Knox College Library Policies and Procedures
Knox College Library Policies and Procedures
The purpose of this spreadsheet is to help ILL staff sort the ILDS delivery. Items on this spreadsheet that appear with an ILDS code are Tipasa loan items being sent from Illinois libraries via the delivery system. As ILDS bags are opened, watch for bag labels containing the ILDS codes listed on the spreadsheet. If the label from the purple bag has a three letter ILDS code in the From field that matches the ILDS code on the spreadsheet, check the contents for the title listed. If the item is found, place on the Tipasa Borrowing Loan Receives shelf and place a check mark in the “Received?” column on the spreadsheet.
This spreadsheet should be prepared Monday, Wednesday, and Friday mornings.
___Log into Tipasa. From the Tipasa homepage, in the Quick Links box, click on the “In Transit” queue under Borrowing.
___Click “Export All” in the top right corner
___Open the downloaded Excel file.
___Delete the row(s) with copy requests, if any, by clicking on the numbered row that contains it, right click and delete. In the column called “SERVICETYPE” you can see which requests are loans and which are copies.
___Delete all text from column A. In cell A1, type “Received?”
___Delete unnecessary columns. For now, keep the columns called “Received?,” “REQUESTID,” “SUPPLIERNAME,” “BIBTITLE,” “RETURNVIA,” and “RETURNTOREGION.”
___In the column “RETURNVIA,” fill out either the supplying library’s ILDS code or “zMail, State.” The purpose for placing Z at the beginning of Mail, State is to aid in sorting. All Mail requests will be sorted to the bottom of the list.
To obtain this information, look for ILDS codes already listed in the “RETURNVIA” column and the states listed in the “RETURNTOREGION” column.
If an Illinois library’s ILDS code is not present in the “RETURNVIA” column, go back to Tipasa and enter the request ID into the search. Once in the request, scroll down to the “Lending Information” section and look for the code there.
For example: 
___Rename the “RETURNVIA” column to “ILDS or Mail.”
___Delete the “RETURNTOREGION” column by clicking on the lettered column that contains it, right click and delete.
___Sort spreadsheet by “ILDS or Mail” column.
Select all cells that contain data and right click
Select “Sort” then “Custom sort”
Select Sort by “ILDS or Mail” then click “OK.”
___Format the sheet to make it look nice and readable.
Fix the column names.
“REQUESTID” becomes “Request ID”
”SUPPLIERNAME” becomes “Lending Library”
”BIBTITLE” becomes “Title”
Move the “Lending Library” column to be next to the “ILDS or Mail” column.
Click the “Lending Library” column, right click and cut.
Right click the “ILDS or Mail” column, insert cut cells.
Select all cells with data, click the Borders button in the Home tab and click “All Borders”
Change the color of the cells in the top row to a light gray color.
Change the page margins and orientation
Click the Page Layout tab
Click Margins>Narrow
Click Orientation>Landscape
This will display dotted lines that show you where the page ends when it is printed.
Change the font size to at least 14.
Adjust the width and height of columns and rows so the information displays in a readable way.
Keep everything within the dotted lines.
Wrap Text in the cells if necessary.
Go to the “Insert” tab, then click “Header & Footer.” In the Header, type “Tipasa Borrowing Loan Requests Shipped Month-Day-Year.” Change the font size to at least 14.
___Your final sheet should look something like this:
___Print the sheet and close the file without saving. Open the downloads folder and delete the file.
___Clip the new sheet to the wall in the delivery processing area. Recycle the old sheet.
