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Using Excel for Archival Lists

 

Workshops for Archivists

These workshops are run at the University of Oxford, IT Learning Centre, Oxford OX2 6NN.
To book on to one of these workshops, please contact us.

If you are not a member of the University of  Oxford, the cost of each session is £165 (including refreshments and lunch). Discounts are available for members of other academic institutions.

Members of the University of Oxford should book through our online course booking system (CoSy).

Spreadsheets: Archival lists and text

Wednesday 27 February 2019  10:00 - 16:15 (Some availability)
Monday 20 May 2019, 10.00-16.15 (New)
 

This one-day workshop will use genuine archive lists to explore the features available in Excel which are useful to archivists and others. It aims to increase participants' confidence in using MS Excel for listing and cataloguing archives, including box listing and preparing catalogues for export into Calm or other systems, although we will not cover the actual import/export of data. There will be plenty of opportunity for hands-on practice and sharing experiences of using Excel for listing and cataloguing. See objectives below for more details of actual content.

Intended Audience

This course is primarily aimed at archivists and those with cataloguing responsibilities.

Format

Presentation with practical exercises

Taught Using

Windows; MS Excel 2013

What you will need

Computer and software are provided. There is limited space for any device you use for note-taking.

Objectives

  • Become familiar with Excel
  • Work with text
  • Understand data entry techniques
  • Explore functions and formulas
  • Use filtering and sorting

Pre-requisites

We will assume that you know how to find your way around a spreadsheet and edit data.

 

Spreadsheets: Improving and migrating archival data

Thursday 28 February 2019 10:-16:15 (Some availability)
Tuesday 21 May 2019, 10:00-16:15 (New)

This workshop covers two themes, Data Improvement and Data Migration, using genuine archive lists to explore the Excel features most valuable to archivists and others. The Data Cleaning theme covers Excel techniques for transforming and improving data to make it more consistent or to prepare it for migration into another system. Topics include conditional formulas, combining formulas, and removing duplicate records. The Data Migration theme includes discussions on how data migrations work and planning a data migration project, exploration of how to structure data in Excel to enable successful migration to specific archive catalogue systems. It includes practising some basic migration techniques.

Intended Audience

Aimed primarily at archivists and those responsible for archive lists and catalogues who have previously attended Spreadsheets: Archival lists and text

Format

Presentation with practical exercises

Taught Using

Windows; MS Excel 2013

What you will need

Computer and software are provided. There is limited space for any device you use for note-taking.

Objectives

  • Prepare data for migration to other systems
  • Understand XML, EAD and character separated values
  • Plan a data migration project
  • Explore data improvement techniques
  • Understand relative and absolute cell references
  • Use conditional formulas, combined formulas and lookup lists

Pre-requisites

Either previous attendance at any level 1 Excel for Archivists Workshop [including Spreadsheets: Archival lists and text]. Or familiarity with and understanding of the following within Excel: data filters; sorting data using multiple criteria; data types (number formats); using simple functions and formulas.

 

Written by IT Services. Latest revision 18 December 2018