Export 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."

Export Records from FOLIO to Excel

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

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" or "Save holdings UUID" numbers (depending on needs).
  
  • Uploaded files are saved in your Download files as a csv file.

• In FOLIO Data Export, run the csv file:

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

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

  • Select "Instance" from the "UUIDs provided for this export*" popup box > Run.
    
  • 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 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."
  • The excel file is used to work on the records for processing.
  • 
  • Click on the file folder to find the mrc file (see image below)
    
    • 
    • If the mrc file name does not appear in your folder, change the File name to ALL files.
  • Select the mrc File for the first file Path.
    
    • The mrc file is usually saved on your desktop.

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

  • Or click on the open file to choose the mrc file on your computer, > 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 the marc field you want in the list; or drop-down 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 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.
• 
• 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 name, “Excel export SAVED marc field-MarcEdit-Tab Delimited"
  • If renaming a GPO MARC file, add "LOAD_[date]" to the end of the name.

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