USING REFWORKS 2.0
Reference management system
Library and Information Centre,
University of Nicosia Library
E-mail: [email protected]
Tel: 22 444 772
Version: March 2013 (GC)
CONTENTS
1
STARTING TO USE REFWORKS ................................................................................................................................... 3
2
ACCESSING REFWORKS.............................................................................................................................................. 3
2.1
3
HOW TO CREATE A REFWORKS ACCOUNT........................................................................................................................... 4
IMPORTING REFERENCES INTO REFWORKS ............................................................................................................... 5
3.1
FROM UNICAT (LIBRARY’S ON-LINE CATALOGUE)................................................................................................................ 5
3.1.1 Using RefWorks tools to import references from UniCAT .................................................................................... 5
3.1.2 Exporting references from UniCAT to RefWorks .................................................................................................. 6
3.2
EXPORTING REFERENCES FROM OTHER DATABASES ............................................................................................................... 7
3.2.1 Exporting references from ProQuest .................................................................................................................... 7
3.2.2 Exporting references from Emerald 150 .............................................................................................................. 8
3.2.3 Exporting references from EBSCO ........................................................................................................................ 9
3.3
EXPORTING REFERENCES FROM METALIB ......................................................................................................................... 10
3.4
MANUALLY CREATING REFERENCES ................................................................................................................................. 10
3.5
IMPORTING WEBPAGE REFERENCES USING REFGRAB-IT....................................................................................................... 12
3.5.1 Installing RefGrab-It ........................................................................................................................................... 12
3.5.1.1
3.5.1.2
3.5.1.3
Bookmarklet for Internet Explorer and Firefox ........................................................................................................... 12
Internet Explorer Plug-in............................................................................................................................................. 14
Firefox Add-in ............................................................................................................................................................. 14
4
HOW TO CREATE FOLDERS TO GROUP YOUR REFERENCES ...................................................................................... 15
5
HOW TO ADD REFERENCES TO FOLDERS ................................................................................................................. 15
6
HOW TO VIEW YOUR REFERENCES .......................................................................................................................... 16
6.1
6.2
7
VIEW ALL REFERENCES .................................................................................................................................................. 16
VIEW REFERENCES IN A SPECIFIC FOLDER .......................................................................................................................... 16
SEARCHING FOR REFERENCES WITHIN YOUR DATABASE ......................................................................................... 17
7.1
7.2
7.3
QUICK SEARCH BOX...................................................................................................................................................... 17
LOOKUP SEARCH ......................................................................................................................................................... 17
ADVANCED SEARCH ..................................................................................................................................................... 18
8
FIND AND DELETE DUPLICATE REFERENCES ............................................................................................................. 19
9
CREATE A BIBLIOGRAPHY ........................................................................................................................................ 20
10
CITING REFERENCES AND CREATING REFERENCE LISTS ............................................................................................ 20
10.1
INSTALLING “WRITE-N-CITE” ........................................................................................................................................ 21
10.1.1
Write-n-Cite for MS Word 2007 and 2010 ..................................................................................................... 21
10.1.2
Write-n-Cite for earlier versions of MS Word ................................................................................................ 22
10.2
CITING REFERENCES AND GENERATING A REFERENCE LIST USING WRITE-N-CITE VERSION 4 (FOR MS WORD 2007 AND 2010) ........ 22
10.2.1
Inserting citations .......................................................................................................................................... 22
10.2.1.1
10.2.1.2
10.2.2
10.2.2.1
10.2.2.2
Removing the author’s name ..................................................................................................................................... 24
Adding page numbers ................................................................................................................................................. 25
Generating a reference list ............................................................................................................................ 26
Selecting an output style ............................................................................................................................................ 26
Reference list .............................................................................................................................................................. 27
10.3
CITING REFERENCES AND GENERATING A REFERENCE LIST USING WRITE-N-CITE III (FOR EARLIER VERSIONS OF MS WORD) .............. 28
10.3.1
Inserting citations .......................................................................................................................................... 28
10.3.2
Generating a reference list ............................................................................................................................ 29
11
IMPORTING AND EXPORTING YOUR REFERENCE DATABASES TO AND FROM REFWORKS ....................................... 29
2
USING REFWORKS 2.0
RefWorks is an on-line reference management programme which offers tools to search for references
both locally and globally, create a database for and manage your references, create bibliographies, cite
references in your document (essay, report, paper, etc) and create a reference list of the cited references.
1 STARTING TO USE REFWORKS
To begin using RefWorks you will need to:
a. Create an account in RefWorks to store your own personal database of references – go to section:
“How to create a RefWorks account”, page 4
b. Import references to build your reference database – go to section: “Importing references into
RefWorks”, page 5
c. Create folders to manage the references you have imported – go to section: “How to create folders
to group your references”, page 15
d. Download Write-n-Cite on to your computer so that you can cite your references in your document
(essay, project, etc) – go to section: “Citing references and creating reference lists”, page 20
2 ACCESSING REFWORKS
RefWorks can be accessed, either on- or off-campus, through the University of Nicosia library’s website:
http://www.library.unic.ac.cy/
Click on the RefWorks logo.
This will open the RefWorks instruction page, which offers a brief guide on how to use RefWorks. Read
through the instructions and click on the
logo at the top of the screen.
Click to enter
RefWorks
3
This will take you either the RefWorks home page or the login page. If the homepage is opened just click
on “Login” located under the image to the left of the screen and this will take you to the log-in page.
Click to login
2.1 H OW TO
CREATE A
R EF W ORKS
ACCOUNT
Go to the Login page and click on “Sign up for a new account”. A new window is opened. Fill in the
appropriate information and then click on “CREATE ACCOUNT”. A new window will open enabling you to
start using RefWorks.
If you already have an account, type in your “Login name” and “Password” to access RefWorks.
4
3 IMPORTING REFERENCES INTO REFWORKS
There are a number of ways to add references to your RefWorks database: exporting from other
databases, exporting from MetaLib, using tools within RefWorks to perform searches and importing
references from other databases and catalogues (e.g. UniCAT) or manually adding references.
3.1 F ROM U NI CAT (L IBRARY ’ S ON - LINE
CATALOGUE )
There are two ways of obtaining references from UniCAT: 1) Using a tool within RefWorks to import from
UniCat and 2) exporting directly from UniCAT to RefWorks.
3.1.1 Using RefWorks tools to import references from UniCAT
RefWorks enables you to import multiple references from the University of Nicosia Library’s on-line
catalogue (UniCAT):
•
•
•
•
•
Click on “Search” in the main menu, then “Online Catalogue or Database” and a window is opened
Search for and click on “University of Nicosia library”
In “Max number of references to download” select the number of resulting references you wish to
retrieve from those that RefWorks has found.
Type the keyword or phrase you wish to search for.
Click on “Search” button
Note: If RefWorks does not produce any results you can do another search by clicking on “New Search” in
the bottom right hand corner of the “Results” screen.
5
•
A “Results” table will appear giving you the opportunity to select the references that you wish to
import into your RefWorks database. These can be selected individually by tick-marking them or
as a group by clicking on “All in List” in the box above the results table. Click on the “IMPORT”
button in the bottom right-hand corner of the screen. RefWorks will ask for confirmation click on
the “OK” button and the references will temporarily be stored in the folder “Last Imported Folder”.
•
Click on the button “View last imported folder” to view your imported references. The references
are only stored in this folder until you import new references. You can now organise these
references into folders (e.g. the folders can represent subject areas or classes – Eng100, etc) for
easy access at a later date. Go to section: “15How to create folders to group your references”,
page 15.
3.1.2 Exporting references from UniCAT to RefWorks
You can only exported references from UniCAT to RefWorks one-at-a-time. Do your search in UniCAT and
in the results table:
•
•
Click on the number to the left of the reference to obtain the bibliographic details of that reference.
Above the bibliographic details a submenu appears. Click on the SFX logo. The SFX window will
open.
•
In the “Advanced” section click, on “GO” next to “RefWorks direct export tool” and this will open
RefWorks. If you are already logged-in to RefWorks it will directly import the reference otherwise
it you are taken to the log-in page. Once you have logged-in it will automatically import the
reference. Click on the button “View last imported folder” to view your imported references.
6
3.2 E XPORTING REFERENCES FROM OTHER
DATABASES
The most common way to add references to RefWorks is by exporting them directly from the databases
(accessed through the library website) you have searched. These databases offer an “Export” function
with a direct link to RefWorks. Database vendors have different methods of exporting references. Below
are examples of vendor export procedures from ProQuest, Emerald, EBSCO and Gale.
3.2.1 Exporting references from ProQuest
Do your search and then tick-mark the references you wish to export and then roll the mouse over
“Export/Save” a small box will appear listing export and save options; click on “RefWorks”. A window will
open select “RefWorks” in the “Output to” box and then click “Continue”.
If you have already logged into RefWorks an import screen will appear stating the number of references
that have been imported into your RefWorks database; otherwise the RefWorks login screen is opened. To
view the imported references click on “VIEW LAST IMPORTED FOLDER”.
•
The references are only stored in this folder until you import new references. You can now
organise these references into folders (e.g. the folders can represent subject areas or classes –
Eng100, etc) for easy access at a later date. Go to section: “15How to create folders to group
your references”, page 15.
7
3.2.2 Exporting references from Emerald 150
Perform your search in Emerald 150. The results are grouped under different tabs (All, Journals, Books,
etc). The results will automatically be displayed in the “ALL” tab. To select the references you wish to
export you need to click on one of the other tabs, e.g. if it is a journal article click on “Journals”.
•
•
Tick-mark the references that you wish to export
Then click GO next to “Add to the marked list”
•
From the Left-hand menu, click “Marked List”
•
•
•
•
In the “Mark lists” tick-mark the references that you wish to export
Click on “Export options”
Click on “Export to RefWorks”
The system will go to RefWorks Login page (if you are not logged in) or will directly import the
references into RefWorks.
To view the imported references click on “VIEW LAST IMPORTED FOLDER”. The references are
only stored in this folder until you import new references. You can now organise these references
into folders (e.g. the folders can represent subject areas or classes – Eng100, etc) for easy access at
a later date. Go to section: “15How to create folders to group your references”, page 15.
•
8
3.2.3 Exporting references from EBSCO
Perform your search in EBSCO databases. In the resulting table, below each reference there is a link “Add
to folder” you need to click on this link for each of the references you wish to export. A small box appears
to the right listing all the references that have been selected. When you have finished selecting your
references click on the link “Folder View”, which is located within the box listing the selected references. A
table appears in the middle of the screen listing all the references selected. Review the references and
either tick-mark them individually or all by ticking the box mark “select/deselect”. Click “Export” to the
right of the screen. In the list select “Direct export to RefWorks” and then click SAVE to the left of the
screen.
The system will go to RefWorks Login page (if you are not logged in) or will directly import the references
into RefWorks.
•
To view the imported references click on “VIEW LAST IMPORTED FOLDER”. The references are
only stored in this folder until you import new references. You can now organise these references
into folders (e.g. the folders can represent subject areas or classes – Eng100, etc) for easy access at
a later date. Go to section: “15How to create folders to group your references”, page 15.
9
3.3 E XPORTING REFERENCES FROM M ETA L IB
MetaLib enables you to search many databases at the same time but you must bear in mind that only the
references from vendors that collaborate with RefWorks can be exported directly from MetaLib into
RefWorks. Also, references can only be exported one at a time from MetaLib.
Perform your search in MetaLib, e.g. using Quick Search. To export a reference, click on the SFX logo
to
the right of the reference in the results table. A SFX window opens, click on the “Advanced” option and
then on “GO” next to the RefWorks link, where available.
The system will go to RefWorks Login page (if you are not logged in) or will directly import the references
into RefWorks.
To view the imported references click on “VIEW LAST IMPORTED FOLDER”. The references are only
stored in this folder until you import new references. You can now organise these references into folders
(e.g. the folders can represent subject areas or classes – Eng100, etc) for easy access at a later date. Go to
section: “15How to create folders to group your references”, page 15.
3.4 M ANUALLY
CREATING REFERENCES
To manually add references to your RefWorks database, click on the main menu option “References” in
the top left-hand side of the screen. Then click on “ADD NEW” from the sub-menu. A new screen will open
where you can enter the bibliographic details of your reference (see “Field instructions”, page 11 for
instructions on how to fill in relevant fields).
10
Field instruction:
•
“View fields used by” – This field lists different output styles to choose from. Each output style
will specify the fields that need to be completed. You can complete additional fields by clicking on
the at the bottom of the screen.
•
“Ref ID” – gives a reference identification number, which is generated automatically.
•
“Ref Type” – Here you define the resource ‘type’, from the drop-down list, e.g. book, journal
article, webpage, etc.
•
“Output language” – Specifies the language that the resource was written in.
•
“Attachments” – Allows you to attach any computer files that are associated with the reference.
•
“Authors” – Author names should be entered last name first followed by a comma, first name (or
first initial followed by a period), and middle initial followed by a period. Each entry must be
separated by a semi-colon. For example:
Smith, J.R.; Jones,Robert K.; Adams,Mary; etc.
If the Author has a title, place a comma after the middle initial and add the title followed by a
period. For example:
Green,Adam J.,Dr.; Berg,James,II; etc.
•
“Title” – Type in the main title of the resource.
•
“Periodical, Full” – If the resource you are generating the reference for is a journal article you
need to write the full name not the abbreviation (this is put in the following field) of the journal in
this field.
•
“Pub year” – This is the year that the resource, e.g. article, was published.
•
“Volume” – The journal volume that the article was published in.
•
“Issue” – The journal issue number that the article was published in.
•
“Descriptors” – Most references have descriptors assigned to assist you in locating the reference
in the future. They are similar to keywords, e.g. if the resource is about nursing you can have a
descriptor “Nursing”. Use a semi-colon to separate each descriptor.
•
“Abstract” – The author’s abstract may be typed in manually or copied and pasted from another
source.
Once all the relevant fields have been completed either click on “SAVE & ADD NEW” (which will save the
reference and keep the “Add new reference” window open allowing you to manually add another
reference) or “SAVE REFERENCE” (to complete your entry).
11
3.5 I MPORTING WEBPAGE
REFERENCES USING
R EF G RAB -I T
RefWorks provides a program, RefGrab-It, which searches the webpage for bibliographic information to
reference that particular webpage. There are two versions of RefGrab-It: a bookmarklet that works with
both Internet Explorer or Firefox and downloadable plug-ins for Internet Explorer and Firefox. These
provide special coding which is embedded in the web page that RefWorks will use to obtain the
information.
Note: RefGrab-It cannot be used on .pdf files from web sites.
When you use RefGrab-It on a web page, it automatically opens a "temporary results page" in a new
window. You can view the information and additional resources first, then decide if you want to import
the data.
3.5.1 Installing RefGrab-It
To access the installation files for RefGrab-It: open RefWorks, click on “Tools” and then “RefGrab-It”. This
will open a dialog box listing the different installation files: Plug-In for Internet Explorer (IE), Add-in for
Firefox and Booklet for both Internet Explorer and Firefox.
3.5.1.1 BOOKMARKLET FOR INTERNET EXPLORER AND FIREFOX
A bookmarklet is a small application (applet) stored as a bookmark on your browser toolbar for one-click
functionality.
12
3.5.1.1.1 INTERNET EXPLORER USERS
1) In Internet Explorer
a) Enable the “Favourites” toolbar in IE - select “View”, then “Toolbars”.
If “Lock the Toolbars” is checked, click on it to de-select it.
b) Select the “Favourites” toolbar. The Favourites toolbar should now be visible.
2) In RefWorks
a) Right-click on “RefGrab-It bookmarklet” link. A menu will appear.
b) Select “Add to Favorites”.
You may get a security warning asking if the item you are adding is safe. Please say "yes".
c) In the “Create-In” box select “Favourite Toolbar”
d) Click on “Add”. A RefGrab-It button will appear in your Links area of the IE toolbar.
3.5.1.1.2 FIREFOX USERS
1) In Internet Explorer
a) Enable the “Links” toolbar in Firefox – select “View”, then Toolbars”.
b) Click on “Bookmarks” toolbar; a checkmark will appear and the “Bookmarks” toolbar should now
be visible.
2) In RefWorks
a) Right-click on “RefGrab-It bookmarklet” link. A menu will appear.
b) Click on “Bookmark This Link”.
c) The “Properties” dialog box opens and RefGrab-It should appear in the “Name” box.
d) Click the arrow in the “Folder” drop-down box to expand the list and click on “Bookmarks
Toolbar”.
e) Click “Save”. A RefGrab-It button will appear in your Bookmarks area of the Firefox toolbar.
13
3.5.1.2 INTERNET EXPLORER PLUG-IN
To install RefGrab-It as an Internet Explorer Plug-In:
1) In the “RefGrab-It Internet Explorer Plug-In” box click on the
“Download” link.
2) Click the “Save” button to save a file named “Setup.msi” to your
computer.
3) Click on the “Setup” icon on your computer and follow the installation prompts.
3.5.1.3 FIREFOX ADD-IN
To Install RefGrab-It as a Firefox Plug-in:
1) In the “RefGrab-It Firefox Plug-in” box click on the “Download” link.
2) A security warning may appear "Firefox prevented this site
(www.refworks.com) from asking you to install software on your
computer." Click “Allow”.
3) Click “Save” to save the file “Install.xpi” to your computer.
4) Drag the file into an open Firefox window; Firefox will install the plug-in for you. Firefox may also
install the plug-in when you begin downloading it, depending on your Firefox setup. You may be
prompted to restart your browser.
5) After you re-start your browser, the “Firefox Add-on” box will appear with RefGrab-It listed. If you
click on the “Options” button, you can enter your RefWorks login information for direct export of
references you wish to import into your RefWorks account. You can also enable an option to export
RIS formatted files into RefWorks. By enabling this option (disabled by default) RIS format files which
are downloaded will be automatically imported into RefWorks.
6) Installing the Add-on will add a RefGrab-It icon in the bottom-right corner of the browser (on the right
side of the status bar).
14
4 HOW TO CREATE FOLDERS TO GROUP YOUR REFERENCES
Folders can be created either before or after you have imported references into RefWorks. It is preferable
to create your folders when the references are imported into “Last Imported Folder” as you can group the
references right away instead of trying to remember at a later stage, thereby avoiding the problem of
remembering the subject area that reference covers or losing the reference when your database becomes
large.
To create a folder click on the “New folder” button and in the window that opens type in the folder name.
This should be something that enables you to recognise the references within the folder and click “Create”.
The folder name appears on the right-hand side of the screen.
5 HOW TO ADD REFERENCES TO FOLDERS
You can add references to folders by either tick-marking each reference individually or selecting “All in
List” in the box above the results table. Click on
and then on the name of the folder you created. The
references are then linked to that folder.
Click folder name
Select references
15
6 HOW TO VIEW YOUR REFERENCES
The next two sections give instructions on how to view the all the references in your database or in a
particular folder.
6.1 V IEW
ALL REFERENCES
To view all the references in your database click on “View” in your main menu and then “All references”.
The path above the reference list shows you which folder you are looking at.
6.2 V IEW
REFERENCES IN A SPECIFIC FOLDER
To view a reference in a specific folder, click on the folder name in the “Folder” frame to the right of the
screen.
16
7 SEARCHING FOR REFERENCES WITHIN YOUR DATABASE
There are three ways to search your RefWorks database: Search RefWorks box (also known as Quick
Search); Lookup and; Advanced Search.
7.3 Advanced
search
7.1 Quick
search
7.2 Lookup
search
7.1 Q UICK
SEARCH BOX
This search box allows you to search your database but you should be careful as it might retrieve searches
that are not useful to you. For better retrieval we recommend using either “Lookup search” or “Advanced
search”.
To use “Quick search” type your search term in the box and then click “Search”. Results are ranked by
relevance. A document earns a relevance rating based on the number of words in the search query that it
contains, and the weight value of each of those words.
7.2 L OOKUP
SEARCH
Here your search is done using indices: by Author, Descriptor and Periodical, which provide another
method for locating groups of references. Searches can be performed alphabetically or by putting a
keyword in the “Lookup” search box.
17
7.3 A DVANCED SEARCH
“Advanced” search makes it easy to perform field-specific searches (i.e. Author, Title, etc). It allows you to
construct Boolean searches (using AND, OR and NOT), limit searches to specific folders; search file
attachments stored with your RefWorks references and save your search strategies.
To perform an advanced search:
•
•
•
Click on “Search” from the main menu and then “Advanced”, a window will open
The first boxes allow you to retrieve previous searches that you have saved.
The following boxes enable you to generate a new search:
o First select the field in which RefWorks should search for the keyword/phrase you type in
the adjacent box. If you leave this blank and tick-mark the adjoining box RefWorks will
search for empty fields.
o Clicking on the green circle with a white cross in it will enable you to perform a Boolean
Search. Once clicked the Boolean Box will appear where you define the relationship
between the search terms and another row of boxes will appear for you to state the next
search terms. You can have upto four search criteria.
Boolean Operators
AND
OR
NOT
o
o
Description
Results must include both search terms
Results can include either or both of the search terms
Results must include the first but EXCLUDE the second search term
The last box lets you specify whether you wish for your whole database or a specific folder
to be searched.
Then click either “Save” to save your search or “Search” to perform the search.
Saved search
Boolean operators
Search criterion
Field selection
Add more criteria
Folder selection
18
8 FIND AND DELETE DUPLICATE REFERENCES
Over time it is very easy to import a reference more than once. As you have limited space on the server to
store your database and to reduce confusion when citing references it is necessary to regularly perform
checks for duplicates.
To check for duplicates:
•
Click on “View” in the main menu and then click on “Duplicates”. You are then offered two options:
o Exact Duplicates – checks for exact matches based upon the Author Names, Title and Year
of Publication fields.
o Close Duplicates – checking is done by comparing a combination of Author Names, Title,
and Year of Publication. It is a loose comparison so may result in a display of references
that are not exact matches. This allows duplicates to be found even if there are minor
errors in the data.
Once you have chosen the type of duplicate search you want to execute RefWorks will produce a list of
references (if any) with the duplicate tick-marked. Once you have checked that the ticked-marked
references are duplicates you can delete them by clicking on the red “x” above the reference list.
Type of duplicate
search
Delete
references
Duplicate
references
19
9 CREATE A BIBLIOGRAPHY
Bibliographies are used when you wish to create documents, such as, reading lists or produce a list of
references on a specific topic. It is NOT what you use to cite references in documents, such as theses,
journal papers, reports, etc.
To create a bibliography:
• Click on the Folder that holds the references you wish to include in the bibliography
• Either:
o Click on “Bibliography” in the main menu and then on “Create bibliography”.
o Click on “Create Bibliography” in the “Quick Access” box on the right hand side of the
screen.
o Click on the “Create Bibliography” button at the top of the screen.
Either of these will open a new window “Create a bibliography from a list of references”.
• Select the appropriate output style (this is the format in which your bibliography will be
produced).
• Select the relevant option in “References to include”.
• In “File type” select the document format type that you wish the bibliography to be exported as,
e.g. MS Word document, text document, etc
• Then click on the “Create Bibliography” button. A window may open asking if you wish to open or
save the file. A small box will appear in the bottom right-hand corner of the screen providing two
links one to save/open the bibliography and the other to email the bibliography you created.
10 CITING REFERENCES AND CREATING REFERENCE LISTS
When you refer to a reference in your document it is necessary to “cite” that reference next to the relevant
sentence; this is known as “in-text citation”, e.g.
...It has been found that conventional approaches to risk management based on
decision tree methods are ineffective (Massingham 2010).
In-text citation
RefWorks provides a sub-program called “Write-n-Cite”, which is a link between your RefWorks database
and your Word document. It enables you to cite references in your document and then create a reference
list of the cited references at the end of your document.
20
10.1 I NSTALLING “W RITE - N -C ITE ”
To use “Write-n-Cite” it is necessary to download the program onto your computer (this is only done
ONCE!).
•
•
Make sure that the Word program is closed.
Click on “Tools” on your main menu and then on “Write-n-Cite”. This will open window giving
download instructions and a link to the download file.
It is necessary to check and down load the installation file that is compatible with your version of
Word. If you are unsure which file to select, click on the help logo
underneath the file link.
•
Click on the “Download” and follow the installation instructions.
10.1.1 Write-n-Cite for MS Word 2007 and 2010
For MS Word 2007 and 2010 it is better to select the installation file Write-N-Cite for Word version 4.x as
this version will create an Add-in in Word so that you will not have to switch between programmes
whenever you will to insert a citation.
Note, during installation you may be asked to download a program: “.NET4”, this just helps web-based
programs to run more smoothly. To install this program:
•
Go to Google and type in the search box “.NET4”
•
In the results click on: “Microsoft .NET Framework 4. This will
take you to the Microsoft website download page. Then click on “Download”.
When the Write-n-cite installation is completed open MS Word and you will see a tab appear labelled
“RefWorks”.
21
10.1.2 Write-n-Cite for earlier versions of MS Word
For earlier versions of MS Word it is better to install Write-n-Cite III. This will download a stand-alone
program which will appear in your program list.
To open Write-n-Cite:
• click on the Windows “Start” button and then click on “All programs”,
• Scroll to and then click on “RefWorks and then “Write-n-Cite”. This will open the “Write-n-Cite”
program and MS Word, if it is not already open.
10.2 C ITING REFERENCES AND GENERATING A REFERENCE LIST
( FOR MS W ORD 2007 AND 2010)
USING
W RITE - N -C ITE VERSION 4
Having installed “Write-n-Cite” onto your computer you are now ready to cite references and build the
reference list in your document.
10.2.1 Inserting citations
To begin citing your references you first need to link your MS Word document to your RefWorks database.
•
•
•
Open either a new document or the document you are working on in MS Word.
Click on the RefWorks tab and then “LOG IN”. A box appears asking for your login code.
To obtain the Log In code, open RefWorks, click on “TOOLS”, then on “Write-n-Cite”. The code is in
the top left hand corner of the box that opens. Copy this code in to the MS Word.
Your MS Word document is now linked to your reference database and the RefWork’s tools in Word
become active.
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To cite a reference:
•
•
•
Place the cursor where you wish the citation to appear
Select the output style that you wish the citations to be formatted in; click on the box labelled
“Style”
In the RefWorks tab, click on the button “Insert Citation” and then on “Insert New”. A box will open
listing the folders you had created and options for selecting and editing the reference you are
citing.
Note, the availability of the “Edit Reference” options will depend on the output style you are using.
Note, if you forget where you have put a reference you can use the search box above the references, which
searches all the folders you have created. You can search by title or author – the search IS affected by
capitals and punctuation!!!
Search box: searches for references
in all the folders. Either: type in part
of the title or the surname of the
author. If there is more than one
author separate the surnames with a
comma and NO “space” e.g.
Mann,Bikram.
1. Select the
folder
containing
the reference
you wish to
use
2. Click on the
reference
Preview of the citation
3. Click OK
Preview of how the
reference will appear
in the bibliography
Once you have clicked the “OK” button the citation is inserted into your word document:
The Insert Citation box also allows you to edit the appearance of your citation in your document whether
it is to remove the authors name or include page numbers.
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10.2.1.1 REMOVING THE AUTHOR’S NAME
Depending on the output style you are using, there will be instances where you will need to remove the
author’s name from your in-text citiation, for example when you are referring to the author by name:
“.... Mann [your citation needs to be placed here but you do not wish to have
the author name here] found that the branding strategies vary across the
three sectors. Single corporate brand strategy is predominantly used for
durables and credence services.”
•
•
•
Place the cursor where you wish to insert the citation.
Click on “Insert Citation”, then “Insert New”, select the reference you wish to use
from the appropriate folder.
In the “Edit References” section tick-mark the option “Hide Author”. In “Preview
Citation” the Author’s name has been removed from the citation.
“.... Mann (2013) found that the branding strategies vary across the three
sectors. Single corporate brand strategy is predominantly used for durables
and credence services.”
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10.2.1.2 ADDING PAGE NUMBERS
Depending on your formatting instructions for the document you are writing and the output style you are
using, there will be instances where you will need to insert page numbers in your citation, for example
when you are quoting someone.
•
•
•
Place the cursor where you wish to insert the citation.
Click on “Insert Citation”, then “Insert New”, select the reference you wish to use
from the appropriate folder.
In the “Edit References” section there are two ways adding information to a
citation:
o Prefix – this allows to add information at the beginning of the citation
o Suffix – this allows to add information at the end of the citation
For example, you have quoted text from a book:
“The young are ‘good’ with with technology and the old are
‘technophobic’…” [your citation needs to be placed here with the page
number]
In this case the page number needs to be placed at the end of the citation, in the “Suffix” type the
page number in the correct format for your output style. When you click out of the box the
“Preview Citation” is updated:
1. Type in the page
number(s) in the
correct format
2. Check that the
“Preview” is
correct
3. Click “OK”
“The young are “good” with with technology and the old are
“technophobic”… (Stroud 2005 p.190)
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10.2.2 Generating a reference list
Having inserted all your in-text citation it is necessary to generate a reference list (this is a list of all the
references you have referred to in your document).
10.2.2.1 SELECTING AN OUTPUT STYLE
First you need to select the appropriate output style for your citations and reference list. Click on the
arrow in the “Style” box and then click on the chosen output style. If the output style you require is not
visible click on the “Select Other Style” in the “Style” drop-down list; a dialog box will open:
The some of the output styles are grouped in “Filters”; select the filter and then the output style from the
corresponding list and then “Save”.
If there is an output style that you use on a regular basis, you can add it to the filter “Favorites”. Open
RefWorks, click on “Bibliography”, then “Output Style Manager”. A dialog box opens with a list of all the
output styles on the left-hand side.
1. Type name of output style
and click search
2. Click on the
output style
from the
resulting list
4. Click on the “X”
to close the
dialog box.
The output
style will now
appear in the
Styles box is
MS Word.
3. Click on the arrow point to the right.
The output style will be moved from
“List of Output Styles” to “Favorites”.
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10.2.2.2 REFERENCE LIST
Once the appropriate output style has been selected you can generate your reference list:
In the “RefWorks” tab click on “Bibliography options” and then “Insert bibliography”.
The system will automatically generate the reference list in the output style that had been selected. The
output style can be changed at anytime; the format of the citations and reference list is automatically
updated.
Note,
a) More citations can be added to the document after the bibliography has been updated; the
reference list will automatically update itself.
b) To edit a citation double-click on it and the “Insert citation” box will open with edit options.
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10.3 C ITING REFERENCES AND GENERATING A REFERENCE LIST
EARLIER VERSIONS OF MS W ORD )
USING
W RITE - N -C ITE III ( FOR
When you open “Write-n-Cite” it is necessary to login to access your database. Once logged-in all your
references are displayed.
10.3.1 Inserting citations
•
•
Either create a new document in MS Word or open an existing document. Start typing your essay.
To cite a reference in-text place the cursor where the citation should be and then in the “Write-nCite” program:
o Open the folder in which you have saved your relevant references by clicking on “View”,
“Folders” and then the folder name. This will list the references in that folder.
o
Click on “Cite” to the left of the reference you are citing. Continue the process until you
complete your essay. For example,
Design thinking can be a powerful way to engage the world, allowing
interactive understandings that are both analytic and experiential (Teal
2010).
Note: In-text citation is not formatted. It will be
formatted when the reference list is created.
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10.3.2 Generating a reference list
Once you have completed your document and cited the relevant references the next step is to create a
reference list of all the references that you have cited. This is done in “Write-n-Cite”:
•
•
Click in “Bibliography” on the main menu in “Write-n-Cite”.
Select the appropriate Output style (this specifies the format of the reference list and the in-text
citations)
•
Then click “Create bibliography”. This will format all your in-text citations and generate your
reference list at the end of the document. For example:
Design thinking can be a powerful way to engage the world, allowing
interactive understandings that are both analytic and experiential (Teal
2010)
Reference list
TEAL, R., 2010. Developing a (Non-Linear) Practice of Design Thinking.
International Journal of Art & Design Education, 29(3), pp. 294-302.
11 IMPORTING AND EXPORTING YOUR REFERENCE DATABASES TO
AND FROM REFWORKS
RefWorks allows you to import references from, and export your RefWorks database to other:
•
•
•
reference management programs, such as, EndNote, Reference Manager, etc.;
vendors , such as ProQuest; and
from text.
Due to the variations in each of the sources go to the RefWorks help file for importing and exporting
instructions at http://www.refworks.com/refworks2/help/RefWorks2.htm#Overview_Building.htm, and
then select one of the following menu options:
•
•
•
Converting from Other Bibliographic Management Programs
Overview and Importing From a File
Importing From Online Data Vendors
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