Reference Management with Citavi Basics

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1 Reference Management with Citavi Basics A. Jaek / G. Pinnen, University Library Basic Features of Citavi Import references easily from databases, no time-consuming capturing of bibliographic information by hand. Reference management software provides many formatting options: Citation styles of scholarly journals Citation standards from different subject areas Citation styles can also be edited (for advanced users) Citavi works with all word processors that support Rich Text Format (RTF) processors (e.g. Microsoft Word, OpenOffice, LibreOffice) and also with popular LaTeX editors Just click to insert citations, quotations, and thoughts into your document Manage and annotate full-text (usually journal articles in PDF format) 2 von 36

2 Citavi at the RWTH University Installing and licensing Citavi 1. Download the free version of Citavi Citavi 5 runs on the operating systems Windows7, Windows8, WindowsVista, (no more on XP) 2. Request a license key for students or staff at: A-Z Citavi Use your personal RWTH- address to apply for a license key. The license key will not be sent to a fre er address (web.de, GMX, Gmail etc.). 3. Enter the licence key data in Citavi at Help License 4. Students and staff can install Citavi on two PCs (or on one PC and one USB flash drive). 5. Validity of the license at least until von 36 Course Schedule Adding and Navigating Configuration Filre (Folie 5) User Interface (Folie 6) New Projects (Folie 7) Adding Bibliographic Information (Folie 8) (Book, Edited Book, Journal Article) ISBN Download (Folie 11) Attaching Full-Texts and URLs (Folie 13) Searching for Literature Online Search (Folie 14) Export (Folie 17) Find Full Text (Folie 19) Picker (Folie 20) Organize Knowledge Plan Tasks (Folie 25) Abstracts, Table of Contents Evaluation (Folie 26) Quotations (Folie 27) Keywords (Folie 28) Groups (Folie 30) Publish Addin for Word (Folie 31) Citation Styles (Folie 34) 4 von 36

3 For RWTH: Configuration File Download the configuration file from our homepage at A-Z Citavi The configuration file provides access to databases subscriped at the RWTH. The configuration file can only be imported in Citavi versions with site license. Import of the configuration file in Citavi at Tools Import or export settings 5 von 36 Basics: User Interface Welcome screen: Choose a already existing project or create a new one Switch between different layout views Navigate Edit literature Preview + Quick help 6 von 36

4 Basics: New Projects Enter a name for the project and click OK. As a default Citavi saves your project at Documents/Citavi5/Projects. Important: If you want to work on a project with other people, click another location and select a network drive. 7 von 36 Adding and Navigation: New Bibliographic Information Click Reference New reference and choose the appropriate reference type Citavi offers 35 reference types to capture your bibliographic information. Choose which are relevant to you and read the descriptions. Create a list of your favorite reference types in the left column with drag and drop. 8 von 36

5 Adding and Navigation: Book Enter the last name first, then a comma, and then the first name. Use semicolons to separate multiple authors. Difficult fields are marked blue Field names marked blue can be clicked to get help of some sort E.g. if you click Author the author editor appears. Simple names you can enter directly (separated by a semicolon). The input field Abbreviation is used for institution abbreviations. 9 von 36 Adding and Navigation: Edited Book First add the edited book and then click Add contribution. To add another contribution, click Parent reference Go to parent reference Add contribution. 10 von 36

6 Adding and Navigation: ISBN-Download By importing the configuration file the sources for the ISBN search are already set. If you are online you will be able to add references by Retrieving by ISBN. Enter the ISBN, DOI name or PubMed-ID and click Add to list, then Add to project. 11 von 36 Adding and Navigation: ISBN-Download If you have a list of books containing ISBN, DOI oder PubMed-ID numbers as a text file or webpage you can easily add the references to your project: Copy the text to the clipboard (CtrlA CtrlC). Click ISBN, PMID, DOI in Citavi Select Text from Clipboard and then Paste from Clipboard Click Add to Project 12 von 36

7 Adding and Navigation: Linking Full Text and URLs Each reference can be linked with urls and/or files from your computer. References linked with files are automatically marked by a paperclip. 13 von 36 Literature Search: Online Search Datenbank auswählen With Citavi you can search more than 4000 library catalogues and bibliographic databases Tip: Most bibliographic databases require a subscription. By importing the configuration file (sheet 5) you have access to RWTH database subscriptions if you are connected to the RWTH network (connect remotely via VPN/Eduroam) 14 von 36

8 Literature Search: Online Search With +/- you can change from brief to detailed display of search results. Select search results by checking the checkboxes. 15 von 36 Literature Search: Online Search Imported references are displayed as a selection. So you can edit them before definitely adding to your project Cancel Selection. 16 von 36

9 Literature Search: Export of References Most online databases allow you to export your results directly to a reference management program using a special export format. You can then import this information into Citavi. The three most commonly used formats are RIS, EndNote (Tagged) and BibTeX. 17 von 36 Literature Search: Data Export from Google Scholar Google Scholar Settings Bibliography manager Select Show links to import citations into EndNote Save the selection Perform your search There is a blue bar at the bottom of the page with the text Citavi found n references to import directly. Click here to import the references. Click the link. The references are added to Citavi. To import selected references click Import to EndNote at each title. 18 von 36

10 Literature Search: Find Full Text Let Citavi find and download the full text of journal and newspaper articles from the internet. For single references you can also use Check availability with OpenURL. Look at Tools Options RSS/OpenURL for further information and necessary settings 19 von 36 Literature Search: Searching with Citavi Pickers Citavi Pickers help you to add online information to your project Adding a webpage Adding a PDF file Adding books by ISBN Copying quotations from webpages 20 von 36

11 Literature Search: Adding a Webpage with Citavi Pickers Right click on the webpage choose Citavi Picker from the context menue choose Add webpage as reference Check and possibly edit the reference in Citavi 21 von 36 Literature Search: Adding a PDF File with Citavi Pickers Right click on the PDF choose Citavi Picker from the context menue choose Add PDF document as reference Citavi creates a new reference for the PDF file. If the PDF file contains a DOI name, Citavi searches for the corresponding bibliographic information and adds it to the reference. 22 von 36

12 Literature Search: Adding Books by ISBN Click the Citavi icon next to the ISBN number Citavi searches the catalogs that you have selected for ISBN searches As soon as Citavi finds a result the Picker will transfer the bibliographic information to the current Citavi project 23 von 36 Literature Search: Copying Text Passages from Webpages Excerpt text passages from webpages: Highlight a text passage Right click on the text choose Citavi Picker from the context menue Add reference and add quotation Citavi creates a new reference in the current project and saves the quotation with this reference Add selection as Citavi saves the text with the current reference 24 von 36

13 Task Planner Each research projects requires a number of similar tasks: copy, verify bibliographic information or borrow. In Citavi these tasks are predefined and can be quickly selected from the list of Routine tasks. Sometimes you'll have special tasks you'll want to record, such as Discuss with Prof. Schmidt. Adding Tasks Adding a Routine Task Select a reference Go to the Task & Location Tab Click Routine Task Open the drop-down menue and choose a task Adding a special task Select a reference Go to the Task & Location Tab Click Task 25 von 36 Organizing Knowledge: Abstracts, Tables of Contents, Evaluation In the reference editor click on the content tab add Abstracts and/or a Table of Contents to your reference (manually, with copy & paste or with the Picker) type an evaluation of the reference in the evaluation box or use the star rating everything is saved automatically 26 von 36

14 Organizing Knowledge: Adding Quotations Capture any number of text or image quotes from a reference: In the reference editor click in the Quotations tab Select the correct quotation type Type the text into the quotation box Enter the page numbers the quotation is taken from in the Page range field 27 von 36 Organizing Knowledge: Applying Keywords You can apply one or multiple keywords to a each reference. In the Reference Editor click on the Context tab Type keywords into the Keywords box. Separate multiple keywords with semicolonwith semicolon Keyword Dialogue In the Reference Editor click on the Context tab Click the blue Keywords link You can move existing keywords between the All keywords column and the Selected keywords column by clicking Add or Remove or by doubleclicking a keyword 28 von 36

15 Organizing Knowledge: Organizing Items with Groups Groups can help you organize your work or sort references in a way unrelated to their contents. You can create an unlimited number of groups. Creating Groups On the References tab click Show Group Column Click the New group icon Enter a name in the Name field. 29 von 36 Organizing Knowledge: Organizing Items with Groups Assigning Groups On the References tab click Show group column Select the reference or knowledge item with your mouse Drag the reference or knowledge item to the desired group 30 von 36

16 Creating Publications with Word: Inserting References Using the Add-In for Word, you can insert references and knowledge items from your Citavi project into your document exactly as prescribed by your selected citation style Insert References 1. In Word click on the Citavi Add-In 2. Click on the Citavi pane to assign a project to your paper 3. Select a citation style 4. Select a reference and insert it in your paper as quote with a double click 31 von 36 Creating Publications with Word: Inserting Knowledge Items You can insert quotations and thoughts from your Citavi project into your document with just a click. 1. Place the insertion point where you would like to insert the quotation or thought 2. On the Citavi pane on the Knowledge tab, double-click the item you want to insert 3. Or, select the item and then click Insert. 32 von 36

17 Creating Publications with Word: Inserting Knowledge Items If you are using a citation style that uses footnotes, Citavi will insert the knowledge item into the main text and the citation in a corresponding footnote. One the Citations tab, you can see which references you have cited and change their formatting. if desired. 33 von 36 Creating Publications with Word: Citation Styles The RWTH has no uniform citation style. Therefore ask your institute for the current citation guidelines. Publishers and journals have explicite citation standards you have to comply to if you want to publish a paper. Publisher and journal citation standards are to be found in Citavi under the name of the publisher/journal. If you need help with citation styles, please contact our Citation Style Service. We assist you with the selection of an appropriate citation style or edit a citation style according to the guidelines of your institute. Phone: /90206, 34 von 36

18 Creating Publications with Word: Selecting a Citation Style If you already know the name of a citation style, search for it by the name. Otherwise search for a style according to its characteristics in the Advanced Search. Before you select a citation style it is important to decide whether you use In-Text-Citations or Footnotes. You can change your citation style at will but not the position of the citations (In- Text/Footnotes) If you select a style there is a preview on the output of the most common document types with this style. 35 von 36 Helpdesk Reference Management Phone: /

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