Installation & Brief User Guide

Welcome to the Bugs Coleopteran Ecology Package!

Contents
  1. About this document
  2. Installing Bugs
     2.1 Bugs2000v5 - the current distribution version
           If you have MS Access 2000 installed on your computer (comes with MS Office 2000 Pro/Premium)
          If you DO NOT have MS Access 2000 installed on your computer
    2.2 Bugs97 - if you have MS Access 97 installed on your computer
    2.3 Bugs - if you have MS Access 2 installed on your computer
  3. Running Bugs2000 for the first time
  4. Using Bugs2000
    Starting Bugs
    To find a species
    To see the fossil record for a species
    Print or save the details of ONE species
    Find species which occupy specific habitats/distributions or RDB Status (Red Data Book)
    Browse the entire bibliography/find a reference
    Find a Site or Look up assemblage data for a site (find a countsheet)
    Create a New Site
    Create a species list for your site (or add to an existing one)
    Add abundance data to your site
    Insert an external Spreadsheet/Countsheet into a site
    Create a Site Report - export habitat & distribution data for all species at a site (i.e. in the countsheet)
    Notes on the Bugs Countsheet format
  5. Uninstalling Bugs
  6. Known Bugs
  7. Getting help, and contacting the authors
  8. Copyright notices


1. About this document

Please note: this document was made for the Bugs distribution CD, so links to files and directories will not work. I'll get around to removing them soon... sorry if it's confusing.

This document covers the installation of all version, and some basic instructions for using Bugs2000. More information can be found on the Bugs2000 website - available online at http://www.bugs2000.org or in a restricted version on the CD here. Note that since the latter is just a copy of the online version several of the menu items and links will not work, and some images may be missing.

Where files or folders are mentioned in this text they can always be clicked on to open them - if your browser asks what you want to do with them then reply "Run from this location" or "Open" something to that effect (i.e. you don't need to download the files from the CD).

If you have any problems - email us!

 

2. Installing Bugs

2.1 Bugs2000v5 - the current distribution version

If you have MS Access 2000 installed on your computer (comes with MS Office 2000 Pro/Premium):

  1. Run the setup.exe file from the bugs2000v5 folder on the CD.
    Setup will do a quick check of your system to see if all the files it need to work are installed - if Setup needs to update any files then it will do so, and prompt you to restart the machine. You will then be returned to the setup routine.

  2. The Welcome screen reminds you to close any programs running, after which you should click OK.

  3. Either accept the default directory (C:\Program Files\bugs2000\) or choose an alternative, and then click on the large install icon in the top left(ish) of the popup window - looks a bit like a computer with a box in front of it... see figure below:


  4. Choose the program group for Bugs on the Windows Start Menu, and then click Continue (Bugs2000v5 is the default).


  5. Setup will copy the Bugs files to your computer, click OK when it has finished, and the following message is displayed:


  6. The "Winzip Self-Extractor - xlsfiles.exe" window will appear - click on the "Unzip" button.
    This installs the countsheet files onto your harddrive in the "xlsfiles" subdirectory of the Bugs2000 installation folder.
    IT IS IMPORTANT THAT YOU ACCEPT THE DEFAULT "UNZIP TO FOLDER" SETTINGS!
    Otherwise Bugs will not function correctly - reinstall it if problems occur (see section 5. Uninstalling Bugs).


  7. Click Close when Winzip has finished decompressing the files.

  8. Bugs2000 should now be installed on your computer - please read section 3. Running Bugs2000 for the first time
    OPTIONAL: If disk space is at a premium you can delete the file xlsfiles.exe from the Bugs2000 folder, as it is not really needed.


If you DO NOT have MS Access 2000 installed on your computer:

  1. Run the setup.exe file from the bugs2000v5runtime folder on the CD.
    Setup will do a quick check of your system to see if all the files it need to work are installed - if Setup needs to update any files then it will do so, and prompt you to restart the machine. You will then be returned to the setup routine.

  2. Follow the instructions above for installing Bugs "if you do have Access 2000"


2.2 Bugs97 - if you have MS Access 97 installed on your computer

  1. Copy the entire bugs97 directory (including subdirectory) to anywhere on your harddrive.

  2. Double click on the bugs97.mdb file on your harddrive to run Bugs (from "Windows Explorer", or "My Computer")
    NOTE: If Bugs complains about files being "Read Only" then you can run the file unlock.bat from the Bugs97 directory ON YOUR COMPUTER - this removes the read only signature that files can gain when being copied from a CD.

2.3 Bugs - if you have MS Access 2 installed on your computer

  • Copy the entire bugs directory (including subdirectory) to the root of the C: drive on your computer. This version of Bugs will not work if copied anywhere else.

  • Double click on the BUGS.MDB file on your harddrive to run Bugs (from "Windows Explorer", or "My Computer")
    NOTE: If Bugs complains about files being "Read Only" then you can run the file unlock.bat from the Bugs directory ON YOUR COMPUTER - this removes the read only signature that files can gain when being copied from a CD.

 

3. Running Bugs2000 for the First Time

Please note that Bugs2000 is the only supported version of Bugs, and that these instructions are relevant only for this version. If you have any problems with either Bugs for Access 2 or Bugs97 please contact the authors.

When running Bugs2000 for the first time it will need to relocate the data file - Bugs is build in three parts - Program file, Data file, xlsfiles.

  1. Start Bugs2000 by selecting Bugs2000 or Bugs2000 Runtime from the Windows Start Menu.

  2. Bugs will warn you that it "can't find the datafile..." and that this needs to be relocated - click OK


  3. Use the subsequent standard Windows file browser to locate the "BUGSDATA.MDB" file, select it, and click Open.
    NOTE: Bugs should automatically find the "bugs2000" folder, in which the datafile normally resides. If it doesn't then you may need to search for the "BUGSDATA.MDB" file manually.


  4. Bugs will update the database links to the countsheets (which are stored in the xlsfiles subdirectory).
    This may take a few minutes, depending on your system. A progress indicator will tell you how far it has got and which file is currently being linked.

  5. If an error of the following type occurs at this point:

    it can mean one of several things:
    1) the countsheet is corrupt on the CD
    2) a mysterious Windows error has occurred (this make up the most of the 'several' things)
    Whatever the reason, the only thing you can do is click OK, Bugs will recover and move on to the next countsheet.
    If the damaged countsheet is important to your work then please feel free to email us for a fresh copy.

This process allows you to relocate the Bugs datafile and countsheets to another computer or harddrive (either to save disk space or for a network solution - often useful in teaching situations). If you do this, make sure that the "bugsdata.mdb" file is in a folder which has the "xlsfiles" subfolder present, with all the countsheet (*.xls) files in it. Please contact the authors, or visit the website, for details on network solutions for Bugs.


4. Using Bugs2000

Starting Bugs

  1. Start Bugs2000 or Bugs2000 Runtime from the Windows Start Menu.
    (Unless you chose otherwise, or have moved it, Bugs2000 will be under Programs-Bugs2000)
  2. The Bugs Welcome screen will appear, and you will need to enter a user name and password to continue.
    Passwords allow different levels of access to the database.
    You can enter:
    - "guest" with no password to gain basic read only access (which in fact fulfills most users needs)
    - "admin" and the admin password to gain full access (if you haven't already been sent passwords then they can be requested from the authors, they are also on the CD in the password.txt file)
    ( If you would like further password levels to be built in then please let us know)
  3. Click on the "Click to Begin" button to move to the Bugs main Species Information Screen
    You can find an interactive online overview for this part of Bugs on the website at http://www.bugs2000.org/overview/speciesinfo_popup.html (note the underscore "_" before "popup")
    It requires the Macromedia Flash Player, which your browser should identify for you if it is not already installed. (The overview is also included on the CD for the benefit of modem users (or even those not yet online).

The Basics - a full manual will be produced when we have time.

Click on the underlined words to see pictures of the controls described (which will open in a new window - close these after viewing them).

To find a species

  1. Use the drop down box on the left of the screen titled "Select or Type Genus" to locate the desired Genus - You can either use the scroll bars that appear to move alphabetically, or you can type the Genus into the box - Bugs will search as you type, so entering the full Genus is usually not necessary - press ENTER when your Genus appears in the box.
  2. Select the appropriate Species from the list titled "Select Species in Genus" on the left of the screen. The details of this species will be shown, and the full species name displayed to the right of the Select Genus box.
  3. Both the left/right arrows under the Select Genus box, and the Page Up/Page Down keys allow you to move through species taxonomically.

To see the fossil record for a species

    1. Find the species as described above
    2. Click the Fossil Data button, and the Fossil Record popup will open.
      Fossil data is divided into three sections, from left to right: Holocene & Lateglacial records; Glacial period records; Inter-Glacial records.
      Within these categories information is sorted under country headings, and then sites are listed, in no particular order) as follows:
      Site Name, Region (Dating) {Reference}

      So in the example here (click on link) the first Holocene/Lateglacial site in England is:
      Site Name: Colney Heath,
      Region: Herts. (Hertfordshire)
      Date: 13560 +/- 210 BP
      Reference: Pearson (1962b)

      Clicking on the Bibliography button will list all the references for the fossil occurrences of the selected species, you can then click on the "..." button to get the full reference.

Print or save the details of ONE species

    1. Find the species as described above
    2. From the "Report" menu at the top of the screen, select "Only this Species".
    3. The Print Preview screen will open with a "BUGS - Single Species Report" displayed.
      You can then:
      - Print it by either selecting "Print" from the "File" menu,
      - Save it as an RTF (Rich Text File) document for editing in a word processor by selecting "Output to RTF" from the "File" menu,
      - Transfer the report directly to MS Word or Excel by clicking the "Publish it with MS Word" or "... Excel" button.
         Please ignore the rest of the toolbar buttons - they may cause problems!
    4. Close the window when you are finished.

Find species which occupy specific habitats/distributions or RDB Status (Red Data Book)

Simple

    1. From the "Edit" menu select "Find".
    2. Enter your search word into the "Find What" box, make sure that "BUGS Species Information" and "Any Part of Field" are selected in the other boxes, and click "Find Next". (Click for an example).
      There are more options within this popup, but as it is a standard MS Office search tool no more details will be given here.

Advanced

    1. On the Species Information Screen select "Biology, Distribution, and RDB Status" from the "Search" menu.
    2. The "Information Retrieval" window will pop up.
      This popup is divided into three sections for each of the respective data areas. These are separated by logical operator boxes (AND/OR), as are the three keyword boxes within each section (AND/OR). Click for a picture show this.
    3. Enter the keywords that you wish to search for - these can be anything at all, Bugs has no keyword list - making sure to select the appropriate AND/OR's, and then click on the "Find the Species..." button.
    4. Bugs will process the form (a small bar at the bottom left of the main Bugs window will show you the progress), and switch it's display to show the Search Results (a message at the top of the screen will alert you to this fact, the EXIT button leaves this mode).
      As long as Bugs is showing search results you can only access the species returned by the search - a small box at the bottom right will show you how many species were returned.
    5. You may now:
      - Use the left/right arrows just below the Select Genus box or the Page Up/Page Down keys to move through the returned species.
      - Print/save a list of all the species returned - from the "Report" menu select "All Selected Species", and then "Just the Names".
         Follow the instructions for printing or saving above.
      - Print/save the full details for every species found from the "Report" menu select "All Selected Species", and then "Full details".
         NOTE: this may use a lot of paper! You can use the "Goto last page" button at the bottom left of the print preview screen to see how many pages will be printed.
         Follow the instructions for printing or saving above.
    6. Click the "EXIT" button at the top right of the main Bugs screen to leave search results mode and return to the main interface.

Browse the entire bibliography/find a reference

    1. Either:
      - Select "Browse Bibliography" from the "Search menu"
      or
      - Click the "Browse" or "Browse the Bibliography" buttons where they appear on other screens.
    2. Whilst browsing the bibliography you can:
      - Use the scroll bar or Page Up/Page Down keys to move through references alphabetically by first author
      or
      - Click the "Find Something..." button and search for a first author
      or
      - Click the "Find Something..." button and search for anything in the bibliography data - the example shows you how to search for "Trechus". (This is a standard Access search system, so I won't explain more here - email if you have problems)
    3. Click on the "CLOSE" button to leave the bibliography.

Please note that an extensive bibliography of palaeoentomology is available online and for download at http://www.bugs2000.org/qbib.html
NOTE: The menu for this site requires Macromedia's Flash Player, but you should be able to download/browse QBib without it.

Find a Site or Look up assemblage data for a site (find a countsheet)

    1. Click the "Site Data" button from either the main Bugs Screen or the Fossil Record popup.
      The Site Information window will open.
    2. Either:
      - Use the alphabetical site list on the left of the screen to find your site.
      - Move through the sites alphabetically using the left/right arrows either side of the site name, or the Page Up/Page Down keys.
      - Click the "Goto Site" Button and enter a site name in the "Find a Site" popup - it is advisable to keep it simple, just the first few letters at first, then more if the site is not found.
    3. The assemblage data (countsheet) will be displayed in the large box which occupies the bottom right third of the screen.
      Double click on this to open it in Excel for viewing. (If you do not have MS Excel an Excel viewer is available from Microsoft at http://www.microsoft.com/office/000/viewers.asp)
      Other boxes give basic details for the selected site - including main reference (click "Site Bibliography" for full ref); interpretation info; and any dates published.
    4. The first column of the countsheet shows species names as used in Bugs, and further columns display abundance data (MNI - Minimum Number of Individuals - for fossil data) for the samples from that site.
      NOTE: If cell A1 of the countsheet is changed from "gs" then Bugs will not be able to load the sheet for editing.
    5. Close Excel after viewing the countsheet.

Create a New Site
NOTE: You must be logged in to Bugs as an Administrator to add a site (see section on Starting Bugs)

    1. Open the Site Information Screen as described above.
    2. Click on the "New Site" Button (centre top)
    3. Type a Site Name in the "Site Name" box - this is essential if you wish to find the site again!
      NOTE: Your site will not be visible in the site list until the next time you start Bugs... and on some systems it will not appear in alphabetical order.
    4. Enter any other relevant details about the site in the other boxes.
      You can add a reference in the "Interpretation" box using the format
      First Author Surname (Date)
      e.g. "Aalto et al. (1984)"

Create a species list for your site (or add to an existing one)
NOTE: You must be logged in to Bugs as an Administrator to create or edit a species list (see section on Starting Bugs)

    1. Create a new site or find a previously created site as described above.
    2. Click the "Enter Species" button.
      Two windows will appear:
      1. "Active Species List" - this is where your species list will be created;
      and
      2. "Species Lookup List" - this is the entire Bugs species list in taxonomic order.
    3. To add a species to your list:
      - First find it in the "Species Lookup List" - either by scrolling with the scroll bar, or using the "Goto" button to look for the Genus, and then scrolling
      - Then either click on the "ADD" button next to the desired species name, or double click anywhere on the species name.
      The name will be inserted into the "Active Species List"
    4. Duplicate entries will be ignored and overwritten.
      If Bugs complains that the "Index or primary key cannot contain a Null value" this usually means that you are really trying hard to add or delete an empty record - i.e. a blank for a species name. If this occurs just add another species (but not a duplicate) and then delete it.
    5. To delete a species from your active list click the "DEL" button to the right of the species name in the "Active Species List" window.
      Bugs will ask you TWICE as to whether you REALLY want to delete it - this is very important when editing an existing countsheet as all the abundance data for that species will also be deleted.
    6. When your list is complete (or you wish to have a break) click on the "DONE" button in the "Active Species List" window.
      Bugs will prompt you for a file name for the MS Excel sheet that will be created for your countsheet.
      This name may not only include letters or numbers, no spaces, and can be any length - it is advisable to use something close to the site name (no extension e.g. ".xls" is necessary).
    7. Click OK after entering a name, and if all goes well Bugs will give you an "Operation complete" window which displays your filename, including the automatically added ".xls" extension.
      Bugs will then import the countsheet into the database and give you a second "New Count Sheet Successfully Added" message, which includes the full path to your countsheet file.
      Click OK in both of these message windows to close them.
    8. Your species list will now be seen in the Count Sheet box on the Site Information Screen.

NOTE: The most common problems in this part of Bugs are related to variations in MS Windows and Office installations. If you have trouble please let us know and we will try to resolve them.

Add abundance data to your site
 NOTE : Countsheets can only be edited if you have MS Excel installed.

Create a new site or find a previously created site as described above, and create a species list if necessary.

Double click on the countsheet (or click on the bottom right button which says "Double Click on spreadsheet to view or edit")

Excel will open and display the active countsheet.
Enter sample numbers/depths (or equivalent) in the cells of the first row.
Enter abundance counts (these may be in any form - even presence/absence etc.) in the appropriate cell for each species-sample combination.

When you are finished, save the countsheet - DO NOT CHANGE ITS NAME - and close Excel.
Bugs will not display the new data until you restart it, sorry.

Insert an external Spreadsheet/Countsheet into a site

Bugs will accept MS Excel files created outside of Bugs to a certain extent - it will allow you to attach them to the data for a site, but not allow you to edit the species list. Trying to do the latter may result in the loss of data, so beware, and make a backup before linking data to Bugs. See the notes below on the Bugs Countsheet format for more details.

Note also that only one countsheet per site is permitted. If you wish to have more then just create a site with a similar name (e.g. "Thorpe" and "Thorpe 2") and attach/create the extra sheet to the new site.

  1. Create a new site or find a previously created site as described above.
  2. Click the "Insert Spreadsheet" button.
    If there is already a spreadsheet attached to the site then you will be shown its name, and asked whether you wish to overwrite the link.
    Press "No" or "Cancel" to abort, or "Yes" to continue attaching the countsheet.
    NOTE: Even if you do overwrite the link to the existing spreadsheet it will not be removed from your harddrive, no data will be lost. If you want to delete it completely then you will have to do this manually.
  3. Use the standard Windows file locator which then pops up to find your file, and press "Open"
  4. Bugs will update the database link to the new file and update the display immediately.

Create a Site Report - export habitat & distribution data for all species at a site (i.e. in the countsheet)

This is one of the original primary functions of Bugs, and saves hours of manual data compilation!

  1. Find a previously created site as described above, or create a new site and add a species list.
  2. Click on the "Report" button (below the site list)
  3. Click "Create Report" on the popup window that then appears, and then "OK" on the next one.
  4. A report will be created with the site summary data at the tope, and Each species name followed by its respective habitat, distribution and ECOCODE data. The pages will be numbered.
    Unfortunately this version of Bugs does not export the references or fossil data for the species - we know that this is a bad thing, and are implementing fully customizable reports into the new version!
  5. Follow the instructions for printing or saving above.

Notes on the Bugs Countsheet format

Bugs Countsheets are ordinary MS Excel files, and thus can be edited in Excel without going through Bugs.

In order for Bugs to recognize a countsheet (and to add/edit species), three criteria must be met:
- the first cell, A1 must contain the letters "gs"
- the worksheet with the species list must be called "exceldummy1"
- species names must be in the recognized Bugs format - "Genus_species Authority", and in the exact taxonomy used in Bugs.

Because of this we do not recommend entering species names from outside of Bugs.
However, you may do it if you wish, but Bugs may not recognize some of the species if you subsequently try to edit the list with Bugs.

If you do not intend to add any more species to a list then you are free to do whatever you like with it, Bugs will retain the link details (i.e. you will be able to find the file from Bugs just as long the file name is not changed). You may, for example, wish to calculate statistics and draw graphs of the abundances. These will not be affected by Bugs if:
- they are on the "exceldummy1" worksheet and you do not try to edit the species list from within Bugs
- they are on another worksheet within the Excel file (to insert a worksheet select "worksheet" from the "Insert" menu in Excel).

If in doubt -make a backup of the countsheet file!

 

5. Uninstalling Bugs
 Please make copies of any of your own countsheets that you wish to keep, before uninstalling Bugs.

5.1 Bugs2000 or Bugs2000 Runtime

Open the Windows Control Panel and select "Add/Remove Programs"

Find the item "Bugs2000" or "Bugs2000 Installation" and click "Change/Remove" or "Uninstall"

Answer "Yes" or "OK" when asked whether you are sure, and whether you wish to delete common files.

Setup will not be able to remove the countsheet files from your system, you must do this manually:
   Open the Windows Explorer or My Computer and browse to the "Bugs2000" directory/folder (search for it if necessary, but the default path is C:\Program Files\Bugs2000).
   Delete the entire directory.

5.2 All other versions of Bugs

Open the Windows Explorer or My Computer and browse to the "Bugs2000" directory/folder (search for it if necessary, but the default path is C:\Program Files\Bugs2000).

Delete the entire directory.

 

6. Known Bugs (haha!)

Since Bugs is programmed according to a plan of trial and error, numerous problems exist, here are some of the ones that we have stumbled across. Please report all errors or problems to phil.buckland@arke.umu.se so that we can try to resolve them!

- All versions: MS Acces tells you somethig to the equivalent of "The database is read only and cannot be modified...".
1. The Bugs files may be write protected (Read only). Versions Bugs97 and Bugs - run the file "unlock.bat" from the appropriate bugs directory on your harddrive. Bugs2000 - right click on the bugs2000 directory and select "properties", then clear the "Read only" check box.
2. You may be trying to run a version of Bugs on the wrong version of MS Access - it MAY work if you are lucky... good luck!

- Bugs97: refuses to run on some newer PCs, no idea why, and do not plan to resolve this. Please use Bugs2000.

- Bugs97: After entering a Genus into the "Select or Type Genus" box a popup window asks you to "Enter Parameter Value" for "Foms!main-new!ComboListGenus" (or similar). Appears to be a coding problem caused by changes in MS Access between versions. Enter the full Genus name again in this box - Bugs97 should then list the species in the list on the left.

- Bugs2000: On running for the first time it may erroneously report that the last countsheet is missing or corrupt up to three times before completing the relinking process. Click "OK" to each of these error messages, the countsheet will exist, and function properly.

- Bugs2000: The "Biology, Distribution, and RDB Status" query system (from the "Search" menu) fails on some systems. Seems to be dependent on the Office installation and how the data access components are installed. You may wish to try reinstalling Access 2000 with ALL of its options.

- Bugs2000 & 97: The list of sites on the "Site Info" screen may not display in alphabetical order. Clicking the previous/next arrows however, may cycle through sites alphabetically, or at least in a different order to that of the list. The default sort order settings for Access may disrupt the Bugs keys on some systems, this appears to be a particular problem on non-English systems.

7. Getting help, and contacting the authors

As yet there is no built in help to Bugs. We are working on this, but as this is a research project we are forced to prioritize functionality before the help system. If you have problems please turn to the authors (below).

Bugs website:

Primary: http://www.bugs2000.org/

Mirror: http://130.239.59.57/bugs2000/index.html (Note that some images will be missing on this site util I can persuade them to work!)

Contacts

For help with using the Bugs program or website, reporting errors and giving us tips an suggestions:

Phil Buckland
Environmental Archaeology Lab.
Umeå University
Sweden
S-90187

http://www.umu.se/envarchlab

Telephone: + 46 (0)90 786 9792

Email: phil.buckland@arke.umu.se

For questions regarding the data content of Bugs - errors, omissions, reference tips etc.

Professor Paul C Buckland
School of Conservation Sciences,
Bournemouth University
Talbot Campus,
Fern Barrow,
Poole,
Dorset,
BH12 5BB

http://www.bournemouth.ac.uk/

Telephone: -

Email: PBuckland@bournemouth.ac.uk

 

8. Copyright notices

Bugs and Bugs2000 are copyright of the above authors, and may not be modified in any form without written permission of the authors.

All versions of Bugs may be freely distributed for research purposes.

All other software mentioned are copyright of their respective corporations.

 

Document created by Phil Buckland: 1 August, 2003
Last Edited: 11 December, 2003