INDEX. 1. Creating citations 1.1. Using Write-N-Cite Without using Write-N-Cite.

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2 INDEX 1. Creating citations 1.1. Using Write-N-Cite Without using Write-N-Cite. 2. Sharing references 2.1. Using Refshare Without using Refshare Creating a read-only access Creating multiple RefWorks accounts Exporting references. 3. Output styles 3.1. Selecting favourite output styles Previewing output styles Editing output styles. 4. Refgrab-it. 5. Advanced search 5.1. Quick search Advanced Search Search by indexes. 6. Global Edit. 7. Webinars: Live and recorded training. 2

3 1. CREATING CITATIONS 1.1. Using Write-N-Cite (only for Microsoft Word users). A. Installing Write-N-Cite: You must download Write-N-Cite before inserting in-text citations in a Word document (download it from RefWorks in Tools > Write-N-Cite). Then, you must install it following the installation instructions. There are several available versions of Write-N-Cite depending on the operating system you use. Once Write-N-Cite is installed, it will appear in your computer as a Microsoft Office Word complement and it will be located in the tab ProQuest on Word toolbar. When selecting that tab, the different options allowed by Write-N-Cite will be displayed. B. Logging in: To start working, firstly we have to Log in. A new window will open and we will have to enter the user name and password of our RefWorks account. C. Inserting in-text citations: 1. Firstly, you must choose the output style you want to use for your citations: click on the drop-down list Style and select one from the presented styles. 2. Place your cursor in that part of the text in which you want to insert the citation and click on Insert citation. Depending on the citation you want to insert, it is possible to choose among the ones previously cited or insert a new one by clicking on Insert new (a pop-up window is displayed offering our list of folders and/or references saved in RefWorks). Once a citation is selected, you must click on Accept and RefWorks will place the selected citation within the text. D. Showing the complete details of a reference It is possible to see the complete details of the reference that is going to be inserted in the document. To that end, select the reference and right click. E. Inserting a footnote: Place the cursor in the part of the text you want to insert a footnote. Click the option Insert citation. In the drop-down window, select the citation and choose the option Create footnote. Finally, click on Accept and RefWorks will generate automatically the number and footnote. If several footnotes are inserted, RefWorks will order them automatically. F. Adding multiple references in the same citation or footnote Select a reference to cite. At the lower part, in section Select reference, click on the symbol + placed at the right. From the list placed at the top part, select the second citation you want to insert. Add all the references you need following the same procedure. Once all the references have been selected, click on OK. G. Editing references: Under the list of references, in section Edit References Write-N-Cite shows several options to modify the citations. Some of these options may not be available depending on the selected output style: Hide year Hide author Supress pages Override pages: substitutes the pages contained in the citation for those you want to include. Bibliography only: the citation will not appear inside the document but only in the final bibliography. Prefix / Suffix: include what you want before or after the citation. All changes can be previewed at the bottom, in section Preview Citation. 3

4 H. Building a bibliography Once citations and footnotes have been inserted, it is possible to build a bibliography with them selecting the option Bibliography options -> Insert bibliography. RefWorks will insert the bibliography in the place where the cursor is positioned. 1.2 Without using Write-N-Cite (for users who don t use Microsoft Word). Compatible file types: o Text (.txt). o HTML. o Rich Text Format (RTF). o Word for Mac 98 or later. o Word for Windows 2000 or later. o OpenOffice.org Writer (.odt). A. From RefWorks through Cite. 1. Select the option Cite (icon at the right part of the citation) from the reference you are interested in. 2. A window is opened: Citation Viewer. 3. Click on SELECT to be able to copy and paste the citation in the required place of the document you are working with. 4. Save the document in your PC. The document has been saved with the temporary citations (for instance: {{330 Unruh, Vicky 2007}}). 5. In menu Bibliography, select Create Bibliography and follow the next steps: - Choose an Output style for the references. - Click in link: Format paper and a bibliography. 6. Search in your computer (in select a file ) the document you are working with and click Create Bibliography, in the lower right part of that window. 7. RefWorks will create a new document with the in-text citations and the bibliography at the end of the document, formatted with the chosen output style. B. Manually To build a bibliography manually, insert directly the in-text citations following the next method: 1. Use two curly brackets {{ (do not add the quote marks) followed by the number of the reference (ID Ref), and two left facing curly brackets }}. The citation will be: {{ID Ref}} (for instance {{34}}). To add more than one citation in the same place, the appropriate ID Ref must be separated by semicolon: {{34;45;23}}. The ID Ref is the number that identifies each reference inside your RefWorks account. This number is unique, unrepeatable and consecutive. Each time a reference is added to your account, RefWorks assigns it automatically. 2. In menu Bibliography select Create Bibliography and follow the same steps we indicated before: - Choose an Output style for the references. - Click in link: Format paper and a bibliography. - Search in your computer (in select a file ) the document you are working with and click Create Bibliography, in the lower right part of that window. 3. RefWorks will create a new document with the in-text citations and the bibliography at the end of the document, formatted with the chosen output style. IMPORTANT: It is possible to change directly the output style of a previously formatted document, without citing all again. The only condition that must be taken into account is the method used the first time the document was formatted (by means of Write-N-Cite, from RefWorks through Cite or manually), since if another method is used, the output style cannot be changed. In general, to carry out any modification of a formatted document you must use the same method you used the first time. 4

5 2. SHARING REFERENCES 2.1 Using Refshare (RefWorks shared area for each institution). 1. Click the tab Organize and share folders. 2. In that window you can select Share entire database (all your references) or any folder you want to share. 3. Below the tabs (References, Organize and Share Folders), you can find the option View Shared Area which allows you to see the shared area belonging to the University of Deusto. 4. To share the references click on the icon. 5. Another window will open with several options through which you can give different access levels to the references you are going to share. 6. You can assign a Title and add Information that will appear when someone accesses the RefWorks shared area. 7. Inside section Share Options, if the checkmark Include in Biblioteca Universitaria de Deusto's shared area is selected, those references will be added to be shared in a RefWorks web space assigned to the University of Deusto. Once selected this checkmark, a drop-down list will appear below to choose the category in which those references are going to be placed inside the shared area. 8. Close the shared folder options window. 9. Now, next to the folder you have shared, you can find the following icon. Placing the mouse cursor over this icon a new window opens which allows you to: - Share link: a new tab opens in your browser with the shared references. You can share them by copying the url. - Remove share: the folder stops being shared. - Shared folder options: you can modify the options established when sharing the folder. - shared folder: a window opens with an template to send the link (url) to those people we choose. 2.2 Without using Refshare Creating a read-only access. At the top part of the webpage, select Update profile. You can find, among others, the option to type a read-only password : it can be modified as many times as you need. Make sure this password is not the same as the original password you use to log in RefWorks. Provided with these user name and read-only password, other users will be able to: search, view, print, export data and build bibliographies. When a user works in a read-only mode, Read-only appears on the upper right side of the page Creating multiple RefWorks accounts. RefWorks allows you to create as many accounts as you need, so it is possible to create multiple accounts to be shared among different groups of users. Thus, all users provided with this account s password will have full access: adding, editing, building bibliographies, citing in a text shared with the same users, etc Exporting references. To share references, you can export them from any RefWorks account and then import them to another: Export: 1. Select the references to be exported and add them to My list (if the references you want to export are already in a folder or you want to export the entire database, skip this step). 2. In menu References, select Export.

6 3. Choose Selected, Page or All in list, from the folder we want to export. To choose a folder or My List or All References, make that selection in right menu, in section folders. 4. In the drop-down Select and Export Format, select RefWorks Tagged Format and click on Export References. 5. Save the file with the extension.txt in your personal computer. (If a new tab is opened in your browser, copy all the content to a file.txt with the notepad or any other similar software). Import: 1. In menu References, select Import. 2. In section From text file, select RefWorks Tagged Format in Import Filter/Data Source and Tagged Format in Database. 3. Search in your personal computer (in Browse ) the file.txt you want to import. 4. At the end of the pop-up window, choose a folder you want to import the references. If no folder is selected, the references will be placed only in the folder Last imported. 5. Click on Import. 6. References will be placed in folder Last imported and selected folder. NOTE: Reference numbers (ID Ref) are not transferred while importing or exporting. Those references imported from one account to another will receive a new ID Ref according to the account they are being incorporated into. 3. OUTPUT STYLES 3.1 Selecting Favourite output styles: In menu Bibliography, select Output Style Manager. A pop-up window opens. At the left side, you can get a list with more than output styles that RefWorks provides. When selected, they can be added to the right side list, where our favourite output styles are located. At the upper left side, we have the possibility to SEARCH the output style we want. Besides, at the lower left side, you have the option for viewing a particular output style before adding it to favourites. 3.2 Previewing output styles: In menu Bibliography, select Preview Output Style. A pop-up window opens and, firstly, you can choose an output style in order to preview it: in first place, favourite output styles are provided and, next, the rest of output styles are listed. If the checkmark Use references in my database is selected, examples of the chosen output styles will be provided using references from our account: for instance, if we have references of books or journal articles, only examples of books or journal articles will be shown. If the previously mentioned checkmark is deselected, all default information that RefWorks offers for every type of reference will be shown: book, journal article, website, etc. 3.3 Editing output styles: In menu Bibliography, select Output Style Editor. Firstly, we must choose the output style we want to edit. Next, we type the name we want to assign to the modified output style. Finally, at the lower part, choose Citation type. Clicking on View we will access to the interface in which we can modify the output style. The output style editor has three main tabs: Bibliography, In-Text Citations and Notes. Each tab contains the required sections to edit the selected output style. 2

7 4. REFGRAB-IT RefGrab-It allows you to incorporate bibliographic references into RefWorks taken from websites which contain information based on ISBN, DOI 1, PMID 2 ó RSS 3. Websites can be also added to RefWorks as bibliographic references. To use this utility, it is necessary to install a plug-in in the user s browser: in menu Tools go to RefGrab-It. A new tab will open in our browser providing instructions to install and use RefGrab-it. 5. ADVANCED SEARCH 5.1 Quick Search. It allows you to search registers in all fields. To that end, include the search term on the top right side of the screen: Search your RefWorks database. In this Quick Search: If more than one term is typed, RefWorks will search them using the operator OR The retrieval is made by means of truncated terms. For instance, if a term such as art is introduced, the engine will retrieve embedded terms such as Artist, Article, etc. Beside the place where the search term is introduced, there is a paperclip icon that allows you to search those words in the name of the attachments of the bibliographic references, when clicking on it. 5.2 Advanced Search. In menu Search, select Advanced. Type the search terms and choose the fields you want to search in. You can add more fields clicking on the icon that is settled on the right. RefWorks allows the use of Boolean operators AND, OR, NOT. Select All References or those folders/subfolders where you want to search in. The search can be saved clicking on Save : a new pop-up window opens and you are allowed to type any name you want to use to label the search. Finally, click on Save in the last pop-up window. What is saved is the search strategy, that is, the introduced search terms and not the search results. Click Search. The results with the searched term highlighted will be provided. 5.3 Search by indexes. Inside menu Search we find the following options: By author, By descriptor, By Periodical. Once bibliographic references are being incorporated into a RefWorks account, the system generates an Author Index, a Descriptor Index and a Journal Index. RefWorks allows you to search in those indexes, view the number of references in which each term is found and edit or delete any term (but not the references). When a term is selected, all registers included in that entry will be shown. 1 DOI (Digital Object Identifier): it is a means to identify a digital object regardless its URL. It is used mainly to identify electronic articles from scientific journals. 2 PMID (PubMed Identifier): it is a unique number assigned to each citation of an article from biomedical and life sciences journals that PubMed collects. 3 RSS (Really Simple Syndication): it is a simple data format, based on XML, used to publish frequently updated works for the subscribers of a website (simultaneous publication of contents in several sources).

8 6. GLOBAL EDIT RefWorks allows you to modify bibliographic references in a global way; that is, to change at once the information contained in the selected references. To that end, you must choose the registers or folder in which those references are included and select Global Edit (icon inside tab References). When Global Edit is selected, a window is opened and you will be able to choose among the following actions: Add, Move, Delete or Replace information from the bibliographic references previously selected: Add: you can add information in any particular field. Move: you can move information from one field to another. Delete: you can delete the content of a particular field. Replace: you can substitute the content of the selected field for another. 7. WEBINARS: Live and recorded training There are live and recorded Webinars in which we can find all the help we need about RefWorks. To get webinars, access to and you will find training webinars in English and other languages. 2