Advanced Course

Advanced Course

Questions and Answers

Where can I find x, y, or

z?Hints for better searching

Making sense of it all

How to manage large sets of results

So many PDFs...

Options for files on your computer

Hints for citing better

How can I excerpt quotations and cite

efficiently?

Word & Citavi

How to cite in Word

Your Questions

What would you like to know?

Let’s Get Started!

www.citavi.com/shows/14

Hints for Better Searching

Where can I find x, y, or

z?Start in Citavi:

• Choose a good database for your topic• Use the settings file• Adjust your search terms depending on

your resultsFind additional results online:

• Import results from online databases.• Use the Picker

Your Personal Search Portal in Citavi

Search local• Your library catalog• Your shared catalog

Search thematically• Databases on your topic

Stay current• For new books, search in

bookseller catalogs

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Importing Settings Files

• Settings files are created by your library

• These may include password for subscription databases

• Contains resources tailored to your institution.

Passwords will only be imported if you are using a site license!

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Learning From Experience

• If you’re getting far too many results, simply cancel the search.

• Come up with new search terms by looking at your results.

• You can discard search results if they’re not specific enough.

Using Citavi’s Advanced Search

• Search in the Title field Relevance Results

• Search using the Year Currency Results

• Use "AND" to join terms Precision Results

• Truncate: Wom* Save time Results

• Use "OR" to join synonyms Save time Results

Set Theory and Searching

Don’t forget parentheses!Working with "AND" and "OR"? Use parentheses so Citavi knows what "AND" is supposed to join. Example:

E-Learning OR Blended Learning AND year = 2012

vs.

(E-Learning OR Blended Learning) AND year = 2012

Rule of thumb: Use parentheses around synonyms joined with OR

OR

AND

NOT

Searching Online

• Research databases• PubMed• OvidSP• Web of Science...and many, many more

• Search engines• Google (Google Scholar)• Bing• Yahoo...and many, many more

Searching Online: Research Databases

• Scholarly journal articles• Results usually include keywords

and an abstract• Often include links to full text

Add results to Citavi:• Export in RIS, BibTeX or EndNote

Tagged Format• Citavi Picker (Hunter)

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Bibliographic Import Formats

TY - JOURSN - 0926-9630AU - Jauhiainen, A.AU - Pulkkinen, R.T1 - Problem-based learningJF - Studies in health SP - 572EP - 576VL - 146PY - 2009KW - EducationKW - NursingER -

RIS%0 Journal Article%@ 0926-9630%A Jauhiainen, A.%A Pulkkinen, R.%T Problem-based learning%J Studies in health %P 572-576%V 146%D 2009%K Education%K Nursing

EndNote Tagged

@article{Jauhiainen_Pulkkinen:2009, author = {Jauhiainen, A. and Pulkkinen, R.}, year = {2009}, title = {Problem-based learning and e-learning methods in clinical practice}, keywords = {Education; Nursing}, pages = {572--576}, volume = {146}, issn = {0926-9630}, journal = {Studies in health}}

BibTeXPMID- 19592907PT - Journal ArticleIS - 0926-9630 (Print)AU - Jauhiainen AAU - Pulkkinen RTI - Problem-based learningJT - Studies in health PG - 572-6VI - 146DP - 2009MH - EducationMH - Nursing

No Standard

• RIS, ENW, and Bib files can be imported by double-clicking the file or by dragging it into the list of references.

• Use import filters to import other files in structured formats.

Searching Online: Search Engines

• All types of results: ads, websites with undocumented claims, etc.

• They don’t find everything: "invisible web"

• Usually only the first 1000 results are displayed

Adding a webpage to Citavi:• Citavi Picker

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Creating PDFs from Web pages

• Problem:Website contents may not be available forever (ex: www.npr.org)

• Solution:Create a copy of the website:Open the website in the preview and save a copy as a PDF.

Adding PDF Files

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Add PDFs from the browser to Citavi using the Picker.

Citavi adds PDFs as Journal articles. You may need to change the reference type, e.g. Unpublished Work

Distrust Your (Meta)data!Correct Reference Type?Library catalogs usually don’t distinguish between normal books (monographs) and edited books. However, the distinction is important when you cite.You can change the reference type by clicking References > Change reference type.

Complete Author Names?Some databases only save the first initials of the authors’ first and middle names. Others don’t list all authors.

Complete Publication Information?Bookseller catalogs often leave out the place of publication.

Recommendation: Add the task Verify bibliographic information to all newly added references.


So many PDFs...

• Import PDF files• Let Citavi rename your PDFs.

Importing PDF files

• Goal:Import PDF articles into Citavi.

• Problem: The PDF files don’t have any bibliographic metadata.

• Solution:Let Citavi find the bibliographic informationFile > Import > PDF files

• Please note:Citavi searches for a DOI name on the first two pages of the document; if none is available, Citavi adds information from the PDF’s properties.

10

Managing Documents• Goal:

Attach the original document to the corresponding reference in Citavi

• Solution:Attach a document:Click

• Note:You can copy or move files to the Citavi Projects folder.

• Hint:Use relative paths (see next slide) andlet Citavi rename all of your files at once.You can also add files by dragging them into the file area.

6

Relative Paths• A path shows you how to get to a

specific document, for example Document.pdf

• You can start from the drive. In this case you are using the absolute path:C:\Users\J.Doe\Documents\Citavi 4\Projects\Information Literacy\CitaviFiles\Document.pdf

• You can also start from any other point (for example the folder Information Literacy). In this case you are using the relative path: CitaviFiles\Document.pdf

• In order to use relative paths, the Citavi projects and documents must be saved on the same drive.

• Hint:You can convert relative paths to absolute paths – and vice versa – at any time.

C: \Users \J.Doe \Documents \Diss \Citavi 4 \Projects \Information Literacy Information Literacy.ctv4 \CitaviFiles Document.pdf


Making sense of it all

• Add keywords• Assign references to categories• Document relationships• Use the 4th column or the filter to find results faster

Using Keywords Effectively• Goal:

To group your sources• Solution A:

Add keywords to references• Version 1:

Import keywords from an online search.Pros: quickCons: lots of padding

• Version 2:Manually assign keywordsPros: no padding

• Cons: time-consuming• Version 3:

Combo of 1 + 2: import from the online search, clean up the keywords, and from then on only add keywords manually

• Hint:Click Lists > Keywords to merge keywords, rename them, and filter and delete unused keywords.

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Working with Categories

• Goal:To group your sources

• Solution:Categorize your references

• Option 1:Context tab > Categories

• Option 2:Click Show Categories (Alt+5) and drag references to a category.

• Hint:Grouping your references into categories can save time during the writing process. In the Word Add-In you can display by category. Then you only see the references that are relevant for a particular chapter.

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Cross-References

• Goal:To document connections between sources. Ex. did Author A discuss Author B in a positive or negative way?

• Solution:Create links between references:Context tab > Links

• Hint:It doesn’t always make sense to add each work discussed to your project as a separate reference. In such cases you may want to use the field Additional links.

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Finding References using the 4th Column• Goal:

Quickly find references by keyword or category.

• Solution:Show the Categories or Keywords columnAlt+4 for keywordAlt+5 for categories

Filtering vs. Searching

• Goal:Print a grouped list of references

• Solution:Use Quick select

• Hint:You can combine individual filters:Keyword = E-Learning and Year of publication = last year and this year

• Note:Multiple filters can only be combined with AND or AND NOT. To filter using OR (E-Learning OR Blended Learning) use the Search feature.

Quick Search vs. Advanced Search

• Goal:Search for items in your project using multiple criterion

• Solution:Use the Search feature.

• Hint:Whenever you perform an advanced search, you see the search abbreviations and syntax used. If you perform a certain search often, you can take note of this notation and use it in the quick search.

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Hints for citing better

Quotations, Comments, Summaries

• Goal:Save and summarize the most important text passages you read.

• Solution:Excerpt using the correct quotation types:

• Add word-for-word quotations (e.g. definitions) as direct quotations; add everything else as an indirect quotation.

• Use summaries for excerpting chapters.

• For your own thoughts about an excerpt, use comments.

Quotation Clean Up

Add quotation marks to direct quotations.

Use single quotes for direct quotations inside a direct quotation.

References to other works? Add to Citavi as a seperate reference.

Leaving out parts of a quotatation? Use ellipses.

Why Paraphrase?

Paraphrasing = expressing the ideas of another in your own words

• Lets you see if you’ve understood the idea.• Can help you understand the idea better• Usually the paraphrase is shorter than the original.• You might be able to formulate the paraphrase in such a way

that you can later use the formulation in your paper.

Even if you are adding a paraphrase as an indirect quotation, you still need to document the page numbers from the passage you are paraphrasing.

Always Enter Full Page Ranges!

In the Page range field, always enter the exact page numbers, e.g. 24-25.

The citation style determines the formatting:p. 24-25p. 24f.pp. 24-5

Core Statments

• The core statement is a summary of the main idea of the quotation.

• Core statements help you find important quotations in the Knowledge Organizer and in the Word Add-In.

• Take time to create a good core statement!

Keywords vs. Catgories for Quotations

• Keywords describe content.• Keywords help you find the quotation later on.• More important if you have a very large project.

• Categories help build context.• Categories help you quickly insert quotations into your document.• Categorizing your quotations always pays off later on.

"cf." for Indirect Quotations?

Some citation styles require "cf." or "see" in front of all indirect quotations.

In the Citation Style you can set this up to occur automatically:File > Citation Style Properties > Affixes

In the Word Add-In you can also add "cf." or "see" manually.

Comments: Your Thoughts on Others’ IdeasUse comments to document your own thoughts about others’ ideas.


Citing in Word

• Three steps to an automatically created bibliography• Export your outline from Citavi• Save time when inserting references• Special case: inserting multiple citations

Three Steps to Creating a Publication

1. Assign your Word document to a Citavi project.

2. Select a citation style type (References in the text or in footnotes?)

3. Insert references or quotations

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Adding an Outline

You can insert your category system as an outline

Select the Numbering Style

Word offers several formats.

Simply choose the one that fits your requirements.

Quickly Cite Page Numbers

1. Select the reference.2. Start typing the page number.

Inserting a Multiple Citation

Option 1:Select each reference in the Word Add-In and then click Insert.

Option 2:Insert the first reference. Then, place the insertion point in the field and insert the next reference.

Hint: Enable field shading in the Word Add-In by clicking View > Field shading > Always.

Multiple Page Ranges for One Source

Citavi doesn’t really support this. Here’s a workaround:

Enter all the pages you want to cite and inlcude prefixes (p.) and suffixes (ff.).

Choose "Other" as the type.