Search Help

This page gives more information about using the search options available on this website.

There are two levels of search

1. Simple is the default option. This will search all available data from the Library and Object catalogue databases. You can untick a database you don’t wish to include.

2. Advanced is for when you are looking for something more specific. Select the Advanced Search tab to search by types of data, for example creator name, object type, material, location etc. It also allows you to combine search terms by use of operators. See below for more information on these options.

Using search terms

For either search you can enter a word, partial word, or multiple words into the search box. Add a space between words when you use more than one so the system can read them as separate terms.

If the term you use matches a relevant entry in the database, the associated record will appear in the search results.

Results can be displayed in Gallery or List view, depending on your preference. Click the options at the top of the results list to toggle between them.

You can select records to save or download for offline viewing by clicking the options in the panel to the left of the search results.

Advanced search options

To start your search, select Advanced Search from the menu and click the Search in drop-down list. Here, choose the database or a dataset you wish to search: Library or Object catalogue.

You now have a range of options you can use to refine your search:

Data field

Choose the field you want to search from the drop-down list.

The fields available depend on the database you have chosen.

In fields that do not have a List button, you can enter multiple words separated by spaces.

Operators

Some fields allow you to choose search operators other than "=".

For example, the Year field may allow you to select:

• Equals (=)
• Between
• Greater than (>)
• Less than (<)
• Greater than or equal to (>=)
• Less than or equal to (<=)

These options can be useful when searching by date range, for example finding records created after 1945 or before 1970.

You can also select dates using the calendar icon where available.

Truncation

Some search fields include a Truncation option, which may appear as Truncation or Trunc.

When selected, this allows you to search using part of a word instead of the full word.

For example:

• "paint" could find painting, painted and paintings
• "garden" could find gardener and gardening

If you only want to match the exact word you entered, leave this option unselected.

Note: Truncation is not available for every search field.

Boolean search

Some search fields allow you to add extra search lines by selecting the + (Add search line) button.

When additional search lines are available, you can combine search terms using:

• AND – records must match both search lines
• OR – records must match either search line
• AND NOT – records must match the first search line but not the second

To remove a search line, select the − (Remove search line) button.

Examples

oak AND chair

Finds records containing both "oak" and "chair".

oak OR chair

Finds records containing either "oak" or "chair".

oak AND NOT chair

Finds records containing "oak" but not "chair".

Search statements run from top to bottom. The result of the first two search lines is combined with the third, and so on.

Note: Boolean options and the Add/Remove search line buttons are not available for every search field.

Selection lists

Some fields include a List button. This allows you to browse all values available in that field instead of typing a word or name yourself.

This can be useful if:

• you are unsure of the spelling of a name or term
• you want to browse available values alphabetically
• you want to see all available options

In the Library catalogue, for example, the Creator and Subject term fields include a List button.

You can browse through the list using the navigation controls or enter a page number and select Go to.

Select a value from the list to add it to your search.

Tip: Enter the first letter of a name before opening the list to start closer to the records you are looking for.

Show only records with images

Select Only records with images if you only want to see results that include an image.

Sort your results

Use the Sort by and Sort order options to control how results are displayed.

You can sort results by a specific field and choose ascending or descending order.

This can be particularly useful when your search returns a large number of records.

Results per page

Use Records per page to choose the maximum number of records shown on each page of results.

Refining your results

Once your results are displayed, you can narrow them further by selecting Search in results and entering additional search terms.

This allows you to refine an existing search without starting again.

If you have any further questions or queries about using this resource please contact us.