Copyright: © Institute for Scientific Information


Contents of the Guided Tour

  About the ProCite Guided Tour

Getting Started

  Online Help

  Exercise - Opening the Sample Database

Navigating a ProCite Database

  Exercise - Customizing the Display

  Exercise - Changing the Column Width

  Exercise -Changing the Sort Order Instantly

  Exercise - Previewing a Formatted Reference

  Exercise -  Using the "Go To" Commands

  Exercise - Copying a Record from One Database to Another

Entering Records

  Entering Records

  Exercise - Importing Records from a Tagged Text File

  Searching and Importing Directly from an Online Database

  Exercise - Internet Searching

  Exercise - Copying Web Page Information to a ProCite Record

  Exercise - Launching a URL from a ProCite Record

  Exercise - Inserting a New Record

  Exercise - Editing a Record

  Exercise - Setting Duplicate Detection

Searching and Sorting a Database

  Searching and Sorting a Database

  Exercise - Quick Searching for Records

  Creating a Search Strategy

  Exercise - Creating a Search Expression

  Exercise - Saving a Search Expression

  Exercise - Adding Records to a New Group

  Pre-configured Sort Options

  Custom Sorts

  Exercise - Changing a Sort Order for Printing

Generating Bibliographies

  Generating Bibliographies

  Exercise - Printing a Bibliography

  Exercise - Printing a Subject Bibliography

Preparing a Manuscript and Bibliography

  Preparing a Manuscript and Bibliography

  Opening a Word Processing Document

  Exercise - Creating a Word Document

  Exercise - Generating the Bibliography

  Closing the Document and Exiting ProCite


About the ProCite Guided Tour

This tour guides you through basic ProCite functions, including entering information into a ProCite database, sorting records, searching a database, printing bibliographies, and citing references within Microsoft Word or WordPerfect.

First you must have installed the full ProCite program, which includes Database and Styles folders that contain the Sample Database and various output styles. If another user has experimented with the Sample Database by adding, modifying, or deleting records, you may want to reinstall ProCite to start with a fresh copy.

After completing the exercises in this guided tour you should be able to:

•	Easily navigate references in a database

•	Build a database by importing references and by entering references manually

•	Search and sort a ProCite database

•	Create standard and subject bibliographies

•	Prepare a manuscript and bibliography within a word processor

You can stop these lessons at any time by closing this help file and closing ProCite.


Online Help

When using ProCite, many of your questions can be answered using the online help that comes with the program. There are several ways to access online help when using ProCite:

•	From the Help menu, select Contents and Index to find a topic.

•	Many ProCite dialogs include a Help button so you can see information related to the current activity.

•	Display context-sensitive help by pressing the F1 key. If no context-sensitive help is available, choose from the list of topics displayed.


Exercise - Opening the Sample Database

The exercises in this guided tour use the Sample Database that installs with ProCite.  This database is used to demonstrate navigating a database, entering references, searching and sorting references, and creating bibliographies.

In this exercise you will open the Sample database. If you already started ProCite, go to the File menu and choose Open, then continue with step 3.

To open the Sample database:

1.	Start ProCite. From the Start menu, choose Programs, locate the ProCite 5 program group, and choose ProCite.

2.	A file Open dialog displays for you to locate and open a database. If not, go to the File menu and choose Open.

Note: If ProCite has already been used on this machine, it may automatically open the last ProCite file used (this could be a database, list, output style, or workform). Check the title bar to confirm the Sample database is open. If not, close the file, and from the File menu select Open. Then continue with step 3.

3.	In the file Open dialog, locate and double-click on the Database folder located in the ProCite 5 folder.

Note: Make sure the Open as read-only box is not selected. If it is checked, you cannot make any changes to the database.

4.	Locate and double-click on Sample Database (under Windows it includes the extension .PDT). ProCite opens the Sample database.

The database window displays a record list of abbreviated records. By default the first Author field, Title field and Date field are shown from each record.

A Status line at the bottom of the window indicates the sort order (Author/Title/Date in Ascending order by default), the number of records marked, the number of records displayed in the current list and the total number of records in this database. The Sample database contains 40 references using different types of workforms.

In the abbreviated record list you can browse through single-line records, mark or unmark records, or display records in full for viewing or editing. Records can also be formatted for previewing the bibliographic style at this window.

Note: Many ProCite menu items have a corresponding keyboard equivalent and/or toolbar icon. The keyboard equivalents appear on the menus next to the associated commands.

Use the next section of this guided tour to learn ways to navigate records in a ProCite database.


Navigating a ProCite Database

In this section of the guided tour you will learn to:

•	Customize the record list to display specific fields

•	Click sort by column heading

•	Use the Preview Pane to view a reference in more detail

•	Use the GoTo tools

•	Drag and drop between databases


Exercise - Customizing the Display
Exercise — Customizing the Display

While the default record list display shows only three ProCite fields from each record (Author, Title and Date), the list can be customized to display up to six fields for each record.

In this exercise you will customize the abbreviated list by selecting four fields to display and changing the column widths.

To customize the record list display:

1.	From the View menu, choose Configure Record List to display the Configure Record List dialog.

On the Record List tab, the Layout box contains three columns of options:

•	The Show column of check boxes is used to show which of the six fields are displayed.

•	The Column Header text boxes allow you to enter header text to be displayed above each field in the record list.

•	The Displayed Field column is where you select the fields to display in the order you want them to appear.

2.	To rearrange the order in which the fields are displayed, first click on the Show check box for Title to remove this field from those shown. Next click on the first field (currently Record ID) to select this field for the display. Use the next step to change this field to display the Title field first in the record list.

3.	From the Displayed Field column, click on the arrow to the right of Record ID to select the Title field as the first field to display. Choose Title from near the top of the field list .

Note: The field list includes all 45 ProCite fields plus five “special” fields at the top of the list. The special fields shown are Author, Title, Date, Workform and Record Number. These fields include all related fields respectively. For example, Author includes both the Author, Analytic (01) and Author, Monographic (07) fields from the various workforms. Use the special fields when you want to include all authors, titles and dates from a variety of workforms used in the database.

4.	The Column Header needs to be changed to reflect header text appropriate for the title field. Click the first field’s Column Header text box and type Title as the descriptive text for this field.

5.	Click the Show check box for Keywords to display the Keywords field as the fourth field for each record.

6.	Click OK in the Configure Record List dialog to save the changes and return to the record list. ProCite displays the fields in the order you selected.


Exercise - Changing the Column Width
Exercise — Changing the Column Width

You can easily change the width of the columns by dragging between column titles. Use this exercise to change the width of the Date field in the record list window.

To change column widths:

1.	To see more of the Keywords field, move the pointer to the column heading divider between Date and Keywords. The pointer changes to a horizontal arrow.

2.	Drag the vertical bar to the left to reduce the width of the Date field.

3.	Experiment changing other column widths.


Exercise -Changing the Sort Order Instantly
Exercise —Changing the Sort Order Instantly

Although the Author field, or in this case the Title field, may be the first field displayed from each record, the records are not automatically sorted by that field. Use the following steps to sort by a displayed field using the click sort method.

To quickly change the sort order of the record list:

1.	To sort by the Date field, click on that field’s column header. The records are sorted by date in ascending order. Click a second time to change the sort to descending.

2.	Experiment sorting the records by the Author and/or Title fields.


Exercise - Previewing a Formatted Reference
Exercise — Previewing a Formatted Reference

The Preview Pane displays a highlighted record formatted with an output style. You may find this useful when browsing a record list to compare data or to preview records formatted with various output styles.

To preview formatted references:

1.	From the View menu, choose Preview Pane.

2.	Highlight the record by author Kraft, Donald H. ProCite formats the highlighted record using an output style (ANSI is the default style) and displays it in the preview pane.

Note: You can move the horizontal divider to allow the preview pane more or less space.

3.	To switch to a different output style (bibliographic format) for the preview pane, go to the View menu, choose Configure Record List and click the Preview Pane tab.

4.	Click the Output Style arrow and select a style from the list. Use the Optional Fields check boxes to view additional information in your Preview. Click OK to view the formatted reference.

5.	When you no longer want to view formatted references, deselect Preview Pane from the View menu or use the corresponding toolbar icon.


Exercise -  Using the "Go To" Commands

You can move through the Sample database simply by browsing with the scroll bar. However, this is not practical when using a large database. To locate records in a large database, use the Go to Record commands.

To use the Go To commands:

1.	Use the Go To commands from the View menu or the toolbar. You can go to a specific record, go to the first record, go to the previous record, go to the next record, or go to the last record in the list.

2.	To find a record based on the sorted order of a database, use the Go to Record command (the first button on the Go To toolbar).

3.	To locate the record by Helen Schwartz, type the first few characters of the author’s last name in the first text box in the Go To Record dialog.

4.	If the sort order is not currently Author/Title/Date, select that order by using the arrow to the right of the text box.

5.	Click OK to complete the search. ProCite searches from the top of the record list and highlights the record that most closely matches the text.

6.	Experiment using the other Go To commands to move between records in the Sample database.


Exercise - Copying a Record from One Database to Another
Exercise — Copying a Record from One Database to Another

You can copy full records between ProCite databases using “drag and drop.” To copy records between databases, you need to have both databases open. Use the following exercise to copy a record from the Sample database to another database named Turtles.

To copy a record from one database to another:

1.	Open the ProCite database named Turtles (Under Windows it will include the extension .PDT). From the File menu, choose Open. The Turtles database is located in the Database folder located in the ProCite 5 folder.

2.	From the Window menu, select Tile to display both the Sample database and the Turtles database on the screen.

3.	In the Sample Database, highlight the record by Toth, Tibor and drag it to the Turtles database. This places a copy of the record in the Turtles database.

4.	Close the Turtles database. The new record is saved and marked.

5.	Maximize the Sample Database window to continue working with the file.

Use the next section of this guided tour to learn ways to enter records in a ProCite database.


Entering Records

In this section of the guided tour you will learn to:

•	Import tagged references from online, CD-ROM and Web-based services

•	Capture Web page information using Netscape or Internet Explorer

•	Enter and edit references manually

•	Configure duplicate checking

Use the following exercises to gain experience importing, entering and editing references in ProCite.


Exercise - Importing Records from a Tagged Text File
Exercise — Importing Records from a Tagged Text File

Before importing files downloaded from an information service to a text file, it is important to determine from which service the records were retrieved. Each service saves the same information in a slightly different format. The format is significant to the configuration file used in ProCite.

Configuration files are used to tell ProCite how a file of imported records is organized.  Refer to Appendix C: Configuration Files in the Biblio-Link II Manual for a list of configuration files supplied with ProCite and the specific databases from which you can import data. The Biblio-Link II Manual is a PDF file found on your ProCite CD. If a configuration file is not available for a service you use, you can modify an existing file using the Biblio-Link II program installed along with ProCite.

To import a file of records retrieved from the National Library of Medicine’s Medline database and saved to a tagged text file:

1.	Go to the Tools menu and choose Import Text File.

2.	In the Open Import File dialog, locate the ProCite5\Download\ folder and choose the file MEDLARS — Medline.txt. ProCite displays the tagged text file.

3.	In the File Type drop-down list, choose Tagged.

4.	In the File Format drop-down list, choose the service from which you retrieved the tagged records. For this file transfer, choose MEDLARS.

5.	In the Target Database drop-down list, choose the Sample database to receive the records.

Note: You can import records to an existing database or specify a new one by clicking the Browse button (...) and assigning a name to the new database.

6.	Click Transfer to begin importing records.

7.	When the transfer is complete, ProCite tells you how many records were imported. Click OK to continue.

8.	Close the Import Text File window and return to the record list.

9.	The imported records are marked. Click the Marked Records tab at the bottom of the window to display only the records you just transferred.

10.	Click the All Records tab to return to the full list of records.


Searching and Importing Directly from an Online Database

The following exercise guides you through the basic steps of connecting to a remote database, searching the database, and saving the references that you want to keep. In order to follow this guided tour, you must be at a computer with Internet access - with either a dial-up or direct network connection.

For this guided tour, you will connect to a Medline practice database made available by Ovid Technologies, Inc., a company that provides access to bibliographic and full-text databases. Medline Practice Demo is the online database we will search; Ovid is the information provider. The Medline Practice Demo is a subset of the full Medline medical database, and is limited to records from 1993. Access to the full Medline database, and many other online databases, is available with ProCite.


Dial-up Internet Connections

If you use a modem and phone line to connect to the Internet, as opposed to a direct network connection, please note this connection information.

Connecting: Most dial-up connection settings are configured to automatically dial and connect to the Internet when you use an application that requests an online connection (such as ProCite’s Internet Search feature). However, some Internet providers, such as America Online, require that you establish an online connection (sign on) before attempting an Internet Search with ProCite.

Disconnecting: ProCite does not disconnect your Internet connection at any point. You need to shut down your connection when you have finished using ProCite’s Internet Search feature.


Exercise - Internet Searching
Exercise — Internet Searching

  Please note this connection information if you use a modem and phone line to connect to the Internet.

To search and import records from an online database:

1.	From the Tools menu, select Internet Search to open a temporary Internet Search database.

2. Select the Internet database(s) you want to search.

a.	Click the Hosts button.

b.	Click Clear Marks to deselect any selected databases.

c.	Scroll to Ovid - Trial Server.

d.	From the databases listed under Ovid - Trial Server, select the check box next to Medline Practice Demo.

e.	Click the Marked Host tab to verify that the only database marked for searching is Ovid - Trial Server - Medline Practice Demo. You could have marked multiple databases for searching.

f.	Click OK to save the setting and return to the Internet Search tab. Notice the database name next to the Hosts button.

3.	Build your search expression.

Let’s say you are interested in information about the success of corrective eye surgery, such as radial keratotomy.

a.	Next to Search For, use the drop-down box to select Any Field.

b.	In the text box next to it, type radial keratotomy.

4.	To connect and search, click Search.

Note: If you haven’t already established a connection, your dial-up configuration should automatically dial and connect. If the connection is not successfully established, ProCite alerts you with an error message and stops the search attempt.

ProCite sends the search request to the online database, which in this case is Medline Practice Demo. The status line between the search strategy and the record list keeps track of how many records are found and imported. When done, the search results display in ProCite’s record list.

In this case, 57 records were found.

Note: If too many records are found, and you find yourself waiting for hundreds or thousands of records to download, you can cancel the retrieval by clicking the Stop button.

5.	If the search was too broad, finding too many records, you can refine the search to get closer to exactly those references you want. We will refine this search by looking for just the follow-up studies about radial keratotomy:

a.	Click Clear Results to delete the previous search results. When asked to verify the deletion, click Yes.

b.	Leave the first search line as entered. Click in the text box of the third search line, next to Keywords, and type follow-up studies.

Note: ProCite ignores the previous line, since no text is found in the text box. Notice that each line is connected by the word AND, which requires that each line of search criteria be met.

6.	Click Search.

This time only 17 references are found. The references are imported and appear on Internet Search tab.

7.	Save results

At this point you can peruse the retrieved records to see which ones you want to keep. All database functions are available, so you can edit, search, or perform other operations. You save records by transferring them into a new or existing ProCite database.

You can copy highlighted records to an open database using drag-and-drop or the Copy and Paste commands. You can also copy records directly to an open database, a closed database, or a new database with the Copy Marked Records command, as described below.

For this example, you will save some of the imported records to a new database called OvidTest.

a.	Select a subset of the records by selecting the check box next to individual records.

b.	On the toolbar, click the Copy Marked icon on the toolbar.

c.	In the file dialog that appears, locate ProCite’s Database folder, type a new name of OvidTest in the text box, and click Open. ProCite asks whether to create the new file. Click Yes and the marked records are copied to the new ProCite database.

8.	Close the temporary Internet Search database.

a.	Click the database close box or choose Close from the File menu.

b.	ProCite asks whether to save your Internet search results. Since you already saved the records you wanted, click Discard to close the temporary database.

Note: ProCite does not disconnect your Internet connection. When you are finished searching online databases, remember to disconnect.

Because you did not close the Sample Database, it should appear when you close the temporary Internet Search database.

You can open the OvidTest database to look at the records saved from Internet searching. When you are done, close it and return to the Sample Database.


Exercise - Copying Web Page Information to a ProCite Record
Exercise — Copying Web Page Information to a ProCite Record

You can create ProCite records from individual Web pages displayed with Netscape or Internet Explorer. The Title and URL address are automatically copied to a new record in the database. You can then change the ProCite workform and/or copy and paste additional Web page text to the record using an automated clipboard feature.

To copy web page information to a ProCite record:

1.	Start Netscape or Internet Explorer and go to:  http://www.procite.com. The ProCite home page displays.

2.	Switch to the open Sample Database in ProCite.

3.	From the ProCite Tools menu, choose Import Web Page. A split screen displays the text of the document at the top of the screen, and a new ProCite record at the bottom. The ProCite record contains the Title and URL from the Netscape or Internet Explorer display.

Notes: The ProCite workform displayed is the one last used for insertion. The Title is transferred to Title, Analytic (04) or Title, Monographic (09) and the URL is transferred to Location/URL (38).

4.	Change the workform by using the Workform pull-down list at the top of the ProCite window. Choose the Web Page workform.

5.	You can move text and/or copy information from the browser text to the ProCite record. To copy text to the Keywords field, use the mouse to highlight the text ProCite, then click on Keywords (45) field label. The term is copied to the Keywords field in the ProCite record.

6.	Practice copying highlighted information to other fields in the record.

7.	When done transferring text to the ProCite record, go to the Database menu and choose Save Record or click the corresponding diskette icon in the toolbar.

8.	To close the record, go to the File menu and choose Close or click the window close button.

9.	Before continuing with ProCite, you may want to switch to the Web page and exit the browser.


Exercise - Launching a URL from a ProCite Record
Exercise — Launching a URL from a ProCite Record

You can add a URL or a path and filename to a ProCite record and later launch the attached URL or file. In the case of a URL, ProCite launches your default browser and directs it to the Internet location. In the case of a path and filename, ProCite launches the file as though you had double-clicked the file icon. Use this exercise to launch an attached URL to a Web Page on the Internet.

To launch a URL found in ProCite’s Location/URL field:

1.	Go to the record by Rieger, Steve. Double-click to display the full record.

2.	Notice the URL entered in the Location/URL (38) field.

3.	From the Tools menu, choose Open File/URL or click the toolbar icon:

ProCite launches your browser and directs it to the Internet location.

4.	When done using the Web Page, exit the browser and close the ProCite record.

Note: You are not required to display the full record. You can launch a URL from a record list by highlighting the record and using the Open File/URL toolbar icon.


Exercise - Inserting a New Record
Exercise — Inserting a New Record

You can add or edit records at any time. Each record can hold up to 100K of text.

To insert a new ProCite record:

1.	From the Database menu, choose New Record.  The New Record window appears.

2.	Click the Workform box at the top left of the New Record window. Choose Book Short Form from the drop-down list.

3.	Start by clicking in the Author, Monographic (07) field and enter: Barrett, Daniel J.

Notes: Always enter author names in this order: lastname, firstname middle. While you can enter author names in any ProCite field, it is recommended that you enter names only in the following fields: Author, Analytic (01), Author, Monographic (07), Author, Subsidiary (16) and Author, Series (30). These author fields are automatically used for searching, sorting and formatting author names.

When listing multiple authors names, use a double slash (//), a semicolon(;), or a carriage return between author names. If you do not know all the names, indicate additional authors by using four slashes (////) after the last author in the field.

4.	Click or tab to the Title, Monographic (09) field and enter:

NetResearch: Finding information online

5.	Click or tab to the Publisher Name (19) and enter:

Songline Studios, Inc.

6.	Click or tab to Date of Publication (20) and enter:

1997

Note: ProCite assumes the following fields may contain dates: Date of Meeting (12), Date of Publication (20), and Date of Copyright (21). These date fields are converted to an internal format that is used for searching, sorting and formatting references correctly.

7.	To use a Field Content List for keywords, move the cursor to the Keywords field, then click the arrow to the far right of the field. The Insert Term dialog appears.

Note: Field Content Lists are internal lists generated from the Author, Journal, Title and Keywords fields. They can be used for data entry and searching.

8.	Quickly type co, or scroll through the list to the word Computers. Select the word and click Insert Term to insert the text in the current field.

Note: You can also double-click on a term to insert it automatically.

9.	Type I to move to the terms that start with the letter I. Select Information and click Insert Term.

10.	When you are done inserting terms, click Close to return to the New Record window.

11.	From the File menu, choose Close to close the record. When prompted about saving changes, click Yes to save changes to the record.


Exercise - Editing a Record
Exercise — Editing a Record

To edit a record:

1.	Use the record list to locate the record by Schwartz, Helen.

2.	Double click the highlighted record to edit. The Edit Record window appears.

3.	Scroll to the Keywords (45) field, the last field. Position the cursor after the last term and type a slash (/).

4.	Copy the phrase Information Technology from the Notes (42) field to the Keywords (45) field using Copy and Paste commands.

Note: Editing a record is just like adding a record. You can copy, move, insert and delete text from any field.

5.	Close the record to save your changes and return to the abbreviated record list.


Exercise - Setting Duplicate Detection
Exercise — Setting Duplicate Detection

When inserting records from multiple sources into a ProCite database, it is possible to enter duplicate records. To avoid this you can have ProCite warn you when it encounters a suspected duplicate record when saving records. You can also use the Duplicates tab to check for existing duplicates. You can mark duplicates and delete them after comparing the records.

To set duplicate detection criteria:

1.	From the Database menu, choose Configure Duplicates.

2.	Select the check box titled Warn about duplicates when saving new records.

3.	Click OK to save the change and return to the record list.

Use the next section of this guided tour to learn ways to search and sort databases.


Searching and Sorting a Database

In this section of the Guided tour you will learn to:

•	Quick search for records with the Terms tab

•	Create a search strategy

•	Save a search strategy

•	Create a group of records

•	Choose a sort order


Exercise - Quick Searching for Records
Exercise — Quick Searching for Records

Using the Terms tab, you can list records organized by certain fields such as Authors, Journals, Keywords, and more.

In this exercise you will change the record list to view specific abbreviated records. The first list of records will include only those records that contain the keyword Computers.

To quick search with the Terms tab:

1.	Click the Terms tab at the bottom of the window.

2.	Use the drop-down Show list at the top left of the window to choose Keywords. A list of keywords appears in the left pane of the window. This list is compiled from all keywords in the active database. The number to the right of each keyword indicates how many records contain the term.

3.	Scroll through the list and click on Computers.  The records containing that term in the Keywords field appear in the right pane of the window.

4.	Next, try changing the selection on the Show list to Workforms to view records organized by their workform type.

5.	Click the All Records tab to return to the full listing of records.


Creating a Search Strategy

Being able to search for and find certain records in a ProCite database allows you to access information for editing or printing bibliographies as well as other functions. Once you have located specific records you can mark, delete, edit as a group, or print the references.

There are a number of ways to set up a search in ProCite. You can use the Search tab to search every field in every record or limit the search to specific fields for faster searching. You can also use field content lists to simplify searching for authors, titles, journal titles and keywords.

ProCite has powerful searching functions that allow you to use relational operators such as = (equal), <> (not equal), > (greater than) and < (less than) as well as logical operators AND, OR, and NOT for finding records. ProCite includes special search values for begins with, ends with, contains, empty, and not empty.

A Search Expression is a description of the criteria you want ProCite to use in finding records in a database. A Search Expression consists of any of the following three elements:

•	Field Identifier (Optional) — A unique identifier that limits a search to a specific field, group of fields, workform or group.

•	Operator (Optional) — An instruction for creating relationships between search terms or an instruction on how to search a field.

•	Search Term — A word or phrase you want ProCite to find.

The following exercises give you experience creating and saving a Search Expression as well as showing you how to create and sort a group of references prior to printing.


Exercise - Creating a Search Expression
Exercise — Creating a Search Expression

To create a search expression:

1.	Click the Search tab to display the Search window.

Notes: At this point you can enter field names, operators, and search terms either by typing them or by using a combination of typing and pop-up lists. The most thorough (and time consuming) search is where the Search Expression contains only a search term. ProCite then searches all text in every field of each record. To limit the fields to search, enter a field identifier and operator prior to the search term. The fastest searches are on the indexed fields Author, Journal Title, Title and Keywords.

2.	Click Insert Fields to limit your search to a particular field. The Search Fields dialog appears.

3.	Highlight Keywords near the top of the list, and click OK to transfer the field identifier to the Search For text box.

4.	Click Operators to enter a relational operator in the Search Expression. A list of operators appears.

5.	Click CONTAINS to insert the operator in the Search Expression.

6.	Click Insert Term to select from a list of terms. Check that the Terms drop box is properly set to Keywords.  If not, use the arrow on the drop list to select the Keyword list.

7.	Select Research from the list by scrolling or by typing R to quickly move to a particular alphabetic section of the list. You can also use the Up/Down directional keys to move through the list and find your selection.

8.	Paste the term in your search expression by double-clicking the term or clicking the Insert Term button. Close the Insert Term dialog.

9.	In the drop-down box labeled Look in, select All Records.

10.	Click Search to initiate the search for matching records. The matching records appear in the lower pane of the Search window.


Exercise - Saving a Search Expression
Exercise — Saving a Search Expression

It is useful to be able to save long, complicated search expressions or those that you use frequently. Use the following exercise to save a search strategy.

To save a search expression:

1.	On the Search tab, click Expressions and select Add to Expressions. ProCite displays the Search Expressions dialog.

2.	Type Search1 in the Expression Name box to identify the Search Expression and click OK.

Note: Recall a Search Expression by clicking Expressions and then selecting the name of the expression you want to use. Click Search to retrieve the same records plus new matching records entered since the last search.


Exercise - Adding Records to a New Group
Exercise — Adding Records to a New Group

Groups are a way of creating virtual subsets of a database. Saving records in a group allows you to quickly retrieve a particular set of records. A group can contain the results of one or more searches, or a set of individual records. You can save any number of groups in your database and give each a unique name.

To save records to a group:

1.	Use the search results from the keyword search. On the Search tab, click in the abbreviated record list to activate it.

2.	From the Edit menu, choose Select All to highlight all records in the list.

3.	From the Groups menu, choose Add Record(s) to and then New Group. The New Group dialog appears.

4.	Type Group1 as the name of your group, and click OK to save it.

Note:  You would need to occasionally re-execute the search to update the records in a group.

5.	Click the Groups tab at the bottom of the window to view the records in Group1. All group names are listed in the left pane.

6.	To return to the full record list, click the All Records tab.


Pre-configured Sort Options

The sort order you select for records is constant until you specifically change it. You can click-sort on any displayed column heading. Based on the fields displayed, ProCite selects the closest predefined sort to use. A second click on the column heading toggles the sort between ascending and descending order.

ProCite comes with seven predefined sort orders. The commonly-used sort orders are:

•	Author/Title/Date

•	Author/Date/Title

•	Author-Title/Title/Date

•	Title/Date

•	Date/Author/Title

•	Call Number/Author/Title

•	Record Number

You can easily select any one of these for display by choosing it from the Sort menu.


Custom Sorts

You can set up a custom sort order by using the Configure Sorts command on the Sort menu. You can:

•	Compare one to six fields to determine the sort order on the Custom Sort Order tab

•	Indicate how to sort empty fields, author fields and date fields on the Custom Sort Option tab

•	Develop a Stop List of words to ignore at the beginning of a field on the Stop List tab

The order in which you sort a printed bibliography can differ from the viewing order on your screen. By default, ProCite uses the output style sort order for the bibliography. Use the following exercise to override the default setting and print the records using a different sort order.


Exercise - Changing a Sort Order for Printing
Exercise — Changing a Sort Order for Printing

To change the sort order for printing:

1.	From the File menu, choose Print Bibliography. A bibliography preview displays using the default output style, or the last output style selected, and its sort order.

2.	Click Configure on the toolbar. The Configure Bibliography dialog displays the current bibliographic settings.

3.	On the Reference List tab, change the Reference List Order by selecting the Date/Author/Title sort order in the drop-down list. Click the Descending radio button to begin the list with the most current records.

4.	Click OK to update the bibliography preview with the new sort order.

Notes: ProCite holds this setting until you select another sort or a different output style. See Chapter 23: Creating and Modifying Output Styles for information about changing the sort order associated with an output style.

5.	Click Close to return to the record list.

Use the next section of this guided tour to learn how to generate bibliographies.


Generating Bibliographies

You can “print” bibliographic citations to your computer screen, a word processor document, an HTML file, or a printer. You can print a full bibliography or a list that organizes references by subject.

In this section of the guided tour you will learn to:

•	Create a bibliography from a record list

•	Create a bibliography with subject headings


Exercise - Printing a Bibliography
Exercise — Printing a Bibliography

ProCite always displays a preview of the formatted bibliography. You can make changes to your bibliographic settings before actually printing or saving to a file. This exercise gives you experience with formatting and printing a bibliography from a record list.

To print a bibliography directly from ProCite:

1.	If it isn’t already displayed, click the All Records tab to list all records in the database.

Note: You could also print Marked Records, Groups, or any other list of records using this method.

2.	From the File menu, choose Print Bibliography. A bibliography preview displays using the last output style selected.

3.	Use the buttons at the top of the window to Zoom In or Zoom Out, and to navigate through pages in a single or two page view.

4.	Switch to a different output style using the drop-down list. Select AMA, American Medical Assoc and watch the screen refresh in the new format.

5.	Click Configure to change the bibliography settings.

•	The Reference List tab provides another way to change the output style, add a title to your record list, and set the reference numbering and indentation.

•	The Fields tab lets you suppress fields from printing and substitute alternate text for text found in records.

•	The Page Layout tab controls font, size, margins and page number formatting.

6.	Click the Fields tab to limit the fields printed. Remove the check mark from the Notes field to suppress it from printing. Click OK to save the change and update the bibliography preview.

7.	Click the Print or Save button to complete the exercise.

Note: To save the bibliography to a file (MS Word, WordPerfect, HTML or Text Only), click the Save button and adjust the Save File as Type accordingly.

8.	Click Close to dismiss the preview.

9.	Practice printing Marked Records or groups of references using different output styles.


Exercise - Printing a Subject Bibliography
Exercise — Printing a Subject Bibliography

A Subject Bibliography contains references arranged by subject headings. Typical subject headings are Keyword, Author, Title or Call Number, although you can select any ProCite field. Subject Bibliographies simplify the creation of a record list covering several topics, such as a faculty publication list or a list of holdings by category. You can also create a subject index to accompany the subject bibliography. Use the following exercise to print a standard Subject Bibliography.

To print a subject bibliography:

1.	If it isn’t already displayed, click the All Records tab to list all records in the database.

2.	From the File menu, choose Print Subject Bibliography. ProCite displays the Subject Fields list, with the 45 fields listed by field number and default field name. You can also create a subject list by workform, even though it is not a ProCite field.

3.	Scroll down the list and highlight the Keywords field (45) to select the field whose contents will be used as Subject Headings. Click OK to display the terms found in the Keywords field.

Note: You can select any number of fields for subject headings. If you build the list of headings from more than one field, the subject headings generated from those fields are combined into a single list.

4.	Click the Select All button to include all the keyword terms as subject headings or use a Shift-click to individually select or deselect terms to include in your subject bibliography.

5.	Click OK to preview the Subject Bibliography.

6.	Click the Configure button and you find the same selections as with Print Bibliography.

7.	Click the additional tab, Subject Bibliography, which controls formatting specific to a Subject Bibliography.

8.	Create a standard Subject Bibliography by setting the Reference List to include the Subject Terms and Reference List. Check the Recycling Reference Numbers box to restart the reference number sequence under each heading. Click OK to preview the results.

9.	Next, create a Subject Index by selecting the Configure button and Subject Bibliography tab. This time, change the Reference List setting to Subject Terms Only. Include the List of Record IDs to print on the same line in the next section. Click OK to preview the results.

10.	Click Close to close the preview and return to the record list.

Use the next section of this guided tour to learn how to cite while you write.


Preparing a Manuscript and Bibliography

In this section of the guided tour you will learn to:

•	Open a word processing document to use cite while you write

•	Identify references to cite

•	Prepare the bibliography and final manuscript

•	Close the document and exit ProCite


Opening a Word Processing Document

ProCite 5 supports Microsoft Word 7, 97, and 2000 for Windows, and WordPerfect 7, 8, and 2000 for Windows. The following exercises are designed for use with Microsoft Word, although you can apply the same steps to WordPerfect.

When you install ProCite, you also install ProCite items on the Tools menu and a ProCite toolbar in your word processor. They contain cite while you write commands that allow you to locate and insert citations from your database and generate a bibliography. Each of the items on the toolbar corresponds with an item on the Tools menu.


Exercise - Creating a Word Document
Exercise — Creating a Word Document

The first step in formatting bibliographies is to locate the citations you want to include in a paper. ProCite provides three different ways to place citations in your document. Once the ProCite place holders are established, you are ready to generate the in-text citations and bibliography.

To create a Word document with linked ProCite records:

1.	Start Microsoft Word.

2.	From the File menu, choose New to create a new document. Click OK to continue with a blank document.

3.	Type the sentence:

It’s easy to cite while you write with ProCite.

4.	From the Tools menu, select ProCite 5 > Insert Citation.

Note: You could also use the Insert Citation button from the ProCite toolbar.

5.	In the Insert Citation dialog, type Turtles, a keyword, as the identifying text. Select the Turtles database in the drop-down list of databases to “Look In.”

Note: You can look for any combination of author name, date, full or partial title, keyword and record number. Separate each item with a space or a comma. Surround phrases with quotation marks.

6.	Click Insert to insert the citation. ProCite searches the database. When a single record matches the search, it is immediately inserted.  ProCite returns a list if there is more than one item that matches the search.

In this case, you receive a list of 52 references. You can easily narrow the selection list by adding another term after Turtles, for example, the year 1996. Click the magnifying glass button to restart the search with the new parameter. This time only ten references are listed.

Note: You can change the sort order of the list by clicking on a column heading. For this tour, click the Author column heading to sort by author names.

7.	Select references to cite in your document.

Note: Select references by clicking on the first one, Shift-clicking to select a series of references, or Control-clicking to select a random group.  Use the same commands on highlighted items to deselect them.

For this tour, select two references: the first by Gitschlag and the last by Witzell. Click the Insert button to insert the ProCite place holders in your document. The place holders look like this:

{Gitschlag 1996 #510}{Witzell, Azarovitz, et al. 1996 #390}

8.	Start a new paragraph and type:

You can also search and mark references in ProCite.

9.	Switch to the full ProCite application to display the Turtles database, and mark one or more records by checking the box in the left column of the abbreviated record list.

10.	Switch back to Microsoft Word. With your cursor placed after the new sentence, go to the Tools menu and select ProCite 5 > Insert Marked Records to insert the ProCite place holders in your document.

11.	Start a new paragraph and type:

Lastly, you can identify text in your manuscript and scan the document to add ProCite place holders.{crowder; conservation}

Note: You can use any character to delimit your identifying text. Curly brackets are a good choice and reduce the number of times you may need to “ignore” a selection. Notice that a semicolon is used to separate searches in one location.

12.	From the Tools menu, select ProCite 5 > Scan Document.

13.	Identify the left and right delimiters used in your document, enter the curly brackets if necessary, and select Turtles as the database to search. Click OK to begin the scan.

14.	The first stop is the author name, “Crowder”. Insert a citation and ProCite automatically takes you to the next identifying text, “conservation.” Insert a citation from this list and the scan is complete.


Exercise - Generating the Bibliography
Exercise — Generating the Bibliography

Once a ProCite place holder is inserted, it is linked to a record in a ProCite database and ready to  format the final manuscript and bibliography. The format is determined by the chosen output style and can include the author name and year, numeric citations, or any combination of ProCite fields.

To generate a bibliography from in-text citations:

1.	From the Tools menu, select ProCite 5 > Generate Bibliography. The Configure Bibliography dialog displays.

2.	Set the output style to APA-American Psychological Assoc.

3.	Click OK to generate the bibliography. The citations in your manuscript are converted to the in-text citation format for the American Psychological Association, and a bibliography is added to the end of the document.

Notes: You can make changes to your manuscript and regenerate the bibliography at any time.

4.	Select Generate Bibliography again and set the output style to Journal of the Chemical Society. You will need to use the browse button (...) and locate ProCite’s Styles folder to select the style. Click OK to view this completely different style.


Closing the Document and Exiting ProCite

Save your manuscript, close your Word document, then exit ProCite.

You have successfully completed this guided tour! You are ready to begin building your own reference collection and creating perfectly formatted bibliographies.


Configure Record List


Record List


Sort List


Preview Pane


"Go To" Toolbar


Sample Database and Turtles Database


Tagged Text File


Internet Search


Medline Practice Demo


Type Search String


Search Results


Keywords Search


Split Screen


New Record


Insert Term Dialog


Edit Record Window


Duplicate Detection


QuickSearch


Search Fields Dialog


Operators


Search Window


Search Expressions Dialog


New Group Dialog


Configure Bibliography Dialog


Bibliography Preview


Subject Fields List


Subject Bibliography Tab


Preview Subject Bibliography


Insert Citation Dialog


Matching References


Inserted Citations


Configure Bibliography Dialog, APA Style