bibMSW: MS Word interface to Bibus

# bibMSW: Bibus interface to MS Word.

This module is included into Bibus for versions after 1.1.0. Download it @ http://sourceforge.net/projects/bibus-biblio/

bibMSW: Bibus interface to MS Word.

1. What is bibMSW?

2. How does bibMSW work when compared to bibOOo (equivalent for OOo Writer)?

3. How long does it take to format the bibliography in MS Word?

4. How does bibMSW work?

5. How do I define a Style?

6. Who to cite when using bibMSW/Bibus?

7. Can I contribute to bibMSW development?

8. FAQs.

## 1.What is bibMSW?

This is a module written to complement Bibus. Bibus is certainly one the best reference management software. Up to now Bibus supported only OOo Writer. However a very large majority of “writers” use Microsoft Word (>90%). Thus bibMSW has been added to Bibus so that Bibus would be usable with Microsoft Word. THIS MODULE IS INSERTED INTO BIBUS DISTRIBUTION AND YOU DON’T NEED TO INSTALL ANYTHING ELSE THAN BIBUS (and Microsoft Word obviously). The module uses the win32com API, and the Microsoft.Office.Interop.Word namespace. bibMSW works with Word Office XP and Word 2003. It might also work with other versions, but this wasn’t tested. The python version might work with earlier version of Windows. Bibus executable version won’t work under Windows 9X.

## 2. How does bibMSW work when compared to bibOOo (equivalent for OOo Writer)?

The functionalities are much alike I must say. Very few things are different. It uses Bibus styles to insert and format citations and the bibliographic index. However and unlike OOo Writer Word has no bibliographic function. Therefore the python API calls VB functions to insert citations and format the bibliography. This translates into a loss of speed when compared to the OOo equivalent functions. Nevertheless, speed is still very acceptable and the processing time should decrease in the near future, as I will learn more about Word tricks.

An important consideration is that all the bibliographic information is stored in the word document. Therefore, once the reference is inserted into the document, the database information is no longer needed for that reference. In other words, no matter where you read/edit your document, you will be able to format your bibliography as you wish on any computer as long as you have Bibus installed. You won’t have to keep track of your reference database or to copy it on the other computer. This is a major advantage compared to commercial software like EndNote or Reference Manager for which a version of the database must be present on the computer where you want to read/format a document containing references inserted with these softwares. However, this tremendous advantage also explains the longer processing time (when compared to OOo) given the quantity of the information to process in the MS Word document.

## 3. How long does it take to format the bibliography in MS Word?

This depends pretty much on:

1. Your computer

2. The number of references in your document

3. The complexity of your format (more or less fields, more or less formatting operations…)

For an average bibliography (env. 70 references) on a recent computer (1+ Ghz, 512+ MB) about 40 sec. For 150 references, it can take up to few minutes (2-3). But remember that formatting is a step that one has to do at the end. These processing times are given for the python version. The Windows XP executable version is slightly slower, but remains with the same range. At that point, the speed can only improve, so make sure you have the last version of Bibus.

## 4. How does bibMSW work?

Simple. First make sure that the reference you want to insert is in the “References” key of your database (The left column has a list of keys: References, Tagged, All, Queries…): after a search (Medline or eTBlast on Medline), the results are stored in the “Online” key. You have to drag the reference(s) of your choice to the “References” key before you can insert it into the document. Once it is done, select one or more references. Then on the menu: MSWord > Insert Citation(s). The reference should be inserted and formatted in your word document. The format depends on the selected style. To change, add or edit a style, go to the Styles menu. From there, everything is very intuitive. You should learn fast how to create new styles and use them with Bibus (more information on style definition here).

These snapshots were take with WinXP / Office XP (with FlyaKite for a Mac Like graphism).

You have other submenus in MSWord:

Update Citations : To use when you want to refresh the text of your citation, or to view the changes when you have changed the style.

Update Bibliographic Index: Same thing for the bibliographic Index. If the index doesn’t exist, this function will create it.

Update and Pre-format all: This will pre-format your bibliography (citation and index), close to what they will look like after finalization. For instance, your references will be fused (if the style you use defines these options). To undo, just go to MSWord menu>Update Citation. During this process, Word document will be minimized, this increases significantly the speed with which MS Word processes the information. I advise you not to reopen the windows while Bibus is working on it, you could mess up with your documents (especially if you don’t re-open the correct window.)

Finalize: This will finalize your document. To do so, Bibus checks that your document is saved, then opens a copy of your document on which the finalization will take place (safer). The difference with the Pre-format option is that you then add the duplicate information when using citations like Smith et al, 2005. If you have same citations corresponding to different papers, a letter is added after the year: (Smith et al., 2005a; Smith et al., 2005b). This also figures in the bibliographic index. During the finalization process, Word document will be minimized, this increases significantly the speed with which MS Word processes the information. I advise you not to reopen the windows while Bibus is working, you could mess up with your documents (especially if you don’t re-open the correct document.)

## 5. How do I define a Style?

The process is quite simple, but might seem disturbing at first. Believe me, learning this is worthwhile. See here.

## 6. Who to cite when using bibMSW/Bibus?

Publications are under process. Please come back soon to check out the publications.

## 7. Can I contribute to bibMSW development?

Certainly. I am writing documentation as a “quick developer guide” for people wishing to add some functionalities, and improve the performance of bibMSW. And in case you are willing to help but have no ideas, here are few:

- Add a Word toolbar to format the bibliography (since all the information need is in the document, it is feasible)
- Launch bibus from word
- Click on a reference and opens its medline abstract in a buble
- Select keywords in the document and search medline with a right click
- Select a paragraph in the document and eTBlast Medline on a right click
- A new way to add a Style to Bibus: using a formatted references in a document and say to Bibus “this is the format I want”. Bibus would create the style file automatically.

The last one would be great!

Whatever functionality you think is interesting to you, might be to a lot of other people. Don’t hesitate to email us or to develop it yourself if you can.

## 8. FAQs.

- I can’t see the reference in my document after I tried to insert it.

Make sure that your reference is in the “References” key of your database (Keys are displayed on the left column of Bibus window).

- Why can’t I see the duplicate information, even after pre-formatting the citations?

The duplicate information is added after finalization.

- Why do MS Word windows minimize when I try to pre-format or to finalize my paper?

MS Word processes information faster when minimized. Therefore you save some time by keeping it this way. Minimization is not a functional requirement; it is just faster but also much safer. Since Bibus works with the active document and in the case you want to reactivate a document during processing (when you have the progress bar), make sure that you reactive the correct one, or you will mess up with your documents.

- Why does it take so long to insert a reference?

If you have more than 150 references and working with a number style ([1] for the first inserted citation etc…), for each insertion Bibus looks for duplicates so that it assigns the correct numbers to your newly inserted reference. This loop is time consuming (few seconds). You will soon be able to turn this feature off, by unchecking in MSWord menu the option “update citation on insert” (next version).

- Why the references get un-fused each time I insert a reference?

For each insertion, Bibus checks that the format for each reference is correct, reassigns it and then inserts the reference. This is done to update the citation style in case you change the bibliographic style for a document.

- How can I un-fuse my references after I have done a pre-format?

You can either insert a reference and remove it, or you can go to menu MSWord > Update Citations

- I have changed my style and want to see the updated document version?

You can either insert a reference and remove it or you can go to menu MSWord > Update Citations. Then MSWord > Update Bibliographic Index. Alternatively you can just pre-format your document (the window will minimize; citations will be fused)

- I don’t find the style for the journal to which I intend to send my draft.

That’s a great occasion for you to get familiar with style definition. It is likely that the number or journal styles supported will increase in the near future due to bibMSW. And please send us your style file. It takes about 20 min to create a style the first time, 3 minutes once you know to do it. Believe me, learning how to do this is very worthwhile. For more information on styles, see here.

- One of my references doesn’t appear in the bibliographic index?

This bug has never been observed but can hardly happen and is theoretically possible. Without getting into details do the following:

1) Open your document

2) Hit ALT+F9, a list of fields appears. Each reference starts with “{ADDIN BibusRef”. Each section contains a list of XML type key/values (<Author> etc…). Locate your reference by searching its title for example.

3) Once the reference is found go to its identifier (between the <Identifier> and </Identifier> tags). The Id might be something like Einstein#20.

4) Change the number to another number that you would be sure not to find for any other reference in the document (try a negative number: Einstein#-20). If you cite the reference more than once, make sure to do so for each citation.

This bug never occurred and is unlikely to occur. This solution should solve the problem, however this couldn’t be tested yet. If you happen to have this bug, please send us 1) You document (will be kept confidential), 2) Your database of references 3) The Style file you used and 4) The number of different computers used for this document with Bibus (1,2…).

In the worst case scenario, you can still add it yourself after finalization.

- Bibus bugged, What should I do, how can solve the problem?

As newly develop programs that will be tested by a lot of people you will certainly encounter bugs. Usually, these are not fatal, should not harm your document and by retrying, or looking for the reference(s) for which the bug occurs you will be able to solve the problem yourself. In some cases, you might not be able to do so. Then copy the error message sent to you, and email it to us along with your document, your database/Style file used, and describe the sequence of events that lead to your bug. We will try to reproduce it, and then solve it.