Export FOLIO Record MARC fields into an Excel Spreadsheet
Summary: These instructions describe how to export FOLIO MARC fields into an Excel spreadsheet. There is also a YouTube video that has instructions about "Converting a MARC file to Excel with MarcEdit."
The first step searches FOLIO Inventory using filters to find the records loaded. The second step creates the CSV file that runs through Data Export. Data Export generates the mrc file, adding instance HRID numbers to the 001 MARC fields. The mrc file is not saved yet, so to save that file it needs to be pulled up in MarcEdit that brings up the mrk file, whicih is then compiled into an mrc file that is saved and then used to pull records into Excel.
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Use Filters to Find the Records in FOLIO and then Create the Excel File
In FOLIO, Instance find the record load date (see the excel spreadsheet in the “gd” drive under file name “MarciveRecordLoadLogs”). Whoever loads gpo records should record the load date in this file.
Search FOLIO > Inventory > Instance tab
Filter by Instance > Effective location (item) = wbgov or wb
Enter the Date Create (load date) > date is required in both the From and To.
Click Apply to pull records by load date.
The total number of inventory records should closely match the total number of records in the original OCLC downloaded file.
Save the list of records: Actions > "Save Instance UUID" or the type of UUID" numbers in the search (depends on list type, Instance, Holdngs, or Item UUID numbers).
Uploaded file saves in your Download file as a csv file (or click arrow pointing down in browser).
Data Export
Switch to Data Export (The next step you will run the csv file through Data export to create an mrc file).
Drag and drop the csv file into the “Select a file . . . ” box (find the csv in your download files).
In Data Export, select this Job Profile: "CATMAN export entire SRS records.”
Select "Instance" from the drop down menu > click Run.
FOLIO has created an mrc file.
From Data Export - double click on the hyperlinked mrc file.
Or the file is also saved in your download files.
The mrc file opens MarcEdit Tools box.
Click "Execute" to open the mrk file.
Next click “Edit Records” - this brings up the list of marc records.
Check record numbers: Click Reports > Field Count.
The total number of records should match close to the total number of records in the original marc file.
Close out of the Field Count popup box.
Save the mrk file: Click File > drop to “Save as”
Find the file in your download files > Click on the file (ex of download file names: SearchInstanceUUIDs2026-04-24 . . . mrc)
Rename the file similar to the file name on the original file loaded from WorldShare
New file names start with letter M and year. ex. M2025 . . .
Older file names start with MSTUMO####
Change file type as mrk.
Move the file into the “gd” drive > MarcEdit MonthlyFULLBibFiles > NEW records.
New file name: M20250715.T114306_Load_New.GovDocsElectronic_[date loaded(mo-day-yr)]ExcelFile.mrk
Click save. Take note where the file is saved.
File is now renamed [If the mrk file closes after find it in the gd drive].
Compile File into MARC file
From the mrk file found in the “gd” drive, click on the Funnel icon, or click file, from drop down click on “Compile File into Marc.” This process converts the file into an mrc file that you will save.
The “Save file” pops up - file type: defaults to display only mrc files.
[You need the mrk file to update the mrc file.]
Change File type to “All Files” > Find the mrk file > click on the file name.
The name is placed in the “File name:” text box.
Next, change the “Save as type:” back to mrc.
[The change file type from “All Files” back to the mrc. This places the mrk changes into the mrc file.]
If you are replacing an existing mrc file: answer Yes to replace the mrc file.
NOTE: the next section creates the excel file using both the mrc file and then will also create a txt file. The text (.txt) file is what is needed to load the records into Excel. Once the fields are listed and you click to finish, the txt file will be saved and ready to use to load into Excel. The mrc file is the file that Data Export used to pull the FOLIO record information including the FOLIO HRID #s into the 001 field. The excel file is used for record keeping and to work on the records if needed.
Open MarcEdit to Create the Excel file
Open MarcEdit app on your desktop > find Tools > Export > select "Export Tab Delimited Records."
Click on the first empty file folder to open your saved files.
Locate the mrc file - double-click on the file to fill in the file URL into the first File Path.
If the mrc file is not listed, change “Save as type” to “ALL files.”
GPO mrc files are usually found in your “gd” drive, desktop.
Second file Path: replicate the mrc URL link from the first path and insert it into the second file path.
Change the end of the url file type from mrc to txt. Files are now linked.
Find the "Select field Delimiter" box.
Drop down menu, select “Comma (,)”
Click NEXT
If you choose a different tab-delimited (other than comma), remember to choose the same character when opening the Excel file.
Define the Fields that will be exported into an Excel Spreadsheet
Open MarcEdit > Click Tools > drop down to click on “Export”
Scroll over to select, “Export Tab Delimited Records” (see screenshot above)
Export Tab Delimited Records box pops up.
In the blank box labelled "Field" > type or drop down to the MARC field you want listed in the Excel file.
Click “Add Field” (The marc fields move into the Step 2 Export box.)
Note: Within Step 2 box, you can drag fields up or down to place them in preferred order.
Export these marc fields into the excel file:
001 (OCLC current control)
008 (Date from the fixed fields, pull Dates (Monographs = 1 Date; (Serials date 1 and 2 dates, 20209999)
019 (Alternate OCLC control #s: records that are processed as duplicate records or deleted records.
035 (OCLC #)
049 (Library holdings code)
099, 090, 050 (Call number field)
086 (LofM call numbers optional)
245 (Title field)
300 (description, keep the page # or for serials numbering designation v. no., yr.)
856 (Document URL - GPO records do not need ezproxy or OpenAthens)
Columns can be deleted from the Excel later if needed, like the 049 covered by 300 field.
When finished click "EXPORT" file.
(Before clicking Exporting: If you do not want to add the fields one by one, save the export list before clicking export. See instructions below.
You can save the list of marc fields that you are about to export so that the saved file will populate all the marc field into the Step 2 box.
Before clicking Export, click into “Settings” (top left of the MarcEdit “Export tab Delimited” box.
**Save the lists in a file that is a logical place to find. (Gov. Docs. saves in the “gd” drive)
To save, click “SETTINGS” (see top left corner), drop to “Save Data”
Name file and save as a txt file.
To use this saved file: Click “Settings” > click “Load Data.” Then find your file where you saved it. The fields will populate into the step2 export box.
After export, note where the popup shows the file is saved, click OK to exit the box.
Next open Excel to proceed into the next steps.
Open Excel - Insert the txt file to Process into an Excel file
In Excel, open to the txt file: click File > Open > Browse.
Popup box “Saved file” drives on “This PC” opens.
(If the file name is not listed change file type to "ALL files")
Example, txt file icon display as a blank document page with lines:
Files are listed by file name and type (txt,mrc,mrk,xlsx,csv,doc,jpg,png, etc.).
Double click on the txt file to begin creating the Excel file.
The “Text Import Wizard” box pops up.
Click to select the “Delimited . . . “ file type.
Click Next.
Select “Comma” to set the delimiters your data contains.
Click NEXT.
Click FINISH - Excel opens with the marc fields you selected.
Save the Excel file before or after you edit the columns.
Edit the columns as needed.