Using the Thomas Jefferson Portal

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Using the Thomas Jefferson Portal

• Jefferson Library
• July 2005

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What Is The Portal?

• Jefferson Library online catalog
• Contains books, journals, book chapters, journal
  and magazine articles, book reviews, videos,
  finding aids
  
• Contains items we do not own
• Acts as a gateway to Jefferson resources

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Getting Started

• Go to http//www.monticello.org/library/index.html
  
  
• Quick Search box in middle of screen (keyword
  search)
  
• Or, click on the picture of the doorway, the
  words Thomas Jefferson Portal, or the Go button
  to enter the Portal
  
• HINT searching is NOT case-sensitive

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Quick Search

• A Quick Search is a keyword search
• Searches all parts of each record in catalog
  title, author, publisher, summary and contents,
  etc.
  
• Therefore, it is a very broad but imprecise
  search
  
• Works best with unusual words
• Bad keyword search term jefferson
• Good keyword search term mcgehee

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Simple Search

• Click on Simple Search once you are at
  http//tjportal.monticello.org
  
• More precise than Quick Search
• Limit your search to specific fields (author,
  title, etc.)
  
• Limit your search by location (Guides, Reading
  Room, Special Collections, etc.)
  
• Notice search tips towards bottom of screen

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Simple Search Search Fields

• There are many different types of searches you
  may do, depending on what information you have
  and what you are searching for
  
• Keyword Anywhere Boolean Author Title
  Subject Author Browse Subject Browse Call
  Number Browse
  

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Simple Search Keyword Anywhere

• This is exactly the same as doing a Quick Search
• Tips for narrowing your results while searching
  for a Keyword Anywhere
  
• Enclose phrases in quotes commonplace book
• Search for variations of a word by putting a ? On
  the end vin? Finds vine, viniculture, vineyard,
  etc.

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Search Results

• Results displayed in order of relevance
• You will see a list of titles, with location,
  call number, and availability information for
  each
  
• Use the bar at the top to modify your search
• To find out more about an item, click on the title

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Search Results What You Can Do With Them

• At the bottom of the search result screen, you
  can do several different things with the
  results
  
• Save the search (re-run later)
• Download, print, or email some or all of the
  records
  
• Save some or all of the records to your Bookbag

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Search Results How To Email, Print, Download,
Save

• Select which records youd like to save
• Select your format
• Enter email address if necessary
• Click on the relevant button (Print or Save,
  Email Now, My Portal Bookbag)

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Item Records

• Here you can see the complete information about
  the item title, author, publisher, subject
  headings, physical characteristics, number and
  location of copies, etc.
• Click on Details for summaries, tables of
  contents, etc.
  
• Click on subject headings or call numbers to
  browse through other items with same headings or
  call number
  
• To get back to your search results, click Titles
  at the top

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Simple Search Boolean

• Use a Boolean search to combine multiple terms
  using AND, OR, NOT
  
• Examples
• Jefferson and wine
• Grapes or wine
• Jefferson not thomas
• Jefferson and (grapes or wine)
• Can use quotes, question mark, and parentheses in
  Boolean searching

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Simple Search Author

• Enter an authors name in any of the following
  ways
  
• Mcgehee, minnie lee
• Mcgehee
• Mcgehee, m
• You cannot enter an authors name as it appears
  on a book (i.e. first name, last name, e.g.
  Minnie Lee McGehee)

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Simple Search Title

• Enter one or more words from the title of a book
  you want to find
  
• Example measured drawings
• TIP If you enter more than one word, they must
  appear consecutively in the title
  
• For example, if you want to find Monticello in
  Measured Drawings
  
• Entering measured drawings will work
• Entering monticello drawings will not

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Simple Search Subject

• Clicking Subject will do a search only in the
  subject headings of each record in our catalog
  
• (e.g. University of VirginiaHistory)
• TIP This works the same way as a Title search,
  in that multiple words must appear consecutively
  in the subject heading
  
• Entering university of virginia will work
• Entering university virginia will not

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Simple Search Browsing

• What is browsing?
• Browsing (as opposed to searching) means you are
  looking at a list of all the entries in a certain
  section of the index
  
• For example browsing for ambrose, s is very much
  like looking in the a section of the index in
  the back of a book
  
• Why browse? - Browsing is a good way to
  determine whether or not a given author, title,
  etc. is in our catalog at all

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Simple Search Author Browse

• Enter an authors last name, or last name, first
  initial
  
• For example
• ambrose
• ambrose, s
• If the authors name is in our catalog, it should
  appear at the top of the result list
  
• TIP Dont bother entering the authors entire
  first name, because often the authors name might
  appear as initials only you have no way of
  knowing ahead of time.

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Simple Search Subject Browse

• Subject browsing is tricky, because you must know
  exactly how the LoC subject heading is worded
  
• For example
• Virginia History 18th century
• If you entered virginia history eighteenth
  century or virginia 18th century history, it
  would not work
  
• The problem with subject browsing Endrina is the
  only one with any idea how subject headings are
  worded

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Simple Search Call Number Browse

• This only works if you know EXACTLY what the call
  number is including all spaces, periods, etc.
  
• Useful if you already have a call number of a
  good book, and you want to see what else we own
  on the same subject without going to the shelf
  virtual browsing

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Simple Search Search Limits

• Limit by location
• Select one of the outlying libraries to search
  ONLY that location (e.g. Guides, Kenwood, etc.)
  
• You can also limit to specific locations and
  collections within the Jefferson Library (e.g.
  Research Reports, Special Collections, etc.)

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Simple Search More Limits

• Before you type in search terms, click on Set
  Limits in the lower right to see even more search
  limit options
  
• Allows you to limit by
• Location (e.g. Guides)
• Item Type (e.g. essay article)
• Medium (e.g. DVD/VHS)
• Date (e.g. 1990 present)
• Language (e.g. French)
• Place of Publication (e.g. Virginia, Vanuatu)
• When finished, click Set Limits and enter your
  search terms

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Simple Search Practical Advice

• What if Im looking for
• A specific title
• Title search
• A specific author
• Author browse
• A book/article/video/etc. about
• Boolean

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Advanced Search

• Click on Advanced Search once you are at
  http//tjportal.monticello.org
  
• Why use Advanced Search?
• Helps you construct a more complex search, i.e.
  multiple keywords in different fields
  
• Search by Series, Publisher, ISBN, ISSN (not
  available in Simple Search)
  

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Advanced Search Constructing a Search

• Enter one or more terms in the first box
• Example virginia history
• In the drop-down box, select how you want to
  search for these terms
  
• All of these (default) searches for all records
  containing the words virginia and history
  
• Any of these searches for records containing
  either virginia or history (or both)
  
• As a phrase searches ONLY for records containing
  the words virginia history right next to each
  other
  

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Advanced Search Constructing a Search (Contd)

• In the last drop-down box, you can narrow down
  the search by telling the computer where you want
  to find those terms
  
• In the title? (Note this does not work the same
  way as a title search in Simple Search!) In the
  subject? Etc.
  
• Keyword Anywhere searches all fields in the
  record (author, title publisher, summary, etc.)
  

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Advanced Search Constructing a Search (Contd)

• If you have more search terms, you can enter them
  into the next row just as in the first one
  
• Be sure to pay attention to the AND OR NOT
  buttons between rows this will affect how your
  search is performed
  
• See the discussion of Boolean searching under
  Simple Search for more on AND OR NOT
  
• You may also Set Limits in the Advanced Search
  just as in Simple Search (remember to do this
  before entering search terms)

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Reading Lists

• These are reserve reading lists for the Guides
• Right now there are two lists
• Jefferson and the Enlightenment
• Jefferson and Architecture
• To see a list, select MonticelloGuides, then
  either Enlightenment or Architecture from the
  second drop down box click Search
  
• For more recommended reading lists, see
  http//www.monticello.org/library/reference/readin
  glists.html

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New in Portal

• Want to see whats new at the library?
• Click the New in Portal tab
• Select a location (or leave it at All)
• Select a time period (last week, last 2 weeks,
  etc.)
  
• Select a Sort option
• Enter search terms (optional)
• Click Search
• The results will include new items added to the
  catalog (not just newly published items)

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My Portal

• To access your account, click on My Portal (from
  almost any screen) and log in using your patron
  barcode (on the back of your library card) and
  last name
• View your personal information, patron blocks,
  items checked out, request information, fines and
  fees

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My Portal (Contd)

• Preferences Set the system up so it will do the
  search type of your choice when you log in (e.g.
  if you prefer to do Boolean searches, limited to
  Guides)
• Bookbag Like your shopping cart on Amazon.
  Items will stay there until you delete them!
  
• Saved Searches view and rerun previous searches

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My Portal Renewing Items

• You can renew items you have checked out online
• Click the check box next to the item you want to
  renew, and click on Renew Items
  
• New due date will appear
• If item does not renew, it probably means you
  have reached the limit (3 times) contact me for
  help at aberkes_at_monticello.org or 984.7543

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Databases

• This feature allows you to search multiple
  library catalogs at once JL, VIRGO, LoC, MHi,
  CW, Hist. Soc. Of PA, NY (hold down Ctrl key to
  select multiple)
• Works best if you do very broad searches, not too
  complicated
  

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History

• Allows you to view all the different searches
  youve run since starting your session
  
• Edit the search by clicking on the number
• Re-run the search by clicking on the Search Type
  or search term

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Request

• Allows you to request items from departmental
  libraries or special collections
  
• You cannot request items that are located in the
  Reading Room!
  

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Request How To

• From an item record, click on Request
• Log in with your barcode and last name
• Choose the type of request hold, recall, call
  slip
  
• Enter patron barcode again, and any comments
• Click Submit Request
• Check on the status of requests in My Portal

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Help

• Clicking on Help from any point within the Portal
  takes you to the Portal Guide on our Web site
  
• Includes Guides on
• How to search
• My Portal features
• Requesting an item