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Bibliography/Reference management software

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Presentation on theme: "Bibliography/Reference management software"— Presentation transcript:

1 Bibliography/Reference management software

2 Citations & bibliography
Two places to cite the references you have used In-text citation (within a sentence) Bibliography/References (at the end of the document) author-date

3 Citation styles (
Author-date system E.g. APA style (American Psychological Association) Numerical system E.g. ACS style (American Chemical Society) E.g. AIP style (American Institute of Physics) In-text citation Bibliography

4 Managing references using

5 EndNote A software that
Stores and organises references from many sources Inserts these references in a Word document Formats references automatically according to a predefined citation style

6 Online Guide (

7 EndNote installation for PC
Contact NUS IT Care (x62080,

8 EndNote installation for Mac
software administrator for instructions

9 Create your EndNote library
Launch EndNote program File menu > New … > filename.enl Save E.g. pc5198.enl pc5198.Data

10 Ways to add references to EndNote library
Direct export Online search Import PDF Manual input Import file EndNote Library

11 Method 1: Direct export Export references directly from a database
Steps Select records required Look for an option to save/output/export/send to EndNote (sometimes labeled as “RIS format”) Click “Open” to download records to EndNote library Databases Web of Science FindMore Google Scholar

12 Method 2: Online search Searches free databases and library catalogues within EndNote (e.g. our library catalogue, Library of Congress) Steps Go to Online Search Mode > More Select a free database or catalogue, e.g. NATL U of Singapore In the online search pane, search by exact title of book Copy the reference to Local Library Mode

13 2. Select more 1. Click on Online Search Mode (Temporary Library) Search by the exact title

14 Method 3: Import PDFs Extracts references from PDF files. PDFs must contain a Digital Object Identifier (DOI) and is not a scanned document. Steps File menu > Import Choose either File or Folder Change Import Option to PDF Note If the author, title, journal, etc, fields are not auto-populated, then the PDF is of the incorrect format

15 Method 4: Manual Inputting
Link to the video:

16 Method 5: Import File Requires saving references selected as a text file (*.txt) and importing it to EndNote library using an appropriate filter Used for very few databases, e.g. Factiva, where the references cannot be exported to EndNote library directly Refer to EndNote LibGuide > Importing references for the specific steps

17 Tips No limit to the number of references in each library but < 100,000 is recommended Always move/copy/rename/delete both the main *.enl file & associated *.Data folder together Always make a backup copy Save as a compressed library (*.enlx) for larger files

18 Tips Groups provide a useful way of organising the references into subsets for easy viewing Remove duplicates References > Find duplicates Custom groups References are added manually to each group Smart Groups Uses search criteria to dynamically update references in them

19 Integrating references into your paper (Cite-While-You-Write)
Direct export Online search Import PDF Manual input Import file EndNote Library (MS Word) Integrating references into your paper (Cite-While-You-Write)

20 EndNote toolbar in MS Word

21 Insert citations Method 1: Find Citation a. EndNote X6 tab:
Insert citation > Find Citation b. Search for a word in any field (e.g. title, author) c. Select the reference(s) > Insert into your paper Method 2: Insert Selected Citation(s) In EndNote library, select the reference(s) Go to Word and place cursor at insertion point Click on Insert Citation > Insert Selected Citation(s)

22 Edit & remove references
a b a. Remove a citation if you no longer want to cite it. Edit a reference here instead of changing it manually on the Word document. b. Use this to exclude author or year in the in-text reference, or add page number.

23 Change style & create a bibliography
To change the citation style Style > Select Another Style… To create a bibliography section Click on bottom right corner of Bibliography group > Layout > Bibliography title Type “References”

24 Field shading setting in Word
Top left corner: Drop down arrow > More Commands > Advanced > Show document content > Field shading > change to “Always” 2 1 4 3

25 Back up your library Method 1: Save a copy Method 2: Compress library
File > Save a Copy… Creates an exact copy of the EndNote library & its associated folder, e.g. Method 2: Compress library File > Compressed Library Saves the *.enl file and *.Data folder as a compressed file, e.g. To restore, File > Open > Open Library…

26 Travelling library Creates an EndNote library (new) from the references used in a paper EndNote X6 Tab > Tools Group > Export to EndNote > Export Traveling Library

27 Convert to plain text EndNote X6 tab
> Bibliography group > Convert Citations and Bibliography > Convert to Plain Text Save the plain text Word document created (with no field codes) under a NEW name Keep the original document with the field codes as your master file Remove field codes before sending document to a publisher

28 EndNote vs EndNote Web (
Feature EndNote EndNote Web Organize references Yes Store and cite images and objects Find full text articles automatically No Link to PDF files Format bibliographies Online database searching Import filters for online databases 700+ predefined; create your own 700+ predefined Operating System Mac OS X & Win Win, Mac & Linux Access to references Desktop & Network Web browser Multi-user access (network or Web) # of output styles 5,000+ predefined; create your own 3,400+ predefined Database size Unlimited Max # of References 25,000 Max # of fields 52 50 Max # of Reference Types 46 39 Create table and figure lists Subject Bibliography Spell Check Create a list of "favorite" styles Reference grouping Create Smart Groups for instant sorting Advanced searching capabilities Search across multiple databases Cite While You Write Integrated in MS Word Cite While You Write (optional installation)

29 EndNote resources NUS Libraries Guide Thomson Reuters EndNote Guide
EndNote X6 Online User Guide (PDF or HTML) Endnote Training YouTube Channel EndNote Updates Output Styles Connection Files Microsoft Word Templates Frequently Asked Questions

30 Managing references using

31 HyperText Markup Language (HTML)
Websites HyperText Markup Language (HTML)

32 What is LaTeX?

33 About LaTeX A document markup language & document preparation system for high quality typesetting Based on TeX, a low-level markup and programming language created by Donald Knuth in 1977 for use in computer typesetting A LaTeX document is a plain text file containing the document content with additional markup When the source file is processed by the macro package, it produces documents in several formats (DVI, PDF, PostScript, PNG, JPEG, etc)

34 Using LaTeX Requires a bunch of tools, minimally,
TeX distribution - a collection of packages and programs (compilers, fonts, and macro packages) Text editor E.g. TeXworks, LyX (Windows, Linux and Mac OS), TeXstudio (cross platform open source), WinEdt (Windows), etc Viewer (DVI or PDF) TeX distributions Descriptions MacTeX TeX Live based distribution for Mac OS X MiKTeX For Windows TeX Live Cross-platform

35 Create a bibliography in a LaTex document
Method 1: Embed the references at the end of the LaTeX document as shown in the following example. Just before the \end{document} command, \begin{thebibliography}{9} \bibitem{lamport94} Leslie Lamport, \emph{\LaTeX: A Document Preparation System}. Addison Wesley, Massachusetts, 2nd Edition, 1994. \end{thebibliography} Unique ref_key Start Actual reference End

36 Use the \cite command to cite references within the text
List of references used in document

37 Create a bibliography in a LaTex document
Method 2: Using the ancillary tool BibTeX BibTeX provides for the storage of all references in an external, flat-file database which can be linked to any LaTeX document. Citations can then be made to any reference that is contained within the file. A BibTeX database is a plain text file and is stored as a *.bib file which is easily edited using a GUI management system such as JabRef or Mendeley (cross platform)

38 \cite{bibtex_key} \bibliographystyle{plain} \bibliography{bib_filename}

39 Sample of a BibTeX entry
bibtex key (unique) @article{greenwade93, author = "George D. Greenwade", title = "The {C}omprehensive {T}ex {A}rchive {N}etwork ({CTAN})", year = "1993", journal = "TUGBoat", volume = "14", number = "3", pages = " " }

40 JabRef

41 JabRef Is an open source reference management software (Free)
Current version 2.9.2, Is Java-based, so is platform/OS independent Uses BibTeX files (*.bib) as its native format Provides a easy-to-use GUI for editing BibTeX entries Provides filters to import other file format (e.g. *.ris) and data from databases such as Medline, JSTOR, etc

42 Exercise Create a *.bib file in JabRef Import references from
Web of Science Scopus FindMore Google Scholar Generate bibtex keys Create groups to manage bibtex entries Find duplicates Export > HTML table (with abstract & bibtex)

43 BibTeX key auto generation
Shows the bibtex format of the reference

44 Exchange between EndNote & JabRef
EndNote file (*.enl) Export Plain text file (*.txt) Using Output style: BibTeX Export Direct Import Import option: Reference Manager (RIS) Change file extension from *.txt to *.bib Direct Import *.ris Export JabRef (*.bib) File of types: RIS (*.ris) Note: BibTeX key will not be generated by EndNote

45 Useful resources LaTeX,
MiKTeX, JabRef, JabRef user manual LaTeX wikibook TeX Users Group, Tame the BeaST: the B to X of BibTeX By Nicolas Markey

46 Feedback

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