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Export Records from FOLIO to

Excel

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

The first steps are not needed if there is already a Marc (

mrc) file.

• Search FOLIO > Instance tab - Limit records search according to what you need, ex.

  • Example: limit by location and or statistical code and create date.

• Click Actions > click to "Save Instance UUID’s or Barcode UUID" or "Save holdings UUID" numbers (depending on needs) > Uploads file to csv file.
• Save to Desktop as cvs file type.
• Find the file to .
  
  • Uploaded files are saved in your Download files as a csv file.

• In FOLIO Data Export, run the csv file against FOLIO Data Export:: 

  •  

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

  •  

    Select Job Profile, "CATMAN export entire SRS record.

  •  Select "Instance" from the "UUIDs provided for this export*" popup box > Run.
    
  •  Saves as an mrc file in the download file.
  •  Save the file and rename it if needed.
  •  Watch the YouTube video that shows how to convert a marc file into an Excel spreadsheet using MarcEdit. YouTube video named "Converting a MARC file to Excel with MarcEdit"
  • FOLIO has created an mrk (marc) file.
  •  Find the mrk file in your download files - save on your Desktop.
    
    •  Rename the file needed (Add "load_[date]" to the end of the file name.)
  •  Click compile file image Image Added to compile the (mrk) file into a mrc file;
    •  Or, click "File" > select "Compile file into MARC." 
  •  Save the mrc file in the same place the mrk file is saved, giving the mrc file the same name.

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Open MarcEdit to

Create an Excel file

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

• Copy the first file path link into the second file path > path> Change the second file type from mrc to txtfile type. (

  • Or click on the open file to choose the mrc file

  from

  • on your computer

  )

  • , > next, change the file type to a txt file.

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

  • Image Added

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

• Image Removed
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Define the Fields that will be exported into an Excel Spreadsheet

• In the box labeled "Field" type or dropdown to add the marc field you want in the list; or drop-down to the Marc fields needed in the Excel spreadsheet.
• Click Add Field (The field marc fields will display be listed in the Step 2 box.)
• If needed, within the list, drag fields up or down to place them in the preferred order.
• Click Export.
• Click OK on the exported complete popup note.
• Open Excel to find the file.
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• If the Excel file with the same marc fields is going to be repeated, save the fields in a file on your computer > Click SETTINGS to save the file.
  •  Remember where the files are saved.
   When the same file is run next > click Setting > Load Setting f> find the saved file (you may have to change the file types to ALL files. (This populates the fields without having to add the marc fields one by oneImage Added
  •  If you think you might need to duplicate these marc fields into another Excel file, click SETTINGS to save the list
    
    •  A saved export file will populate the fields without having to add the marc fields one by one.
    •  Settings is located in the top left corner, but used to be in the bottom right corner, but its moved.
• 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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Process the Excel file - Open Excel

• To find the Excel file: Click file > Open > Browse.
• Find the saved file (Change the file type to "ALL files" if the file name is not listed.)
• GPO Marcive lists are saved in the gd (\\GROUP) drive, file .
  • File name, “Excel export SAVED marc field-MarcEdit-Tab Delimited"
  Rename the file if needed. (When
  • If renaming a GPO MARC file, add "LOAD_[date]" to the end of the name
  )
  • .
  •  Open the file as normal in Excel, but tab-delimited will be a comma.

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