Exporting Items from Alma

There are two ways to export the shelf data: directly from the Alma display and from Analytics. 

 1) Alma display: 

   

 

 

 Select "Excel (current view) 

 

 Wait for Excel to finish downloading the data then open the file. 

 The columns that are needed are: 

 

 Title 

 Barcode 

 Item Call Number 

 Description 

 

 Delete the rest of the columns then save the file to S:\SCF Shelves for Archival Materials\YOUR NAME.  

 

 File name is RxxMxxSxx (ex. R11M11S04). 

 

 Do the steps for each shelf location. 

 One of the cons of using Alma display is having to delete columns in Excel, however, you can customize the column display to reduce the amount of columns to delete after exporting the data. 

 2) Analytics: 

 Click on "Analytics" 

 Click on "Access Analytics" under "Create Analysis" 

 When Analytics opens, click on Create > Analysis > Physical Items 

 Bibliographic Details > Title (Complete) 

 Physical Item Details > Barcode > Item Call Number > Lifecycle 

 Click on the wheel with spoke next to Item Call Number and select Filter 

 Go to the Operator field and select “begins with” 

 Go to the Value field and enter shelf locations as many as you want by using the RMS format: 

 R11M11S04;R11M12S02;R11M12S04 (semicolon is required, no space & the letter must be in caps) 

 Click on OK then on Results 

 Export the results 

 

 

 Select "Excel" 

 

 Wait for Excel to finish downloading the data then open the file. 

 Highlight all column by clicking on the green arrow: 

 

   

 Format > AutoFit Column Width 

 Click column D (Lifecycle), Sort & Filter > Sort Z to A > Expand the selection 

 Delete the rows with “Deleted” in column D. Then Delete column D. 

 Click column C, Sort & Filter > Sort Z to A > Expand the selection 

 Highlight 8 boxes (20 for clamshells, 40 for thin clamshells and so on) then cut. 

 File > New > Blank workbook then paste 

 Highlight all column by clicking on the green arrow then Format > AutoFit Column Width 

 Save the file to S:\SCF Shelves for Archival Materials\YOUR NAME. 

 

 

 File name is RxxMxxSxx (ex. R11M11S04). 

 

 Do the next 8, 20, etc. boxes until it’s gone.   Export more shelf data if needed and do the same steps.