RefWorks: Online Citation Management Software RefWorks is an example of citation management software. Citation management software or personal bibliographic software allows you to collect and organize citations as you research. The program manages these bibliographic references and creates footnotes and bibliographies automatically in combination with Microsoft Word. RefWorks is web based and available free for use by members of the U of T community. Using RefWorks You Can: Import records directly from the library catalogue Import records directly using links within many of the licensed databases Manually enter references Work with RefWorks from any computer attached to the Internet Upon graduation, you can purchase your own license to RefWorks or you can import your references into a different commercial program, such as EndNote. Setting Up a RefWorks Account: 1. Go to http://www.library.utoronto.ca. Under the Quick Links menu on the left, you will find RefWorks. Select it from the list, then click the go button next to this and the RefWorks home page will open. 2. Click on the Sign up for an Individual Account link. 3. Fill out the form as requested and click on Register. Take note of the username and password chosen! 4. You are now ready to begin adding references to your RefWorks account. 5. When you return to RefWorks you simply put your username and password in the appropriate boxes. NOTE: When you log into RefWorks from home you will be asked for the U of T Group Code. This code is available on the RefWorks Login screen..
Changing Your Default Settings: When importing citations, RefWorks assumes them to be in print format. Bibliographic citation standards such as APA differentiate between print or electronic forms. If you think that you will be working primarily with electronic documents, then you can change RefWorks default by doing the following: 1. Click on Tools 2. Click on Customize 3. To change the default, change the Default Source Type for Imported References drop-down menu from Print to Electronic 4. Click on Save 2
Importing From Databases in Scholars Portal: 1. Mark the records you want to export to RefWorks. 2. Click on the RefWorks logo. 3. Click on Export to RefWorks. 4. If you are already logged into RefWorks the import will happen automatically. 5. If you are not already logged in, you will be prompted to enter your username and password. 6. The newly imported records can be viewed by clicking on View Last Imported Folder. Edit reference 7. View each record to make sure all the fields imported correctly. Check the author, title, journal title, etc. and make sure all the necessary information is included for the bibliographic style you want to use. 3
Global Edits: You may find that you need to edit multiple records. The global edit function will allow you to change the same field for multiple records at the same time. For example, you may wish to change the Source Type from print to electronic. 1. First, click in the check boxes next to the references you wish to change, then click on Global Edit. 2. Select the field that you would like to change, then select the value: 3. Click Add 4
Entering Records Manually: Using this function, you can manually enter a range of reference types, including journal articles, books, newspaper articles, web sites, etc. 1. Select References and then Add New Reference. 2. There is a feature called AccuCite under View Required Fields For, which you can use to help you enter references correctly for a potential style output. 3. Choose the Folder into which you wish this reference to appear. A reference may appear in multiple folders. 4. Under RefType, remember to specify the type of material being entered: book, journal article etc. 5. Fill in the relevant fields. If you are using AccuCite, green checkmarks will mark fields that must be completed. 6. When you have finished entering your information, click Save Reference. 5
Importing from Databases That Have No Direct Links to RefWorks: See the RefWorks online tutorial at http://refworks.scholarsportal.info/tutorial/ or under Help Tutorials for full details. 1. Most databases licensed by the U of T Libraries have an Export option. Education Full Text: CBCA Education: 2. If you cannot find the Export option, use the box labeled get it! UTL. One of the choices is Add this citation to RefWorks. 6
Adding References to RefWorks from Web of Knowledge: 1. To add references to RefWorks, you need to send them to a Marked List. This is done by checking in the box beside each article wanted. Then click on Add to Marked List before moving onto the next page of results. 2. When you are finished choosing articles, click on Marked List at the top of the screen. On the screen you are then presented with, choose which parts of the record you would like included in your references. For instance, you may wish to add Abstract. 3. Click on Save to File and then choose Save. On the dial box that opens, choose Save File. The file will save as savedrecs.txt on your desk top. 4. In your RefWorks account, click on References and then Import. 5. For Import Filter/Data Sources, choose ISI (Institute for Scientific Information). For database, choose Web of Knowledge. You may chose a specific folder to place the references into in your RefWorks account. 6. Click Browse and find the savedrecs.txt file. Click on Import. 7
Importing Records from the Library Catalogue: 1. Choose books individually to add to RefWorks by mousing over the blue icon associated with the title you would like to send over. 2. This will open up a list of options for you. Click on the refworks option at the bottom of the list OR 1. Send over multiple records at once. Do this by mousing over the blue icon next to each title you would like to send to your RefWorks account. 8
2. Mark the records that you wish to import into RefWorks by clicking mark from the list of options. 3. When you have marked all the titles that you need to send over, call up your marked list, by clicking on the Marked Records folder at the top of the page: 4. Either click Select All or use the check boxes to the left of the titles that you wish to send to your RefWorks account. 5. Choose send to RefWorks. 9
Importing a Reference from Google Scholar into RefWorks: It is possible to import results from Google Scholar directly into RefWorks by clicking on Scholar Preferences to the right of the search box. Change the choice beside Bibliography Manager to Show links to import citations into RefWorks. Click Save Preferences. An additional choice, Import into RefWorks will then appear on your Google Scholar results pages. Once the reference arrives in your RefWorks account, you will need to save it as a reference, as you would for a manually created entry. RefGrab-It Importing a Web Page into RefWorks: RefGrab-It allows you to import information about a web page into RefWorks in order to create a citation. To access RefGrab-It: 1. Go to Tools and choose RefGrab-It from the list 2. Right-click on the appropriate RefGrab-It link (choose the option that matches your choice of browser) and add it to your Bookmarks. 3. If you wish, you can add it into the links at the top of your browser. 10
4. Open up the website for which you would like to add a citation 5. Click on RefGrab-It from your list of favourites or from the link at the top of your browser and a RefWorks page should open containing information about the web page 6. Click on the Import button on this page. 7. You will see a message that asks if you are sure you wish to import: click on OK 7. If you are logged into RefWorks already, you will see the message confirming that the citation has been added to your Last Imported Folder 8. If you are not already logged in, you will be prompted to so first 11
Organizing Your References in RefWorks: RefWorks organizes your citations into folders. When you add items to RefWorks they are placed into the Last Imported Folder. To create new folders, click on Create New Folder or the Organize Folders screen, which allows you both to create and modify your folders. Click here to create a new folder. Give your folder a name and click OK You will be taken to your Organize Folders page. To navigate back to your references, click on Back to Reference List To add items to a folder, click the check box(es) of the citation(s) that you would like to move. Then use the Put in Folder pull-down menu to choose the destination folder. 12
Generating a Bibliography: Once you have references in RefWorks, you will want to begin building bibliographies. A bibliography can be either your entire RefWorks file or an individual folder. Click on the Bibliography button to begin creating a bibliography. Choose your citation style Choose output file type (usually either Word for Windows or Word for Mac) Click on Create Bibliography Once you have set all the options, click on Create Bibliography to proceed. You will be prompted to save your file to the hard drive. Using Write-N-Cite: Write-N-Cite is an add-on to RefWorks that allows you to integrate your bibliography into a Word document. To download the necessary plug in, choose Tools and then Write-N- Cite. Follow the download instructions. You should choose to download Write-N-Cite III for Windows as it is compatible with MS Vista and Word 2007. If you already have an earlier version installed, it will prompt you to uninstall it. When you open Word, you will see a Write-N-Cite button, if you are using Microsoft Word 2003. If you are using Microsoft Word 2007, you can locate the Write-N-Cite option by clicking on the Add-Ins tab across the top of the screen. 13
Begin typing your document. Place your cursor at the point in your document where you wish a citation to appear. Click the Write-N- Cite button. This will open a window in RefWorks that allows you to click Cite beside the appropriate reference. Once your document is finished, click on the Bibliography in the Write-N-Cite window. Create your bibliography. Your Works Cited List will now be incorporated into your document. You can continue to work on your document and add references. 14
Recording Page Numbers for Citations in Write-N-Cite: If you are using APA as your citation style, you will need to do the following: 1. Insert the citation into your paper as per usual (by clicking on Cite within the Write-N-Cite environment). 2. Once the citation is inserted into Word, click on Edit Citation in Write-N-Cite, which can be found in the upper right-hand corner. 3. In the interface that appears, there will be a field labeled Text After that you can use to incorporate your page numbers. You will need to enter all the appropriate punctuation and spacing, including a comma at the beginning of the field. See the example below: 4. Once you have entered the necessary information, click on Save to Word and the entry will be added into your paper s RefWorks code. 5. Once you have run the Bibliography from within Write-N-Cite, the page number should appear in your citation. For citation styles that consistently use page numbering (this does not include APA), do the following: 1. Insert the citation into your paper as per usual (by clicking on Cite within the Write-N-Cite environment) 2. Once the citation is inserted into Word, click on Edit Citation in Write-N-Cite, which can be found in the upper right-hand corner 15
3. In the interface that appears, there will be a field to allow you to record page numbers. The field is called Specific Page 4. You should then click Save to Word and the page number(s) will appear in your paper s RefWorks code. 5. Once you have run the Bibliography from within Write-N-Cite, the page number should appear in your citation. RefShare: RefWorks allows you to share a folder of references or your entire RefWorks database with others. You may choose Share Folders from the Folders menu OR You may choose Share References from the Tools menu Either choice will send you to the Sharing page When you share a folder, a globe appears beside the folder name To share a folder, click on the Share Folder button 16
You can email a link to your folder to a colleague and set the permissions so that she can export, print, or generate a bibliography from your references. If you want to build a cooperative bibliography, you will need to make sure the permission to export is enabled. To add your email addresses, click on the E-mail URL button. To Use a Shared Folder That Has Been Emailed to You: 1. Click on the link that has been emailed to you. This will put you directly into a RefWorks folder 2. Choose which references you want to export to your own RefWorks database: Selected, Page, or All in List 3. Click on Export 4. Leave the radio button at Export Directly to your RefWorks Account and click Export to RefWorks. 5. You can now add to, edit, and otherwise use the references that have been mailed to you 6. To share this modified folder, simply email it back to your colleague(s). 17