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.

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

• Click Actions > Save Instance UUID’s or holdings UUID's (depending on needs).
  
  • Uploaded files save on your Download field and saves as a csv file.

• 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.
    
  • Save to Desktop as mrk file type.
    
    • Rename it if needed.
  • Click image to compile the mrk file into an mrc file. Or, click File > drop down to Compile file to MARC. 
  • Save file on desktop

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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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  • Click on the file folder to find the mrc file (see image below)
    
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    • If the mrc file label does not appear in your file folder, change the File name to ALL files.
  • Select the mrc File Path for the first file.
    
    • The mrc file is usually found on your desktop.

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

  • Or click on the open file to choose the mrc file on your computer, and then change the file type 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 in the drop-down menu add 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.
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  • If you think you will repeat these marc fields into another Excel file, save the fields within the the MarcEdit export box > Click SETTINGS to save.
    • A saved export file will populate the fields without having to add the  marc fields one by one.
  • Setting is located in the top left corner, but was on the bottom right so can move.  
• Open Excel .
• To find the file: Click file > Open > Browse.
• Find the saved file (if file is not found, change the file types to ALL files.)
• 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 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.
• 
• Open the file as normal in Excel. Match the tab delimited that you picked in MarcEdit.

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