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Exporting a Class Schedule Report

To export a class schedule report from the CPS Class Scheduling Form to Excel, follow these instructions. Note that Excel may work differently according to the version and platform (Mac or PC) that you are using.

1. Filter the class information inside the CPS and export to Excel

  1. Select the appropriate term and subject on the CPS Class Scheduling landing page.

  2. After you select your subject, click on the red "Filter" button at the top of the landing page.

    screenshot showing Filter button on Class Scuedling subject selection page

  3. Choose the criteria by which you want to filter in order to create your report. Typically this will be a subject, but it might also include any of the filters available to you. Click "Apply" when you have finished entering your filter details.

    screenshot showing how to enter filter details

  4. In the resulting filtered view of classes, click on the "export" button in the upper right corner. Select "Excel File (.xls)". For other purposes, you may also select the "PDF File (.pdf)".

    screenshot showing how to click the Export button

  5. The Excel file will be downloaded to your computer under the name "export.xls". We advise you to rename the file immediately before opening it in Excel.

2. Manipulate the data in Excel

Naturally, each of you may have your own approach to using Excel. Following is some general advice that may be of assistance. These screenshots were taken on a Mac, but the PC functionality is the same although it might visualy differ a little.

  1. First of all, you want to "unmerge" the cells in order to make the file easier to manipulate. "Select All" (command-a or control-a, or click the little diagonal arrow at the top left of the spreadsheet). Then click the merge button and select

    screenshot showing how to unmerge cells in Excel

  2. Now we want to eliminate unnecessary rows. Start by selecting and deleting rows 1 and 2. To delete these rows, select them, then right-click or control-click on a Mac, and then select "Delete". The header row  will now be in Row 1.

  3. Next, "Select All" again. Click the "Data" tab and select "Sort". Click on "Custom Sort". On a PC, just click on "Sort".

    screenshot showing how to chhose data sort in Excel

  4. Enter the following criteria in the sort box: Department Code, then Subject Code, then Catalog Number, then Section Number. Make sure that you click "My list has headers".

    screenshot showing sort details in Excel

  5. Click "OK". Scroll to the bottom of thepage. Select the rows with no data (i.e., with only the catalog number in the first column). Delete these rows (right click or control-click on a Mac and then select "Delete").

    screenshot showing how to delete extraneous rows in Excel

  6. Save your file and work on it as you usually would.