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Cataloging: Print Labels and Accessions Lists

Print labels

About printing labels

  • See a list of options in the table below. See also procedures and more details in Basics, Set Options and Customize, "Customize printing and display of records, lists, labels, and accessions list."
  • The Connexion client automatically creates labels for a displayed bibliographic record retrieved from WorldCat or from the online or local bibliographic save file if the record has a call number.
  • The client extracts appropriate data from the displayed record and places it in the label. To prepare the label, you can:
    • Edit the record to prepare the correct data for the label.

      And/or
    • Display and edit the label: With the record open, click View > Label or , or press <F10>.
  • To print:
    • Print labels for a single record from the label display (View > Label).
    • Print labels without displaying them first for one record or for records selected in a list (File > Print Label(s)).
    • Set an option in Tools > Options > Batch to mark local file records for batch processing.
  • Classification scheme. When you are online, the client determines the classification scheme for a label by the authorization you use to log on to the system. To work with labels offline, you must supply a classification scheme in Tools > Options > General tab under Offline Cataloging.
  • To save the text of a label, print to a text file (set the option Output to text file for labels in Tools > Options > Printing).
    Or
    Edit the record as necessary to produce the label content you want and save the record.

    Note: If you have a Cutter number in field 092 ‡b but ‡a is blank, the client adds the call number to 092 ‡a from field 082.
  • When you work in local files, the client uses settings for label printing from
    Tools > Options > Printing, whether you are logged on or offline.

Label printing setup and options

The following table summarizes label setup and options and where to go in the client to check, enter, or select them:

Options or settings Where to check, enter, or select
Font options:
  • Label printer
    Default: default printer specified for Windows
  • Font type
    Default: Arial Unicode MS if installed on your workstation; if not, your default font in Windows
  • Font size
    Default: 12 pt.
  • Regular or boldface (default: regular)
    Default: regular

    Note: OCLC recommends selecting the ALA BT Courier font as the default for printing labels. The font is supplied when you install the client. It includes the ALA character set for displaying and printing diacritics and special characters.

 Tools > Options > Fonts
Select a label printer Tools > Options > Printing
Printing options:
  • Format
    Default: SL4
    For more information on formats, see "Label formats."
  • Print offsets
    Default: 0.0 for top and left
  • Type of label stock
    Default: continuous
  • Enter a tag for pocket labels
  • Prompt to start printing at a specific column and row (available for sheet stock only)
  • Print to a text file
    Default: option cleared; labels print to your printer
  • Define automatic stamps
  • Print a sample label to check alignment
 Tools > Options > Printing

Click Label Options to open the Label Printing Options dialog
Print in batch mode (available for records in the local bibliographic save file):

Set the Label Printing option under Perform local actions in batch to mark records for printing in batch rather than printing immediately

 Tools > Options > Batch
Define a classification scheme for offline cataloging (required for working with labels offline; if specified, also used for printing labels for records in the local file when online) Tools > Options > General

For more information about setting options and customizing labels, see Basics, Set Options and Customize, "Customize printing and display of records, lists, labels, and accessions lists."

Display, edit, and print a label

  Action
1 Display a bibliographic record and edit as needed. For instance, you may need to:
  • Add a call number, edit the existing call number, or suppress the call number (see the last section of "Label formats").
  • Type input stamp(s) in brackets in the OCLC Holding Library Code field (049 ‡a).
  • Add a DDC class number (from 082 ‡a)
  • Insert a Dewey Cutter number (from 092 ‡b)
  • Edit text in the author (1xx) or title (245 ‡a) fields that supply the information for the label content.
2

ClickView > Label or , or press <F10>.

Results:
The Label dialog opens showing data extracted from the record based on:

  • The label format you specified in Tools > Options > Printing/Label Options (if you do not select one, the default format is SL4)
  • The classification scheme associated with your OCLC authorization or, if working offline with records in the local save file, the classification scheme you define for offline cataloging in Tools > Options > General tab.
3 In the Label dialog, you can:
  • Edit text in the label if needed

    Tip for SL4 and SL6 formatted labels only:
    Select the Mirror Edits check box to automatically add the same edits you make for the Pocket 1 label to the Pocket 2 label. (Default: Check box is cleared. You can edit Pocket 1 and Pocket 2 text independently). The Mirror Edits options is available only when Pocket 1 and Pocket 2 text matches exactly.
  • Enter diacritics or special characters in label text:

    1. In the Label dialog, click ALA Entry. The ALA Character Selection dialog opens.
    2. Select a diacritic or character by its graphic in the chart or by its name in the ALA Character Name list.
    3. Click Insert (inserts without closing the dialog--you can enter additional diacritics or characters), or click Insert and Close (inserts and closes the dialog).

    Note: OCLC recommends selecting the ALA BT Courier font (supplied when you install the client) for printing labels. The font includes the ALA character set for displaying and printing diacritics and special characters in records. (You can set the font as the default for labels in Tools > Options > Fonts.)

  • Specify print constants for printing labels for multiple copies or parts (for the procedure, see "Print labels for multiple copies or parts" below)
  • Change the number of copies to print:
    • In the Copies of Each box, type a number from 1 to 999 (default: prints 1 copy).
  • View labels for other holding libraries:
    • Select a holding library symbol in the Holding Library Code list. Holding libraries listed are those whose codes appear in field 049 of the record.
4 When finished, click Print.

Results:
The label set prints immediately
Or
If printing to a text file (an option you select in Tools > Options > Printing tab), the client appends the text of this label set to the labels in the text file you specified.
Or
If you selected the Prompt for Options check box under Tools > Options > Printing for printing labels on Sheet stock, the Column and Row Options dialog opens so that you can select the column and row to start printing.

Print labels for one or more records without first displaying label

When the data in records that impacts label printing is correct (that is, you do not need to edit the record(s) before printing), use the following procedure to print labels:

  Action
1 Display a bibliographic record for which you want to print labels.
Or
Select records in a list:

To select adjacent records, click to highlight the first entry, and then press and hold <Shift> and click the last entry. Or to select nonadjacent entries, click to highlight the first entry, and then press <Ctrl> and click to highlight each additionalentry.

Tip: If you want the labels to print in a particular order, click a column heading tosort the list by the data that provides the sort order you want.
2

Click Print Label(s) or press <Shift><F10>.

3 Optional. If you selected the Prompt for Options check box in Tools > Options Printing (click Label Options):
  • And you selected multiple records to print labels, the Column and Row Options window opens. Select a row and/or column of the list where you want to start printing labels, or accept the default, column 1, row 1.
  • And you selected one record to print a label, the Print Label window opens:
    • Change the number of copies you want to print
      Default: 1
    • Specify print constants for printing labels for multiple copies or parts (see section below)
4 Click OK to print or Cancel to close the dialog without printing.

Results:
  • Whether you are online or offline (working with records in the local save file), the labels print immediately.
    Or
    If you selected Print to File in Tools > Options > Printing tab, whether you are online or offline, the labels print immediately to the file you specified.
    Or
    If the record(s) for which you are printing labels are in the local save file and you set the option to print in batch mode, the record(s) are marked for batch. The label status changes to R (Ready).
  • For the labels, the client uses:
    • The label format you specified in Tools > Options > Printing. If you do not select one, the client uses the default format is SL4. See "Label formats" below for more information.
    • The classification scheme associated with your OCLC authorization or, if working offline with records in the local save file, the classification scheme you define for offline cataloging in Tools > Options > General.

Batch print labels for records in local file

You must set an option to mark records for label printing and then print in batch:

  Action
1 Since labels print immediately whether you are logged on or offline, you must selectan option that tells the client to print in batch mode:

Click Tools > Options, or press <Alt><T><O>, and then click the Batch tab.
2 In the Record Actions area under Perform local actions in batch, select the Label Printing check box.
3 Click OK or press <Enter>.

Result: The client keeps your setting each time you open the program unless you change it.

4 Display a bibliographic record from the local save file for which you want to printlabels.
Or
Select records in a local bibliographic save file list:

To select adjacent records, click to highlight the first entry, and then press and hold <Shift> and click the last entry. Or to select nonadjacent entries, click to highlight the first entry, and then press <Ctrl> and click to highlight each additional entry.
5 Click File > Print Label(s), or press <Shift><F10>.
Results:
  • The record(s) are marked for printing labels in batch mode.
  • The label status in the record's status bar or in the Label column of the bibliographic local file list changes to R (Ready).
6 When ready, run batch processing. (See Cataloging, Take Actions on Bibliographic Records, "Run batch processing.")

Results:

For the labels, the client uses:

  • The label format you specified in Tools > Options > Printing (if you do not select one, the default format is SL4
  • The classification scheme associated with your OCLC authorization or, if working offline with records in the local save file, the classification scheme you define for offline cataloging in Tools > Options > General.
7 Optional. If you want to switch to printing labels immediately rather than in batch,clear the setting in Tools > Options > Batch.

Tips for undoing or re-doing batch label printing:

  • If records are selected for batch printing labels (Label status = R for Ready) and you decide
    not to print the labels, remove the Ready status:

    With the record open, or with records selected in the local file list:
    1. Click Action > Set Status (or press <Alt><Shift><S>).
    2. Select the Label Print check box.
    3. Click OK.

  • If record labels have been batch printed (Label status = C for Completed) but you need to reprint them via batch:

    With the record open, or with records selected in the local file list:
    1. Click File > Print Label(s) (or press <Shift><F10>). The Label status changes from C to R.
    2. When ready, run batch processing.

Enter print constants for printing labels for multiple copies or parts

You can add print constants to labels that allow you to:

  • Automate printing labels for multiple copies of items, multpart items, and multivolume sets
  • Print labels with different years of publication for the volumes of a multivolume set
  • Use print constants that support your library's practices
  • Specify ranges of numbers or years for labels or specify a range to print on one label
  Action
1 View a label for a displayed bibliographic record (View > Label).
2 In the Print Constant 1 box of the Label dialog, type the text of the first printconstant you want to appear on labels.
3 In the first Numbers box, type specific numbers, ranges of numbers, specific years,or ranges of years to appear with Print Constant 1 on labels.
  • For print constants, type up to 8 alphanumeric characters.
  • For numbers, use Arabic numerals, commas, and hyphens.
4 Repeat steps 2 and 3 for the Print Constant 2 box, if needed.
5 To print multiple copies of each label in the set, type the number of copies in the Copies of Each box.
6 When the label is ready, click Print.

Examples of printing labels for multiple copies or parts

To produce... In the Label dialog, do this...
Labels for multiple volumes or parts
  1. In the Print Constant 1 box, type v. or pt.
  2. In the Numbers box, type:
    Numbers separated by commas - 1,2,3
    Or
    A range of numbers - 1-3
Labels for multiple copies of an item
  1. In the Print Constant 1 box, type c.
  2. In the Numbers box, type:
    Numbers separated by commas - 1,2,3
    Or
    A range of numbers - 1-3
Labels for multiple copies of a multipart item
  1. In the Print Constant 1 box, type v. or pt.
  2. In the Numbers box, type:
    Numbers separated by commas - 1,2,3
    Or
    A range of numbers - 1-3
  3. In the Print Constant 2 box, type c.
  4. In the Numbers box, type:
    Numbers separated by commas - 1,2,3
    Or
    A range of numbers - 1-3
Labels for a single item that contains multiple volumes or parts
  1. In the Print Constant 1 box, type v. or pt.
  2. In the Numbers box, type a specific range of part numbers enclosed in quotation marks - "3-5"
Labels for multiple volumes published annually
  1. Leave the Print Constant 1 box empty.
  2. In the Numbers box, type:
    Specific years separated by commas - 1980, 1982, 1985
    Or
    A range of years - 1980-1985
    Or
    A specific range - 1980, "1981-1982", 1983

Add an input stamp

Input stamps add data to a label to identify a special characteristic, location, or other information about the specific item, such as an oversize indicator.

You can edit a record to add an input stamp above the call number on spine labels and before the call number on card and pocket labels.

To add an input stamp:

Action
With the bibliographic record displayed, type one of the following in field 049:
  • To place the data above the call number:
    Type the data in square brackets ([ ]) preceding the first holding library code.
  • To place the data below the call number:
    Type the data in square brackets ([ ]), following the first holding library code.
  • To leave a blank line to separate the input stamp from the call number:
    Type one space (press spacebar once) inside a set of square brackets [ ] immediately before or after the holding library code, depending on whether the input stamp precedes or follows the holding library code.

Notes:

  • For multiple lines, type each line in a separate pair of brackets.
  • Lines can contain up to 8 characters.

Examples:

  • To print the data REF DESK above the call number, type:
    [REF DESK]OCL
  • To print REF DESK below the call number, type:
    OCL[REF DESK]
  • To insert a blank line between the call number and REF DESK, type:
    OCL[ ][REF DESK]

Print a DDC class number and add a Cutter number to a label

  • The Dewey Decimal Call Number appears in field 082 of a record if the Library of Congress or another library assigned one.
  • If your OCLC authorization number is set up to use the Dewey classification scheme, an empty field 092 (Locally Assigned Dewey Call Number) is inserted when you retrieve a record from WorldCat or the online bibliographic save file.
  • When you take an action on the record (send a command to the system), such as Update or Validate, the client moves the data in 082 ‡a to the 092 field.
  • To complete the Dewey call number, you can enter an item number (Cutter number) in 092 ‡b or use one of the OCLC Dewey Cutter macros provided with the client to determine a Cutter number and insert it in 092 ‡b automatically.
  • The OCLC Four-Figure Cutter Tables are revised and expanded versions of:
    • Cutter Three-Figure Author Table
    • Cutter-Sanborn Three-Figure Author Table
The table expansions balance the distribution of main entries over the Cutter table entries and minimize conflicts between similar names. The expanded OCLC Four-Figure Cutter Tables are compatible with the existing two-figure or three-figure schemes.

Assign keystrokes to run the Dewey macro

To run the Dewey Cutter macro, you must assign a keystroke shortcut. Assign a shortcut key to the macro your library uses: the Cutter Four-Figure Author Table (supplies single letter with numbers) or for the Cutter-Sanborn Four-Figure Author Table (supplies two letters with numbers):

  Action
1 Click Tools > Keymaps or press <Ctrl><T><K>.
2 Under Display Commands for Category, select Macro.
3 In the Macros list, click the plus sign (+) next to Dewey (macro book).
4 Select the FourFig macro or the Sanborn macro*, then place the cursor in the Press New Shortcut Key box and press the keys you want to assign to run the macro.

*Note: The FourFig macro uses the Cutter Four-Figure Table, and the Sanborn macro uses the Cutter-Sanborn Four-Figure Table. See more about which table to use below.
5 Click Assign.
6 When finished, click OK or press <Enter> to close the dialog.

For additional, general information about assigning and using keystroke shortcuts for actions in the client, see Basics, Set Options and Customize, "Customize keystroke shortcuts for menu items, macros, or characters."

Prepare and print Dewey call number

To print the Dewey classification number from the 082 ‡a and add an item number or use the Dewey Cutter macro to automatically add an item number:

  Action
1 With a bibliographic record displayed, add, verify, or edit a Dewey classificationnumber in field 082 ‡a.
2 In field 092, leave subfield a blank. In ‡b, type the item number for thecall number area.

Note: A comma-space in Dewey call number data inserts a line break. The client deletes the comma and moves data following the space to the next line. See "Label formats" for more information.

Or
Use a Dewey cutter macro to automatically assign a Dewey Cutter number and insert the number in 092 ‡b

  • To base the Cutter number on the main entry, press the shortcut keystroke you assigned for the type of Cutter number you want (Cutter table or Cutter-Sanborn table).

    Result:
    The Dewey Cutter macro identifies the main entry, looks up the Cutter number in the selected Cutter table, and inserts the Cutter number in 092 ‡b.

    Or
  • To base the Cutter number on text selected in the record:
  1. Highlight the text in the record.
  2. Press the shortcut key you assigned for the type of Cutter number you want.
  3. When asked if you want to continue Manual Cuttering, click Yes for a Cutter number based on the highlighted text.
    Or
    Click No for a Cutter number based on the main entry.

    Result of responding Yes:
    The Dewey Cutter macro looks up the Cutter number in the selected Cutter table, and inserts the Cutter number in 092 ‡b.
3 Complete any other editing in the record.
4

Click View > Label or , or press <F10>.

5 In the Label dialog, check the label content, edit if needed and, when ready to print the label, click Print.

Which OCLC Cutter table should you use?

Select a table based on your existing Cutter numbers:

  • Use the Cutter-Sanborn Four-Figure Table (Sanborn macro) if your library's existing cutter numbers include only a single letter with numbers.
    Examples:
    Adams, John: A2145
    Adams, Ruth: A2169
    United States. Dept. of the Interior: U5864
  • Use the Cutter Four-Figure Table (FourFig macro) if your library's existing cutter numbers include two letters with numbers.
    Examples:
    Adams, John: Ad185
    Adams, Ruth: Ad194
    United States. Dept. of the Interior: Un365
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Label formats

Label formats

The client provides four label formats and preselects format SL4 when you install the program. To select a different format, go to Tools > Options > Printing tab. The following table provides details about each format:

Format Brief Description Label Set Produced
SL4 (default) Spine label and two four-line pocket labels
  • 1 spine label: up to 9 lines of 8 characters each for call number and input stamps
  • 2 card/pocket labels: 5 text lines
  • Call number: 1 line
  • Main entry (author or uniform title): 2 lines
  • Title and any additional tag specified for holding library code: 2 lines
  • No blank lines
SL6 Spine label and two six-line pocket labels
  • 1 spine label: up to 15 lines of 8 characters each for call number and input stamps
  • 2 card/pocket labels: 5 text lines
  • Call number: 1 line
  • Main entry (author or uniform title): 2 lines
  • Title and any additional tag specified for holding library code: 2 lines.
  • Blank lines separate text groups
SLB Spine label and one four-line pocket label
  • 1 spine label: up to 9 lines of 8 characters each for call number and input stamps
  • 1 card/pocket label: 5 text lines
  • Call number: 1 line
  • Main entry (author or uniform title): 2 lines
  • Title and any additional tag specified for holding library code: 2 lines
  • No blank lines
SP1 Spine label only
  • 1 spine label: up to 9 lines of 8 characters each for call number and input stamps
  • No card/pocket labels

Note: The client does not directly support the SP2 format (two spine labels, no card/pocket labels). To produce two spine labels, use the SP1 format and print two copies of the label.

Format parameters: comparison table

Part of Label Lines/Characters per Line
Spine SL4 SL6 SLB SP1
Call number and input stamp 9/8 15/8 9/8 9/8
Card or Pocket  
Call number and inpurt stamp 1/28 1/28 1/28 None
Main entry 2/55 2/55 2/55 None
Title (and added tag, if any) 2/55 2/55 2/55 None
Blank lines No Yes No None

Call number format on spine label

Call Number (Field(s) of origin) Format Example
Library of Congress Line 1: alphabetic part or class numberLine 2: numeric part of class numberLine 3: period and first cutter, or data that follows a space or ‡bLine 4: second cutter, or data that follows a space or ‡bLine N*: data that follows a space or comma-space DR340.3.N4A3131969
Dewey
(092)
Class number up to 8 characters		 Line 1: entire class numberLine 2: data that follows ‡bLine 3: data that follows a comma-space 813.45Uris
Dewey
(092)
Class number 9-11 characters		 Line 1: numerals preceding decimal pointLine 2: decimal point and following numeralsLine 3: data that follows ‡bLine N*: data that follows a comma-space 929.5097742D59
Dewey
(092)
Class number up to 12 characters		 Line 1: numerals preceding decimal pointLine 2: decimal point and next 7 numeralsLine 3: remaining numeralsLine 4: data that follows ‡bLine N*: data that follows a comma-space 779.99149503700924M261972
Library Archives Canada
(055)

National Library of Medicine
(060, 096)

National Agricultural Library
(070		 Line 1: alphabetic part of class numberLine 2: numeric part of class numberLine 3: first cutter, or data that follows a space or ‡bLine 4: second cutter, or data that follows a space or ‡bLine N*: data that follows a comma-space WA540AA1C66b1973
Local
(098,099)		 Line 1: data in first ‡aLine N*: data in next ‡a MicroficheH879c
*N = any line number higher than the preceding line number in the list.

Notes:

  • When the client extracts the call number from fields 092, 090, and 096, ‡e and ‡f print the same as ‡b.
  • When the client extracts the call number from fields 098 and 099, ‡e and ‡f print the same as ‡a.

Fields used to display data in labels

Label Area Source of Information (fields and subfields) Notes
Title 245 a Punctuation is suppressed except question marks (?) and exclamation points (!)
Author

100 a b d

110 a b d

111 a d n

130 a d

The client selects author information from main entry fields 1xx.

The author area remains blank if a record has no 1xx fields.

Call number Library of Congress:
099, 098, 090, 050, 092

Dewey:
099, 098, 092, 090, 050

National Library of Medicine:
099, 098, 096, 060, 090, 050

Canadian:
099, 098, 055, 090, 050

Government:
099, 098, 090, 050, 092

National Agricultural Library
099, 098, 070, 090, 050		 The client extracts a call number based on the classification scheme associated with your OCLC authorization.

Fields are listed in order of priority for selection.

The system does not pull call numbers from 852, 082, or 086 fields.

Note: To use a government document classification number (field 086) in a label, you must retag the field to a valid field for your classification scheme (see list). The client cannot extract a call number from field 086 because no rules exist for parsing the numbers into lines.
Input stamp 049 a  

Suppress call number

To print labels without a call number:

Action
In the record, enter lowercase x as the only character in the selected call number field.

Results:
  • Call number is not printed on labels
  • Automatic stamp specified for the holding library does print. Change the setting or edit the label display to remove or adjust the automatic stamp
  • Input stamps in the 049 field do print. Edit the record or the label display to remove or adjust input stamps

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Keystroke shortcuts for editing labels

If you prefer, you can use the keyboard rather than the mouse for editing labels. The following table lists keystroke shortcuts for labels:

To Move Insertion Point... Press...
To next area of label <Tab>
To previous area of label <Shift><Tab>
One character left <Left arrow>
One character right <Right arrow>
One word left <Ctrl><Left arrow>
One word right <Ctrl><Right arrow>
One line up <Up arrow>
One line down <Down arrow>
To beginning of current line <Home>
To end of line <End>
To end of label area <Ctrl><End>
To beginning of label <Ctrl><Home>
To select this text... Press...
One character left <Shift><Left arrow>
One character right <Shift>>Right arrow>
One word left <Shift><Ctrl><Left arrow>
One word right <Shift><Ctrl><Right arrow>
To end of line <Shift><End>
To beginning of line <Shift><Home>
To add, cut, copy, or paste text... Press...
Toggle between insert and overwrite mode <Insert>
Cut selected text and put on Windows clipboard <Ctrl><X>
Copy selected text to the Windows clipboard <Ctrl><C>
Paste text at the cursor location <Ctrl><V>
Note: To cut, copy, or paste text, you can also use the menu commands, toolbar buttons, or the right-click menu, just as you do for editing records. See below.
To cut selected text...

On the Edit menu, click Cut or click .OrRight-click the selected text. On the popup menu, click Cut.

To copy selected text

On the Edit menu, click Copy or click .OrRight-click the selected text. On the popup menu, click Copy.

To paste cut or copied text...

On the Edit menu, click Paste or click .OrRight-click the selected text. On the popup menu, click Paste.


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Print accessions lists

About accessions lists

In the client. You print accessions lists in the Connexion client anytime using records in the local save file. You use options, create the content, and print reports to a printer or to an HTML file from within the client.

Separate service. The Accessions List service is a separate service you can order (contact your regional service provider for more information). The OCLC service creates a report on a schedule that is based on your online cataloging profile and options you select when you order the service. Reports are in HTML format. You retrieve them from the Product Services Web page.

This topic covers printing accessions lists in the client only.

Print records in accessions list format

  Action
1 Display a single record (a workform or a saved or unsaved record) and go to step4.

Or

Retrieve local bibliographic save file records that you want to print in an accessionslist:
On the Cataloging menu, click Search > Local Save File, or click , or press <F3>.
2

If you retrieve multiple records, sort records in the order in which you want theaccession list entries to print:

In the Search Bibliographic Local File dialog, enter search criteria and under Retrieval Order, select:

  • Save File Number
  • Control Number
  • Date/Time Added
  • Name
  • Title
  • Call Number

Or

Complete the search and then in the search results list, click any column heading to re-sort entries by data in that column.

Or

On the View menu, click Sort By > Author or Date or Title; or press <Alt><V><S><A>, <Alt><V><S><E>, or <Alt><V><S><T>, respectively, to sort the search results list.

Caution: Sorting by call number in the Search Local Bibliographic Save File dialog and sorting by a new call number column in the search results list are new features in version 1.40 of the client. Call numbers are not indexed for records saved in local files using previous versions of the client until you resave them in 1.40 or move or copy them to another local file.

3 Select the records you want to print in the accessions list:

Select adjacent records:

Click to highlight the first entry, and then press and hold <Shift> and click the last entry. The entire group of records between the entries is selected.

Or

Click an entry and hold the mouse button down while you drag the cursor up or down in the list to select the group of records you want.

Select nonadjacent entries:

Click to highlight the first entry. Then press <Ctrl> and click to highlight each additional entry.

Tip: To find records easily for printing in an accessions list, assign the same My Status to the records. Search by the My Status you assigned to retrieve the records. Sort the records the way you want them to print before or after the search (step 2). Then print (step 4).

4 On the File menu, click Print Accessions List, or press <Alt><F><A>.

Results:
  • The client prints the selected entries in accessions list format in the order in which they appear in the local file list.
  • The accessions list prints to your default printer in Windows, or if you set the print-to-file option in Tools > Options > Printing/Accessions List Options), the list prints to the HTML file you specified.

Caution: Each time you print an accessions list to a file, the data overwrites any existing data in the file.


Format and information printed

Each accessions list entry includes information from fields 1xx, 245, 250, 260, and optionally, another field you specify in Tools > Options > Printing, Accessions Lists Options.

  • Entries print in the following format:
    • Call number [line break]
    • [1xx] [period] [2 blank spaces ] [245] [period] [2 blank spaces] [250] [period] [2 blank spaces] [260] [period]

      Example (OCLC record number 13333420):
      P40.45.G7 H48 1986
      Hewitt, Roger. White talk black talk : inter-racial friendship and communication amongst adolescents. 1st ed. Cambridge : New York : Cambridge University Press, 1986.
  • If the bibliographic record contains non-Latin script data, the non-Latin prints above the romanized data (Latin script equivalent).
  • Classification scheme. When you are online, the client bases call numbers for the records in an accessions list on the classification scheme associated with the authorization and password you use to log on to the system. To print accessions lists while offline, you must supply a classification scheme in Tools > Options > General tab under Offline Cataloging.

Options for printing accessions lists in the client

  • Determine the order in which to print the entries in an accessions list (see procedure above).
  • Define a tag containing additional information you want to print at the end of each accessions list entry.
  • Print to an HTML file instead of a printer.

    Caution: Each time you print an accessions list to a file, the data overwrites any existing data in the file.
  • See Basics/Set Options and Customize, "Customize printing and display of records, lists, labels, and accessions lists" for more on printing to a printer or an HTML file and defining a MARC tag for accessions lists.
  • Set My Status for records you want to print in an accessions list (see Cataloging/Save Bibliographic Records, "Save bibliographic records"). Then search by My Status, sort the list in the order in which you want the accessions list to print, and print it (see Cataloging/Save Bibliographic Records, "Search for saved bibliographic records").
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