:
    • Under "Map from", select the email column heading name (or NetID column header name if you are using that) in your CSV file.
    • Under "Map to", select Email address if you are using the email address to identify students in your file (or Username if you are using the NetID to identify students in your file) from this drop-down.
      Note: Do not select "User ID" or "ID number".

      Identify user by
  5. In the "Grade item mappings" section make the following changes. The columns in your spreadsheet will be listed in bold on the left. In the drop-down menus, you are selecting the corresponding item in the gradebook.
    • Under the "Email address" or "NetID" field, select Ignore.
    • Under the name of your assignment in the file, select the name of the grade item in Moodle that you want to import to.
      Note: If you have not yet added the grade item, select "New grade item." The "Maximum grade" will default to 100 and you will not be able to upload feedback.
    • If you have a feedback column in your file, select the name of the feedback item in Moodle that you want to import to.
    • Grade item mappings
  6. Click Upload grades. This action can take several minutes. If you receive an error message, make sure that your CSV file contains no errors and try again.

Keywords:moodle, import, excel, csv, grades   Doc ID:72411
Owner:ATLAS-TLT .Group:University of Illinois Liberal Arts and Sciences
Created:2017-04-07 13:43 CDTUpdated:2019-03-21 11:01 CDT
Sites:University of Illinois Liberal Arts and Sciences
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