Introduction to. Reference Manager 10

Transcription

1 Introduction to Reference Manager 10 Denise Upton Health Sciences Library University of Calgary Diane Lorenzetti Community Health Sciences University of Calgary

2 Outline 1. Creating Reference Manager databases 2. Entering database records 3. Downloading references into Reference Manager 4. Removing duplicate records 6. Using Reference Manager with MS WORD to add references to a manuscript Creating a Database 1. Open the Reference Manager program 2. Click the File pull down menu and Select New Database 3. Choose a location on your computer and name your database Test Data 4. Click the New button to the right of your database file name to create and open your database in Reference Manager. At the bottom of your Reference Manager screen, you will see a Tab, indicating that your database has been created and is open. Up to 10 databases can be open at any one time. At this point, the database still lacks records. The next step is to populate your database with information records. Each database record contains fields of information. In a bibliographic database, typical fields might include author name, publication title, publication date and journal name. In Reference Manager, there are two ways to create records: entering information by hand or importing information from bibliographic article indexes such as Medline or EconLit. Page 2 of 16 December, 2002

3 Entering Database Records Click the References pull down menu and select New to create a new record for your database. Reference Manager provides you with a series of Ref Type templates you can choose. These Ref Types include: Journal Book Chapter Report Electronic Citation Dissertation Each template contains field names and fields specific to that type of record. For instance, a Journal template includes fields for Journal Name, Volume and Issue. A Book Chapter template, on the other hand, would need to have fields for both Chapter and Book Titles. Page 3 of 16 December, 2002

4 When you select References + New, Reference Manager opens up a blank record, displaying the Ref Type last used. To change a Ref Type, click on the blank line to the right of the Ref Type field name. A selection box will pop up, allowing you to preview and choose from among thirty -five available Ref Types. Enter the document information into each field as appropriate. Use the arrows on your keypad to jump from field to field. In the Link to PDF and Web URLs, you can enter web addresses for electronic documents. This will allow you to link directly to the fulltext of an online document from your Reference Manager database. Reference Manager 10 also allows you to enter separate links to Related sources, Images and other Full- Text document formats. When you are finished entering information, click on the Computer Disk button to Save. When this button is greyed out, the record information has been saved in Reference Manager. Page 4 of 16 December, 2002

5 Exercise: Entering Records into Reference Manager Use this sample data to create new records for the Test Data database. Book Modeste, Naomi Dictionary of Public Health Promotion and Education: terms and concepts Thousand Oaks, California: Sage Publications, 1996 Report World Health Organization Research on Menopause in the 1990s: report of a WHO Scientific Group Technical Report Series Number: 866 Geneva: World Health Organization, 1996 Journal Article Miller, FH Health care information technology and informed consent: computers and the doctor-patient relationship. Indiana Law Review 1998; 31(4): Remember: When you are finished, click on the Save. Computer Disk button to Note: To remove the pop-up box, click on Tools Options General. Deselect the Automatic Pop-up Browser by removing the checkmark in the box. Page 5 of 16 December, 2002

6 Reference Manager Display Screen The Reference Manager display screen is split. The bottom half is an Index of records in the database. The top of the display screen contains detailed record information (Full Record) for whichever record is highlighted in the index portion of the screen. Click on any of the references in the index to view that record in full in the top half of the display screen. Click on the globes these documents and images. to the right of full-text links to access Page 6 of 16 December, 2002

7 Drag the resize bar in the middle of your screen to make either the Index or Full Record window screens larger or smaller. Sort your database in alphabetical, reverse-alphabetical or numerical order, by clicking any of the Index Headers at the top of the Index reference list. Clicking on the Index Headers changes the sort order. A database can be sorted only by the fields displayed in the Index. To sort by a field not displayed in your current Index, you must first add it to the Index display. Tabs at the bottom of the screen indicate which databases are open and which one you are working in. You can have any number of databases open simultaneously and move between them by clicking on these Tabs. EDIT a reference by clicking on any of the fields in the Full Record display. After making any changes to a record, remember to save your changes. Again, to save changes, click on the Computer Disk button at the top of your Reference Manager screen. When this button is greyed out, the record information has been saved in Reference Manager. Delete a reference by highlighting with your computer mouse in the Index list, right-clicking and selecting Delete Reference Page 7 of 16 December, 2002

8 Importing References from an Electronic Database Many online databases such as Medline, CancerLit and Social Science Abstracts allow you to save search results in a format that can be downloaded and imported into Reference Manager, eliminating the need to enter references by hand. In order to be Reference Manager compatible, online database search results must be saved as text files in a tagged format. In tagged bibliographic records, each piece of information, such as Author or Title, is preceded by a label or tag. Tagged Record 1 UI - 13 AU - Bayoumi AM AU - Redelmeier DA AD - Department of Medicine, University of Toronto, Canada. ahmed.bayoumi@utoronto.ca TI - Economic methods for measuring the quality of life associated with HIV infection AB - BACKGROUND: Quality of life is measured as utilities for costeffectiveness analyses. OBJECTIVE: To test the adequacy of three common utility elicitation methods for individuals with Human Immunodeficiency Virus (HIV) disease. NT - UI DA IS LA - engpt - Journal ArticleCY - NETHERLANDSSB - IMSB - X UR - PM: SO - Qual Life Res 1999 Sep ;8(6): When a text file is imported into Reference Manager, the bibliographic information in this file is transferred into the fields that make up a record in a Reference Manager database. Reference Manager must be able to interpret the information in the text file to decide where individual pieces of information fit.. Import Filters are computer programs that make this happen. They are able to read the Tags that precede bits of information in bibliographic records and decide where to place an item of information within a Reference Manager record. Page 8 of 16 December, 2002

9 Exercise: Therapy Search OVID Medline database for articles on Arthritis & Diet 1. Minimize Reference Manager. 2. Open Netscape or Internet Explorer. 3. Go to the University of Calgary Library Web Page at: 4. Click on Article Indexes + Medicine + Medline + Connect 5. From the menu of OVID databases choose Medline 6. From the Medline search screen type arthritis into the search box and click Continue 7. Select the subheading diet therapy and click Continue 8. Click Display to view your search results 9. You can either choose to select a subset from the list by clicking on items in the list or download the entire list up to 200 references at a time. 10. Scroll down to the bottom of the page. From the Citation Manager box at the bottom of the OVID screen select the following for each column The choices you make here ensure that your search results will be saved in a format that Reference Manager can interpret. Citations Fields Citation Format Save Format All on this page (for everything on the current page) All in this Set (for all articles up to 200 citations) Selected All Pages (if you have chosen a subset) Complete Reference BRS Tagged ASCII Text Dos/Windows Click on the Save button to save your search results. For this exercise, save a file of records 1-50 with the title Arthritis One.txt in My Documents Ensure that your files are saved as text documents with the.txt file extension Page 9 of 16 December, 2002

10 Exercise: Import OVID Medline search results into Reference Manager 1. Open or Maximize the Reference Manager window. 2. Create a database called Arthritis 3. Click on the References pulldown menu and select Import text file. 4. An Import Dialog box will appear. 5. In the Text File box, select the Arthritis One.txt text file by clicking the 3 dots to the right of the Text File box to browse the folders on your computer and find the location of your saved file. 6. In the Filter box, select an Import Filter that will translate your search results into a Reference Manager format. Click the 3 dots to the right of the Filter box to browse a list of Import Filters that come with your Reference Manager software. 7. The filter to select for this exercise is OVID (BRS COLLEAGUE) MEDLINE.cap 8. Click the Import button at the bottom of the Dialog box to import Arthritis One.txt into Reference Manager. Page 10 of 16 December, 2002

11 Import Tab: When a text file is imported into Reference Manager, a temporary Import database is created, containing the records from the most recent import operation. The Import database disappears when you close your Reference Manager program. Moving or Copying References Between Databases Move references from one database to another by dragging the highlighted reference from the Index list of one database to the tab of another database. Both databases must be open *This operation removes the reference from your original database. Copy references between databases by right-clicking the highlighted references in the Index list and selecting Copy Between Databases. Move a record from the Test Data database into the Arthritis database. Checking for Duplicates Databases, such as Medline & PsycInfo, index many of the same journals. When importing records from multiple databases, you may want to screen out duplicate citations. Reference Manager checks for duplicates by comparing the information in select fields. Standard fields compared are Title, Date, Author & Periodical. For a citation to be read as a duplicate all the fields identified for duplicates checking must include identical information. When importing references from multiple article indexes into one Reference Manager database, you may wish to disable Periodical name as a comparison field to be checked. While indexes such as Medline abbreviate their journal names, others, like Embase, do not. Reference Manager will read JAMA and Journal of the American Medical Association as two separate journal titles and, therefore, two versions of the same citation may inadvertently be added to your database. Page 11 of 16 December, 2002

12 Setting Options to check for Duplicates 1. Click on Tools menu then select Options 2. Click on Duplicate Search to select the fields that Reference Manager should compare to determine if 2 records are duplicates. Because Periodical Names can be represented in databases in either full or abbreviated format, deselecting Periodical as an option will ensure that a greater proportion of duplicate records are caught. 3. Click on the Import menu within Options 4. Under Duplicate References choose: a) Import to import any duplicate record into your database b) Do Not Import to filter out any duplicate records c) Put In Duplicates Database to save all potentially duplicate records in a separate database that can later be reviewed to ensure that the duplicates checking program is not excluding important citations. In version 9.5, a Duplicates database must be created. Exercise: Importing Records While Checking for Duplicates 1. Open the Arthritis database 2. Do a search in Pubmed as follows: a. go to b. In the search box, type Arthritis[MeSH]/diet therapy AND Change the Display from summary to Medline and click on Display. 4. Click on Save and change the file name to Arthritis Two.txt. 5. Import this file into your Arthritis database. Use the filter pubmed.cap. 6. Reference Manager will now check all incoming records for duplicates and deal with them according to the defaults you have established. 7. If more than one database is open while an Import is in progress, Reference Manager can check for duplicates from among all open databases. Reminder: Only 10 databases can be open at any one time. If you have created a duplicates database, this will count as one of your 10 Exercise: Checking for Duplicates after Import 1. Click on Tools Batch Operations Duplicate Search 2. Ensure the database of your choice is selected click on Search 3. Any duplicate records found will be saved in the duplicates database. Page 12 of 16 December, 2002

13 Cite While You Write With Cite While You Write, you can insert bibliographic references from your Reference Manager database into a Microsoft Word document such as a report or thesis. You can also use Cite-While-You-Write to generate bibliographies at the end of your documents., again using the records in your Reference Manager databases. In-text citations or bibliographies can be produced in any one of hundreds of bibliographic styles such as the APA Style, Uniform Style or those adopted by individual journals such as the BMJ or Journal of Health Economics. These styles come preloaded as part of with your Reference Manager software package. To begin, open either an existing or new Microsoft Word Document. For this exercise, a new document will do. If Reference Manager 10 has been loaded onto your computer, a Reference Manager 10 Toolbar will appear each time you open Microsoft Word Inserting Parenthetical References 1. Open Reference Manager and all the Reference Manager databases that contain the references you will need. 2. Begin to type some text. 3. At the point in your document where you would like to add an in-text citation, click on the Insert Citation (1 s) button on the Reference Manager Toolbar 4. Type some identifying text to help the program retrieve the correct reference from your Reference Manager databases. You can type in a keyword, author name, or almost any other identifying text. 5. If more than one database is open, you can choose a specific one or have Reference Manager search all open databases. 6. If the text you type in applies to more than one reference, a box will pop up from which you can choose the appropriate one. 7. Click Insert. Note: In Reference Manager 9.5, the reference is unformatted at this point and will change later. Page 13 of 16 December, 2002

14 Generating a Bibliography for your Document 1. Once you have inserted references in your paper, select Generate bibliography. (4 th button in the Reference Manager Toolbar) 2. Click Browse (three dots) beside Output Styles to browse and select an output style for your bibliography 3. Change the font style, size and bibliography header as needed. 4. Click OK to generate the bibliography. 5. The parenthetical references in your document become consistent with the style you chose for your bibliography. 6. You can change the reference style again by selecting the Generate 7. Bibliography button and selecting a different output style. NOTE: If you are using Reference Manager 9.5, you must first Scan your document (using the buttons of your Reference Manager 9.5 Toolbar) before you can generate your bibliography. Copies of the same document can be saved in different bibliographic formats if each file is given a distinct name. Bibliographic formats can be changed at any time during the life of a document, either before or after it is saved. Page 14 of 16 December, 2002

15 Questions Filters: OVID Medline OVID (BRS COLLEAGUE) MEDLINE.cap Pubmed - PubMed.cap For other U of C databases, please check the Reference Manager filters page at: Choose Download Import Filters, find and save the filter you need to your computer. If there is no filter for the database you are using, contact the Health Sciences Library. For questions on these or other aspects of Reference Manager software contact: Health Sciences Library University of Calgary medlibr@ucalgary.ca Diane Lorenzetti Centre for Health and Policy Studies University of Calgary dllorenz@ucalgary.ca ISI ResearchSoft Reference Manager Technical Support refman@isiresearchsoft.com Reference Manager Home Page: - click on Support and Services for new filters and output styles Page 15 of 16 December, 2002

16 Searching for Specific Articles in HKN to enter into Reference Manager 1. Go to 2. Click on the top START OVID button. 3. Choose the database of your choice 4. Deselect Map term to subject heading. Sample citation: Harrison RA. Harrison BJ. Fish oils are beneficial to patients with established rheumatoid arthritis. Journal of Rheumatology. 28(11):2563-5, Enter information from your citation some options are: Author e.g. Harrison RA.au Volume e.g. 28.vo Page e.g pg Title words e.g. fish oils.ti Journal name e.g. Journal of Rheumatology.jn Sample search string: Harrison RA.au and 28.vo and 2563.pg Citations will then have to be collected together in a set for saving. To do this, use OR to join the search numbers together e.g. 1 or 2 or 3 or 4 or 5 etc. Go to the bottom of the screen to Citation Manager. From the Citations column, choose all in this set. From the Fields column, choose Complete Reference. From the Citation Format column, choose BRS Tagged Leave Save Format as is. Click on Save save as text file, renaming file as appropriate. Import into Reference Manager. Page 16 of 16 December, 2002