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Export Records from FOLIO to Excel

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

These 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 a csv file and saves it .
  
  • Uploaded files are saved in your Download files
  .
• Save to Desktop as cvs file type.
• Find the file to
  • 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 mrk file on your desktop.
    •  Rename it if needed.
  •  Compile mrk file into an mrc file.
  •  Watch the YouTube video for instructions on "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 mrk 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 for the first file, which is the mrc file.
  • find the mrc file (see image below)
    
    • Image Modified
    • If the mrc file name does not appear in your folder, change the File name to ALL files.
  • Select the mrc file, usually found File for the first file Path.
    
    • The mrc file is usually saved on your desktop
    or in the download files
    • .

• 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, but you will need to , > 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.

  • 

  • 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 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.
  •  Files are saved as a txt file.
   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 saved file 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.
• Image Added
• 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
  )
  • .
  •  When finished click "EXPORT"
  •  Click OK to pass this popup box.
  •  Image Removed
  •  Open the file as normal in Excel. Match the tab delimited that you picked in MarcEdit.

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