Reference Manager. Version 11. Beginners' Guide

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1 Reference Manager Version 11 Beginners' Guide Barbara Smith Library July 2004

2 REFERENCE MANAGER Reference Manager, produced by ISI ResearchSoft, is a personal reference management system designed to keep track of specific references you may wish to retrieve. There are over 30 predefined reference types to choose from including journals, books, conference proceedings, theses, patents, and slides. You can enter literature references at the keyboard, or you can use the Import Text File to import them from a disk file created by accessing an online search service such as Dialog or OCLC, or a CD-ROM such as SilverPlatter. You can enter notes or text of any length for each reference. Once your references are entered, you can retrieve them by entering almost anything you remember about them; any author, keyword, journal, year of publication, editor, word or phrase appearing in the title or notes, and document type. A special indicator reminds you if you have a copy of an article in your own files or whether you have requested one on inter-library loans. Reference Manager can generate bibliographies formatted in various journal styles, in addition to incorporating the appropriate reference citations into your manuscript. With Reference Manager you can select options from pull-down menus and click on buttons or checkboxes to perform special functions. You can use your keyboard and mouse to select menu options. CREATE A DIRECTORY FOR REFERENCE MANAGER DATABASES First create a directory where you will store your Reference Manager databases. This should be on your hard disk and backed up regularly so that you do not risk losing data. For example, if you keep all your own files in the My Documents area of your PC (i.e.saved to the Staff file server), create a folder here for Reference Manager and this will be automatically backed up, and available from any networked PC used. LAUNCHING REFERENCE MANAGER 1. In Windows, from the Start menu, select Programs, then Reference Manager 11, then Reference Manager 11 Network 2. To open a new database or to create one, from the File menu select Open Database or New Database. 3. Do one of the following: To open a database, select a file, or browse your Reference Manager folder to select a database. To create a new database, in the File name field type a name for the new database and save it in your Reference Manager folder. 4. Click Open or New as appropriate.

3 USING THE TOOLBARS Three primary toolbars provide quick access to commonly used commands and functions. They are the Edit, General, and Format toolbars. The Edit Toolbar Use the tools contained in the Edit toolbar to create, open or save databases and output styles. You can also cut and paste text, copy text and references, add, edit or delete references, check spelling, print a bibliography, or access online help using this toolbar. The Edit toolbar contains these buttons: New Open Save Cut Copy Paste Creates a new database or output style (depending on the active window). Opens a database or output style (depending on the active window). Saves the reference, output style, or synonym list currently on the screen. Cuts the highlighted text from any editable field. Copies the highlighted text or highlighted reference from any editable field. Pastes the last text you cut or copied. Insert Marked References New Reference Copy Between Databases Spell Check Inserts the marked references into the open Microsoft Word document, at the location of the cursor. Displays a new Reference Edit window, enabling you to add references. Displays the Copy Between Databases window, enabling you to copy references from one database to another. Displays the Spell Check dialog box so you can check the spelling of text in the current reference. Print Help Lets you print references or terms, depending on the active window. Displays online help.

4 The General Toolbar The General toolbar provides functions that let you search the database, open the Reference List, activate Term Manager, go to word processor, and visualise data. The General toolbar contains these buttons: Search Reference List Term Manager Word processor Data Visualization Opens the Search window, enabling you to find specific references within the database. Opens the Reference List and makes it the active window. Opens the Term Manager window or makes it the active window. Switches to your word processor (Word) and makes it the active window. For exporting data from Reference Manager to data visualization software. The Format Toolbar Use the tools in the Format toolbar to specify the font and formatting characteristics of selected text. These tools are used when you enter or retrieve references, or when you define output styles. The Format toolbar contains these buttons: Font Bold Italic Underline Superscript Subscript Specifies the font, style, and effects of the selected text. Applies the bold format style to text. Applies the italic format style to text. Applies the underline format style to text. Applies the superscript format style to text. Applies the subscript format style to text.

5 Greek font Insert Symbol Changes certain characters to Greek. Lets you insert a character from the extended ANSI character set. ADDING REFERENCES MANUALLY As you work with a database, you can add references to it automatically (importing from other electronic databases) or manually. To add references manually, you will be typing information into each field. As you add references, Reference Manager automatically assigns a Ref ID and numbers them in sequential order. To enter references manually: 1. From the References menu select New. A blank Reference Edit window appears. 2. Click on the Ref Type field where it says Generic. A drop-down menu allows you to choose the type of reference you require, e.g. Journal, Book Chapter, Newspaper, etc.. The most common reference type is Journal. Reference Manager provides the relevant fields for recording a journal reference.

6 3. Enter information into each field as necessary. Use the following table for guidance. Mandatory fields are designated by an asterisk beside the field name. Field Ref Type* Enter this Information Choose the reference type from the available list, e.g. Journal Ref ID* This is assigned automatically. Title Authors and editors Pub Date* Other subfield (part of Date) field Notes and Abstract Type the title. Use upper and lowercase letters. Do not type a carriage return (Enter) at the end of each line. Do not enter a period or other punctuation at the end. Type the Authors names as follows: type the last name first, a comma, the first name, or initial and full stop, and the middle name or initial and a full stop. Type a semicolon between authors. E.g. Bloggs, Joe E.; Smith,P.R.; Kinsella,J. The date may be entered as the year of publication or in the MM/DD/YYYY format. The full year, such as 1987 The entire date, such as DD/MM/YYYY Toggle between these formats by clicking the Date icon beside the Pub Date field name. Optional. Use this field to enter additional date information such as a season or quarter. Type any notes or abstract as desired. Do not type a carriage return (Enter) at the end of each line. Keywords Use the keywords field to add any keywords you want to associate with the reference. You can restrict searches to keywords to speed up retrieval of references.

7 Reprint Status Start Page / End Page Journal Name From the drop-down list select the reprint status. In File. Use this option if you have a reprint in your files. Not in File. Use this option if you do not have a reprint and do not expect to get one. On Request. Use this option if you have requested a reprint (or copy) from the author or through Interlibrary Loans. Enter the date you requested the copy, and you can generate reports of pending reprint requests. Type the start and end pages desired. You can enter numbers or letters. Use these guidelines: If the reference appears on only one page, or you don t know the last page number, leave the End Page blank. If the reference appears on non-consecutive pages, enter the pages in the Start Page field, using commas to separate page numbers. If you are including a range of page numbers, use a hyphen, e.g. 20, Type the journal name you can use any one of the 4 journal synonyms. If you are generating bibliographies using both full journal names and abbreviated journal names, you must enter them in the Term Manager window as synonyms. Volume Type the volume number Issue Type the issue, if any. This field is useful for entering a special issue such as a supplement. Publication Place Type the place where the item being referenced was published, such as the City and State. Publisher Type the publisher s name. Address Type the address of the author if available. ISSN / ISBN Type the International Standard Serial Number or the International Standard Book Number.

8 Availability Type the location where the material is contained, e.g. in a filing cabinet, office, or in the library. User Defined Fields Type any information you want into these fields. There are 5 user defined fields for each reference (except motion picture which has 4). Miscellaneous Fields There are three miscellaneous fields available in a Generic reference. These 3 fields correspond to various different fields in other reference types. e.g. Misc 1 is the Number of Volumes for a Book or a Book Chapter reference. Not all reference types use these 3 fields. Linkable fields There are several fields which allow you to link to URLs, PDF files, full text documents and images. They are all indicated by a Link icon When the destination is a web address, simply type or paste the URL into the field. IMPORTING REFERENCES FROM A DATABASE SERVICE The Import Text File module supports numerous databases such as Assia, Cinahl, Medline, PsycINFO, etc.. These databases are supplied by a number of online vendors such as Cambridge Scientific Abstracts, OCLC, ISI. You need to know which service you are importing the text file from before starting the import function. The vendor s name will appear somewhere on the database itself, e.g. FirstSearch databases are provided by OCLC. To download references from databases you must follow the instructions for individual databases. Many now recommend marking references and then ing them to yourself as a text file. Save the text file to your hard disk ready for importing into Reference Manager. IMPORTING REFERENCES FROM A TEXT FILE To import references: 1. Have the source text file available, e.g. references exported from a FirstSearch database. 2. Open the destination database. (From the File menu, select Open Database, then enter the name of your database). 3. From the File menu, choose Import Text File. The Import Text File screen appears.

9 4. In the Database drop-down list, select the database to import references into. 5. In the Filter drop-down list, select the service you used when you downloaded the references. You need to know the source of the text file. If it is coming from a database such as Medline, you need to know who the provider is, e.g. OCLC. 6. In the Text file box, select the source text file name. This is the file you saved from downloading/ ing records from the database. To view the text file, click View Text File. Then click Close to close the text file. 7. In the Reference range section, select whether you want to import all references in the text file, or a range of references. 8. (Optional). To add additional keywords to every reference imported, add them in the Additional keywords text boxes. 9. (Optional). To change the appearance of text in the keyword fields, highlight the text to change and click Font, Greek or Symbol. 10. (Optional). To change the Default reprint status box, in the Status field make a selection from the drop-down list. 11. If the Default Reprint Status selected is On Request, the current date appears by default. Use the drop-down list to select a new date. 12. Click Import to begin importing references. As references are imported they appear in the Import Text File dialog box. 13. At the confirmation dialog box, click OK.

10 14. To exit the Import dialog box, click Close. 15. Imported references appear in a separate sheet called Imported to allow easy access to them for editing. They are also filed within your main database. Importing References from Web of Science Web of Science is produced by ISI who also own Reference Manager and they have produced special software for importing references directly from Web of Science into Reference Manager, without having to save the references first. When you have carried out your search in Web of Science, mark the references you want to export and click on the Export to Reference Software button. Reference Manager will open up and you can select which database to import the references into. SEARCHING FOR REFERENCES To retrieve references within Reference Manager: 1. From the Reference menu, select Search References. 2. In the Select databases field (the drop down menu), select the database from which you want to retrieve a reference. You can search a single database or All Databases. 3. In the Field column, type or select the field to search in. Press F3 to activate the Browse list if desired. 4. In the Parameter column, type or select the text you want to locate in the field. For example, if you chose Periodical in the Field column, here you would type in the name of the periodical you are trying to locate.

11 5. To limit the search to a reference that contains additional specific information, add another line using a connector as follows: In the Connector field, type AND, OR or NOT. In the Field and Parameter columns, type in the appropriate information for the next item you are using for your search. 6. Click the Start Search button on the toolbar (the binoculars) to begin the search. 7. To view the results of a retrieval, click the corresponding Results button. The results box displays the number of references found that match the criteria you entered for each line. SAVING AND LOADING A SEARCH STRATEGY As you retrieve references from a database, you can use search strategies you have previously saved. If you have a specific search strategy you are using frequently, you can save it and load it later to perform the same retrieval. Then you don t need to enter it each time you want to use it. Saving a Search Strategy 1. Make sure the search strategy is up on the screen. 2. Click the Strategy Files toolbar button (small binoculars and disk). The Search Strategy screen appears. 3. Click Save. The Save Search Strategy screen appears. 4. In the Search Strategy Name field, type a name for the strategy.

12 5. Click OK. This strategy name will be in the Search Strategy list next time you open it. Loading a Search Strategy 1. Click the Strategy Files toolbar button. The Search Strategy dialog box appears. It contains a list of saved search strategies. 2. To load a search strategy, highlight the strategy file and click Load. 3. To delete a search strategy, select it and click Delete. At the confirmation box, click Yes. 4. Click Close.

13 PRINTING REFERENCES You can print references in any output style you choose. You can print to a printer, to a text file, or to the screen. You may need to set the printer options. To print references in the active reference list, first mark those you want to print: 1. On the File menu choose Print. (Or from the Tools menu select Bibliography, Generate from Reference List). The General tab should be selected. 2. In the References to include area, choose the desired option, e.g. Marked references in list. 3. In the Destination area, select Printer, Print Preview or File. 4. In the Output Style area, select the output style on which you want the format based, e.g. Harvard, American Psychological Association, Vancouver, etc.. Select from the drop-down list or click the browse button. Then locate and select the output style and click Open. 5. In the Default Font and Size area, select the font and point size for the generated bibliography output. 6. In the Optional Fields area, check the box next to each field type that you want included in the bibliography.

14 7. If you want to change options in the Bibliography tab, click the Bibliography tab to change page options. This area is used to select the layout of the references, e.g. indent, line spacing, etc.. 8. Otherwise, click OK to go to the Print dialog box. Depending on the print function you are performing, either the Print dialog box, the Preview window, or the Save As dialog appears. 9. Do one of the following: If the Print dialog box appears, click OK. If the Preview window appears, preview the file as desired. When done, click Close or click the Print toolbar button to print. If the Save As dialog box appears, specify the folder in which to save the file, specify the name in the Field Name field. In the Save as type drop-down menu, select the file type and click Save. CITING SOURCES AS YOU WRITE Cite While You Write is an add-on to your word processor. It allows you to enter references into your paper while you are writing it. It integrates with Microsoft Word 2000, XP, and You insert the references using Cite While You Write. Once you insert citations you can then generate bibliographies. All the tools you use in Cite While You Write are in your word processor (on a Reference Manager toolbar). Generating a bibliography converts each unformatted citation in your document to the formatted citation. It uses the bibliographic style you select and adds a complete list of references to your document. You can generate formatted citations and a list of references from multiple documents. Citations are the links in a document that cite references from the Reference Manager database. Citations can appear as either unformatted or formatted in your Word document. Unformatted Citations An unformatted citation is a temporary placeholder, and doesn t reflect final output. It may appear after you add citations from Reference Manager to Word, revert to original text, or manually enter unformatted citations. It contains information to find a unique, corresponding Reference Manager reference in the currently open database. An unformatted citation can use the Author Date format, with citation delimiters at each end to identify the text: For example {Ridgeway, Kalmolnick, et al /id} If you have Instant Formatting turned on, you may never see an unformatted citation.

15 Formatted (In-text) Citations Formatted citations are the citations that appear in the final version of the manuscript. You can format in-text citations to include any fields from your references. But, typically they are made up of the author s last name and date or a citation number. E.g. (Ridgeway, 1995) Inserting Citations You insert citations into your manuscript everywhere that you need to reference an item in the bibliography. Once you insert a citation it is permanently linked to a reference in the Reference Manager database. Remember to save your document occasionally as you insert citations. To insert unformatted citations: 1. First, open the Reference Manager database which contain the references you wish to cite. From the Tools menu or the button on the Reference Manager toolbar, select Insert Citation. 2. In the Search for field, enter text to identify the reference you wish to cite. Reference Manager assumes an and between each word and searches all fields in your records.

16 3. Click Perform Search If a single reference matches your text, Reference Manager inserts a citation for that reference. If several references match your text, Reference Manager lists the references. Highlight the correct one(s) and click Insert. 4. Your citation will be inserted into your document and your bibliography is automatically generated.

17 BIBLIOGRAPHY OUTPUT STYLE When generating the bibliography, Reference Manager uses the margins and any headers or footers from the document into which you inserted the citations. The Bibliography Setup dialog box provides you with options to change title, default font and size of the formatted references. You can also change the line spacing. To Generate the Bibliography output style: 1. Have the document open. 2. From the Tools menu or the Reference Manager toolbar, select Generate Bibliography. Select your Output style and give your Reference list a title if required. Select the spacing required between references, e.g. single or double.

18 It is OK to experiment with different styles because you can always format again. 3. Click OK. Each of the citations you entered is converted to the in-text citation format required by the output style you selected. The list of references you have cited is appended to the end of your document. If you subsequently make changes and regenerate the bibliography, Reference Manager replaces the bibliography and regenerates the in-text citations. Reference Manager is a registered trademark of ISI ResearchSoft

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