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

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Pratik kamble at 12:49, 11 February 2019

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Sandhya.np14 at 17:02, 20 October 2018

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PoojaMoolya: Created page with " {| border=1 |Time |Narration |- | 00:02 |Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.''' |- | 00:09 |In this tutorial, we wi..."

2018-10-03T06:10:53Z

Created page with " {| border=1 |Time |Narration |- | 00:02 |Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.''' |- | 00:09 |In this tutorial, we wi..."

New page

{| border=1
|Time
|Narration

|-
| 00:02
|Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.'''

|-
| 00:09
|In this tutorial, we will learn to- Convert '''Excel data '''to''' Marc 21 format '''on a '''64-bit Windows '''machine.

|-
| 00:19
|To record this tutorial, I am using '''Windows 10 Pro'''

And '''Firefox web browser'''

|-
| 00:27
|To follow this tutorial, learners should be familiar with '''Library Science.'''

|-
|00:34
|Before moving ahead, please ensure that you have the following on your machine-

'''Windows 10, 8 '''or''' 7'''

|-
| 00:45
| Any web browser. For eg: '''Internet Explorer, Firefox''' or '''Google Chrome'''

|-
| 00:54
| Earlier in the same series, we had installed '''MarcEdit 7 '''on the '''Desktop.'''

|-
| 01:01
| Open the same '''MarcEdit 7 '''by double-clicking on the icon.

|-
| 01:07
| A window named '''MarcEdit 7.0.250 By Terry Reese, '''opens.

|-
| 01:16
| Locate and click on the tab '''Export Tab Delimited Text.'''

|-
| 01:21
| Under the '''Source File field''', locate the icon for a '''folder.'''

|-
| 01:29
|The '''source file''' is an '''Excel file''' which we are converting into '''.mrk format.'''

|-
| 01:36
| Click on this icon for the '''Folder''' and browse for the '''Excel file''' in the '''field''' for '''File name'''.

|-
| 01:45
| Click on the drop down adjacent to '''File name.'''

|-
| 01:49
| If you have''' Microsoft Excel 97/2000/XP/2003 (.xls) '''then choose the format '''Excel File(*.xls).'''

|-
|02:05
| And if you have, '''Microsoft Excel 2007/2010/2013 XML(.xlsx) '''then choose the format '''Excel File(*.xlsx).'''

|-
| 02:23
| As I have the '''.(dot)xlsx file, '''I will select '''Excel XML File(*.xlsx).'''

|-
| 02:33
| Next, go to the left-side folders and select the folder where your '''Excel file '''is saved.

|-
| 02:41
|I have selected '''Downloads '''because that’s where I saved my '''Excel file'''.

|-
| 02:47
| So, from the '''Downloads''' Folder, I have selected '''TestData.xlsx.'''

|-
| 02:54
| When the file '''TestData.xlsx '''is selected, it appears in the '''File name field'''.

|-
| 03:04
| Now, click on the '''Open '''button at the bottom of the window.

|-
| 03:09
| The same window re-opens with the '''Source File '''as '''C:\Users\spoken\Downloads\TestData.xlsx'''

|-
| 03:21
| Now click on the folder icon adjacent to the '''Output File:'''

|-
| 03:27
| On doing so, '''Save File '''window opens prompting us to fill in the '''File name:'''

|-
| 03:34
| On the same window, I will click on the '''Downloads '''folder located at the left hand side.

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

|-
| 03:45
|Now click on '''Save '''button at the bottom of the page.

|-
| 03:50
| The same window appears again.

The '''Output file field''' shows '''C:\Users\spoken\Downloads\TestData.mrk'''

|-
| 04:04
| Note that '''Excel Sheet Name: Sheet1 '''gets selected automatically by '''MarcEdit 7.'''

However, this sheet name is editable.

|-
| 04:17
| Under the Section '''Options'''

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

|-
| 04:31
| Click on the '''Next '''button at the right side of the same window.

|-
| 04:36
| Again a new window, '''MarcEdit Delimited Text Translator, '''opens.

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

|-
| 04:47
| This window will have all the '''field''' details as per entries made in the '''Excel file.'''

|-
| 04:53
| We will see the '''Fields''' ranging from '''0 '''to''' 8''' and above with their corresponding values.

|-
| 05:02
| For example, '''Field 0 '''has a value of '''978-3-319-47238-6 (ISBN)''' on my machine.

|-
| 05:15
| You may see a different value as per your '''Excel sheet.'''

|-
| 05:21
| Under the section''' DataSnapshot, '''locate the section '''Settings.'''

|-
| 05:26
|Go to the tab '''Select '''and from the drop down select '''Field 0.'''

|-
| 05:34
|With this we will be doing the mapping of '''Excel data''' with '''Koha MARC Tags.'''

|-
| 05:41
| Remember: You can customize '''Map To: '''and '''Indicators.'''

|-
| 05:46
|However, it is important that the '''Fields '''and '''Subfield Codes '''are as per the '''Koha MARC Tag.'''

|-
| 05:55
|For more information on '''MARC Tags '''visit the link of official '''Library of Congress''' site.

|-
| 06:05
|On the browser type this URL and click on search

|-
| 06:12
| 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'''.

|-
| 06:26
|This sequence will change as per your '''Excel data'''.

|-
|06:30
| I will leave '''Indicators: '''and '''Term. Punctuation: '''as they are.

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

|-
| 06:41
| Next is the check box for '''Constant Data.'''

|-
| 06:44
|Click this if you wish- to map the same information into the datafield for each entry in the delimited text document

|-
| 06:55
| Click '''Repeatable subfield '''if you want to repeat the same '''subfield'''.

|-
| 07:01
| Next click on the button '''Add Argument.'''

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

|-
| 07:15
| Similarly let’s map all the other '''fields'''.

|-
| 07:19
|Under the section '''Settings''', Go to '''Select, '''from the drop down select '''Field 1. '''

|-
| 07:27
| In the '''field''' for '''Map To: '''type '''080$a.'''

|-
| 07:32
| Now, click on the button''' Add Argument.'''

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

|-
| 07:47
| Under the tab '''Select, '''from the drop down select '''Field 2.'''

|-
| 07:53
| In the '''field '''for '''Map To: '''type '''100$a '''

|-
| 07:59
|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’.'''

|-
| 08:14
| Likewise, complete the mapping of all fields upto '''Field 13 '''as being shown in the drop down under '''Select'''.

|-
| 08:24
| Notice the up and down arrows adjacent to each field.

|-
| 08:28
|You may use these to change the sequence of the values that appear.

|-
| 08:34
| Under the section '''Arguments, '''the''' Tags''' that are common with different '''subfields''' need to be joined.

|-
| 08:41
|For that do the following- Select '''Common Tags''' for example '''245$a''' and '''245$c'''.

|-
| 08:52
| Then right-click on '''Common Tags''' and from drop down select '''Join Items'''

|-
| 09:00
| This will create a grouping of the '''fields''' that are with the same type.

|-
| 09:05
| Note that the '''<nowiki>* </nowiki>'''(asterisk symbol) will appear before the selected '''Tags.'''

|-
| 09:10
|The '''<nowiki>* </nowiki>'''asterisk symbol indicates that the common '''tags''' are now joined.

|-
| 09:16
| 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'''

|-
| 09:34
|However I have done mapping manually, so I will not click '''Auto Generate''' option.

|-
| 09:41
| Next we see four options.

|-
| 09:44
| First one is '''Save Template'''

|-
| 09:47
| Use this if you want to save the same '''mapping''' for future use.

|-
| 09:52
| The '''saved template''' will be used if in case you face any problem with data conversion.

|-
|10:00
| If we choose the option '''Save Template,''' then, we will be prompted to give it a name and specify the directory for saving it

|-
| 10:10
|It will get saved as '''.mrd file'''

|-
| 10:15
| Access this '''template '''in the future by clicking “'''Load Template” '''at the right side of the window.

|-
| 10:22
| Second option is '''Sort Fields.'''

|-
| 10:26
| Third option is''' Calculate common nonfiling data'''.

|-
| 10:31
| 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.

|-
| 10:41
| Among these- '''Sort Fields''' and '''Calculate common nonfiling data''' are auto-selected by '''MarcEdit 7.'''

I will leave them as they are.

|-
| 10:53
| Now, I will check the check-box for '''Save Template '''and''' Ignore Header Row.'''

|-
| 11:00
| Next, locate and click on the tab '''Finish''' on the top right corner of the page.

|-
| 11:07
| On doing so, '''Save File '''window opens, prompting us to fill in the '''File name:'''

|-
| 11:14
| 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'''

|-
| 11:27
| Now click on '''Save '''button at the bottom of the page.

|-
|11:32
| A pop-up window with the message: '''Process has been finished. Records saved to:'''

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

|-
| 11:45
| Click on the '''Ok '''button at bottom of this dialog box.

|-
| 11:50
| With this''' .mrk file '''has been successfully saved in the directed location which is the '''Downloads''' folder.

|-
| 11:59
| A new page''' MarcEdit 7.0.250 By Terry Reese, '''opens.

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

|-
| 12:11
| A new page '''MarcEditor''' opens.

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

|-
| 12:24
| A window, '''Open File''' opens showing''' TestData.mrk '''file.

|-
| 12:30
| Click and select the '''TestData.mrk '''file.

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

|-
| 12:39
| Now click on '''Open''' at the bottom of the window.

|-
| 12:44
| Another window '''MarcEditor: TestData.mrk''' opens with all the details.

|-
| 12:51
| On the same window, from the main menu, click on the '''File'''.

|-
| 12:56
|Now, from the drop down select '''Compile File into MARC.'''

|-
| 13:02
| Another new window '''Save File''', opens.

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

|-
| 13:11
|I will type '''TestData.'''

|-
| 13:16
| '''Koha '''by default, selects '''MARC Files (*.mrc) '''in the '''field Save as type:'''

|-
| 13:25
| Now click on the '''Save '''button located at the bottom of the window.

|-
| 13:30
| Upon doing so, on the same window at the bottom, you will see '''5 records processed in 0.166228 seconds'''.

|-
| 13:42
|This is because I imported only '''5 records'''. You will see a different number of '''records''' and processed time as per your data.

|-
| 13:52
| With this we have converted '''Excel data '''of our library into''' Marc 21 format '''successfully.

|-
| 14:00
|'''Marc 21 format '''is the standard '''format''' used in '''Koha''' for '''cataloging''' and importing '''data''' into '''Koha'''.

|-
| 14:09
| Now close this window. To do so, go to the top right corner and click on the '''Close''' button.

|-
| 14:19
| Let us summarize. In this tutorial, we have learnt to- Convert '''Excel data '''to''' Marc 21 format '''on a '''64-bit Windows '''machine.

|-
| 14:30
| '''Assignment'''

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

|-
| 14:41
| The video at the following link summarizes the '''Spoken Tutorial project.'''

Please download and watch it.

|-
| 14:47
| The''' Spoken Tutorial Project''' Team conducts workshops and gives certificates.

For more details, please write to us.

|-
||14:55
|| Please post your timed queries in this forum.

|-
| 14:59
| '''Spoken Tutorial project''' is funded by '''NMEICT, MHRD, Government of India.'''

More information on this mission is available at this link.

|-
| 15:09
| This is Bella Tony from '''IIT Bombay '''signing off.

Thank you for joining.

|}

@@ Line 191: / Line 191: @@
 | Recall that '''Map To: '''values entered in the field are referred from an earlier tutorial in this series.
-So, I will enter '''020$a '''in the '''Map To:''' field.
+|-
 |-
@@ Line 221: / Line 223: @@
 | Next, click on the button '''Add Argument.'''
-On doing so, the value '''0 020$a 0 '''appears in the field under the section '''Arguments.'''
+|-
 |-
@@ Line 228: / Line 232: @@
 |-
-| 07:31
+| 07:30
 |Under the section '''Settings''', go to '''Select. '''From the drop- down, select '''Field 1. '''
@@ Line 239: / Line 243: @@
 | Now, click on the button''' Add Argument.'''
-On doing so, the value '''1 080$a 0 '''appears in the field under the section '''Arguments.'''
+|-
 |-
@@ Line 341: / Line 347: @@
 | 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.
+|-
 |-
@@ Line 347: / Line 355: @@
 | Among these, '''Sort Fields''' and '''Calculate common nonfiling data''' are auto-selected by '''MarcEdit 7.'''
-I will leave them as they are.
+|-
 |-
-| 11:19
+| 11:18
 | Now, I will check the check-box for '''Save Template '''and''' Ignore Header Row.'''
@@ Line 365: / Line 375: @@
 | 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.'''
+|-
 |-
@@ Line 405: / Line 417: @@
 | Click and select the '''TestData.mrk '''file.
-It will show in the field for''' File name.'''
+|-
 |-
-| 13:12
+| 13:11
 | Now click on '''Open''' at the bottom of the window.
@@ Line 427: / Line 441: @@
 | Another new window '''Save File''' opens.
-Here, locate '''File Name: '''and type the appropriate name in the '''field'''.
+|-
 |-
@@ Line 491: / Line 507: @@
 | '''Spoken Tutorial project''' is funded by '''NMEICT, MHRD''', Government of India.
-More information on this mission is available at this link.
+|-
 |-

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