h1

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. He was kind enough to point me in the right direction 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 your need your journal titles to end with punctuation (e.g. a comma [American Zoologist,] or a period [American Zoologist.]) in your reference list, 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.
  • 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.
  • Don’t click OK on the multiple entries window until you’ve added all variations for a journal title.
  • 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.
  • 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.

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.
  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.
  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 50 variations for one journal title!
  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):

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google+ photo

You are commenting using your Google+ account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

w

Connecting to %s

This site uses Akismet to reduce spam. Learn how your comment data is processed.

%d bloggers like this: