Difference between revisions of "Koha-Library-Management-System/C3/Convert-Excel-to-MARC/English-timed"

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{| border=1
 +
|Time
 +
|Narration
  
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{| border=1
+
|-
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|Time
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| 00:01
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|Narration
+
|Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.'''
  
−
|-
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|-  
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| 00:02
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| 00:09
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|Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.'''
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|In this tutorial, we will learn to convert '''Excel data '''to''' Marc 21 format '''on a '''64-bit Windows '''machine.
  
−
|-
+
|-  
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| 00:09
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| 00:19
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|In this tutorial, we will learn to convert '''Excel data '''to''' Marc 21 format '''on a '''64-bit Windows '''machine.
+
|To record this tutorial, I am using: '''Windows 10 Pro''' and 
  
−
|-
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'''Firefox web browser.'''  
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| 00:19
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−
|To record this tutorial, I am using:
+
−
'''Windows 10 Pro''' and 
+
−
'''Firefox web browser.'''
+
  
−
|-
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|-  
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| 00:27
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| 00:29
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|To follow this tutorial, learners should be familiar with Library Science.
+
|To follow this tutorial, learners should be familiar with Library Science.  
  
−
|-
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|-  
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|00:34
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|00:35
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|Before moving ahead, please ensure that you have the following on your machine-
+
|Before moving ahead, please ensure that you have the following on your machine-  
  
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'''Windows 10, 8 '''or''' 7''',
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'''Windows 10, 8 '''or''' 7''',  
  
−
|-
+
|-  
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| 00:45
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| 00:45  
−
| any web browser. For eg: '''Internet Explorer, Firefox''' or '''Google Chrome.'''
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| Any web browser. For eg: '''Internet Explorer, Firefox''' or '''Google Chrome.'''  
  
−
|-
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|-  
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| 00:54
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| 00:53
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| Earlier in the same series, we had installed '''MarcEdit 7 '''on the '''Desktop.'''
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| Earlier in the same series, we had installed '''MarcEdit 7 '''on the '''Desktop.'''  
  
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|-
+
|-  
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| 01:01
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| 01:00
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| Open the same '''MarcEdit 7 '''by double-clicking on the icon.
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| Open the same '''MarcEdit 7 '''by double-clicking on the icon.  
  
−
|-
+
|-  
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| 01:07
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| 01:07  
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| A window named '''MarcEdit 7.0.250 By Terry Reese '''opens.
+
| A window named '''MarcEdit 7.0.250 By Terry Reese '''opens.  
  
−
|-
+
|-  
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| 01:16
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| 01:15
−
| Locate and click on the tab '''Export Tab Delimited Text.'''
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| Locate and click on the tab '''Export Tab Delimited Text.'''  
  
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|-
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|-  
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| 01:21
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| 01:21  
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| Under the '''Source File''' field, locate the icon for a '''folder.'''
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| Under the '''Source File''' field, locate the icon for a '''folder.'''  
  
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|-
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|-  
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| 01:29
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| 01:27
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|The '''source file''' is an '''Excel file''' which we are converting into '''.mrk''' format.
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|The '''source file''' is an '''Excel file''' which we are converting into '''.mrk''' format.  
  
−
|-
+
|-  
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| 01:36
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| 01:34
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| Click on this icon for the '''Folder''' and browse for the '''Excel''' file in the '''field''' for '''File name'''.
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| Click on this icon for the '''Folder''' and browse for the '''Excel''' file in the '''field''' for '''File name'''.  
  
−
|-
+
|-  
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| 01:45
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| 01:42
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| Click on the drop-down adjacent to '''File name.'''
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| Click on the drop-down adjacent to '''File name.'''  
  
−
|-
+
|-  
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| 01:49
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| 01:46
−
| If you have''' 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).'''  
  
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|-
+
|-  
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|02:05
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|02:03
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| And if you have, '''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).'''  
  
−
|-
+
|-  
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| 02:23
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| 02:21
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| As I have the '''.(dot)xlsx ''' file, I will select '''Excel XML File(*.xlsx).'''
+
| As I have the '''.(dot)xlsx ''' file, I will select '''Excel XML File(*.xlsx).'''  
  
−
|-
+
|-  
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| 02:33
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| 02:32
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| Next, go to the left-side folders and select the folder where your '''Excel file '''is saved.
+
| Next, go to the left-side folders and select the folder where your '''Excel file '''is saved.  
  
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|-
+
|-  
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| 02:41
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| 02:40
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|I have selected '''Downloads '''because that’s where I saved my '''Excel file'''.
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|I have selected '''Downloads '''because that’s where I saved my '''Excel file'''.  
  
−
|-
+
|-  
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| 02:47
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| 02:47  
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| So, from the '''Downloads''' folder, I have selected '''TestData.xlsx.'''
+
| So, from the '''Downloads''' folder, I have selected '''TestData.xlsx.'''  
  
−
|-
+
|-  
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| 02:54
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| 02:55
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| When the file '''TestData.xlsx '''is selected, it appears in the '''File name''' field.
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| When the file '''TestData.xlsx '''is selected, it appears in the '''File name''' field.  
  
−
|-
+
|-  
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| 03:04
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| 03:04  
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| Now, click on the '''Open '''button at the bottom of the window.
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| Now, click on the '''Open '''button at the bottom of the window.  
  
−
|-
+
|-  
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| 03:09
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| 03:09  
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| The same window re-opens with the '''Source File '''as '''C:\Users\spoken\Downloads\TestData.xlsx'''.
+
| The same window re-opens with the '''Source File '''as '''C:\Users\spoken\Downloads\TestData.xlsx'''.  
  
−
|-
+
|-  
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| 03:21
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| 03:21  
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| Now, click on the folder icon adjacent to the '''Output File.'''
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| Now, click on the folder icon adjacent to the '''Output File.'''  
  
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|-
+
|-  
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| 03:27
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| 03:27  
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| On doing so, '''Save File '''window opens prompting us to fill in the '''File name.'''
+
| On doing so, '''Save File '''window opens prompting us to fill in the '''File name.'''  
  
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|-
+
|-  
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| 03:34
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| 03:34  
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| On the same window, I will click on the '''Downloads '''folder located at the left hand side.
+
| On the same window, I will click on the '''Downloads '''folder located at the left hand side.  
  
−
And, type the '''File name: '''as '''TestData'''.
+
And, type the '''File name: '''as '''TestData'''.  
  
−
|-
+
|-  
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| 03:45
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| 03:46
−
|Now click on '''Save '''button at the bottom of the page.
+
|Now click on '''Save '''button at the bottom of the page.  
  
−
|-
+
|-  
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| 03:50
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| 03:51
−
| The same window appears again.
+
| The same window appears again.  
  
−
The '''Output file''' field shows: '''C:\Users\spoken\Downloads\TestData.mrk'''.
+
The '''Output file''' field shows: '''C:\Users\spoken\Downloads\TestData.mrk'''.  
  
−
|-
+
|-  
−
| 04:04
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| 04:06
−
| Note that '''Excel Sheet Name: Sheet1 '''gets selected automatically by '''MarcEdit 7.'''
+
| Note that '''Excel Sheet Name: Sheet1 '''gets selected automatically by '''MarcEdit 7.'''  
  
−
However, this '''sheet''' name is editable.
+
However, this '''sheet''' name is editable.  
  
−
|-
+
|-  
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| 04:17
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| 04:20
−
| Under the Section '''Options,''' the check-box''' UTF-8 Encoded''' is selected by '''MarcEdit 7, '''by default.
+
| Under the Section '''Options,''' the check-box''' UTF-8 Encoded''' is selected by '''MarcEdit 7, '''by default.  
  
−
|-
+
|-  
−
| 04:31
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| 04:32
−
| Click on the '''Next '''button at the right side of the same window.
+
| Click on the '''Next '''button at the right side of the same window.  
  
−
|-
+
|-  
−
| 04:36
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| 04:37
−
| Again a new window, '''MarcEdit Delimited Text Translator '''opens.
+
| Again a new window, '''MarcEdit Delimited Text Translator '''opens.  
  
−
The heading says '''Data Snapshot.'''
+
The heading says '''Data Snapshot.'''  
  
−
|-
+
|-  
−
| 04:47
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| 04:48
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| This window will have all the '''field''' details as per entries made in the '''Excel file.'''
+
| This window will have all the '''field''' details as per entries made in the '''Excel file.'''  
  
−
|-
+
|-  
−
| 04:53
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| 04:55
−
| We will see the '''Fields''' ranging from '''0 '''to''' 8''' and above with their corresponding values.
+
| We will see the '''Fields''' ranging from '''0 '''to''' 8''' and above with their corresponding values.
 +
 +
|-
 +
| 05:03
 +
| For example, '''Field 0 '''has a value of '''978-3-319-47238-6 (ISBN)''' on my machine.  
  
−
|-
+
|-  
−
| 05:02
+
| 05:17
−
| 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.'''  
  
−
|-
+
|-  
−
| 05:15
+
| 05:22
−
| You may see a different value as per your '''Excel sheet.'''
+
| Under the section''' DataSnapshot, '''locate the section '''Settings.'''  
  
−
|-
+
|-  
−
| 05:21
+
| 05:28
−
| Under the section''' DataSnapshot, '''locate the section '''Settings.'''
+
|Go to the tab '''Select '''and from the drop-down select '''Field 0.'''  
  
−
|-
+
|-  
−
| 05:26
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| 05:35
−
|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.'''  
  
−
|-
+
|-  
−
| 05:34
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| 05:43
−
|With this we will be doing the '''mapping''' of '''Excel data''' with '''Koha MARC Tags.'''
+
| Remember, you can customize '''Map To: '''and '''Indicators.'''  
  
−
|-
+
|-  
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| 05:41
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| 05:49
−
| 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.'''  
  
−
|-
+
|-  
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| 05:46
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| 05:58
−
|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.  
  
−
|-
+
|-  
−
| 05:55
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| 06:07
−
|For more information on '''MARC Tags, '''visit the link of official '''Library of Congress''' site.
+
|On the browser, type this URL and click on '''search'''.  
  
−
|-
+
|-  
−
| 06:05
+
| 06:15
−
|On the browser, type this URL and click on '''search'''.
+
| 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.  
−
| 06:12
+
−
| 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.
+
|-
 +
| 06:31
 +
|This sequence will change as per your '''Excel data'''.  
  
−
|-
+
|-  
−
| 06:26
+
|06:36
−
|This sequence will change as per your '''Excel data'''.
+
| I will leave '''Indicators: '''and '''Term. Punctuation: '''as they are.  
  
−
|-
+
|-  
−
|06:30
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| 06:42
−
| I will leave '''Indicators: '''and '''Term. Punctuation: '''as they are.
+
| However, you may fill these fields as directed by the '''Koha MARC Tags.'''  
  
−
However, you may fill these fields as directed by the '''Koha MARC Tags.'''
+
|-
 +
| 06:49
 +
| Next is the check-box for '''Constant Data.'''  
  
−
|-
+
|-  
−
| 06:41
+
| 06:54
−
| Next is the check-box for '''Constant Data.'''
+
|Click this if you wish to '''map''' the same information  into the data field for each entry, in the delimited text document.
  
−
|-
+
|-  
−
| 06:44
+
| 07:04
−
|Click this if you wish to '''map''' the same information  into the data field for each entry, in the delimited text document.
+
| Click '''Repeatable subfield '''if you want to repeat the same '''subfield'''.  
  
−
|-
+
|-  
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| 06:55
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| 07:10
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| Click '''Repeatable subfield '''if you want to repeat the same '''subfield'''.
+
| Next, click on the button '''Add Argument.'''  
  
−
|-
+
On doing so, the value '''0 020$a 0 '''appears in the field under the section '''Arguments.'''  
−
| 07:01
+
−
| Next, click on the button '''Add Argument.'''
+
  
−
On doing so, the value '''0 020$a 0 '''appears in the field under the section '''Arguments.'''
+
|-  
−
 
+
| 07:25
−
|-
+
−
| 07:15
+
 
| Similarly, let’s map all the other '''fields'''.  
 
| Similarly, let’s map all the other '''fields'''.  
  
−
|-
+
|-  
−
| 07:19
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| 07:31
−
|Under the section '''Settings''', go to '''Select. '''From the drop- down, select '''Field 1. '''
+
|Under the section '''Settings''', go to '''Select. '''From the drop- down, select '''Field 1. '''  
  
−
|-
+
|-  
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| 07:27
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| 07:39
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| In the '''field''' for '''Map To, '''type:  '''080$a.'''
+
| In the '''field''' for '''Map To, '''type:  '''080$a.'''  
  
−
|-
+
|-  
−
| 07:32
+
| 07:46
−
| Now, click on the button''' Add Argument.'''
+
| Now, click on the button''' Add Argument.'''  
  
−
On doing so, the value '''1 080$a 0 '''appears in the field under the section '''Arguments.'''
+
On doing so, the value '''1 080$a 0 '''appears in the field under the section '''Arguments.'''  
  
−
|-
+
|-  
−
| 07:47
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| 08:01
−
| Under the tab '''Select, '''from the drop-down, select '''Field 2.'''
+
| Under the tab '''Select, '''from the drop-down, select '''Field 2.'''  
  
−
|-
+
|-  
−
| 07:53
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| 08:07
−
| In the field for '''Map To, '''type: '''100$a. '''
+
| In the field for '''Map To, '''type: '''100$a. '''  
  
−
|-
+
|-  
−
| 07:59
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| 08:13
−
|In the field for '''Indicators, '''type '''1.'''
+
|In the field for '''Indicators, '''type '''1.'''
 +
 +
|-
 +
| 08:17
 +
| Note that '''1 '''is the first indicator of '''tag 100''' and it represents the '''Surname '''for the '''subfield ‘a’.'''  
  
−
Note that '''1 '''is the first indicator of '''tag 100''' and it represents the '''Surname '''for the '''subfield ‘a’.'''
+
|-
 +
| 08:28
 +
| Likewise, complete the mapping of all the fields up to '''Field 13 '''as being shown in the drop-down under '''Select'''.  
  
−
|-
+
|-  
−
| 08:14
+
| 08:39
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| Likewise, complete the mapping of all the fields up to '''Field 13 '''as being shown in the drop-down under '''Select'''.
+
| Notice the up and down arrows adjacent to each field.  
  
−
|-
+
|-  
−
| 08:24
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| 08:44
−
| Notice the up and down arrows adjacent to each field.
+
|You may use these to change the sequence of the values that appear.  
  
−
|-
+
|-  
−
| 08:28
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| 08:50
−
|You may use these to change the sequence of the values that appear.
+
| Under the section '''Arguments, '''the''' Tags''' that are common with different '''sub-fields''' need to be joined.  
−
 
+
−
|-
+
−
| 08:34
+
−
| Under the section '''Arguments, '''the''' Tags''' that are common with different '''sub-fields''' need to be joined.
+
  
−
|-
+
|-  
−
| 08:41
+
| 08:58
 
|For that, do the following- Select common tags for example '''245$a''' and '''245$c'''.  
 
|For that, do the following- Select common tags for example '''245$a''' and '''245$c'''.  
  
−
|-
+
|-  
−
| 08:52
+
| 09:09
 
| Then right-click on common tags and from drop-down select '''Join Items.'''  
 
| Then right-click on common tags and from drop-down select '''Join Items.'''  
  
−
|-
+
|-  
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| 09:00
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| 09:17
−
| This will create a grouping of the fields that are with the same type.
+
| This will create a grouping of the fields that are with the same type.  
  
−
|-
+
|-  
−
| 09:05
+
| 09:23
−
| Note that the '''<nowiki>* </nowiki>'''(asterisk symbol) will appear before the selected '''Tags.'''
+
| Note that the '''<nowiki>* </nowiki>'''(asterisk symbol) will appear before the selected '''Tags.'''  
  
−
|-
+
|-  
−
| 09:10
+
| 09:29
−
|The '''<nowiki>* </nowiki>'''asterisk symbol indicates that the common '''tags''' are now joined.
+
|The '''<nowiki>* </nowiki>'''asterisk symbol indicates that the common '''tags''' are now joined.  
  
−
|-
+
|-  
−
| 09:16
+
| 09:35
−
| 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 fields provided for '''Arguments.'''
+
| 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 fields provided for '''Arguments.'''  
  
−
|-
+
|-  
−
| 09:34
+
| 09:52
−
|However, I have done mapping manually. So, I will not click '''Auto Generate''' option.
+
|However, I have done mapping manually. So, I will not click '''Auto Generate''' option.
 +
 +
|-
 +
| 09:59
 +
| Next we see four options.  
  
−
|-
+
|-  
−
| 09:41
+
| 10:02
−
| Next we see four options.
+
| First one is '''Save Template.'''
  
−
|-
+
|-  
−
| 09:44
+
| 10:06
−
| First one is '''Save Template.'''
+
−
 
+
−
|-
+
−
| 09:47
+
 
|  Use this if you want to save the same '''mapping''' for future use.  
 
|  Use this if you want to save the same '''mapping''' for future use.  
  
−
|-
+
|-  
−
| 09:52
+
| 10:12
−
| The '''saved template''' will be used if in case you face any problem with data conversion.
+
| The '''saved template''' will be used if in case you face any problem with data conversion.  
  
−
|-
+
|-  
−
|10:00
+
|10:20
−
| If we choose the option '''Save Template,''' then we will be prompted to give it a name and  specify the directory for saving it.
+
| 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
+
| 10:31
−
|It will get saved as '''.mrd file'''
+
|It will get saved as '''.mrd file'''  
  
−
|-
+
|-  
−
| 10:15
+
| 10:36
−
| Access this '''template '''in the future by clicking “'''Load Template” '''at the right side of the window.
+
| Access this '''template '''in the future by clicking “'''Load Template” '''at the right side of the window.  
  
−
|-
+
|-  
−
| 10:22
+
| 10:44
−
| Second option is '''Sort Fields.'''
+
| Second option is '''Sort Fields.'''  
  
−
|-
+
|-  
−
| 10:26
+
| 10:48
−
| Third option is''' Calculate common nonfiling data'''.
+
| Third option is''' Calculate common nonfiling data'''.  
  
−
|-
+
|-  
−
| 10:31
+
| 10:54
−
| Fourth option is''' 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.
+
Click here, if you have a header in the '''Excel sheet '''and if you need to ignore the headings.  
  
−
|-
+
|-  
−
| 10:41
+
| 11:05
−
| Among these, '''Sort Fields''' and '''Calculate common nonfiling data''' are auto-selected by '''MarcEdit 7.'''
+
| Among these, '''Sort Fields''' and '''Calculate common nonfiling data''' are auto-selected by '''MarcEdit 7.'''  
  
−
I will leave them as they are.
+
I will leave them as they are.  
  
−
|-
+
|-  
−
| 10:53
+
| 11:19
−
| Now, I will check the check-box for '''Save Template '''and''' Ignore Header Row.'''
+
| Now, I will check the check-box for '''Save Template '''and''' Ignore Header Row.'''  
  
−
|-
+
|-  
−
| 11:00
+
| 11:26
−
| Next, 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.  
  
−
|-
+
|-  
−
| 11:07
+
| 11:34
−
| On doing so, '''Save File '''window opens, prompting us to fill in the '''File name.'''
+
| On doing so, '''Save File '''window opens, prompting us to fill in the '''File name.'''  
  
−
|-
+
|-  
−
| 11:14
+
| 11:41
−
| On the same window, I will click on the '''Downloads '''folder, located at the left hand side.
+
| 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.'''
+
And, in the '''field''' for '''File name, '''I will type '''TestData.'''  
  
−
|-
+
|-  
−
| 11:27
+
| 11:54
−
| Now, click on '''Save '''button at the bottom of the page.
+
| Now, click on '''Save '''button at the bottom of the page.  
  
−
|-
+
|-  
−
|11:32
+
|11:59
−
| A pop-up window with the message: '''Process has been finished. Records saved to:'''
+
| A pop-up window with the message: '''Process has been finished. Records saved to:'''  
  
−
'''C:\Users\Spoken\Download\TestData.mrk '''opens.
+
'''C:\Users\Spoken\Download\TestData.mrk '''opens.  
  
−
|-
+
|-  
−
| 11:45
+
| 12:14
−
| Click on the '''Ok '''button at the bottom of this dialog-box.
+
| Click on the '''Ok '''button at the bottom of this dialog-box.  
  
−
|-
+
|-  
−
| 11:50
+
| 12:19
−
| With this,''' .mrk file '''has been successfully saved in the directed location which is the '''Downloads''' folder.
+
| With this,''' .mrk file '''has been successfully saved in the directed location which is the '''Downloads''' folder.  
  
−
|-
+
|-  
−
| 11:59
+
| 12:29
−
| A new page''' MarcEdit 7.0.250 By Terry Reese, '''opens.
+
| A new page''' MarcEdit 7.0.250 By Terry Reese, '''opens.  
  
−
Locate and click on the icon '''MarcEditor'''.
+
Locate and click on the icon '''MarcEditor'''.  
  
−
|-
+
|-  
−
| 12:11
+
| 12:42
−
| A new page '''MarcEditor''' opens.
+
| A new page '''MarcEditor''' opens.  
  
−
On the main '''Menu,''' click on '''File''' and from the drop- down select '''Open'''.
+
On the main '''Menu,''' click on '''File''' and from the drop- down select '''Open'''.  
  
−
|-
+
|-  
−
| 12:24
+
| 12:55
−
| A window '''Open File''' opens showing''' TestData.mrk '''file.
+
| A window '''Open File''' opens showing''' TestData.mrk '''file.
 +
 +
|-
 +
| 13:02
 +
| Click and select the '''TestData.mrk '''file.  
  
−
|-
+
It will show in the field for''' File name.'''  
−
| 12:30
+
−
| Click and select the '''TestData.mrk '''file.
+
  
−
It will show in the field for''' File name.'''
+
|-
 +
| 13:12
 +
| Now click on '''Open''' at the bottom of the window.
  
−
|-
+
|-  
−
| 12:39
+
| 13:16
−
| Now click on '''Open''' at the bottom of the window.
+
| Another window '''MarcEditor: TestData.mrk''' opens with all the details.  
  
−
|-
+
|-  
−
| 12:44
+
| 13:24
−
| Another window '''MarcEditor: TestData.mrk''' opens with all the details.
+
| On the same window, from the main menu, click on the '''File'''.  
  
−
|-
+
|-  
−
| 12:51
+
| 13:29
−
| On the same window, from the main menu, click on the '''File'''.
+
|Now, from the drop-down select '''Compile File into MARC.'''  
  
−
|-
+
|-  
−
| 12:56
+
| 13:35
−
|Now, from the drop-down select '''Compile File into MARC.'''
+
| Another new window '''Save File''' opens.
  
−
|-
+
Here, locate '''File Name: '''and type the appropriate name in the '''field'''.  
−
| 13:02
+
−
| Another new window '''Save File''' opens.
+
  
−
Here, locate '''File Name: '''and type the appropriate name in the '''field'''.
+
|-
 +
| 13:46
 +
|I will type '''TestData.'''  
  
−
|-
+
|-  
−
| 13:11
+
| 13:50
−
|I will type '''TestData.'''
+
| '''Koha, '''by default, selects '''MARC Files (*.mrc) '''in the field '''Save as type:'''.
  
−
|-
+
|-  
−
| 13:16
+
| 14:00
−
| '''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.  
 
| Now, click on the '''Save '''button located at the bottom of the window.  
  
−
|-
+
|-  
−
| 13:30
+
| 14:06
−
| Upon doing so, on the same window at the bottom, you will see '''5 records processed in 0.166228 seconds'''.
+
| Upon doing so, on the same window at the bottom, you will see '''5 records processed in 0.166228 seconds'''.  
  
−
|-
+
|-  
−
| 13:42
+
| 14:19
−
|This is because I imported only '''5 records'''. You will see a different number of '''records''' and processed time as per your data.
+
|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
+
| 14:29
−
| With this, we have converted '''Excel data '''of our library into''' Marc 21 format '''successfully.
+
| With this, we have converted '''Excel data '''of our library into''' Marc 21 format '''successfully.  
  
−
|-
+
|-  
−
| 14:00
+
| 14:37
−
|'''Marc 21 format '''is the standard format used in '''Koha''' for cataloging and importing data into '''Koha'''.
+
|'''Marc 21 format '''is the standard format used in '''Koha''' for cataloging and importing data into '''Koha'''.  
  
−
|-
+
|-  
−
| 14:09
+
| 14:46
−
| Now, close this window. To do so, go to the 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.  
  
−
|-
+
|-  
−
| 14:19
+
| 14:55
−
| Let us summarize. In this tutorial, we have learnt to- convert '''Excel data '''to''' Marc 21 format '''on a '''64-bit Windows '''machine.
+
| 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
+
| 15:08
−
| Assignment:
+
| Assignment:  
  
−
Prepare a list of 10 '''records''' in '''Excel''' and convert those records into '''MARC '''by using '''MarcEdit 7.'''
+
Prepare a list of 10 '''records''' in '''Excel''' and convert those records into '''MARC '''by using '''MarcEdit 7.'''  
  
−
|-
+
|-  
−
| 14:41
+
| 15:20
−
| The video at the following link summarizes the '''Spoken Tutorial project.'''
+
| The video at the following link summarizes the '''Spoken Tutorial project.'''  
  
−
Please download and watch it.
+
Please download and watch it.  
  
−
|-
+
|-  
−
|  14:47
+
|  15:27
−
|  The''' Spoken Tutorial Project''' team conducts workshops and gives certificates.
+
|  The''' Spoken Tutorial Project''' team conducts workshops and gives certificates.  
  
−
For more details, please write to us.
+
For more details, please write to us.  
  
−
|-
+
|-  
−
||14:55
+
||15:35
−
|| Please post your timed queries in this forum.
+
|| Please post your timed queries in this forum.  
  
−
|-
+
|-  
−
| 14:59
+
| 15:39
−
| '''Spoken Tutorial project''' is funded by '''NMEICT, MHRD''', Government of India.
+
| '''Spoken Tutorial project''' is funded by '''NMEICT, MHRD''', Government of India.  
  
−
More information on this mission is available at this link.
+
More information on this mission is available at this link.  
  
−
|-
+
|-  
−
| 15:09
+
| 15:50
−
| This is Bella Tony from '''IIT Bombay, '''signing off.
+
| This is Bella Tony from '''IIT Bombay, '''signing off.  
  
−
Thank you for joining.
+
Thank you for joining.  
  
 
|}
 
|}

Revision as of 14:34, 12 February 2019

Time Narration
00:01 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.

00:29 To follow this tutorial, learners should be familiar with Library Science.
00:35 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.
00:53 Earlier in the same series, we had installed MarcEdit 7 on the Desktop.
01:00 Open the same MarcEdit 7 by double-clicking on the icon.
01:07 A window named MarcEdit 7.0.250 By Terry Reese opens.
01:15 Locate and click on the tab Export Tab Delimited Text.
01:21 Under the Source File field, locate the icon for a folder.
01:27 The source file is an Excel file which we are converting into .mrk format.
01:34 Click on this icon for the Folder and browse for the Excel file in the field for File name.
01:42 Click on the drop-down adjacent to File name.
01:46 If you have Microsoft Excel 97/2000/XP/2003 (.xls) then choose the format Excel File(*.xls).
02:03 And if you have, Microsoft Excel 2007/2010/2013 XML(.xlsx) then choose the format Excel File(*.xlsx).
02:21 As I have the .(dot)xlsx file, I will select Excel XML File(*.xlsx).
02:32 Next, go to the left-side folders and select the folder where your Excel file is saved.
02:40 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.
02:55 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.

03:46 Now click on Save button at the bottom of the page.
03:51 The same window appears again.

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

04:06 Note that Excel Sheet Name: Sheet1 gets selected automatically by MarcEdit 7.

However, this sheet name is editable.

04:20 Under the Section Options, the check-box UTF-8 Encoded is selected by MarcEdit 7, by default.
04:32 Click on the Next button at the right side of the same window.
04:37 Again a new window, MarcEdit Delimited Text Translator opens.

The heading says Data Snapshot.

04:48 This window will have all the field details as per entries made in the Excel file.
04:55 We will see the Fields ranging from 0 to 8 and above with their corresponding values.
05:03 For example, Field 0 has a value of 978-3-319-47238-6 (ISBN) on my machine.
05:17 You may see a different value as per your Excel sheet.
05:22 Under the section DataSnapshot, locate the section Settings.
05:28 Go to the tab Select and from the drop-down select Field 0.
05:35 With this we will be doing the mapping of Excel data with Koha MARC Tags.
05:43 Remember, you can customize Map To: and Indicators.
05:49 However, it is important that the Fields and Subfield Codes are as per the Koha MARC Tag.
05:58 For more information on MARC Tags, visit the link of official Library of Congress site.
06:07 On the browser, type this URL and click on search.
06:15 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.

06:31 This sequence will change as per your Excel data.
06:36 I will leave Indicators: and Term. Punctuation: as they are.
06:42 However, you may fill these fields as directed by the Koha MARC Tags.
06:49 Next is the check-box for Constant Data.
06:54 Click this if you wish to map the same information into the data field for each entry, in the delimited text document.
07:04 Click Repeatable subfield if you want to repeat the same subfield.
07:10 Next, click on the button Add Argument.

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

07:25 Similarly, let’s map all the other fields.
07:31 Under the section Settings, go to Select. From the drop- down, select Field 1.
07:39 In the field for Map To, type: 080$a.
07:46 Now, click on the button Add Argument.

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

08:01 Under the tab Select, from the drop-down, select Field 2.
08:07 In the field for Map To, type: 100$a.
08:13 In the field for Indicators, type 1.
08:17 Note that 1 is the first indicator of tag 100 and it represents the Surname for the subfield ‘a’.
08:28 Likewise, complete the mapping of all the fields up to Field 13 as being shown in the drop-down under Select.
08:39 Notice the up and down arrows adjacent to each field.
08:44 You may use these to change the sequence of the values that appear.
08:50 Under the section Arguments, the Tags that are common with different sub-fields need to be joined.
08:58 For that, do the following- Select common tags for example 245$a and 245$c.
09:09 Then right-click on common tags and from drop-down select Join Items.
09:17 This will create a grouping of the fields that are with the same type.
09:23 Note that the * (asterisk symbol) will appear before the selected Tags.
09:29 The * asterisk symbol indicates that the common tags are now joined.
09:35 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 fields provided for Arguments.
09:52 However, I have done mapping manually. So, I will not click Auto Generate option.
09:59 Next we see four options.
10:02 First one is Save Template.
10:06 Use this if you want to save the same mapping for future use.
10:12 The saved template will be used if in case you face any problem with data conversion.
10:20 If we choose the option Save Template, then we will be prompted to give it a name and specify the directory for saving it.
10:31 It will get saved as .mrd file
10:36 Access this template in the future by clicking “Load Template” at the right side of the window.
10:44 Second option is Sort Fields.
10:48 Third option is Calculate common nonfiling data.
10:54 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.

11:05 Among these, Sort Fields and Calculate common nonfiling data are auto-selected by MarcEdit 7.

I will leave them as they are.

11:19 Now, I will check the check-box for Save Template and Ignore Header Row.
11:26 Next, locate and click on the tab Finish on the top right corner of the page.
11:34 On doing so, Save File window opens, prompting us to fill in the File name.
11:41 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.

11:54 Now, click on Save button at the bottom of the page.
11:59 A pop-up window with the message: Process has been finished. Records saved to:

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

12:14 Click on the Ok button at the bottom of this dialog-box.
12:19 With this, .mrk file has been successfully saved in the directed location which is the Downloads folder.
12:29 A new page MarcEdit 7.0.250 By Terry Reese, opens.

Locate and click on the icon MarcEditor.

12:42 A new page MarcEditor opens.

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

12:55 A window Open File opens showing TestData.mrk file.
13:02 Click and select the TestData.mrk file.

It will show in the field for File name.

13:12 Now click on Open at the bottom of the window.
13:16 Another window MarcEditor: TestData.mrk opens with all the details.
13:24 On the same window, from the main menu, click on the File.
13:29 Now, from the drop-down select Compile File into MARC.
13:35 Another new window Save File opens.

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

13:46 I will type TestData.
13:50 Koha, by default, selects MARC Files (*.mrc) in the field Save as type:.
14:00 Now, click on the Save button located at the bottom of the window.
14:06 Upon doing so, on the same window at the bottom, you will see 5 records processed in 0.166228 seconds.
14:19 This is because I imported only 5 records. You will see a different number of records and processed time as per your data.
14:29 With this, we have converted Excel data of our library into Marc 21 format successfully.
14:37 Marc 21 format is the standard format used in Koha for cataloging and importing data into Koha.
14:46 Now, close this window. To do so, go to the top right corner and click on the Close button.
14:55 Let us summarize. In this tutorial, we have learnt to- convert Excel data to Marc 21 format on a 64-bit Windows machine.
15:08 Assignment:

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

15:20 The video at the following link summarizes the Spoken Tutorial project.

Please download and watch it.

15:27 The Spoken Tutorial Project team conducts workshops and gives certificates.

For more details, please write to us.

15:35 Please post your timed queries in this forum.
15:39 Spoken Tutorial project is funded by NMEICT, MHRD, Government of India.

More information on this mission is available at this link.

15:50 This is Bella Tony from IIT Bombay, signing off.

Thank you for joining.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14

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