RefWorks Exercise Set and Handout for SPH Summer Seminar Sheldon Margen Public Health Library, UC Berkeley August 21, 2013

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1 RefWorks Exercises RefWorks Exercise Set and Handout for SPH Summer Seminar Exercise 1: Log In, Create a Folder, Manually Add a Reference RefWorks is web-based, so you can access your database from any computer with Internet access. When you create a RefWorks account, you must use address. Use folders to organize your references in RefWorks. Usually you will import references (citations) to your RefWorks database from journal article databases, catalogs, etc. (see Ex. 2). However you may occasionally need to add a reference manually. 1. Go to refworks.com and click Login on the left side. If prompted, click No so that nonsecure items will be displayed (this may happen when using Internet Explorer). 2. Click the Sign Up for a New Account link and follow the prompts to create an account. 3. Click the New Folder button (near the top left), name your folder whatever you wish, click Create. 4. Click References (at the very top left, just under the RefWorks banner) > Add New. The Add New Reference window pops open. 5. Change the Reference Type to Web Page. 6. Enter the following: Author: International Center for Research on Women Title: Publications ICWR Accessed, Year: 2013 Accessed, Month/Day: 8/21 URL: 7. In the Add to folder drop down menu below, select the folder you just created 8. Click Save Reference. NOTE: You will see a message saying an author name has been entered incorrectly; click OK in this case. This happens when you manually add a reference with an institutional (non-personal) author. 9. Click the X near the top right of the Add New Reference box to close the record and return to the RefWorks window. 10. To view, add to, or otherwise change this record, click on the pad/pencil icon on the right side of the record you wish to edit. ~ ~ ~ End of Exercise 1 ~ ~ ~ 1

2 Exercise 2a: Import References into RefWorks: Copy/Paste text Many databases allow for direct import of citations into RefWoks. PubMed, and a few others however, require a copy and paste procedure. 1. Open a new tab or window of your web browser and go to the Public Health Library home page: 2. Click the PubMed for UCB link in the Research Tools column 3. Type asthma/ethnology in the search box and click Search. (If you are unfamiliar with searching PubMed using subheadings the term after the slash / come to our reference desk or us!). 4. Select any 4 citations by clicking in the check box at the left of each 5. Using the Display Settings: drop down link located near the top (under the search bar), select MEDLINE and click Apply 6. Use you browser s Edit > Select All command, then Edit > Copy 7. Go back to your RefWorks window or tab and select References > Import 8. Next to Import Filter/Data Source, select NLM PubMed 9. Next to Database, keep the selection PubMed 10. Click the From Text link 11. Make sure the cursor is in the box, and use your browser s Edit > Paste function to paste the text into this box 12. Next to Import into Folder (you may need to scroll down a little), choose the folder you made in Ex Click Import at the bottom of the RefWorks window. The import process may take a few seconds. 14. Click View Last Imported Folder at the bottom of the Import References window. Mousing over the blue squiggle above each reference: will display View in PubMed, Related References, and More by Author links. Selecting any of these will open PubMed and execute the appropriate search. Exercise 2b: Import References into RefWorks: Direct Export from a Database 1. Return to your other window or tab and go back to the Public Health Library home page, 2. Click Indexes and Databases under the Research Tools column and scroll down to and click Sociological Abstracts. 3. Type racism AND health risk in the top search box and click Search. 4. Select any 4 citations by clicking in the check box at the left of each Ex. 2b continues on next page 2

3 5. Click Export/Save near the top right, and select Refworks; leave the default selections in this pop-up box, scroll down and click Continue. A new RefWorks window/tab will open. Login again if necessary. 6. Click View Last Imported Folder at the bottom of the Import References window. You can move these citations to another folder if you wish by selecting the checkbox to the left of each citation, and mousing over the folder icon above. Choose the desired folder. ~ ~ ~ End of Exercise 2 ~ ~ ~ Exercise 3: Use Write-N-Cite with Microsoft Word RefWorks works with Microsoft Word to format both in-text citations and bibliographies. Creating a bibliography in any of nearly 1000 styles takes only seconds! 1. In RefWorks, go to Bibliography (near the top) > Output Style Manager On the left side is the List of Export Styles that RefWorks makes available; on the right is a place for your Favorites. To use a particular style in Microsoft Word, you must first add it to your Favorites. 2. Scroll down to the Cell style on the left side, select it, then click the right pointing green arrow between the 2 boxes to add it to your Favorites. 3. Close the Output Style Manager using the X at the top right. 4. Open Word: Start Button > Programs > Microsoft Office > Microsoft Word Type My test document. then save the document to the desktop, renaming the document if desired 6. Click the RefWorks tab in Word located in the Quick Access Toolbar at the top. 7. Log on to RefWorks: Use the username and password you created in Ex. 1, and the Group Code, which will be given out in class. You should see a Syncing Data message for several seconds. If you did not see this: 8. Click Sync My Database. This may take a few moments. 9. Click the Style: drop down list and select Cell. You may need to click Select Other Style (at the bottom of the list) and choose it from the box that appears. 10. Click Insert Citation at the top left, and select Insert New. A box will open; select the folder you created. 11. Select a citation and click OK. 12. Type some more and add another citation as you did in steps 8-9, above. Ex. 3 continues on next page 3

4 13. Hit the Enter button on your keyboard to move the cursor down a couple of lines. 14. Click Bibliography Options and choose Insert Bibliography. 15. You may change the style by selecting a new style from the Style: drop-down list under the RefWorks tab in Word. Remember to first add styles to your Favorites (steps 1 & 2, above) in order to see them on this drop down list. ~ ~ ~ End of Exercise 3 ~ ~ ~ Thanks for participating in the RefWorks class! Before leaving, please take a moment to complete an online survey at: Additional RefWorks Tips Adding References to Your RefWorks Database The exercise set covers manually adding references, as well as adding references from PubMed (copy/paste) and Sociological Abstracts (direct export). Instructions on importing references to RefWorks from many additional databases/catalogs, including Web of Science, OskiCat, Melvyl, and Google Scholar, are at and at Attaching Files to References in RefWorks 1. Click the pencil & paper icon to Edit any reference 2. Click Chose File to the right of the Attachments box 3. Locate the file you wish to attach. 4. Click Open. Note the thumbnail preview of the attachment in the Edit Reference view. 5. Click Save Reference, then click the X in the upper right download window (not the browser window) You will see a paper clip icon in the reference indicating a file is attached. Click View or change the database view to Full View to access the attachment. Sorting References Sort the references in your RefWorks database by primary author, publication year, title, and more by using the drop-down menu labeled Sort by located just above the first listed reference of the database display. Note: when sorting by Title, Primary, RefWorks does not ignore beginning articles (a, an, the) and will alphabetize by them. 4

5 Collaborating & Sharing with RefWorks RefWorks facilitates collaboration by allowing for two methods of sharing references or databases: A. Create a RefWorks account for a project or other group You can create a new account and share the user name and password with colleagues. This can be useful for a student group project, for example. Each person will be able to log into RefWorks using the shared password. Note: Be very careful when working on a single Word document using a shared database! B. Share your database or a folder within your database using RefShare 1. In RefWorks, click the Organize & Share Folders tab 2. Click the folder/arrow icon seen to the far right of each folder in your database 3. Click Share a. You have the option to name and add other information to the shared folder b. You will also see a URL that you can put on a web page or otherwise share c. Other options include adding full-text links, allowing users to comment, etc. 4. Click Save. Note: Unlike option A, only the originator of this shared folder will be able to add or delete references. Globally Editing Data in Reference Fields Global Edit adds/edits information to any particular field in a selected group of references, e.g. when tagging specific citations to a particular project or paper in a User Defined field. 1. Select the references you want to edit: specific ones (place a check in the box to the left of each), the page, or the entire list (select these options under References to Use:, near the top of the RefWorks window). 2. Click the Global Edit icon near the top center of the RefWorks window it looks like a globe with a pencil on it, just to the left of the red X. 3. Click the down arrow by Add, Move, Delete, or Replace. 4. Select the field you want to edit from the drop-down list. 5. Type the data to add in the field in the box below; use the optional formatting if desired. 6. Select the desired option for handling the field if it already contains data. 7. Click the Add, Move, Delete, or Replace Data button then OK. You should see a message indicating the edit was successful. Downloading Write-N-Cite 1. Be sure that you have closed Word before downloading Write-N-Cite. 2. Log into your RefWorks account 3. Select Write-N-Cite from the Tools drop-down menu at the top of the RefWorks window. 4. Select then copy the long string of characters in the box under How do I log into Write-N-Cite 5. Click the appropriate download link. Instructions continue on next page 5

6 6. Run the install program: You may get a message to install Microsoft VSTO 2010 Runtime and/or MS.NET Framework. Go ahead and do so, if prompted Write-N-Cite will start to install; click Next as prompted, then Finish. 7. Close the Write-N-Cite window in RefWorks. 8. Open Microsoft Word. 9. Click the RefWorks tab that now appears at the top. 10. Click Login and paste the long character string into the appropriate box (See Step 4, above). 11. Click Login. RefGrab-It RefGrab-It lets you import data from web pages into your RefWorks database as references. 1. Install RefGrab-It in your browser. Go to Tools > RefGrab-It 2. When viewing a web page you wish to import into your RefWorks database, click the RefGrab-It icon in your browser toolbar or favorites list. RefWorks will identify the Title and the URL of your current webpage and give the option to import it (with the Ref Type = Web Page) into your RefWorks account. If an ISBN, PMID (PubMed ID), COinS, or DOI exist on the web page, RefGrab-It will automatically search various web resources behind the scenes to get supplemental information, so you will be able to import it with the correct Ref Type When using RefGrab-It on a web page, it automatically opens a temporary results page in a new window. You can view the information, and then decide if you want to import the data into your RefWorks database More information, including download instructions, is available in RefWorks: see Help > Getting References Into Your Account Using RefMobile Go to on any web-connected mobile device. You will have access to all your folders and references. Use Smart Add to add a reference to your database with a quick search and one click. RefMobile requires you to log in with the UC Berkeley Group Code, found at (CalNet authentication required) RefWorks Help RefWorks (etc.) Help and Tutorials (from the Public Health Library) Includes handouts/exercise sets from classes and tutorials on importing citations RefWorks Tutorials (from RefWorks) RefWorks Online Help (from RefWorks) 6