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# BibTeX Formatting Guide
Comprehensive guide to BibTeX entry types, required fields, formatting conventions, and best practices.
## Overview
BibTeX is the standard bibliography format for LaTeX documents. Proper formatting ensures:
- Correct citation rendering
- Consistent formatting
- Compatibility with citation styles
- No compilation errors
This guide covers all common entry types and formatting rules.
## Entry Types
### @article - Journal Articles
**Most common entry type** for peer-reviewed journal articles.
**Required fields**:
- `author`: Author names
- `title`: Article title
- `journal`: Journal name
- `year`: Publication year
**Optional fields**:
- `volume`: Volume number
- `number`: Issue number
- `pages`: Page range
- `month`: Publication month
- `doi`: Digital Object Identifier
- `url`: URL
- `note`: Additional notes
**Template**:
```bibtex
@article{CitationKey2024,
author = {Last1, First1 and Last2, First2},
title = {Article Title Here},
journal = {Journal Name},
year = {2024},
volume = {10},
number = {3},
pages = {123--145},
doi = {10.1234/journal.2024.123456},
month = jan
}
```
**Example**:
```bibtex
@article{Jumper2021,
author = {Jumper, John and Evans, Richard and Pritzel, Alexander and others},
title = {Highly Accurate Protein Structure Prediction with {AlphaFold}},
journal = {Nature},
year = {2021},
volume = {596},
number = {7873},
pages = {583--589},
doi = {10.1038/s41586-021-03819-2}
}
```
### @book - Books
**For entire books**.
**Required fields**:
- `author` OR `editor`: Author(s) or editor(s)
- `title`: Book title
- `publisher`: Publisher name
- `year`: Publication year
**Optional fields**:
- `volume`: Volume number (if multi-volume)
- `series`: Series name
- `address`: Publisher location
- `edition`: Edition number
- `isbn`: ISBN
- `url`: URL
**Template**:
```bibtex
@book{CitationKey2024,
author = {Last, First},
title = {Book Title},
publisher = {Publisher Name},
year = {2024},
edition = {3},
address = {City, Country},
isbn = {978-0-123-45678-9}
}
```
**Example**:
```bibtex
@book{Kumar2021,
author = {Kumar, Vinay and Abbas, Abul K. and Aster, Jon C.},
title = {Robbins and Cotran Pathologic Basis of Disease},
publisher = {Elsevier},
year = {2021},
edition = {10},
address = {Philadelphia, PA},
isbn = {978-0-323-53113-9}
}
```
### @inproceedings - Conference Papers
**For papers in conference proceedings**.
**Required fields**:
- `author`: Author names
- `title`: Paper title
- `booktitle`: Conference/proceedings name
- `year`: Year
**Optional fields**:
- `editor`: Proceedings editor(s)
- `volume`: Volume number
- `series`: Series name
- `pages`: Page range
- `address`: Conference location
- `month`: Conference month
- `organization`: Organizing body
- `publisher`: Publisher
- `doi`: DOI
**Template**:
```bibtex
@inproceedings{CitationKey2024,
author = {Last, First},
title = {Paper Title},
booktitle = {Proceedings of Conference Name},
year = {2024},
pages = {123--145},
address = {City, Country},
month = jun
}
```
**Example**:
```bibtex
@inproceedings{Vaswani2017,
author = {Vaswani, Ashish and Shazeer, Noam and Parmar, Niki and others},
title = {Attention is All You Need},
booktitle = {Advances in Neural Information Processing Systems 30 (NeurIPS 2017)},
year = {2017},
pages = {5998--6008},
address = {Long Beach, CA}
}
```
**Note**: `@conference` is an alias for `@inproceedings`.
### @incollection - Book Chapters
**For chapters in edited books**.
**Required fields**:
- `author`: Chapter author(s)
- `title`: Chapter title
- `booktitle`: Book title
- `publisher`: Publisher name
- `year`: Publication year
**Optional fields**:
- `editor`: Book editor(s)
- `volume`: Volume number
- `series`: Series name
- `type`: Type of section (e.g., "chapter")
- `chapter`: Chapter number
- `pages`: Page range
- `address`: Publisher location
- `edition`: Edition
- `month`: Month
**Template**:
```bibtex
@incollection{CitationKey2024,
author = {Last, First},
title = {Chapter Title},
booktitle = {Book Title},
editor = {Editor, Last and Editor2, Last},
publisher = {Publisher Name},
year = {2024},
pages = {123--145},
chapter = {5}
}
```
**Example**:
```bibtex
@incollection{Brown2020,
author = {Brown, Peter O. and Botstein, David},
title = {Exploring the New World of the Genome with {DNA} Microarrays},
booktitle = {DNA Microarrays: A Molecular Cloning Manual},
editor = {Eisen, Michael B. and Brown, Patrick O.},
publisher = {Cold Spring Harbor Laboratory Press},
year = {2020},
pages = {1--45},
address = {Cold Spring Harbor, NY}
}
```
### @phdthesis - Doctoral Dissertations
**For PhD dissertations and theses**.
**Required fields**:
- `author`: Author name
- `title`: Thesis title
- `school`: Institution
- `year`: Year
**Optional fields**:
- `type`: Type (e.g., "PhD dissertation", "PhD thesis")
- `address`: Institution location
- `month`: Month
- `url`: URL
- `note`: Additional notes
**Template**:
```bibtex
@phdthesis{CitationKey2024,
author = {Last, First},
title = {Dissertation Title},
school = {University Name},
year = {2024},
type = {{PhD} dissertation},
address = {City, State}
}
```
**Example**:
```bibtex
@phdthesis{Johnson2023,
author = {Johnson, Mary L.},
title = {Novel Approaches to Cancer Immunotherapy Using {CRISPR} Technology},
school = {Stanford University},
year = {2023},
type = {{PhD} dissertation},
address = {Stanford, CA}
}
```
**Note**: `@mastersthesis` is similar but for Master's theses.
### @mastersthesis - Master's Theses
**For Master's theses**.
**Required fields**:
- `author`: Author name
- `title`: Thesis title
- `school`: Institution
- `year`: Year
**Template**:
```bibtex
@mastersthesis{CitationKey2024,
author = {Last, First},
title = {Thesis Title},
school = {University Name},
year = {2024}
}
```
### @misc - Miscellaneous
**For items that don't fit other categories** (preprints, datasets, software, websites, etc.).
**Required fields**:
- `author` (if known)
- `title`
- `year`
**Optional fields**:
- `howpublished`: Repository, website, format
- `url`: URL
- `doi`: DOI
- `note`: Additional information
- `month`: Month
**Template for preprints**:
```bibtex
@misc{CitationKey2024,
author = {Last, First},
title = {Preprint Title},
year = {2024},
howpublished = {bioRxiv},
doi = {10.1101/2024.01.01.123456},
note = {Preprint}
}
```
**Template for datasets**:
```bibtex
@misc{DatasetName2024,
author = {Last, First},
title = {Dataset Title},
year = {2024},
howpublished = {Zenodo},
doi = {10.5281/zenodo.123456},
note = {Version 1.2}
}
```
**Template for software**:
```bibtex
@misc{SoftwareName2024,
author = {Last, First},
title = {Software Name},
year = {2024},
howpublished = {GitHub},
url = {https://github.com/user/repo},
note = {Version 2.0}
}
```
### @techreport - Technical Reports
**For technical reports**.
**Required fields**:
- `author`: Author name(s)
- `title`: Report title
- `institution`: Institution
- `year`: Year
**Optional fields**:
- `type`: Type of report
- `number`: Report number
- `address`: Institution location
- `month`: Month
**Template**:
```bibtex
@techreport{CitationKey2024,
author = {Last, First},
title = {Report Title},
institution = {Institution Name},
year = {2024},
type = {Technical Report},
number = {TR-2024-01}
}
```
### @unpublished - Unpublished Work
**For unpublished works** (not preprints - use @misc for those).
**Required fields**:
- `author`: Author name(s)
- `title`: Work title
- `note`: Description
**Optional fields**:
- `month`: Month
- `year`: Year
**Template**:
```bibtex
@unpublished{CitationKey2024,
author = {Last, First},
title = {Work Title},
note = {Unpublished manuscript},
year = {2024}
}
```
### @online/@electronic - Online Resources
**For web pages and online-only content**.
**Note**: Not standard BibTeX, but supported by many bibliography packages (biblatex).
**Required fields**:
- `author` OR `organization`
- `title`
- `url`
- `year`
**Template**:
```bibtex
@online{CitationKey2024,
author = {{Organization Name}},
title = {Page Title},
url = {https://example.com/page},
year = {2024},
note = {Accessed: 2024-01-15}
}
```
## Formatting Rules
### Citation Keys
**Convention**: `FirstAuthorYEARkeyword`
**Examples**:
```bibtex
Smith2024protein
Doe2023machine
JohnsonWilliams2024cancer % Multiple authors, no space
NatureEditorial2024 % No author, use publication
WHO2024guidelines % Organization author
```
**Rules**:
- Alphanumeric plus: `-`, `_`, `.`, `:`
- No spaces
- Case-sensitive
- Unique within file
- Descriptive
**Avoid**:
- Special characters: `@`, `#`, `&`, `%`, `$`
- Spaces: use CamelCase or underscores
- Starting with numbers: `2024Smith` (some systems disallow)
### Author Names
**Recommended format**: `Last, First Middle`
**Single author**:
```bibtex
author = {Smith, John}
author = {Smith, John A.}
author = {Smith, John Andrew}
```
**Multiple authors** - separate with `and`:
```bibtex
author = {Smith, John and Doe, Jane}
author = {Smith, John A. and Doe, Jane M. and Johnson, Mary L.}
```
**Many authors** (10+):
```bibtex
author = {Smith, John and Doe, Jane and Johnson, Mary and others}
```
**Special cases**:
```bibtex
% Suffix (Jr., III, etc.)
author = {King, Jr., Martin Luther}
% Organization as author
author = {{World Health Organization}}
% Note: Double braces keep as single entity
% Multiple surnames
author = {Garc{\'i}a-Mart{\'i}nez, Jos{\'e}}
% Particles (van, von, de, etc.)
author = {van der Waals, Johannes}
author = {de Broglie, Louis}
```
**Wrong formats** (don't use):
```bibtex
author = {Smith, J.; Doe, J.} % Semicolons (wrong)
author = {Smith, J., Doe, J.} % Commas (wrong)
author = {Smith, J. & Doe, J.} % Ampersand (wrong)
author = {Smith J} % No comma
```
### Title Capitalization
**Protect capitalization** with braces:
```bibtex
% Proper nouns, acronyms, formulas
title = {{AlphaFold}: Protein Structure Prediction}
title = {Machine Learning for {DNA} Sequencing}
title = {The {Ising} Model in Statistical Physics}
title = {{CRISPR-Cas9} Gene Editing Technology}
```
**Reason**: Citation styles may change capitalization. Braces protect.
**Examples**:
```bibtex
% Good
title = {Advances in {COVID-19} Treatment}
title = {Using {Python} for Data Analysis}
title = {The {AlphaFold} Protein Structure Database}
% Will be lowercase in title case styles
title = {Advances in COVID-19 Treatment} % covid-19
title = {Using Python for Data Analysis} % python
```
**Whole title protection** (rarely needed):
```bibtex
title = {{This Entire Title Keeps Its Capitalization}}
```
### Page Ranges
**Use en-dash** (double hyphen `--`):
```bibtex
pages = {123--145} % Correct
pages = {1234--1256} % Correct
pages = {e0123456} % Article ID (PLOS, etc.)
pages = {123} % Single page
```
**Wrong**:
```bibtex
pages = {123-145} % Single hyphen (don't use)
pages = {pp. 123-145} % "pp." not needed
pages = {123–145} % Unicode en-dash (may cause issues)
```
### Month Names
**Use three-letter abbreviations** (unquoted):
```bibtex
month = jan
month = feb
month = mar
month = apr
month = may
month = jun
month = jul
month = aug
month = sep
month = oct
month = nov
month = dec
```
**Or numeric**:
```bibtex
month = {1} % January
month = {12} % December
```
**Or full name in braces**:
```bibtex
month = {January}
```
**Standard abbreviations work without quotes** because they're defined in BibTeX.
### Journal Names
**Full name** (not abbreviated):
```bibtex
journal = {Nature}
journal = {Science}
journal = {Cell}
journal = {Proceedings of the National Academy of Sciences}
journal = {Journal of the American Chemical Society}
```
**Bibliography style** will handle abbreviation if needed.
**Avoid manual abbreviation**:
```bibtex
% Don't do this in BibTeX file
journal = {Proc. Natl. Acad. Sci. U.S.A.}
% Do this instead
journal = {Proceedings of the National Academy of Sciences}
```
**Exception**: If style requires abbreviations, use full abbreviated form:
```bibtex
journal = {Proc. Natl. Acad. Sci. U.S.A.} % If required by style
```
### DOI Formatting
**URL format** (preferred):
```bibtex
doi = {10.1038/s41586-021-03819-2}
```
**Not**:
```bibtex
doi = {https://doi.org/10.1038/s41586-021-03819-2} % Don't include URL
doi = {doi:10.1038/s41586-021-03819-2} % Don't include prefix
```
**LaTeX** will format as URL automatically.
**Note**: No period after DOI field!
### URL Formatting
```bibtex
url = {https://www.example.com/article}
```
**Use**:
- When DOI not available
- For web pages
- For supplementary materials
**Don't duplicate**:
```bibtex
% Don't include both if DOI URL is same as url
doi = {10.1038/nature12345}
url = {https://doi.org/10.1038/nature12345} % Redundant!
```
### Special Characters
**Accents and diacritics**:
```bibtex
author = {M{\"u}ller, Hans} % ü
author = {Garc{\'i}a, Jos{\'e}} % í, é
author = {Erd{\H{o}}s, Paul} % ő
author = {Schr{\"o}dinger, Erwin} % ö
```
**Or use UTF-8** (with proper LaTeX setup):
```bibtex
author = {Müller, Hans}
author = {García, José}
```
**Mathematical symbols**:
```bibtex
title = {The $\alpha$-helix Structure}
title = {$\beta$-sheet Prediction}
```
**Chemical formulas**:
```bibtex
title = {H$_2$O Molecular Dynamics}
% Or with chemformula package:
title = {\ce{H2O} Molecular Dynamics}
```
### Field Order
**Recommended order** (for readability):
```bibtex
@article{Key,
author = {},
title = {},
journal = {},
year = {},
volume = {},
number = {},
pages = {},
doi = {},
url = {},
note = {}
}
```
**Rules**:
- Most important fields first
- Consistent across entries
- Use formatter to standardize
## Best Practices
### 1. Consistent Formatting
Use same format throughout:
- Author name format
- Title capitalization
- Journal names
- Citation key style
### 2. Required Fields
Always include:
- All required fields for entry type
- DOI for modern papers (2000+)
- Volume and pages for articles
- Publisher for books
### 3. Protect Capitalization
Use braces for:
- Proper nouns: `{AlphaFold}`
- Acronyms: `{DNA}`, `{CRISPR}`
- Formulas: `{H2O}`
- Names: `{Python}`, `{R}`
### 4. Complete Author Lists
Include all authors when possible:
- All authors if <10
- Use "and others" for 10+
- Don't abbreviate to "et al." manually
### 5. Use Standard Entry Types
Choose correct entry type:
- Journal article → `@article`
- Book → `@book`
- Conference paper → `@inproceedings`
- Preprint → `@misc`
### 6. Validate Syntax
Check for:
- Balanced braces
- Commas after fields
- Unique citation keys
- Valid entry types
### 7. Use Formatters
Use automated tools:
```bash
python scripts/format_bibtex.py references.bib
```
Benefits:
- Consistent formatting
- Catch syntax errors
- Standardize field order
- Fix common issues
## Common Mistakes
### 1. Wrong Author Separator
**Wrong**:
```bibtex
author = {Smith, J.; Doe, J.} % Semicolon
author = {Smith, J., Doe, J.} % Comma
author = {Smith, J. & Doe, J.} % Ampersand
```
**Correct**:
```bibtex
author = {Smith, John and Doe, Jane}
```
### 2. Missing Commas
**Wrong**:
```bibtex
@article{Smith2024,
author = {Smith, John} % Missing comma!
title = {Title}
}
```
**Correct**:
```bibtex
@article{Smith2024,
author = {Smith, John}, % Comma after each field
title = {Title}
}
```
### 3. Unprotected Capitalization
**Wrong**:
```bibtex
title = {Machine Learning with Python}
% "Python" will become "python" in title case
```
**Correct**:
```bibtex
title = {Machine Learning with {Python}}
```
### 4. Single Hyphen in Pages
**Wrong**:
```bibtex
pages = {123-145} % Single hyphen
```
**Correct**:
```bibtex
pages = {123--145} % Double hyphen (en-dash)
```
### 5. Redundant "pp." in Pages
**Wrong**:
```bibtex
pages = {pp. 123--145}
```
**Correct**:
```bibtex
pages = {123--145}
```
### 6. DOI with URL Prefix
**Wrong**:
```bibtex
doi = {https://doi.org/10.1038/nature12345}
doi = {doi:10.1038/nature12345}
```
**Correct**:
```bibtex
doi = {10.1038/nature12345}
```
## Example Complete Bibliography
```bibtex
% Journal article
@article{Jumper2021,
author = {Jumper, John and Evans, Richard and Pritzel, Alexander and others},
title = {Highly Accurate Protein Structure Prediction with {AlphaFold}},
journal = {Nature},
year = {2021},
volume = {596},
number = {7873},
pages = {583--589},
doi = {10.1038/s41586-021-03819-2}
}
% Book
@book{Kumar2021,
author = {Kumar, Vinay and Abbas, Abul K. and Aster, Jon C.},
title = {Robbins and Cotran Pathologic Basis of Disease},
publisher = {Elsevier},
year = {2021},
edition = {10},
address = {Philadelphia, PA},
isbn = {978-0-323-53113-9}
}
% Conference paper
@inproceedings{Vaswani2017,
author = {Vaswani, Ashish and Shazeer, Noam and Parmar, Niki and others},
title = {Attention is All You Need},
booktitle = {Advances in Neural Information Processing Systems 30 (NeurIPS 2017)},
year = {2017},
pages = {5998--6008}
}
% Book chapter
@incollection{Brown2020,
author = {Brown, Peter O. and Botstein, David},
title = {Exploring the New World of the Genome with {DNA} Microarrays},
booktitle = {DNA Microarrays: A Molecular Cloning Manual},
editor = {Eisen, Michael B. and Brown, Patrick O.},
publisher = {Cold Spring Harbor Laboratory Press},
year = {2020},
pages = {1--45}
}
% PhD thesis
@phdthesis{Johnson2023,
author = {Johnson, Mary L.},
title = {Novel Approaches to Cancer Immunotherapy},
school = {Stanford University},
year = {2023},
type = {{PhD} dissertation}
}
% Preprint
@misc{Zhang2024,
author = {Zhang, Yi and Chen, Li and Wang, Hui},
title = {Novel Therapeutic Targets in {Alzheimer}'s Disease},
year = {2024},
howpublished = {bioRxiv},
doi = {10.1101/2024.01.001},
note = {Preprint}
}
% Dataset
@misc{AlphaFoldDB2021,
author = {{DeepMind} and {EMBL-EBI}},
title = {{AlphaFold} Protein Structure Database},
year = {2021},
howpublished = {Database},
url = {https://alphafold.ebi.ac.uk/},
doi = {10.1093/nar/gkab1061}
}
```
## Summary
BibTeX formatting essentials:
✓ **Choose correct entry type** (@article, @book, etc.)
✓ **Include all required fields**
✓ **Use `and` for multiple authors**
✓ **Protect capitalization** with braces
✓ **Use `--` for page ranges**
✓ **Include DOI** for modern papers
✓ **Validate syntax** before compilation
Use formatting tools to ensure consistency:
```bash
python scripts/format_bibtex.py references.bib
```
Properly formatted BibTeX ensures correct, consistent citations across all bibliography styles!