Guide 5 · RefWorks is an online reference management tool that allows you to store, organise and automatically format your papers and bibliographies. This guide refers to the default

Training Materials

www.knowledge.scot.nhs.uk

Using RefWorks to Manage your References

RefWorks 2.0

Guide 5

Using RefWorks to Manage your References – RefWorks 2.0

THIS SECTION BRIEFLY DESCRIBES HOW YOU CAN IMPORT REFERENCES INTO

THE BUILT IN REFERENCE MANAGEMENT SOFTWARE REFWORKS.

RefWorks is an online reference management tool that allows you to store, organise and automatically format your papers and bibliographies. This guide refers to the default version of RefWorks 2.0. (Should you wish to use RefWorks Classic, simply choose the RefWorks Classic option on the header toolbar1 ).

RefWorks is fully integrated with The Knowledge Network and using your Athens username and password, you can manage your references with Microsoft Word.

IMPORTING BIBLIOGRAPHIC DATA FROM THE KNOWLEDGE NETWORK

Ensure that you are logged in with your NHS Scotland username and password. In searching for an article or document, you may encounter the following interfaces:

1 See note at the end of this section (4a).

www.knowledge.scot.nhs.uk NEXTPREVIOUSCONTENTS

You have the option to save the citation directly by clicking on Export to RefWorks or Save Citation to Refworks. This will take you to the RefWorks interface, and you will see that the reference will have been automatically added to your reference list. You can also add references manually and this is discussed in the next section.

INTRODUCING THE REFWORKS PLATFORM – MANUALLY ADDING REFERENCES

The tool bar on the top left of the RefWorks interface allows you to access the different features available. This includes the ability to manually enter references or to build a bibliography for your paper (with specified formatting).

As well as importing information, you can also manually enter references by selecting References from the pull down menu and then choose Add Reference.


The Knowledge Network: Training Material GUIDE 5: USING REFWORKS TO MANAGE YOUR REFERENCES - REFWORKS 2.0 | 1

Enter the information in the pop up screen and then click Save Reference or Save & Add New.

Thereafter, the reference will be listed in your database.

IMPORTING AND EXPORTING REFERENCES

You can import references from Text Files, Text, or from an EndNote database. Upon choosing References – Import, you will receive these three choices from the pop up window. Simply upload the file and indicate which folder within RefWorks you want the data imported. Finally, click import to finalise the procedure.

VIEW AND ORGANISE FOLDER LISTS

Within the RefWorks database system, you can add folders to help support the different topics you work with and to enable sharing, for instance. Simply click the New Folder button and give the folder a name.

When you add references to your database, you can then specify which folder you wish to add the references to.




Should you wish to rename or delete any of the references, navigate to the Organize & Share Folders tab and here you will be able to specify various actions within each of the folders:

Create sub folder Rename folder

Clear folder Delete folder

Check for duplicate references

SHARING FOLDERS

Within the RefWorks interface, you can share a folder of references (or the entire database) with colleagues or other users. This facility offers an ideal tool to supply reading lists or current awareness services to service users. The sharing system can also be used by staff groups (working closely together or across institutions) to share references while collaborating on a shared project or piece of research. To start sharing folders:

1. Create and name a folder.

2. Select which references you want to move into that folder – from the My List option.

3. Within the Organize & Share Folders tab, navigate to your chosen folder for sharing.

4. You will be prompted to agree to share the folder.

5. You will be presented with a pop up window offering you some sharing options.

References can be shared (the owner) and accessed (the recipient) using three delivery methods: (See over...)



1. Email the references references within a folder – a weblink to the shared folder (or database) can be emailed to recipients.

2. Upload the website link – a weblink to a shared folder (or database) can be placed on a website. You can also simply share the URL with others. See next section, Shared Folder Options for more detail.

3. Create RSS Feeds – a feed can be created to a shared folder (or database). The recipient of the shared folder can then view any new content added to that folder through a feed reader. See next section, Shared Folder Options for more detail.

IN MORE DETAIL – THE SHARED FOLDER OPTIONS

The Shared Folder Options dialogue box allows you to set limits and settings for each of the folders you share. You can access this option by clicking on the shared folder and you will be presented with five main sections.

1. Share Information – the URL link can be shared with others.

2. Share options – here you can create RSS Feeds and suggest linkage options (e.g. via local institutions).

3. Limitations – here you can set permissions for your folder and options include: exporting and printing references and bibliographies, allowing users to post comments on references, and setting the maximum number of references a recipient can access. Other options include email and RSS Feeds.

4. Output style options – select how you wish to determine the output style of your references.

5. Fields to share – here you can select which reference fields you wish to share (these fields include – author, title, periodical, publication year, volume, issue and so on).



SEARCHING YOUR DATABASE

There are various methods available to search your reference database:

1. A general search option:

2. The advanced search option:

(a) Search by author, descriptor, periodical, online catalogue, database, or by RSS Feeds.

(b) Search by saved search, and database entry fields.

3. Sort references by author, publication year, reference type, reference ID, etc.



CREATING AND FORMATTING A BIBLIOGRAPHY

RefWorks provides users with the ability to organise references into a formatted bibliography. You can begin by clicking Create Bibliography or alternatively by clicking the Bibliography option on the header banner.

The Bibliography function allows you to select styles (in this instance Harvard – British Standard), to create various format outputs (e.g. includes text, HTML, and Word options), and to identify which references are to be included. Once you have selected your preferences, you will need to enable pop ups from the site – this is particularly the case when selecting RTF or Word formats. Finally, click Create Bibliography to generate the document/output.

There are also options to download the file or to email the file to yourself.

Other options available within the toolbar include:

Import and export references

View and organise folder lists

Search by author, descriptor or periodical

The Write-N-Cite facility – integrate your writing with e.g. Microsoft Word (install plug-in).

The RefGrab It facility – collect bibliographic information from websites (install plug-in).

Back-Up and Restore

WRITE-N-CITE

Write-N-Cite is a utility within RefWorks that works with Microsoft Word (and other word processing programs) to allow users to cite and format references within a paper. In order to do this, you need to download a small plug-in program – from the Tools menu, and click Write-N-Cite.

RefWorks offers two plug-ins in order to support Mac and Windows PC users.



By clicking on Install Information you will be guided to the dialogue box for downloading. Should you have a previous version of Write-N-Cite, you may be prompted to say ’yes’ to have that version uninstalled before installing the new version.

Once installed successfully, you will see the Write-N-Cite interface, in which you will be prompted to log in with your Athens username and password. You will see your references (if any) added in the Write-N-Cite interface.

At the time of writing, the plug-in for RefWorks 2.0 has not been updated; however, the RefWorks Classic version interacts with Microsoft Word adequately.

After you have installed the program, the interface can also be launched from within Word or from the Cite-N-Write icon on your desktop. If you launch the program from the desktop, it will automatically open a copy of Word.

You can now create a paper with in-text citations using the RefWorks Write-N-Cite feature.

From within Word, launch Cite-N-Write and login with your Athens password. From this interface, you can add references to your paper by placing the cursor where the reference is to be inserted in your Word document and click Cite in the references menu.



REFGRAB-IT

RefGrab-It is an optional feature for automatically capturing bibliographic information from web pages. You will need to install a bookmarklet and formats are available for Firefox and Internet Explorer.

You can access the RefGrab-it window by hovering over Tools and then clicking on RefGrab-it. Further information regarding these downloads can be found by clicking on Install Information (as highlighted on the diagram below).

In order to create a bibliography, click on Bibliography and select the output style (e.g. APA). Click on Create Bibliography. The document will refresh in order to display your required format.



BACK-UP AND RESTORE

Another feature offered by RefWorks 2.0 is that you can back up and restore your data. This option can be found by hovering over Tools and then by clicking on Backup & Restore.

FURTHER INFORMATION AND TRAININGFurther information regarding the use of RefWorks with The Knowledge Network may be obtained from [email protected]. Online support for information literacy skills for evidence based practice may also be obtained from www.infoliteracy.scot.nhs.uk.

Further tutorials and guide sheets on the use of RefWorks can be obtained from http://www.refworks-cos.com/refworks/tutorials/basic.html

The Knowledge Services Group offers a short training module in using RefWorks for managing your references. Further information regarding the module and booking can be found at the end of this series of guides.



Published by

Knowledge ServicesNHS Education for Scotland1st FloorClifton HouseClifton PlaceGlasgow G3 [email protected]

www.nes.scot.nhs.uk

September 2012

Contact:

Dr Nancy [email protected]

© NHS Education for Scotland 2012. You can copy or reproduce the information in this document for use within NHSScotland and for non-commercial educational purposes. Use of this document for commercial purposes is permitted only with the written permission of NES.


The Knowledge Network: Training Materials

Documents

Guide 5 · RefWorks is an online reference management tool that allows you to store, organise and automatically format your papers and bibliographies. This guide refers to the default