Technology How To

Overview

• Using Audacity to listen
• Using the Word document template
• Setting up your workspace for transcription
• Transcription tips

Using Audacity to listen to the interview

• Audacity is an audio editing program that is available on your Thinkpad under start >> Digital Media Tools >> Audio Editors. It is also available at http://www.audacity.com
• Obtain a copy of your oral history and open it in Audacity (Or right click>>Save as this training file)
• You will notice that Audacity has common stop, play, and pause buttons in the upper left hand corner of the screen. You can use these during playback to pause the audio while you catch-up on transcription.
• In order to transcribe at a reasonable speed, you probably want to slow down the playback. To do this:
  1. Click on Edit >> Select >> All
  2. Click on Effect >> Change Speed
  3. The Extent to which you slow it down depends on how fast your interviewee talked. Start out with a 15% decrease in speed and hit preview.
  4. If this works, click ok, the entire file will be slowed down. This will take several minutes
  5. If you are only transcribing a portion of the interview you can just slow down that portion.
  6. Be sure to save this as a new file (if you save it) so you do not overwrite your original recording.
• Once you have the audio at a speed which works, open the document template, familiarize yourself with the text-insertion shortcuts, and lay out your work-space for transcription

Using the Word document template

• Download the Word transcription template that has been setup for use with WFU oral histories
• Open the word document and enable Macros by clicking on the options button next to the security warning in the upper left-hand corner of the word document
• In the window that pops-up, select “Enable content” and click ok. This will enable macros for this session only



• This word document contains two macros
  1. CTRL-R - This macro inserts a properly formatted entry for the Interviewer
  2. CTRL-E - This macro inserts a properly formatted entry for the Interviewee
• You can use these two macros to help distinguish comments as you transcribe. You should hit “Enter” to move to a new line before using either of these two macros
• Once you have completed transcribing your interview, you can use Find/Replace in word to replace all of the occurrences of the phrase “Interviewee:” with the interviewee’s name

Setting up your workspace for transcription

• To setup your computer’s workspace for transcribing, it is best to manually re-size your windows so you can see both at the same time.
• You only need to be able to see the play/pause buttons in audacity once you are ready to transcribe.
• To re-size the window, use the window controls in the upper right hand corner to “Restore down” the window
• Grab the lower right hand corner of the application window and re-size it so that it fills only a portion of the screen. Grab the title bar to position the window over to the side
• Repeat thsi process with Microsoft Word so that you can see both applications at the same time.
• Setting up your workspace for transcirption

Transcription tips

• If you are transcribing with multiple people, break the interview into multiple segments and transcribe independently. At the end, merge all three transcripts into a single document
• While transcipriotns should be verbatim, it can be difficult to capture every word, pause, and punctuation. Don’t get overwhelmed trying to replicate the cadence and structure of content, getting accurate word and sentence structure is adequate.
• Make use of the pause button during transcription to keep up. Be sure to save your word document frequently!

Getting Started with EndNote Web

For EndNote Web, you can register for classes, view videos (including videos with subtitles in French, Portugues, Italian, German, and Spanish), or download videos, all from the EndNote Web training page. Below is an overview for using EndNote Web from the Web of Science database.

Creating a Folder for your References

Before beginning your bibliography, Click the Create New Folder link on the Main Menu. Give your folder a name in the pop-up box that appears and Click OK.

Creating a New Reference

• Click the New Reference Link on the Main EndNote Web menu.
• Select the type of reference you will be entering from the Reference Type Drop-Down list (Encyclopedia, Book, Journal Article, etc.).
• Fill out the fields that appear. Note the Abstract, Notes and Research Notes boxes on the left of the screen.
• Select the folder to save the reference to from the Save To… drop-down box at the top of the screen.
• Click the Save Button.

Setting your Output Style

• Click on Output Styles in the Main Menu on the EndNote Web Page
• Scroll through the list of available Output Styles to find the ones you want to be on your favorites list.
• Click on the style and click the Copy to Favorites button to add them.

Exporting Your Citations to MS Word

NOTE: If you are doing a complete bibliography of all the sources in your folder, you can skip this step and go straight to the Bibliography link steps below.

• Go to your Reference Folder for LIB100.
• Click the box next to the resource(s) you want to send to MS Word.
• Click the Copy to Export List Button at the top of the screen.

• Click on the Bibliography link on the Main Menu
• In the References Drop-Down list select Export List (or your folder name to send all of your references to your list).
• In the Bibiliography Output Style Drop-Down List select your style (i.e. MLA)
• In the File Format Drop-Down list select RTF. (this will include formatting)
• Click the Save To… button and you will be prompted to open the file.
• The file will open in MS Word.
• You will need to go to the File Menu > Save As to save the file to your hard drive.

IMPORTANT

EndNote Web does not export things perfectly. You will need to check (at the least) the following features of your citation list and make changes if necessary.

• Spacing: MLA Citations should be double-spaced.
• Capitalization: MLA Citations have all the major words in the title capitalized
• Position of Elements: In some cases the elements of the citations are not in the correct order. For example, if you enter an article in a multi-volume encyclopedia, the number of volumes should go after the Editor, not at the end of the citation.
• Punctuation: Especially true around URLs when citing web resources.

Customized Reference Types

There are 3 unused reference types you can use to define a new type of reference.

1. Select Edit/Preferences/Reference Types/Modify Reference Types
2. Use the drop down list to find one of the unused types
3. Rename the Generic field to your custom name
4. Fill in text next to the fields you wish to use
5. Click OK

This will make your custom reference type appear as an option when you create a new reference. You will be able to enter data into your chosen fields. It will NOT format a citation for the reference type, however.

Modifying Output Styles

Styles are configured in templates and there are templates for each reference type within the following areas: citations (within the body of the text), bibliographies, and footnotes.

Always copy an existing style and modify it:

1. Select Edit/Output Styles/Open Style Manager
2. Scroll to existing style and select Edit
3. Use File/Save As and create a new name.
4. Make your changes to this copy

What can you change?

1. • Delete unwanted field names or punctuation
   • Retype punctuation you want
   • Insert new fields with the Insert Field button
   • Format your custom reference type

Special Formatting Characters

Link Adjacent Text (Using the Non-breaking space): Makes the appearance of a word or abbreviation dependent on the presence of data in the specified field. It appears as a small diamond.

Forced Separation: If you don’t want text or punctuation to be dependent on the preceding or following field, use the vertical bar character (|).

Singular/Plural Term Separator (Caret ^): Use this to specify both singular and plural forms of labels for editors or pages: ed.^eds

Term Lists

Create up to 31 term lists for any library. They can be used to store keywords, author names, journal names, and/or subject terms.
Steps:

1. Select a field to use to store the list
   (There are seven custom fields)

• Edit/Preferences/Reference
  Types/Modify Reference Types
• Select a field and enter a heading
  to display an individual reference
• Click on Apply to All Ref Types
• Remember “real label” name

2. Create a text file with the terms you want to include (one term per line)
3. Go to Tools/Define List/Create List
4. Create list and name it
5. Import your term text file into the list you create
6. Link the list to the field you set up in Step 1
above.

To insure a controlled vocabulary, uncheck boxes in Edit/Preferences/Term Lists:
?Suggest Items While You Type
?Update lists when importing or pasting references
?Update lists during data entry

New terms can be added manually: Tools/Open List - Click on list and then on Term tab. Click on New Term.

Changing Text Globally
Select Edit/Change Text

• Correct misspellings
• Update authors’ names
• Replace one term with another

Changing and Moving Fields
Select References/Change and Move Fields…
To make changes in content of a field for references showing in the Library window:

• Add a keyword to a group of references
• Date or label a set of imported references
• Move fields of information in a set of imported records

Traveling Library

A traveling library can be handy if you are collaborating on a project and want to exchange the working document with a colleague - only including those references cited in the document. Exporting to a traveling library creates a smaller Endnote library with only this subset of references.

The traveling library doesn’t contain Notes, Abstracts, Images, or Captions.

To export references to a traveling library from a Word document:

1. Open the document in Word.
2. Select Tools/EndNote/Export Traveling Library
3. Select either: an existing EndNote Library or a new EndNote library (*preferred method)

To import references from a Word document into an EndNote library:

1. With your document open, from within EndNote:
2. Select Tools/Cite While You Write/Import Traveling Library

Removing Field Codes

When submitting an electronic copy of your paper to a publisher, you will probably be asked to remove the Cite While You Write field codes as they may be incompatible with the publishing software.

The end result is that all formatted citations and the bibliography are saved as text.

1. To be on the safe side, make a copy of your formatted Word document using File/Save As (select a new file name). Work from the copy, not the original!

1. Select Tools/EndNote/Remove Field Codes

1. A copy of the document, without field codes appears in a new document window. From File, select Save and select a new name.

Getting Page Number in Footnotes

1. Highlight the formatted citation in the Word document.
2. Select Edit Citation (Tools - EndNote - Edit Citation).
3. In the Pages field, enter the page number(s).
4. Click OK.

Getting Page Number into in-text Citations

1. Highlight the formatted citation in the Word document.
2. Select Edit Citation (Tools - EndNote - Edit Citation).
3. In the Suffix field, enter the page numbers.
4. Enter any additional information such as a , or p with the spacing between such additional characters, exactly as you want to see it on screen.
5. Click OK.

What is EndNote?

• EndNote is an online search tool- It provides a simple way to search online bibliographic databases and retrieve the references directly into EndNote. EndNote can also import data files saved from a variety of online services, CD-ROMs, and library databases.
• EndNote is a reference database and image database- It specializes in storing, managing, and searching for bibliographic references in your private reference library. Now you can organize images including charts, figures, and equations with a caption and your own keywords.
• EndNote is a bibliography maker and manuscript maker- It formats citations and figures in Microsoft Word with the Cite While You Write technology. Watch the bibliography and figure list appear as you insert citations in your manuscript. New Microsoft Word templates guide you through the exacting manuscript requirements of publishers.

EndNote Web Based Training

• Can be found at: http://www.endnote.com/training/tutorials/EndNoteX2/EndNote_X2.asp

Getting Started with EndNote

• To open the application: Programs>EndNote>EndNote Program
• To access a sample EndNote library
  • Select “Open an existing EndNote Library”
  • Click Browse.
  • Open the EndNote folder, the open the Examples folder and select “paleo.enl”
• To create a new EndNote library:
• Select “Create a new EndNote Library”

Note: there is no limit to the size of an EndNote library

Pictured below is the sample EndNote library “Paleo.enl”

By double-clicking on an item, the complete entry can be seen:

Setting EndNote Preferences
The example below shows how to modify the reference type.

• To access the preferences, click the Edit menu and select Preferences.
• To modify the reference type fields, click Reference Types in the navigation pane on the left and select the reference type from the pull down on the right.
• An Edit Reference Type window will appear. Fields that have typed entry headings will appear in individual reference records; those that are blank will not appear.

Making a New Reference

• To create a new reference, click on the References menu and select “New Reference.”
• Click on the “Reference Type” dropdown and select the material type.
• Use the Tab key to move from field to field inserting content as you go.

To create a figure reference, click on the References menu and then click Insert Object

After inserting the figure, insert caption text as seen below.

After inserting caption text, insert Keywords. Keywords in black indicate the term was in the library. Keywords in red are new entries to the library.

Setting EndNote Styles
Styles are a particular method of documenting your work. These styles are templates to arrange information in your references for citations and bibliographies.

• Click on the Edit menu and select Output styles and click Open Style Manager.
• Select the style of your choice
• Checking the box beside the name causes the style to appear in drop down menu as seen below. This allows for easy access to your most frequently used styles.
• Close the EndNote Style window

Searching the EndNote Library for a set of References.
To search the library:

• Click on the References menu
• Select Search References
• Select field to search and conditions
• With multiple field searches, select and, or, or not.

Printing Search Results into a Bibliography

• Select the Reference to be included in the Bibliography (use ctrl + click to select non-contiguous entries)
• Choose an Output Style.
• Click on the References menu and select Show selected references.
• Click on the File menu.

Using Native Database Interface to import references to EndNote

Many library databases can export records directly into EndNote. Here’s an example using EBSCOhost:

1. Open EndNote and Library
2. Conduct a search in EBSCOhost
3. Save selected results to folder
4. Select Folder View
5. Check off the items you want (or Select All)
6. Click on the Export icon
7. Make sure the radio button “Direct Export to EndNote, ProCite, or Reference Manager” is chosen
8. Press Save.

Using Native Database Interface to import references to EndNote

Here’s an example using PubMed (MEDLINE):

1. Open EndNote and Library
2. Conduct a search for ‘bulimia’ in PubMed
3. Mark desired records
4. In the Display field select MEDLINE
5. In the Send To field select TEXT.
6. Save the browser page as a text file (see image below).
7. Return to EndNote
8. Select your library.
9. Go to File > Import
10. Browse to the file on the Desktop.
11. Click Import Option pulldown menu and select Other Filters
12. Scroll to PubMed.
13. Highlight and click Choose

Note: only the imported records will appear. To view the entire library, go to the References menu and click Show all References.

Cleaning up Citations
Citations retrieved via Z39.50, direct exporting, and import filters may vary greatly in data placement consistency. Vendors store required citation information in different fields, so you need to review your citations and clean them up to ensure your citations are correct.

In the example record shown above:

• The volume field also lists the full name of JAMA (remove, leaving 291 only)
• The ISSN field is blank; you will find it in the Notes field (cut and paste it into ISSN) You will need ISSN to aid in retrieval of full text
• The record was sent as a generic record (change to journal article)

Retrieving and Storing Link Information and Full Text of Journal Article Citation
Citations retrieved from subscription databases do not always bring along the URL that links back to the full text and almost never retrieve the PDF version of the full text. Since access to specific articles may change during a long term project, it is recommended that, in addition to copying the URL into the citation record, retrieve and store the PDF or full text with your citation.

Retrieving Full Text from the Native Interface:

1. Save the PDF to your desktop
2. Open the citation record
3. Highlight the Figure field
4. Select References/Figure/Attach Figure…
5. Browse to saved PDF file
6. Click OK

Retrieving Full Text from within EndNote:
Some databases are citation or abstract only (Historical Abstracts is an example). EndNote includes a new feature called OpenURL, a protocol for describing citation information that queries a link resolver database to locate the full text if WFU subscribes to it. “WFU Full Text Options” is our link resolver. The information needed to direct the query can be configured in EndNote Preferences (shown below).

If your OpenURL isn’t configured, go to:

http://zsr.wfu.edu/research/endnote/open_url.txt to copy/paste the information into the dialog boxes shown below. Take care to eliminate any extra carriage returns after you paste in the information.

Once the Preference dialog box is configured:

• Open the individual record.
• Select References/OpenURL Link
• From Full Text Options, click on journal or article link to access the article.