Printing Mentor Gradebook Reports with Page Breaks

Intended Audience: Mentors

About

Mentors who download Gradebook Reports may notice that, when printing, all student data appears on continuous pages without separation. To make the reports easier to read and distribute, page breaks can be inserted so that each student’s information prints on its own page. This guide provides step-by-step instructions for formatting the downloaded file in both Microsoft Excel and Google Sheets to add page breaks.

For an overview of the Mentor Gradebook Reports dashboard, please see: Mentor Grade Reports Dashboard.

Instruction

Steps in Microsoft Excel

1. Hover over the report and select the card options (wrench) icon.
   
2. Choose Send / Export.
   
3. Select either Excel or CSV.
   
4. Open the downloaded file in Microsoft Excel.
5. Go to the Page Layout tab.
   • In the "Scale to Fit" section, set the Width to 1 page.
     
   • In the "Setup" section, change the Orientation to Landscape for easier readability.
   • Adjust the Margins to Narrow to maximize space and improve readability.
6. To insert page breaks so each student prints on a separate page:
   1. Scroll through the spreadsheet and locate the start of a new student in the LearnerName column (Column A).
   2. Highlight the row where the new student’s name appears.
   3. From the "Page Setup" section, select Breaks and then choose Insert Page Break.
      
   4. Repeat steps a–c for each student until all page breaks have been added.
7. Once all page breaks are applied, go to File and choose Print to review and print the report.

Steps in Google Sheets

1. Hover over the report and select the card options (wrench) icon.
   
2. Choose Send / Export.
   
3. Select CSV.
   
4. Open the downloaded file in Microsoft Excel.
5. Copy all rows and columns, then paste the data into a new Google Sheets file.
6. To insert page breaks so each student prints on a separate page:
   1. In Google Sheets, select File and then Print.
   2. In the print preview, select SET CUSTOM PAGE BREAKS.
      
   3. Drag each page break line so that it begins with the next student’s name in the LearnerName column.
      
   4. Continue adjusting page break lines until each student’s data starts on a new page.
7. When finished, select CONFIRM BREAKS, then click NEXT.
8. Finally, click Print to generate the report.