Reference Manager
Guided Tour
© 2001 ISI
COPYRIGHT NOTICE
This software product and accompanying documentation is copyrighted
and all rights reserved by ISI. Please refer to the accompanying Reference
Manager End User License Agreement for a specification of the terms and
conditions governing the use of this product. The program contains source
code that is © 1998 Sea Change Corporation. All rights reserved.
DISCLAIMER OF WARRANTY
This software and manual are sold “as is” and without warranties as to
performance or merchantability. The seller's salespersons may have made
statements about this software. Any such statements do not constitute
warranties and shall not be relied on by the buyer in deciding whether to
purchase this program.
This program (hereafter known as the Product) is sold without any express
or implied warranties. Because of the diversity of conditions and hardware
under which the Product may be used, no warranty of fitness for a
particular purpose is offered. The user is advised to test the Product
thoroughly before relying on it, and must assume the entire risk of using
the Product. Any liability of seller or manufacturer will be limited
exclusively to product replacement or refund of the purchase price. In no
event shall ISI ResearchSoft, or anyone else who has been involved in the
creation and production of this Product be liable for indirect, special or
consequential damages, such as but not limited to, loss of anticipated
profits or benefits resulting from the use of this program. Some states do
not allow the exclusion or limitation of incidental or consequential
damages, so the above limitation may not apply.
TRADEMARKS
Reference Manager is a registered trademark of ISI. Microsoft and
Windows are registered trademarks of Microsoft Corporation. All other
product names are trademarks or registered trademarks of their respective
owners.
Copyright 2001 ISI
All rights reserved. Printed in the USA.
October, 2001
Table of Contents
Introduction to the Guided Tour
1
About Reference Manager
1
Using the Tour
Tour Objectives
2
2
Using the Sample Database with the Exercises
2
Database Capacity
3
Reference Types
3
Online Help
3
Technical Support
4
Navigating a Database
5
Exercise – Open the Sample Database
5
Exercise – Customize the Reference List
7
Exercise – Change the Column Width
8
Exercise – Customize the Database Sort Order
9
Exercise – Change the Sort Order Instantly
10
Exercise – Copy or Move References from One Database to
Another
11
Reference Manager 10 Guided Tour
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Building a Reference Manager Database
12
Exercise – Search the Internet from Reference Manager
Search the Internet
A Note about the ISI Web of Science
12
13
15
Exercise – Import References
16
Exercise – Insert a New Reference
19
Exercise – Spell Checking a Reference
23
Retrieving References in a Database
24
Exercise – Create a Search Strategy
24
Exercise – Save a Search Strategy
27
Managing Reference Manager Term Lists
28
Exercise – Globally Editing Term Lists
29
Exercise – Create Synonyms
30
Exercise – Copy a Periodical List
31
Exercise – Retrieve References using Term Lists
32
Building Bibliographies
33
Exercise – Open a Word Processing Document
Review Reference Manager Tools in the Word Processor
34
34
Exercise – Inserting References (Word 97, 2000, or XP)
35
Exercise – Inserting References (Word 95 or WordPerfect 7-10) 38
Exercise – Generate the Bibliography (Word 97, 2000, or XP) 42
Exercise – Generate the Bibliography (Word 95 or WordPerfect 82002)
44
Congratulations!
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Table of Contents
1
Introduction to the Guided Tour
About Reference Manager
Reference Manager is a database program developed specifically to
manage bibliographic references. Anyone involved in gathering
references for research or producing bibliographies can use
Reference Manager to make managing collections easier.
Reference Manager is used worldwide by researchers, librarians,
and students at academic institutions and by business and research
organizations.
Use Reference Manager to accomplish these tasks and more:
•
Prepare formatted in-text citations and bibliographies instantly
for your manuscripts
•
Create and maintain departmental research interest databases
•
Keep track of reprint collections
•
Manage current awareness services for research staff or library
patrons
•
Collect bibliographic references from a variety of online, CDROM or Web-based data services
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•
Create course reserve lists and reading lists for students
•
Create faculty or employee publication lists
•
Catalog special collections
Using the Tour
This Guided Tour is meant to step you through a series of
exercises. It is best if you take the tour one step at a time.
Tour Objectives
After completing the exercises in this Guided Tour you should be
able to:
•
Understand the major uses of Reference Manager as a
bibliographic database program
•
Easily navigate references in a database with commonly used
features
•
Build a database by importing references and entering
references manually
•
Search a Reference Manager database
•
Use term lists for easy global editing and creating synonyms
•
Build bibliographies in your word processor or directly from
Reference Manager
Using the Sample Database with the Exercises
The exercises in this Guided Tour use the Sample database that is
automatically installed when you install Reference Manager. You
will use the Sample database to learn how to navigate a database,
enter references, search a database, and build bibliographies.
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Chapter 1—Introduction to the Guided Tour
Database Capacity
Depending on your system’s resources, you can create an unlimited
number of Reference Manager databases, each with an unlimited
number of references. In Reference Manager all text fields are
variable length and can include almost any type of information.
The manner in which information is entered is directly related to
producing correctly formatted in-text citations and bibliographies.
Reference Types
It is possible to have many different reference types in a Reference
Manager database. For example, you can store Audiovisual
Material with Journal Articles and Book references. Reference
Manager comes with 38 predefined reference types for you to
select when entering references.
While Reference Manager is designed and used for bibliographic
references, you can use the program to store records of any type.
You can use any of the predefined reference types or you can
modify them to create a custom reference type. Each reference type
can include up to a maximum of 37 fields.
Online Help
When using Reference Manager, many of your questions can be
addressed using the online help that comes with the program. There
are several ways you can access online help when using Reference
Manager:
•
From the menu bar, choose Help to find a topic using the
Contents, Index, or Find tab.
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•
In many Reference Manager windows, click the Help button to
see information related to the current activity.
•
Press the F1 key to display context-sensitive help. If no
context-sensitive help is available, choose from the list of
topics that appears.
Technical Support
You can contact Reference Manager Technical Support Monday
through Friday, from 8:00 a.m. to 5:00 p.m. Pacific Time.
ISI ResearchSoft
Phone: (510) 559-8592
Fax:
(510) 559-8683
Sales and Information E-mail:
Technical Support E-mail:
[email protected]
[email protected]
You can also find answers to frequently asked questions
(FAQs) on our World Wide Web site: http://www.refman.com
4
Chapter 1—Introduction to the Guided Tour
2
Navigating a Database
In this section of the Guided Tour you will learn to:
•
Open an Existing Database
•
Customize the Reference List
•
Customize the Database Sort Order
•
Click Sort on Column Headings
•
Drag and Drop between Databases
Exercise – Open the Sample Database
In this exercise you will open the Sample database.
1.
From the Windows Start menu, locate the Reference Manager
10 program group and choose Reference Manager.
The Open Reference Manager Database dialog appears.
If you have previously used Reference Manager, the last
Reference Manager database used may automatically open.
Check the database tab at the bottom of the screen to be sure
the Sample database is open. If it is not, from the File menu,
choose Open Reference Manager Database to continue.
2.
In the Open Reference Manager Database dialog, navigate to
the Reference Manager folder and double-click the Sample
Database (Sample.rmd).
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Notice that the Sample Database window has two panes: the
top pane is the Reference Display, and the bottom pane is the
Reference List.
The Reference Display, the top pane in the Database window,
details the reference highlighted in the Reference List. You can
edit the highlighted reference in the Reference Display.
The default Reference List shows the Reference ID, Author,
and Title fields. (Later, you will learn how to customize this
view to include any field.) The Reference List provides a way
to browse through single-line references, mark or unmark
references, or display records in full for viewing or editing.
Let’s take a closer look at how to navigate the Reference List.
6
Chapter 2—Navigating a Database
Exercise – Customize the Reference List
While the default Reference List shows three Reference Manager
fields (Reference ID, Author, and Title), the list can be customized
to display as many fields as you would like.
In the following exercise you will customize the Reference List by
selecting different fields to display and change the column/field
widths.
1.
From the Tools menu, choose Reference List Display.
Each column represents a field appearing on the Reference
List.
•
Field Order—The first row allows you to specify the
order in which the fields appear.
•
Header—The second row allows you to modify the text
appearing as a Header.
•
Field Type—Row three allows you to select the field you
want to view.
2.
Highlight column 3 of the Field Order row. When the cursor
changes to a downward arrow, click the mouse to highlight the
entire third column.
3.
Click the Insert Col button.
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A new column is inserted before the third column; the original
third column moves to the right. The newly inserted column
defaults to Ref ID as the Header and Field Type.
4.
Click the Field Type row in the new column and select Date,
primary from the drop-down list that appears.
The Header row automatically changes when you select a new
Field Type.
5.
Click the Header row in the new column and change Date,
primary to Date by deleting the word primary.
6.
Click OK to save your changes. Reference Manager displays a
message asking whether you would like to copy this reference
list format to all reference lists. Click Yes. The Date field now
appears in the Reference List.
You can resize the width of the columns easily by dragging
between column titles. Use the next exercise to change the width of
the Date field in the Reference List.
Exercise – Change the Column Width
You can adjust the width of the Date column to allow more room
for the Title column.
1. In the Reference List place the cursor on the vertical line
separating these two column headers.
The cursor changes to a left/right directional icon allowing you
to reset the width.
8
2.
Drag the vertical bar to the left to reduce the width of the Date
field.
3.
Experiment with changing other fields’ column widths.
Chapter 2—Navigating a Database
Exercise – Customize the Database Sort Order
Different sorting features are available in Reference Manager. You
can specify a custom database sort order to be applied anytime a
Reference List appears, as well as a separate sort order applied to a
search. You can also perform instant sorts using the column
headers in the Reference List.
1.
To specify a database sort order on an existing database, from
the Tools menu, choose Change Database Sort Order.
The Database to Change box should specify the Sample
database. Author is already set up in the Sort By box. You will
set up a sort order for Title and Date fields.
2.
Click the drop-down list in the first Then By box (the second
level of the sort) and change the field to Title, primary. Select
Ascending order.
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3.
Click the drop-down list in the second Then By box (the third
level of the sort) and change the field to Date, primary. Select
Descending order.
4.
Then click the Sort button.
Reference Manager displays a message when the sort is
complete.
5.
Click OK to close the dialog box, then click Close to see the
results of your settings.
You can also set up the database sort order when you create a
new database. To see how this works, from the File menu, choose
New Database and then click the Advanced button.
Exercise – Change the Sort Order Instantly
Instant sorts can be performed on any column header in the
Reference List when you want to adjust the sort order without
making permanent modifications. Use the click sort method to sort
by a displayed field.
10
1.
To sort by the Date field, click the field’s column header. The
references are sorted by date in ascending order. Click a
second time to change the sort order to descending.
2.
Experiment with sorting the references by another column
header such as Author and locate the name “Marten, Ken”.
Use the scroll bar to the right of the Reference List; notice the
scroll tip that appears to show you your location in the list.
Chapter 2—Navigating a Database
Exercise – Copy or Move References from
One Database to Another
Reference Manager makes it easy to copy or move references
between databases. To copy references you need to have two
databases open. For this exercise, we will first create a new empty
database.
1.
From the File menu, choose New Database. Enter a new name
for the database – Test for this exercise – and click New.
You should have two Reference Manager databases open now,
Test and Sample. Notice the two tabs with the database names
at the bottom of the window.
2.
Click the Sample database tab, and select a reference from the
Reference List.
You can select multiple references using the Ctrl-Click or
Shift-Click commands. Once you select more than one
reference, the top Reference Display goes blank, as it can only
present a single reference.
3.
To move references, highlight the references, drag them to the
Test database tab, and release the mouse. To copy references,
hold down the Ctrl key while dragging the references to the
Test database tab.
Reference Manager displays messages, asking you to confirm
the move or copy of each reference. You can select Yes for
each reference or Yes to All if you want all the selections to
move automatically.
You can also copy reference(s) between databases using the Copy
Between Databases option. From the Reference menu, choose
Copy Between Databases.
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3
Building a Reference Manager Database
In this section of the Guided Tour you will learn to:
•
Search the Internet from Reference Manager
•
Import References from Online, CD-ROM, or Web-based
Services
•
Enter and Edit References
•
Spell Check Selected Text or an Entire Reference
•
Launch Web Pages or Files from a Reference
Exercise – Search the Internet from Reference
Manager
As you build your database, you may search a variety of sources.
You can search the Internet directly from Reference Manager and
access the ISI Web of Science, PubMed, or hundreds of Z39.50
sites (such as academic and public library catalogs, the Library of
Congress, and more). The references you find using Reference
Manager’s Internet search are placed in a temporary database that
you can save permanently. You can move individual references to
an existing database using drag and drop (or copy between
databases).
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You may also search other commercial and bibliographic services.
Bibliographic data sources are generally available in these forms:
diskette, CD-ROM, online, and Web-based services. Data tapes
can also be installed on a local institutional network for controlled
access.
The exercises that follow show you how to search the Internet from
Reference Manager and import a text file previously downloaded
from PubMed.
Search the Internet
This exercise guides you through the basic steps of connecting to
and searching a remote database. You must be at a computer with
Internet access – with either a dial-up or direct network connection.
For this exercise, you will connect to PubMed, which is made
available by the National Library of Medicine and provides access
to bibliographic and full-text databases. PubMed is the online
database we will search; National Library of Medicine is the
information provider. PubMed comprises the full Medline medical
database, and the pre-Medline records.
1.
From the References menu, choose Internet Search.
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A database search list appears as the first item on the Retrieval
toolbar. The Internet Search box is checked.
2.
From the drop-down list on the Retrieval toolbar, select
PubMed sites.
3.
Now, build your search expression.
For this exercise, let’s say you are interested in information
about the success of corrective eye surgery, such as radial
keratotomy.
4.
•
In the first box under the Field column, select All fields if
it doesn’t automatically display. Select Any Field and
press Enter. The cursor moves to the Parameter column.
•
In the Parameter box, type “radial keratotomy”.
To start the Internet search, click the Start Search toolbar
button or press F12.
If you haven’t already established a connection, your dial-up
configuration should automatically dial and connect. If the
connection is not successfully established, Reference
Manager alerts you with an error message and stops the
search attempt.
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Chapter 3—Building a Reference Manager Database
5.
When the search is complete, Reference Manager displays
Status Messages. You can close this dialog. Search results are
listed on a Search tab. In our example, over 1000 records were
found.
6.
If the search was too broad and too many records are found,
you can refine the search to narrow down the list of references.
We will refine this search by looking for just the follow-up
studies about radial keratotomy:
•
Leave the first search line as entered. In the Connector
box of the second line, select AND from the list.
•
In the Field column, select Keywords and press Tab.
•
In the Parameter column, type follow-up studies.
7.
Click Start Search. This time approximately 225 references are
found.
8.
Click OK. These references appear on a Search 2 tab.
The number of references from the same search could change
daily as Internet libraries are updated. Browse the results or
click sort your column headings to organize the reference list
quickly.
When you identify references you want to keep, drag and drop
the reference(s) in a permanent database. You can save the
entire set of references using the Save As option from the File
menu. If you don’t save the references, you will be asked
whether to save the database when you close either the Search
tab or the Reference Manager program.
A Note about the ISI Web of Science
ISI’s Web of Science is the web interface for access to ISI’s
Citation Databases, which cover over 8,000 international journals
in the sciences, social sciences, and the arts and humanities.
Through ISI Links, the ISI Web of Science also offers navigation
Reference Manager 10 User’s Guide
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to electronic full-text journal articles, genetic information, and
chemical and patent databases.
If you already have a paid subscription, searching the ISI Web of
Science is essentially the same as searching other remote databases.
You may copy your search results directly to a Reference Manager.
If you do not have prepaid access, you can still take advantage of
the ISI Web of Science databases. The search you perform will
automatically forward you to ISI's eSource service, where you can
view your results and pay-as-you-go.
Exercise – Import References
Another way to build a database without typing references is to
import references. For example, you might search a resource
provided by your institution (e.g., ISI Web of Science, Current
Contents, Ovid, etc.). The results or selected references are
downloaded into an ASCII text file, in a structured format.
Reference Manager has predesigned import filters that move these
references into your database with a few simple steps.
Use this exercise to import references in Reference Manager.
Before importing records, you must first download the records from
the database service. In this example, we will use a text file that
was previously downloaded from ToxLine. You will find samples for
supported services in the Reference Manager 10 Samples folder.
16
1.
Make sure you have two database tabs open: the Test database
and the Sample database. You may also have one or more
Search tabs open.
2.
From the References menu, choose Import Text File.
3.
From the Database drop-down list, select the Test database.
Chapter 3—Building a Reference Manager Database
4.
At the Filter drop-down list, click the browse button […] to the
right of the drop-down list. Locate the Reference Manager 10
Import folder where you can find pre-designed import filters.
Locate and select the TOXLINE.CAP file.
5.
At the Text File drop-down list, click the browse button […] to
the right of the drop-down list. Locate the Reference Manager
10 Samples folder where you can find sample download files.
Locate and select the text file named TOXLINE.TXT.
The Reference Range setting can remain All. You can set a
range anytime you have imported a partial file and would like
to pick up where you left off (e.g., 50 to 124).
The Default Reprint Status area helps you keep track of
articles you maintain in your physical collection. You can
browse the drop-down list and select any of the three settings:
In File, Not In File, and On Request. The On Request option is
useful to help you track of the date of your reprint requests.
6.
You can use the Additional keywords box to add keywords
globally to the entire set of imported references. Place your
cursor in the first empty space and type ToxLink. A dynamic
list of keywords associated with the target database appears
and follows your keystrokes. If the term “ToxLink” is on the
list and highlighted, you can press Enter. If this term is new to
the database, press Tab.
You might also find it handy to add today’s numerical date to
track when the reference entered the database.
You can use the buttons at the bottom – Font, Greek, and
Symbol – to change characters in the terms you are assigning.
Your dialog box should now appear as follows:
Reference Manager 10 User’s Guide
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7.
Click Import to import your records.
Once the import is complete, Reference Manager displays a
message, telling you that the import was successful.
8.
Click OK.
An import log dialog box appears to confirm the number of
references imported, the number of duplicates detected, and
other details of the import process. Click Close to return to the
Reference List.
You will now see an additional tab at the bottom of the
Reference List labeled Imported. This tab shows the newly
imported references visually separated from the Test database
for easy editing. These records are actually saved in the Test
database; therefore, any edits made on the Imported tab are
reflected in the Test database.
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Chapter 3—Building a Reference Manager Database
Exercise – Insert a New Reference
You will save time using the previous search and import methods
to build your database. However, there may also be references that
require keyboard entry, such as theses, dissertations, and
conference proceedings. In Reference Manager, you use the same
steps to both enter and edit references.
The following fields in Reference Manager work differently than
regular text fields: Authors, Keywords, and Periodical. These fields
provide dynamic access to names, terms, and titles that already
exist in a given database, and are managed in Term Manager,
which is discussed later in this tour.
In this exercise, you will enter a new reference.
1.
Click the appropriate tab to access the Sample database.
2.
From the Reference menu, choose New.
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3.
In the Reference Type field at the top of the Reference Edit
window. From the drop-down list that appears, select a
reference type.
•
Select Journal to enter an article within a journal.
•
Select Journal (Full) to identify an entire journal, rather
than an article.
The Ref ID is automatically assigned a sequential number as
each reference is entered in a database.
4.
In the Title field, type the following title, using the Font
toolbar to add italics to the Latin name. Note that punctuation
is not added to the title field; it is applied later using the
Output Styles menu item.
The behavior and feeding ecology of the Pacific coast
bottlenose dolphin Tursiops truncatus
5.
In the Author, primary field, type the first author’s last name,
Shell. The dynamic pop-up browser appears and follows your
keystrokes. Locate and highlight Shell, E.D. Press Enter to
insert this author’s name into the new reference.
6.
Add your own name as the second author using the format
Lastname,F.M.
The dynamic pop-up browser appears, but you may not see
your name on the existing author list. If you press Enter, the
highlighted name will appear. Instead, type a semi-colon (;) to
leave your name and move to the next entry point. Your name
turns blue to identify this as a new name in the author list.
7.
Use the Pub Date field to switch between storing the Year
Only or the Full Date using the date tool button. The year
automatically defaults to the system date on your machine.
Let’s change the field to Year Only and use 2001 as the date of
this article.
8.
20
Use the Web/URL, Link to PDF, Link to Full-text, Related
Records, and Image(s) fields to store links to Web pages or
Chapter 3—Building a Reference Manager Database
other documents on your computer. For example, you can
create a link to the full text article if publicly accessible on the
World Wide Web. You will undoubtedly enter your own
research papers, and will most likely have a copy of the full
document on your hard drive. You can type a file path (c:\My
Documents\research paper.doc) to create a link. Let’s create a
link to the ISI ResearchSoft Web site for this exercise.
9.
Type www.isiresearchsoft.com and click the URL to launch
your Web browser and go directly to the ISI ResearchSoft
Web site. Switch back to Reference Manager to continue with
the reference entry.
10. Use the Notes field to store your personal annotations or
anything related to this reference.
11. Use the Keywords field to add keywords. Keywords are useful
in retrieving references in your database instantly. You may
already have keywords in this new reference if you have the
automatic setting on to scan titles, notes, and abstracts for
existing keywords (see Tools/Options/Reference Edit).
12. Type the following keywords if your automatic keyword scan
is off and the keyword field is empty. If the keyword field has
entries, verify that these two terms are present. If not, move
your cursor to the end of the keywords. Use the same steps as
with the author names. Type a few characters and the dynamic
pop-up browser appears. Remember to use the semi-colon
when inserting new terms.
dolphin
behavior
13. In the Reprint field, select In File from the drop-down list.
14. In the Journal Name field. Type Marine and select a journal
name from the dynamic pop-up browser such as Marine
Mammal Science. You can also enter a new journal name and
In the next field.
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15. Press Tab to move your cursor progressively through the next
fields and enter the following information.
Volume – 3
Issue – 2
Start Page – 125
End Page – 128
16. In the Abstract field. You can enter abstracts of any length.
Type your own notes or the following:
This is a detailed article on the food chains existing
along the Pacific coast
17. The remaining fields are optional and may be automatically
populated when importing references.
18. The User Defined fields are available for you to customize and
use as you wish.
19. To save the reference, choose Save from the File menu, then
close the reference window. Or simply close the reference edit
window, and save the reference when prompted. Either of
these steps should return you to the reference list window.
You can edit a reference in the top portion of the reference list
window or you can double-click a reference in the lower reference
list to open a full screen edit window. Editing follows the same
steps you used to enter a new reference.
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Chapter 3—Building a Reference Manager Database
Exercise – Spell Checking a Reference
Reference Manager includes a spell checker to help identify
incorrect words in all fields except authors and periodicals. You
can also spell check a specific selection by highlighting a word or
phrase.
1.
Activate the Sample database and place your cursor in the
Notes field of the highlighted reference (top pane).
2.
Type “This book is about a famos Greek legend.” (Notice that
“famous” is misspelled on purpose.)
3.
Move your cursor to the Title field. Then, from the Tools
menu, choose Spell Check
4.
The Spell Check dialog box appears and the word “famos” is
identified as Not in Dictionary. Under Suggestions select
famous and then click the Change button.
Reference Manager continues to spell check the reference.
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4
Retrieving References in a Database
In this section of the Guided Tour, you will learn to:
•
Create a Search Strategy
•
Save a Search Strategy
Exercise – Create a Search Strategy
Search your Reference Manager databases to locate specific
references for editing or printing bibliographies. Once you have
located specific records you can mark, delete, edit as a group, or
print the references. You can search every field in a reference or
limit the search to specific fields. After you create a search
strategy, it can be saved with a name and recalled for later use.
A search strategy is a description of the criteria you would like
Reference Manager to use when finding references in one or
multiple open databases.
A search strategy contains the following items:
•
Field—Select a single field or groups of fields such as
Authors.
•
Parameter—Enter the word or phrases you want Reference
Manager to locate.
Reference Manager 10 Guided Tour
24
•
Connector—Use one of the logical connectors (AND, OR, or
NOT) when more than one search parameter is used.
The Results column lists the number of references found.
1.
The Sample database and Test database should be open. From
the References menu, choose Search References. The Search
window appears and you will notice the Internet Search box is
cleared.
2.
From the drop-down list, select All Databases. You can also
select a single database to search using this drop-down list.
3.
Place your cursor in the column labeled Field and type “K” to
add “Keywords” to the Field column.
4.
In the Parameter column, type “dolphin”. A dynamic browser
of all the keywords in both databases appears. Once dolphin is
highlighted, double-click the mouse button. The term is
entered into the parameter field. Add an asterisk to search for
variations of “dolphin” such as the plural “dolphins”.
5.
Narrow the search to include references related to behavior.
Click the AND connector toolbar button. Type “behavior”
then press Enter when highlighted.
5.
Move your cursor to the second line in the Connector column
and type A (for AND).
6.
In the Field column, type Y (for year).
7.
In the Parameter column, type 1995-1996. Your search should
look like this:
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8.
Click the Search tool button (the binoculars) or press F12 to
begin the search.
9.
The Results column now displays the number of references
that satisfy each level of the retrieval. To view a result, simply
click the appropriate Results button on any line.
10. A Retrieved tab appears and the resulting references are listed.
Similar to the Imported tab, the Retrieved tab is a visual
representation of references that are stored in the open
databases – it is not a database itself.
26
Chapter 4—Retrieving References in a Database
Exercise – Save a Search Strategy
It is useful to save search strategies you use frequently. This
exercise will teach you how to save the Search Strategy created in
the steps above.
1.
To open the Search window, from the References menu, select
Search Databases. The search you just created should remain
intact.
2.
Save the strategy by clicking the Strategy Files tool button,
located to the right of the Search toolbar button. The Search
Strategy dialog box appears.
3.
Click Save and give the Search Strategy a name, for example,
“dolphin.” Click OK to save your strategy. Select the Strategy
Files again to confirm your search is saved for future use.
Later, you can return to this screen, highlight one of your
saved strategies, and select Load. Click Close to return to the
Search window.
4.
Select one of the result sets again to return to the Reference
List window.
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5
Managing Reference Manager Term Lists
In this section of the Guided Tour you will learn to:
•
Globally Edit Term Lists
•
Create Synonyms
•
Copy a Periodical List
•
Retrieve References using Term Lists
You may remember the dynamic pop-up browser from previous
exercises and wonder how to remove unused terms or perhaps
merge terms that are synonyms, but have varied spelling (e.g.
singular/plural, English/British). Reference Manager provides
Term Manager to quickly modify, combine, populate, and even
retrieve references using your term lists for keywords, periodicals,
and authors.
The exercises that follow show you how to perform a global
replace or delete, combine or add terms to create synonyms,
populate your periodical list with full and abbreviated journal
names, and use Quick Retrieve to locate references. After you
complete this tour, you may find it helpful to review the User’s
Guide or online Help to learn more about Term Manager.
Reference Manager 10 Guided Tour
28
Exercise – Globally Editing Term Lists
You can use the Global edit feature to correct misspelled terms or
delete terms in Authors, Periodical, and Keyword fields throughout
your database. This is especially helpful if you have a misspelled
Author’s name, Periodical title, or Keyword.
Network Note: If you are using the Network version of Reference
Manager, you must open your database in Read/Write - Exclusive
mode before you can access the Term Manager edit options.
Making a global edit to a large database can take time and would
impact others accessing the database, so this requirement ensures
you are the only one accessing the database during this process.
1.
Activate the Sample database tab.
2.
To open the Term Manager window, from the Term Manager
menu, choose Activate. The Keyword tab is typically active.
Double-check that you are working on the Sample database; it
appears in the drop-down list on the toolbar.
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3.
Click the Author tab and highlight the first author’s name in all
caps, ANTHONY,K., using the scroll tool.
Only certain journals require an author’s name to be in all
caps, so it is best to store the names in mixed case and let
Output Styles apply capitalization as required when formatting
a final document.
4.
From the Term Manager menu, choose Global Edit.
5.
Type Anthony,K. in the Destination field. The dynamic list
appears and can be closed using the X in the top right corner.
6.
Click Replace.
7.
Click OK to confirm each change.
You can delete a term on the same Global Edit dialog box by
using the Delete button.
Exercise – Create Synonyms
30
1.
Ensure that the Term Manager window is active. If it is not,
from the Term Manager menu, choose Activate. Then click the
Keyword tab.
2.
Locate the term, “east-coast”, by simply beginning to type.
The highlight follows your keystrokes to help you find the
term. Notice there are two versions on the keyword list: “eastcoast” and “east coast”. You will find minor differences such
Chapter 5—Managing Reference Manager Term Lists
as this introduced into your database as a result of searching
the Internet and other data sources available to you. It is
almost impossible to maintain a clean list. That is why
Reference Manager gives you the unique opportunity to
combine these terms for retrieval purposes.
3.
Highlight both terms using the Ctrl key. Then, from the Term
Manager menu, choose Combine Terms.
When the edits are complete, each term includes the other as
its synonym. Now you can search on one of the synonym terms
to locate references with either term.
Exercise – Copy a Periodical List
The Periodical list works differently than the Keyword and Author
lists. Each periodical (journal name) entry can include up to four
synonyms. The synonym is preset to store the full journal name and
the standard abbreviations. There are also two user-defined entries.
This synonym table is essential when you are submitting to a
variety of publications with different formatting requirements. The
Reference Manager Output Styles specify which name is to be
used.
Building a list of periodical names can take time if you enter them
manually. Reference Manager provides periodical lists for three
disciplines: Chemistry, the Humanities, and Medicine. You can
also copy a periodical list from another database. Copying one of
these periodical lists automatically populates your database with
both the full and abbreviated periodical name.
1.
Ensure that the Term Manager window is active. If it is not,
from the Term Manager menu, choose Activate. Then click the
Periodical tab.
2.
From the Term Manager menu, choose Copy Periodicals. The
Copy Periodical dialog box appears.
Reference Manager 10 User’s Guide
31
3.
Use the drop-down list in the Copy From field to select
Medical list.
The Select Database becomes inactive.
4.
Click OK.
Once the copy process is complete, you can highlight any
periodical name and find its full and abbreviated names ready
to use in your publishing.
Exercise – Retrieve References using Term
Lists
1.
Ensure that the Term Manager window is active. If it is not,
from the Term Manager menu, choose Activate. Click the
Keyword tab.
2.
Scroll down the Keyword list to locate “animal behavior” and
“animal communication”. Use the Ctrl key to highlight both of
these terms.
3.
From the Term Manager menu, choose Quick Retrieval or use
the binoculars tool button to initiate the search.
4.
When the quick retrieve connector dialog box appears, select
OR.
You are returned to the reference list window with a new
Retrieved tab and the results of your quick retrieval.
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Chapter 5—Managing Reference Manager Term Lists
6
Building Bibliographies
In this section of the Guided Tour you will learn to:
•
Open a Word Processing Document
•
Review the Reference Manager Tools in your Word Processor
•
Identify References to Cite
•
Create your Final Manuscript and Reference List
Reference Manager 10 installs menu items and a toolbar in
Microsoft Word for Windows 97, 2000, and XP and WordPerfect
for Windows 8, 2000, and 2002. These integrated tools provide
you with the ability to search your database(s) and create instant
bibliographies without leaving your word processor. You can find
notes specific to each word processor in the User’s Guide or online
Help.
The exercises that follow show you how to activate the Reference
Manager toolbar, search for citations and insert citation place
holders in your document, scan your document for identifying text,
and create a final manuscript with the appropriate in-text citations
and reference list.
Reference Manager 10 Guided Tour
33
Exercise – Open a Word Processing Document
1.
With Reference Manager active, start your word processor.
2.
Open a New Document.
Review Reference Manager Tools in the Word
Processor
Check the Tools menu in your word processor. You should find a
Reference Manager option with a right arrow and more selections.
Each of the items on the Tools menu has a corresponding button on
the Reference Manager specific toolbar. To activate the toolbar,
from the View menu, select Toolbars and then Reference Manager
10. A toolbar should now appear on the screen. Place your cursor
on any button for a few seconds and a tool tip will appear
describing the tool’s function. Use this toolbar for the following
exercises.
Reference Manager options vary depending on the Word
Processor and Word Processor version you are using. See the
“Reference Manager Version 10 for Windows User Guide” for
details.
As you compose a manuscript, you will want to cite specific
references. Reference Manager provides different ways to place
unformatted citations in your document. Once these place holders
are inserted into your manuscript, you can create and revise your
final manuscript as often as needed.
34
Chapter 6—Building Bibliographies
Exercise – Inserting References (Word 97,
2000, or XP)
You can search for Reference Manager references and insert them
without ever leaving Microsoft Word. Citations can be inserted in
an existing manuscript or as you write.
1.
Open the Reference Manager databases that contain the
references you wish to cite.
2.
Open the Word document and position the cursor at the
location where you would like the citation.
3.
Type the following: “It’s easy to Cite While You Write with
Reference Manager.”
4.
On the Tools menu, select the Reference Manager 10 then
Insert Citation to display the Reference Manager Find
Citations dialog box.
5.
In the Search for text box, type “dophin”.
6.
Click Perform Search.
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When the Insert Citation: Select Matching References dialog
appears, notice the number in the bottom right corner. This
indicates the total number of references in the list. You should
receive over 100 references, which is too many to browse.
7.
Narrow the list by adding another term, dolphin 1996. Add the
year 1996 (separated by a space), and click the magnifying
glass to restart the search with the new parameter. This time
you will have about 25 references to review.
8.
Select two or more references to cite in your document using
Shift-Click to select a series of references or Ctrl-Click to
select a random group. The placeholders can be author-dateID or ID number and will look like this once inserted in your
document:
{Horton 1996 ID: 66}{Ross & Wilson 1996 ID: 8}
If Instant Formatting is enabled, your citations will be automatically
formatted and the bibliography will be automatically updated.
36
Chapter 6—Building Bibliographies
9.
Start a new sentence and type: “Search and mark references in
Reference Manager”.
10. Switch to the full Reference Manager application and mark
one or more records by checking the box in the left column of
the abbreviated reference list.
11. Switch back to the word processing document. With your
cursor placed after the new sentence select the second button
on the Reference Manager toolbar or go to the Tools menu and
select Reference Manager the Insert Marked References.
Either of these steps inserts the Reference Manager
placeholders in your document.
12. Start a new sentence and type:
“Identify text in your manuscript and later scan the document
to add Reference Manager placeholders said Connor. {connor
/d; behavior}”
Reference Manager uses switches such as /d to suppress
certain details when an Author/Year type of Output Style is
used. See the User’s Guide for more information on these
switches. A semi-colon is used to separate searches in one
location.
13. Select the fourth button on the Reference Manager toolbar or
go to the Tools menu and choose Reference Manager 10 then
Generate Bibliography. Click OK.
14. The first stop is the author’s name, “Connor.” Select and insert
a citation.
Reference Manager automatically takes you to the next
identifying text “behavior.” Insert a citation from this list and
the scan is complete.
Reference Manager 10 User’s Guide
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Exercise – Inserting References (Word 95 or
WordPerfect 7-10)
If you are using an older version of Word or Word Perfect, the
process for inserting references is a little different, as described in
this exercise.
38
1.
In your new document, type: “It’s easy to Cite While You
Write with Reference Manager.”
2.
Select the first tool button on the Reference Manager toolbar
or, from the Tools menu, choose Reference Manager 10 then
Insert Citation.
Chapter 6—Building Bibliographies
3.
In the Identifying Text field, type “dolphin”. In the Look In
area drop-down list, select the Sample database.
Reference Manager will search all fields to locate references
for you to cite. Separate each item with a space or a comma.
Surround phrases with quotation marks.
4.
Click Insert. Reference Manager searches the database
and returns a selection list if there is more than one item
that meets the search criteria.
Reference Manager 10 User’s Guide
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When the Insert Citation: Select Matching References dialog
appears, notice the number in the bottom right corner. This
indicates the total number of references in the list. You should
receive over 100 references, which is too many to browse.
5.
Narrow the list by adding another term, dolphin 1996. Add the
year 1996 (separated by a space), and click the magnifying
glass to restart the search with the new parameter. This time
you will have about fifteen references to review.
6.
Select two or more references to cite in your document using
Shift-Click to select a series of references or Ctrl-Click to
select a random group. The placeholders can be author-dateID or ID number and will look like this once inserted in your
document:
{Horton 1996 ID: 66}{Ross & Wilson 1996 ID: 8}
40
Chapter 6—Building Bibliographies
Use the third button, Recall Last Search, to return you to the
last selection list instantly.
7.
Start a new sentence and type: “Search and mark references in
Reference Manager”.
8.
Switch to the full Reference Manager application and mark
one or more records by checking the box in the left column of
the abbreviated reference list.
9.
Switch back to the word processing document. With your
cursor placed after the new sentence select the second button
on the Reference Manager toolbar or go to the Tools menu and
select Reference Manager the Insert Marked References.
Either of these steps inserts the Reference Manager
placeholders in your document.
10. Start a new sentence and type:
“Identify text in your manuscript and later scan the document
to add Reference Manager placeholders said Connor. {connor
/d; behavior}”
You can use any character to delimit your identifying text.
Curly brackets are the default because they can reduce the
number of times you have to ignore a selection. If you use
parentheses, Reference Manager tries to match any text
surrounded by parentheses.
Reference Manager uses switches such as /d to suppress
certain details when an Author/Year type of Output Style is
used. See the User’s Guide for more information on these
switches. A semi-colon is used to separate searches in one
location.
11. Select the fourth button on the Reference Manager toolbar or
go to the Tools menu and choose Reference Manager then
Scan Document. Confirm the left and right delimiters are curly
brackets and click the option next to Identifying Text
(separated by semi-colons). Click OK to begin the scan.
Reference Manager 10 User’s Guide
41
12. The first stop is the author’s name, “Connor.” Select and insert
a citation. Reference Manager automatically takes you to the
next identifying text “behavior.” Insert a citation from this list
and the scan is complete.
Exercise – Generate the Bibliography (Word
97, 2000, or XP)
Instant Formatting works as you cite references. Reference
Manager uses the currently selected style to format citations and
update the bibliography. By default, Instant Formatting is enabled.
However, to change the style or layout of references, you must use
the Generate Bibliography command.
In this exercise you will learn how to format your paper whether
Instant Formatting is enabled or not. You can reformat after adding
more citations or to change the style or layout settings.
42
Chapter 6—Building Bibliographies
1.
On the Tools menu, select Reference Manager 10 then
Generate Bibliography.
2.
In the Output Style area, click the browse button [...] and
select American Psychological Association 5th ed from the
Reference Manager 10 Styles directory.
3.
You can adjust the various options on this screen related to the
font and font size, Bibliographic title, page numbering,
indentation, spacing, and extra fields.
4.
Click OK.
Reference Manager 10 User’s Guide
43
The citations in your manuscript are automatically converted
to the in-text citation format for the American Psychological
Association (APA).
Exercise – Generate the Bibliography (Word
95 or WordPerfect 8-2002)
When Reference Manager placeholders are inserted, they are
linked to references in a Reference Manager database and are ready
for formatting of the final manuscript and bibliography. The format
is determined by the chosen Output Style and can include text
(author name, year) or numeric citations.
1.
44
Select the fifth button on the Reference Manager toolbar or,
from the Tools menu, select Reference Manager 10 then
Generate Bibliography.
Chapter 6—Building Bibliographies
2.
In the Output Style area, click the Browse button [...] and
select APA 5th ed from the Reference Manager 10 Styles
directory. You can adjust the various options on this screen
related to Reference List title, page numbering, indentation,
spacing, fonts, and extra fields.
3.
Click OK to generate the bibliography. The citations in your
manuscript are automatically converted to the in-text citation
format for the American Psychological Association (APA).
Reference Manager 10 User’s Guide
45
4.
Re-select the Generate Bibliography tool button or menu
option, set the Output Style to Journal of Clinical
Investigation, and click OK to view a completely different
style with the same document.
You can also create bibliographies directly from Reference
Manager. This option is available on the by selecting Bibliography
then Generate from Reference List menu.
46
Chapter 6—Building Bibliographies
7
Congratulations!
You have successfully completed this Guided Tour! Now you are
ready to begin searching the Internet, creating your own personal
reference collection, and building perfectly formatted
bibliographies. ISI ResearchSoft appreciates your review of
Reference Manager and welcomes your comments.
Reference Manager 10 Guided Tour
47