Document Search Tips

Querying

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    Wildcards

    Use wildcards to match any variable portion of a word that you want to match. ? to match one character. * to match zero, one or more characters.

    Example
    pol*
    This query returns documents containing "policy", "polls", "polling", etc.

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    AND

    Requires both terms before and after the AND be in the document for it to match. AND must be capitalized.

    Example
    Diplomacy AND USA
    Only returns documents that match the terms "Diplomacy" and "USA"
    Diplomacy AND USA AND Relations
    Can be used multiple times

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    NOT

    Ensures that the term following NOT is excluded from any of the returned documents. NOT must be capitalized.

    Example
    cat NOT dog
    city NOT (New York)
    If one of the terms is multiple words use parentheses.

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    OR

    One or both terms must appear for the document to be returned as a match. Documents with both terms will be given higher relevance. This is the default behavior between 2 terms if no operator is given. OR must be capitalized.

    Example
    cat OR dog cat dog
    This query only returns documents that contain either "cat", "dog" or both terms.

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    Parenthesis

    Bracketed expressions. These are evaluated left to right and can be nested. They dictate the precedence and behavior of combined operator statements.

    Example
    (city NOT (New York)) AND pizza

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    Exact Phrase

    You can search for exact phrases by putting quotation marks around a phrase.

    Example
    "Foreign Relations"

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    FOIA Case Lookup

    You can look up an existing FOIA case by typing the exact case number in the Case Number Field. Wildcards and other operators are not valid in this field.

    Example
    F-2006-03464

    Navigation

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      Sorting Results

      To sort your results, click the column header of the field you would like to sort by.

      To sort your results, click the column header of the field you would like to sort by.

      The results will be sorted in ascending order by that field and you will see an 'up' arrow next to the field.

      The results will be sorted in ascending order by that field and you will see an

      Click the same column header again to reverse the sort order to descending.

      Click the same column header again to reverse the sort order to descending.

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      Adding & Removing Columns

      To add columns to your result set, first hover your mouse pointer over any of the column headers until you see a small arrow button on the right side of the column header.

      To add columns to your result set, first hover your mouse pointer over any of the column headers until you see a small arrow button on the right side of the column header.

      Click that arrow, then click on Columns menu button. A list of all available columns will be displayed. Click the checkbox next to each column to display or hide them.

      Click that arrow,  then click on Columns menu button.  A list of all available columns will be displayed.  Click the checkbox next to each column to display or hide them.

      NOTE: If you added a new column, it will be displayed to the right of the results, possibly off the screen. You will need to either horizontally scroll to see that field, remove a different field to create more room, or resize one of the columns to create more room. (See below for resizing instructions)

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      Resizing Columns

      To resize columns of your results, first hover your mouse pointer over the border between 2 of the column headers.

      To resize columns of your results, first hover your mouse pointer over the border between 2 of the column headers.

      With your mouse pointer changed, click and drag in either direction to resize that field. You will see a vertical line where the new edge of the field will be.

      With your mouse pointer changed, click and drag in either direction to resize that field.  You will see a vertical line where the new edge of the field will be.

      Release your mouse button to set the new field width.

      Release your mouse button to set the new field width.

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      Refining Results

      To search within your existing results, first locate the text box and refine button in the top right corner of the results window. Type your search text in the box, and click the center of the Refine Search button.

      To search within your existing results, first locate the text box and refine button in the top right corner of the results window.          Type your search text in the box, and click the center of the Refine Search button.

      Your refined results will now be displayed, along with the updated search criteria. There is no limit to how many times you can refine a search.

      Your refined results will now be displayed, along with the updated search criteria.  There is no limit to how many times you can refine a search.

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      Starting a New Search

      If you would like to start a new search without going back to the search submit screen, first locate the text box and the refine button in the top right corner of the results window. Place your mouse pointer over the refine button and click the small arrow at the right side of the button (do not click the center of the button). A small menu will drop down for the button, and click the New Search option.

      If you would like to start a new search without going back to the search submit screen,  first locate the text box and the refine button in the top right corner of the results window.          Place your mouse pointer over the refine button and click the small arrow at the right side of the button (do not click the center of the button).          A small menu will drop down for the button, and click the New Search option.

      Enter your search text in the text box, and click the center of the new search button.

      Enter your search text in the text box,  and click the center of the new search button.

      You will now see a new set of search results based on your search text.

      You will now see a new set of search results based on your search text.

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      Jumping to a Specific Page

      To jump directly to a specific page in the result set, first locate the paging bar at the bottom left corner of the results window. The current page is displayed in a small text box, click inside that box to edit the number.

      To jump directly to a specific page in the result set, first locate the paging bar at the bottom left corner of the results window.  The current page is displayed in a small text box,  click inside that box to edit the number.

      Type the number of the page you would like to jump to, and press the enter button.

      Type the number of the page you would like to jump to, and press the enter button.

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      Closing a document

      To close a document that has been opened in the search results page, select the "x" in the top right or select anywhere outside of the window displaying the document.

      To close a document that has been opened in the search results page, select the "x" in the top right or select anywhere outside of the window displaying the document.

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      Search a document

      Select a document on the search results page. Once a document has been opened in a new window, press and hold down both the "Ctrl" and "F" key to open a box where you can enter your search term. As you search, your results will be highlighted in the document.

      Select a document on the search results page. Once a document has been opened in a new window, press and hold down both the "Ctrl" and "F" key to open a box where you can enter your search term. As you search, your results will be highlighted in the document.

      01-11-2016