It's a good idea to have someone proofread your work before handing it in. When working with the Word Add-In there are a couple of things you need to keep in mind.
Your proofreader must edit your document with Microsoft Word, and the file must remain in .docx format. Saving in another file format could cause all Citavi field information to be deleted.
If the proofreader is using the Track Changes, feature, he or she should also not use the No markup option.
Manual changes also should not be made to fields inserted with the Citavi Add-In for Word. Our recommendation: display fields with shading, so that your proofreader doesn't inadvertently edit a field. On the Citavi pane click View > Field shading > Always.
Frequently Asked Questions
- Should I convert fields inserted with the Word Add-In to text before giving my document to a proofreader?
The Word Add-In inserts references and a bibliography as fields. These fields act as placeholders for information relayed by the corresponding project. Citavi fields behave the same as other fields in Word, such as footnotes, page numbers, heading numbering, or graphics and do not need to be converted before giving your document to a proofreader. However, just like with other Word fields, the proofreader should not make manual changes to Citavi fields. Otherwise, these will be overwritten the next time the document is refreshed.
- Is it possible to continue working on a publication while it is being proofread?
In Word 2010 and later you can saved a Word document using Microsoft OneDrive and then give editing rights to your proofreader (see the Microsoft Guide). Your proofreader can then edit chapter X while you continue writing chapter Y.
If you don't want to use a cloud solution, you can save each chapter of your publication in a separate Word document and only give your proofreader a chapter you're not currently working on. Later, you can copy all the individual Word documents into a single Word document. Please note that if you use a separate document for each chapter and are working with a citation style that includes a bibliography, you will end up with a bibliography for each chapter. To fix the problem, simply delete the bibliography at the end of each chapter and then click Refresh on the Citavi ribbon. Citavi will insert a bibliography of all cited references. If you need to, you can then move the bibliography to another location.
- Can my proofreader use the Track Changes feature in Word to make suggestions?
Yes, with one important exception. The proofreader cannot use the No markup option when working with Track changes. The option No markup makes your changes look as if you had already accepted them. However, text that you change is still present but is simply hidden from view. When this option is selected it's possible that a reference that you inserted with the Word Add-In and then deleted is still present in your Word document. This keeps Citavi from being able to apply certain citation style operations related to ambiguous references or reference numbering. In addition, the deleted reference will continue to appear on the Citations tab.
- How should the proofreader make suggestions for changes to citations or the bibliography?
Corrections should not be entered in fields inserted by the Citavi Word Add-In. Otherwise, the changes will be overwritten the next time the document is refreshed (for example, when you insert a new reference). Ask your proofreader to instead use the Comment feature in Track Changes.