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

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{| border=1  
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{| border=1
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|Time  
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|Time
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|Narration  
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|Narration
  
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|-  
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|-
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| 00:01
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| 00:02
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|Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.'''  
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|Welcome to the '''Spoken Tutorial '''on conversion of''' Excel data '''to''' Marc 21 format.'''
  
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|-  
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|-
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| 00:09  
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| 00:09
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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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|In this tutorial, we will learn to convert '''Excel data '''to''' Marc 21 format '''on a '''64-bit Windows '''machine.
  
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|-  
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|-
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| 00:19  
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| 00:19
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|To record this tutorial, I am using: '''Windows 10 Pro''' and   
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|To record this tutorial, I am using:
 +
'''Windows 10 Pro''' and   
 +
'''Firefox web browser.'''
  
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'''Firefox web browser.'''
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|-
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| 00:27
 +
|To follow this tutorial, learners should be familiar with Library Science.
  
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|-  
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|-
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| 00:29
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|00:34
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|To follow this tutorial, learners should be familiar with Library Science.
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|Before moving ahead, please ensure that you have the following on your machine-
  
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|-
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'''Windows 10, 8 '''or''' 7''',
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|00:35
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|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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|-
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| 00:45
 +
| any web browser. For eg: '''Internet Explorer, Firefox''' or '''Google Chrome.'''
  
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|-  
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|-
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| 00:45
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| 00:54
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| Any web browser. For eg: '''Internet Explorer, Firefox''' or '''Google Chrome.'''  
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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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|-
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| 00:53
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| 01:01
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| Earlier in the same series, we had installed '''MarcEdit 7 '''on the '''Desktop.'''
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| Open the same '''MarcEdit 7 '''by double-clicking on the icon.
  
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|-  
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|-
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| 01:00
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| 01:07
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| Open the same '''MarcEdit 7 '''by double-clicking on the icon.  
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| A window named '''MarcEdit 7.0.250 By Terry Reese '''opens.
  
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|-  
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|-
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| 01:07
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| 01:16
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| A window named '''MarcEdit 7.0.250 By Terry Reese '''opens.
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| Locate and click on the tab '''Export Tab Delimited Text.'''
  
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|-  
+
|-
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| 01:15
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| 01:21
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| Locate and click on the tab '''Export Tab Delimited Text.'''  
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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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| 01:21
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| 01:29
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| Under the '''Source File''' field, locate the icon for a '''folder.'''  
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|The '''source file''' is an '''Excel file''' which we are converting into '''.mrk''' format.
  
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|-  
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|-
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| 01:27
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| 01:36
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|The '''source file''' is an '''Excel file''' which we are converting into '''.mrk''' format.  
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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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|-  
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|-
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| 01:34
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| 01:45
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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 the drop-down adjacent to '''File name.'''
  
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|-  
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|-
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| 01:42
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| 01:49
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| Click on the drop-down adjacent to '''File name.'''  
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| 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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|-
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| 01:46
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|02:05
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| If you have''' Microsoft Excel 97/2000/XP/2003 (.xls) '''then choose the format '''Excel File(*.xls).'''  
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| And if you have, '''Microsoft Excel 2007/2010/2013 XML(.xlsx) '''then choose the format '''Excel File(*.xlsx).'''
  
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|-  
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|-
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|02:03
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| 02:23
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| And if you have, '''Microsoft Excel 2007/2010/2013 XML(.xlsx) '''then choose the format '''Excel File(*.xlsx).'''  
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| As I have the '''.(dot)xlsx ''' file, I will select '''Excel XML File(*.xlsx).'''
  
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|-  
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|-
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| 02:21
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| 02:33
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| As I have the '''.(dot)xlsx ''' file, I will select '''Excel XML File(*.xlsx).'''
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| 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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|-
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| 02:32
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| 02:41
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| Next, go to the left-side folders and select the folder where your '''Excel file '''is saved.  
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|I have selected '''Downloads '''because that’s where I saved my '''Excel file'''.
  
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|-  
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|-
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| 02:40
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| 02:47
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|I have selected '''Downloads '''because that’s where I saved my '''Excel file'''.
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| So, from the '''Downloads''' folder, I have selected '''TestData.xlsx.'''
  
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|-  
+
|-
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| 02:47
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| 02:54
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| So, from the '''Downloads''' folder, I have selected '''TestData.xlsx.'''  
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| When the file '''TestData.xlsx '''is selected, it appears in the '''File name''' field.
  
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|-  
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|-
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| 02:55
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| 03:04
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| When the file '''TestData.xlsx '''is selected, it appears in the '''File name''' field.  
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| Now, click on the '''Open '''button at the bottom of the window.
  
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|-  
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|-
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| 03:04
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| 03:09
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| Now, click on the '''Open '''button at the bottom of the window.  
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| The same window re-opens with the '''Source File '''as '''C:\Users\spoken\Downloads\TestData.xlsx'''.
  
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|-  
+
|-
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| 03:09
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| 03:21
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| The same window re-opens with the '''Source File '''as  '''C:\Users\spoken\Downloads\TestData.xlsx'''.
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| Now, click on the folder icon adjacent to the '''Output File.'''
  
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|-  
+
|-
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| 03:21
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| 03:27
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| Now, click on the folder icon adjacent to the '''Output File.'''  
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| On doing so, '''Save File '''window opens prompting us to fill in the '''File name.'''
  
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|-  
+
|-
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| 03:27
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| 03:34
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| On doing so, '''Save File '''window opens prompting us to fill in the '''File name.'''
+
| On the same window, I will click on the '''Downloads '''folder located at the left hand side.
  
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|-
+
And, type the '''File name: '''as '''TestData'''.
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| 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.
  
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|-  
+
|-
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| 03:46
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| 03:50
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|Now click on '''Save '''button at the bottom of the page.  
+
| The same window appears again.
  
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|-
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The '''Output file''' field shows: '''C:\Users\spoken\Downloads\TestData.mrk'''.
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| 03:51
+
−
| 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.
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| 04:06
+
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| 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.
  
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|-  
+
|-
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| 04:20
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| 04:31
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| Under the Section '''Options,''' the check-box''' UTF-8 Encoded''' is selected by '''MarcEdit 7, '''by default.  
+
| Click on the '''Next '''button at the right side of the same window.
  
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|-  
+
|-
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| 04:32
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| 04:36
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| Click on the '''Next '''button at the right side of the same window.  
+
| Again a new window, '''MarcEdit Delimited Text Translator '''opens.
  
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|-
+
The heading says '''Data Snapshot.'''
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| 04:37
+
−
| 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.'''
  
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|-  
+
|-
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| 04:48
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| 04:53
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| This window will have all the '''field''' details as per entries made in the '''Excel file.'''  
+
| We will see the '''Fields''' ranging from '''0 '''to''' 8''' and above with their corresponding values.
  
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|-
+
|-
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| 04:55
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| 05:02
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| 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.
−
+
−
|-  
+
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| 05:03
+
−
| For example, '''Field 0 '''has a value of '''978-3-319-47238-6 (ISBN)''' on my machine.  
+
  
−
|-  
+
|-
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| 05:17
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| 05:15
−
| You may see a different value as per your '''Excel sheet.'''  
+
| You may see a different value as per your '''Excel sheet.'''
  
−
|-  
+
|-
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| 05:22
+
| 05:21
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| Under the section''' DataSnapshot, '''locate the section '''Settings.'''  
+
| Under the section''' DataSnapshot, '''locate the section '''Settings.'''
  
−
|-  
+
|-
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| 05:28
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| 05:26
−
|Go to the tab '''Select '''and from the drop-down select '''Field 0.'''  
+
|Go to the tab '''Select '''and from the drop-down select '''Field 0.'''
  
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|-  
+
|-
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| 05:35
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| 05:34
−
|With this we will be doing the '''mapping''' of '''Excel data''' with '''Koha MARC Tags.'''  
+
|With this we will be doing the '''mapping''' of '''Excel data''' with '''Koha MARC Tags.'''
  
−
|-  
+
|-
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| 05:43
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| 05:41
−
| Remember, you can customize '''Map To: '''and '''Indicators.'''  
+
| Remember, you can customize '''Map To: '''and '''Indicators.'''
  
−
|-  
+
|-
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| 05:49
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| 05:46
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|However, it is important that the '''Fields '''and '''Subfield Codes '''are as per the '''Koha MARC Tag.'''  
+
|However, it is important that the '''Fields '''and '''Subfield Codes '''are as per the '''Koha MARC Tag.'''
  
−
|-  
+
|-
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| 05:58
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| 05:55
−
|For more information on '''MARC Tags, '''visit the link of official '''Library of Congress''' site.  
+
|For more information on '''MARC Tags, '''visit the link of official '''Library of Congress''' site.
  
−
|-  
+
|-
−
| 06:07
+
| 06:05
−
|On the browser, type this URL and click on '''search'''.  
+
|On the browser, type this URL and click on '''search'''.
  
−
|-  
+
|-
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| 06:15
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| 06:12
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| Recall that '''Map To: '''values entered in the field are referred from an earlier tutorial in this series.  
+
| Recall that '''Map To: '''values entered in the field are referred from an earlier tutorial in this series.
  
−
So, I will enter '''020$a '''in the '''Map To:''' field.  
+
So, I will enter '''020$a '''in the '''Map To:''' field.
  
−
|-  
+
|-
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| 06:31
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| 06:26
−
|This sequence will change as per your '''Excel data'''.  
+
|This sequence will change as per your '''Excel data'''.
  
−
|-  
+
|-
−
|06:36
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|06:30
−
| I will leave '''Indicators: '''and '''Term. Punctuation: '''as they are.  
+
| I will leave '''Indicators: '''and '''Term. Punctuation: '''as they are.
  
−
|-
+
However, you may fill these fields as directed by the '''Koha MARC Tags.'''
−
| 06:42
+
−
| However, you may fill these fields as directed by the '''Koha MARC Tags.'''  
+
  
−
|-  
+
|-
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| 06:49
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| 06:41
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| Next is the check-box for '''Constant Data.'''  
+
| Next is the check-box for '''Constant Data.'''
  
−
|-  
+
|-
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| 06:54
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| 06:44
−
|Click this if you wish to '''map''' the same information  into the data field for each entry, in the delimited text document.  
+
|Click this if you wish to '''map''' the same information  into the data field for each entry, in the delimited text document.
  
−
|-  
+
|-
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| 07:04
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| 06:55
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| Click '''Repeatable subfield '''if you want to repeat the same '''subfield'''.  
+
| Click '''Repeatable subfield '''if you want to repeat the same '''subfield'''.
  
−
|-  
+
|-
−
| 07:10
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| 07:01
−
| Next, click on the button '''Add Argument.'''  
+
| Next, click on the button '''Add Argument.'''
  
−
On doing so, the value '''0 020$a 0 '''appears in the field under the section '''Arguments.'''  
+
On doing so, the value '''0 020$a 0 '''appears in the field under the section '''Arguments.'''
  
−
|-  
+
|-
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| 07:25
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| 07:15
 
| Similarly, let’s map all the other '''fields'''.  
 
| Similarly, let’s map all the other '''fields'''.  
  
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|-  
+
|-
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| 07:31
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| 07:19
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|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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|-  
+
|-
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| 07:39
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| 07:27
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| In the '''field''' for '''Map To, '''type:  '''080$a.'''  
+
| In the '''field''' for '''Map To, '''type:  '''080$a.'''
  
−
|-  
+
|-
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| 07:46
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| 07:32
−
| 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.'''
  
−
|-  
+
|-
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| 08:01
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| 07:47
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| Under the tab '''Select, '''from the drop-down, select '''Field 2.'''  
+
| Under the tab '''Select, '''from the drop-down, select '''Field 2.'''
  
−
|-  
+
|-
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| 08:07  
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| 07:53
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| In the field for '''Map To, '''type: '''100$a. '''  
+
| In the field for '''Map To, '''type: '''100$a. '''
  
−
|-  
+
|-
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| 08:13
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| 07:59
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|In the field for '''Indicators, '''type '''1.'''
+
|In the field for '''Indicators, '''type '''1.'''
−
+
−
|-
+
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| 08:17
+
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| 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'''.  
+
  
−
|-  
+
|-
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| 08:39
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| 08:14
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| Notice the up and down arrows adjacent to each field.  
+
| Likewise, complete the mapping of all the fields up to '''Field 13 '''as being shown in the drop-down under '''Select'''.
  
−
|-  
+
|-
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| 08:44
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| 08:24
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|You may use these to change the sequence of the values that appear.  
+
| 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.
  
−
|-  
+
|-
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| 08:50
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| 08:34
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| Under the section '''Arguments, '''the''' Tags''' that are common with different '''sub-fields''' need to be joined.  
+
| Under the section '''Arguments, '''the''' Tags''' that are common with different '''sub-fields''' need to be joined.
  
−
|-  
+
|-
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| 08:58
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| 08:41
 
|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'''.  
  
−
|-  
+
|-
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| 09:09
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| 08:52
 
| 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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| 09:17
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| 09:00
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| 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.
  
−
|-  
+
|-
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| 09:23
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| 09:05
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| 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.'''
  
−
|-  
+
|-
−
| 09:29
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| 09:10
−
|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.
  
−
|-  
+
|-
−
| 09:35
+
| 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 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.'''
  
−
|-  
+
|-
−
| 09:52
+
| 09:34
−
|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.  
+
  
−
|-  
+
|-
−
| 10:02
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| 09:41
−
| First one is '''Save Template.'''
+
| Next we see four options.
  
−
|-  
+
|-
−
| 10:06
+
| 09:44
 +
| 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.  
  
−
|-  
+
|-
−
| 10:12
+
| 09:52
−
| 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.
  
−
|-  
+
|-
−
|10:20
+
|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.  
+
| 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
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| 10:10
−
|It will get saved as '''.mrd file'''  
+
|It will get saved as '''.mrd file'''
  
−
|-  
+
|-
−
| 10:36
+
| 10:15
−
| 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.
  
−
|-  
+
|-
−
| 10:44
+
| 10:22
−
| Second option is '''Sort Fields.'''  
+
| Second option is '''Sort Fields.'''
  
−
|-  
+
|-
−
| 10:48
+
| 10:26
−
| Third option is''' Calculate common nonfiling data'''.  
+
| Third option is''' Calculate common nonfiling data'''.
  
−
|-  
+
|-
−
| 10:54
+
| 10:31
−
| 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.
  
−
|-  
+
|-
−
| 11:05
+
| 10:41
−
| 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.
  
−
|-  
+
|-
−
| 11:19
+
| 10:53
−
| 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.'''
  
−
|-  
+
|-
−
| 11:26
+
| 11:00
−
| 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.
  
−
|-  
+
|-
−
| 11:34
+
| 11:07
−
| 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.'''
  
−
|-  
+
|-
−
| 11:41
+
| 11:14
−
| 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.'''
  
−
|-  
+
|-
−
| 11:54
+
| 11:27
−
| Now, click on '''Save '''button at the bottom of the page.  
+
| Now, click on '''Save '''button at the bottom of the page.
  
−
|-  
+
|-
−
|11:59
+
|11:32
−
| 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.
  
−
|-  
+
|-
−
| 12:14
+
| 11:45
−
| Click on the '''Ok '''button at the bottom of this dialog-box.  
+
| Click on the '''Ok '''button at the bottom of this dialog-box.
  
−
|-  
+
|-
−
| 12:19
+
| 11:50
−
| 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.
  
−
|-  
+
|-
−
| 12:29
+
| 11:59
−
| 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'''.
  
−
|-  
+
|-
−
| 12:42
+
| 12:11
−
| 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'''.
  
−
|-  
+
|-
−
| 12:55
+
| 12:24
−
| 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.
+
  
−
|-  
+
|-
−
| 13:16
+
| 12:39
−
| Another window '''MarcEditor: TestData.mrk''' opens with all the details.  
+
| Now click on '''Open''' at the bottom of the window.
  
−
|-  
+
|-
−
| 13:24
+
| 12:44
−
| On the same window, from the main menu, click on the '''File'''.  
+
| Another window '''MarcEditor: TestData.mrk''' opens with all the details.
  
−
|-  
+
|-
−
| 13:29
+
| 12:51
−
|Now, from the drop-down select '''Compile File into MARC.'''  
+
| On the same window, from the main menu, click on the '''File'''.
  
−
|-  
+
|-
−
| 13:35
+
| 12:56
−
| Another new window '''Save File''' opens.
+
|Now, from the drop-down select '''Compile File into MARC.'''
  
−
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.'''  
+
  
−
|-  
+
|-
−
| 13:50
+
| 13:11
−
| '''Koha, '''by default, selects '''MARC Files (*.mrc) '''in the field '''Save as type:'''.
+
|I will type '''TestData.'''
  
−
|-  
+
|-
−
| 14:00
+
| 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.  
 
| Now, click on the '''Save '''button located at the bottom of the window.  
  
−
|-  
+
|-
−
| 14:06
+
| 13:30
−
| 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'''.
  
−
|-  
+
|-
−
| 14:19
+
| 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.  
+
|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
+
| 13:52
−
| 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.
  
−
|-  
+
|-
−
| 14:37
+
| 14:00
−
|'''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'''.
  
−
|-  
+
|-
−
| 14:46
+
| 14:09
−
| 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.
  
−
|-  
+
|-
−
| 14:55
+
| 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.  
+
| 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
+
| 14:30
−
| 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.'''
  
−
|-  
+
|-
−
| 15:20
+
| 14:41
−
| 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.
  
−
|-  
+
|-
−
|  15:27
+
|  14:47
−
|  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.
  
−
|-  
+
|-
−
||15:35
+
||14:55
−
|| Please post your timed queries in this forum.  
+
|| Please post your timed queries in this forum.
  
−
|-  
+
|-
−
| 15:39
+
| 14:59
−
| '''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.
  
−
|-  
+
|-
−
| 15:50
+
| 15:09
−
| 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 18:19, 11 February 2019

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 data field 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 the fields up to 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 sub-fields 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 * (asterisk symbol) will appear before the selected Tags.
09:10 The * 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 fields 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 the 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.

Contributors and Content Editors

Nancyvarkey, PoojaMoolya, Pratik kamble, Sandhya.np14

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