Advanced Course

1. Advanced Course

2. Questions and Answers So many PDFs... Options for files on your computer Word & Citavi How to cite in Word Where can I find x, y, or z? Hints for better searching Hints for citing better How can I excerpt quotations and cite efficiently? Making sense of it all How to manage large sets of results Your Questions What would you like to know?

3. Let’s Get Started! www.citavi.com/shows/14

4. Hints for Better Searching Where can I find x, y, or z? • Start in Citavi: • Choose a good databasefor your topic • Use the settings file • Adjust your search terms depending on your results • Find additional results online: • Import results from online databases. • Use the Picker

5. 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 11 12 13

6. 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! 14

7. 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.

8. 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

9. Set Theory and Searching OR 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 ANDyear= 2012vs.(E-Learning OR Blended Learning) ANDyear = 2012 Rule of thumb:Use parentheses around synonyms joined with OR AND NOT

10. Searching Online • Research databases • PubMed • OvidSP • Web of Science ...and many, many more • Search engines • Google (Google Scholar) • Bing • Yahoo ...and many, many more

11. 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) 15 16

12. Bibliographic Import Formats • 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. RIS EndNote Tagged TY - JOUR SN - 0926-9630 AU - Jauhiainen, A. AU - Pulkkinen, R. T1 - Problem-basedlearning JF - Studies in health SP - 572 EP - 576 VL - 146 PY - 2009 KW - Education KW - Nursing ER - %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 No Standard BibTeX @article{Jauhiainen_Pulkkinen:2009, author = {Jauhiainen, A. andPulkkinen, R.}, year = {2009}, title = {Problem-basedlearningand e-learningmethods in clinicalpractice}, keywords = {Education; Nursing}, pages = {572--576}, volume = {146}, issn = {0926-9630}, journal = {Studies in health} } PMID- 19592907 PT - Journal Article IS - 0926-9630 (Print) AU - Jauhiainen A AU - Pulkkinen R TI - Problem-basedlearning JT - Studies in healthPG - 572-6 VI - 146 DP - 2009 MH - Education MH - Nursing

13. 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 18

14. 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.

15. Adding PDF Files 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 17

16. 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.

17. Questions and Answers So many PDFs... • Import PDF files • Let Citavi rename your PDFs.

18. 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

19. 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

20. 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

21. Questions and Answers • Add keywords • Assign references to categories • Document relationships • Use the 4th column or the filter to find results faster Making sense of it all

22. 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. 26

23. 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. 36

24. 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. 30

25. 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

26. 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.

27. 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. 48 49

28. Questions and Answers Hints for citing better

29. 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.

30. 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.

31. 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.

32. 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. 24-25 p. 24f. pp. 24-5

33. 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!

34. 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.

35. "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.

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

37. Questions and Answers 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

38. 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 44

39. Adding an Outline You can insert your category system as an outline

40. Select the Numbering Style Word offers several formats. Simply choose the one that fits your requirements.

41. Quickly Cite Page Numbers 1. Select the reference.2. Start typing the page number.

42. 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.

43. 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.