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Export Records from FOLIO to Excel

These steps are only done if the records are being pulled from FOLIO.

These first steps are not needed if there is already a Marc (mrc) file.

• Search FOLIO > Instance tab - Limit search according to what you need. Example: limit by location and or statistical code and create date.

• Click Actions > Save Instance UUID’s or holdings UUID's (depending on needs).
  
  • Uploaded files save on your Download field and saves as a csv file.

• Find the file in the download drive to run the csv file against FOLIO Data Export:

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    Find the csv file in the Download file > drag or drop the file into the Data Export box.

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    Select Job Profile, "CATMAN export entire SRS record.

  •  Select "Instance" from the "UUIDs provided for this export*" popup box > Run.
    
  •  Save to Desktop as mrk file type.
    
    •  Rename it if needed.
  •  Compile Click image Image Added to compile the mrk file into an mrc file.
  •  Watch the YouTube video for instructions on "Converting a MARC file to Excel with MarcEdit."

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Open MarcEdit to Create an Excel file

• Open MarcEdit file app on your desktop > find Tools > Export > select "Export Tab Delimited Records."
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  •  Click on the file folder to find the mrc file folder (see image below)
    
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    • If the mrc file label does not appear in your file folder, change the File name to ALL files.
  •  Select the mrc File Path for the first file.
    
    • The mrc file , is usually found on your desktop or in the download files.

• Copy the first file path link into the second file path, and then change path> Change the second file type from mrc to txt file type.

  • Or click on the open file to choose the mrc file from on your computer, but you will need to and then change the file type to a txt file.

•  After the files are linked in the file path > change "Select field Delimiter" to comma > Click NEXT.

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  • If you choose a different tab-delimited character, remember to choose the same character when opening the Excel file.

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Define the Fields that will be exported into an Excel Spreadsheet

• In the box labeled "Field" type, or in the drop-down menu add the Marc fields needed in the Excel spreadsheet.
• Click Add Field (The marc fields will be listed in Step 2 box.)
• If needed, within the list drag fields up or down to place them in preferred order.
• Click Export.
• Click OK on the exported complete popup note.
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  •  If you think you will repeat these marc fields into another Excel file, save the fields within the the MarcEdit export box > Click SETTINGS to save.
    •  A saved export file will populate the fields without having to add the  marc fields one by one.
  •  Setting is located in the top left corner, but was on the bottom right so can move.  
• Open Excel .
• To find the file: Click file > Open > Browse.
• Find the saved file (if file is not found, change the file types to ALL files.)
• GPO Marcive lists are saved in the gd (\\GROUP) drive.
  • File name, “Excel export SAVED marc field-MarcEdit-Tab Delimited"
  • Rename the file if needed. (If renaming a GPO MARC file, add LOAD to the end of the name).
• When finished click "EXPORT" file.
• Note where the file is saved then click OK to exit the popup box.
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• Open the file as normal in Excel. Match the tab delimited that you picked in MarcEdit.

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