Creating new MRBC Flags (inventory) - smith-special-collections/sc-documentation GitHub Wiki

THESE INSTRUCTIONS SHOULD ONLY BE USED DURING THE MRBC INVENTORY PROJECT (2019-2020).

  1. Extract the necessary call numbers, barcodes, and titles from the catalog into an Excel file. Open the file and label the columns. An additional column must be added for the repository. A column noting location (i.e. Oversize or Flat) can also be added, as appropriate. Locations are based on the size and condition of material.

    • Name the columns in the Excel spreadsheet in this order:
      • Repository
      • Location
      • Call Number
      • Barcode

  2. Save the file once all data is entered.

  3. Open up the MRBC Book Flags (single).xlsx document (S:\LIB\Special Collections\Rarebook\Cataloguing and stacks\Cataloguing and shelf prep)

  4. Merge the data in the Excel file into the Word document.

    Before the document can be merged, Japanese needs to be added as an editing language. (You can add Japanese by going to the File tab, selecting “Options”, and then selecting “Language”. Click the “Add additional editing languages” drop down and select “Japanese”.)

  5. To merge the Excel list, click on “Select Recipients” under the Mailings tab. You will want to select “Use an existing list”. Find the document you updated earlier and click “Open”.

  6. The “Select table” box should only have one option available. Click “OK”.

    The appropriate fields should be present in the document, but if alterations need to be made or if the fields are not being recognized, add in the following manner:

    • Click the “Insert Merge Field” option under the Mailings tab and select the fields in this order:
      • Repository
      • Location (if applicable)
      • Call number
    • Once these fields are entered into the sheet, change the font to Calibri 11 pt.
    • To insert the barcode at the bottom, select “Insert Barcode Field”, then “Select a Field and a Barcode Type”.
      • For the field, select “barcode” and for the barcode type select “Code 128”.
      • Select the “Advanced” button on the bottom left. Make sure the “Show data” box is checked and the height is 0.7”.
      • All fields should be aligned to the left.

Example:

  1. Select “Preview Results” to check that the data will appear correctly on the flags.
  2. If the data appears to be formatted correctly, select “Finish & Merge”, then “Edit all documents”. Double check your work.
  3. Export the document as a PDF file. (File/Export/Create PDF)
  4. If needed, save the new document (usually called something like “Letters 1”), but DO NOT SAVE THE ORIGINAL BOOK FLAGS DOCUMENT. Leave it for the next user.
  5. When enough flags are created (a couple thousand or so), send them to the Administrative Assistant, so that she can send them to the printer with the following instructions:
    • Each page is 2.13” x 11” with a 0.25” margin on each side. Please print individual flags.

For re-flagging books, follow the re-flagging guidelines in the Google shared drive.