Reference Management with Citavi Basics

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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)

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Reference Management with Citavi | A. Jaek / G. Pinnen | University Library

Citavi at the RWTH University

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Installing and licensing Citavi 1. Download the free version of Citavi

http://citavi.com/de/download.html

Citavi 5 runs on the operating systems Windows7, Windows8 , WindowsVista, (no more on XP)

2. Request a license key for students or staff at:

www.ub.rwth-aachen.de A-Z Citavi

Use your personal RWTH-email address to apply for a license key. The license key will not be sent to a freemailer 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 28.02.2016

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)}

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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

For RWTH: Configuration File

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Navigate Edit literature Preview + Quick help Basics: User Interface

Welcome screen: Choose a already existing project or create a new one

Switch between different layout views

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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.

Basics: New Projects

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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.

Adding and Navigation: New Bibliographic Information

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„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.

Adding and Navigation: Book

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Enter the last name first, then a comma, and then the first name. Use semicolons to separate multiple authors.

First add the edited book and then click Add

contribution.

To add another

contribution, click Parent reference Go to

parent reference Add contribution.

Adding and Navigation: Edited Book

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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 byRetrieving by ISBN. Enter the ISBN, DOI name or PubMed-ID and clickAdd to list, thenAdd to project.

Adding and Navigation: ISBN-Download

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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

Adding and Navigation: ISBN-Download

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Each reference can be linked with urls and/or files from your computer.

References linked with files are automatically marked by a paperclip.

Adding and Navigation: Linking Full Text and URLs

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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)

Literature Search: Online Search

Datenbank auswählen

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With +/- you can change from brief to detailed display of search results.

Select search results by checking the

checkboxes.

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Imported references are displayed as a selection. So you can edit them before definitely adding to your project Cancel Selection.

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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.

Literature Search: Export of References

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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.

Literature Search: Data Export from Google Scholar

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Literature Search: Find Full Text

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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/OpenURLfor further information and necessary settings

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

Literature Search: Searching with Citavi Pickers

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Right click on the

webpage choose Citavi Picker from the context menue chooseAdd webpage as reference

Check and possibly edit the reference in Citavi

Literature Search: Adding a Webpage with Citavi Pickers

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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.

Literature Search: Adding a PDF File with Citavi Pickers

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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

Literature Search: Adding Books by ISBN

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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

Literature Search: Copying Text Passages from Webpages

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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 Task Planner

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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.

In the reference editor click on the content tab

addAbstracts 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

Organizing Knowledge: Abstracts, Tables of Contents, Evaluation

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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

Organizing Knowledge: Adding Quotations

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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 Organizing Knowledge: Applying Keywords

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 double- clicking a keyword

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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.

Organizing Knowledge: Organizing Items with Groups

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Creating Groups

On the References tab click Show Group Column Click the New group icon

Enter a name in the Name field.

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

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Creating Publications with Word: Inserting References

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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.

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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

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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

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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.

Creating Publications with Word: Inserting Knowledge Items

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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: +49 241 8097723/90206, Email: [email protected] Creating Publications with Word: Citation Styles

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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.

Creating Publications with Word: Selecting a Citation Style

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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 theAdvanced Search.

Helpdesk Reference Management Phone: +49 241 80 97723 / 90206 Email: [email protected]