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LaTeX tips: Bibliographies

The top ten list

A list of the most useful tips and the most common sources of errors.

Stylistic conventions for bibliographies in mathematical writing

While there is some degree of variation in the styles in which different journals set their bibliographies, there are a number generally accepted stylistic conventions for bibliographies in research level mathematical writing that authors should try to follow.
  • All items listed in the bibliography should be cited in the body of the paper. There should be no "gratuitious" references. If you want a particular item to be listed in the bibliography, work in a citation using phrases like "See also ...", or "for related work on this topic see ...".
  • Bibliography items should be ordered alphabetically, by author. Multiple references by the same author (or the same set of authors) should be ordered chronologically.
  • Use standard journal abbreviations. For example, "J. Number Theory" is the correct abbreviation for the Journal of Number Theory; do not use "J. of Number Theory", "J. Number Th.", or "JNT". The authoritative source for journal abbreviations is MathSciNet; to find an abbreviation, either look up the paper in MathSciNet, or (in case the paper is not in the MathSciNet database), use the "Search the Journals Database" option of MathSciNet. Be aware that authors do not always use correct abbreviations, so journal abbreviations you might see in other articles are not necessarily the "correct" abbreviations.
  • Be consistent. Whatever format and style you choose, make sure that the same style/format is used for all bibliography entries. Inconsistencies in the bibliography are distracting and create a bad impression on the reader/referee of the paper. For example, first names of authors may be abbreviated or spelled out (most people prefer the former), but whatever choice is made, it should be applied consistently to all references.
  • Use proper punctuation and spacing in references. If you set references manually with , be sure to punctuate references and insert spaces where appropriate.
  • Style of reference labels. In most styles reference labels are placed inside brackets. The brackets are generated by the commands or by bibtex, so they should not be specified explicitly. The most common labelling schemes are numerical (e.g., [1], [2], ..., the default in latex), and alphanumerical (e.g., [GKP92], [Kn97a], [Kn97b], ...). In the latter scheme the labels are constructed from the initials of the authors (typically, the first two letters of the author's last name in case of a single author item, and the first letter of the last name of each author in case of multiple-author items), and the year of publication (usually the last two digits, followed by a,b, etc., in case there are multiple entries by the same author in the same year).
  • Citing unpublished papers. Papers that have not yet been published do not come equipped with "official" bibliographical information, so there is some leeway in listing these papers. Depending on the nature of the work, different ways to list such papers are called for:
    • Papers that have been accepted for publication, but have not yet appeared. In this case, provide the name of the journal (using standard abbreviations), followed by "to appear".
    • Papers that have been submitted for publication, but have not yet been accepted. In this case, simply say "submitted", or "preprint", optionally followed by a URL if the paper is available online. There is no need to mention the journal; by not naming the journal, you can save yourself some embarrassment in case the paper ends up getting rejected.
    • Papers that exist as manuscripts, but have not (yet) been submitted. Use "preprint"; if you have posted the paper on your website or on a preprint server, provide a URL.
    • Papers that are "in preparation". This is a grey category and is probably best avoided. A paper listed as being "in preparation" can mean a number of things - from an idea in one's head to a rough, but complete draft. It's best to err on the conservative side and only cite items that have been written up and which physically exist.
  • Formatting of bibliography entries. If bibtex is used to generate bibliographies, the issue does not arise since the formatting of the bibliography entries is determined by the bibliography style. However, when formatting bibliographies manually with , the following standard conventions should be followed.
    • Author(s), title, and journal name. The two most common ways to format these three items are: (i) italics for the title of the paper, and ordinary (Roman) font for the author(s) and the name of the journal; (ii) italics for the name of the journal, and ordinary font for author(s) and title. The examples below illustrate the first style, which is the style used by the AMS journals.
    • Volume, issue, year, and page numbers. In contrast to popular magazines, which begin each issue with page number 1, scholarly journals are grouped into volumes, consisting of two or more issues each, and are paginated consecutively within each volume.. Thus, an article is (usually) uniquely identified by specifying the volume number (e.g., volume 99) and the page range (e.g., pages 403-422). The particular issue within a given volume need not be specified, and usually (though not always) is left out. Typically, a journal "volume" is of a size that is suitable for binding as a single volume. A journal may issue one or more volumes per year. The year of publication (though redundant) is usually indicated in parenthesis after the volume number, which is set in boldface. A typical volume/year/page number listing is as follows: "99 (1992), 403-422."
    • Book references. In addition to author and title, book references require the following items: publisher, location, and year of publication. These are normally set in ordinary font, in the order given here.
    • References to articles in proceedings or collections. These items are among the most complex bibliography items since, in addition to the author and title of the article itself, the reference typically includes the title and author/editor of the book in which the article appeared; the publisher; the year and place of publication; and, in case of a conference proceedings, the location and date of the conference. It is best to rely on MathSciNet for the correct listing of such an item. The most noticeable difference to the formatting of ordinary journal references is that the page number range for the article cited is given at the very end of the reference and preceded by the abbreviation "pp." For an example see the citation of the Erdos paper below.

Formatting bibliographies with \bibitem

Manual formatting of bibliographies is accomplished with the environment, using to set an individual reference. The command is a variation of the command, and its syntax is similar. Here is an example illustrating the formatting of four different types of bibliography entries: an ordinary journal article (Knuth), a book (Graham/Knuth/Patashnik), an article published in a conference proceedings (Erdos), and an unpublished paper (Simpson): Some points to note:
  • Citation keys. The arguments to ("Erdos01", "ConcreteMath", "Knuth92", "Simpson") in the above example) represent the citation keys (i.e., the keys used inside the commands to match up citations with bibliography items), not the labels that get printed in the bibliography. By default, the bibliography items are given consecutive numeric labels, set in square brackets. In the above example, the four bibliography items will be labeled [1], [2], [3], [4].
  • Explicit labels. Many people prefer "mnemonic" labels that contain the year of publication and the initials of the author(s); for instance, in the above example, one might label the items [Er01], [GKP89], [Kn92], and [Si03]. To generate such explicit labels, add the desired labels as optional arguments (set in brackets) to : It is important to distinguish between these explicit labels, set in brackets, and the citation keys, set in braces. The citation keys serve as internal labels that are used to match up citations with references, but which have no bearing on the output. The explicit labels generate the printed labels, but are not used internally. It may be convenient to choose the same string for both types of labels, as in .
  • Width of labels. The command requires a second argument ( in the above example) that represents (approximately) the width of the widest label and which determines the amount of indentation used. This second argument is mandatory; if it is missing, an error message is generated. It doesn't matter what you put inside the braces as long as the width of the string inside the braces represents approximately the widest label (without the brackets). As a practical matter, if the default (numerical) labeling system is used, use the string "9" if only single digit numbers occur, "99" if the largest reference number has two digits, and so on. If explicit labels are used, use the longest label as string; for instance, in the above example, [GKP89] is the widest label, so an appropriate string would be "GPK89".
  • Typesetting URL references. Trying to typeset URL references manually is tricky, since URL's tend to be lengthy "words" that are likely to cause overfull lines. Moreover, URL's of personal webpages usually contain the tilde symbol (~), which without special coding gets interpreted as a blank space, and therefore needs to be escaped by a backslash (\~) or replaced by the math "twiddle" symbol $\sim$. Fortunately, there is a package, "url", that provides a painless way to typeset URL's. To use this package available, add \usepackage{url} near the beginning of the document, and enclose any web and email addresses in the document in "\url{...}": \url{http://www.math.drofnats.edu/~gauss} \url{gauss@math.drofnats.edu} The \url{...} command does all the work: It sets the enclosed expression in the appropriate typewriter style font, it takes care of any necessary linebreaking, and it chooses break points intelligently (e.g., between components of an address), and it ensures that special symbols such as the tilde symbol or the "at" symbol get typeset correctly.

Generating bibliographies with bibtex

The basic philosophy underlying LaTeX is that of separating "logical formatting" from "visual formatting". Authors should only be concerned with the former and not have to worry about the latter. LaTeX makes this possible by allowing authors to specify document elements with logical constructs such as etc., while the appearance of these items in the typeset document is determined by the document class.

Bibtex is a program that applies the same philosophy to bibliographies. In bibtex, bibliography entries are specified by providing values for fields such as author, title, volume, etc., without regard to the formatting of these items. The formatting is determined by a bibliography style, which plays the same role as the document class in LaTeX.

To set a bibliography using bibtex requires the following steps, which will be explained in detail below.

  1. Create a "bibtex database".
  2. Choose a bibliography style and insert an instruction in the tex file of the paper to load the bibtex database and format references according to this style file.
  3. Process the paper through multiple runs of latex and bibtex.
Here are the steps in detail:

Step 1. Creating a bibtex database

Like any database, a bibtex database consists of records and fields. Each bibtex record holds the bibliographic information for a single bibliography entry. Records begin with an "at" symbol (@), followed by the record type, and, in braces, a comma-separated list of entries of the form "fieldname = value", where the "fieldnames" are components of the bibliography entry such as "author", "title", etc. The following example shows how the four bibliography items listed above would be entered into a bibtex database: The four entries illustrate the most common entry types: Depending on the bibliography style used, other types may be available, but in most cases the four types suffice. For a complete listing of possible record types, see Chapter 10 in Gratzer's book.

Here are some points to note:

  • The order of the records in the database does not matter. This is because (at least under the standard bibliography styles), bibtex sorts the entries in the database alphabetically by author.
  • The order of the fields in the database does not matter. The bibliography style determines the order in which the various components of a bibliography entry are typeset. Thus, if a field is missing in a particular record, it can simply be added at the end of the record.
  • Field names and record types are case insensitive. Thus, is equivalent to .
  • Field values must be enclosed in double quotes. Alternatively, one can use a pair of braces, though it is better to use quotes since braces are used in several different contexts (see below).
  • Field entries must be separated by commas. A missing comma at the end of a field entry is probably the most common mistake made when formatting bibtex records. The bibtex program checks for such errors and issues an error message if it detects a problem. (Note that it is not necessary to put each field entry on a separate line and indent that line as was done in the above example; however, such (or similar) formatting is recommended since it makes it easier to edit the database at a later point.)
  • Formatting of multi-author items. As in the above example, multiple authors should be separated by the word "and". It is important to note that the conjunction "and" here serves only as a separator for internal use by the bibtex program and has no bearing on the output generated. The exact form in which multiple authors are listed is determined by the bibliography style (see below). In the Graham/Knuth/Patashnik example most styles would place a comma between the first two authors and a comma followed by "and" between the second and third author.
  • Formatting of author entries. While bibtex accepts, and can properly parse, different formats such as "Donald E. Knuth" and "Knuth, Donald E.", it is best to pick a single format (I'd recommend the former) and use that consistently. The particular format in which an author's name is listed in the bibtex database has no bearing on the output generated, as the formatting of authors is determined by the bibliography style used.
  • Formatting of non-standard or unusual author names. Author names that contain accents (such as "Paul Erd\H os"), or which are not of the standard "first middle last" format, need to be formatted in a special way so that bibtex can properly alphabetize the entries by last name. Accented characters should be enclosed in braces, as in "Paul Erd{\H o}s". In names that do not follow the standard "first middle last" pattern, the complete last name should be enclosed in parentheses: For example, use "John {Doe III}" and "Jose {Dos Santos}" to ensure that these entries get alphabetized under "D" rather than "I" or "S".
  • Formatting of titles. One of the most important things to understand about bibtex is that the capitalization of titles is determined by the bibliography style, and not by the form in which the title is given in the "title" field. Some styles use lower case titles for all bibliography entries, while others capitalize book titles, but set titles of journal articles in lower case. To allow these variations, bibtex ignores capitalization in the title field. For example, a title "Concrete Mathematics" will be set as "Concrete mathematics" if the bibliography style calls for lower case titles. If a title includes words that should not be converted to lower case, those words need to be "protected" by enclosing the first (upper case) letter in braces. This is illustrated by the first example above: To prevent the words "Riemann Hypothesis" from being set in lower case, enclose the letters R and H in braces: "{R}iemann {H}ypothesis".
  • Formatting of "unpublished" items. Records listed as "unpublished" require a "note" field that can be used to indicate the nature of the record (e.g., "preprint"), and to provide additional information, such as a URL.
  • Formatting of articles in collections or proceedings. There are two very similar record types for this purpose: "incollection", and "inproceedings". The above example illustrates the use of "incollection", which is appropriate for most situations. The difference between an "incollection" record and an ordinary "article" record type is that the former requires, in addition to the title and author of the article, and the page numbers, information on the book itself: booktitle, publisher, address and year of publication.
Downloading bibtex records from MathSciNet. Perhaps the greatest advantage of using bibtex for bibliographies is that (at least for published papers) bibtex records can be downloaded from MathSciNet. This saves the time and effort to manually create these records, and, perhaps more importantly, virtually guarantees the accuracy of the records.

MathSciNet has a handy "clipboard" feature that greatly facilitates this task. For each of the bibliography entries, perform a regular MathSciNet search to locate the entry, click on "Add citation to clipboard", and move on to the next item in the bibliography. When you are done, click on the link "View clipboard" (near at the top left of the page), select "bibtex" as format, and "Save all". This will display bibtex versions of all records that have been saved to the clipboard. Now, save the page as a text file to be used as a bibtex database, or paste the records into an existing bibtex database file. (In netscape, use the "Save as" option from the File menu and select "text" as file format.) The final step consists in "matching up" the keys of the bibtex records with the citation keys of the paper. MathSciNet uses MR numbers (strings such as MR1999i:11139) for keys. Replace these MR numbers by the appropriate citation keys of the paper.

MathSciNet contains records of nearly all mathematical literature published during the past 50 years, but records for older references and unpublished items will still have to be created manually. Thus, even if MathSciNet is used to obtain bibtex records, a basic understanding of syntax of bibtex databases is necessary in order to create records that are not in MathSciNet.

Step 2. Loading the bibtex database

Once a bibtex database, say , has been created, it can be loaded by placing the following two commands at the end of the main tex file of the paper, just before . The entry determines the formatting of bibliographies. There are four commonly used bibliography styles, , , , . The latter two may be preferable since those are the styles used by AMS publications. The "plain" versions of these styles generate numeric labels, the "alpha" versions generate alphanumeric labels constructed from the authors' initials and the year of publication.

Many publishers have in-house style files and ask authors of accepted papers to prepare final versions using those style files. This requires downloading and installing the publisher's style file; see the page "Installing and using custom packages and styles" for instructions on how to do this.

The entry tells LaTeX the name of the bibtex database containing the bibliographic information. The argument in braces should be the name of the bibtex file, but without the extension. The above example assumes there is a file in the current directory. Note that this file can contain many more records than are needed for the particular paper. This allows one to keep all records in a single personal bibtex database; it also makes it possible to share bibtex databases, and to compile large databases of bibtex records in a particular field and make those available for anyone to use.

Step 3. Processing the paper through latex and bibtex

Assume you have a paper, called , along with a bibtex database, , which has been loaded in the paper as shown above. To completely process the paper execute the following commands, in sequence:
  1. latex paper
  2. bibtex paper
  3. latex paper
  4. latex paper
The first run (through latex) generates an auxiliary file, , containing information about citations (and other types of references), the bibliography style used, and the name of the bibtex database. The second run (through bibtex) uses the information in the auxiliary file, along with the data contained in the bibtex database, to create a file . This file contains a environment with entries formatted according to the bibliography style specified.

In principle, the file could be pasted into the main tex file (), replacing the lines . The resulting tex file would then be of the same form as a LaTeX file with a manually formatted bibliography. However, this is not necessary unless one wants to create a single self-contained file (e.g., because a publisher requested so).

The final two runs by latex process the paper again through latex, now using the file for the bibliography.

In situations with complex cross-referencing, it may be necessary to do more than two latex runs. If additional runs are necessary, LaTeX will issue an appropriate warning.


Back to the LaTeX Tips Page

Last modified: Mon 17 Sep 2007 12:42:07 PM CDT A.J. Hildebrand

Bibtex4Word - User Guide


Contents:Quick Start - Citing References - BibTeX Styles = Installing New Styles = Sort Order = Style Flags = Paragraph Formatting - Setting Defaults - Saving A Database


Quick Start

  1. Prepare a bibtex database file containing your references using JabRef or another reference manager.
  2. Open the document in Word that you want to add citations to.
  3. Press  and navigate to your bibtex database file.
  4. To add a citation, position the cursor at the appropriate place in your document and press . In the dialogue box that appears type one or more BibTeX keys separated by commas. Alternatively, you can right-click an entry in JabRef, select "Copy Bibtex key" and then paste it into the dialogue box. As the bibliography does not yet exist, the citation will be displayed as "[<bibtexkey>]"; this will be updated in the next step.
  5. Position the cursor where you would like your bibliography to be (usually at the end of your document but definitely not adjacent to a citation)  and press  to create it.

Citing References

To cite a reference, position the cursor at the appropriate place in the text and press . You can now type one or more BibTeX keys separated by commas. Initially, the citation will be displayed as its BibTeX key, but this will change to the citation label when you press  to create the bibliography. You can display the BibTeX keys at any time by pressing the  button.

Non-citing entries

If you precede a Bibtex key with "/" then the reference will be included in the bibliography but not cited in the text. If all the citations in a list are non-citing then the surrounding brackets will be omitted and the string will be invisible unless the button is pressed.

Searching for references

Bibtex4Word includes a primitive search facility which allows you to find entries in the BibTeX database that contain specific words. Searches begin with a @ or else x@ where x is one of a, b, t or j. The BibTeX entries found by some example searches are shown in the table below. If only a small number of matches are found, they will be listed explicitly for you to select, if a large number are found you will be asked to confirm that you want to include them all.

Search StringBibTeX entries found
@ Smith HotAll entries containing both Smith and Hot in any order.
Searching is case insensitive and not restricted to whole words so Hot, hot and HOT are all equivalent and schott will also be found.
a@ SmithAll entries with Smith in the author field
a@ Smith t@ HotAll entries with Smith in the author field and Hot in the title.
t@ Hot Cold a@ SmithAll entries with Smith in the author field and Hot in the title and Cold in the title. Thus a field specifier a@ or t@ remains in force until another field specifier is encountered.
b@ Hot @ ColdAll entries with Hot in the booktitle and Cold in any field.

Bibligraphy Style

The formatting of the bibliography and the way in which citations are indicated in the text of your document are controlled by two things: (a) your choice of BibTeX style and (b) your selection of style flags: these are explained in detail below.

Recommended style settings

The following three settings are the ones I use most often. They are written in the form "style/flags" where the flags are specific to Bibtex4Word and affect how the citations and bibliography appear. You will probably have to install the styles into MikTeX before you can use them (see below).

abbrvnat/ndusch
is a good general purpose numeric style with labels of the form [1]. I like it because it includes DOI references which I find useful. The "n" flag forces numeric labels, the "du" flags mean that DOI and URL links will be turned into hyperlinks, the "sc" flags mean that where multiple documents are cited at the same place in the text, their numeric references will be sorted and compressed (e.g. [5-9] instead of [5,6,7,8,9]) and, finally, the "h" flag means that each citation in the text is a hyperlink to the appropriate point in the bibliography. The style abbrvnat may be replaced by plainnat in order to show the full first names of authors instead of just their initials or by unsrtnat which, as well as showing full first names, lists the bibliography in the order references are cited in the text instead of sorting it alphabetically by author.
IEEEtranSA/ush
creates short mnemonics for the labels of the form [ABC01] which indicates the initial letters of the authors' surnames and the last two digits of the publication year. I like these because they are compact but yet remind me of the paper being cited. Unfortunately, this style does not support DOI fields although URL fields appear as hyperlinks. As in the previous example, the "sh" flags mean that multiple citations are sorted into the correct order and that each citation in the text is a hyperlink to the appropriate point in the bibliography. Substituting alpha for IEEEtranSA gives a slightly less verbose bibliography entry.
agsm/(l2ysh
is an example of the "Harvard" bibliography style with citations of the form (Smith et al. 2001); this style is widely used in medicine and other sciences. Here the flag "(" specifies the use of parentheses rather than square brackets, the "l" flag supresses the label from appearing in the bibliography and the "2y" flag determines the date format (i.e. follow the author's name by a space and then the year of publication). With this style, long author lists will be abbreviated in the text as "et al." but you can force the inclusion of all the author names by specifying the "a" flag in addition. This style displays URL fields but cannot turn them into hyperlinks: if DOI/URL hyperlinks are important to you, you can use plainnat/(l2ydush but I think the bibliography formatting is a bit less pretty.

BibTeX Style

The formatting of the bibliography and the way in which citations are indicated in the text of your document are controlled by the "bibtex style". Thus, for example the same citation in styles "IEEEtran" and "alpha" would appear in the bibliography as:

  • [1]   A. Anon, B. B. Butt, and C. Chet, "Marmalade Making," Jam Monthly, vol. 2, no. 1, pp. 27-33, Jan. 2001.
  • [ABC01]    Anne Anon, Bill B. Butt, and Chas Chet. Marmalade Making. Jam Monthly, 2(1):27-33, January 2001.

where the differences include the use of first names, the quoting of the title and the way in which the volume and issue numbers are shown. The initial portion of the entry, enclosed in [...] is the "label" and will appear in the text whenever the reference is cited. Most styles have numeric labels as with the first example above while a few, known as alpha styles, have labels constructed from the authors' names and the year of publication as in the second example; this provides a useful mnemonic in the text. Some disciplines prefer "Harvard" styles which include the author's name and publication year in the citation.

To choose the style, press the button and then type in the name of the style you want to use. There are several hundred different styles available in MiKTeX and it can be difficult to choose between them. A good guide is available from Reed College and an extensive list has been put together by Ken Turner. Most journals have their own ready-made style which formats the references exactly as their editors' prefer.

The Bibtex4Word package includes a Word document "StyleTable.doc" which lists a number of Bibtex styles. By following the instructions in this document you can create your own style table that includes any styles you wish.

Installing New Styles

Only a few styles are initially installed in MiKTeX, so if you want a specific style, you will have to install it first as follows:

  1. Open the MiKTeX package manager (Programs->MiKTeX x.y->Browse Packages)
  2. Type "xxx.bst" in the "Filename:" box where "xxx" is the style you want to install and click "Filter".
  3. If the package has not yet been installed, the column headed "Installed on" will be blank; right click the package and select "Install".
  4. You may need to change the server from which to download by selecting Repository->Change Repository: select "Packages shall be installed from the Internet", click "next" and then select a server from a nearby country.

You can set MikTeX so that any missing style files will be installed automatically as required. This sounds like a good idea, but I do not recommend it for two reasons: (a) BibTex4Word will appear to freeze while the new style is installed with no explanation of what is going on and (b) if the server that you have chosen is broken, which happens quite often, BibTeX4Word will freeze forever.

Sort Order

One of the ways in which styles differ is the order in which the cited references are listed in the bibliography. References may be ordered by any combination of: A=author, C=citation order within your document, D=publication date, K=BibTeX key, L=citation label used within the text of your document and T=document title. The priority order of these criteria used for some common styles is given below:

AC

plainnat, abbrvnat

ADC

jbact

ADTC

aaai-named, abbrv, acm, agsm, amsplain, annotation, apa, chicago, IEEEtrans, is-abbrv, is-plain, named, phrmp, plain, siam [and many more]

C

IEEEtran, is-unsrt, nar, nature, phjcp, unsrt, unsrtnat

DATC

plainyr

K

abstract

LDATC

alpha, annotate, IEEtranSA

The Bibtex4Word package includes a Word document "SortOrder.doc" which allows you to determine the bibliography sort order for any Bibtex styles. Instructions for doing so are included in the document itself.

Style Flags

The selected style can be modified by the inclusion of one or more style flags following the bibtex style e.g. BIBSTYLE=alpha/n. You can have as many style flags as you want following the "/" character. The table below lists the available style flags; some flags are preceded by an optional integer, n, whose meaning is explained in the table; if n is omitted it is taken to equal 1 unless otherwise specified. Specific styles to which an option applies are shown in brackets.

The following flags affect how references appear in the bibliography:

a

Use full instead of abbreviated author names in label [chicago, named, plainnat, agsm]

d

Convert DOI references into hyperlinks [plainnat]

nf

Insert a line feed in the bibliography after any label that is more than n characters long.

l[lower case "L"] Omit the labels from the bibliography entries (normally needed for Harvard style bibliographies). If this option appears not to work, you may need to turn off "hidden text"; to turn off hidden text select Tools>>Options>>View (Word 2003) of Office-Button>>Word-Options>>Display (Word 2007) and make sure that both "Hidden Text" and "All" are unchecked.
nmn gives number of cross-references (instead of the normal 2) needed to trigger insertion of the parent entry into the bibliography  [default n=999].

n

Force the reference list to be numbered even if the bibtex style normally uses labels based on author names.

nu

Convert URLs into hyperlinks [plainnat, ieeetran]
n is the sum of the following options: 1=convert to hyperlinks [default], 2=do not insert discretionary hyphens after each "/" character, 4=replace the url with the text "<url>"

]

Omit the square brackets from the bibliography label.

)

Use parentheses instead of square brackets in the bibliography.

.

Omit the square brackets from the bibliography and follow the label with a "." instead.

n~

Put n non-breaking spaces after the bibliography label in place of a tab.

n&Select the form of "and" in the author list for harvard styles [agsm]. 0 = "&" [default], 1="and", 2="et", 3="en", 4="und".

The following flags affect how references are cited in the text of the document:

c

Compress cited references by writing [1-4] instead of [1, 2, 3, 4]. Normally used in combination with the s option.

h

Make the citations into clickable hyperlinks that take you to the corresponding entry in the bibliography. To return to the text type "Alt+Left Arrow" or use the back button on the "Web" toolbar if it is displayed.

s

Sort the references in a citation list thereby writing [1,2,3,4] instead of [2,4,1,3]. Often used in combination with the c option.

nyyear formatting in the label [chicago, named, plainnat, agsm]
n: 0="Smith (2000)"; "1=Smith"; 2="Smith 2000"; 3="Smith, 2000"; 4="(2000)"; 5="2000"

[

Omit the square brackets surrounding the citation.

(

Use parentheses instead of square brackets to surround the citation.

^

Write citation list as superscript like this1,2,3.

,

Omit spaces after commas in the citation list e.g [1,2,3] rather than [1, 2, 3]

;

Use semicolons instead of commas in the citation list.

The following flags affect the system operation:

bInstead of scanning the citations in the document, use an existing file in the same folder as the document with name ****.bbl where **** is the name of the document.
npSet the code page of the bibtex database. If no p flag is given, the ANSI code page of your system locale will be used. If n is omitted, it is taken to be 65001 which corresponds to UTF8 encoding.
ntCreate a style table. The last table in the document is assumed to contain a list of styles in the first column; the formatted output will be placed in the last column. The first n lines are assumed to contain header information. If the style in the first column omits either the style name or the style flags, then the corresponding values will be taken from the main style specification.

nz

n is the sum of any combination of: 1=allow undo to reverse changes made to a bibliography (this may result in "insufficient memory" warnings"); 2=always save bibtex database filename as a full path (the default is to save it as a relative path if it is in or below the folder containing your word document)

n#Indicate special features of the bibtex style; n is the sum of any combination of: 1=bibitem entries use the natbib format; 2=citeauthoryear command uses the chicago format.
The default value depends on the bibtex style selected: 0 for most syles, 1 for abbrvnat, elsarticle-harv, plainnat, unsrtnat; 2 for chicago.
+Use bibtex8, the extended version of bibtex instead of the normal version. This flag will be ignored if the BIBEXE environment variable is set.

  There are some special "style commands" which can be entered instead of a style.

//b

Open the BibTeX database. The style is not changed.

//t

Use notepad to open the four temporary files that BibTex4Word uses. These files contain useful information if it becomes necessary to figure out why something is not working. The style is not changed. The files are
(a) bibtex4word.aux, a list of the citations found in the document,
(b) bibtex4word.blg, a list of error and status messages from BibTeX,
(c) bibtex4word.log, a list of error and status messages from BibTex4Word and
(d) bibtex4word.bbl, the contents of the bibliography in LaTeX format which BibTex4Word converts into Word and writes to your document.

Paragraph Formatting

To select the character and paragraph formatting of the bibliography, select the entire first entry (conveniently by double-clicking in the left margin) and apply whatever formatting you wish. Click on  again to rewrite the entire bibliography in your chosen format. It is often convenient to include a hanging indent in the format; Bibtex4Word will, by default, put a Tab character after printing the label.

Setting a Default Database and Style

Default Style and BibTeX Database

If you always use the same BibTeX database and the same style, it is annoying to have to define them afresh for each new document. You can define the default values for these as environment variables.

BIBFILE
Defines the default bibtex database (e.g. BIBFILE=C:\data\file.bib)
BIBSTYLE
Defines the default bibtex style, style flags and "magic" characters (e.g. BIBSTYLE=plainnat/ndu @/). The "magic" characters are discussed elsewhere; you will not normally need to change them.
BIBEXE
Defines the bibtex executable program (e.g. BIBEXE=C:\Program Files\MiKTeX 2.8\miktex\bin\bibtex.exe). Setting this environment variable overrides the "+" style flag and is only necessary if you have problems with the call to BibTeX.
BIBTEMP
Defines the folder that Bibtex4Word will use for temporary file (e.g. BIBTEMP=C:\xxx\dirname). It is only necessary to set this explicitly if, for some reason, you don't have a writable system temporary folder defined already.

To define any or all of these environment variables, do the following:

Windows XP: Start>>Settings>>Control Panel>> System>>Advanced>>Enviromental Variables>>User Variables>>New
Windows Vista: ??
Windows 7: Start>>Control Panel>>System and Secutiry>>System>>Advanced System Settings>>Environment Variables>>User Variables>>New

You can shortcircuit several of these steps by right-clicking "My Computer" on the desktop and selecting "Properties".

Default Paragraph Formatting

Default formatting of the bibliography (font, font size, intenting etc) can be specified by creating a "Word Style"; this is nothing whatsoever to do with a BibTeX style. You can define a default Word Style called Bibtex (Windows XP: Format>Styles and Formatting>New Style) with the style features of your choice. You can define different formatting for different BibTeX styles by defining Bibtex plain, Bibtex alpha etc where the BibTeX style name is separated from the word Bibtex by a space.

Creating a BibTeX database for the document

If you click , you can create a small BibTeX database containing only the references that are cited in your document. This is useful if you want to send your document to someone else to edit. For obscure Microsoft reasons (or my incompetence as a Visual Basic programmer), the file dialog box has to use one of the standard Word file extensions (I have chosen .MHT) but the file will nevertheless be saved with the correct .BIB extension. A side-effect of this is that you will not be able to see whether or not the file you specify exists already. You will however be warned before overwriting an existing file.


This page is part of the Bibtex4Word documentation. Copyright © 2006-2013 Mike Brookes, Imperial College, London, UK. See the file gfl.html for copying instructions. Please send any comments or suggestions to "mike.brookes" at "imperial.ac.uk".
Updated: $Id: b4w_using.html 2855 2013-03-28 17:18:47Z dmb $

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