41
Table of Contents
Special Cases – 11
Saving Image Quotations
Use image quotations to save images or tables from a PDF. Citavi saves the image as a
high-resolution JPEG. However, many PDFs contain low-resolution pixel images. As a result,
these images will not have a high resolution in Citavi.
Technical Background
Perhaps you want to save a table as text in order to edit it to fit the formatting in your paper. Since
the table is in PDF format, you are unable to do so. If you try, you will likely have to do a lot of
extra work. Saving the table as an image quotation is usually much easier.
To save a clear image, you do not need to change the settings in the Citavi preview. It doesn’t
matter which size you display the PDF in; the image quotation is always saved in DIN A4 format
with approximately 4200 x 5900 pixels. This resolution guarantees a high-quality image in your
paper later on, as long as the original image was also of high-quality, which unfortunately isn’t
always the case.
Selecting an Image and Adding it as an Image Quotation
1.
Use the snapshot tool to drag a border around the part of the PDF that you want to save as an
image quotation. The icon toolbar is displayed with the available options:
2.
Click Image quotation
. Citavi opens the quotation window.
3.
Edit the Caption. The text from the caption will later be visible in the Word Add-In on the
Knowledge tab and is inserted as a caption in Word when you insert the image with the Add-In. In
the Caption field you should also include copyright information if applicable. Add the original
caption of the image in the Description field if your caption differs from it.
4.
Often images, figures, and tables you find in a PDF also come from other sources. If the original
source is available, you should use it. If not, you should create a secondary citation. Add the
original source information to the Description field.
5.
In the quotation window, click OK. The image is saved in the Citavi Attachments folder for the
project. It also appears on the Quotations, Comments tab. The highlighted region of the PDF is
shown in blue.
When to use: Images are often used to depict facts, relationships, processes, and results in a
compact and understandable way. For this reason you might want to save them as quotations. As
described above, it’s important to make sure that you keep track of the source information for the
image.
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36
Table of Contents
Special Cases – 12
When Text in a PDF cannot be Highlighted
In some PDF files or sections of PDF files, text cannot be highlighted or copied. This can
occur if the text was originally scanned as an image and later converted to PDF format. If
this is the case, use the snapshot tool to link direct quotations, indirect quotations,
summaries, comments, and tasks with the corresponding location in the PDF.
Using the Snapshot Tool
1.
Use the snapshot tool to drag a border around the image or table. The icon toolbar is
displayed:
2.
If you want to add a direct quotation, select Image quotation
. Citavi opens the
quotation window. Enter the core statement in the caption field and fill in the other fields as you
would for a normal direct quotation (see page 5).
If you don’t want to have to type the text later on, you can use an optical character recognition
program to convert the images to text. Your image quotations are saved with the Citavi short title
in the Citavi 5 folder under Projects > [Project name] > Citavi Attachments. However, it’s usually
not worth the trouble unless you’re working with a great deal of image quotations and can do the
conversion all at once. If you only have a couple of text images in your project, it’s probably easier
just to retype the text.
3.
Other knowledge items can be directly linked with a section you’ve selected with the snapshot tool.
Simply click on the knowledge item you want to use in the icon toolbar. Then, fill out the form on
the Quotations, Comments tab as you normally would (see pages 4 through 10).
4.
Citavi uses in-text highlights for direct and indirect quotations and for red highlights. Summaries,
comments, tasks, etc. have marginal highlights. The colors follow the pattern described on pages 4
through 10.
When to use: Saving text as an image is a workaround. It can be useful for
linking your annotations with the exact text passage even if the PDF is only available in image format.
Alternatively...
You can also take a screenshot, use an OCR program to convert the image to text, and then copy it to
the text box of the Direct quotation form. This method works for image PDFs and for PDFs that are
read-only. However, it may not be worth the additional effort.
30
Table of Contents
Special Cases – 13
Adding Abstracts and Tables of Contents
Abstracts and tables of contents are saved in the Reference Editor on the Content tab only.
They do not appear in the Knowledge Organizer or in Citavi‘s Word Add-In.
Adding Abstracts and Tables of Contents
1.
Use the text selection tool to select the text you want to save as an abstract or table of
contents. The icon toolbar is displayed:
2.
Click More
.
3.
Select Abstract or Table of contents from the menu. The selected text is highlighted in gray, a
gray highlight appears in the margin, and Citavi opens the Contents tab. The abstract or table of
contents is displayed there.
4.
If you want to edit the abstract or table of contents, simply click the blue link that appears above
the text.
5.
Margin and Text highlights. When you’re done editing the abstract or table of contents, the text
highlight will disappear. Only the margin highlight will remain visible. When you hover over the
margin highlight, the text highlight will temporarily appear. Click the margin highlight to display
the text highlight. Citavi opens the Contents tab.
When to use: Journal articles often already include an abstract. Tables of contents are usually only
available for longer texts. Both give you a quick overview of the contents of the PDF. Since you already
saved the PDF in Citavi, you may decide that you don’t need to also save the abstract and table of
contents. One advantage is that you can then quickly view both on the Overview tab. In addition,
Citavi’s search feature also searches abstract and tables of content fields. This lets you quickly see the
relevance of a text for a particular search query.
32
Table of Contents
Special Cases – 14
Adding Keywords from a PDF
Keywords can easily be added to Citavi from a PDF and are useful for describing
references.
Adding Keywords from a PDF
1.
Many journal articles include keywords underneath the abstract. These are usually keywords that
were selected either by the author or publisher. Instead of copying keywords one-by-one, use the
text selection tool . The icon toolbar appears:
2.
Click More
or press the W key (see page 18).
3.
Select Keywords from the menu. A window appears in which the keywords are listed as Citavi
interpreted them. Usually, you won’t need to make any changes, unless the original source used
uncommon punctuation.
4.
If necessary, correct the list by selecting a different separator and clicking OK. Citavi opens the
Context tab where the keywords are displayed. Keywords are not highlighted in the PDF file.
Alternatively...
1.
Even if the PDF doesn’t include keywords, you might find terms or combinations of words in the
text that you want to save as keywords. Use the text selection tool to select the text you want
to save as a keyword. The icon toolbar appears:
2.
Click More
or press the W key (see page 18).
3.
Select Keywords from the menu. If you only select one word, it will automatically be saved on the
Contents tab. If you save a combination of words, the keywords window will open. Continue as
described above under point 4.
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23
Table of Contents
Hints – 15
Hints for Selecting Text
Selecting Text
1.
Click the text selection tool: :
2.
As soon as you’ve selected text, the icon toolbar is displayed with all available options. Place the
mouse above the various icons to view information (tooltips) about each option. Then, select the
option you want to use:
Sometimes it’s not this straightforward. If this is the case, use the hints below.
Hint 1: Combine multiple text passages in one text selection
Problem: You want to cite text that continues on another page. In PDF format it’s not possible to
select across a page break without also including footers, headers, and page numbers that appear
in the selection.
Or, you may want to save a single statement from a long sentence that contains relative clauses,
text set off by dashes, or comments in parentheses.
Solution: After selecting the text passage, press and hold the Ctrl key. You then can add additional
text to the selection. Most word processors also let you add text to a selection in this way.
Hint 2: Removing parts of a passage from a text selection
Problem: You accidentally selected too much text.
Solution: Press and hold the Shift key. At the same time, press and click while dragging the mouse
over the text you want to remove from the selection.
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24
Table of Contents
Hints – 16
Creating or Correcting Links
Automatic Links
Highlighted text passages are automatically linked in Citavi to the following places:
The Quotations, comments tab
The Knowledge Organizer
The Citavi Word Add-In.
The Show in PDF icon lets you know that the item is linked to a specific place in the
PDF.
When you click the link, Citavi opens the PDF in the preview and highlights the corresponding text
passage or image. This lets you easily double-check the context of the quotation or other knowledge
item. You can also double-click a highlight in the PDF to jump to the corresponding entry on the
Quotations, Comments tab.
Missing Links
Missing links are designated by the Broken Link icon. Clicking the icon displays a
message telling you how you can correct the link:
Yellow Highlights are Not Linked
You’ll see links for all annotations you make in a PDF, except for yellow highlights. As a
result, yellow highlights cannot be viewed in the Knowledge Organizer or Word Add-In.
However, this also has its advantages (see page 3).
30
Table of Contents
Hints – 17
Deleting Knowledge Items and Highlights
Deleting a Knowledge Item
1.
Right-click a knowledge item on the Quotations, Comments tab.
2.
Select Delete quotation on the menu and click OK on the Window that appears. The knowledge
item and its corresponding highlight in the PDF are deleted.
3.
To delete a task, click the Tasks & Locations tab, right-click the task, and select Delete task.
Deleting and Changing a Highlight
It doesn’t make much sense to delete a highlight but retain the knowledge item it links to, unless the
highlight is in the wrong place in your PDF file. To correct it, you first need to delete the incorrect
highlight.
1.
Click the text highlight. The highlight appears darker. Alternatively, click the margin highlight to
display the corresponding text highlight.
2.
Right-click the text highlight.
3.
Select Delete from the shortcut menu. Select one of the two options in the window that appears:
4.
Select Only the selected highlight if you want to save the knowledge item but add a different
highlight to it. Click OK to delete the highlight. The Broken Link icon appears next to the
knowledge item. Select the text you want to link and click the icon to join it to the knowledge item.
For direct quotations, you should double-check if the text of the quotation needs to be changed as
well.
5.
For yellow highlights, tasks, abstracts, and tables of contents, the process follows the same pattern.
62
Table of Contents
Hints – 18
Working with Shortcut Keys
Sometimes it’s easier to use shortcut keys rather than the mouse.
Shortcuts for selection tools:
E = Text selection
Text Selection
G = Snapshot
Graphics Selection
Shortcuts for highlights:
Y = Highlight
Yellow
Q = Highlight in red
Quick
D = Direct quotation
Direct Quote
F = Indirect quotation The F is next to the D key
S = Summary
Summary
C = Comment
Comment
T = Task
Task
A = Abstract
Abstract
W = Keywords
Keywords
Additional shortcuts for working with PDFs:
Ctrl + Down arrow
Next page
Ctrl + Up arrow
Previous page
Pos1
Go to page 1
End
Go the last page
Up arrow
Scroll up
Down arrow
Scroll down
Left arrow
Scroll left
Right arrow
Scroll right
Ctrl + Mouse wheel
Zoom
Ctrl +F3
Open or close search field
F3
Go to next search result
Shift + F3
Go to previous search result
F8
Go to next highlight
Shift + F8
Go to previous highlight
F9
Export PDF annotations
Delete
Delete
Esc
Cancel
31
Table of Contents
… On Multiple Devices and in a Group – 19
Understanding Layers
Image to the right: As a default, Citavi does
not save annotations in the PDF file. Instead,
annotations are saved in a transparent layer over
the text. The PDF is not changed in any way.
This has two advantages: First, editing and saving
annotations is faster, especially if the PDF is saved on a
network drive or in the cloud. Second, PDFs can then be
used by multiple people each saving their own individual
annotations (see page 23).
Image to the left: The PDF itself will only be
changed if you export your annotations to the
PDF. After that you can view your highlights in
an external PDF reader.
When to use: If you want to give the PDF file to another
person (see page 20) or if you want to continue working
with it on the go in an external reader on a tablet or
other device (see page 21-22).
Image to the right: All annotations made in an
external PDF reader are saved in the PDF, but only
highlights will be displayed in Citavi and will be
available for further editing.
Technical background: If you open a PDF file that was
annotated in another PDF reader, all the notes, arrows, lines,
etc. will be ignored and only the highlights will be copied into
the Citavi layer. They'll appear in the same color as in the
external reader but will be displayed as underlines instead of
highlighted text. See how you can continue working with your
highlights on pages 21-22.
33
Table of Contents
… On Multiple Devices and in a Group – 20
Giving Copies of Annotated PDFs to Others
Your annotated PDF files can easily be shared with
another person, as long as they aren’t licensed files
that the recipient doesn’t have a license for. All you
need to do is to export the highlights to a copy of
the PDF.
The PDF file you are working with in Citavi remains
unaltered.
Only your highlights are visible in the copy of the PDF.
Any text you save for these highlights (quotations,
comments, etc.) is not exported to the copy of the PDF.*
Exporting PDF Annotations
1.
In the preview pane, on the Tools menu, select Export PDF annotations…
2.
In the window that appears, select whether you want to export annotations for the displayed PDF
file or all PDF files in your project.
3.
Important: Do not export highlights into the existing file. Instead, select a location on your
computer or on an external drive. Only clear the Save Citavi reference information in the PDF
metadata option if you think the bibliographic information in your Citavi project is incorrect.
4.
Click OK. The copy containing all of your highlights is saved with the short title and can be sent to
your colleagues.
*
*
If the recipient is also a Citavi user, you can send all the PDFs you’ve saved in Citavi. Simply export the
references to a new project (File > Export). You can then compress the project folder and send it as
ZIP file.
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