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Handy Library Manager  for Windows

Help, how to topics > Auto-catalogue, Import > How to import library data from text or spreadsheet files?


You can import records from a text file where fields are delimited/separated by special characters (tab, comma, or another character). This topic explains how to import data from an excel table.

Importing from an excel table (method 1):

  1. Add a new row at the top of your table and enter field names that are used in Handy Library Manager. The row with field names will simplify the importing procedure. You will not have to define the import mapping.
  2. Save your excel table as a text tab delimited file (using tab as a delimiter is safe option, you don't have tab characters in the table content).
  3. In Handy Library Manager open Add Library Items window.
  4. Start import from text file procedure.
  5. Select the text tab delimited file (created in 2.)
  6. Select import options.
  7. Start import.
  8. Verify new items.
  9. Move new items to the library main catalog.

Importing from an excel table (method 2):
How to import data from excel using copy/paste commands?


Importing from an excel table (method 1):

  1. On the top of your excel table add one row and enter data field names that are used by Handy Library Manager.
  2. In this case the following names were entered into the corresponding columns: TITLE, AUTHOR, TYPE, PUBLISHER, PLACE, PUBLISHED, CATEGORY, LEVEL, FORMAT, PAGES, CALL, ISBN

Note:
The row with field names from Handy Library Manager will simplify the importing procedure. You will not have to define the import mapping.

At the end of this topic there is a table with data field names that you can enter into the first row of your spreadsheet.


  1. Save your excel table as a text tab delimited file.
  2. Click Save As, select Other Formats.

  1. In the Save As type box select Text (Tab delimited). Your file will be saved as a text file and data will be delimited by tab character.

  1. Enter your name into the File Name box. Click Save.

  1. Start Handy Library Manager, on the Add Items/Patron tab click Add Library Items.

  1. On the Add Items tab click Add Items From Text File.

  1. Click Select.
  2. Select the text file that you created in Excel.
  3. Content of the selected file is displayed in the Text File Contents box.
  4. Click Next.

  1. Under Fields Separated By select TABs.
  2. Under Fields Delimited By select Nothing.
  3. In the Import Fields section check First Line Contains Field Names.
  4. Click Preview On Screen, verify 3 imported records.
  5. Click Next.

  1. Click Start Import.

  1. Verify the number of records.
  2. Click Yes to continue.

  1. Verify if the number of imported records is correct.
  2. Click Close.

  1. New items are added into the LIBRARY_NEW table.
  2. Verify your items, add missing data.

When your items are ready for circulations move them to your LIBRARY main catalog.

If you want the program to generate unique barcode numbers for you, do not enter barcode values into the barcode field.


LIBRARY_NEW table:

field name

import allowed

ID -
DATE_ADDED -
TITLE YES
AUTHOR YES
TYPE YES
COAUTHORS YES
PUBLISHER YES
PUBLISHED YES
PLACE YES
SERIES YES
EDITION YES
CATEGORY YES
LEVEL YES
FORMAT YES
EDITOR YES
ILLUSTRATOR YES
PAGES YES
PHYSICAL YES
DEWEY YES
LCCN YES
ISBN YES
ISSN YES
UPC_EAN YES
SUBJECT1 YES
SUBJECT2 YES
SUBJECT3 YES
SUBJECTS YES
NOTES YES
SUMMARY YES
IMAGE YES
CUSTOM1 YES
CUSTOM2 YES
CUSTOM3 YES
CUSTOM4 YES
CUSTOM5 YES date
CUSTOM6 YES number
CUSTOM7 YES
CUSTOM8 YES
CUSTOM9 YES
BARCODE YES *b
CALL YES
VOLUME YES
LOAN_TYPE YES
COPY_NOTES YES
LOCATION YES
CONDITION YES
PURCHASED YES date
PRICE YES number
REPLACE_COST YES number
EVALUATED YES date
VALUE YES number
ACQUISITION YES date
ACQUISITIONNO YES
DONATEDBY YES
INMEMORYOF YES
DONATED YES date
PRINT -

BORROWERS_NEW table:

field name

import allowed

DATE_ADDED -
ID -
NAME YES
BARCODE YES *b
TYPE YES
STATUS -
EXPIRY YES date
ADDRESS1 YES
ADDRESS2 YES
CITY YES
STATE YES
ZIP YES
PHONE YES
CELL YES
SENDTXTMSG -
EMAIL YES
SENDEMAILS -
COMMENTS YES
PICTURE YES
NOTES YES
LASTEMAIL -
LASTTXTMSG -
CUSTOM1 YES
CUSTOM2 YES
CUSTOM3 YES
CUSTOM4 YES
CUSTOM5 YES date
CUSTOM6 YES date
CUSTOM7 YES number
CUSTOM8 YES number
CUSTOM9 YES
PRINT -

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