Document it for Word
'Document it' for Word is a tool that helps the user to manage references used in their own work. It maintains a list of citations which can be added to, modified or deleted. As the software is mobile, 'Document it' allows for the data to be transferred between documents - this means that it needs no specialist knowledge for installation and is always available in documents which use it.
It formats the information so that only the correct data is collected as well as organising it correctly in either the Harvard (Author-date) system or the British Standard (Numeric) system. Once a citation has been entered, 'Document it' records its usage and it is then available for insertion into the text of a document in a number of formats - as in-text citation e.g. (Smith, 2005), as a footnote, as an endnote or as part of a bibliography or reference list.
Within Word, 'Document it' runs as part of a template which embeds itself within your document. It can be set as a 'Start Up' application which remains on your machine inside Word. Version 3.0.2 of 'Document it' is a passive application that runs within Microsoft Word as a Visual Basics Application that only uses native components without the need for additional software.
Getting started
Getting 'Document it' started is very simple. After the initial dialogue box, within which you 'Enable Macros', the 'Document it' icon will appear within the document.
By clicking on the inkpot
you can start to use 'Document it'.
The initial screen displaying examples of citations will appear. There are three symbols at the top of this box. Two of which allow different perspectives of 'Document it' - either an enlarged version or to minimise the 'Document it' window allowing you to continue with your work, maximising in order to return.
The initial screen contains example citations. Citations used in your document are marked with a dot.
Adding a new citation
Click on 'New' to add your new citation. Firstly, you are given the choice of 8 different types of reference material. There is a choice of eight different types of reference material.
Fill in each of the fields, as requested. In some citation types, certain fields will be greyed out. This means that the information is either not required or relevant for that particular citation type. If you are unsure of any field, simply click on the blue link underneath the heading and you will be directed to a 'Document it' FAQs area where you will find relevant guidance and advice. Additionally, the 'Learn More!' button allows you access to the 'Document it' Discussion forum and the help guide for users.
The 'Learn More!' button allows you access to the 'Document it' discussion forum and help guide.
Once the information is inserted and the 'Add to list' button is selected, the citation appears in the 'Document it' Manage list.
Editing a citation
Editing a citation is also a simple process, by highlighting the citation you wish to edit within the 'Manage List' box and selecting the 'Edit' button. You may not change the citation type in this section as different types require different fields. Once the changes have been made, clicking up 'Update' will bring your citation list up to date.
Deleting a citation
Deleting a citation is equally straightforward. Again, highlight the citation you would like to delete, and then click on the 'Delete' button.
Inserting in-text references
In order to insert an in-text reference from your list of citations, the first step is to place the cursor at the appropriate place in the document and then highlight the correct citation in the main 'Document it' Manage List box. Then click on the 'Insert' button. At this point, a new dialogue box will appear.
Each option offers variations on how to insert a reference into your work. You may enter the reference as two versions of an 'In Text' reference or as a footnote or endnote.
When a citation that has been recorded onto 'Document it' is used within a piece of work, an automatic record is kept, indicated by a star. It is made much more straightforward for the user, therefore, to pick out those references which have been used 'In Text' in order to make a reference list at the end of the document. When all of the appropriate references have been selected, clicking on 'Insert Reference List' will create a list at the end of the document with a heading 'References'.
Adding a Bibliography
Adding a bibliography is as straightforward as a reference list. By clicking on 'Insert Bibliography' and the entire list that you have entered into 'Document it' will appear in the correct order under the heading 'Bibliography'.
Sharing citation lists between documents
This option within 'Document it' allows the user to reuse some or all of the citations recorded in another document or presentation with ease.
By selecting 'Merge', a new window will open. Within this window, clicking on 'Upload' will take you through your file system to find the document containing the citations that you wish to reuse.
Highlighting the file and then clicking on 'OK' uploads the list of citations from that document or presentation. You can highlight some or all of the citations and they will be added into the new document or presentation.
Furthermore, if the citation is already listed within the existing document or presentation, it will not be duplicated.