REFWORKS

RefWorks Fundamental Webinars - training sessions from RefWorks

EBSCO MASTERSEARCH --- JSTOR --- PROQUEST/ABI INFORM ---SAGE --- SCIENCE DIRECT --- WEB OF SCIENCE/SCIENCE CITATION INDEX ---WILEY --- WILSON OMNIFILE --- WORLD WIDE WEB (GOOGLE searches) ---WORLDCAT --- CITATIONS TO OTHER TYPES OF MATERIALS

SIGNING ON AND CREATING YOUR ACCOUNT  

1. Go to www.refworks.com/Refworks
2. Click on New to RefWorks? Sign up for an individual account
3. Enter your name, choose a user name and password, enter your Clarkson e-mail
4. Select user type, and a focus area
5. Click “Register”

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CREATING FOLDERS FOR RECORDS YOU IMPORT

You can immediately go to “Folders” “Create Folder” and create a folder name for a course or research area, or you can create new folders at any time. As you import citations into RefWorks they will be placed automatically in a “Last Imported” folder. From there you can place them in various folders you create. If you import more citations without putting the last batch into a folder, the last batch will default to the “References Not In a Folder” folder.

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IMPORTING RECORDS TO REFWORKS

There are three basic ways to put references into RefWorks:

Exporting from databases that have an “Export to RefWorks” feature. Many databases allow you to save citations as you search the database. As you are looking at an individual article, or looking at your saved citation list, you will find a button to export/download/e-mail your citations. If there is a specific “Export to RefWorks” button your citations will automatically appear in RefWorks in the “Last Imported” folder. If you are not already signed into your RefWorks account in another window, another window will open to allow you to sign on at this time.

Exporting from databases that do not have an “Export to RefWorks” feature. Some databases do not have a direct “Export to RefWorks” feature or export directly only to other products such as End Note. In this case you will need to save your citations to a text file or a field tagged option. You then open RefWorks and choose “References” and “Import”. You need to indicate the format and database you were searching and browse to find the file that you saved. This method can also be used as a work-around when the first method fails.

Adding citations manually to RefWorks. In some cases you will not have an option of exporting citations to RefWorks. If you want to cite a Web page, a printed article or book you are reading, a film or newscast, or an interview you will need to enter manually all the information you will later need for your citation. Open RefWorks and choose “References” and “Add New Reference”. You will be asked to choose a citation style. The citation style can be changed later when you produce a bibliography, but choosing your most likely style now will bring up a form with the most crucial elements for that style checked in green. Choose a Reference Type (Web page, personal communication, etc.) and a Source (print or electronic). Fill in as much information as possible and store the citation in the appropriate folder.

Follow the links for more specific help on exporting citations from these databases:

EBSCO MASTERSEARCH --- JSTOR --- PROQUEST/ABI INFORM ---SAGE --- SCIENCE DIRECT --- WEB OF SCIENCE/SCIENCE CITATION INDEX-- WILEY --- WILSON OMNIFILE --- WORLD WIDE WEB (GOOGLE searches) --- WORLDCAT --- CITATIONS TO OTHER TYPES OF MATERIALS

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MANAGING AND EDITING YOUR CITATIONS AND FOLDERS

You can add and delete citations and change them to other folders.

You can “View” “Duplicates” and eliminate duplicate records if you’ve imported records from several sources.

You can search through your stored citations using the “Search” tab to find authors, words you remember in article titles, or notes you have made to citations.

Editing your records as you import to RefWorks:

If you want to keep a record of your import source (the database you were searching to find your citations) you can do this at the time you import a batch of records. Go to “Folders” “View” select “Last Imported” and click on “Global Edit”. Choose a field to edit – the Database field is the best choice – and Change Field to “Imported from JSTOR on 2/5/2007” or whatever message you want to save.

You can (and should) edit your citations as you import them. Click on “Edit” and check that all relevant information is there. Some databases export only the first page of a journal article – you can fill in the end page in the “Other Page” field.

Editing your links, DOIs and URLs:

Most databases that export to RefWorks export an active link to the online version of the article. Some databases put this link in the “Link” field, others put it in the “URL” field. Either of these show as an active link when you “View” your citation.

There is also a “DOI” field. If an article has been assigned a DOI or PURL (ie. a persistent link that will remain the same even if a publisher changes Web pages) you may want to fill in this field if it has not been done automatically.

If you are citing an article in an online journal or book that is in pdf format (that is, the article is an exact page by page reproduction of a printed journal article or book) most databases will export it as a citation to a print document. You will want to “Edit” the citation and add the URL and the date you retrieved the citation if RefWorks has not automatically imported these fields. Some citation style formats will require this information.

You can always “Edit” citations to add a link or URL where none has been imported.

If a document is posted on the Web in html format only, some databases will still export it as a citation to a print document. If you are adding the citation to RefWorks manually you should add it as an electronic journal. In either case be sure to add the URL and the date that you accessed the page.

Different citation styles (output styles) may or may not use links and URLs as part of the citation. It is a good idea to do a test bibliography in the citation style you will be using most often. This lets you see whether it picks up the “links” field or the “URL” field and whether it picks up the “date accessed” or “date retrieved” field. As long as you’ve saved the link and the date when you imported your citation you can always edit your citations to put the information in the fields used by your citation style.

Adding and editing notes:

There is a “Notes” field and also User 1 through User 5 fields. These fields do not ordinarily show up on citations or bibliographies but can be forced to show, for example if you need to produce an annotated bibliography. It pays to give some forethought to which fields you want to use for which purposes.

Some databases, most notably Worldcat, export cataloging notes into the “Notes” field. You can leave these as is, or if you want to use the “Notes” field for something else you can clean them up.

If you plan to produce an annotated bibliography you can add your annotations to one of the Notes or User 1-5 fields. See the Bibliography section below on setting up an annotated bibliography. In this case particularly you should identify the specific field you will use for your annotations and use it ONLY for annotations that you want to appear in a bibliography.

As you read the papers and books whose citations you have saved, you can use RefWorks to take notes - save ideas or quotations that you will want to reference in your paper and the page where you found them. Bring up the citation, “Edit” and put your notes in the Notes field or User 1 through User 5 fields. You can cut and paste a quotation from an online book or journal article and add the page where the quotation appears. These fields will show up in “View” but will not show up as part of your bibliography.

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CREATING BIBLIOGRAPHIES

You can create a bibliography at any time by clicking on the “Bibliography” tab. Choose your citation style (output style) and choose “Format a Bibliography from a List of References.” You can create an HTML bibliography if you just want to see what it will look like, or choose “Word for Windows” if you want to save and print your bibliography. Choose the folder from which you want to create the bibliography and “Create Bibliography.”

Creating an annotated bibliography is a bit more complicated:

1. Choose a citation field that you will use to enter your annotations. This can be the Notes field or User 1 to User 5 field. You should identify the specific field you will use for your annotations and use it ONLY for annotations that you want to appear in a bibliography. Write an annotation for each citation
2. Click on the “Bibliography” tab and choose the output style you will be using for your bibliography. Click on “Edit”
3. In the “Name” box name your new format. For example, if you will be using basically the MLA 6 th edition style you might want to call your new output style MLA 6 th edition (Annotated Bibliography). Click “Save As”
4. Now you will need to go through the list of Reference Types and modify each type that is followed by [defined].
5. Highlight the first [defined] Reference Type. In the “Fields for this Type” box highlight the field you have chosen to use for your annotations and send it over to the “Output Field Order” box where it will appear at the bottom of the list.
6. Highlight this field. An edit box will open to the right.
7. The most common format will be to put \n\n in the “Precede With” box and \n\n in the “Follow With” box. This will force a blank line after each citation, followed by your annotation, followed by another blank line before the next citation.
8. You can also use \t to indent your annotation or check the italics box if you want your citation to appear in italics
9. You can “Update” the Preview of Bibliography Output box at the bottom of the page to see how your new output style will look
10. You must repeat steps 4-8 for each [defined] Reference Type
11. Click “Save”
12. Your new output style MLA 6 th edition (Annotated Bibliography) will now appear in the list of output styles and can be used at any time.

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WRITING YOUR PAPER USING WRITE-N-CITE  

Write-N-Cite software allows you to write a paper in Word and insert citations as you write. When you finish your paper, it will reformat the citations and create your bibliography in the style you select.

Open RefWorks

1. Click on “Tools” then “Write-N-Cite.” Follow the instructions to download and install the Write-N-Cite software. You can choose to add it to the toolbar in Microsoft Word or you can launch it from your desktop when you need it.
2. Open Word. The Write-N-Cite icon should display if you have chosen to add it to your toolbar.
3. Log in to Write-N-Cite with your RefWorks user name and password.
4. RefWorks will now display all your saved citations. Or you can choose a folder and display only those citations. There is also a search box in the upper right of the screen so you can search for citations you want to use at any point while you are writing your paper.
5. Minimize or drag Write-N-Cite out of the way and begin writing your paper.
6. When you are ready to insert a citation, leave a space after the last word you wrote, then pull up Write-N-Cite and click on the “Cite” link in front of the citation you want to use.
7. Write-N-Cite inserts a “placeholder” citation. This will be formatted later when you choose the citation style you want to use.
8. You can use the “Edit Citation” button in the upper right of the screen to preview and edit the citation. Select a Target Output Style to format the in text citation. This will also allow you to add elements to the citation that are allowed by the style you select. You can add text that will appear before or after the formatted citation. You can add a specific page number of the book you are referencing in your citation. Click on “Save to Word” to save your citation changes.
9. The citation “placeholder” has been updated with code to save your citation changes. This code will be reformatted to the correct style later.
10. Remember to put a period after the “placeholder” if you are at the end of a sentence.
11. If you want to cite two or more different articles in the same place, click the “Cite” link in front of all of them at that place in your writing.
12. Name and save your file when you have finished writing.
13. Pull up RefWorks and select “Bibliography”
14. Choose the bibliography output style you will be using and click “Create Bibliography”
15. Write-N-Cite has changed the name of your paper by adding “Final” in front of the file name. Your original version without the bibliography still exists as well.
16. If you need to make any revisions to the paper, discard the Final version and go back to the original version – you cannot modify a Final version.

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EBSCO MASTERFILE

Open RefWorks at www.refworks.com and sign into your account

1. Open a second browser and open Ebsco MasterFile
2. Search Ebsco MasterFile to find articles on your subject. Note that you can limit your search to only articles with full text and to only peer reviewed articles. You can open and print subscribed articles right here.
3. Click the “Add” button following each article you want for your bibliography. Click on the “Folder Has Items” button in upper right to see citations you have saved.
4. Click on “Export”
5. Choose Save Citations to a file formatted for: Direct Export to RefWorks. Click “Save”
6. Switch to the window with your RefWorks account. RefWorks tells you it is working, and finally tells you how many records were imported.
7. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored. There is an active link to the full text article in Ebsco MasterFile.
• “EDIT” allows you to add more information about the citation

If you want to store these records in other folders, check the records, click “Put in Folder” and choose the folder you want them to go in.

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JSTOR

Do not pen RefWorks when working with JSTOR.

1. Open JSTOR
2. Search JSTOR to find articles on your subject. Most articles in JSTOR are available in full text. You can open and print them right here.
3. However, many of the full text citations in JSTOR, marked “Review”, are book reviews. These will give you access to the book review, not to the book itself. You can save these citations in RefWorks, but if you want to cite the actual book and not the book review, you should have a citation from Worldcat to the book itself to use in your footnotes and bibliography.
4. Click on “Save Citation” for each article you want in your bibliography.
5. Click on “View Saved Citations” to the right of the screen.
6. Click on “Directly Export Citations into RefWorks”.
7. RefWorks will open and hyou will need to sign on.
8. At this time, JSTOR does not export an active link to the JSTOR full text article to RefWorks. They expect to do so in future. If you want links, after you have exported the citations to RefWorks, you can work from the JSTOR list of saved citations in one window and the RefWorks “Last Imported Folder” in another window. Bring up the full text in JStor, save the url, then go to RefWorks, “Edit” the citation, and put the url into the doi field. Save your edits, and the url will now show up as an active link in “View”.
9. Click on “View and Save Citations” set to “citation-manager”, click on “View”
10. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored
• “Edit” allows you to add more information about the citation
• If you haven’t already imported into the folder where you want to store the citations you can move them into the appropriate folder now.

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PROQUEST/ABI INFORM

Open RefWorks at www.refworks.com and sign into your account

1. Open a second browser and open Proquest
2. Search Proquest to find articles on your subject. Note that you can limit your search to only articles with full text and to only peer reviewed articles. You can open and print subscribed articles right here.
3. Check the articles you want for your bibliography. The tan bar will tell you how many articles you have checked. Click on the folder icon to see your selections.
4. Click on “Export Citations”
5. Click on “Export Directly to RefWorks”
6. Switch to the window with your RefWorks account. RefWorks tells you it is working, and finally tells you how many records were imported.
7. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored. There is an active link to the full text article in Proquest.
• “EDIT” allows you to add more information about the citation

If you want to store these records in other folders, check the records, click “Put in Folder” and choose the folder you want them to go in.

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SAGE

Open RefWorks at www.refworks.com and sign into your account.

1. Open a second browser and open Sage.
2. Search "all Sage content" to find articles on your subject.
3. Check articles of interest.
4. On right of page, click on "Add to My Marked Citations".
5. Check email/download/save/print my marked citations.
6. Click go.
7. Choose citation only or citation plus abstract.
8. Click on Export Download to Citation Manager
9. Click on the works "RefWorks" (do not click on "click here to download and save the file" unless you want to save it and then import to RefWorks as a later step).
10. RefWorks window opens. Sign in. RefWorks tells you it is working, and finally tells you how many records were imported.
11. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored. There is an active link to the full text article in Ebsco MasterFile.
• “EDIT” allows you to add more information about the citation

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SCIENCE DIRECT

Open RefWorks at www.refworks.com and sign into your account

1. Open a second browser and open ScienceDirect
2. Search ScienceDirect to find articles on your subject. Note you can search all journals in ScienceDirect or you can limit your search to “Subscribed Journals”. You can open and print subscribed articles right here.
3. Check the articles you want for your bibliography. Click on “Export Citations”.
4. You have a choice to save just the citation or the citation plus abstract. You have a choice of RIS format (Procite, EndNote), RefWorks or ASCII.
5. Click “Export”
6. Switch to the window with your RefWorks account. RefWorks tells you it is working, and finally tells you how many records were imported.
7. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored. There is an active link to the full text article –follow this, then click on “Full Text plus Links” or “PDF” in the upper right corner of the screen to view the full text.
• “EDIT” allows you to add more information about the citation

If you want to store these records in other folders, check the records, click “Put in Folder” and choose the folder you want them to go in.

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WEB OF SCIENCE/SCIENCE CITATION INDEX

Open RefWorks at www.refworks.com and sign into your account

1. Open a second browser and open Web of Science
2. Search Web of Science to find articles on your subject. Under each article you will see a “Links” box. Clicking on this will lead you to any full text available at Clarkson or to the Clarkson catalog to see what we have available in print. If we do not have this journal and article you can click on the “Interlibrary Loan” box and submit an interlibrary loan request right here.
3. Check the articles you want for your bibliography. Click on “Add to Marked List” for the articles on each page of results before you go on to the next page of results.
4. Go to “Marked List” at the top of the page
5. Step 1. Click on all the fields you want to export to RefWorks. You should leave the fields in heavy type checked and check the “Abstract” field if you want to save the abstract
6. Step 2. Choose the “field tagged” option and click the “Save to File” button. (You cannot export directly from Web of Science into RefWorks)
7. Click “Save”
8. Click “Save” in the File Download box
9. Decide where you want to save the file, give it a name, and save as a text file
10. When download is complete, close the box.
11. Open RefWorks
12. Go to “References” and “Import”
13. Choose Import Filter ISI (Institute for Scientific Information)
14. Choose Database Web of Science
15. Choose the folder you want to import the references to
16. Go to “Import Data from the Following text File” and browse to find the file where you put the data from Web of Science. File type should say All Files or txt. Click “Open”
17. Encoding – leave as is ANSI – Latin I
18. Click “Import” at the bottom of the page
19. RefWorks tells you it is working and how many files it has imported
20. Web of Science does not export an active link to the full text article to RefWorks. If you want this, after you have exported the citations to RefWorks, you can work from the Web of Science “Marked Records List” in one window and the RefWorks “Last Imported Folder” in another window. If you are able to follow links to bring up the full text in Web of Science you can save the url, then go to RefWorks, “Edit” the citation, and put the url into the doi field. Save your edits, and the url will now show up as an active link in “View”.
21. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored.
• “EDIT” allows you to add more information about the citation
• If you want to store these records in other folders, check the records, click “Put in Folder” and choose the folder you want them to go in.

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WILEY

1. Open a second browser and open Wiley.
2. Search. Limiting your search to 1996-current date and ordering your citations by date will bring up mostly articles that are available at Clarkson.
3. Select articles of interest.
4. Click on Download Selected Citations.
5. Choose format: plain text
6. Choose Export type: PC, Mac, or Unix .
7. Save the file as a text document
8. Open RefWorks and select "References" "Import"
9. Import Source: Wiley Interscience. This automatically changes the database to Wiley Interscience.
10. Choose the folder to be used.
11. Browse to find your saved file.
12. Click Import.

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WILSON OMNIFILE

Open RefWorks at www.refworks.com and sign into your account

1. Open a second browser and open Wilson Omnifile
2. Search Wilson Omnifile to find articles on your subject. Note that you can limit your search to only articles with full text and to only peer reviewed articles. You can open and print subscribed articles right here.
3. Check the articles you want for your bibliography. Click on “Get Marked” at the bottom of the screen to see the citations you have saved.
4. Click on “Exporting/Citing” to left of screen
5. Click on “Export to RefWorks, EndNote Software.” Choose citations, click on “RefWorks Direct Export Tool.” Click “Export”
6. Wilson Omnifile pops up another window for RefWorks and requires you to sign on to RefWorks again. RefWorks tells you it is working, and finally tells you how many records were imported.
7. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored. There is an active link to both the HTML full text article and the PDF full text article in Wilson Omnifile.
• “EDIT” allows you to add more information about the citation

If you want to store these records in other folders, check the records, click “Put in Folder” and choose the folder you want them to go in.

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WORLD WIDE WEB (GOOGLE searches)

Open your browser and find a relevant Web page.

1. Open RefWorks at www.refworks.com in a second browser and sign into your account
2. Go to “References” “Add New Reference” and a blank form will appear for you to enter the citation.
3. After “View Fields Used By” select the output style you will be using
4. “In Folder” specify the folder you want the reference to go into – otherwise it will appear in “References Not In A Folder”
5. Ref Type – Select “Web Page” (If you are citing an electronic document in html format select “Journal, Electronic”)
6. Source Type – Select “Electronic”
7. Depending on how you fill in steps 4-6 the blank form will be re-formatted; the fields with green check marks are the fields which are most important to fill in for the output style you will be using.
8. The “Additional Comments” box at the bottom of the form gives you more information on what you are expected to put in each field.
9. Fill in as much information as possible, cutting and pasting from the Web page or filling in manually.
10. Click on “Save Reference”
11. Go “Back to Reference List”

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WORLDCAT

Open RefWorks at www.refworks.com and sign into your account

1. Open a second browser and open Worldcat
2. Search Worldcat to find books on your subject. Clarkson holdings are marked in green. If Clarkson does not have a book you can open the “Submit Interlibrary Loan Request” tab and submit a loan request right here.
3. Check the books you want for your bibliography. This will add them to your Marked Records list.
4. Click on “Marked Records” to bring up your Marked Records list.
5. Click on “Export” . You have a choice of “marked records from this database” or a record you are currently looking at. You have a choice to export to EndNote, RefWorks or as a text file – Choose RefWorks.
6. Click “Export”.
7. Your RefWorks account automatically opens, tells you it is working, and finally tells you how many records were imported.
8. Click on “View Last Imported Folder”
• You see a list of records you are importing
• “VIEW” shows you the information being stored. You can see if a book is available at Clarkson under the “Availability” tag. There are also active links to online content that were included in the Worldcat record – however, Clarkson does not necessarily have online access – this depends on whether we have a subscription to full text or not.
• “EDIT” allows you to add more information about the citation
• If you want to store these records in other folders, check the records, click “Put in Folder” and choose the folder you want them to go in.

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CITATIONS TO OTHER TYPES OF MATERIALS  

Beyond materials found on the Web there are numerous other materials you may want to cite, ranging from print materials to personal communications.

Open RefWorks at www.refworks.com and sign into your account

1. Go to “References” “Add New Reference” and a blank form will appear for you to enter the citation.
2. After “View Fields Used By” select the output style you will be using
3. “In Folder” specify the folder you want the reference to go into – otherwise it will appear in “References Not In A Folder”
4. Ref Type – There is a variety to choose from: Books, Dissertations, Journals, Laws, Motion Pictures, Videos, etc. If you will be citing an interview that you did, “Personal Communication” is probably the closest match. If you are citing an electronic document in html format select “Journal, Electronic”
5. Source Type – select “Print” or “Electronic”
6. Depending on how you fill in steps 3-6 the blank form will be re-formatted; the fields with green check marks are the fields which are most important to fill in for the output style you will be using.
7. The “Additional Comments” box at the bottom of the form gives you more information on what you are expected to put in each field.
8. Fill in as much information as possible from the printed source or label of media formats. Record time, location, participants, translator, recorder, sponsoring body if any, etc. for oral communications and other events.
9. Click on “Save Reference”
10. Go “Back to Reference List”

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