Using Citavi 5 for Applied Linguistics

Projects: From searching to publishing (v1)

Dr. Stefanie Pohle, Wiss. Mitarbeiterin
IAAK/Bonn Applied English Linguistics (BAEL)

(Based on the presentations "Citavi – Vom Zitat zur Publikation

Romanisten" by Christian Matlage, ULB Bonn, 11.05.2016, schulung@ulb.uni-
bonn.de and "Literaturverwaltung am Beispiel Citavi Modul B-E O 01" by Dr.
Christiane Holtz, ULB Bonn, 4.11.2015, holtz@ulb.uni-bonn.de as well as on the
Citavi website and online manual)

Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information

1
 Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information

Why use a literature management

programme?
Search
resources

Automatise the Add references and

formattting of in-text edit bibliograhpical
citations and data
bibliography
• Ensure consistant
formatting
• One central storage
location of your
literature Check
Insert citations availability
and references in • Work efficiently
your text • Save time

Download and
Read and store texts
share texts

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Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information

Common pitfalls

¡ Time to learn how to handle the programme, especially

the more sophisiticated functionalities, e.g.
§ How to adapt a citation style
¡ Requires discipline to adequately and consistently edit
the references, e.g. to
§ Cross-check and correct bibliographical information
§ Add keywords and categories consistently
¡ Danger of hoarding: Tempting to add (way) more
references than you could possibly read and use for
your project
§ It's so (too?) easy…

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Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information

Different products

4
Product comparisons

¡ See handout (Musiat et al. 2015)

Böhner, Dörte, Thomas Stöber & Astrid Teichert (2009): Softwarevergleich
Literaturverwaltung (3rd revised version 2013) [slides], 18 pp. Available online
at https://mediatum.ub.tum.de/doc/1108526/1108526.pdf (last accessed 30
April 2016).
Butros, Amy & Sally Taylor (2010): Managing information: Evaluating and
selecting citation management software, a look at Endnote, Refworks,
Mendeley and Zotero: Paper presented at the International Association of
Aquatic and Marine Science Libraries and Information Centers Conference in
Mar del Plata, Argentina. In: Available online at
https://courseweb.pitt.edu/bbcswebdav/institution/Pitt%20Online/MLIS_Pitt_Onli
ne/LIS%202600/Module%2001/LIS_2600_%20M1_Managing%20Information.p
df (last accessed 30 April 2016).
Musiat, J., A.-V. Walzl & Ch. Wenzel (2015): Literaturverwaltungsprogramme im
Überblick. Sächsische Landesbibliothek – Staats- und Universitätsbibliothek
Dresden (SLUB), 4 pp. Available online at http://www.slub-
dresden.de/fileadmin/groups/slubsite/Service/PDF_Service/Literarturverwaltung
sprogramme_im_%C3%9Cberblick.pdf (last accessed 6 July 2016).

Which programme is the right one for me?

¡ Which programme is easily available (licence, cost)?

¡ Which technical features does my computer offer?
¡ Which programme do I like personally (i.e. matches best
my way of working)?
¡ What do my fellow students and/or project partners work
with (mutual support and exchange of information)?

5
Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information
10

Example presented today: Citavi

¡ Support by Citavi
§ FAQ, forum, e-mail, help desk, live support etc.:
http://service.citavi.com/kb/a373/70001-citavi-
support-angebote.aspx
§ Detailed online manual (German and English):
http://www.citavi.com/sub/manual5/en/index.html?co
ntents.html
§ Online video tutorials (mostly in German):
https://www.youtube.com/c/citavi

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Example presented today: Citavi

¡ Support by Universitäts- und Landesbibliothek

Bonn
§ Download and further info (https://www.ulb.uni-
bonn.de/literatursuche/literaturverwaltung/citavi%20p
ro)
§ Support by ULB: Workshops, Citavi-Sprechstunde:
https://www.ulb.uni-bonn.de/nutzung-
service/fuehrungen-schulungen/sprechstunde
§ eCampus materials: https://ecampus.uni-
bonn.de/goto_ecampus_cat_5754.html

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ULB contact persons

¡ Schulungen
Frau Dr. Christiane Holtz:
(https://www.ulb.uni-
bonn.de/literatursuche/literaturverwaltung/citavi%20pro)

¡ Fachreferentin Anglistik
Frau Dr. Alice Rabeler:
(https://www.ulb.uni-bonn.de/facheinstieg/anglistik)

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Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information
14

Citavi editions

¡ Citavi Free: for students; free of charge; limited to max.

100 references per project
¡ Citavi Pro: for researchers and small groups; Bonn
campus licence
§ Citavi Pro Licence period: Until 31 Dec. 2016 (usually
extended)
§ Can be installed on to up to 2 computers or
on 1 computer + 1 USB stick
¡ Citavi for DBServer: for organisational users; SQL
server; Citavi on a local network drive

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8
System requirements and technical features

¡ Working memory: 1 GB RAM

¡ Operating system:
§ Windows 8/7/Vista or XP (with SP3 and all updates)
§ Windows Server 2008/2003 (with all updates)
§ [running on Macs only via virtual machine to
simulate a Windows platform]
¡ Client-based (installation on local computer)
¡ Current version: 5.3.1.0

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Citavi folders and files

¡ Example: Managing several Citavi

projects
¡ Project file:

¡ Saving documents linked to a

reference: Stored in a central
folder
¡ Default path (adjustable):
C:\Users\[UserName]\Documents\
Citavi 5\Projects\[Project
Title]\Citavi Attachments
¡ Citation styles

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Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information
18

"Citavi in a nutshell"

¡ YouTube video

(https://www.youtube.com/watch?v=X3vbWIcljDQ)

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Overview: What can you do with Citavi?

(http://www.citavi.com/sub/manual5/en/index.html)
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Creating a new project

¡ File > New project…

¡ Type name
¡ Click OK

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Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information
22

The structure of Citavi

3 main programme Flexible menu according to

parts (tabs) programme part

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Main Programme: Task Planner

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Main Programme: Knowledge Organizer

25

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 Main Programme: Reference Editor
(Today's focus)

Main navigation
Preview or
Quick Help

Main area of
reference editor

Overview of
project titles
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Keywords

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Categories

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View options

Standard view

29

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View options

Tabular view

30

Adding references

Manually Automatically
field by field via ISBN/ DOI
number

Import bibliographic
Import from other
text files,
reference
spreadsheets/CSV
LIVE management
files, formatted
DEMO programmes and
bibliographies
PDFs
(Word/PDF)

Import from library

catalogues via Citavi With the Citavi picker
(Browser)
online search
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The Citavi Picker

Internet Adobe
Explorer Acrobat

Firefox MS Word /
Openoffice
Citavi

Save webpages
Import (as PDF) Save extracts
bibliographical from online texts
metadata (DOI, Import online as e.g. an
ISBN/ISSN) documents as abstract
references

32

Adding references

Manually Automatically
field by field via ISBN/ DOI
number

Import bibliographic
Import from other
text files,
reference
spreadsheets/CSV
LIVE management
files, formatted
DEMO programmes and
bibliographies
PDFs
(Word/PDF)

Import from library

catalogues via Citavi With the Citavi picker
(Browser)
online search
33

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TIP: How to add a contribution in an edited
publication
1. Choose 'Book, Edited' as
reference type

2. Add edited publication

first (as parent reference)

3. Click 'Add contribution'

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What is a DOI?

¡ "A digital object identifier (DOI) is a unique alphanumeric

string assigned by a registration agency (the International
DOI Foundation) to identify content and provide a persistent
link to its location on the Internet. The publisher assigns a
DOI when your article is published and made available
electronically.
¡ All DOI numbers begin with a 10 and contain a prefix and a
suffix separated by a slash. […].
¡ We recommend that when DOIs are available, you include
them for both print and electronic sources. The DOI is
typically located on the first page of the electronic journal
article, near the copyright notice. The DOI can also be found
on the database landing page for the article."
(quoted from http://www.apastyle.org/learn/faqs/what-is-doi.aspx)

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Searching in your Citavi project

¡ Multiple search options

¡ Easier searches if you have applied keywords and/or
categories (filtering results is possible)

36

Searching in your Citavi project

¡ Advanced search options

¡ Save searches for later reuse

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Citation styles: Examples

¡ Short in-text citations

(Smith, Churchill, Mason 2005) or (Smith et al., 2005) or [1]

¡ Citations in footnotes with complete reference information

or in author-date format 5 (Smith et al., 2005)

¡ References lists: Specific information and formatting

conventions according to reference type
Smith, J. B., Churchill, L., & Mason, L. (2005). Teaching And Testing
Information Literacy Skills. Worthington, Ohio: Linworth.

Smith, Jane B./Churchill, Lisa/Mason, Lucy: Teaching And Testing

Information Literacy Skills 2005.

[1] Smith, Jane Bandy ; Churchill, Lisa ; Mason, Lucy: Teaching And
Testing Information Literacy Skills : Linworth, 2005.

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Citation styles

~ Find out which style you are required to follow (ask

supervisor, tutor, publisher…)

Frequently used citation styles:

§ AAA Style Guide
§ APA
§ DIN 1502, Teil 2
§ Harvard
§ MLA
§ Vancouver

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Citation styles in Citavi

¡ Citation styles describe how a reference should be cited

and formatted in the text and in the bibliography
¡ Citavi includes hundreds of citation styles
¡ Each style can be customised if needs be (complex!)
§ eCampus tutorial for the citation style editor

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Citation styles in Citavi

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Exporting your references list (project
bibliography)

42

Inserting citations in your text:

The Word add-in
¡ You can insert references and knowledge items from
your Citavi project into your document as prescribed by
your selected citation style.
¡ The specific formatting must be defined through the
inserting options or the citation style editor, e.g.
pp. instead of S.?
Remove brackets? (cf. Citavi Manual)
Insert vgl. or cf.?

[24, 32] instead

Author Year?
Several citations within a bracket?

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Inserting citations in your text:
The Word add-in
¡ The bibliography is updated in real time with each added
or deleted citation.
¡ In-text citations and references in the cited works list are
inserted via fields ('Feldmarken').
¡ You can convert Word Add-In fields to static text (often
required by publishers).

(cf. Citavi Manual)

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Inserting citations in your text:

The Word add-in
Choose
citation style

Select Citavi
project
Search the
required
reference

Insert the
citation

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Inserting citations in your text:
The Word add-in

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Inserting citations in your text:

The Word add-in

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Outline

¡ Why use a literature management programme?

¡ Common pitfalls
¡ Different products
¡ Example presented today: Citavi
§ Support
§ Technical details
§ Overview
§ Main structure and functionalities
¡ Further information
48

Information on Citavi and other products

University of Bonn
¡ eCampus: https://ecampus.uni-bonn.de/goto_ecampus_cat_5754.html
¡ ULB: https://www.ulb.uni-
bonn.de/literatursuche/literaturverwaltung/citavi%20pro

Other references
Böhner, Dörte, Thomas Stöber & Astrid Teichert (2009): Softwarevergleich
Literaturverwaltung (3rd revised version 2013) [slides], 18 pp. Available online
at https://mediatum.ub.tum.de/doc/1108526/1108526.pdf (last accessed 30
April 2016).
Butros, Amy & Sally Taylor (2010): Managing information: Evaluating and
selecting citation management software, a look at Endnote, Refworks,
Mendeley and Zotero: Paper presented at the International Association of
Aquatic and Marine Science Libraries and Information Centers Conference in
Mar del Plata, Argentina. In: Available online at
https://courseweb.pitt.edu/bbcswebdav/institution/Pitt%20Online/MLIS_Pitt_Onli
ne/LIS%202600/Module%2001/LIS_2600_%20M1_Managing%20Information.p
df (last accessed 30 April 2016).

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Information on Citavi and other products

Citavi 5: Manual [website] (2016, last updated 16.06.2016). Available online at

http://www.citavi.com/sub/manual5/en/index.html?contents.html (last accessed
17 June 2016).
Courraud, Julie (2014): Zotero: A free and open-source reference manager. In:
Medical Writing 23 (1), 46–48. DOI: 10.1179/2047480614Z.000000000190.
Emanuel, Jenny (2013): Users and citation management tools: Use and support.
In: Reference Services Review 41 (4), 639–659. DOI: 10.1108/RSR-02-2013-
0007.
Krajewski, Markus (2013): Elektronische Literaturverwaltungen: Kleiner Katalog
von Merkmalen und Möglichkeiten. In: Norbert Franck & Joachim Stary (eds.),
Die Technik wissenschaftlichen Arbeitens: Eine praktische Anleitung (UTB
724), 17th edn. Paderborn et al.: Schöningh, 91–109.
Meurer, Peter (n.d.): Citavi 4 Exercises. Available online at http://www.bib.dhbw-
mannheim.de/fileadmin/dhbw/zentrale-
einrichtungen/bibliothek/Citavi_4_exercises.docx (last accessed 30 April 2016).

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Information on Citavi and other products

Musiat, J., A.-V. Walzl & Ch. Wenzel (2015): Literaturverwaltungsprogramme im

Überblick. Sächsische Landesbibliothek – Staats- und Universitätsbibliothek
Dresden (SLUB), 4 pp. Available online at http://www.slub-
dresden.de/fileadmin/groups/slubsite/Service/PDF_Service/Literarturverwaltung
sprogramme_im_%C3%9Cberblick.pdf (last accessed 6 July 2016).
Niederhauser, Jürg, Peter Meurer & Manfred Schluchter (2015): Einführung in
das wissenschaftliche Arbeiten mit Citavi 5. Ed. by Swiss Academic Software
GmbH, Wädenswil. Available online at
http://www.citavi.com/service/de/docs/Citavi_5_Wissenschaftliches_Arbeiten.pd
f (last accessed 6 November 2015).
Niederhauser, Jürg, Peter Meurer & Manfred Schluchter (2015): Writing a
Research Paper with Citavi 5. Translated by Jennifer Schultz, Wädenswil,
Switzerland, 60 pp. Available online at
https://www.citavi.com/service/en/docs/Citavi_5_Writing_a_Research_Paper.pd
f (last accessed 30 April 2016).

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Information on Citavi and other products

Sächsische Landesbibliothek – Staats- und Universitätsbibliothek Dresden

(SLUB) (n.y.): Literaturverwaltung. Available online at http://www.slub-
dresden.de/service/schreiben-publizieren/literaturverwaltung/ (last accessed 6
July 2016).
Übungsaufgaben zu Citavi 5 (n.y.). Available online at https://www.ph-
ludwigsburg.de/fileadmin/subsites/9c-bibx-t-
03/user_files/Dateien/Citavi_5_Uebungsaufgaben.pdf (last accessed 30 April
2016).

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