Working with the Citation Style Editor Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Working with the Citation Style Editor

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Citation Style Types In-text citations Author-Date (Doe, Smith 2009: 14) Reference number [34] Citation Key [DoS09:14] Footnotes Author-Date Doe, Smith 2009: 14 Full citation Jane Doe, Mia Smith: E-Learning. London 2009, p. 14 "Harvard style" ex. APA "Oxford style" ex. Turabian Medical journals Computer Science journals

Potential Style Requirements Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Potential Style Requirements If there are more than seven authors, list only the first three and then use et al. If there are multiple authors with the same last name, list the first names to differentiate them. If multiple works by one author from the same year are listed, append the letters a, b, c, etc. to the year. Format titles of books in italics and titles of journal articles in quotation marks. In the first footnote give a full citation for the work. Thereafter cite only the last name of the author, a short form of the title and the year. In the first footnote give a full citation for the work. Thereafter refer back to the first footnote. Ex. see Note 14. If a work is cited twice in a row in the footnotes, use "ibid." for the second citation. Citavi can handle all of these requirements and many additional ones as well.

Help! I Can’t Find my Style! Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Help! I Can’t Find my Style! Is the style maintained by a journal or publisher? Ask the Citavi team to create the style Add Copy and change Create from scratch It’s there! It’s not there A similar style exists The style comes from…? Search for the style University, department, or professor?

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Let’s Get Started! Define the rule sets needed: Bibliography formatting Formatting of in- text citations (or footnotes) Add a new style or edit an existing style Define general settings

Copying vs. Starting from Scratch Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Copying vs. Starting from Scratch Copy and edit Start from scratch You should never copy a style file in Windows Explorer, since each citation style has an internal identification number which must be unique. When you create a copy outside of Citavi, the number is duplicated, so it won't show up. When you make the copy inside Citavi, the copy is given a new, unique identification number. Always copy a style using the Citation Style Editor!

Citation Style Editor Overview Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Citation Style Editor Overview Reference type Contribution in edited book, Book … List of components Editing pane Citation Style properties For each reference type you need to define how the bibliography and the in-text citations (or footnote citations) should appear. You can naturally just define the formatting for the reference types you actually need. For each reference type, you can then drag components (ex. Author, Year derived) from the list of components into the editing pane. In the next step the components can be edited. The results can be viewed in the preview pane. Preview

Bibliography Entry: Book Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Bibliography Entry: Book Eppler, Martin (2003): Managing Information Quality: Increasing the Value of Information in Knowledge-intensive Products and Processes. Berlin: Springer. Author (year): title: subtitle. place of publication: publisher. Last name, then first name Colon before the title. Colon before the subtitle. Title and subtitle in italics. A period before the place of publication. A colon before the publisher. Let’s begin with the reference type "Book". For a book with one author, this style requires that first the author name, then the book title, and then the publication information should be listed. When defining punctuation you should work from right-to-left. This will be discussed in depth later on in the presentation. Think backwards when adding punctuation!

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 New Components: 3 Steps Drag components into the template Define the punctuation Define additional characteristics

Dragging Components into the Template Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Dragging Components into the Template Drag the desired component from the list of components and place it in the correct order in the template.

Defining the Punctuation Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Defining the Punctuation Use punctuation before whenever possible. Punctuation before will always take precedent over punctuation after; you will not get both. This behavior helps in situations where a field is sometimes empty or where you might otherwise end up with superfluous or incorrect punctuation marks. Hint: You should only use the punctuation before and punctuation after boxes for the following punctuation: •Commas •Periods •Semicolons •Colons •Spaces •Non-breaking spaces (Shift+space) •Tabs •Returns   To add any other punctuation, such as parentheses, or any other text, create a new component instead. "Punctuation before" takes precedent over "Punctuation after". Example: [Place of Publication PERIOD][COLON SPACE Publisher PERIOD] : Publisher

Defining Additional Characteristics: Text Formatting Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Defining Additional Characteristics: Text Formatting Double-click a component to edit its properties. Define the component properties:

One Component, Many Reference Types Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 One Component, Many Reference Types Once you’ve defined a component once you can use it in all other reference types for which it is available. Book Title : Author (Year derived) Subtitle Place of Pub. . Publisher , Journal article Title : Author (Year derived) Subtitle Periodical . Volume , Page range Once you’ve defined a component once, you can use it for all other reference types for which it is available. This helps save you time. If you need one component to have two different properties (for example, if journal article titles should not be in italics), then you need to duplicate the component. Contribution in an edited book Title : Author (Year derived) Subtitle In: . Editor Title of the Edited Book , Verlag Page range Place of Pub.

What are “Components" Anyway? Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 What are “Components" Anyway? Book Internal field name Movie Authors Place of publication All reference types in Citavi are based on one common table structure. They differ only in which fields they use. Depending on the reference type, the same internal field might be given a different name on the “Reference” tab. For example, if you add a book to your project and enter author names, Citavi will save this information in the field "Authors". If you add a movie and enter the name of the director, this information is also saved in the “Authors” field, since the internal field is the same. When you create a citation style, you should be aware of these internal fields. For example, let’s say your citation style requires author names to be in small caps for books. For movies, however, the director’s name should not appear in small caps. If you first edit the component for the reference type “Book” and then also make changes to the component in the reference type “Movie”, you will undo the settings you add for the reference type “Book”, since the same component is used in both places. To get around this problem, you should create a duplicate of the component. We’ll discuss this later on in greater detail.

Same Component, Different Properties Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Same Component, Different Properties Occasionally, you’ll want one component to have different properties. For example, if book titles are supposed to be in italics but article titles are not supposed to be in italics Book – the title is in italics Title : Author (Year derived) Subtitle Place of Pub. . Publisher , Journal article – the title is not in italics Author (Year derived) : Title : Subtitle . Periodical , Volume , Page range Solution: Duplicate the component and make changes to the duplicate.

Duplicating Components Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Duplicating Components First, select the component and duplicate it… … then double- click the duplicated component to edit it.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Renaming Components 1. Double-click in the white space 2. Change the name here ex: Title [not italic] Using placeholders to name components can save a lot of time, especially if you have created a combined component. Instead of having to type [Title]:[Subtitle] in the “Name” field, you can simply type {0}:{1} . The first placeholder always is "0". {0} is a placeholder for the component name.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Combined Components You can save time by combining components: If multiple items should appear in parentheses, use a combined component: There are certain components that always appear together, regardless of reference type. For example, title and subtitle or publisher and place of publication. You can save time by combining these components. When you do so, you no longer are able to define the punctuation before and punctuation after for each individual component. In such cases you need to insert a text element between the two components.

Working with Text Elements Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Working with Text Elements Some components have special functions … With a Text element You can insert punctuation such as parentheses or a colon into a combined component. You can add text: Access date: URL: In:

Edition Number Derived Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Edition Number Derived The component "Edition number derived" lets you specify that only the edition number should appear, even if additional text appears in the edition field. For example, if 4th expanded edition was entered in the Edition field, the citation style would only use the number 4. This is useful if edition numbers are given as superscript appended to the year: Chicago 19934

Author, editor or organization Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Author, editor or organization Author, editor or organization Usually results in the author being displayed If no author is available, the editor will be used. If neither author nor editor is available, the institution is used Often used for in-text citations

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Year derived Year derived ensures that a year will appear as long as a year was entered in any date field. The component Year derived should almost always be used instead of the component Year.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 First footnote number First footnote number lets you refer back to the first footnote in which a particular reference was cited. The component in the screenshot is a combined component consisting of the text element "cf. note" and the element "First footnote number".

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Index in bibliography Index in bibliography allows you to refer to the number of a reference in the bibliography.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Formatting Names Author and editor components allow you to make detailed specifications: First Name: Last name, first name Additional names: First name Last name Between names insert: Commas Before the last name insert: , and There are many different options for author names. For example, you can set the first name mentioned to be listed in the order "last name, first name" and all following names to be listed by first name and then last name. You can also define any text and punctuation between names. Another setting is to use "et al." after a certain number of authors. The field “Group suffix” is useful when you’re defining the Editor component. It allows you to add a suffix such as "(Eds.)" after the editor names: Smith, John; Doe, Jane; Miller, Sarah (Eds.) If more than three names, list only the first followed by: , et al.

Exception: Contributions in … For the reference type "Contribution in edited book" the components come from two sources: The contribution: Author, title of the contribution The edited book: Editor, publisher, place of publication Components for parent works are designated by an orange arrow. Parent and child components can be edited without affecting each other. For example, you can change the title component for the contribution and it won’t affect the title component for the edited book.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 What Next? Complete the Bibliography rule set and either the In-text citation or Footnote rule set for all reference types you need: Up until now, we’ve only looked at the formatting in the bibliography. The same principles apply to defining how the footnotes or in-text citations should be formatted.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Exceptions For special cases you can create a new condition (Template > New)

Save Time by Inheriting Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Save Time by Inheriting Define the rule set for the reference type "Unknown" … … and let the other reference types inherit this rule set: If the format of your in-text citations or footnotes is the same for every reference type, you can save a lot of time by basing the rule sets on one reference type.

Last but not Least…General Properties Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Last but not Least…General Properties Click File > Citation style properties to define general properties for the citation style.

Präsentation: Citavi in der Hauptbibliothek Zürich am 9. Feb. 2006 Thank you!