Parallels Step by Step Guide

Thank you for your interest in running Citavi on your Mac. This step-by-step guide will help you set up Citavi, Parallels Desktop 7, and Microsoft Word for Mac so that they work together optimally.

What You Need

To run Citavi on a Mac using Parallels, you need the following:

•A Mac with an Intel processor.
Any Mac model introduced since mid-2006 meets this requirement.

•4GB of RAM or more.
Parallels will work on Macs with as little as 2GB, but it will be slower.

•A copy of Parallels Desktop 7 for Mac.
Parallels 6 will work, but Parallels 5 and earlier do not work correctly with Citavi. This guide assumes you are using Parallels 7.

•A copy of Windows 7, Vista, or XP.
We recommend Windows 7. This guide assumes you are using Windows 7. The steps may vary slightly for Windows XP.
If you are migrating an existing PC that you plan to retire from use, and it is running one of these versions of Windows, you can migrate its copy of Windows so you don't have to buy another copy.

•Microsoft Word for Mac.
In this guide, we use Word 2011, but any version of Word for Mac that runs on your system is fine.

 

Before you begin, you may find it interesting and useful to read the Parallels Desktop 7 for Mac User's Guide. It covers the myriad features Parallels offers.

Step 1: Install Parallels.

If you need help, see chapter 2 of the Parallels Desktop 7 for Mac User's Guide.

Step 2: Install Windows.

Depending on whether you have a Windows disc or .iso file, or whether you are migrating an existing PC, the process is a little different.

To install from a Windows disc or .iso file, follow the instructions in the following guide: How to install Windows virtual machine on Mac using Parallels Desktop.

Important: At the Integration with Mac step of the Parallels Wizard, be sure to choose Like a Mac. This ensures maximum integration of both systems, and the rest of this visual guide assumes that you selected Like a Mac at this step. Additionally, this option saves your Citavi data directly on the Mac, where Time Machine can back it up automatically. This is much, much safer for your data than storing it in the virtual Windows hard disk!

If you do not use the Express installation option, or if you migrate an existing PC, be sure to install Parallels Tools if it doesn't happen automatically.

Complete instructions for all the installation scenarios in Parallels can be found in chapter 3 of the Parallels Desktop 7 for Mac User's Guide.

Hint: We recommend that you install and use antivirus software in your Windows virtual machine. Free antivirus software is fine.

Step 3: Run Windows Update

No matter how new your copy of Windows is, there are always updates for it, and to ensure maximum security of your system, you want to have the latest updates.

Right-click the Parallels menu in the menu bar to show the Windows Start menu. Begin typing "Windows Update" and then click Windows Update to begin.

Run Windows Update repeatedly until no more updates are offered. In particular, on Windows Vista and XP, it is critical that the .NET Framework 3.5, Service Pack 1 update be installed.

Step 4: Install Firefox and Adobe Reader (optional)

If you want to use the Pickers in Firefox and Adobe Reader, you will need to install the Windows versions of each of those programs.

For each one:

4.1. Download the program from the respective website.

Firefox: www.getfirefox.com
Adobe Reader: get.adobe.com/reader

It doesn't matter whether you download with your Mac or Windows browser.

4.2. Run the downloaded setup file. (Unless you chose another folder, it will be in your Mac's Downloads folder.) When you double-click the setup file in the Finder, it will open in Parallels.

Step 5: Install Citavi

5.1. Visit www.citavi.com/download and download the latest version of Citavi. It doesn't matter whether you do this with your Mac or Windows browser.

5.2. Run the downloaded CitaviSetup.exe. (Unless you chose another folder, it will be in your Mac's Downloads folder.) When you double-click it in the Finder, it will open in Parallels.

5.3. If you have existing Citavi projects you want to migrate, copy the Citavi folder for user data (by default, that is the folder Citavi 3 inside My Documents) to your Documents folder on the Mac.

Step 6: Unlock Citavi

To use Citavi Team, Pro, or Reader, you simply need to enter your license key.

6.1. Start Citavi
Right-click the Parallels menu to open the Windows Start menu, then start Citavi.

6.2. Enter Your License Key
On the welcome screen, click License and follow the instructions.

Step 7: Optimize Citavi

These steps will set up Citavi for optimal integration with the Mac.

7.1. Set Citavi to Cite Using the Clipboard
Since Citavi cannot communicate with Word for Mac directly, you have to paste Citavi placeholders into the text manually. To make this easier, you can set the Publication Assistant to copy the placeholder to the Clipboard just by double-clicking. Here's how:

1. If Citavi isn't running, start it as described in step 6.1.
2. Open any project. If you don't have any existing projects of your own, you can just open the sample project.
3. On the Tools menu, click Options.
4. Under Publication Assistant, in the Default word processor list, click Word.
5. In the Double-click reference list, click Copy.
6. In the knowledge item list, also click Copy.
7. Click OK to finish.

7.2. Add Citavi to the Dock
You may have noticed that when Citavi is running, it appears in the Dock (with a small Parallels badge to show that it is a Windows program). You can keep the Citavi icon in the Dock, so that a single click will automatically open Parallels, start Windows, and start Citavi.

1. Right-click the Citavi icon in the Dock. Point to Options and then click Keep in Dock.
2. Exit Citavi.

7.3. Set Word for Mac as the Default Program for RTF Files
Using Citavi and Word for Mac together relies on saving documents as RTF. (Don't worry, this won't alter your documents.) By telling both Windows and Mac OS X that you want Word for Mac to be the default program for RTF files, formatting your documents will be just as seamless as on Windows.

7.3.1. Configuring RTF on Mac OS X

1. Create an RTF File on the Desktop. Use Word to create a simple document (a single letter is enough), on the File menu, click Save as, then choose Rich Text Format (.rtf) as the file format when saving. Save it to the Desktop, then quit Word.

 
2. Get Info on the RTF file. Either right-click the RTF file and click Get Info, or click the RTF file to highlight it, then press Command-I.

 
3. Under Open with, click Microsoft Word.

 
4. Click Change All.
5. Double-click the RTF file to verify that it opens in Word for Mac and not in TextEdit.
6. Quit Word.

 

7.3.2 Configuring RTF on Windows

1. Click the Parallels menu and click Exit Coherence to show the Windows desktop in a window.

 
2. On the Windows desktop, you should see the same RTF file you created in 7.3.1. Right-click the RTF file, point to Open with, and then click Choose default program.

 
3. Click Microsoft Word (Mac) and make sure the Always use the selected program to open this kind of file checkbox is selected.

Hint: If Microsoft Word (Mac) does not appear, click Cancel, then on the Virtual Machine menu, click Configure, then switch to the Options tab and click Applications in the left column. Clear the Share Mac applications with Windows checkbox, wait at least a full two minutes, then select the checkbox again. Wait another two minutes, then continue at step 2 again.
 

4. Click OK. The file should open in Word for Mac and not in WordPad.
5. On the View menu, click Enter Coherence to hide the Windows desktop again.

Step 8: Use Citavi to Write with Word

8.1. Starting Citavi
You can start Citavi any of the following ways:

• Click Citavi in the Dock, if you added it in step 7.2.

• Click the Windows Applications folder in the Dock and click Citavi.

 

• Press Command–Space bar to open Spotlight and then type "Citavi".

• Start Parallels, right-click the Parallels menu in the menu bar, and start Citavi from the Start menu.

8.2. Using Word
Use Microsoft Word for Mac to write your paper. When creating new documents, go ahead and save them to RTF format (Rich Text Format) from the beginning. Then you won't have to worry about converting later. A few features in Word 2011 and 2008 are unavailable when saving to RTF; unfortunately, there is no way around this.

8.3. Using Citavi
Citavi running in Parallels works just like Citavi on a Windows PC. Use all of Citavi's features as you normally would. The only exception is the Pickers. These only work within the Windows environment, so if you want to use the Pickers, you must use Internet Explorer, Firefox, or Adobe Reader for Windows, even if you have the Mac versions installed. Refer to step 4 above.

8.4. Inserting Citavi Citations and Knowledge Items into Word
While writing, when you need to insert a citation or a knowledge item, switch to Citavi, then on the Citation menu, click Publication Assistant (or press F7) to open the Publication Assistant. Find the reference or knowledge item you want to insert, then double-click it to copy it to the Clipboard. Switch to Word, place the insertion point where you want to insert, and paste the Clipboard contents into the Word document.
 

8.5 Formatting the Document
If you haven't done so already, save the document in RTF format. Then in Citavi, on the Citation menu, click Format publication, select the unformatted document in RTF format and proceed with formatting. When Citavi asks if you want to open the document in your word processor, click Yes. The formatted document should open in Word for Mac.

Step 9: Shut Down Windows

9.1. When you're done using Citavi, the very best thing is to fully shut down Windows. To do so, right-click the Parallels menu to open the Windows Start menu, then shut down as you would normally. Do not quit Parallels until Windows has finished shutting down!! When Windows has shut down completely, you see this screen:

9.2. If you are in a hurry, instead of shutting down Windows, you can suspend it. To suspend, just click the Parallels menu and click Quit Parallels. Parallels will quickly save Windows' state. When you start Parallels again, it will resume Windows as it was. There is, however, a slightly higher risk of data loss with this method.

Warning: Do not force quit Parallels, and do not use the Stop command in Parallels unless the Windows virtual machine has crashed. Both of these can lead to data loss, the same way that unplugging a desktop PC while it is running can lead to data loss. Always shut down or suspend Windows as described above.

URL for this page: http://manual.citavi.com/en/?parallels_step-by-step.htm (Last updated: 11.07.2012 12:41:22)
Still have questions? Please visit our Service Portal where you can search our Knowledge Base and send questions to the Citavi team.