1-muuvwxy BIBLIOMAN p. BIBLIOMAN Bibliography Reference Manager 1991 CGSoft Introduction BIBLIOMAN is a bibliographic reference management system that allows the user to archive standard scientific references, including notes or abstracts, and to export those references to documents in a multiplicity of formats. With BIBLIOMAN you can enter your references once, and, if submitting a manuscript to a scientific journal, you can automatically create a reference list for your document in the style of that journal. BIBLIOMAN allows you to manually enter references or it will convert downloaded references from the National Library of Medicine. While BIBLIOMAN currently exports in a variety of journal formats, the user has the ability to create new styles, or edit existing ones. Because BIBLIOMAN runs exclusively under Microsoft Windows, the user has the ability to use BIBLIOMAN while user a word processor, spreadsheet or other program concurrently. Using BIBLIOMAN Installation We advise you to create a separate subdirectory for BIBLIOMAN, although this is not necessary. This can be accomplished using the Windows File Manager. The only file necessary for running the program is BIBLIO.EXE ( or BIBLIODEM.EXE for the demo version). BIBLIO comes with an export style file called BIBLIOG.STY which should also reside in the BIBLIOMAN directory. Sample bibliography files with the extension .BIB are included. In order to access BIBLIOMAN easily, it is best to place BIBLIOMAN within one of your WINDOWS Program Manager groups. To do this, after you have installed the program in the appropriate directory, choose NEW from the Program Manager FILE menu, choose NEW ITEM, and locate BIBLIO.EXE by choosing BROWSE and searching through the appropriate directory. The program is not copy protected, although is copyrighted software, is not shareware, and cannot be used by anyone other than the liscenced user. The demonstration version, however, can be freely copied and distributed, although is limited in its abilities compared with the full version of the program. By the way, if you're not familiar with Microsoft Windows, we would strongly advise you to purchase one of the many excellent books available on Windows. Windows is both extremely powerful and extremely easy to use, and is the perfect environment for the novice PC user... but, it does require a minimal amount of getting used to. The beauty of Windows, however, is that there is a similary of look and feel between different Windows programs. BIBLIOMAN takes advantage of two other major advantages of the Windows environment. 1) Windows can multitask, or allow you to run more than one application at a time (BIBLIOMAN and your word processor, for example), 2) Windows programs can communicate with one another through the clipboard (more about this later). BIBLIOMAN takes advantage of both these advantages of the Windows environment. The BIBLIOMAN Concept With BIBLIOMAN you enter individual references as items. Each reference consists of various fields, such as an author field, a title field, a source field (which itself is broken up into its consituent parts), and an abstract field (if you like). These items are then arranged in files. For convenience, it is best to create bibliography files that contain related references, rather than keeping just one enormous reference file (although you can do this if you like). You can flip through a reference file by using the Previous Item or Next Item buttons to move backward or forward in the file, or by using the Find button to search for particular a particular keyword, title word or author name. BIBLIOMAN also has a special feature called BibView, which will display in a window a list of first authors and titles for all the entries in your bibliography file. From this window, you can choose a particular reference quickly and easily. The rest of this manual is organized as a reference/tutorial. That is, it will make the most sense if you are reading it while trying out the various features of the program. You are encouraged to use the sample bibliography file, Sample.bib. The Main Screen The main screen of BIBLIOMAN consists of a menu bar at the top, various fields into which you enter reference information, and push buttons which perfrom various tasks. The main screen or window of the program looks like this: Most of the functions of the program are carried out by choosing the appropriate command from the menu bar. For example, to open an existing bibliography file simply choose Open from the File menu. When the Open File dialog box appears, choose the file you wish just as you would in any other Windows program. Let's see how we would enter a reference into BIBLIOMAN: For example, consider the following reference: Smith JM, Thompson RJ, Jones EF. Cholesterol and heart disease. New Engl J Med. 1987;23(5):226-232 This reference would be broken into the following fields: AUTHORS: Smith JM, Thompson RJ, Jones EF TITLE: Cholesterol and heart disease. SOURCE: New Engl J Med. 1987;23(5):226-232 The SOURCE field could further be broken down into the following: JOURNAL: New Engl J Med YEAR: 1987 VOLUME: 23 ISSUE: 5 PAGES: 226-232 The AUTHOR and TITLE fields are entered directly into their respective boxes. Note: The AUTHOR field must be in the following format: Smith JM, Roberts RH, Jones EF That is, the author names must be separated by commas and for each author name, the last name must precede the initials of the first and middle name(s). First and middle initials should not be followed by periods, and the last name should not be followed by commas. The following are examples of incorrect author formats: Smith J.M., Roberts R.H., Jones E.F. or Smith, JM, Roberts, RH, Jones, EF DO NOT ENTER AUTHORS LIKE THE EXAMPLES ABOVE, BECAUSE THE PROGRAM WILL NOT KNOW HOW TO HANDLE THEM! But don't worry, you will be able to export your references in any format you like... so long as you follow a few simple rules entering them. The TITLE field can be entered in any way you like, although it is probably best to follow the standard conventions which include capitalizing only the first letter of the title and placing a period at the end of the title. The SOURCE field cannot be entered directly. This must be broken into its separate fields. BIBLIOMAN prompts you for these parts when you press the SOURCE button. Finally, an ABSTRACT field exists which can hold the abstract for the reference or any other notes you wish to keep about that reference. This field will be truncated if it exceeds 3072 characters in length. PUSH BUTTONS SAVE ITEM Once a reference is entered, you must save it. This is accomplished by pressing the SAVE ITEM button with the mouse. If a bibliography file is already open, the new reference will be appended to that file. If no file is open, you will be prompted for the name of a new bibliography file. The default extension for bibliography files is .bib, which will be appended to any file name that doesn't already have an extension. NEW ITEM Pressing the NEW ITEM button clears the current reference. Don't worry, if it has been saved, you won't delete it by pressing NEW ITEM, this will just clear the work area for additional references. If the item has not been saved using the SAVE ITEM button, it will be lost. FIND ITEM Pressing the FIND ITEM button will bring up the FIND ITEM dialog box and allows you to search your file for keywords, author names, journals, or any other information stored in the reference fields. In addition to prompting you for the text to search for, the FIND ITEM dialog box allows you to select whether or not to search abstracts. Searching abstracts makes the search more comprehensive, although may not be necessary for some applications. The default is to not search abstracts. Another checkbox you can check in the FIND ITEM dialog box is for the search to be case sensitive. Case sensitive means that the search will pay attention to upper and lower case letters in both the text to search for and the text it is searching. The default is off, and the program will ignore whether words are upper or lower case. JOURNAL STYLE Listbox The JOURNAL STYLE listbox in the upper left hand corner of the screen allows you to choose the style of the exported references. That is, if you choose to export a reference to your word processor or to a file, you can choose what format you'd like the reference to appear in. For example, choosing New Engl J Med will put all exported references in the style required by the New England Journal of Medicine for all manuscript references. The DEFAULT selection chooses the default export setting, which is format required by the great majority of journals. Choosing NEW STYLE brings up the STYLE EDIT dialog box, and allows you to create a journal style that isn't already supported by BIBLIOMAN. Exporting References: Exporting references in any format you like is what BIBLIOMAN is all about. Consider our original example reference: Smith JM, Thompson RJ, Jones EF. Cholesterol and heart disease. New Engl J Med. 1987;23(5):226-232 If we were placing this reference into a paper that was being submitted to The New England Journal of Medicine, it would be formatted like this: Smith JM, Thompson RJ, Jones EF.Cholesterol and heart disease. New Engl J Med . 1987;23:226-232. But if we were submitting it to Nature, it would have to be in the following format: Smith, J.M., Thompson, R.J. and Jones, E.F. New Engl J Med 23, 226-232 (1987). BIBLIOMAN takes care of these mundane matters, automatically. Simply choose the journal style (from the Journal Style listbox) in which you wish to export the reference. Then, choose Export Reference from the Export menu. This places the reference (in the style you've chosen) on the Windows Clipboard, which means that now any Windows program has access to it. As with all standard clipboard procedures, you can place the reference into your word processor simply by using the paste function from the edit menu of your word processor (but be sure NOT to use the copy function from the edit menu of BIBLIOMAN, as this will simply copy whatever text you've selected and will not place your reference in the correct format). Export To Text: Some journals require articles to be referenced by authorname directly in the text of your manuscript: Johnson and Johnson (1989) showed that aspirin reduces the incidence of migraines in Pima indians. or... The incidence of myocardial infarction after strenous activity has been shown to be less and 1% in an otherwise healthy population (White et al. 1988). BIBLIOMAN accomodates this type of reference also. Simply choose Export to Text from the Export menu. The sub-menu that pops up when you make this choice offers two further options which indicate which format you'd like the exported reference to be in: ...(Smith, 1987) or ...Smith (1987). The exact style of the exported reference is dependent on the InText Style field in the Edit Style dialog for that particular journal style. lost. 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