HELP!! style variant of Harvard Leeds needed for Word 2007

Oct 7, 2009 at 3:56 PM

Hi

The styles you guys have created are fantastic!! Keep up the good work.

After starting a Masters at a different university (Sheffield Hallam) I've been told to use yet another variant of Harvard!!

Required style:

Book:  GREENSTREET, Bob T., GREENSTREET, Karen and SCHERMER, Brian (2005). Law and practice for architects. Oxford, Architectural.

Web site:  CRICK, Bernard (2002). George Orwell: voice of a long generation. [online]. Last accessed 12 November 2006 at: http://www.bbc.co.uk/history/british/britain_wwtwo/orwell_01.shtml

Journal:  POPLE, Nicolas and CADJI, Miriam (2001). Roofing. RIBA Journal, 108 (3), 70-76.

And just to be awkward they also ask for the website if the journal is accessed online: POPLE, Nicolas and CADJI, Miriam (2001). Roofing. [online]. RIBA Journal, 108 (3), 70-76. Article from SwetsWise last accessed 4 Aug 2006 at: http://www.swetswise.com/

The closest I have found is the Harvard Leeds style that was created by Yves (Thanks!!), and by following the guides on this site I've managed to edit the Harvardleeds.XSL file to change the case, first names and initials of the citation in the text and bibliography, and of editors and internet address.  However, I'm struggling to get rid of the prefixes "p." and "pp.", insert a comma after the journal title (instead of period) and insert spaces between the issue and volume. Currently the above journal article appears as: RIBA Journal. 108(3), pp.70-76 and i would like it to appear as "RIBA Journal, 108 (3), 70-76". I've found where the prefixes are in the xsl file "'p. :pp. '" but don't know how to change it as nothing has worked so far.

I've noticed in the xsl file that an "ElectronicJournalArticle" source type has been created but this does not appear in the options in Word. I've ran BibWordExtender2.exe on the document using the extend option, but it doesn't show up in the source options in Word.  I've downloaded the BibWord_Stylesheet, but am not exactly sure what I'm supposed to do with it - should it be placed in a specific folder?

This is the 1st time I'm had a crack at xml/xsl editing (I'm an Environmental Management student!) and I don't understand the language, so I'm quite pleased with what I've done so far, but any help you could give would be FANTASTIC!! And will save me a hell of a lot of time with all the work I will be doing this year. 

As Sheffield Hallam has 27,000 students who need to use this system, the creation of a variant style could be extremely helpful (by someone who knows what their doing!!).  I can supply the university referencing guide if it will help.

Thanks guys,

Jonny

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mso-footer-margin:36.0pt; mso-paper-source:0;} div.Section1 {page:Section1;} --><!--[if gte mso 10]> <mce:style><! /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-priority:99; mso-style-qformat:yes; mso-style-parent:""; mso-padding-alt:0cm 5.4pt 0cm 5.4pt; mso-para-margin-top:0cm; mso-para-margin-right:0cm; mso-para-margin-bottom:10.0pt; mso-para-margin-left:0cm; line-height:115%; mso-pagination:widow-orphan; font-size:10.0pt; font-family:"Times New Roman","serif"; mso-fareast-font-family:SimSun;} --> <!--[endif]-->Journal of Coastal Research. 22(5), pp.1094-1107
Coordinator
Oct 7, 2009 at 7:09 PM
Edited Oct 7, 2009 at 7:12 PM

"p." and "pp." are the default prefixes if nothing else if available. So if you remove all prefixes, it falls back to that. What you can do is make them empty. So you would get

%Pages:::%

Changing the period to a comma is just replacing it after the journal name.

The thing with Word is that not enough types have been defined. The "ElectronicJournalArticle" is an extra type. To use its formatting, you have to enter that type in the "Type" field. Note that you might have to switch your source type from Journal Article to Patent to actually see that field. Once you filled in the Type field, you can switch back from Patent to Journal Article. It's cumbersome, and there are easier ways. I'm a bit hesitant to demonstrate those other ways as they can result in invalid sources (according to the open xml specification) though Word processes them correctly. Further down in this post, I'm going to show you a trick to extend the "Journal Article" type so you can also insert information for electronic journal articles. This won't invalidate anything, but the extra fields will of course only be displayed in a bibliography created with your style. Other styles will see the fields but won't know what to do with them.

The BibWord_Stylesheet is actually the core of the project. Its the entire engine stripped to its bare minimums. All the styles you find on this site are actually that file with one difference: the "data" variable (commonly defined near the top). It is only interesting for people creating styles from scratch, or people updating their existing styles to a newer version of the engine.

Assuming that you have your authors formatted correctly for journal articles, I'm going to tell you how to do the other parts in a step by step fashion.

So the first thing you want are the authors, or in case there are no authors, the display of the string "Anon." which is commonly used for anonymous works:

{%Author:2|"Anon."%}

Next you want to add a space, followed by the year between brackets.

{ (%Year%)}

Of course, in case you have multiple entries from the same author in the same year, you would want a suffix. Note that you can only get suffices from the Extender tool. So the above would become:

{ (%Year%{%YearSuffix%})}

Now you want a period, whatever has been displayed so far. So you can just attach one to what you already have:

{%Author:2|"Anon."%}{ (%Year%{%YearSuffix%})}.

Next you want the title, followed by a period:

{ %Title|ShortTitle%.}

We use ShortTitle here as a fallback mechanism. You never know that someone filled in a Short Title but no Title.

Next we want the title of the Journal to appear:

{ %JournalName%}

And as we want the journal name, to be in italics, we wrap the thing in the html tags for italics (<i></i>). So we get:

{ &lt;i&gt;%JournalName%&lt;/i&gt;}

Next there are a couple of options. To ensure that our commas are always perfectly in order, we can consider all cases separately:

  • volume, issue, and pages are available: {, &lt;b&gt;%Volume%&lt;/b&gt; (%Issue%), %Pages:::%}
  • volume and issue are available, but pages isn't: {, &lt;b&gt;%Volume%&lt;/b&gt; (%Issue%)}
  • volume and pages are available, but issue isn't: {, &lt;b&gt;%Volume%&lt;/b&gt;, %Pages:::%}
  • issue and pages are available, but volume isn't (issue isn't displayed between brackets): {, %Issue%, %Pages:::%}
  • only volume is available: {, &lt;b&gt;%Volume%&lt;/b&gt;}
  • only issue is available: {, %Issue%}
  • only pages is available: {, %Pages%}

Basically, if you concat all the options after each other, going from the one with the most variables to the one with the least variables, you will cover everything and BibWord will display everything perfectly. Note that the above can be written a lot shorter using nested conditions. I just wanted to make things clear by going over all possibilities in an exhaustive way.

Finally we add a period at the end. So the entire format string now looks like:

{%Author:2|"Anon."%}{ (%Year%{%YearSuffix%})}.{ %Title|ShortTitle%.}{ &lt;i&gt;%JournalName%&lt;/i&gt;}{, &lt;b&gt;%Volume%&lt;/b&gt; (%Issue%), %Pages:::%}{, &lt;b&gt;%Volume%&lt;/b&gt; (%Issue%)}{, &lt;b&gt;%Volume%&lt;/b&gt;, %Pages:::%}{, %Issue%, %Pages:::%}{, &lt;b&gt;%Volume%&lt;/b&gt;}{, %Issue%}{, %Pages%}.

Now we want this string to be also usable in case the article comes from an online source. There is a tiny problem here. Microsoft does not provide a field to store the database name in so we have to use another field. My suggestion would be to use InternetSiteTitle (Name of Website). So what extra fields do we want to insert:

  • Medium: to indicate that it is online, or a cd-rom for example
  • InternetSiteTitle: the title of the online database
  • DayAccessed, MonthAccessed, YearAccessed: the date it was accessed
  • URL: the online address.

Medium can be inserted just before the journal name:

...{ %Title|ShortTitle%.}{ [%Medium%].}{ &lt;i&gt;%JournalName%&lt;/i&gt;}...

If no medium is available, then nothing will be displayed, not even the square brackets.

The remainder can be put at the end. Again you should consider doing it exhaustive. That way, you can capitalize "Last" in "last accessed" if there is no database title available.

  • { Article from %InternetSiteTitle% last accessed {{%DayAccessed% }%MonthAccessed:s% }%YearAccessed% at: %URL%}
  • { Last accessed {{%DayAccessed% }%MonthAccessed:s% }%YearAccessed% at: %URL%}
  • { Accessed at: %URL%}

Note that there are more than those 3 possibilities, but this should cover most cases. So now, the entire string looks like:

{%Author:2|"Anon."%}{ (%Year%{%YearSuffix%})}.{ %Title|ShortTitle%.}{ [%Medium%].}{ &lt;i&gt;%JournalName%&lt;/i&gt;}{, &lt;b&gt;%Volume%&lt;/b&gt; (%Issue%), %Pages:::%}{, &lt;b&gt;%Volume%&lt;/b&gt; (%Issue%)}{, &lt;b&gt;%Volume%&lt;/b&gt;, %Pages:::%}{, %Issue%, %Pages:::%}{, &lt;b&gt;%Volume%&lt;/b&gt;}{, %Issue%}{, %Pages%}.{ Article from %InternetSiteTitle% last accessed {{%DayAccessed% }%MonthAccessed:s% }%YearAccessed% at: %URL%}{ Last accessed {{%DayAccessed% }%MonthAccessed:s% }%YearAccessed% at: %URL%}{ Accessed at: %URL%}

Now one issue remains: how do you fill in the electronic information parts? After all, Word does not provide any entries for them. The lazy solution: switch to web site as a source type, fill in the fields there, then switch back to journal article. Word will store everything perfectly and you won't have to worry about a thing. Of course, it would be much better if you didn't have to switch. That is also possible but requires some changes to one of the Word files.

The order and availability of the elements you can input for a given source type is defined in a file called bibform.xml. Normally this file can be found in

C:\Program Files\Microsoft Office\Office12\1033\Bibliography

where the 1033 could be a different number for you. It represents the localization of your copy of Word (1033 = US English).

If you open the file you will notice a huge bunch of xml code. For each type, an entry is available in the form:

<Source type="JournalArticle" display="Journal Article">
  <!-- all definitions -->
</Source>

The children of a source element are the different fields you require together with some information about what to display and how to store them. For example:

<Tag>
    <Label>Journal Name</Label>
    <DataTag>b:JournalName</DataTag>
    <Sample>Example: Adventure Works Monthly</Sample>
</Tag>

What you can do is copy paste the electronic fields from other source types inside the Source element for JournalArticle. You would want to add the following code inside the Source element:

<Tag>
  <Label>Name of Web Site</Label>
  <DataTag>b:InternetSiteTitle</DataTag>
  <TitlePriority>3</TitlePriority>
  <Sample>Example: A. Datum Corporation Web site</Sample>
</Tag>
<Tag>
  <Label>Year Accessed</Label>
  <DataTag>b:YearAccessed</DataTag>
  <Sample>Example: 2006</Sample>
</Tag>
<Tag>
  <Label>Month Accessed</Label>
  <DataTag>b:MonthAccessed</DataTag>
  <Sample>Example: January</Sample>
</Tag>
<Tag>
  <Label>Day Accessed</Label>
  <DataTag>b:DayAccessed</DataTag>
  <Sample>Example: 1</Sample>
</Tag>
<Tag>
  <Label>URL</Label>
  <DataTag>b:URL</DataTag>
  <Sample>Example: http://www.adatum.com</Sample>
</Tag>
<Tag>
  <Label>Medium</Label>
  <DataTag>b:Medium</DataTag>
  <Sample>Example: Document</Sample>
</Tag>

If you save the file and try to edit a Journal Article source, all fields should now be available. Note that you might want to select "Show all fields" depending on how you defined your important fields.

For testing purposes, you can enter your entry in the source manager:

  • Author: Pople, Nicolas; Cadji, Miriam;
  • Title: Roofing
  • Journal Name: RIBA Journal
  • Year: 2001
  • Pages: 70-76
  • Volume: 108
  • Issue: 3
  • Name of Website: SwetsWise
  • Year Accessed: 2006
  • Month Accessed: 8
  • Day Accessed: 4
  • URL: http://www.swetswise.com/
  • Medium: online

Now remove selective fields to see what gets displayed when. A couple of examples (note I didn't configure my authors to your requirements as you said you already managed that):

Complete:

Pople, N. & Cadji, M. (2001). Roofing. [online]. RIBA Journal, 108 (3), 70-76. Article from SwetsWise last accessed 4 Augustus 2006 at: http://www.swetswise.com/

With 'Month Accessed' removed:

Pople, N. & Cadji, M. (2001). Roofing. [online]. RIBA Journal, 108 (3), 70-76. Article from SwetsWise last accessed 2006 at: http://www.swetswise.com/

Note that as the month isn't available, the day isn't displayed either.

With 'Volume' removed:

Pople, N. & Cadji, M. (2001). Roofing. [online]. RIBA Journal, 3, 70-76. Article from SwetsWise last accessed 4 Augustus 2006 at: http://www.swetswise.com/

Issue is now displayed without parenthesis.

Without a database name (Name of Website):

Pople, N. & Cadji, M. (2001). Roofing. [online]. RIBA Journal, 108 (3), 70-76. Last accessed 4 Augustus 2006 at: http://www.swetswise.com

As you can see, "Last accessed" is now nicely capitalized.

With all electronic fields removed:

Pople, N. & Cadji, M. (2001). Roofing. RIBA Journal, 108 (3), 70-76.

And so on ...

This should provide you with enough information to generate format strings for all other entries as well.

Oct 7, 2009 at 8:58 PM

WOW!!!!!! Nice 1 Yves. This is going to be a massive help, thanks for taking the time to talk me through it.  After a quick read through the process seems a lot simpler than it appears, and I can see where I was going wrong... but I'd better not speak to soon!! I was looking at the p. and pp. in the gumph at towards the bottom of the page with the descriptions (exceptions??). I'm guessing that part should be left alone for my needs at present.  I'll work on this over the next week and see how I get on.

Thanks a lot - BIG UP URSELF!!