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OCLC Terminologies Pilot

Connexion Client - How to get started and a brief tutorial

Welcome to the OCLC Terminologies Pilot! Thank you very much for helping us with a potential future service.

System requirements:

  • Microsoft Office 2003 (installation of MS Office 2003 enables the Microsoft Research Task Pane feature across selected Microsoft applications including Internet Explorer)
  • Microsoft Internet Explorer 6.0 or higher
  • Internet access

Service access:

  • To use the Microsoft Research Task Pane-related OCLC terminology services (the combination hereafter referred to as the OCLC Terminology Pane) with OCLC Connexion, a valid OCLC cataloging authorization is required.
  • Note: To take full advantage of the OCLC Terminology Pane's MARC 65x field copy features, you must be in editing mode.

Initial set up of OCLC terminology features in Microsoft Research Task Pane in IE

Open the Microsoft Research Task Pane by either:

  • Clicking on the research task pane on your IE toolbar (the icon is a magnifying glass superimposed over a row of books):
  • Or, select Research from the View menu (View>Explorer Bar>Research)
  • Optional keyboard shortcut: Open the Microsoft Research Task Pane with <Alt+V>, arrow down to the Explorer Bar, hit return or <ENTER>, arrow down to Research and <ENTER>.

1. Click on Research options located at the bottom of the Microsoft Research Task Pane.

  • Optional keyboard shortcut: Tab to Research options located at the bottom of the Microsoft Research Task Pane, hit <ENTER>.
  • You will see the Research Options screen (Note: the selected options on your screen may be different than those on this illustration):

2. Click on Add Services to bring up the Add Services dialogue box:

  • Optional keyboard shortcut: Tab to Add Services and <ENTER> to bring up the Add Services dialogue box.

3. In the Address box, insert the following URL: [URL will be provided to participants in a separate email.]

  • Optional keyboard shortcut: Highlight <Shift+Right Arrow> the above URL. Use <Ctrl+C> to copy the link. Tab to the Address box. Use <Ctrl+V> to paste the URL in the Address box.

4. Click on the Add button. When prompted to register the service, choose Continue. When the OCLC Connexion Setup Service displays, click on I accept the terms in the license agreement. When prompted with the Confirmation and Options dialogue box, choose Install. When the prompt box displays The services were added successfully, choose OK. Close the dialogue box if necessary when finished.

  • Optional keyboard shortcut: Tab to the Add button, hit <ENTER>. When prompted to register the service, Continue should be highlighted, hit <ENTER>. When the OCLC Connexion Setup Service displays, I accept the terms in the license agreement should be highlighted. Hit the space bar (adds the check mark in the box) and Continue should be highlighted. Hit <ENTER>. When prompted with the Confirmation and Options dialogue box, Install should be highlighted, hit <ENTER>. When the prompt box displays The services were added successfully, tab to OK should be highlighted, <ENTER>.

5. You have now successfully added the OCLC terminology options to your Microsoft Research Task Pane, and these will be available when the Research Pane is opened in Internet Explorer or selected Microsoft Office 2003 products (Outlook, PowerPoint, Word, Excel, Publisher, OneNote, Visio). To test whether your installation was successful, try using the OCLC Terminology Pane (see the next section).

Getting started with the OCLC Terminology Pane

1. Open the Microsoft Research Task Pane by either:

  • Clicking on the research task pane on your IE toolbar (the icon is a magnifying glass superimposed on a row of books):
  • Or, select "research" from the View menu (View>Explorer Bar>Research)
  • Optional keyboard shortcut: Open the Microsoft Research Task Pane with <Alt+V>, arrow down to the Explorer Bar, hit return or <ENTER>, arrow down to Research and <ENTER>.

2. From the drop-down menu [the initial service is labeled All Reference Books], you may choose whichever controlled vocabulary you wish to use. [Note: if you do not see options that start with the phrase, "OCLC Pilot:", see the Troubleshooting section at the end of this document.]

3. For example, choose OCLC Pilot: GSAFD - Guidelines on subject access to individual works of fiction, drama, etc. which we will use in later examples.

  • Optional keyboard shortcut: Tab to All Reference Books. Use the down arrow key to open the dropdown and scroll down to OCLC Pilot: GSAFD - Guidelines on subject access to individual works of fiction, drama, etc. and hit <ENTER>. We will use GSAFD in later examples.

4. In the Search for: box, enter a word or phrase (example: dystopias) and hit the "Enter" key or click on the green arrow to launch a search.

  • The OCLC Terminology Pane will return a list of matching or related terms in its main window.
  • Optional keyboard shortcut: In the Search for: box, enter a word or phrase (example: dystopias) and hit <ENTER> or tab to the green arrow and <ENTER> to launch a search.

5. You should get a list with three terms. [Note that the terms are links. This allows you to choose any of the related terms to search for a specific term.] Now click on the term Dystopias to retrieve the record for this term.

  • Optional keyboard shortcut: Tab to the term Dystopias and <ENTER> to retrieve the record for this term.

6. The OCLC Terminology Pane will now display the full entry for Dystopias. The main window displays the main term plus additional information. Expand any field to see its contents. Terms in blue may be searched. [Note: the fields may vary slightly by vocabulary and a record for a given term may not have information in every available field].

  • Optional keyboard shortcut: Tab to a field and use <ENTER> to expand and close any field. The down arrow may be used to traverse the fields.

7. Notice that a Choose Connexion application... drop-down appears above the main record. Selecting one of these options will make new options available - options designed to make transferring fields from the OCLC Terminology Pane to Connexion fast and simple!

  • Optional keyboard shortcut: To open the Choose Connexion application... drop-down, tab or use the arrow keys.

8. Choose the Connexion Client option and then expand the Functions feature.

  • Optional keyboard shortcut: Use the down arrow key to choose the Connexion Client and <ENTER>. Tab to Functions and <ENTER> to expand the Functions feature.
  • Now, before you login to Connexion, resize IE. First minimize the screen and then resize the window.
  • Call up the Connexion Client, log on, and do the same thing: minimize the client and then resize the window. Mesh the two windows to look similar to this:
  • Select Cataloging/Create/Single Record/Books (to create a new record).
  • Alternate keyboard shortcut: Use <Ctrl+Shift+B> to create a new record.

9. Now you'll see the default Books workform in Connexion:

10. To make the next step easier to demonstrate, reformat the blank record. Choose the Edit drop-down in the upper left portion of the Connexion screen and then click on Reformat Record; most of the default fields of the record will disappear. Add a blank field.

  • Optional keyboard shortcut: To make the next step easier to demonstrate, use <Ctrl+R> to reformat the blank record or tab to the Edit drop-down in the upper middle portion of the Connexion screen. Then use the down arrow to scroll to Reformat <ENTER>. Most of the default fields on the record will disappear.

11. Now we will try moving the GSAFD term Dystopias into the Connexion MARC record.

  • Mouse over Dystopias, click on the right hand down-arrow that appears, and you'll be presented the option Copy 655-field. Click on this to copy the term.
  • Optional keyboard shortcut: Tab to Dystopias, use <Shift+F10> to open the drop-down. Tab or use the down arrow key to Copy 655 field and <ENTER>to copy the term.
  • Now position your cursor at the end of the bibliographic record and paste (use any standard Microsoft method you prefer: e.g., keyboard: <Ctrl+V> ; right click and "paste"; or from the IE toolbar, Edit>Paste).

12. Now we will take advantage of mapped terms in the OCLC terminologies files (i.e., for some of the terminologies in this pilot OCLC has mapped equivalent terms from external vocabularies and made them available in many of the individual records for terms in GSAFD, DCT, and others - you will see what we mean once you complete this exercise).

  • First, reformat the record (see Step 10 if needed).
  • Next, issue a new search in GSAFD for Love stories:
  • Highlight the text gsafd:GSAFD000029 (the record number for Dystopias - N.B. this appears automatically - you can ignore it; we have asked Microsoft to consider modifying this undesirable behavior in the Microsoft Research Task Pane) and type over it the phrase love stories.
  • Then and hit the "Enter" key or click on the green arrow to launch a search.
  • We then see a search result for love stories.
  • Now click on Love stories to retrieve the full entry for this term.
  • You will see the record for Love stories displayed.
  • Now expand the Functions feature.
  • Then expand the Mapped Terms field in the record for Love stories.
  • Each of the mapped terms may also be conveniently moved to Connexion just as you did for the main term Dystopias in step 11 (i.e., mouse over the term, and use the Copy 655-field or Copy 650-field option for each term, then paste the field in the Connexion MARC Text Area).
  • Alternatively, if you want most or all of the terms for the concept represented by Love stories, you can use the All Fields feature located below the Functions option. [To try this, mouse over the All Fields option and click on Copy all fields, then paste the fields in the Connexion MARC record.]
  • Once the fields are in the MARC record, you can move them or delete as needed.

Congratulations! You are now familiar with the major features and use of the OCLC Terminology Pane. You can use this to build richer original bibliographic records or to enrich existing records.

Troubleshooting

If you are having problems, please contact:

Susan Westberg
OCLC Online Computer Library Center, Inc.
Digital Collection Services
Toll-free phone: 800-848-5878 (USA and Canada only)
Direct phone: 614-761-5079
Email: westbers@oclc.org