Tools for Organizing: Word 2007/2010/2016 Reference Tools

Update on January 1, 2017:  Please note that Microsoft Word has not substantially changed the configuration of this tool in any current version; therefore, the information below remains current and can be used confidently. The 2016 version has, indeed, updated the problems I pointed out with journal entries, so I have removed that paragraph.

The Reference ribbon on Word 2007 makes me happy about 80% of the time.

It is not that difficult to use, and it really helps me to ensure that all of my sources are cited. However, there are a few tips and tricks that you will need after you get the basics, and I'll be adding them in as I remember them.

To use the References tools, you must first set your Style to APA using the drop-down box in the Citations & Bibliography tools group.

When you are ready to insert a citation, click the Insert Citation button in the Citations & Bibliography tools group.

• For a new source, click Add New Source.


• For a source you have already used, click it from the drop-down menu.

If you click Add New Source, the Create Source dialog box appears. Use the drop-down "Type of Source" box to change the blanks that you will complete. Additional fields can be found using the Show All Bibliography Fields option. Click OK to add this source to your personal Reference List.
You can always view your list of sources by using the Manage Sources button in the Citations & Bibliography tool group.

But what if you know you'll need a citation but you don't have the bibliographic information yet? Under Insert Citation, you can use Add New Placeholder. Insert a word that will remind you of what you need, and that word will appear in parentheses behind your text.

Once you have inserted a citation, there is a direct link between the citation and the bibliography entry. Clicking the citation itself will bring up several other options for you, including the ability to

• Edit the Citation to add page numbers.
• Edit the Source to make changes to the bibliography entry.
• Convert to static text to remove the connection between the citation and the source.
• Update Citation and Bibliography to change all citations related to a bibliography to match the changes you have just made.

When you have finished your paper, you will need to add your reference section from the bibliography entries you've created.

• Place your cursor in the document where you want the bibliography list to appear.
• Click Bibliography on the Reference ribbon in the Citations & Bibliography tool group.
• Click Insert Bibliography.

You will still have to go to each entry and use CTRL+T to insert a hanging indent, but it's a heck of a lot easier than the way we were doing it! And did I mention that your list will be alphabetized?

Google Desktop Search

Google's Desktop Search (linked from this article's title) offers the most comprehensive search that I've ever used. If you are trying to locate an article that you know you have used or seen, don't waste your time using the silly little Windows Search. Go immediately to this tool.

In addition to searching your documents (Word, Excel, PowerPoint, etc.), Desktop Search will also check the Web pages you have visited and even your emails and chats, providing you with a Results list that is divided into categories. I can't tell you how many times this tool has saved me, particularly when I have the .pdf article but didn't remember to record the URL for my bibliography entry or when I have a quotation but can't remember the source.

Be warned, however, the Desktop Search is powerful because it indexes everything on your computer, and it keeps indexing constantly. Because of this--and particularly if you have an older or underpowered machine--you may notice times when your computer runs slower. That's probably when the application is recording the data from your computer. Indexing will begin immediately after installation, so you may need to take a stretch break while it does its thing the first time.

If you need stop indexing temporarily, you can use the Pause Indexing feature by right-clicking the Google Desktop icon which will appear in your System Tray (lower right side of Taskbar at the bottom of your screen). By the way, I turn off all of the Gadgets and the Sidebar from the same location by clicking NONE. I just want the Desktop Search, which can be accessed from that location, too, using the Search Desktop command.

When you use Search Desktop for the first time, you will be surprised by how easy the interface it--it looks just like a regular Google Search! The results, however, come only from your computer rather than from the web.

Incredible. I'd love to hear from you after you try this for the first time!

Working with PDFs: Adobe Reader

Many research articles have been converted to .pdf format. (For those of you who are interested, .pdf stands for Portable Document Format, designed to ensure that a document appeared the same to all users regardless of the browser or word processing program installed on a computer.)

While Adobe Acrobat is a powerful (and pricey) program, Adobe Reader is free and allows you to perform several important research tasks. But if you haven't done so lately, you should upgrade your Adobe Reader to the latest version to make sure all of the tools are there for you. You can upgrade by clicking the Help menu option and selecting Check for Updates.

Adobe Reader has several important features that may be of help to you:

• Find: The Find tool in Reader allow you to locate specific words in the document. Options include "Find Previous" and "Find Next." However, there is another powerful feature of Find that most people don't know about.
• Full Reader Search: This rarely-used tool allows you to search every .pdf that you have stored on your computer or flash drive. It can be accessed by clicking the small arrow that follows the Find: command or by using the SHIFT + CTRL + F keyboard shortcut.
• Copy: New versions of Reader allow you to pick up text and copy it to a Clipboard or to another document. To do this, mark the text (hold left mouse button to highlight text), then right-click and select Copy. You can then move the text to your document and dump it there by right-clicking to select Paste.
• Bookmarks: Good creators of .pdf documents take the time to bookmark parts of longer documents, allowing readers to jump to the sections they are seeking using hyperlinks. If the document you are using has a little bookmark icon on the left, click it to view a table of links for this .pdf.

Note: All of these tools apply to recently created .pdf documents that have had OCR (optical character recognition) enabled. The earliest .pdfs were simply scanned objects, more like pictures or images than actual documents. None of these tools are available for those documents.

Update on Google Notebook

In this blog, I have recommended Google Notebook as a great tool for those of us who work from many computers.

However, as of January 14, 2009, Google has announced that it was planning to axe Notebook. The outcry was immediate, largely from researchers and students. A week later, Google clarified that it would not remove Notebook, but it would simply stop development on this tool.

As a result, the "Note This" feature that used to appear in your search results has disappeared, and it is now more difficult to access Notebook. However, it is still there and still usable, so you do not have to give up this valuable tool.

Since there is no other tool available that is remotely like Notebook, I do hope they reconsider. Of course, this does open the door for a third-party developer . . . I wonder if anyone is listening?

Using Delicious for bookmarking

Many of you have taken my advice and joined Delicious, a social bookmarking site. (The title of this article is linked to the Delicious site, or you can find it in the Quick Links list.)

This Web 2.0 tool allows you to save, tag (categorize), comment on, and share Web sites on one computer and access them from any other computer. To make this easier, Delicious provides a handy-dandy toolbar for Internet Explorer and also for Firefox browsers. These add-ons provide provide a one-step process for adding bookmarks to your list.

However, I was recently asked for information on how to bookmark a site on Delicious if you were not at your home computer or the Delicious toolbar was missing. It's really quite easy!

First, log-in to your Delicious account. On the right, look for a small blue box. There will be a link that reads, "Save a New Bookmark." Clicking that link will bring up the familiar bookmarking dialog box that allows you to add this site to your personal or shared bookmark list.
I encourage you to use tags to categorize why you bookmarked each site. If you do, then you can return to Delicious later and do a search for all of your bookmarks with a particular tag, which is much easier than searching through hundreds of bookmarks.

Please feel free to comment or ask questions about anything that I've written on this blog. Your questions will probably help others!

Creating Bibliographies for Online Journals using Office 2007 Research Tools

Today's hint: Creating Bibliographies for Online journals

I've now used the Office 2007 Research tools to complete a 50-page paper, and I can honestly say that using this tool for matching citations to bibliographies has been much easier than the way we've been doing it for years. Best of all, these tools are free.

I've discovered a few tricks that help make the generated bibliographies fit true APA-style, and I'll add them here as I remember them.

For online journals, the "Journals" menu doesn't contain a spot for the required online documentation. However, it is easily added in the Page Numbers box. Simply type your "Retrieved (date) from . . . " information behind the page numbers. Your online location information is perfectly placed in your bibliography.

• Use the "Show All Bibliography Field" to insert a volume and issue number for your journal, and here is your result:
  
  
  
  
  
  
• APA Style Guide 5th edition notes that if a resource is located in a searchable data base (like EBSCO or ProQuest), you can simply write: Retrieved (date) from EBSCO database.

• Other online resources are written as: Retrieved (date) from (http://url).

• However, APA has issued an update to their 5th edition called APA Documenting Electronic Sources. This document outlines the use of a doi (digital object identifier). It is used to replace the "Retrieved" section. If your journal article has been issued a doi, you will see it on the database retrieval page. To use a doi, insert it after the page numbers like this: doi:(copy number here). No other information is necessary.
  

• Finally the APA Update on Electronic Resources now does not recommend simply listing the database. It recommends using a URL, which is contradictory to the APA 5th edition style guide. What to do, what to do? :-)
  

Tools for Organizing: Google Desktop

Google Desktop is a gadget that allows you to search your computer's hard drives and any external devices (like flash drives) for key words, just as you do when you search the Web.

In addition to your files, Desktop will search your email, your chats, and even any web pages you've viewed that contain your search term. It will also organize them by category, allowing you faster access to the information you are seeking.

Desktop actually takes a complete inventory of your computer (called indexing). Because it created snapshots of your files to cache copies of them, you can sometimes retrieve an accidentally deleted document!

A word of caution: If your computer is running very slowly, don't install this gadget--it will only run slower! I also recommend only the Desktop search, not the extra Google Gadgets.

More information can be found on the Getting Started pages for Google Desktop.