Word: Using EditTools to add multiple journal titles

August 10, 2018

This post is for me and anyone else who uses EditTools. I had to ask Rich Adin (the developer of EditTools) to help me understand how the Journal Manager worked (http://www.wordsnsync.com/journals.php). He was kind enough to point me in the right direction (and offer more information to this blog post below) and I’ve now got it working. Because it might be some months before I have to do this again, I’m writing up my instructions to prop up my dodgy memory!

Some caveats:

  • If you ALWAYS need your journal titles to end with punctuation (e.g. a comma [American Zoologist,] or a period [American Zoologist.]) in your reference list (as I do), you need to add that punctuation to the ‘correct’ form of the journal title in Journal Manager, otherwise that title won’t be found when you run the Journals function against your reference list. However, if you use various ending punctuation or no punctuation, it’s better to create a different dataset for each referencing style and then use the Multiple Entries window to automatically add the unpunctuated title (and its variations) to each dataset. Later, when you run the Journals macro, you choose what ending punctuation (if any) you want to find for that dataset and that reference list.
  • Don’t forget to add all forms of a journal title when you’re adding multiple entries—e.g. Am. Zool., Am Zool, and American Zoologist (if you’re putting punctuation at the end of the correct form), including the upper case variations.
  • Avoid clicking OK on the multiple entries window until you’ve added all variations for a journal title. (Actually, you can click OK, but you can only go back and edit the multiple entries list until you click Add or Cancel, or close the Journals Manager window.)
  • If the journal title begins with A, An, or The, don’t forget to specify that too, so you get The APPEA Journal as well as APPEA Journal.
  • From Rich Adin: It must always be remembered that macros are dumb tools. If you tell it to search for The J bAnnA, it will not find J Banna or J. bAnnA or any other variation. The journals macro will only find those variations that are in its dataset. Macros do precisely what they are told to do – nothing more and nothing less – which is why it is important to add variations. Consequently, if your author has used AmZool and the macro does not correct it to American Zoologist, you should immediately add AmZool to the dataset so that the next time AmZool is used, it gets changed to American Zoologist.
  • EditTools is an paid add-in for Microsoft Word for Windows; as far as I am aware it is not available for Word for Mac (unless you are working in Windows emulation software, such as Parallels).
  • One final note: The Journals macro is quite particular in other ways too. It searches for the title, which must be preceded by punctuation and a space and then followed by any punctuation variations you specify, followed by a space (a normal space, NOT a nonbreaking space) and then a number (e.g. [some word]. Am Zool, 23). If you have a journal title either not preceded by punctuation, or not followed by specified punctuation, a normal space, and then a letter character, the Journals macro will not find it (e.g it won’t find Am Zool, Volume 23 [because there’s no number after the space] or [some word] Am Zool, 23 [because there’s no punctuation before the journal title even though there’s a number after the space]). This is also why journal titles like Ecology or Science are only found as a journal title, not as a word in any title—the macro specifically looks for preceding punctuation and a number after the title. Without these limitations, the macro would change every instance of Ecology that matched a dataset entry, whether it was in an article or book title, an authoring body, or just a word in a sentence.

Here’s how to add multiple journal entries in EditTools v8.0 (there’s a YouTube video showing the process below these steps):

  1. Go to the EditTools tab in Word, then click the Mgr button next to Journals in the References group.
    This opens the Journal Manager window.
  2. Select the checkbox to Switch to enhanced Journals screen.
    This opens the Journal Manager screen. Any journals you’ve already entered will be listed in the large box; it will be blank if you haven’t entered any. (NOTE: Once you’ve switched to the enhanced view, that remains the default view unless you click to checkbox to change back to the standard view when you next re-open Journals Manager.)
  3. Critical step: Place your cursor in one of the Correct to fields on the right of this screen. If you only have one journal title file, then it will be the top one. (You can have up to five journal datasets [for different referencing styles or different clients], so add the term to each Correct to field to add the term for each of your datasets; leave the Correct to field blank if you don’t want to add a particular term to a particular dataset.)
  4. Type the name you want to use for the journal in the Correct to field—in my American Zoologist example, I want my reference list to use the full title followed by a comma, not an abbreviated title. So I type American Zoologist, (i.e. with a trailling comma) in that top box. I add a comma because when I use EditTools to scan for journal titles, I want it to find the correctly entered ones and to correct the incorrect ones (e.g. American Zoologist. with a period).
  5. Click Multiple Entries to open the Multiple Journal Name Entry screen, which is where you enter the title’s variations, such as abbreviated titles.
  6. In the Text to Add field, type the first variation of the journal title, select the check boxes for Ignore punctuation… and Add UPPER CASE, and leave all the Trailing Punctuation checkboxes set to the defaults. In the example below, I typed Am. Zool as the variation I want EditTools to correct to American Zoologist, if it finds it in my reference list.
  7. Click Add. The top part of the screen populates with all the variations of the Text to Add you entered, including all the trailling punctuation and upper case, if you checked those boxes.
  8. Repeat steps 6 and 7 for all other variations of the journal title—in my example, I added Am Zool then American Zoologist to get all variations of punctuation and case for each title variations. You may have more or fewer alternative titles to add. Make sure you select the checkboxes and click Add for each one. You could well end up with more than 100 variations for one journal title! (in the example above, I could also make variations for Amer ZoolAmer ZoologistAmerican Zool, plus more for each of these with punctuation after the first word.)
  9. When you’ve finished adding title variations, click OK to return to the Journal Manager screen. All the variations you just added are listed at the bottom of the main box on that screen. (Don’t worry about that—they will re-sort themselves into alphabetical order after you close Journal Manager and re-open it.)
  10. Click Save.
  11. Repeat steps 3 to 10 for all other journal titles and their variations you want to add.
  12. When you have finished, click Save and Close.

A word about what cyan and green in the box mean: cyan indicates an incorrect form of the title; green indicates a correct form. Lines with | cyan -> [title] tell you that if that form is found, it will be changed to the form listed after the -> (and highlighted in cyan in your Word document) when you run Journals from the EditTools ribbon. Green highlighting shows correct entries, and you won’t need to check those.

YouTube video of the process (1 min 27 secs; video only, no audio):

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