Export MARC fields into an Excel Spreadsheet

Summary: These instructions describe how to export FOLIO MARC fields into an Excel spreadsheet. The reports are used to send MARC information to Librarians or Staff or to compile lists for missing books, collection statistics, or collection information such as a list of Chevez, Juvenile, Music books, DMC materials, or Monthly GPO lists ...

FOLIO Export

• FOLIO > Instance tab - Limit records according to what you need, ex. limit by location code.

• Click Actions > Save Instance UUID’s > Uploads file to csv file.

• Export the csv file through FOLIO Data Export (converts to an mrc file): 

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

  • Select Job Profile, "CATMAN export entire SRS record.

  • Select "Instance" from the "UUIDs provided for this export*" popup box.
  • Saves as an mrc file in the download file.
  • Save the file and rename it if needed.

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MarcEdit to Data Export

• Open MarcEdit  > Click Tools > Export > select Export Tab Delimited Records.
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• In MarcEdit, Export Tab Delimited Records box, Step 1 Set File Path, click on the file folder .
• To find the mrc file, change the File name type to ALL files.
• Select the mrc file usually found in the download files.
• Copy the first file path link into the second path > Change the second file to a txt file instead of mrc.

•  After the files are linked in the file path > set select field Delimiter to comma > Click NEXT.

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Define Fields/Subfields to Export

• In the box labeled "Field" type or dropdown to add the marc fields needed in the Excel spreadsheet.
• Click Add Field (The field will display in the Step 2 box.)
• If needed, drag fields 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 is going to be repeated, save the fields listed > Click SETTINGS to save the file.
  • Remember where you saved it.
  • The next time the same file is run click Setting > Load  (This populates the fields without having to add them one by one again.)
  • GPO marc list used to complied the excel files are saved in the gd file named “MARC fields_Define fields to Export."
• Rename the file if needed. (When renaming a GPO MARC file, add LOAD to the end of the name).

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