MS Word integration

From refbase

Future versions of refbase may ship with a macro to allow direct database access. Most people currently export their database to Endnote or manually place in-text citations. Here, we describe this last technique and how you can keep the links to database entries (e.g., serial numbers like "{345}" or cite keys such as "{Miller2006}") within the text, even in your final (print) version of your document.

Generating a formatted list of citations from a MS Word document

  • Writing the text
    • you have to create a new style sheet (name it for instance "in-text citation")
    • now you have to change the properties of this style sheet:
      • go to the dialog, where you can change the font settings
      • enable the check box Hide (see the note below)
    • when you write your text, you should format all your refbase record identifiers (like "{345}") with this new style sheet
    • this formatted text is only visible, if you enabled the display of control characters (like CR and spaces)
  • Creating the formatted list of citations
    • in the standard configuration, the hidden style sheets are not copied to the clipboard, so you have to change again the font of the style sheet to be visible (disable the checkbox Hide)
    • copy the full text of your Word document, switch to your browser and paste the text into the text entry form of extract.php
    • make sure that the given start/end delimiters match the ones which you used in your text, then choose an appropriate citation style, select RTF as output format and hit the Cite button to generate an RTF file with your formatted list of citations
  • Final formatting of the text
    • Open the downloaded RTF file in MS Word and copy its contents to your document's bibliography section
    • hide the style sheet again
    • perform the final formatting of your text (be careful not to delete the hidden links to references)

Examples

Here's a sample text that shows the (usually hidden) refbase record identifiers (marked as bold text):

Results of the german south polar expedition were published by Hennings (1906) {1141} as well as several other authors (e.g., Wille 1924 {1785}; Heiden & Kolbe 1928 {1127}).

Note that, if you have assigned unique cite keys to your refbase record entries, these cite keys can also be used as record identifiers:

Results of the german south polar expedition were published by Hennings (1906) {Hennings1906} as well as several other authors (e.g., Wille 1924 {Wille1924}; Heiden & Kolbe 1928 {Heiden1928}).

Removal of record identifiers

Should you ever want to remove all refbase record identifiers from your text, you can perform a global search & replace action in MS Word:

  • open the Find dialog and switch to the Replace tab
  • within the dialog's search options, make sure that the check box near Match wildcards is marked
  • enter " \{[0-9]@\}" (without the quotes) as search string and leave the replace field empty
  • Press Replace All to permanently remove all refbase record identifiers from your document