I'm often faced with the task of creating a bibliography for a book I'm editing, but I hate typing in all those entries from scratch. Lazy fellow that I am, I've figured out an automated way to turn parenthetical notes into bibliography entries. It's longish, but it sure beats doing it by hand. You may need to modify the procedure a bit to fit your own needs. Still, this article will give you the general idea.<\/p>\n
Let's say we've got a document full of parenthetical notes, like this one:<\/p>\n
(Jack M. Lyon, Total Word Domination [PocketPCPress, 2001], 121.)<\/p>\n
The first thing we need to do is get all the notes out of there so we can turn them into bibliography entries, like this:<\/p>\n
Lyon, Jack M. Total Word Domination. PocketPCPress, 2001.<\/p>\n
If you need to do this with lots of documents, you'll want to look at our Puller program:<\/p>\n
http:\/\/www.editorium.com\/puller.htm<\/p>\n
If you only need to do this with a document or two, you can use this sneaky little method:<\/p>\n
1. *Back up your documents* in case anything goes wrong. There, you've been warned.<\/p>\n
2. Click Tools > Replace.<\/p>\n
3. In the Find What box, enter this:<\/p>\n
(*)<\/p>\n
4. With your cursor still in the Find What box, click the No Formatting button to remove any formatting that may be applied to the box.<\/p>\n
5. In the Replace With box, enter this:<\/p>\n
^&<\/p>\n
6. With your cursor still in the Replace With box, click the No Formatting button to remove any formatting that may be applied to the box.<\/p>\n
7. Click the Format button (you may have to click the More button before it's available) and then Font.<\/p>\n
8. Under Effects, put a check in the box of an effect you *know* is not in your document. Shadow should do nicely. You'll probably want to avoid using italic or bold, which probably *are* used in your document.<\/p>\n
9. Click the OK button. The Replace With box should now be labeled as \"Shadow.\"<\/p>\n
10. Put a check in the Use Wildcards checkbox.<\/p>\n
11. Click Replace All.<\/p>\n
All of your parenthetical notes will now be shadowed. Isn't that exciting?<\/p>\n
Now get rid of everything in your document that's not shadowed, leaving only the parenthetical notes:<\/p>\n
1. Click Tools > Replace.<\/p>\n
2. Clear any text from the Find What box.<\/p>\n
3. Click the Format button and then Font.<\/p>\n
4. Make sure the check in the box next to Shadow is *blank*--no checkmark, either black or gray.<\/p>\n
6. Click the OK button. The Find What box should now be labeled as \"Not Shadow.\"<\/p>\n
7. Clear any text from the Replace With box.<\/p>\n
8. With your cursor still in the Replace With box, click the No Formatting button to remove the formatting applied to the box.<\/p>\n
9. Remove the check from the Use Wildcards checkbox.<\/p>\n
10. Click \"Replace All.\"<\/p>\n
Wow, the only thing left in your document is a bunch of shadowed text in parentheses. You want each note to be followed by a carriage return, so if some of them aren't, you may need to put some in:<\/p>\n
1. Click Tools > Replace.<\/p>\n
2. With your cursor in the Find What box, click the No Formatting button to remove the formatting applied to the box.<\/p>\n
3. In the Find What box, enter this:<\/p>\n
)<\/p>\n
4. In the Replace With box, enter this:<\/p>\n
)^p<\/p>\n
5. Click \"Replace All.\"<\/p>\n
Now you may need to get rid of double returns:<\/p>\n
1. Click Tools > Replace.<\/p>\n
2. In the Find What box, enter this:<\/p>\n
^p^p<\/p>\n
3. In the Replace With box, enter this:<\/p>\n
^p<\/p>\n
4. Click \"Replace All.\"<\/p>\n
If you think all of this is too much work, you really should check out our Puller program.<\/p>\n
What's next? Well, for starters, let's get rid of our opening and closing parentheses:<\/p>\n
1. Delete the parenthesis at the beginning of your first note and the end of your last note.<\/p>\n
2. In the Find What box, enter this:<\/p>\n
)^p(<\/p>\n
3. In the Replace With box, enter this:<\/p>\n
^p<\/p>\n
4. Click \"Replace All.\"<\/p>\n
Now let's get those names transposed:<\/p>\n
1. Click Tools > Replace.<\/p>\n
2. With your cursor in the Find What box, click the No Formatting button to remove any formatting that may be applied to the box.<\/p>\n
3. In the Find What box, enter this:<\/p>\n
,( *))<\/p>\n
4. In the Replace With box, enter this:<\/p>\n
^t1<\/p>\n
5. Put a check in the Use Wildcards checkbox.<\/p>\n
6. Click \"Replace All.\" There should now be a tab following each name in your document. Please note that if you've got \"Jr.,\" \"Sr.,\" \"Ph.D.,\" and so on with some of those names, you'll need to get the tab *after* the suffixes and make sure your commas are right. Remember that you can use Find and Replace to help you with this.<\/p>\n
7. Click Edit > Select All to select all the text in your document.<\/p>\n
8. Click Table > Convert > Text to Table.<\/p>\n
9. In the dialog box that appears, make sure \"Number of columns\" is set to 2 and \"Separate text at\" is set to Tabs.<\/p>\n
10. Click the OK button. Your notes are now in two columns, with names in the first one and the bookish stuff in the second one.<\/p>\n
11. Use your mouse to point at the top of the first column. A little black arrow should appear, pointing down.<\/p>\n
12. Click the left mouse button to select the column.<\/p>\n
13. Click Edit > Copy to copy the column.<\/p>\n
14. Create a new blank document.<\/p>\n
15. Click Edit > Paste. The name column should now be all by itself in the new document.<\/p>\n
16. Put your cursor somewhere in column and click Table > Select > Table to select the column.<\/p>\n
17. Click Table > Convert > Table to Text.<\/p>\n
18. Under \"Separate text with,\" select \"Paragraph marks\" and click the OK button. You've now got a list of names *not* in a table.<\/p>\n
19. Download and install our free NameSwapper macro:<\/p>\n
http:\/\/www.editorium.com\/freebies.htm<\/p>\n
20. Run the macro to transpose all those names to last name first. Pretty slick, no? Don't go sorting names or deleting duplicates just yet.<\/p>\n
21. You guessed it, click Edit > Select All to select all those transposed names.<\/p>\n
22. Click Table > Convert > Text to Table.<\/p>\n
23. In the dialog box that appears, make sure \"Number of columns\" is set to 1 and \"Separate text at\" is set to Paragraphs.<\/p>\n
24. Click the OK button. Your names are now back in a column.<\/p>\n
25. Put your cursor somewhere in the column and click Table > Select > Table to select it.<\/p>\n
26. Click Edit > Copy to copy the column.<\/p>\n
27. Switch back to your main document.<\/p>\n
28. Use your mouse to point at the top of the first column. That little black arrow should appear again.<\/p>\n
29. Click the left mouse button to select the column.<\/p>\n
30. Click Edit > Paste Cells to replace the column with your new one full of nicely transposed names.<\/p>\n
Wow, thirty steps! That may be a record. I sure hope I got them all right.<\/p>\n
Now let's de-table-fy your notes:<\/p>\n
1. Put your cursor somewhere in the table and click Table > Select > Table to select it.<\/p>\n
2. Click Table > Convert > Table to Text.<\/p>\n
3. Under \"Separate text with,\" select \"Other\" and put some weird character in the little box. I like to use the tilde character (~), which you'll find on the upper left of your keyboard. Click the OK button to get rid of the table cells and hook your names back up with their notes.<\/p>\n
Easy sledding from here, so I won't outline the rest of the steps in detail, but here's the basic procedure:<\/p>\n
1. Remove the check from the Use Wildcards checkbox.<\/p>\n
2. Find the tildes and replace them with nothing.<\/p>\n
3. Find all occurrences of a space followed by an opening bracket ( [) and replace them with a period followed by a space (. ).<\/p>\n
4. Get rid of the closing brackets and page numbers by doing a wildcard search for this (yes, this will work on a Macintosh)--<\/p>\n
]*[^013]<\/p>\n
--and replacing it with this (note the period):<\/p>\n
.^p<\/p>\n
5. Replace Shadow with Not Shadow.<\/p>\n
6. Sort the notes alphabetically and get rid of duplicates, using the automated techniques explained here:<\/p>\n
http:\/\/www.topica.com\/lists\/editorium\/read\/message.html?mid=1702467672<\/p>\n
7. Go to the top of your document and type \"Bibliography.\" You'll probably need to do some cleanup, but basically you're done. Now, wasn't that easier than typing all those entries by hand?<\/p>\n
To learn more about searching with wildcards, download our free paper \"Advanced Find and Replace in Microsoft Word\":<\/p>\n
http:\/\/www.editorium.com\/ftp\/advancedfind.zip<\/p>\n<\/p>\n
_________________________________________<\/p>\n
RESOURCES<\/p>\n
Need more help automating bibliographies and notes? You may want to look at EndNote, a Microsoft Word add-in designed specifically for that purpose:<\/p>\n