Step by Step guide to ‘New RefWorks’

What is New RefWorks

RefWorks is a web-based piece of software which will help you to:

Store, organise and manage references from lots of different sources; Easily create lists of references (or bibliographies) in the correct format for use in your

research.

It is particularly useful for postgraduate students and academic staff involved in research who are dealing with a large number of references. To make the most effective use of the software you will first of all require a good understanding of the principles of referencing and knowledge of the referencing style you wish to use.

Please note that RefWorks seems to work better with some internet browsers than others. We recommend Google Chrome or Firefox.

New RefWorks is the updated version of RefWorks and has additional functionality from the previous RefWorks 2.0 including better annotation functionality and the ability to import documents including PDFs.

How do I use this workbook?The workbook will show you the main features of RefWorks. By the end of it, you will be able to:

Setting up an account (Task 1) p.1Transferring references from an existing account (Task 2) p.2Exporting references from databases (Task 3) p.3Save to RefWorks feature (Task 4) p.6Collecting book references (Task 5) p.7Uploading a document (Task 6) p.8Attaching the full-text to a reference (Task 7) p.9Making annotations (Task 8) p.11Organising your references with the use of folders (Task 9) p.13Generating a reference list from a folder (Task 10) p.14Editing references (Task 11) p.17In-text citations (Task 12) p.17RefWorks Citation Manger for Word 2016 (Task 13) p.17Write N Cite 4 (Task 14) p.18Quick Cite (Task 15) p.20

This workbook assumes no previous knowledge of RefWorks. You can work thorough it all (which should take about 45 minutes), or just look at the sections of interest.

Task 1: Setting up an accountYou access your RefWorks account using your Coventry username and password in the following way:

First go to the New RefWorks website: refworks.proquest.com

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Then click on the link: Login with your institutions credentials

From the Use login from my institution drop down list select Coventry University

You will then see the Coventry University login box:

Enter your details. The first time login you will be required to enter some personal details

Task 2: Transferring references from RefWorks 2.0 account into New RefWorksIf you have an existing RefWorks 2.0 account and want to transfer the references you have in this across to a New RefWorks account follow the steps below:

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Click on + (near top left-hand side of the screen)

Click on Import references

Then choose: Import References (Import from RefWorks, Mendeley, OR RIS file)

Then click on the RefWorks button shown below:

Finally click on the Authorize button

Your references should then be transferred.

Task 3: Exporting references from databasesNew RefWorks has a direct link with many online databases which means you can export references from such databases directly into your RefWorks account

Please see example over the page which demonstrates exporting to RefWorks from Academic Search Complete, one of the EBSCO databases we subscribe to

Carry out your search:

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Your search results are displayed

To select individual references click on the folder icon with the + symbol located to the right of individual search results:

Once you have clicked on a folder it changes from blue to gold:

When you have selected all the references you want click on the Folder View link within the Folder has items box in the right-hand side panel:

Then click on Export (right-hand side):

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You will then see the following screen where the Direct Export link to RefWorks should be selected:

If you are going to carry out further searches on the database and pull in further references ensure that you tick the Remove these items from folder after saving before carrying out your next search and then click on Save

If you do not already have your RefWorks account open you will then be prompted to choose from the previous version and New RefWorks:

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Choose the new version

Your references will then be imported into RefWorks:

Task 4: Save to RefWorksThis is a feature which allows you to collect references from the Web

To use it you first have to add it to your web browser bookmarks

Click on the icon with the three vertical full stops:

Then click on Tools:

Then click on Install Save to RefWorks:

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You need to have your Bookmarks bar visible before you drag the Save to RefWorks button up to the bar:

Once you have dragged it up to the bar it should be visible there and you can then start collecting Web references by clicking on it:

Task 5: Collecting references to booksThere are a number of sources which can be searched from within RefWorks including the British Library Catalogue, COPAC and a large number of individual library catalogues. These can be particularly useful for finding books.

Choose Search Databases from the options in the left-hand side panel:

Then either type the name of the source you wish to search or choose from the short list:

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Carry out your search:

If you find the relevant book in the search results select it by clicking the tick box and then click on Import near the top right-hand side of the screen :

Task 6: Uploading a documentIf you have full-text documents such as PDFs of journal articles stored on your computer you can upload them into your RefWorks account and in many cases RefWorks will create a record from the bibliographic information

To do this click on the + icon

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and then choose Upload document

Then locate the relevant file on your computer

And click on Open

The document should then be brought into your RefWorks account and RefWorks will attempt to generate the bibliographic information. Whilst it is doing this you will see on screen the word Analyzing.

The record for the reference should then be created:

Task 7: Attaching full textIf you have imported a reference into your RefWorks account such as a journal article and you have the full text on your computer or storage device you can add the full text to the reference simply by doing the following:

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Locate the relevant reference in your RefWorks account and click on it so that it is highlighted in blue:

Then click on the edit icon (pencil)

Click on the Add an attachment link

Locate the relevant file, select it and click on Open

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It then will be uploaded and attached to the relevant reference.

Task 8: Highlighting and AnnotatingAn improvement in functionality from RefWorks 2.0 is in the area of annotation of records where you have the full text.

You can now both highlight important sections of text within a document and also add annotations.

To highlight:

First click on Read

Then click on the highlighter icon (letter A) and then click and drag with the mouse the section of text you wish to highlight

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The text will then be highlighted in yellow.

To add a sticky note:

Click on the speech bubble:

You can select a different colour for the annotation

Then click on Add Comment

You are then prompted for your comment

When you have finished your annotation click on Save in the right-hand side panel

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Task 9: Organising your references with the use of FoldersIt is a good idea to organise your references with the use of folders. You could do this for example by assignment /research output or topic area.

To create a folder:

First click on the My Folders icon in the left-hand side panel

Then click on Add a new folder

Give the folder a name and click on Save

The folder will then be created and if you already have folders will appear at the bottom of your list of folders

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(You can re-order your folders simply by dragging and dropping)

To allocate references to a particular folder either drag and drop each individual reference or select multiple references by ticking in the tick boxes on the left-hand side of the references and then again drag and drop into the relevant folder

The references will then be placed in that folder

Task 10: Generating a reference list from a folderOne simple way of creating a reference list for a piece of written work is to place all the references for that piece of work into a folder and then from that folder generate the reference list in the required referencing style.

To do this open the relevant folder and click on the create bibliography icon (double quotation mark)

Then click on Create bibliography

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The reference list will then be created

To create it in your required referencing style e.g. Coventry Harvard click on the drop down option for the referencing styles

Then carry out a search for the required style and select it

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The reference list will then be recreated in that particular output style

To add it to your written assignment click on Copy to Clipboard and then open up a Word document, right-click with the mouse and choose the paste formatted option

Task 11: Editing references

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Not all references imported into RefWorks will be perfect when the reference is created in a particular referencing style so from time to time you will need to edit the references

To do this select the record which needs amending and click on the edit icon (pencil) within the right-hand side panel and then make the necessary changes

Then click on Save

Task 12: In-text citationsAs well as simply creating the reference list for the end of your document RefWorks also enables you to create your in-text citations in the required referencing style, and from those in-text citations it creates the accompanying reference list. There are a number of ways of doing this including using two tools you need to download: RefWorks Citation Manager (RCM) or Write-N-Cite. Alternatively you can use the Quick cite option from within RefWorks. See below:

Task 13: RefWorks Citation Manager for Word 2016RefWorks Citation Manager (RCM) will only operate in a Word 2016 environment so it cannot be installed on any older version of Word whatsoever.

RCM is an add-in and needs to be downloaded. To do this:

Go to Google and type in refworks citation manager into the search box and click on search

The first result should be the one from the Microsoft Store (store.office.com)

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Click on the link and then click on the green Add button

Then follow the instructions:

There is an installation video and how to use video from RefWorks on Youtube:

Installation video: https://www.youtube.com/watch?v=sWkyR8xiYwI

How to use video: https://www.youtube.com/watch?v=926vwn1jXqw

Task 14: Write-N-Cite 4To download click on the More icon (three vertical dots) and then click on Tools

Scroll down until you see Cite in Microsoft Word and click on the Download & Install button

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The download will begin

Once you see the box below click on Run

Then click on Install

You should then be prompted for your username and password. After entering this click on Yes to complete the download process.

Once the download has completed close down Word and reopen and you should have a RefWorks tab within Word. This should then sync with your RefWorks account:

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To create an in-text citation either search for reference using search box or go to individual folder and select reference:

Select appropriate reference (options are available to hide year and hide author and also add page number. To add a page number/s enter the number/s in the Suffix box immediately preceded by a colon:

The in-text citation will be created

To create the reference list click on Bibliography options:

And then from the drop down list select Insert bibliography. You can change the referencing Style from drop down list.

Task 15: Quick citeAnother way to create in-text citations is to use the Quick cite option from within RefWorks.

To do this:

Make sure the reference from which you want to create an in-text citation is displayed and then click on the create bibliography icon (double quotation mark)

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Then click on Quick cite

Ensure that you have the right referencing style selected and then click on Continue

Tick the required reference and the reference will then be generated in the chosen referencing style

Click on Copy to Clipboard

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Then copy and paste into a Word document

Further helpIf you have any questions or need any further help you can also contact one of the subject librarians. Their contact details can be found on the Coventry Libguides page: libguides.coventry.ac.uk

RefWorks also have a very good YouTube channel currently at:https://www.youtube.com/channel/UCzmTj_AGeY59VoNv-0SvcCg

If the link above does not work simply type new refworks youtube into Google to find this

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