Microsoft Word Reference Manager

IIA | D | V | A | N | C | E | D

OKEN ANALYTICS ENTERPRISE

Introduction to Part Two In the first part we covered:

◦ Introduction to the Microsoft Word Reference Manager◦ How to create a reference manager database◦ How to perform in-text referencing◦ How to create a list of references – Bibliography, Cited works,

references etc.◦ It was fun.

More introductions First, there is nothing advanced in this, but for the sake of nomenclature, let’s agree it is advanced.

Second, you will be referred to the Part One of this presentation hence I would advise that you take time to practice the skills in the first part thoroughly and if necessary, assuming you think so, have a copy of that by your side right now.

You can access the first part here http://www.slideshare.net/omisilekehindeolugbenga/microsoft-word-reference-manager-for-researchers-part-i

Final Introduction This part will take the form of question and answer.

In this Part… You will learn aboutOther issues that usually come up when you have several authors to cite on one site.How to re-arrange authors so that the list is chronological or any other order you want.The MS Word Source Manager, who holds all the references you ever used on your computer.

Q01: How do I cite just the date and leave the author’s name outside the brackets.A: Easy. Repeat Step 2. You’ll see a drop down arrow at the site of the citation. Click the arrow and select edit citation. Check [Suppress Author] and [Suppress Title]. Click [Ok]. Only the date will now show in the citation. You can now type the author’s name before that e.g. Zaba et al. (2002).

Q02: How do I cite multiple sources?

A: I knew you would ask. Easy. Place the cursor blinking on the site. ◦ Insert the first author.◦ Click on the citation itself and go and

select the second author. The RM automatically places a semicolon between the two citations.

◦ Click on the site again and select the third author. ◦ When you are done citing, continue with your work as if

nothing happened.Example:

(Gayawan & Adebayo, 2014; Mensch & Singh, 2005; Hogan, Sun, & Cornwell, 2000).

Q03: I have cited multiple authors but the dates are not in ascending order. How do I correct the order?A: Easy too. But you may have to read this twice to get it. Example: (Hogan, Sun, & Cornwell, 2000; Gayawan & Adebayo, 2014).

Click on the site with multiple citations. [Right click] | Select [Edit Field].

At first you would see some ‘gibberish’ but a closer look shows you the list of your citations in 5-digit short code combining 3 letters from your authors name and 2 digits from year of publication; and the citations are separated by ‘\m’, which is the delimiter (Ask Google).

If you can tell which is which among the five digit codes, reward yourself with a can of whatever-makes-you-happy and fried potatoes. It’s quite an achievement.

• The five-digit code are called “Citation Tags” or simply “Tags”.

• Now that you can see the list, just move them around [Cut & Paste] in the order you want them to be.

• Be careful though and make sure that the ‘\m’ goes with whatever you copy.

• When you are done moving them around, just [OK] it and viola! RM arranges them orderly.

Q04: You realized the source was a book not a journal, how do you correct it?A: Easy stuff. You should probably pay me for this. Go to the site, click the drop down arrow, select [Edit Source] and repeat {Step 1}. [OK] it.

Q05: How to cite old references in new work. Do I have to re-type all over again?NO! You don’t have to type all over.

As you input information about the sources of your works, MS Word RM creates a database of your references so that they are just available for subsequent use.

What do you do, GOTO [References] | [Manage Sources], which opens the {Source Manager}

The list on the left {Master List} contains all the sources I ever cited on with my MS Word RM. See more about the {Source Manager} below. Click on a source, click

and that moves the source into the {Current List} pane on the right. Copy all the sources you want and then [Close] the {Source Manager} window.

Source ManagerDESCRIPTION OF THE MS WORD RM SOURCE MANAGER

MS Word RM Source Manager You already know how to get to the {Source Manager}. If not, go to item Q05 Above. This window has 10 + 1 parts which are described hence, starting with the less technical ones

Preview PaneThe preview pane shows you two things.

First is the citation style you are using for the current work, in this case is “{Havard – Anglia}”. To know more about the different styles, refer to Section 9.

Second, the preview pane shows how the in-text citation would look like, in this case “Citation: (Akpa & Ikpotokin, 2010)”; as well as the “Bibliography Entry:”.

Check MarksA check mark in front of a source indicates that the source has been cited in your current work while an un-checked source implies that the source is in your Bibliography list but has not been cited in your essay.

Of course, this can help you track all the sources you intend to cite but have yet to be cited in your current essay.

Search BarType a name, year, or short title in the [Search] box to find the source in the {Master List} and {Current List}.

I have searched for “Adebowale” and you can see it showing in the {Master List} and {Current List}.

More SearchExample:

I also searched for “2000” to show all sources published in the year 2000.

Sort BarAs you would have observed, the data is showing the year of publication first.

The {Source Manager} gives you the option to sort the sources by Year, Author, Tag, and Title.

Sort BarExample:

The item for sorting determines how the sources are arranged. For instance, the sources have been sorted by Author below:

TagsThe next one is sorted by Tag. You remember ‘Tags’? The five-digit code you see when trying to re-arrange your citations manually.

Other ButtonsBrowse: The button [Browse] does exactly that but in this case goes to look for an “xml” file that contains citations. Ask Google for more clarification on that.

Master List: Contains list of all sources across all kinds of essays you have ever cited using the RM on your copy of MS Word RM. The list includes every source from Social Science, to Education, to Politics, to Bioinformatics, to History etc. that you ever cited using this RM. You can just select the sources you need for your current research or essay and include them in the {Current List}.

Current List: List of all the sources in your current essay, especially those you have cited so far. You aggregate this list by creating {New} sources or {Copy} from the {Master List}.Copy: Aggregate sources to your {Current List} from the {Master List} and vice versa.Delete: Remove a source permanently from the {Master List} or {Current List}.

EditUpdate a source either while in the {Master List} or {Current List}.This takes you to {Edit Source} Window discussed in Part 1.

NewCreate a new source using the {Create Source} dialog box, as in Step 1 of Part 1.

In the end…We got back to the start from the finish.

I do hope this enhances your capacity at work.

It have enhanced mine, especially while writing the last over 100-page thesis.

If you have any concerns, you may email oken.enterprise@outlook.com

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