Student Data Systems

 Exporting data from your school management systems can be fidly.  Essentially, we need to send the data from SMS to ReportCard.  We do this by exporting student data from SMS as a spreadesheet and then importing the data into ReportCard.  It's safer doing it this way.  A connection is never made to SMS therefore, ensuring that nobody will affect SMS.

Education Queensland Schools

1. We need to make a query in SMS Access.  Open SMS and click SMS Access.

2. Student Data Systems has already prepared a query to paste into SMS Access.  This is the SQL query string used by SMS Access to extract student details.  Click HERE to download it.

3. Open the text file SMSQuery.txt.  Select and copy all the text in the file.  Close the file.

4. Go back to SMS Access.  Open a new query and select SQL

Making the Query

Start SMS Access SMS may prompt you for your SMS password.  Just have it ready in case it does
Select the Query TAB Click new Query
You will be prompted to select from the following list. Select Design view
A new query window will open and you will be prompted to choose the data tables that the query will search. We don't need this. Close the "show table" window.
In the top left hand corner of the window, select SQL view.
Paste in the text the you copied earlier from the SQL text file.  This is the query string neded to search SMS and extract all you student data.
After you have pasted in the SQL string, Save it!! Call it ReportCard.  You will use this query again everytime you report.  Because you have already made the query... you won't have to do this again.
Browse the query list and find the query you have just saved.
Data Export Right Click on it and select Save As/Export
Save to an external file or database.
Important:  Save it to a place where you can find it. Call the spreadsheet ReportCard.xls. Change the file type and select Excel 97. The exported spreadsheet will be imported into ReportCard. NOTE: Do the Export every time you report.