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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 search according to what you need.

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

• Click Actions > click to "Save Instance UUID’s UUID" or "Save holdings /item UUID's " numbers (depending on needs) > Uploads file to a csv file and saves it .
  
  • Uploaded files are saved in your Download files
  .Find the file in the download drive 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.
    
  •  Save to Desktop as mrk file type FOLIO has created an mrk (marc) file.
  •  Find the mrk file in your download files - save 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."
  • • 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 file app on your desktop > find Tools > Export > select "Export Tab Delimited Records."
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  • The excel file is used to work on the records for processing.
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  • Click on the file
  folder 
  • folder to 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
  Path
  • for the first file Path.
    
    • The mrc file
  ,
  • • is usually
  found
  • • saved 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 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 the marc field you want in the list; or drop-down menu add to 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.
• 
  •  If you think you will repeat might need to duplicate these marc fields into another Excel file, save the fields within the the MarcEdit export box > Click click SETTINGS to save .the list
    
    •  A saved export file will populate the fields without having to add the  the marc fields one by one.
    •  
    Setting
    • Settings is located in the top left corner, but
    was on the bottom right so can move.  
  Open Excel .
  • • 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 (if file is not found, change Change the file types type to "ALL files" if the file name is not listed.)
• 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_[date]" 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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