Help

Basic search
Enter a word, words or phrase in the Any Text box and click on the Search button at the bottom of the screen.

Points to note

• The search is not case sensitive (ie. if you enter john brown it will also find John Brown)
• The search will look for exact matches only (ie. if you enter William Purdue Smith it will not find William Smith)

The results are displayed in a hit list, with the total number of hits shown at the top. You can then look at further details of a particular hit by clicking on the number to the left of the FindingNo.

Wildcard Searches
It is possible to enter a partial search term followed by an *, for example child*. This will find the word child, and also any words which start with child-, for example child's, children, etc. The * is known as a wildcard, and can be used before or after a search term, or both. Used before a search term, for example *men, will enable CALM to find women, men, policemen, policewomen, etc.

Widening, narrowing and excluding
Once CALM has found the hit list of record or records which match your search, to reduce the number of hits and make the list more precise, or increase the number of hits, click on Search in the list of options on the left of the screen, enter a new term in one or more of the fields in the search screen, and click on the Widen, Narrow, or Exclude buttons below the fields.

• Search
  Creates a new hit list containing records that match those specified by the dialogue, for example all records containing the term parish.
• Widen
  Extends an existing hit list to also include those records that match those specified by the dialogue, finding records in the database which contain the new term and adding them to the original hit list. For example, finding all records containing either the term parish, or the term school, or both.
• Narrow
  Contracts an existing hit list so that it only contains records that match those specified by the dialogue, dropping any records that do not include the new search term from your original hit list. This process will not add any new records to the hit list. For example, finding all records containing both the terms parish and school.
• Exclude
  Drops records from the hit list that match those specified by the dialogue, removing records which include a new search term. For example, finding all records containing the term parish but not the term school.

Search options
Other facilities which alter the way in which CALM searches are available in the Options section below the search fields. The options in this section are activated by pointing the cursor at the appropriate circle and clicking the left mouse button. The circle is now black.

The options are as follows

• Combine fields If search terms are entered in more than one field, you may choose to find records containing either one term in one field or the other term in another field by clicking on the circle marked ‘or’. Alternatively, clicking on the circle marked ‘and’ enables you to find records containing both one term in one field and the other term in another field.
  
  For example, finding records which contain the term parish in the title field and 19th century in the date field, or records which contain the term parish in the title field or 19th century in the date field.
• Combine words in fields If more than one term is entered in a field, you may choose to find records containing one term or another by clicking on the circle marked ‘or’, or one term and another by clicking on the circle marked ‘and’. ‘Phrase’ enables you to find records containing multiple search terms in a field in a given order.
  
  For example finding records with Andover or parish in the title field,
  Andover and parish in the title field, or, using the phrase Andover Borough Council, finding records containing those words in that order, and not records containing just the term Andover, Borough or Council.

How can I see recent additions to the database for a particular subject?

• Click on Sort fields
• Click on the down arrow next to the sort by box, and choose Created from the list of fields
• Click in the 2 boxes on the right hand side of the screen labelled ‘ignore blanks’ and ‘text as numbers’

·The results of the next search will appear in the order in which they were added to the database, with the first collection at the start of the hit list, and most recent addition at the end of the hit list.

To find all collections added to the catalogue for a particular place, subject, person or organisation since the last time this search was performed, enter the search criteria in the search box as usual, choose Collection in the Record Type field, and click on the SEARCH button. When the hit list has appeared on screen, click on End (in blue font at the top of the screen). A hit list of the last 10 collections catalogued which meet the original search criteria will be displayed on screen. Click on Prev (in blue font at the top of the screen) to see the penultimate 10 collections, repeat to see the previous 10 collections, and so on.

How can I sort my hit list into date order?

• Click on Sort fields
• Click on the down arrow next to the sort by box, and choose date from the list of fields
• Click in the 2 boxes on the right hand side of the screen labelled ‘ignore blanks’ and ‘text as numbers’
• The results of the next search will appear in date order.

Hit lists can be sorted into order by any fields in the list. As not all of the fields are used in the online catalogue, we would recommend choosing AltRefNo, Date, or Title.