working with PDFs
Contents
1. arrow Ctrl Mouse wheel Ctrl F3 F3 Shift F3 F8 Shift F8 F9 Delete Esc Next page Previous page Go to page 1 Go the last page Scroll up Scroll down Scroll left Scroll right Zoom Open or close search field Go to next search result Go to previous search result Go to next highlight Go to previous highlight Export PDF annotations Delete Cancel Table of Contents Understanding Layers On Multiple Devices and in a Group 19 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 am em a a ee Image to the left The PDF itself will only be _ a 4 changed if you export your annotations to the m 1 PDF After that you can view your highlights in eme y y Qhilg _ 4 an external PDF reader pe 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 on2. 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 Ik tool to select the text you want to save as a keyword The icon toolbar appears P Direct quotation P M amp Task More Click More More or press the W key see page 18 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 Table of Contents Hints 15 Hints tor Selecting Text Selecting Text 1 2 Hint 1 Hint 2 Click the text selection tool I Tools Eis A 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 t Tools T amp Direct quotation A M Task More Direct quotation D Save and highlight selected text in blue Sometimes it s not this straightforward If this is the case use the hints below Combine multiple text passages in one text selection Problem You want to cite text that continues on another page In PDF format
3. 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 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 Table of Contents Hints 16 Creating or Correcting Links Automatic Links Highlighted text passages are automatically linked in Citavi to the following places e The Quotations comments tab e The Knowledge Organizer e The Citavi Word Add In The Show in PDF icon amp lets you know that the item is linked to a specific place in the PDF 48 Best Practices for Digital Age Teaching G Individual analysis of data from the Best Practices for Digital Age Teaching form may serve as a guide for a literacy educator s plan for professional development 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
4. 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 4 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 Z G Image quotation A P amp Task More Click Image quotation Image quotation Citavi opens the quotation window 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
5. 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 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 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 amp 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 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 4 to drag a border around the image or ta
6. CHtavi Organize your knowledge Analyzing PDFs with Citavi 5 Introduction J st Like ON Paper ecsssinorcnnscnperennennn n an 2 Methods in Detail FONIONE ONIY YAON sispiseirisreore ane ears e EEEE EE 3 Highlighting with a Main Idea Red isisi 4 Adding Direct Quotations Blue 2 5 Adding Indirect Quotations Purple o n 6 Adding Summaries Green cre acct cece tee teach tet ca dethene catia dst ies heat ee dticeneddntaetenebceedeies 7 Adding Comments I a gic sestese epel es meee ie eee ees ARA 8 Adding a Comment to an Item Orange iinn 9 Adding Tasks Turquoise sssissisisisissirsiissisisisirsirsirsirsirssrsnininirnirninnrnnnnn 10 Special Cases Saving image QUOTAHOTS cecite eerie earn ees eee nie enn eeee 11 When Text in a PDF cannot be Highlighted oo ccc 12 Adding Abstracts and Tables of Contents 0 0 0 0 c cece cees es eststeteteeseeeenees 13 Adding KeywordS oii cccccccccssssesesesesesesessscscecscssasasasavasasessssssssiessissesesssesssesesessseeeseeeen 14 Hints Hints for Selecting arate te tecanactreetenecpetectnsataestaesertensateteabatapstaatacteantateatetbetameatbotabdl 15 Creating and Correcting LINKS iieii 16 Deleting Knowledge Items and Highlights 2 ccc ee eeeeeeeeeeeen 17 Using SNONCUTS a eer eee ee E aE R ener 18 PDF Analysis on Multiple Devices and in a Group Understanding Layers aa ane er eee nee ee ee ee ee 19 Giving Copies of Annotated PDFs to Others e 20 Viewing PDFs with an External PDF Re
7. Detail 7 Adding Summaries green Use summaries to reformulate the main ideas of a longer section of text such as a chapter in your own words If you want to paraphrase a shorter text passage create an indirect quotation see page 6 Selecting a Text Passage and Adding a Summary 1 Use the text selection tool to select the text you want to highlight If you want to summarize an entire chapter or subchapter you can simply select the heading The icon toolbar is displayed A P Direct quotation BW A A Task More Click Summary 2 The selected text is highlighted in green a green highlight appears in the margin and a core statement appears in the new summary on the Quotations Comments tab Citavi generates the core statement automatically using the first few words in the selection If necessary make changes to the core statement to better reflect your understanding of the text passage Enter categories groups keywords and page numbers as needed Enter a summary for the original text in the Text box If you use any terms or exact wording from the original text set it off in quotation marks Margin and text highlights When you re done editing the summary 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 LE When to use Most journal artic
8. ader n 21 Editing PDFs with an External PDF Reader cnn fA Using PDFs in Different Group Scenarios innn 23 C5 PDF EN web1 Introduction 2 Just Like on Paper In Citavi 5 you can analyze texts as you re used to doing on paper 1 The yellow highlighter lets you quickly mark important sections in a text 2 You can use the red highlighter when you want to mark an important section in a text that you might want to cite later on These two methods are used in all disciplines For those who need to analyze texts more closely Citavi offers many additional options 3 If you want to analyze a passage closely or save its exact wording or main ideas you can save it as a direct quotation indirect quotation summary or comment Text can also be saved as an abstract table of contents or keyword You can even assign tasks to a text passage Pick and choose from among these tools to find the best analysis methods for yourself One important note before getting started highlight colors cannot be changed This ensures that you can share annotations with others Try it Out for Yourself Start Citavi 5 and open a PDF in the preview to try all of the features described in this guide In the Reference Editor every reference with an attachment is designated by the paperclip icon iF e Open the PDF from the navigation pane by double clicking the paperclip UF e f you don t have any PDFs in your project use the text by Max Weber in the examp
9. ble The icon toolbar is displayed A 4 Image quotation P P amp Task More If you want to add a direct quotation select Image quotation 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 gt Project name gt 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 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 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 49 P A A YL when to use Saving text as an image is a workaround It can be useful for linking your annotations with t
10. d saves 4 you from having to copy the file back and forth r Continue Analyzing PDF Files in an External Reader a 1 Analyze the PDF in Citavi first i 2 To continue working with a PDF file in an external reader export the highlights to the existing PDF file by clicking Tools gt Export PDF annotations see figure above ot i 6 If you want to analyze the PDF in an external reader again pme you will need to export the annotations to the PDF file a ai second time see figure to the right Please note This process is a bit time consuming and 3 When analyzing the PDF in an external reader only use highlights see page 19 Use colors that roughly correspond to the Citavi color system for example blue for text passages you later want to save as direct quotations or purple for sections you want to save as indirect quotations The next time you open the PDF in Citavi the external highlights are automatically copied in the layer and displayed as underlines see figure to the left This lets you easily distinguish new external highlights from internal highlights Change all highlights made in the external reader to the corresponding knowledge item in Citavi The underlines are changed to Citavi highlights recommended only in special circumstances It can go O a bit faster if you choose the corresponding option a T under File gt Project properties gt Paths al Table
11. d text is highlighted in blue and a knowledge item is created on the Quotations comments tab The core statement is created automatically from the first highlighted words 3 Edit the core statement Enter categories groups keywords and page numbers as needed 4 Double check the quotation text Sometimes you might need to make corrections For example if you created a quotation out of several separate text passages you ll need to insert ellipses for the omitted text If a quotation extended over two pages you ll have an unnecessary line break From some PDFs the formatting bold italics can t be imported From others you might see unnecessary hyphens Make any necessary corrections in the quotation window To open it select the direct quotation on the Quotations Comments tab and click Open in window 5 Changes Anytime you shorten the text of a quotation or make insertions you should not change the meaning of the quotation and you must designate your changes according to the conventions of your academic discipline Click Open in window to open the quotation in the quotation window 6 Comments If you want to add your own comments to a quotation insert a new paragraph and add the comment in brackets with your name or initials To avoid any mix up we recommend creating adding the comment as a separate knowledge item see page 9 under adding a comment When to use The number of direct quotations you save depends on the
12. generates the core statement automatically using the first few words in the selection If necessary make changes to the core statement to better reflect your understanding of the text passage Enter categories groups keywords and page numbers as needed Write your comment in the Text box and add your name or initials if desired see below Margin and text highlights When you re done editing the comment 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 When to use Use comments to save you own thoughts on a text passage that you later want to include in your paper If you re working on a project with others make sure to add your name to the comment so other members know it s from you The other group members can then add their own comments with their own initials Alternatively If you already added a text passage as a quotation etc and want to comment on it you can add a comment to the knowledge item rather than to the text passage itself Table of Contents Methods in Detail 9 Adding a Comment to an Item orange If you have already saved the text passage you want to comment on as a knowledge item you can add a comment to the knowledge item Adding a Comment to an Existing Knowledge Item il On the Quotations Comments tab select the know
13. gin 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 Table of Contents Special Cases 14 Adding Keywords trom 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 1 The icon toolbar appears P Direct quotation A A A M amp M Task More Click More More or press the W key see page 18 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 If necessary correct the list by selecting a different separator and
14. he 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 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 P Direct quotation P BM Task More 2 Click More 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 Ifyou 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 mar
15. he icon toolbar is displayed Z P Direct quotation BW A Task More x Click the Task b Task icon Select a task from the menu The selected text is highlighted in turquoise a turquoise highlight appears in the margin and the new task appears on the Tasks amp Locations tab If you want to add additional information to the task due date priority etc open the task window by double clicking the task Margin and text highlights When you re done editing the task 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 When you click the margin highlight Citavi will switch to the task on the Tasks amp Locations tab LI When to use Four tasks related to text analysis are already predefined Discuss If you want to discuss the thesis statement findings or conclusions of a paper or passage with your team members or with your advisor Examine and assess If you find a claim in the text that you doubt the accuracy of or want to double check Go through bibliography If the bibliography likely contains additional sources that you might want to add to Citavi see Analyzing a Bibliography Read A publication was cited either in the text or bibliography that you want to read You can also add your own tasks to the list of predefined tasks Table of Contents Special Cases 11 Saving Image Quotations Use image
16. hlight so that it is saved as a knowledge item for example if you later decide you would like to save a text passage as a direct quotation 1 Click a yellow highlight The highlight is selected and the annotation options are displayed in the preview P Direct quotation P P Task More 2 Select one of the options information on each of the options can be found in the following pages The yellow highlight changes color and the text is saved as the corresponding knowledge item Table of Contents Methods in Detail 4 Highlighting with a Main Idea red In Citavi 5 we ve introduced the red highlighter for highlighting important text passages and quickly saving them with a keyword or main idea Quickly Highlight in Red 1 Click the red highlighter 2 The highlighter is now enabled Select short passages or important terms 3 Your highlight is saved as a core statement and appears on the Quotations comments tab Ideally you won t need to make changes to the core statement especially if you ve highlighted a term or succinct idea Enter categories groups keywords and page numbers as needed 4 Continue highlighting amp When to use Red highlights make it easy to save the most important ideas in a text along with the page numbers on which they were discussed This method is practical for quickly reviewing texts You don t need to write any paraphrases or summaries or decide whether or not to save a direct quota
17. le project In Citavi click Window gt Welcome screen gt Open sample project Please note Read only PDF files cannot be edited In Citavi read only PDF files are designated by a lock on the bottom left of the preview pane Table of Contents Methods in Detail 3 Highlight Only Yellow The yellow highlighter lets you quickly set off important sections of a text Yellow highlights are only visible in your PDF and are not saved as knowledge items The yellow highlighter is ideal for quickly going through a text and picking out important sections Quickly Highlight in Yellow 1 Click the yellow highlighter 2 The highlighter is now enabled Select the interesting passages in your text to highlight them The highlighter will remain enabled When to use This method is useful for quickly surveying a text You can later go back and analyze important passages more closely Highlight Less Quickly in Yellow 1 Select text using the Text selection tool Ik 2 Click the yellow highlighter The selected text is highlighted but the highlighter does not stay enabled When to use This method is good if you re analyzing texts in detail right from the start and want to easily switch between yellow highlighting and the other annotation options Saving Yellow Highlights as Knowledge Items Yellow highlights only appear in your PDF and are not also saved as knowledge items However you can later change a yellow hig
18. ledge item that you want to add the comment to On the Quotations Comments tab click New se New On the dropdown menu click Add comment to item The quotation window opens The core statement page range categories and groups are added automatically from the selected knowledge item Enter your comment in the Text box and click OK to close the window On the Quotations comments tab a new comment appears underneath the corresponding knowledge item To the right of it you will see the broken link gt icon Click the broken link 3 select the text passage in the PDF the comment is based on and then click the broken link gt again The icon changes to the link icon to show that the link between the comment and PDF has been established When to use See usage notes on page 8 You can add comments directly to a direct or indirect quotation see page 5 no 6 and page 6 no 5 The disadvantage is that you won t be able to see if a quotation has had a comment added to it in the list of knowledge items For this reason we recommend saving standalone comments as described here and on page 8 Table of Contents Methods in Detail 10 Adding Tasks Turquoise Sometimes you might read something that gives you an idea you want to pursue later on You can add tasks to text passages for this purpose Selecting Text and Assigning a Task t Use the text selection tool to select the text you want to add a task to T
19. les include abstracts containing a summary of the entire text to save abstracts see page 13 In this case there s not much of a need for you to come up with your own summary It s a different case altogether for longer texts that you later might want to reference in your paper In any discipline that uses a great deal of text analysis summaries have a similar importance to indirect quotations see page 6 Summaries can also be useful if you are reading some of the central texts in a discipline or are analyzing an author s oeuvre Table of Contents Methods in Detail 8 Adding Comments Orange Create a comment for a text passage if you want to save you own comments evaluations or critical remarks on a text passage If a text passage inspires a new idea you can save it as a comment If an idea is not related to a text passage you can use the thought w knowledge item instead And if your comment involves a task for example These claims sound a bit exaggerated Verify then you should create a task for the text passage see page 10 Selecting a Text Passage and Adding a Comment 1 Use the text selection tool to select the text you want to highlight The icon toolbar is displayed P Direct quotation P M Task More Click Comment 7 The selected text is highlighted in orange an orange highlight appears in the margin and a core statement appears in the new comment on the Quotations Comments tab Citavi
20. ly 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 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 2 be ha k A pC i _ ee al es The PDF file you are working with in Citavi remains i i i l unaltered i a pela your highlights are yepe i the copy gi the PDF ny text you save for these highlights quotations gt a comments etc is not exported to the copy of the PDF 4 AAAS PE Exporting PDF Annotations 1 In the preview pane on the Tools menu select Export PDF annotations file or all PDF files in your project In the window that appears select whether you want to export annotations for the displayed PDF From the PDF file currently displayed in the p
21. of Contents On Multiple Devices and in a Group 23 Using PDFs in Ditferent Group Scenarios A repository of PDFs for multiple projects Workgroups in universities organizations or companies can use Citavi to create a repository of PDFs saved on a local server or in the cloud Group members can then save copies of PDFs from the project for their own individual or group projects To save disk space they can also link to the PDF directly In this case PDF annotations should never be exported to the original PDF see page 20 Instead each group member should simply work with layers in their Citavi projects see page 19 In this way a single PDF file can be used in multiple projects and annotated individually by each group member A common project with shared PDF annotations The work of analyzing and annotating PDF articles is usually shared among several group members Annotations can be used added to or corrected by all group members Citavi supports different ways of working with texts Ideally group members should decide which annotation features they want to use and how they want to use them before beginning a project Table of Contents
22. review To the existing file To a new file or files in the following location 3 Browse Save Citavi reference information in the PDF metadata 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 your colleagues 4 Click OK The copy containing all of your highlights is saved with the short title and can be sent to ZIP file 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 gt Export You can then compress the project folder and send it as Table of Contents On Multiple Devices and in a Group 21 Viewing PDFs with an External PDF Reader You can easily read and highlight new PDFs with an external PDF reader However a more involved analysis should be done within Citavi Importing PDF Annotations 1 You re away from the computer on which Citavi is Citavi project copy the PDF file to your computer In Citavi click References gt Import gt PDF files ne se installed but are reading PDFs on another device aa a ai such as a tablet or smartphone a 2 You can highlight interesting sections of the text with ee 7 the reader s yellow highlighter The firs
23. t 2 Right click the text highlight 3 Select Delete from the shortcut menu Select one of the two options in the window that appears What do you want to delete Only the selected highlight O The selected highlight and its corresponding Citavi item 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 F 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 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 Ik Text selection G 1 4 Snapshot Shortcuts for highlights Y Highlight Highlight in red E Direct quotation Indirect quotation IE Summary Comment 4 Task Z Abstract Keywords srPanuwt1 3709 Text Selection Graphics Selection Yellow Quick Direct Quote The F is next to the D key Summary Comment Task Abstract Keywords Additional shortcuts for working with PDFs Ctrl Down arrow Ctrl Up arrow Post End Up arrow Down arrow Left arrow Right
24. t time you are importing from another reader only use yellow 3 _ highlights see page 3 and the bottom of page 19 i A 3 Scenario A A eg If you haven t already saved the PDF file in your 1 e A Scenario B If the PDF file is already saved in your Citavi project in the folder Citavi 5 gt Projects gt Project name gt Citavi Attachments overwrite the old version with the new freshly edited version 4 In Citavi the yellow highlights from the external PDF reader are displayed as yellow underlines see image If desired click a highlight and then save it as a knowledge item as described from page 3 onwards 5 You can also save the yellow underlines as yellow Citavi highlights However it s not really necessary and takes additional time Please note It s even easier to work with a new PDF file in Citavi However the method above is a good alternative if you re working away from your computer and Citavi is not available Table of Contents On Multiple Devices and in a Group 22 Analyzing PDFs with an External Reader If you want to more intensively analyze a PDF file with eh an external reader rather than just making simple Se highlights as described on page 21 it can be a bit i _ difficult To make it easier save the PDF file on a i ere network on a server or in the cloud This lets you easily _ 3 work with a single PDF file across all devices an
25. text but also on your text analysis preferences Citavi supports many different methods Some Citavi users only save direct quotations if they re sure that they ll want to use them in their document As a result they ll only save a limited number of these quotations in their projects Instead they ll rely more on indirect quotations summaries etc Other users save direct quotations almost exclusively Later when writing their papers they ll decide if they want to cite something word for word use a paraphrase or insert a simple reference Table of Contents Methods in Detail 6 Adding Indirect Quotations Purple Use indirect quotations if you want to restate the main ideas of a text passage in your own words If you just want to refer to a text passage without having to formulate a paraphrase use the red highlighter see page 4 If a text passage is a longer section or chapter create a summary instead see page 7 Select Text and Create an Indirect Quotation 1 Use the text selection tool to select the text you want to highlight The icon toolbar is displayed A P Direct quotation P A A Task More Click Indirect quotation The selected text is highlighted in purple and a core statement appears in the new quotation on the Quotations Comments tab Citavi generates the core statement automatically using the first few words in the selection If necessary make changes to the core statement to better reflect
26. 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 c gt icon Clicking the icon displays a message telling you how you can correct the link Please make a selection and click the icon again 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 Table of Contents Hints 17 Deleting Knowledge Items and Highlights Deleting a Knowledge Item Right click a knowledge item on the Quotations Comments tab 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 To delete a task click the Tasks amp 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 highligh
27. tion You can always do that later on if you want By clicking Show in PDF amp you can jump directly to the highlighted text passage either from the Knowledge Organizer or while writing your text using the Word Add In see page 16 Then you can decide if you just need a simple reference or if you want to paraphrase or directly quote the passage Highlight Less Quickly in Red 1 Select text with the Text selection tool 2 Click the red highlighter amp Citavi highlights the text in red but the red highlighter does not remain enabled 3 Same as Step 3 above amp When to use This method is good if you want to switch between red highlighting and other annotation options For example you could save direct quotations and create comments or summaries which will then help you later on while writing your paper You could use the red highlighter for passages you don t want to cite directly but which you ll refer to in your text with cf Table of Contents Methods in Detail 5 Adding Direct Quotations Blue Use direct quotations if you want to save the exact wording of a text passage With a single mouse click you can transfer the text to Citavi However you should be careful with some PDFs see step 4 Selecting Text and Creating a Direct Quotation 1 Use the text selection tool to select the text you want to highlight Z A Direct quotation M Task More 2 Click Direct quotation The selecte
28. your understanding of the text passage Enter categories groups keywords and page numbers as needed Enter a paraphrase of the original text in the Text box If you use any terms or exact wording from the original text set it off in quotation marks Comments Indirect quotations should not change the original meaning of the text passage Of course some interpretation is involved any time you restate the meaning of a text in your own words It can be a fine line between an _ objective restatement and a subjective comment Try to clearly distinguish between the two If you want to add a comment to an indirect quotation make sure it s readily distinguishable from the indirect quotation For example use a new paragraph and place your text in square brackets with your initials To make it even easier keep comments and quotation separate create a comment as a separate knowledge item and add it to the indirect quotation See Adding comments on page 9 When to use It makes sense to add indirect quotations when analyzing important texts whose contents you later want to discuss in your paper more closely Academic disciplines dealing with the study of texts often use this method Writers in these disciplines will often summarize the current state of discussion and then extend it through their own contributions Other disciplines tend to primarily use short citations of thematically related sources see page 4 Table of Contents Methods in
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