Features of Output Styles for Footnote Citations

Transcription

1 Features of Output Styles for Footnote Citations Revising the Footnotes Templates Citations in a document may be placed within paragraphs or in footnotes (as discussed in an earlier IT Learning Centre course). The way footnote citations are displayed is controlled, independently, by the output style. Template for Footnote Citations As illustrated in Figure 1, some styles have a customised set of templates for footnote citations. Alternatively, footnote citations can be laid out the same as the in-text citations, or the same as in the bibliography. With Using footnote format chosen, you can build a template for each of the reference types that are likely to arise in your work. If the reference type you plan to use is not already listed, use it. to add 1 IT Learning Centre

2 Choosing Another Reference Type for a Template Now you build a pattern as required for each template: adding fields using, typing punctuation and static (label) text, applying font formatting etc. in the same way as for other templates described above. A separate footnote template should be built for each reference type that is likely to be used in your written work. Any footnote citations which have other reference types, not defined in the output style, will be displayed using the pattern defined for the Generic type. Exercise 1: Revising the Footnotes templates Now look at this exercise (page 6). Short Form for Footnote Citations If a footnote cites a reference that has been cited in a previous footnote, a shorter form of the citation is usually given the second and subsequent time(s). For this, separate templates are needed, which define how the shorter citation should be formatted. In the Footnotes template, the template for each reference type (Generic, Journal article, Book etc) is paired with a Short Form template (Generic- Short form, Journal Article- Short form, Book- Short form etc.). IT Learning Centre 2

3 Separate Templates for Short Forms, Used in Repeated Citations Further relevant settings which determine the behaviour of the short form citation are found in the Footnotes category under Templates, Author Lists, Author Name, Editor Lists, and Editor Name. Using the Short Title Field In the short form of citation that is used for second and subsequent citations of the same work, some footnote-citing users prefer to use a shortened form of the work s title. There is a field Short Title in most reference types, so for works which you are likely to cite frequently it is worth completing that field with a briefer form of the title of the book or paper - a phrase which is still recognisable. Once the Short Titles are available in your database, it is worth editing the Footnotes template. In each Short form template, replace the Title field with Short Title (this can be found from ). Exercise 2: Repeated citations in footnotes Now look at this exercise (page 7). Repeated Citations in Consecutive Footnotes - Ibid If the same reference or the same source is cited in consecutive footnote citations, some authors use the convention of substituting Ibid. for the repeated citation. This is an abbreviation for the Latin ibidem ( the same place ). This behaviour is controlled using the item Repeated Citations, under Footnotes in the Style Editor. 3 IT Learning Centre

4 You can give text of your choice in the box Replace repeated data with: instead of Ibid. as shown, or you can opt to use the template already specified for the short form of the citation. Handling of Repeated Citations in Footnotes Cite in Paper Footnotes But Exclude From Bibliography Some editors prefer that any citations in footnotes should not be included in the bibliography (some University departments specify this for work submitted). This can be controlled by the output style. In the Footnotes category of the Style Editor, under Templates, there is a checkbox to Include citations in bibliography. Clearing this will allow you to include certain citations in footnotes, without them appearing in the bibliography. IT Learning Centre 4

5 Including/Excluding Footnote Citations in the Bibliography Exercise 3: Further features of footnote citations Now look at this exercise (page 8). 5 IT Learning Centre

6 Exercises Note: You can download the files mentioned here in the course pack for the course Referencing: EndNote - Designing citations and bibliographies. Visit the ITLC Portfolio at and search using terms such as endnote designing citations course pack. Exercise 1 Revising the Footnotes templates Create a template for footnote citations Include only the fields that are required Use suitable punctuation between fields Format some fields for emphasis or clarity Task 1 In EndNote, create a copy of the Author-Date style, called something distinctive such as 01 Author-Date Copy, and open it for editing Task 2 Create a template so that all citations in footnotes are similar to this: Jones, 2006, Recent Advances in Dithering, (Dithering2) In the Style Editor, select the Footnotes Templates category Set the drop-down to Using footnote format Click the insertion point in the Generic template (initially it is an empty box) Build this pattern of field names with punctuation, either by typing or by selecting from : Author, Year, Title, (Secondary Title) Select Author and format it to be bold Select Year and underline it Task 3 Work in Sample Tech Paper2.docx in Word Task 4 Apply the modified style Task 5 Examine the effect on your document Step 3 Save and close the modified output style For example, there is a footnote citation (Ginsberg, 1988) at the bottom of page 1 Update the citations in the document, if necessary IT Learning Centre 6

7 Exercise 2 Repeated citations in footnotes Examine some citations in footnotes Edit or create a Short Form template Use the Short Form template to change the way that the same work is shown, if repeated later in a document Examine the effect of these output style changes on the document Task 1 Continue work in Sample Tech Paper 2.docx in Word, and the labwork.enl library in EndNote Task 2 Notice that there is a footnote citation of Ginsberg 1988, near the end of the Introduction, and the same work is cited again in a much later footnote Task 3 Apply the output style Chicago 16th Footnote This style is used for citations in footnotes Any citations not in footnotes are hidden for the time being; they will re-appear when you apply a non-footnote style in a later exercise Task 4 The second citation of the Ginsberg paper appears using a shorter form The Short Title would be taken from Short Title field in the Ginsberg reference in the library Task 5 Edit the Ginsberg reference, adding a Short Title Find the Ginsberg reference in the EndNote library In the Short Title field, type a shorter text such as Stressful venepuncture Click on any other reference in the library, to ensure that the change has been saved Update the citations in the document The second Ginsberg citation now displays the short title Task 6 Suppose you now require a different treatment of all second, shorter, citations of journal articles Task 7 In EndNote create a copy of the style Chicago 16th Footnote Save it as 01Chicago 16th Footnote Copy 7 IT Learning Centre

8 Task 8 Edit the template for the short form of journal articles, similar to this: Jones, 2006 Select Footnotes Templates Notice that there are separate templates for each of the popular reference types Ginsberg is a journal article: a citation with any reference type not explicitly listed would be formatted using the Generic template Step 3 Examine the Journal article - Short form pattern, to discover why the second Ginsberg citation appeared as it did Step 4 Replace Short Title, with Year, Task 9 Save the revised style and apply 01Chicago 16th Footnote Copy to the document Examine the effect on your footnote citations You may need to Update the formatting or Exercise 3 Further features of footnote citations Use Ibid. if the same work is cited in consecutive footnotes Alternatives to Ibid. Control whether or not footnote citations are included in the bibliography Examine the effect of these changes in the output style on the document Task 1 Continue work in Sample Tech Paper 2.docx in Word, and the labwork.enl library in EndNote Task 2 On page 2, insert 2 footnotes, a few words apart, citing the same work On page 2, click at the end of the first paragraph and insert a footnote: On the References tab in Word s ribbon, in the Footnotes group click Choose Insert Footnote Use EndNote to insert a citation to Bloch and Joplin, 1959 IT Learning Centre 8

9 Step 3 Click at the end of the next paragraph Insert another footnote citation, to the same work Step 4 Ensure that there are no other citations between these footnotes You now have two consecutive footnotes, citing the same work Task 3 By default, the Chicago 16th Footnote style inserts Ibid. for the second citation Task 4 Continue editing your 01Chicago 16th Footnote Copy style in EndNote Task 5 Modify the handling of footnotes so that the term Ibid. is not used Task 6 Among the Footnote Templates settings, notice the checkbox which chooses whether to include the footnote citations in the bibliography Task 7 Save the output style Choose Footnotes Repeated Citations Under If the Same Reference Repeats in Consecutive Citations, choose to Use short form Choose Footnotes Templates Find the checkbox Include citations in bibliography Step 3 Clear this checkbox if you wish Then any citations in footnotes would not be included in the bibliography Confirm that the copy style called 01Chicago 16th Footnote Copy is applied to the document Examine the changes in the footnote citations in your document and on the bibliography 9 IT Learning Centre