Introduction to RefWorks

Introduction to RefWorks (using Word 2013) Learning Objectives: Access and set up your RefWorks account Add references to your RefWorks account Organise references in folders for ease of access Manage and edit your references Format your paper to your required citation style November 2017

Contents What is RefWorks?... 3 Accessing RefWorks... 3 How to Register for your RefWorks Account:... 3 Accessing your Existing RefWorks Account... 3 Help... 4 Adding References by Manual Entry... 5 Adding References from Google Scholar... 5 Setting up Automatic Google Scholar options... 5 Previewing your References in APA 6th style... 6 Editing References... 8 Entering Authors... 8 Adding References from Databases (Direct Export)... 9 Adding References from ProQuest... 9 Adding References from the Catalogue...... 9 Organising and Managing your References... 12 Creating Folders... 12 Deleting References from your Account... 14 Adding an Attachment, e.g., a PDF to a Reference... 15 Sorting and Searching your References... 15 Writing your Paper: Inserting References and Creating Bibliographies... 16 Selecting an Output Style for Writing: Output Style Manager... 16 Downloading Write-N-Cite 4 (Internet Explorer)... 17 Launching Write-N-Cite... 18 Inserting a Citation... 19 Editing a Citation... 19 Creating your Bibliography... 21 Inserting Footnotes into your Paper... 22 Syncing your Database and Removing Field Codes... 22 2

What is RefWorks? RefWorks is a web-based database that allows you to store and manage your references, and to create formatted bibliographies and papers. Your references are stored on the web, not on your computer. You access your collection of references via the Internet. You have access even when you leave the University of Auckland. Accessing RefWorks How to Register for your RefWorks Account: 1. Go to the Libraries and Learning Services RefWorks web page www.library.auckland.ac.nz/refworks 2. Click on Connect to RefWorks button. 3. You may need to enter your University username and password. 4. The RefWorks User Login for University of Auckland page will display. Click on Sign up for a New Account. 5. Enter the required data for Account Information and User Information. Click Create Account. 6. You are now ready to begin using RefWorks. Accessing your Existing RefWorks Account 1. Go to the Libraries and Learning Services RefWorks web page www.library.auckland.ac.nz/refworks 2. Click on Connect to RefWorks button. 3. You may need to enter your University username and password. 4. Enter your RefWorks Login Name and Password. Note: You must always connect to RefWorks through the above method to ensure off-campus access. 3

Help Learning about RefWorks will require some patience on your part. You can use this handout to achieve all the Learning Objectives we have listed on the cover. You ll get the most out of RefWorks and also learn to solve your own problems by using the webpages below, and especially the videos embedded in these help screens. Later in the workshop we will access information on the Help Page. Referencing: the basics flexiblelearning.auckland.ac.nz/reference-management The Libraries and Learning Services RefWorks website www.library.auckland.ac.nz/refworks The ProQuest RefWorks website www.refworks.com/content/path_learn/content.asp RefWorks contains a Help section - guides and YouTube tutorials: If you have tried looking for a solution yourself but have been unable to find one, complete the online form located on the Libraries and Learning Services RefWorks Help Page: www.library.auckland.ac.nz/refworks/help Still can t find the answer to your question? Student: Submit a Help Form Staff: Submit a request in Staff Service Centre Queries are dealt with Monday - Friday, 9am-5pm. We will send you a reply within three working days. 4

Adding References by Manual Entry To create your own blank reference, click on. How to enter reference information is covered in more detail in the Editing References section on page 8. Adding References from Google Scholar 1. From the Libraries and Learning Services website, click on Databases > Search scholar. 2. Click on Google Scholar > Direct Connect. 3. From your search results, click on Cite under the citation you wish to export. 4. Click on RefWorks for the cite options. Setting up Automatic Google Scholar options You can customise Google Scholar settings to always export to RefWorks. 1. Click the Settings icon (in the top right corner), then scroll down to Bibliography Manager. 2. Under Bibliography Manager, check Show links to import citations then select RefWorks. 5

3. Click Save. 4. Enter your search term(s), click Search. 5. Results show with an Import into RefWorks link. 6. Click Import into RefWorks to import a single reference into RefWorks. 7. Select View Last Imported Folder to view the imported records. At any time if you would like to see all of your references in your Account click on References or View > All References Note: It is only possible to import each item individually. Previewing your References in APA 6th style You can add your chosen Output Style to your View options to see how your references will look in your chosen style. This is useful if you want to ensure you have chosen the correct style. 1. Click Customize at the top of the screen or from the Quick Access links on the right hand side. 2. Select APA 6th- No Title Casing Applied* in the first Output Style Choices for Reference View drop-down. (You can select up to 3 Output Style Choices to preview your references in RefWorks). 6

3. Click Save Customized Settings at the bottom of the page. 4. Select View / All References from the toolbar. 5. Select the APA 6th style in the Change View dropdown menu. 6. Your references will be displayed in APA 6 th style giving you a preview of how the references would look formatted for a reference list or bibliography. *For APA referencing use APA 6th- No Title Casing Applied (rather than the standard APA style). 7

Editing References Citation details imported should always be checked for accuracy and edited if required. 1. Click on the Edit icon above a reference. To view contents or make changes to the record, eg, to add a personal note: click Additional Fields and you will see there is a Personal Notes field. You can add your own notes to the reference. 2. Remember to click on Save Reference. 3. Click on the X in the top right hand corner. Entering Authors Names: Author names should be entered: Last, First, Middle, eg Smith, J.R. Each entry must be separate by a semi-colon, e.g., Smith, J.R.; Jones, Robert K. Corporate Authors should be entered exactly the way they should appear in the Output Style. For example, Ministry of Health could be entered as MoH or Ministry of Health depending upon what you want to appear in the formatted bibliography. When you click on Save Reference, an alert will display saying that an author name has been entered incorrectly ignore the message in this case. NOTE: You get this prompt when you enter a corporate author. 8

Adding References from Databases (Direct Export) RefWorks allows you to export references from many University of Auckland library databases directly to your RefWorks account. Under the Save or Export function within a particular database select or click on the Save/Export to RefWorks option. Ebscohost Gale JSTOR ProQuest Adding References from ProQuest 1. From the Libraries and Learning Services homepage, click on Databases > Search ProQuest. 2. Click on ProQuest > Direct Connect. 3. Search for a topic, select a record and click on eg Adding References from the Catalogue You can either export items from the Catalogue into RefWorks (as you would with other online databases) or you can search the Library Catalogue from within RefWorks. You may sometimes be asked to re-enter your RefWorks credentials. Example: Adding Individual Items 1. Go to the Library Catalogue www.catalogue.library.auckland.ac.nz 2. Search on cyber savvy 9

3. Click on the ellipsis ( ) at the top right of one of the search results. 4. Select RefWorks. You will need to correct any errors commonly the author, publisher, place of publication fields. Authors: Willard,Nancy E.; Publisher: Thousand Oaks, Calif. : Corwin c2012 Place of Publication: Thousand Oaks, Calif. Authors: Willard,Nancy E; Publisher: Corwin Place of Publication: Thousand Oaks, CA. Adding Multiple Items To export multiple items you will need to add items to My Library Account. 1. Repeat Steps 1 2 as above. 2. Select results that you would like to export by clicking on the pin icon. 3. Click on Sign in. 4. Click on My Library Account 10

5. Click on the pin icon. 6. Tick any items you would like to export then click on the ellipsis ( ) at the top of the page and click on RefWorks. Example: Searching the Catalogue from within RefWorks Note: In some instances when you export from the Library Catalogue to RefWorks, you might be asked to re-enter your RefWorks credentials. 1. In your RefWorks account click on Search > Online Catalog or Database. 2. Select University of Auckland from the list. (Press letter u ). 3. Enter your search terms in the Quick Search for box. Click on Search. Search for a title, e.g., a book you have borrowed from the Library. 4. Select the items you would like to import and click Import. 11

5. An alert message will display. Click OK. Organising and Managing your References Creating Folders Organise your references in folders to keep related references together. It is possible to file a reference in more than one folder. Example: Create a folder and move 2 references to this folder 1. Click on the New Folder icon. 2. Name the folder: Cyber safety. Click on Create. You can also click and drag individual references to a folder by clicking on the grey area above a reference. Or drag the Selected, Page or All in List radio button to the destination folder in the Folders area (located on the Quick Access bar on the right hand side of the screen). 3. Select 2 of the references and select Cyber safety from the Add to icon drop down menu. Add to 4. A message should appear at the bottom of the screen to confirm that the references have been moved to the folder. 12

5. To see the references belonging to this folder, go to Folders > Cyber safety on the right hand side of the screen. 13

Deleting References from your Account 1. To delete a reference from your account please select the item and then click on the Delete button. This moves the reference(s) to the Deleted References area. References from the Deleted References area can be restored to your RefWorks account by clicking on View / Deleted References on the toolbar. Select the references to restore and click on the Restore icon. Deleted References will automatically and permanently delete after 30 days. Deleting a reference from a folder also deletes it from your All References. Note: you will receive a warning sign before the item is permanently deleted. 2. To remove a reference from a folder (but keep the reference in your RefWorks account). Select the Remove from Folder icon. 14

Adding an Attachment eg a PDF to a Reference 1. Click on the Edit icon for the relevant reference. 2. Scroll down the screen to Attachments. 3. Browse to the saved document and click on Open. The file will be added as an attachment. Click on Save Reference. Save and close reference. Sorting and Searching your References Your references are sorted by Authors, Primary as the Default. To see your reference list sorted using a different order, change the Sort by drop-down box. Searching your References The quickest search is the Search Your Database (top right hand of screen). Enter your search word(s) in the box and press Enter or click on Search. You also have the option to search attachments by clicking on the paperclip (toggle) icon next to the search box. 15

Writing your Paper: Inserting References and Creating Bibliographies Selecting an Output Style for Writing: Output Style Manager You need to select an output style for your word document. *Check with your departmental guidelines for the appropriate style to choose. By default, RefWorks only shows a small number of favourite Output Styles. Additional styles may be added to the Output Styles Manager for use with Create Bibliography within RefWorks, or when using the Write-N-Cite feature of RefWorks with Microsoft Word. 1. From RefWorks, click on Bibliography > Output Style Manager or use the Quick Access links on the right hand side of the screen. 2. Browse or search for an output style to add to your list of favorites. 3. Select the output style in the List of Output Styles box 4. Click on the right pointing green arrow to make the selected style a favorite. 16

There are two options to use when you are writing a paper. You can download a program which works with Microsoft Word and RefWorks (Write-N-Cite 4) or use the One Line / Cite View within RefWorks. The quicker and recommended approach is to use Write-N-Cite. Downloading Write-N-Cite 4 (Internet Explorer) Write-N-Cite 4 is available on most of the University Library and Information Commons computers. Download it for home use: Ensure that all instances of Microsoft Word are closed Log on to your RefWorks account. 1. Go to Tools > Write n Cite. 2. Click on Write-N-Cite for Word. 3. Click Save and choose a location for the installation file. 4. If you get an Internet Explorer Security Warning: The publisher could not be Verified ignore this and click Run. 5. Follow the instructions in the set-up wizard and click Finish. For more detailed instructions on installation go to: http://www.refworks.com/refworks2/help/installing_write-n- Cite_for_Windows_(June_2012).htm If you have any problems installing Write N Cite, you may not have the requisite software installed. Please refer to : http://www.library.auckland.ac.nz/refworks/docs/wnc4%20installation%20instructions.pdf 17

Launching Write-N-Cite 1. Open a Microsoft Word document. 2. Click on the ProQuest tab on the main Word toolbar. 3. From the settings area, click Log In. 4. The Write-N-Cite Login window will appear. 5. Type in your RefWorks Username and password and click on Login. 6. Write-N-Cite will now sync with your RefWorks library downloading your references and preferences. Depending on how large your library is, RefWorks may take a little while to sync: 18

Inserting a Citation 1. Click on Insert citation > Insert New. 2. The Write-N-Cite Insert > Edit Citation dialog box will appear. 3. Find and select your reference via the Folder list, or use the Search References search box. 4. Click OK to insert the citation. Points to Note: Once you start using Write-N-Cite, you will find that your recently added citations will appear above the Insert New option for quick retrieval. Do not log out of your Write-N-Cite account, unless you are working on a public computer without a personal log-on. If someone does gain access to your Write-N-Cite tab on a public computer, they will be unable to edit references. All changes need to be initiated from your RefWorks account. Editing a Citation 19

Example: Editing a Citation to include a Page Number 1. Highlight the citation by clicking your cursor somewhere inside the citation (it should turn grey). 2. Click on Insert citation > Insert New. The dialog box will open. 3. Make sure the citation you would like to edit is highlighted in the bottom Compose citation section of the open window. 4. Type the page number as you wish it to appear into the Suffix box. You will be able to see how the edited citation will now look in the Preview Citation area. 5. Click on OK. Example: Edit a citation to remove the author s name(s) 1. From the dialog box select the Hide Author box. 20

2. You can see the edited citation in the Preview area. 3. Click OK. Creating your Bibliography 1. Position your cursor at the end of your document. 2. Click on the RefWorks tab. 3. Click on Bibliography Options > Insert Bibliography. Points to note: Your bibliography will be inserted wherever your cursor is positioned. You can remove your bibliography easily by selecting Remove Bibliography. Your bibliography will be formatted in accordance with your selected Style. Be cautious if you select Format Bibliography and unlock default settings. Your Word document with in-text citations and references will appear as follows: 21

Inserting Footnotes into your Paper 1. To ensure your selected style supports footnoting, make sure Notes appears somewhere in the style description. To locate the style description: a) From the RefWorks tab in Word, go to Style: b) Click the arrow and scroll down for a full description, e.g.: 2. Select Insert Citation > Insert New. In the Insert/Edit Citation window, find the required reference, check the Make Footnote box. 3. Click OK and check that your footnote is correctly formatted. 4. If you need to edit your footnote: click to highlight it, then double click to open the Insert/Edit Citation window. From this window you can also add footnotes or delete your footnote. Syncing your Database and Removing Field Codes Syncing your Database When you open Write-N-Cite, it starts a syncing process to download any changes you ve made in your RefWorks account. If you make a change to your RefWorks database while you are working on a document in Word you can use the Sync My Database button to integrate any changes immediately. 22

Removing Field Codes When you insert citations into Word, they have hidden codes attached to them. These codes allow RefWorks to format, un-format, and re-format citations. If you are going to submit your work to a publisher or another situation where the document will be re-formatted, it is preferable to remove the field codes from your document first. Remember to save a copy of the original document with the field codes first, without the field codes attached, you will not be able to edit or update your citations. To remove the field codes: In the Write-N-Cite Extras area, click on Remove Field Codes. After the workshop, we recommend you practice the skills you have learnt. Try: Adding articles and books you have already read. Saving a copy of an old assignment. Put the citations in using Refworks. 23