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

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.
06:24	I will enter 020$a in the Map To: field.
06:31	This sequence will change as per your Excel data.
06:36	I will leave Indicators: and Term. Punctuation: as they are.
06:42	However, you may fill these fields as directed by the Koha MARC Tags.
06:49	Next is the check-box for Constant Data.
06:54	Click this if you wish to map the same information into the data field for each entry, in the delimited text document.
07:04	Click Repeatable subfield if you want to repeat the same subfield.
07:10	Next, click on the button Add Argument.
07:15	On doing so, the value 0 020$a 0 appears in the field under the section Arguments.
07:25	Similarly, let’s map all the other fields.
07:30	Under the section Settings, go to Select. From the drop- down, select Field 1.
07:39	In the field for Map To, type: 080$a.
07:46	Now, click on the button Add Argument.
07:50	On doing so, the value 1 080$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.
10:58	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.
11:15	I will leave them as they are.
11:18	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.
11:48	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.
13:07	It will show in the field for File name.
13:11	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.
13:39	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.
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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