Lesson 1 (next) - Creating a bibliography

Creating a bibliography (next)

Adding entries to the database

To add entries to the database:

  1. You can add records directly into the database using the lower portion of the window shown in Creating a bibliographic database.
  2. Complete each of the fields as required. Use the Tabkey to move between fields.
  3. It is best to use a unique name in the Short name This is used when inserting entries into documents.
  4. To complete the entry move to the last field and press Tabonce more.

The Identifier column in the upper portion of the Bibliography Database window is labeled Short name in the lower portion of the window.

If your document requires [Author, date] style citations, use the Identifier (Short name) field of the database to record the information in the required format. If you are using a simple citation numbering system (e.g., [1],[2],...), use a unique reference of some sort in the Identifier (Short name) field. Writer will auto-number entries based on the position within the document.

Maintaining entries in the database

To maintain entries in the database, use the Bibliography Database window as in the previous section. Click on the appropriate field and modify the text as appropriate.

Modified entries will be saved automatically to the database when the cursor moves off the record.

Adding a reference (citation) into a document

Writer supports two ways of showing references (citations) in the text of a document:

  1. Using authors’ names and dates of the referenced documents, for example [Smith, 2004], as recorded in the Identifier (Short name) of each bibliographic entry.
  2. By numbering the referenced documents in the sequence they occur in the text, for example [1].

To specify which citation style is used in the document, use the Index/Table page on the Insert Index/Table dialog.

To add references from the bibliographic database into a document:

  1. Place the cursor where you want the reference to appear.
  2. From the main menu, choose Insert > Indexes and tables > Bibliographic entry.
  3. In the Insert Bibliographic Entry dialog box, shown below, chooseFrom bibliography databaseat the top of the dialog box. (You can also insert a reference from the document itself by selecting From document content, but that method is not covered in this chapter.)

Inserting bibliographic entries into a document.

  1. Select the reference from the Short namedropdown list near the bottom of the dialog box. The Author and Title of the selected reference are shown in the middle of the dialog box, to help you verify that it is the reference you want.
  2. To insert the reference into the document, click Insert.
  3. You can keep the dialog box open and insert another reference into the document; you do not need to close and reopen it.
  4. When you have finished inserting all the references, select Close.

Formatting the bibliography

Formatting the bibliography involves choices made in two places:

  1. Insert Index/table dialog (covered in this section)
  2. Bibliography 1 paragraph style (see Defining the paragraph style for the bibliography)

To create the bibliography:

  1. Place the cursor at the point where you wish to insert the bibliography.
  2. Select Insert > Indexes and tables > Indexes and tables and change the Typeto Bibliography, to see a dialog box similar to that shown below.

Inserting a bibliography.

The Insert Index/Table dialog box has five pages.

Using the Index/Table page

The basic settings are selected on this page.

  1. To give the bibliography a title, enter it in the Title  (A title is not required.)
  2. You can protect the bibliography from being changed accidentally, by checking the Protected against manual changes  If this box is checked, the bibliography can only be changed using the context menu or the Insert Table/Index dialog. If the box is not checked, the bibliography can be changed directly on the document page, just like other text.
  3. To have the bibliographic entries numbered within the body of the document (for example, [1], [2], ...), select Number entries. If, however, you wish to have the field Identifier(from the database) appear in the document, clear this checkbox.
  4. Select the type of brackets that you want for the referenced entries shown within the body of the document.
  5. Define the sorting you require. Currently only alphanumeric sorting is supported. Sorting by the the sequence that entries appear in the text is done on the Entries

Using the Entries page

The structure of this page is similar to that of the previous sections.

Entries page for bibliographies.

You can define how the entry will appear based on the Type of the entry, or simply apply the same format to all entries by selecting the All button.

The Structure of the entry is based on the fields available in the bibliographic database. The ones shown by default are:

  1. Au– Author
  2. Ti– Title
  3. Ye- Year

To determine how entries are sorted, modify the Sort by options. To sort by the sequence that entries appear in the text, choose Document position. To sort alphanumerically, choose Content. Use Sort keys to group similar references.

Using the Styles, Columns and Background pages

Refer to Using the Styles page, Using the Columns page, and Using the Background page.

Generating the bibliography

To generate the bibliography so that it appears in your document, click OK.The Insert Index/Table dialog box closes and the bibliography appears in your document.

Defining the paragraph style for the bibliography

You can modify the Bibliography 1 paragraph style to suit your requirements. For example, to number the entries in the bibliography list, you need to define a numbering style and link that numbering style to the Bibliography 1paragraph style. To do this:

  1. On the Styles and Formatting window, click on the List Styles You can either define a new list style or modify one of those supplied. In this example, we will modify the Numbering 1style. Right-click onNumbering 1 and choose Modify from the pop-up menu.

Modify a numbering style.

  1. On the Numbering Style dialog, go to the Options In our example we want to have the numbers enclosed in square brackets. To do this, type [ in the Beforebox and ] in the After box, as shown below.

Specifying square brackets before and after the number in a list.

  1. Now go to the Positiontab of the Numbering style dialog. In theSpacing to text box, specify how much indentation you want for the second and following lines of any item in the bibliography list of your document. Often you will need to experiment a bit to see what is the best setting. In our example, we have chosen 0.20 inch.

Setting the spacing between the margin and the text.

  1. Click OKto save these settings and close the Numbering Style dialog. Return to the Styles and Formatting window, click on theParagraph Styles icon, choose All Styles from the list at the bottom of that window, then right-click on Bibliography 1 and choose Modify.
  2. On the Paragraph Style dialog, go to the Numberingtab and selectNumbering 1 from the drop-down list. (See below.) Click OK to save this change to the Bibliography 1 paragraph style.

Applying a numbering style to a paragraph style.

Now when you generate the bibliography, the list will look something like the one shown below.

Result of settings for Bibliography 1 paragraph style.

Updating and editing an existing bibliography

To modify the display of bibliography entries:

  1. Click anywhere in the bibliography and then right-click.
  2. From the pop-up menu, choose Edit Index/Table.The Insert Index/Table dialog box opens and you can edit and save the table using the five pages described in the previous section.

To update or delete the bibliography, follow the same process as described in the sections Updating a table of contents and Deleting a table of contents.