Templates field format

The "Templates" list in the "Citation / Footnote or Endnote" tab or the "Reference List / Bibliography" tab shows the display order of included fields. To specify how a reference should be displayed, data fields like "Authors", "Title", etc. are entered into the "Template" list box. You can drag and drop a field from the "Available fields" list box into the "Template" list box, or you can use the Insert button. First, make sure the order of the fields are correct by dragging and dropping or clicking the Up or Down buttons.

Double click on a field in the "Template" list box to specify how a field should be formatted. You can change its font properties or other properties that are specific to a field. There are two edit boxes before and after the field label. The text in these two edit boxes are dependent on the data field. If there is no data in a field, the text put in the Before and After edit boxes won't be shown, such as when you put "-" in the Before edit box of the field "End Page". If there is no end page for a specific record, the text "-" won't be shown.

Biblioscape formats documents in RTF or HTML format. The RTF format is used most of the times. In RTF, there are certain characters with special meanings, like: "{", "}", "\". To include these characters in the Before and After edit boxes, you need to put the escape character "\" before it. For example: if you want to put "\" in the Before edit box, you should use "\\" instead of "\".

Formatting parameters for author fields is more complicated than for other fields. As with all other data fields, you can add static text before and after "Authors". The font style of this text can be changed after clicking on the "Font Style" button. Use a caret “^” to separate singular and plural versions of label text after the authors field. For example, when defining a style for the “Editor” field, you can put “ Ed. ^ Eds. ” as the label text after the field. When there is only one editor, “ Ed. ” will be used; when there are more, Biblioscape will use “ Eds. ”.

There are different ways to format author names; you can select the name format required by the current journal using the combo box "Name Format". Some journals use a different name format for the first author. If this is the case, keep the checkbox "If first author is different" checked, and select a name format for the first author using the combo box below it. You also need to specify the text to use in case the reference does not have an author; usually "anonymous" is used.

In the next section you can specify the text that separates the first author from the second when there are only two. For example, "and " is often used. When there are more than two authors, you need to provide the separator between authors, as well as the text to use before the last author.

Some references have a large number of co-authors. You can chose to limit the number of co-authors to be listed by selecting "Abbreviate author list". You can e.g., and specify that if there are more than 2 co-authors. Then, only the first author will be shown and "et. al." will be appended. This kind of definition is common for author fields in "Citation Sequence". You can also specify that static text should be used if there are more than a certain number of co-authors.

This tab will be shown if the authors field is included in the citation or footnote. It will be shown when Authors is added to "Reference List / Bibliography". It determines what to do when the same reference appears more than once. You can choose to "List author names normally", "Omit author names", or "Replace author name with" a static text. For example, MLA style requires the authors to be replaced by "---" for subsequent works.

You can enter static text before and after "Title" fields and change the corresponding "Font Style". You may e.g., and want to include quotation marks before and after the title. Enter a quotation mark in the box before and a quotation mark in the box after the label "Title". Some journals require you to use title case for the title text. In such a case, select "Title case". Biblioscape can automatically convert the text of the title to title case. Some styles like "American Journal of Sociology" require quotation marks inside double quotations be changed to single quotations. In such a case, check the box "Use single quotes inside double quotes".

You can add static text before and after the “Journal” field, and change the "Font Style". You can choose whether to use "Standard Abbreviation" for the journal name or use its full name. If the current journal is not included in the journal table, no matter what form you select, the journal name as entered for the current record will be used.

When a “Journal Article” record is entered into the database, usually only one journal name is entered, which could be a full journal name or an abbreviation. Biblioscape keeps track of all journal names in a table. You can add a full journal name or an abbreviation using “Journal Name Editor”.

To open Journal Name Editor, click on menu command “Tools | Styles | Journal Name Editor”. You can add, delete, edit, or search existing journal name entries.

•	Updating: Click on the “Update” button to scan your database for journal names not already in the journal name table. The existing journal names will not be touched. If you want the journal name table to reflect the currently opened database, click on the “Clear and Update” button.

Static text can be added before and after date fields. The font style of a date field and the static text before and after it can be changed after clicking on the "Font Style" button. You have the choice between "Short Date Format" and "Long Date Format". "Short Date Format" does not include weekday information.

Short Date Format includes "Year", "Month", and "Day" in an order that can be changed using the combo box "Order". You can specify a separator between them by entering it into the box "Separator between M, D, and Y". For the "Day" and "Month" fields, you need to specify whether to include leading zeroes. For example, if you want the date to be formatted as "8/6/94", then select "No" in "Day (Month) leading zero" radio box. For the "Year" field, select whether to include the century. For example, if you want "Year" be formatted as "8/6/1994", then select "Yes".

Long Date Format includes an extra "Week Day" field. First, you have to decide the order of display for "Year", "Month", and "Day"; then, whether to add "Week Day" before or after the date field. The format of the "Month" field can be either a number or word. As with "Short Date Format", the "Day" field can include a leading zero, and the "Year" field can include the century. The separator between "Year", "Month", "Day", and "Week Day" can be customized. You can use the full or the abbreviated form of "Day of the Week".

Two situations can occur in the formatting of the “Start Page” field. "If number of pages is greater than 1", usually requires you to provide a separator such as "-" or ", " between the start page and end page. "If number of pages is 1" can be formatted differently. The font style of the start page, as well as the static text before and after can be changed after clicking on the "Font Style" button.

Use a caret “^” in the label text before the “Start Page” field to separate situations with or without an end page. For example, you can put “P^Pp” as the label text before the “Start Page” field. If there is no end page or start page and end pages are the same, “P” will be used. When there is an “End Page”, “Pp” will be used.

You can add static text before and after the "End Page" field, and change the font style of the corresponding text after clicking on the "Font Style" button. If the start page and end page are the same and you want to display both of them, keep the checkbox "Include both start page and end page if the same" checked. If the end page and start page are different, you can display both pages as is, or you can only display the difference between the end page and start page. Select your choice using the radio box "End page number format".

Use a caret “^” in the label text after the “End Page” field to separate situations with or without end pages. For example, you can put “P^Pp” as the label text after the “End Page” field. If there is no end page or start page, and the end page is the same, “P” will be used. When there is an “End Page”, “Pp” will be used.

When citing references in author-date format, sometimes you want to include the cited pages. In Biblioscape, there are two ways to do so.

When you want to add cited pages to an in-text citation, you can include (cited pages) after the author-date section inside the temporary citation. Here is an example:

More information can be found at "Add prefix and suffix to a formatted citation".

For some footnote or endnote styles, cited pages is an integral part of the footnote or endnote. In such cases, it requires more flexibility if cited pages are formatted. For example: deciding wether to ad "p." or "pp." before the page number, and deciding how to include the page range and do the abbreviation. If the style you use has "Cited Pages" defined in the "Citation / Footnote or Endnote" templates, you should include cited pages in the form of "@45-47". Here is an example:

Formatted footnote: A. Sood, B. F. Spielvogel and B. R. Shaw, "Boron-containing Nucleic Acids: Synthesis of Cyanoborane Adducts of 2'-Deoxynucleosides," J. Am. Chem. Soc. 111 (1989): 45-47.

In the above example, ": " is added before the cited pages because the style editor allows you to specify what text is to appear before and after the cited pages. The "Cited Pages" text is treated as a regular field in Biblioscape. In the style editor, if you double click on the "Cited Pages" item, the "Cited Pages" format window will be shown. You can specify the text before and after this field, the font used for all the text, as well as the "End page number format".

Don't change page numbers	The cited pages will be added as you enter them.
Show only first page (1356)	Only the start page will be shown.
Show range of pages (1356-1358)	Full page range will be shown.
Abbreviated end page number (1356-8)	The end page number will be abbreviated to the last possible digit.
Abbreviated end page keeping 2 digits (1356-58)	Keep two digits when only one is needed.
Show only start page for journals, full range for others	Hide start page when reference type is journal article.

Note: Sometimes you may need to cite several pages like "23-45, 66, 112". In other cases, you may need to use Roman numbers like "ix" or use a paragraph section number. If Biblioscape cannot find a page range correctly, it will treat what you put in the cited pages as is. For example, if you put "23-45, 66, 112" or "ix" as the cited pages, Biblioscape will use it as is without any changes.

Note: Use caret “^” in the label text before or after the “Cited Page” field to separate situations with or without an end page. For example, you can put “P^Pp” as the label text before the “Cited Page” field. If there is no end page or start page and the end page is the same, “P” will be used. When there is an “End Page”, “Pp” will be used.

Most data fields use the following window to define their format for format filters. The name of the current data field is shown in the middle in bold. You can add static text before and after the data field. The font style of the data field text as well as the static text before and after can be changed after clicking on the corresponding "Font Style" button.

If you want to add text that is not present in your data, you can use the static text field. For example, you may want to add a period “.” after the data field “End Page”. So, in case the “End Page” field is not available, the “.” can still be added at the end.

You can change the font style of data fields or static text in format filters using the window "Define Font Style". View the result of your changes by clicking on the "Update" button on the window "Define Format Filter".