USING METALIB Metasearch system for searching electronic resources

Transcription

1 USING METALIB Metasearch system for searching electronic resources Library and Information Centre, University of Nicosia Library Tel: Version: November 2012 (GC, KP)

2 CONTENTS 1 Accessing MetaLib Searching for references Quick Search Simple Quick Search Advanced Quick Search MetaSearch Simple MetaSearch Advanced MetaSearch Saving & retrieving searches and alerts Search results Results table Table views Reorganise Results table Refining results Retrieving more results Obtaining bibliographic details and locating full text Saving references Databases Searching for a database Creating Quick Sets e-journals Searching for & saving e-journals

3 Using MetaLib MetaLib is a metasearch system that simultaneously searches University of Nicosia (UNic) databases and displays the results simultaneously on a single screen. 1 ACCESSING METALIB MetaLib can be accessed through the University Library s website: by clicking on the MetaLib logo. MetaLib opens at the Quick Search page. It is a good idea to log-in first as it gives you access to more tools, e.g. saving your search terms, saving the results of your searches, creating your own Quick sets (i.e. groups of databases of your choice). NOTE: YOU NEED TO BE REGISTERED WITH THE LIBRARY TO LOG-IN NOTE: WHEN INACTIVE METALIB TIMES-OUT AFTER 15 MINUTES To log-in click on the Log-in link in the top right hand corner of the screen. You will be taken to the log-in page whereby the Name and Password will both be your Student ID number (for students) or Library number (for staff). Once logged-in you are taken back to the quick search page. Type student ID or Library Number in both boxes 3

4 2 SEARCHING FOR REFERENCES You can search multiple databases in parallel using the QuickSearch and MetaSearch functions. 2.1 QUICK SEARCH Quick search is a quick and easy way to search multiple databases. Enter a key word or phrase and then select a Quick Set (subject area in which relevant databases are grouped). Quick search offers two search options: 1) Simple search, and 2) Advanced search Simple Quick Search Quick search is the first screen you see when you enter MetaLib. To perform a simple search, type a key word or phrase in the box provided and then click on the Quick Set s (subject area) radio-button. Then click on GO. 1) Type in keyword/ phrase 3) Click GO 2) Select Quick set (Subject area) If you are unsure which Quick set to select click on the name and a window will appear listing all the databases within that Quick set. If you click on it will give you a more detailed description of the database. Note: see section 3 for how to get RESULTS 4

5 2.1.2 Advanced Quick Search The Advanced Search provides more options, e.g. to search title, subject, author or other fields or use Boolean operators (see table below) for more specific searches. Boolean Operators AND OR NOT Description Results must include both search terms Results can include either or both of the search terms Results must include the first but EXCLUDE the second search term To perform an Advanced search click on Quick search in the main menu and then on the Advanced tab. Follow the steps 1-5 on the diagram. 2) Type keyword/phrase 1) Select field: 3) Select Boolean operator 5) Click Go 4) Select Quick set Note: see section 3 for how to get RESULTS 2.2 METASEARCH MetaSearch follows the same procedure as Quick search but it gives you the option of choosing the databases to be searched. Choose the Quick Set and select, by tick-marking, either all or some of the databases you wish to search Simple MetaSearch Follow steps 1-4 to perform a simple search. 2) Type keyword/phrase 1) Select Quick set 3) Tick-mark databases to be searched 4) Click Go Note: see section 3 for how to get RESULTS 5

6 2.2.2 Advanced MetaSearch The Advanced search in MetaSearch works the same way as the MetaSearch Simple but it also allows you to specify the fields to be searched along with Boolean operators (AND, OR, NOT). Boolean Operators AND OR NOT Description Results must include both search terms Results can include either or both of the search terms Results must include the first but EXCLUDE the second search term To perform an Advanced MetaSearch click on MetaSearch on the main menu and then click on the Advanced tab under the MetaSearch title. Then follow steps 1 7 in the diagram below. 2) Select Field 3) Type keyword/phrase 1) Select Quick set 5) Type 2 nd keyword/phrase 4) Select Boolean operator 7) Click Go 6) Tick-mark databases to be searched Note: see section 3 for how to get RESULTS Saving & retrieving searches and alerts Each time you perform a search within MetaLib the search term and the databases searched are temporarily saved in Previous Searches. To permanently save your searches you need to be logged-in. Click on MetaSearch in the main menu then click on Previous searches in MetaSearch s sub-menu. This will list all the searches you have performed in your current session in MetaLib. 1) Log-in 2) Click on MetaSearch 3) Click on Previous searches 6

7 You can save each of your searches by clicking on the cross in a circle located far right to the query name and the searches are saved to History. In addition, Previous Searches enables you to rerun your searches (by clicking on the query name) and allows you to look at the databases being searched (by clicking on Databases ). Add to History (Save) To recall your saved searches click on My Research in the main menu and then History in the sub-menu. 1) Click on My Research 2) Click on History Click to delete query Click to run query Click to view databases History also gives you the option to setup alerts, which will inform you when new material is available. This is done by clicking on the bell symbol to the far right. A window will open detailing your search and requesting you to give a name for your alert, your address, to select the databases (sources) for the alert and define the frequency of the alert. Click on Save. 7

8 3 SEARCH RESULTS Once a search has been performed, you are taken to the status table. The status table lists all the databases that are being searched : Quick searches:...gives details on the number of references that have been found and retrieved (maximum of 30 references are retrieved from each database), these numbers are constantly updated. MetaSearches:...gives the number of hits (references found that match the keyword /phrase). At the top of the status table you are given details of your search: keyword/phrase and the Quick set being searched. Details of search Once the search has been completed you are automatically taken to the Results Table. 3.1 RESULTS TABLE The Results Table lists the references in order of relevance to the search term given. The table can be viewed and organised in a different ways Table views MetaLib enables you to view the Results Table in three different ways by clicking on the options at the top of the table: Table view presents key information in columns Brief view presents the journal information in one column Full view presents the full bibliographic details of each reference, therefore, you can only view one reference at a time. Click to navigate to next/last reference/page Table view Brief view Full view 8

9 3.1.2 Reorganise Results table The results can be reorganised either by: rank (relevance to search term); title (alphabetically); author (alphabetically); year (latest first) and by database (alphabetically). To change the order of references select the required option from the Sort by box in the top right hand corner of the table Refining results The results can only be refined in the Table and Brief views. In these views to the right of the Results Table is a list of filters that can be used to refine your search: topics, dates, authors, journal titles, databases and subjects. Clicking on or on gives you access to more filters. Click on the filter name to apply the filter. MetaSearch gives you an additional tool to refine your searches Refine. The Refine option allows you to use Boolean operators to refine your search. Click on Refine and select the Boolean operator you need, the fields to be searched and enter your keyword or phrase, then click Go. The search criterion that you have specified appears above the results table. This process of refining your search using Refine can be repeated a number of times. 9

10 3.1.4 Retrieving more results Before you can retrieve more references you need to ensure that no filters have been applied. When a filter has been applied the filter name appears next to the number of records under the different view options. To remove filters click on All retrieved records located to the right above the filters. Filter name To retrieve more references which were found by MetaLib during its search click on Retrieve More next to the number of records. References are retrieved in segments numbering between 50 and Obtaining bibliographic details and locating full text Bibliographic details The bibliographic details of a reference can be obtained by either clicking on the underlined number or on the title Full-text Where full text is available, the html version can be located in the bibliographic details of the reference. A PDF version is located by clicking on the button in the bibliographic details or on logo in the Results Table. This gives you a list of databases that holds the article. Click on one to take you to the article itself. 10

11 3.1.6 Saving references MetaLib gives you the option for saving references that you have found so that you can retrieve them at a later date. To use this facility you need to be signed-in to MetaLib. Within the Results Table click on logo to the right of the references you wish to store in your MetaLib account. Once clicked, an arrow will appear on the logo indicating that the article has been saved View saved references To view the saved references click on My Research in the main menu and you are taken directly to e-shelf. Click to view saved references Saved references To view the bibliographic details click on the title and to view full text click on the logo; same process of viewing Fulltext in the Results table, page

12 Grouping references in folders The references are initially saved in a folder called Basket, which allows you to create folders for managing and retrieving references on a particular subject quickly and efficiently. While you are in your e-shelf (in My Research main menu option) click on Advanced in the top right hand corner of the e-shelf table and you are taken to the e-shelf Advance screen. The e-shelf advanced screen is split into three sections: Select folder ) Folders This section allows you to Select folders by clicking on arrow to the right of the box labelled folder Create folders by clicking on the folder symbol. A window will open asking for you to name the folder, then click Save. The name of the folder will appear in the folder box with a zero in brackets. This indicates that no references have been stored in that folder. Rename folders before you can rename a folder you need to ensure that the folder you wish to rename has been selected in the folder box, then click on the label symbol. A window will appear asking you to type in the new name and then click on Save. Copy folders the folder you need to copy needs to be selected in the folder box and then click on the disks symbol. The copy function acts as the Save As function in Microsoft programs where MetaLib automatically creates a copy of the folder when named. 12

13 Delete folders ensure that the folder you wish to delete is visible in the folder box and then click on the dustbin symbol. A window will open asking for confirmation of your delete request, click OK. Copies references from folders select the folder you wish to copy the references from, tick-mark the references listed below the Folder section you wish to move, then click on the arrow symbol. The references are then copied to the Basket folder to the right (see: bullet point 3) within this section for copying references from the Basket into another folder). 2) List of references in selected folder This is located under the Folder section to the left of the screen. When you select a folder the references are instantly listed underneath the Folder section. In this section you can delete references by clicking on the x in a circle to the right of the reference title. 3) List of references in Basket is located to the right of the screen. It lists all the references you saved to your e- shelf. To copy these references to a folder you need to select a folder or create a new folder in the Folder section of the screen then either select the references individually by tick marking them or click on Select All. Click on the arrow symbol in the Basket section to copy the selected references. 2) Select/create folder 3) Click to copy references 1) Select references Once you have copied the references into a folder you can delete them from the Basket either individually by clicking on the to the right of the reference title or all of the references by clicking on the dustbin symbol. 13

14 4 DATABASES Databases are grouped into subject areas known as Quick Sets, which are pre-defined by University of Nicosia librarians. 4.1 SEARCHING FOR A DATABASE MetaLib enables you to search for a database of your choice. This is done by clicking on Find database in the main menu. A search window opens enabling you to either browse through the databases alphabetically or by searching with a keyword(s) that is contained in the title of the database. 1) Click on Find database 2) Type word that is part of the title 4) Click Go 3) State where the word is placed This will create a Database results table listing the databases containing the search word(s), for example, Research. There are two ways for viewing the Database results table: Table View lists the databases containing the keyword(s) entered. Brief view lists the databases containing the keyword(s) entered and gives you a brief description of the database. Table View Brief View Both tables allow you to navigate through the pages of results by clicking on the <<Previous Next>> links located in the top and bottom right hand corners of the table. They also allow to: Obtain information about the database, by clicking on logo. Add the database to Clipboard, by clicking on logo, if you are logged-in this will save the databases in your account until you delete them. Search the database, by clicking on logo, alternatively you can click on the title of the database. 14

15 4.2 CREATING QUICK SETS If you decide you want to create your own Quick set of databases, first you need to log-in and then search for the databases you wish to include in your Quick set (see: Searching for a database, page13. Once you have found them click on the logo in the Database Results Table to save them to your account. Then click on My Research in the main menu option and then click on My Databases in the sub-menu. The My Databases view is split into two sections: to the right is the Clipboard, where you saved your databases, and to the left are the Quick sets. 2) Click on My Databases 1) Click on My Research Clipboard Quick sets Clipboard and the lower part of the Quick set section offer you tools that are specifically for dealing with the databases individually. The logo gives you information of that database, e.g. description, publisher, etc. The logo allows you to delete the database to the left of the logo The logo moves the database from the Clipboard to Quick set. The logo moves the database from the Quick set to Clipboard. There are two ways for creating Quick sets 1) The first way allows you to add databases individually to the Quick set A Quick set is created by clicking on the folder symbol. A window will open asking for you to name the set and to enter a description, then click Save. The name of the Quick set will appear in the Select set box and the section underneath is empty as databases have yet to be stored in it. 15

16 The databases can be added to the Quick set individually by clicking on the logo to the right of the database name, in the Clickboard section. 2) If you wish to put all the databases in Clipboard in the same Quick set click on the in the top right hand corner of the Clickboard section. A window will open asking you to enter the set name. This will create a new Quick set and move all the databases into it. MetaLib offers other tools which allow you to manage your Quick sets. Rename Quick sets before you can rename a Quick set you need to ensure that the Quick set you wish to rename has been selected in the Select set box, then click on the label symbol. A window will appear asking you to type in the new name and then click on Save. Copy Quick sets the Quick set you wish to copy needs to be selected in the Select set box and then click on the disks symbol. The copy function acts as the Save As function in Microsoft programs where MetaLib automatically creates a copy of the Quick set as you enter a name for the copy of the Quick set. Delete Quick sets ensure that the Quick set you wish to delete is visible in the Select set box and then click on the dustbin symbol. A window will open asking for confirmation of your delete request, click OK. Once you have created a Quick set it will automatically appear in the Quick search and MetaSearch pages, when you log-in to MetaLib. Quick Search In Quick Search the Quick set will appear under a section labelled My Sets. To view the databases in your Quick set click on its name and it will open a window listing the databases. 16

17 MetaSearch The Quick sets you have created appear in the section My databases, which needs to be selected in the box labelled Select Search Type. A list of all your Quick sets appear below. When you click on the name of the Quick set a list of the databases within that Quick set appear in the section on the right. 5 E-JOURNALS MetaLib has an index of all the e-journals that are available through the University of Nicosia library s subscriptions. 5.1 SEARCHING FOR & SAVING E-JOURNALS There will be times when you need to perform searches on a particular e-journal. First it is good practise to log-in. To find a particular journal click on Find e-journal and a search page appears. Type into the search box either the full title of the journal or a word that is contained within the title and then select how you wish MetaLib to perform the search. Click GO. 1) Click on Find e-journal 2) Type word that is part of the title 4) Click Go 3) State where the word is placed A list will appear under the search box listing all the e-journals, in alphabetical order, containing your keyword and the number of pages containing the results. Underneath each e-journal there are three logos: 1) gives you information on that e-journal 2) or by clicking on the title of the e-journal opens up a window (SFX link) which gives you a link to the e-journal 3) allows you to permanently save the e-journal in your account. This is stored in My e-journals. To access the e-journals that you have saved to your account: Log-in Click on My Research Click on My e-journals and a list of all the e-journals you have saved to your account will appear. Click on the title or logo to link to the e-journal. All e-journals can be deleted from the list by clicking on or individually by clicking on. 17