Nancyvarkey: Protected "Koha-Library-Management-System/C3/Convert-Excel-to-MARC/English" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

2019-02-21T11:16:51Z

Protected "Koha-Library-Management-System/C3/Convert-Excel-to-MARC/English" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

Nancyvarkey at 11:04, 28 September 2018

2018-09-28T11:04:08Z

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PoojaMoolya: Created page with "Title: Conversion of''' Excel data '''to''' Marc 21 format''' Contributor: Bella Tony, IIT Bombay Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay Keywords:..."

2018-09-27T16:18:54Z

Created page with "Title: Conversion of''' Excel data '''to''' Marc 21 format''' Contributor: Bella Tony, IIT Bombay Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay Keywords:..."

New page

Title: Conversion of''' Excel data '''to''' Marc 21 format'''

Contributor: Bella Tony, IIT Bombay

Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay

Keywords:

{| border=1
|Visual Cue
|Narration

|-
| Title Slide
|Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.'''

|-
| Learning Objectives
|In this tutorial, we will learn to-

* Convert '''Excel data '''to''' Marc 21 format '''on''' '''a '''64-bit Windows '''machine

|-
| Slide Number 3

System Requirement
|To record this tutorial, I am using# '''Windows 10 Pro'''
# '''Koha''' version 16.05
# '''Firefox web browser'''

|-
| Slide 4a

Pre-requisites
|To follow this '''tutorial,''' learners should be familiar with '''Library Science.'''

|-
| Slide 4b

'''Pre-requisites'''
| To practice this tutorial, you should have '''Koha '''installed on your system.

You should also have '''Admin''' access in '''Koha.'''

|-
| Pre-requisites Slide

# '''Windows 10, 8 '''or''' 7'''
# Any web browser

For eg: Internet Explorer, Firefox or Google Chrome
|Before moving ahead, please ensure that you have the following on your machine-# '''Windows 10, 8 '''or''' 7'''
# Any web browser

For eg: Internet Explorer, Firefox or Google Chrome

|-
| Point to the shortcut icon on the '''Desktop'''
| Earlier in the same series, we had installed '''MarcEdit 7 '''on the '''Desktop.'''

|-
| Right click on '''MarcEdit 7 '''
| Open the same '''MarcEdit 7 '''by double-clicking on the icon.

|-
| Point to '''MarcEdit 7.0.250 By Terry Reese '''
| A window named '''MarcEdit 7.0.250 By Terry Reese, '''opens.

|-
| Click on '''Export Tab Delimited text'''
| Locate and click on the tab '''Export Tab Delimited Text.'''

|-
| Cursor on: '''Source File '''field

Cursor on: icon for a '''folder '''
| Under the '''Source File '''field, locate the icon for a '''folder.'''

The '''source file''' is an '''Excel file''' which we are converting into '''.mrk format.'''

|-
| Click on this icon for '''Folder''' and

browse for the excel file
| Click on this icon for the '''Folder''' and browse for the '''Excel file''' in the field for '''File name'''.

|-
| Click on the drop down adjacent to '''File name.'''
| Click on the drop down adjacent to '''File name.'''

|-
| Cursor on:

'''Microsoft Excel 97/2000/XP/2003 (.xls) '''then choose the format '''Excel File(*.xls)'''
| If you have''' Microsoft Excel 97/2000/XP/2003 (.xls) '''then choose the format '''Excel File(*.xls).'''

|-
| Cursor on:

'''Microsoft Excel 2007/2010/2013 XML(.xlsx) '''

then choose the format '''Excel File(*.xlsx)'''
| And if you have, '''Microsoft Excel 2007/2010/2013 XML(.xlsx) '''then choose the format '''Excel File(*.xlsx).'''

|-
| Cursor on:

'''.(dot)xlsx file'''

Select, '''Excel XML File(*.xlsx)'''
| As I have the '''.(dot)xlsx file, '''I will select '''Excel XML File(*.xlsx).'''

|-
| Select '''Downloads'''
| Next, go to the left-side folders and select the folder where your '''Excel file '''is saved.

I have selected '''Downloads '''because that’s where I saved my '''Excel file'''.

|-
| Select '''Test-Data.xlsx'''
| So, from the '''Downloads''' Folder, I have selected '''TestData.xlsx.'''

|-
| Cursor on:

field for '''File name'''
| When the file '''TestData.xlsx '''is selected''', '''it appears in the '''File name, '''field.

|-
| Click on '''Open'''
| Now, click on the '''Open '''button at the bottom of the window.

|-
| Cursor on:

'''Source File '''as '''C:\Users\user\Downloads\Test-Data.xlsx'''
| The same window re-opens with the '''Source File '''as '''C:\Users\spoken\Downloads\TestData.xlsx'''

|-
| Click on the folder icon adjacent to '''Output File'''
| Now click on the folder icon adjacent to the '''Output File:'''

|-
| Cursor on:

'''Save File '''window >> '''File name:'''
| On doing so, '''Save File '''window opens prompting us to fill in the '''File name:'''

|-
| Click on the '''Downloads '''folder

Type the '''File name: '''as '''Test-Data'''

Click on '''Save'''
| On the same window, I will click on the '''Downloads '''folder''' '''located''' '''at the left hand side.

And type the '''File name: '''as '''TestData'''

Now click on '''Save '''button at the bottom of the page.

|-
| Cursor on the entry:

'''C:\Users\user\Downloads\Test-Data.mrk '''in the field for '''Output File:'''
| The same window appears again.

The '''Output file '''field shows

'''C:\Users\spoken\Downloads\TestData.mrk'''

|-
| Cursor on-

'''Excel Sheet Name:'''
| Note that '''Excel Sheet Name: Sheet1 '''gets selected automatically by '''MarcEdit 7.'''

However, this sheet name is editable.

|-
| Cursor on:

'''UTF-8 Encoded'''
| Under the Section '''Options'''

The check-box''' UTF-8 Encoded''' is selected by '''MarcEdit 7, '''by default.

|-
| Click on '''Next'''
| Click on the '''Next '''button at the right side of the same window.

|-
| Cursor on:

'''MarcEdit Delimited Text Translator, '''opens with the heading-

'''Data Snapshot'''
| Again a new window, '''MarcEdit Delimited Text Translator, '''opens.

The heading says '''Data Snapshot.'''

|-
| Show screenshot of the '''Excel file'''
| This window will have all the '''field''' details as per entries made in the '''Excel file.'''

|-
| Cursor on:

* '''Fields''' ranging from '''0 '''to''' 8'''
| We will see the '''Fields''' ranging from '''0 '''to''' 8''' and above with their corresponding values.* For example, '''Field 0 '''has a value of '''978-3-319-47238-6 (ISBN)''' on my machine.
* You may see a different value as per your '''Excel sheet.'''

|-
| Cursor on '''Settings'''

Cursor on '''Select '''

Select '''Field 0'''
| Under the section''' DataSnapshot, '''locate the section '''Settings.'''

Go to the tab '''Select '''and from the drop down select '''Field 0.'''

With this we will be doing the mapping of '''Excel data''' with '''Koha MARC Tags.'''

|-
| SLIDE

Remember:

You can customize '''Map To: '''and '''Indicators.'''

However, it is important that the '''Fields '''and '''Subfield Codes '''are as per the '''Koha MARC Tag'''

For more information on '''MARC Tags '''visit the link of official '''Library of Congress''' site.

[http://www.loc.gov/marc/bibliographic/ http://www.loc.gov/marc/bibliographic/]
|
Remember:

You can customize '''Map To: '''and '''Indicators.'''

However, it is important that the '''Fields '''and '''Subfield Codes '''are as per the '''Koha MARC Tag.'''

For more information on '''MARC Tags '''visit the link of official '''Library of Congress''' site.

[http://www.loc.gov/marc/bibliographic/ http://www.loc.gov/marc/bibliographic/]

|-
| Screen shot:

'''Add MARC record '''without any entry in the fields

(005)
| Recall that-

'''Map To: '''values entered in the '''field,''' are referred from an earlier tutorial in this series.

So, I will enter '''020$a '''in the '''Map To: '''field.

This sequence will change as per your '''Excel data'''.

|-
| Cursor on:

'''Indicators: '''and '''Term. Punctuation:'''
| I will leave '''Indicators: '''and '''Term. Punctuation: '''as they are.

However, you may fill these''' fields''' as directed by the '''Koha''' '''MARC Tags.'''

|-
| Click in the check box for:

'''Constant Data '''
| Next is the check box for '''Constant Data.'''

Click this''' '''if you wish-* to map the same information
* into the datafield for each entry
* in the delimited text document

|-
| Click in the check box for:

'''Repeatable Subfield '''
| Click '''Repeatable subfield '''if you want to repeat the same '''subfield'''.

|-
| Click on '''Add Argument'''

Cursor on:

the value '''0 020$a '''

Cursor on:

the field under the section '''Arguments'''
| Next click on the button '''Add Argument.'''

On doing so, the value '''0 020$a 0 '''appears in the field under the section '''Arguments.'''

|-
| Cursor on: '''Select '''from the drop down select '''Field 1, '''

| Similarly let’s map all the other fields'''.'''

Under the section '''Settings'''

Go to '''Select, '''from the drop down select '''Field 1. '''

|-
| Cursor on: Field '''Map To: '''

type '''080$a '''
| In the '''field''' for '''Map To: '''type '''080$a '''

|-
| Under the section '''Arguments'''

>> Click on '''Add Argument'''

Cursor on:

the value '''0 080$a '''
| Now, click on the button''' Add Argument.'''

On doing so, the value '''1 080$a 0 '''appears in the field''' '''under the section '''Arguments.'''

|-
| Cursor on: '''Select >> '''select '''Field 2 '''
| Under the tab '''Select, '''from the drop down select '''Field 2.'''

|-
| Cursor on: field for '''Map To: '''

type '''100$a '''

Cursor on: '''1 '''

| In the '''field '''for '''Map To: '''type '''100$a '''

In the field for '''Indicators: '''type '''1.'''

Note that:''' '''# '''1 '''is the''' first indicator''' of tag '''100'''
# and it represents the '''Surname '''for the '''subfield ‘a’.'''

|-
|
| Likewise, complete the mapping of all fields upto '''Field 13 '''as being shown in the drop down under '''Select'''

|-
| Cursor on:

up-down arrows adjacent to the field-
| Notice the up and down arrows adjacent to each field.

You may use these to change the sequence of the values that appear.

|-
| Select Tags '''245$a and 245$c. '''* Then '''Right Click''' on Common Tags and
* from drop down select '''Join Items'''…
| Under the section '''Arguments, '''the''' Tags''' that are common with different '''subfields''' need to be joined.

For that do the following-

* Select '''Common Tags''' for example '''245$a''' and '''245$c'''.
* Then right-click on '''Common Tags''' and from drop down select '''Join Items'''…
* This will create a grouping of the '''fields''' that are with same type.

|-
| Cursor on:

the '''<nowiki>* </nowiki>'''(asterisk)
| Note that the '''<nowiki>* </nowiki>'''(asterisk symbol) will appear before the selected '''Tags.'''

The '''<nowiki>* </nowiki>'''asterisk symbol indicates that the common '''tags''' are now joined.

|-
| Narration only
| Alternately, you can do the mapping of fields by

* Clicking on the tab '''Auto Generate''' to import the values of respective fields from 0 to 13

* in the field provided for '''Arguments'''

However i have done mapping manually, so i will not click '''Auto Generate''' option.

|-
| Highlight all 4 options
| Next we see four options.

|-
| Cursor on '''Save Template-'''
| First one is '''Save Template'''

|-
| Slide
| * Use this if you want to save the same '''mapping''' for future use.
* The '''saved template''' will be used if in case you face any problem with data conversion.

|-
| Slide
| If we choose the option '''Save Template,'''* then, we will be prompted to give it a name and
* specify the directory for saving it
* It will get saved as '''.mrd file'''

|-
| Cursor on:

'''Load Template'''
| Access this '''template '''in the future by clicking “'''Load Template” '''at the right side of the window.

|-
| Cursor on '''Sort Fields'''
| Second option is '''Sort Fields.'''

|-
| Cursor on:

'''Calculate common nonfiling data'''
| Third option is''' Calculate common nonfiling data'''

|-
| Cursor on:

'''Ignore Header Row'''
| Fourth''' '''option is''' Ignore Header Row.'''

Click here, if you have a header in the '''Excel sheet '''and if you need to ignore the headings.

|-
| Cursor on:*
** '''Sort Fields'''
** '''Calculate common nonfiling data'''
| Among these-*
** '''Sort Fields'''
** '''Calculate common nonfiling data'''

are auto-selected by '''MarcEdit 7 '''

I will leave them as they are.

|-
| Click the check-box for '''Save Template'''
| Now, I will check the check-box for '''Save Template '''and''' Ignore Header Row.'''

|-
| Locate and click on the tab '''Finish''' on the top right corner of the page.
| Next, locate and click on the tab '''Finish''' on the top right corner of the page.

|-
| Cursor on:

'''Save File '''window >> '''File name:'''
| On doing so, '''Save File '''window opens, prompting us to fill in the '''File name:'''

|-
| Click on the '''Downloads '''folder

Type the '''File name: '''as '''Test-Data'''
| On the same window, I will click on the '''Downloads '''folder''' '''located''' '''at the left hand side.

And in the field for '''File name: '''I will type '''TestData'''

|-
| Click on '''Save'''
| Now click on '''Save '''button at the bottom of the page.

|-
| Cursor on

'''Process has been finished. Records saved to:'''

'''C:\Users\Spoken\Download\TestData.mrk'''
| A pop-up window with the message:

'''Process has been finished. Records saved to:'''

'''C:\Users\Spoken\Download\TestData.mrk, '''opens

|-
| Click on the '''Ok '''button
| Click on the '''Ok '''button at bottom of this dialog box.

|-
| Narration only
| With this''' .mrk file '''has been successfully saved in the directed location which is the '''Downloads''' folder

|-
| Cursor on '''MarcEdit 7.0.250 By Terry Reese'''

Locate and click on the icon '''MarcEditor'''
| A new page''' MarcEdit 7.0.250 By Terry Reese, '''opens

Locate and click on the icon '''MarcEditor'''

|-
| Cursor on '''MarcEditor'''

On the main '''Menu''' click on '''File''' and from the drop down click on '''Open'''
| A new page '''MarcEditor''' opens.

On the main '''Menu''' click on '''File''' and from the drop down select '''Open'''

|-
| Cursor on''' Open File '''window

Cursor on''' TestData.mrk '''file
| A''' '''window, '''Open File''' opens showing''' TestData.mrk '''file

|-
| Click and select the '''TestData.mrk '''file
| Click and select the '''TestData.mrk '''file

It will show in the field for''' File name '''

|-
| Cursor on field for''' File name '''
| Now click on '''Open''' at the bottom of the window.

|-
| Cursor on''' MarcEditor: TestData.mrk'''
| Another window '''MarcEditor: TestData.mrk''' opens with all the details.

|-
| Click on the file >> Select '''Compile File into MARC'''
| On the same window, from the main menu, click on the '''File'''.

Now, from the drop down select '''Compile File into MARC.'''

|-
| Cursor on '''Save File'''

Locate '''File Name >> '''type '''TestData'''
| Another new window '''Save File''', opens.

Here locate '''File Name: '''and type the appropriate name in the '''field'''.

I will type '''TestData.'''

|-
| Cursor on '''MARC Files (*.mrc) '''in the field '''Save as type:'''
| '''Koha '''by default, selects '''MARC Files (*.mrc) '''in the '''field Save as type:'''

|-
| Click on the '''Save'''
| Now click on the '''Save '''button located at the bottom of the window.

|-
| Cursor on:

'''5 records processed in 0.008517 seconds'''.
| Upon doing so, on the same window at the bottom, you will see '''5 records processed in 0.166228 seconds'''.

This is because I imported only '''5 records'''.

You will see a different number of records and processed time as per your data.

|-
| Narration only

Show screenshot of saved file
| With this we have converted '''Excel data '''of our library''' '''into''' Marc 21 format '''successfully.

'''Marc 21 format '''is the standard '''format''' used in '''Koha''' for '''cataloging''' and importing '''data''' into '''Koha'''.

|-
| Close the window

To do so, go to top right corner and click on the close button
| Now close this window.

To do so, go to the top right corner and click on the '''Close''' button.

|-
| '''Summary:'''

In this tutorial, we have learnt to-

* Convert '''Excel data '''to''' Marc 21 format'''

| Let us summarize.

In this tutorial, we have learnt to-

* Convert '''Excel data '''to''' Marc 21 format '''on''' '''a '''64-bit Windows '''machine

|-
| '''Assignment'''

Prepare a list of 10 records in excel and convert those records into '''MARC '''by using '''MarcEdit 7'''
| '''Assignment'''

Prepare a list of 10 records in '''Excel''' and convert those records into '''MARC '''by using '''MarcEdit 7.'''

|-
| Slide:

About '''Spoken Tutorial project'''* Watch the video available at [http://spoken-tutorial.org/What_is_a_Spoken_Tutorial http://spoken-tutorial.org/What_is_a_Spoken_Tutorial]
* It summarises the Spoken Tutorial project.
* If you do not have good bandwidth, you can download and watch it.

| The video at the following link summarizes the '''Spoken Tutorial project.'''

Please download and watch it.

|-
| Slide:

'''Spoken Tutorial''' workshops

The '''Spoken Tutorial Project''' Team* Conducts workshops using spoken tutorials
* Gives certificates for those who pass an online test
* For more details, please write to [about:blank http://contact@spoken-tutorial.org]

| The''' Spoken Tutorial Project''' Team:* conducts workshops and
* gives certificates.

For more details, please write to us.

|-
|| Slide:

Forum for specific questions
|| Please post your timed queries in this forum.

|-
| Slide:

Acknowledgement

* '''Spoken Tutorial Project''' is a part of the Talk to a Teacher project
* It is supported by the '''National Mission on Education through ICT, MHRD, Government of India'''
* More information on this Mission is available at
* [http://spoken-tutorial.org/NMEICT-Intro http://spoken-tutorial.org/NMEICT-Intro]

| '''Spoken Tutorial project''' is funded by '''NMEICT, MHRD, Government of India.'''

More information on this mission is available at this link.

|-
|
| This is Bella Tony from '''IIT Bombay '''signing off.

Thank you for joining.

|}

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Koha-Library-Management-System/C3/Convert-Excel-to-MARC/English - Revision history

Nancyvarkey: Protected "Koha-Library-Management-System/C3/Convert-Excel-to-MARC/English" ([Edit=Allow only administrators] (indefinite) [Move=Allow only administrators] (indefinite))

Nancyvarkey at 11:04, 28 September 2018

PoojaMoolya: Created page with "Title: Conversion of''' Excel data '''to''' Marc 21 format''' Contributor: Bella Tony, IIT Bombay Reviewed by: Nancy Varkey, Spoken Tutorial Project, IIT Bombay Keywords:..."