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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Citavi at the RWTH University
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
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Course Schedule
Adding and Navigating
Configuration Filre
User Interface
New Projects
Adding Bibliographic Information
(Folie 5)
Organize Knowledge
Plan Tasks
Abstracts, Table of Contents
Evaluation
Quotations
Keywords
Groups
(Folie 6)
(Folie 7)
(Folie 8)
(Book, Edited Book, Journal Article)
ISBN Download
Attaching Full-Texts and URLs
(Folie 11)
(Folie 13)
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(Folie 26)
(Folie 27)
(Folie 28)
(Folie 30)
Publish
Searching for Literature
Online Search
Export
Find Full Text
Picker
(Folie 25)
(Folie 14)
(Folie 17)
(Folie 19)
(Folie 20)
Reference Management with Citavi | A. Jaek / G. Pinnen | University Library
Addin for Word
Citation Styles
(Folie 31)
(Folie 34)
For RWTH: Configuration File
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
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Basics: User Interface
Welcome screen: Choose a already
existing project or create a new one
Switch between different layout views
Navigate
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Edit literature
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Preview + Quick help
Basics: New Projects
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.
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Adding and Navigation: New Bibliographic Information
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.
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Adding and Navigation: Book
Enter the last name first, then a comma,
and then the first name. Use semicolons
to separate multiple authors.
„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.
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Adding and Navigation: Edited Book
First add the edited book
and then click Add
contribution.
To add another
contribution, click Parent
reference
Go to
parent reference Add
contribution.
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Adding and Navigation: ISBN-Download
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 by Retrieving by ISBN. Enter
the ISBN, DOI name or PubMed-ID and click Add to list, then Add to project.
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Adding and Navigation: ISBN-Download
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
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Adding and Navigation: Linking Full Text and URLs
Each reference can be
linked with urls and/or files
from your computer.
References linked with files
are automatically marked by
a paperclip.
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Literature Search: Online Search
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)
Datenbank
auswählen
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Literature Search: Online Search
With +/- you can
change from brief to
detailed display of
search results.
Select search results
by checking the
checkboxes.
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Literature Search: Online Search
Imported references are
displayed as a selection. So
you can edit them before
definitely adding to your
Cancel Selection.
project
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Literature Search: Export of References
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.
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Literature Search: Data Export from Google Scholar
Google Scholar
Settings
Bibliography manager
Select
Show links to import citations
Save the
into EndNote
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.
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Literature Search: Find Full Text
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/OpenURL for further
information and necessary
settings
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Literature Search: Searching with Citavi Pickers
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
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Literature Search: Adding a Webpage with Citavi Pickers
Right click on the
webpage
choose Citavi
Picker from the context
menue
choose Add
webpage as reference
Check and possibly edit
the reference in Citavi
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Literature Search: Adding a PDF File with Citavi Pickers
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.
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Literature Search: Adding Books by ISBN
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
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Literature Search: Copying Text Passages from Webpages
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
Citavi creates
quotation
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
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Task Planner
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.
Adding Tasks
Adding a Routine Task
Select
a reference
Go to the Task &
Click Routine
Location Tab
Task
Open the drop-down
menue and choose a task
Adding a special task
Select
a reference
Go to the Task &
Click Task
Location Tab
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Organizing Knowledge: Abstracts, Tables of Contents, Evaluation
In the reference editor click on
the content tab
add Abstracts 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
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Organizing Knowledge: Adding Quotations
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
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Organizing Knowledge: Applying Keywords
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
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 doubleclicking a keyword
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Organizing Knowledge: Organizing Items with Groups
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.
Creating Groups
On the References tab click Show Group Column
Click the New group icon
Enter a name in the Name field.
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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
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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4
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1
3
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
Reference Management with Citavi | A. Jaek / G. Pinnen | University Library
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
3. Or, select the item and then click Insert.
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Creating Publications with Word: Inserting Knowledge Items
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.
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Creating Publications with Word: Citation Styles
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]
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Creating Publications with Word: Selecting a Citation Style
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 the Advanced
Search.
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 (InText/Footnotes)
If you select a style there is a
preview on the output of the most
common document types with
this style.
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Helpdesk Reference Management
Phone: +49 241 80 97723 / 90206
Email: [email protected]
Reference Management with Citavi | A. Jaek / G. Pinnen | University Library