Export MARC fields into an Excel Spreadsheet

Summary: These instructions describe how to export FOLIO MARC fields into an Excel spreadsheet

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, ex. limit by location and or statistical code and create date.

• Click Actions > Save Instance UUID’s or holdings/item UUID's (depending on needs) > Uploads file to a csv file and saves it in your Download files.

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

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

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Open MarcEdit to Create an Excel file

• Open MarcEdit mrk file on your desktop > find Tools > Export > select "Export Tab Delimited Records."
  • 
• Click on the file folder to set the File Path for the first file, which is the mrc file.
  • If the mrc file does not appear, change the File name to ALL files.
  • Select the mrc file, usually found on your desktop or in the download files.

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

  • Or click on the open file to choose the file from your computer, but you will need to change the file 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 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 you think you might need to repeat these marc fields into another Excel file, save the fields in a file on your computer > Click SETTINGS to save the file.
• Setting used to be at the bottom right, but it seems to be in the top left corner.  
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  • Remember where the MarcEdit Export 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 one.)
    • 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. (When renaming a GPO MARC file, add LOAD to the end of the name).
  • When finished click "EXPORT"
  • Click OK to pass this popup box.
  • 
  • Open the file as normal in Excel. Match the tab delimited that you picked in MarcEdit.

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