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Downloading and e-mailing Records

You may save records and either e-mail them to yourself or download them as an html file. This help file also has instructions for Endnote users.

To copy and paste:

You can, of course, copy and paste records into any document that you wish. Copying a record will copy the record as is, with or without diacritics depending on the display chosen. Note that when you copy records on the Macintosh with ALA display chosen, you will have to have chosen either the User defined or the Western (MacRoman) character set in order to further use the records in a word document with the AlaBas font; copying when the default Western (ISO-8859-1) character set is chosen will result in incorrect records.

To download records from a result screen:

To download all of the records of a result set, you can use the download records link on your result screen. Records are downloaded as tab-delimited text, in the display you have set on the page. (For more information on displays, please refer to the Display Fonts page.) To select records from various pages, you need to save records first.

To save records:

Click on the add to bookbag link following the record.  Your bookbag will stay with you for a period of time, usually at least 2 hours.  You can conduct different searches and continue to add to the bookbag. The bookbag can hold up to 500 records. You may view your bookbag at any time by clicking on the bookbag link in the navigation bar at the top of the main window.

Clear your bookbag at any time by viewing the bookbag and then by clicking on the empty contents button.

You can remove individual records from your bookbag by clicking on the remove from bookbag link following that record.

To download your saved records:

Click on the download contents button. The records will be downloaded to your browser as plain text.  If your browser has a helper application configured for plain text, the record will appear in the helper application. Otherwise it will appear in the main window of your browser.

Records will be downloaded in their full format, including all fields and all diacritics. For more information on how to display those diacritics, please refer to the Display Fonts page. If you do not wish to retain the diacritics, you should copy-and-paste your records from the bookbag directly.

To e-mail your saved records:

Click on the email contents button. You will be presented with a form that asks for your e-mail address. Simply fill it in and then click on the email records button.

To navigate within the bookbag window:

The bookbag window does not have the usual browser navigation buttons. If you need to navigate, for example to correct an incorrectly entered e-mail address, please use the right-click button (in Windows) or hold down your button (Macintosh) in the bookbag window, and select your desired function (in casu, the Back function). This is also the way to choose as encoding the User-defined AlaBas setting if needed (available in Internet Explorer only).

For Endnote users:

There are two different methods depending on whether you download all your retrieved records from the result screen, or whether you download records saved to the bookbag.

Importing records from the result screen

Advantages:

  • you can download all of the records at once, without having to save each individual record to the bookbag
  • you can download records in ALA or Regular display

Disadvantages:

  • since the BAS contains books, edited books, book chapters and journal articles, separation between these kinds is up to the user
  • citations are listed as a whole, i.e., subfields such as journal title, volume, issue, pages, year are not differentiated

Instructions:

  1. On the result screen click on Download Records.
  2. When prompted to save, save the file with an understandable name, give it a .txt extension, and select All Files under Save as type.
  3. Open the file of records in Wordpad.
  4. Add as the first line: *Journal Article ( include the asterisk, and end the line with a return)
  5. On the line: BAS ID, Title, Author, Citation and Subjects replace BAS ID with Unused, Citation with Journal, and Subjects with Keywords (do not lose the tabs between the fields); save the changes to the file
  6. In Endnote, follow the normal Import procedure; for the Import Option, select Tab Delimited.
  7. All the records should now be imported as Journal Articles.

Importing records from the bookbag

Advantages:

  • you can select the records that you want to download
  • the results have citations differentiated into subfields, and records are differentiated between books, articles etc.

Disadvantages:

  • all such records are in ALA format only; without an ALA-encoded font such as AlaBas, you may see strange characters in place of diacritics

Instructions:

In the bookbag window,

  1. Once you have finished adding records, click on download contents; save the file with an understandable name as a text document
  2. Download the University of Queenland, Australia BAS filter (you may have to scroll) and save it in the Filters folder of your Endnote program under an appropriate name, such as BAS
  3. In Endnote, open the File Manager by choosing Import Filters from the Edit menu. Check the BAS filter check box; close the window. (Of course, steps 2-3 will have to be done only once per machine)
  4. Open the library into which you want to import records, in the File Import window select your downloaded bookbag, and choose as Import Option BAS (or the name you had chosen in step 2).
  5. All records should now be imported under their appropriate category (Journal Article, Book etc.)

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