REFWORKS 2.0 GETTING STARTED

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1 REFWORKS 2.0 RefWorks is principally a 'references database, and also a bibliography maker. The software allows you to: 1. search library catalogues and import references directly into RefWorks; 2. use the bibliographic manager of many databases (and Summon search engine) and export references directly into RefWorks; 3. add references manually; also sort, edit, delete and search for references; 4. insert unformatted citations in Microsoft Word or other word-processing software, and later format them and /or compile a list of references (bibliography). (Note: this guide is only intended as a brief introduction and does not cover all of RefWorks' many features. For further details you should make use of RefWorks' online help file; click on Help, then Launch Help File. Alternatively, look on the University Library website: for more information and links to tutorials.) GETTING STARTED Setting up a RefWorks account: Access to RefWorks is gained by first registering for an account at This must be done INSIDE the University. Click on the Login tab and then Sign up for New Account. Fill in the registration form, to create a login name and password.

2 Accessing your RefWorks account: To go directly to your account, access and click on the Login tab. Inside the University, you are then prompted to login using your previously registered login name and password. (Remote users, first select Login through your Institution (Shibboleth users). Customising your RefWorks account: You can customise your account in various ways. For example, there s an option to allow you to preview your references to see how they will look in your chosen output style, and another which allows you to make changes to parts (electronic fields) of references imported from external databases. These might include the name of the database (Data source), the URL (Links) of the online source, and the date you accessed the information. First click on the Customise link, at the top-right of the RefWorks window. Under Reference List Options (see above), select up to three output styles ( UWL Harvard is the default style at UWL) from the drop-down lists. Under Import Options, change the default source type for imported references to Electronic. (It can be changed back to Print for e.g. book references.) Also change the radio button Show option for global edit of electronic source related fields after import to Yes. After making changes, click on <Save Customised Settings>. You will now be able to preview references by clicking on the change view drop-down menu on the References tab. The global edit on import option will be seen when you import references from a database or catalogue (see below).

3 BUILDING A REFERENCES LIST Searching online library catalogues (whilst in RefWorks): RefWorks allows you to make a simple connection to a number of library catalogues including the University of West London Library Catalogue. In the RefWorks 2.0 interface, open the Search menu, and click on Online Catalog or Database. In the box that appears, choose a source (e.g. British Library). Under the Quick Search drop-down, enter search terms (e.g. keywords from author and title fields). Using Advanced Search you can specify which field(s) to search and link them with AND, OR or NOT. Click on <Search> to begin searching. Results are shown in a separate window, and you can choose whether to import them into your list. Select the records you wish to use (those Selected ), or click on All in List. Click on <Import> to proceed and <OK> in the next box to confirm; records are added directly to your list. Importing references directly into RefWorks: You can directly import references into RefWorks from most of our databases, as well as Summon search engine, using the direct export option of the database you re using. EBSCOhost, JSTOR, LexisLibrary, Ovid and ProQuest all have this facility. Importing references: EBSCOhost example: In EBSCOhost databases, after conducting a search, click on Add to folder at the bottom of a result to add the item to the Folder for later downloading, etc. To the right of the results window, a message appears: Folder has items. When you are ready to export, click on Folder view and a page headed Folder Contents appears. Select articles to export, then click on the Export icon. In the next page which appears, headed Export Manager, ensure that the Direct Export to RefWorks radio button is selected and click on <Save>. You are prompted finally, to log in to your RefWorks account (if not already logged in), and a message will confirm that the references have been imported into your list. In the Import Results dialog, you have the option to edit imported references, and here you can fill the electronic reference fields Data Source, Database, Links (URL) and Retrieved Date. (These are not always automatically filled.) This edit will be applied to all imported records. Importing references using a filter: A few databases require you to save records as a separate text file and then import the saved file into your RefWorks library using a filter. After saving the text file, select Import under References. <Browse> for the file you have saved; then choose the relevant import option Import Filter /Data Source. If you can't see the one you require, check the RefWorks Help File for a full list which you can download. Most recently imported references are listed under the automatically created group Last Imported. Always check that the references have downloaded correctly - you may occasionally need to make some manual adjustments. Adding references manually: You can add a reference to your list at any time. Under the References menu on the menu bar, you will see the choice Add New. Clicking on this will display a form where you can enter the details of your reference. Be sure to select the appropriate Ref Type from the dropdown list (Note: for articles on electronic databases, select Journal Articles, but change the source type to Electronic.) You are offered fields appropriate to the selected reference style, in which to enter details. Additional fields may also be filled (e.g. Personal notes).

4 Click on <Save Reference> to save the reference to your list. (For more help with creating a new reference, entering references, as well as editing, copying and deleting references, click on Launch Help File under the Help menu and select Managing References.) Sort order: References can be sorted on any of the columns in a list, by clicking the Sort by drop-down on the References tab. Folders: Folders make it easier to organise your list; a folder is a subset of references that already exist in the list. 'All References' and 'Deleted References' are automatically created and cannot be removed /renamed. You can also have sub-folders of references. To create a folder, click on the <New Folder> button, give your folder a name, and then click on <Create>. To add references, first select the references you want added, then click on the Add to Folder icon on the References tab and select the folder (or sub-folder). You can also remove references from folders. Open the folder, select the references you want to remove, then click on the Remove from Folder icon. Importing references from EndNote and EndNote Web (EnW): RefWorks allows you to upload references in an EndNote library (versions 8 or higher), or if stored in EndNote Web you can export directly into RefWorks. For instructions, see Converting from other Bibliographic Management Programs in the RefWorks Help File. Custom list of output styles: The Output Style Manager allows you to create a shortened, customised list of output styles for use in referencing your document. When using Write-N-Cite (see below), your favourites list will be stored near the top of the output style dropdown. To create a favourites list, click on Bibliography, then Output Style Manager. Select a style (e.g. UWL Harvard or OSCOLA), and move it into the Favorites list or out of it. WRITE-N-CITE Link with Microsoft Word: In order to insert references into MS Word or other word-processing software on your home PC or laptop, you must first install the Write-N-Cite 4 plug-in. (Version 3 is currently installed on University Library PCs.) For instructions on how to do this on your home computer, see Installing Write-N- Cite for Windows 4 in the RefWorks Help File. (There s also a version for Mac users.) Write-N-Cite allows you to run a strippeddown version of RefWorks in your wordprocessor, which can then be used to cite references in a document. Version 4 software installs a tab to your Word toolbar. Version 3 installs a button on the desktop, or look under All Programs in the Windows Start menu. WNC version 3 or version 4: The instructions for using Write-N-Cite depend on the version you re using (either ver. 3 or 4). The following instructions are for ver. 3, but there are full instructions for using ver. 4 in the RefWorks Help File, under Working with Write-N-Cite 4 for Windows. Inserting references into Word documents (WNC 3): Launch the Write-N-Cite program from the desktop - this also automatically opens Word. You will be prompted to log in to RefWorks. Check the box in Write-N- Cite, top-left Always on top to keep Write-N-Cite on top of all other programs. In the Word document, position the curser where you would like the citation. Switch to Write-N-Cite and click on the Cite link next to the reference

5 you want inserted. You will then see opening and closing curly brackets, as well as the reference ID, author last name and year. This is a temporary citation placeholder, and this is not what your final citation will look like. At this point you should click on Edit Citation if you want to add or remove information from the formatted reference (You might want to remove the author s name if you refer directly to the author in the text, or you might want to insert a page number.) Save any changes that you make by clicking on <Save to Word>. To remove a citation, click on the Remove link against the citation in the preview window, and then click on the <Save to Word> button. You can select the correct output style from within the citation editor. (For Harvard referencing, use UWL Harvard from your list of favourites.) Next, click on <Create Bibliography>. (Alternatively, choose the output style in the bibliography window.) The program then formats your document with the in-text citation (or footnotes) and the bibliography. If you want to revise your document, you don t need to un-format it; simply add temporary citation placeholders to the appropriate spots and re-format.