Services menu ; Retrieve Catalog Records ; Print Catalog Records – Columnar Format (print-08)

1. In cataloging module in the 01 Library, go to Services menu; choose “Retrieve Catalog Records” by highlighting it; then choose “Retrieve Catalog Records (ret-01)

2. Name the output file (perhaps fiscal_year_xx) ; Tag – including indicators (541##) ; Subfield (d) ; “From” text (YYYY0000 meaning a year like 20110000) ; “To” text (YYYY9999 meaning a year like 20129999) ; Item date from, use the date for the beginning of the fiscal year (07/01/YYYY like 07/01/2011) ; Item date to, use the date for the end of the fiscal year (06/30/YYYY like 06/30/2012) ; hit submit ; make sure that Add to History is checked and that Read From/Print to ADM is unchecked

3. Go to the (what previously was called the task manager) tab menu on the far left and choose the tab that has the cup with pencils or pens sticking out of it ; then choose [A] Batch log and see how your service/process/report is doing ; look to the Status column, whether “running” or “success” ; your process name is p_ret_01 ; ret equals retrieve, retrieves usually do not show up in the file list, they must go through a “print” process first ; when your status is Success go back to the Services menu

4. Services menu ; Retrieve Catalog Records ; Print Catalog Records – Columnar Format (print-08)

5. The name of the input file is the name you chose for the output file from your retrieve ; choose any name you want for your print output file ; choose the report format by clicking on the down arrow triangle on the right ; the one I chose here I think works best when you need to count the cells of the Excel spreadsheet and/or sort ; many of the other formats present information that is usually more than one “thing” and thus the cells are split resulting in a Excel file that is difficult to count and impossible to sort ; hit Submit

6. Go back to the “cup with pencils”/task manager tab and choose [A] Batch Log to see how your print “process” is doing (print processes usually don’t take as much time as retrieves) ; identify your print process by the “p_print_08” ; once your print is finished meaning Status Success ; then choose [J] File List from the menu on the left

7. Notice your print file name on the lower half of the File List which is the Remote Name ; highlight your file by clicking on it and then click on the up arrow triangle

8. The “Copy Remote File to Local Directory” dialogue box will appear ; click OK and print file will then appear in the upper part of the file list screen known as the Local Name area

9. Highlight your file by clicking on it ; then choose Print but first check to see that Print Preview is selected

10. Which is located on the bottom left of the Remote file area

11. Open an Excel spreadsheet and minimize ; hit print once back in Aleph Task manager/cup with pencils File List area ; the Print Preview dialogue box will appear ; click inside the dialogue box ; Ctrl-A for select all (wait a little if the file is large) ; Ctrl-C for copy (again wait a bit) ; then open Excel spreadsheet ; click on first box and Ctrl-V for paste

12. Go to end of spreadsheet to find the number ; no need to save unless a list is needed