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Introducing RefWorks

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Title: Introducing RefWorks


1
Introducing RefWorks
  • e-Research Made Easy
  • Marcus Vaska
  • Fall 2009

2
RefWorks refworks.ucalgary.ca
  • Bibliographic management program (bibliography
    can be created in almost any style)
  • FREE for ALL University of Calgary students,
    faculty, and staff
  • Reference List can be shared with other RefWorks
    users (RefShare)
  • User-friendly (format a paper and create a
    bibliography/reference list in one step!)
  • Create a personal database (with folders) of
    research results, available online and accessible
    from virtually anywhere with an Internet
    connection!

3
Session Outline
  • Setting up a RefWorks Account
  • Creating Folders
  • Exporting and Importing Citations
  • Exporting data directly from a research database
    (i.e. OVID MEDLINE)
  • Importing data manually into RefWorks from
    research databases (i.e. PubMed) that do not have
    a direct export features
  • Exploring RefWorks
  • References add a new reference organize
    folders
  • Search searching within your account?ability to
    save search strategies file attachment
    searching search online catalogue or database
  • View edit references within a folder add
    attachments
  • Folder organize folders share folders?RefShare
  • Bibliography format a paper and/or a list of
    references
  • Tools Write-N-Cite RefGrab-It Duplicates
  • New Enhancements/Features
  • RefMobile
  • Ebrary

4
Creating a RefWorks Account
  • From the RefWorks home page (http//library.ucalga
    ry.ca/research-support/citing-writing/refworks ),
    click on the Login to RefWorks link
  • If you are using RefWorks on campus, please
    direct your attention to the RefWorks User Login
    for University of Calgary section (left-hand side
    of the screen)
  • If using RefWorks from home (off-campus), you
    must enter your U of C IT Account information in
    the Login section (centre of the screen) before
    proceeding. Upon validation, you will receive the
    group code and may then proceed with setting up
    your account.
  • Please do not confuse your IT Account
    Information with Library Authentication. Your IT
    Account is the username and password you use to
    access My U of C, Blackboard and check your
    University of Calgary e-mail

5
Signing Up for a RefWorks Account On-Campus
Route
  • Click on Sign up for an Individual Account link
  • ALL fields must be filled in
  • RefWorks is e-mail authenticated according to the
    institution licensing the product. Therefore,
    please ONLY use your U of C e-mail address when
    registering.
  • Type of User (select from drop-down menu)
  • Focus Area (select from drop-down menu)
  • Remember to input the verification code
  • Click on the Register tab you will receive a
    message welcoming you to RefWorks

6
Signing up for a RefWorks Account
Click on the Sign up for an individual account
link
7
RefWorks Account Creation Screen
8
Creating Folders
  • It is extremely important to create folders FIRST
    (before searching), because the Last Imported
    folder (i.e. RefWorks server) contains ONLY
    references from your most recent data import that
    have not been filed in other folders!
  • Folders?Create New Folder
  • Enter file name (i.e. RefWorks) in New Folder
    Name click OK.
  • After creating a new folder, you will be returned
    to whatever page you were on before the folder
    was created. To verify that the folder exists
    View?Folder the folder you just created should
    now be listed
  • RefWorks imposes NO LIMITS on how many folders or
    references you can have in your account

9
RefWorks Creating Folders
Type in the name of the folder, and click on OK
10
Sample TopicDatabases Used MEDLINE, PubMed
  • In lieu of traditional homeopathic remedies, can
    the administration of modern medicine help
    alleviate the malaria epidemic among children in
    Africa?

11
Search Strategy Tips
  • Boolean Operators
  • AND (narrows search, retrieving records
    containing all of the terms)
  • OR (broadens search, retrieving records
    containing any of the terms)
  • NOT (excludes terms from a search, retrieving
    records that do not contain the term following
    it.)
  • Truncation/Wildcard
  • system returns records on system, systems,
    systematic
  • ? wom?n returns records on both woman and women
    (singular and plural forms)
  • Nesting
  • Parenthesis, () keep related terms together
  • If searching for an exact phrase, enclose phrase
    in quotation marks,

12
Sample Research Topic Medline (Advanced Search)
  • 1. malaria (MeSH)?select the subheadings
    mortality, drug therapy, prevention control,
    therapy
  • 2. medicine (MeSH)?select as subheadings
    medicine, herbal medicine, preventive medicine,
    traditional, medicine, African Traditional
  • 3. Africa (MeSH)
  • 4. therapeutics (MeSH)
  • Combine 1-4 with AND
  • Limit results to all child (0-18 years)

13
Dissecting OVID Medlines Mapping Display
  • Where applicable, the keyword term will be
    matched to a Medical Subject Heading (MeSH)
  • The Auto Explode feature (default setting)
    explodes the MeSH to include all the narrower
    terms underneath it select the desired
    subheading(s) or include them all
  • The Scope Note provides a brief definition of the
    MeSH, and lists additional terms that may be
    associated with the MeSH in question

14
Saving Your Sources via Direct Export (OVID) Into
RefWorks
  • Select desired results (place a check mark in the
    boxes next to the result number)
  • In the Results Manager box, select
    Fields?Complete Reference Result Format?Direct
    Export. (the options to Include Search History
    and a Link to each record do not apply when
    exporting citations into RefWorks)
  • Finally click on SAVE under the Actions menu.

15
Saving Your Sources via Direct Export (MEDLINE)
Into RefWorks
Remember to choose Direct Export (under Result
Format) and click on the Save tab (under Actions)
16
Saving Your Sources via Direct Export (MEDLINE)
Into RefWorks
  • Make sure that the Export to RefWorks option is
    selected
  • You will now automatically be taken to RefWorks
    (you will be prompted to log into your account)
  • You should receive an Import Completed message
  • Click on View Last Imported Folder
  • Select all in list, and choose RefWorks from
    the drop-down folder. A screen containing the
    message are you sure you want to put the three
    selected references into the RefWorks folder
    will appear. Click on OK, and you will receive a
    confirmation message (in red) that the files
    have been successfully moved to the RefWorks
    folder.

17
Exporting Results to RefWorks (MEDLINE)
Select the Export results to RefWorks radio
button click on the Continue tab
18
RefWorks Importing from MEDLINE (applies to all
OVID products)
When the import is complete, click on View Last
Imported Folder
19
Sample Research Topic PubMed
  • Selecting the Preview/Index tab before performing
    a search in PubMed allows the researcher to
    divide the topic into manageable keywords and
    view the number of results available when each
    concept is added to the string
  • Malaria AND (herbal medicine OR preventive
    medicine OR traditional medicine OR medicine
    OR African traditional medicine) AND Africa AND
    (treatment OR therapeutics)
  • Click on the Preview tab as each term is entered
    (do not press Enter on your keyboard!)
  • Limit results to Humans, English, All Child 0-18
    years

20
Searching in PubMed
Select the Preview/Index tab before beginning a
search
21
Saving Your Sources PubMed
  • In your search results, select the citations that
    you would like to import into RefWorks
  • From the Display menu, select MEDLINE (you will
    notice that the selected citations have now been
    converted into a text format)
  • From the Send to menu, select File
  • A File Download dialogue box will now appear,
    prompting you to either save or open the file
  • Save the text file (.txt) to Desktop
  • Rename your file to something more meaningful
    (i.e. malaria.txt)
  • The file extension must be in .txt format,
    otherwise the citations will not import into
    RefWorks
  • The text file can be saved on a USB memory stick
    as well

22
PubMed Select MEDLINE from the Display drop-down
menu
23
PubMed Choose File from the Send to drop-down
menu
24
PubMed Saving the Results into a Text (.txt)
File
Click on Save, rename the file (if desired), and
selected the location where the file will be
stored (Desktop, My Documents, USB key)
25
Importing Sources Into RefWorks-PubMed Step 1
  • Log in to your RefWorks account
  • Click on References?Import
  • Select NLM PubMed from the Import Filter/Data
    Source drop-down menu. PubMed should now
    automatically appear in the Database drop-down
    menu below.
  • In Import References Into Folder drop-down menu,
    specify which folder (i.e. RefWorks) the file
    should be sent to
  • Browse and select the name of the text file
    (.txt) on the desktop where the PubMed results
    have been saved. Once selected from the location
    where the file is being stored (Desktop, My
    Documents, USB Key, etc.), this file name should
    automatically appear in the Import Data from the
    Following Text File field

26
Importing the PubMed Text (.txt) File into
RefWorks
27
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28
Importing Sources Into RefWorks-PubMed Step 2
  • Click Import
  • When receiving the message that the file has been
    imported successfully, you still need to move the
    references from the Last Imported Folder to the
    RefWorks folder
  • Click on View Last Imported Folder
  • Select all in list, and choose RefWorks from
    the drop-down folder. A screen containing the
    message are you sure you want to put the three
    selected references into the RefWorks folder
    will appear. Click on OK, and you will receive a
    confirmation message (in red) that the files
    have been successfully moved to the RefWorks
    folder.

29
Exploring RefWorksReferences Entering
References Manually
  • References?Add New Reference
  • Under View Fields Use By, select the desired
    citation style (APA, MLA, Vancouver, etc.)
  • Under Ref Type, select the type of reference
    (i.e. book).
  • Type in information in the required fields (note
    that the ? indicates fields used by the desired
    output style)
  • Remember to Save the reference!

30
Exploring RefWorksReferences Organizing Folders
  • References?Organize Folders
  • This features allows one to rename, delete, or
    clear folders
  • CAUTION If you accidentally clear a folder,
    these deleted references will be available (for a
    limited time) View?Folder?Deleted References
  • However, if you accidentally delete an entire
    folder, ALL contents within this folder are lost!

30
31
Exploring RefWorksSearching Within Your Account
  • Click on the Search menu tab
  • You can search for citations within your account
    by
  • Author
  • Descriptor
  • Periodical Title
  • It is now possible to search by document title,
    publication year, abstract, etc. by selecting
    Advanced from the Search menu tab. In addition,
    search strategies may be created and saved by
    combining multiple search fields together. In
    addition, attachments (.pdf, .txt, and file
    names) within your account are searchable as well

32
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33
Exploring RefWorksSearching an Online Catalogue
  • The Search feature provides the option of
    searching in a library catalogue, and exporting
    the catalogue records directly into RefWorks
  • Search?Online Catalog or Database
  • Select University of Calgary from the Online
    Catalog or Database to Search drop-down menu
  • In Advanced Search for section, input the desired
    search terms (i.e. Title, Primarymalaria, Pub
    Year2009
  • 3 titles on malaria, published in 2009, are
    available at the University of Calgary library

34
Click on the Search tab that corresponds to the
type of search (Quick or Advanced) you were
performing.
35
Select the references desired and click on the
Import tab to import them into your RefWorks
account
36
Exploring RefWorksEditing References
  • View?Folder?RefWorks
  • Any reference within a folder may be edited by
    clicking on the Edit link.
  • Although RefWorks captures the primary fields
    used by a specified citation style (including an
    abstract, where available), the option exists to
    add additional information in each reference
    (notes, customized fields, etc.)
  • Always remember to Save a reference if making any
    changes!

37
Exploring RefWorksAdding Attachments
  • Attach PDF, Word, Text, or PowerPoint files to
    references
  • View?Folder, and select the folder you wish to
    add an attachment to
  • From the list of References displayed, click on
    the Edit link next to the references for which
    the attachment is to be added
  • In the Attachments field, click Browse, locate
    the desired file, and click on the Add Attachment
    tab
  • Attachment size limit per file 20MB
  • Attachment size limit per account 100MB

38
Exploring RefWorksSharing Folders RefShare
  • Folders?Share Folders
  • Select the folder to be shared by clicking on the
    Share Folder tab
  • In the Shared Folder Options screen, include a
    Title and, if desired, a brief synopsis of the
    folder in the Information field and click on
    Save.
  • Note Leave the default checked fields as they
    are (note that the options to include
    attachments, along with allowing users to post
    comments on references are NOT the default
    standard. These boxes must be checked and the
    preferences saved in order to take effect.
  • Once all changes have been saved, click on the
    E-mail URL tab (note that the e-mail address that
    appears in the e-mail field on the Shared Folder
    Options page is that of the researcher whose
    account is currently open, NOT the e-mail address
    of the recipient!)
  • In the Send E-mail screen, fill-in the recipients
    e-mail address, and click on Send E-mail
  • Caution DO NOT check the box Include in
    University of Calgarys Shared Area under the
    Reference Sharing Options. Doing so will make
    your folder viewable by ANY and ALL University of
    Calgary student, faculty, and staff with a
    RefWorks account

39
Exploring RefWorksSharing Folders RefShare
Note Show Attachments and Allow Users to Post
Comments on References are NOT the default
settings. If you want to include these options
when using RefShare, please select these features
and save the preferences before continuing
40
type in the recipients e-mail address The subject
of the message can be altered, as can the body of
the message as well Remember to click on the Send
Email tab when finished!
41
Exploring RefWorksRefShare From the Viewpoint
of the Recipient
  • When sharing a RefWorks folder, the recipient
    receives an e-mail similar to the following
    Click on the embedded link to view the folder
  • RefWorks-COS.com has sent you this e-mail on
    behalf of mmvaska_at_ucalgary.ca
  • http//refworks.scholarsportal.info/refshare?site
    010371133413200000/190-94-3NKCK71427486/RefWorks
  • The sender of this email has granted you access
    to all or part of their RefWorks database of
    bibliographic references. Clicking on the link
    will take you to this database which is displayed
    in RefShare - the sharing module of RefWorks. The
    database owner has the option to allow you to
    print, export or generate a reference list from
    within RefShare. These options, if available,
    will appear at the top left of the View area when
    you click on the link. Additional information on
    this database, which is provided by the database
    owner, can be found by clicking on the About This
    Database menu item. For more information on how
    to use RefShare, click on Help from the RefShare
    toolbar.

42
After clicking on the embedded link, a RefShare
screen, similar to the one presented here, will
appear. While any user can view the contents of
a shared folder, only University of Calgary
students, faculty, and staff can export the
references into their own account. To do this,
select the desired reference(s), and click on the
Export tab.
43
In the Export screen, the Export directly to your
RefWorks account should automatically be
selected. Once this has been sent, click on the
Export to RefWorks tab.
44
Exploring RefWorksBibliography
  • Make sure you have saved your MS Word document
  • In RefWorks, click on the Bibliography menu tab.
  • In the subsequent screen, you will see that the
    output (citation) style has already been preset,
    however it can be changed by selecting the
    desired style from the drop-down menu
  • You can either format both your paper and
    bibliography in your chosen citation style OR
    create a bibliography from the list of references
    in your RefWorks folder.

44
45
Exploring RefWorks Format Bibliography from List
of References
  • In RefWorks, click on the Bibliography button.
  • Select Format a Bibliography from a List of
    References
  • From the File Type to Create drop-down menu,
    select Word for Windows (or Word for Mac)
  • Select the References from Folder radio button,
    and choose the desired folder from the drop-down
    menu
  • Click on the Create Bibliography tab

45
46
Exploring RefWorksFormat Bibliography from List
of References
Choose Word for Windows or Word for Mac from the
drop-down menu
Choose the desired folder from the drop-down menu
Click on the Create Bibliography tab
46
47
Exploring RefWorksFormatting a Paper and
Bibliography
  • In RefWorks, click on the Bibliography menu tab.
  • Select Format Paper and Bibliography
  • Retrieve the MS Word Document (from the Desktop,
    My Documents, or your USB Key), by clicking on
    the Browse tab.
  • Click on the Create Bibliography tab.

47
48
Exploring RefWorksFormatting a Paper and
Bibliography
Browse for the desired document
Click on the Create Bibliography tab
48
49
Exploring RefWorksTools Write-N-Cite
  • Tools?Write-N-Cite (you will be prompted to
    download a small plug-in, i.e. an .EXE file).
    Please follow installation instructions carefully
  • Write-N-Cite III, the default and latest version
    available, was designed for MS Word 2007 and the
    Windows Vista operating system, however it is
    compatible with MS Word 2003 and Windows XP as
    well.
  • A Write-N-Cite version for Mac users is also
    available (scroll down to the Mac Users section
    of the Write-N-Cite Download Page)
  • Please close MS Word BEFORE installing the
    Write-N-Cite plug-in
  • Open your document in MS Word. For MS Word 2003
    users, the Write-N-Cite icon should automatically
    appear in the upper right corner of the screen.
    If it does not, go to Tools?RefWorks
    Write-N-Cite. For MS Word 2007 users, the
    Write-N-Cite can be retrieved by clicking on the
    Add-Ins menu tab (choose the first icon on the
    left, RefWorks Write-N-Cite

50
Exploring RefWorksTools Write-N-Cite
51
Exploring RefWorks Tools Write-N-Cite MS Word
  • MS Word 2003
  • In your MS Word 2003 document, place the cursor
    behind the phrase where a reference is to be
    cited.
  • Click on the Write-N-Cite icon (you may be
    prompted to log in to your RefWorks account once
    more)
  • In the top menu bar, View-RefWorks (select the
    folder from which you wish to cite your sources)
    click Cite next to the reference in the RefWorks
    screen.
  • The reference selected will be displayed in
    double squiggly/curly brackets with a number.
    Please do not alter the information in these
    brackets in any way, shape or form! (otherwise
    the reference will not be cited correctly!)
  • Save your MS Word document! Saving your MS Word
    Document with the references in the
    squiggly/curly brackets is absolutely 100
    essential, particularly is you plan on using
    RefWorks Format a Paper and Bibliography option.

52
Exploring RefWorksTools Write-N-Cite (MS Word
2003)
2. Click on the Write-N-Cite tab
1. Place the cursor where the citation will be
inserted
53
Exploring RefWorks Tools Write-N-Cite MS Word
  • MS Word 2007
  • In your MS Word 2007 document, place the cursor
    behind the phrase where a reference is to be
    cited.
  • Click on the Add-Ins tab, and choose the RefWorks
    Write-N-Cite icon (top left-hand corner)
  • In the top menu bar, View-RefWorks (select the
    folder from which you wish to cite your sources)
    click Cite next to the reference in the RefWorks
    screen.
  • The reference selected will be displayed in
    double squiggly/curly brackets with a number.
    Please do not alter the information in these
    brackets in any way, shape or form! (otherwise
    the reference will not be cited correctly!)
  • Save your MS Word document! Saving your MS Word
    Document with the references in the
    squiggly/curly brackets is absolutely 100
    essential, particularly is you plan on using
    RefWorks Format a Paper and Bibliography option.

53
54
Exploring RefWorksTools Write-N-Cite (MS Word
2007)
1. Place the cursor where the citation will be
inserted
2. Click on the Add-Ins tab and choose the
RefWorks Write-N-Cite icon (top left-hand corner)
54
55
Exploring RefWorksTools Write-N-Cite (MS Word
2003/MS Word 2007)
Select the desired citation and click on the Cite
link
56
Exploring RefWorksTools Write-N-Cite Word (MS
Word 2003)
This is what the citation will first appear like
when clicking on the Cite link. This is only
step one of the process!
57
Exploring RefWorksTools Write-N-Cite Word (MS
Word 2007)
This is what the citation will first appear like
when clicking on the Cite link. This is only
step one of the process!
57
58
Exploring RefWorksTools Write-N-Cite The Final
Paper (MS Word 2003)
Upon receiving a confirmation message that the
Reference List/Bibliography has been generated
correctly, your citations should be formatted as
above
59
Exploring RefWorksTools Write-N-Cite The Final
Paper (MS Word 2007)
Upon receiving a confirmation message that the
Reference List/Bibliography has been generated
correctly, your citations should be formatted as
above
59
60
Exploring RefWorksTools RefGrab-It
  • Captures bibliographic information from web
    pages, which can then be imported into a RefWorks
    account
  • To install RefGrab-It Tools?RefGrab-It (you are
    given the option of installing RefGrab-It as a
    plug-in?highly recommended!, or as a bookmarklet)
  • Please follow the on-screen instructions with
    regards to how to install the plug-in or
    bookmarklet.
  • Once RefGrab-It is installed, locate the desired
    web-page
  • Plug-In Right-click on the page that you would
    like to import, click on the RefGrab-It link
  • Bookmarklet Select the RefGrab-It bookmarklet
    from your Favorites (Internet Explorer) or
    Bookmarks (Mozilla)
  • Bibliographic information from the web-page can
    be imported into RefWorks, and subsequently
    transferred into a folder

60
61
Exploring RefWorksTools RefGrab-It in Action!
Click on the Import tab and import the record
into your RefWorks folder
61
62
Exploring RefWorksTools Duplicates
  • Click on the Tools menu tab, select View
    Duplicates, and choose either Exact Match or
    Close Match.
  • RefWorks then displays the list of duplicate
    records (one of which will have a green checkmark
    in the box beside it). Review the list, and
    delete duplicate entries by clicking on the
    Delete tab.
  • HINT When viewing duplicates, view by Close
    Match first, then Exact Match RefWorks is a
    character-based program, so any variations in
    title (abbreviations) or punctuation will be
    considered as 2 separate records.
  • CAUTION RefWorks searches through your entire
    account when checking for duplicates. Please be
    aware of this if you have the same citation in
    more than one folder.

63
New Features EnhancementsRefMobile
  • A version of RefWorks designed for mobile and
    smart phones, as well as PDAs.
  • Includes SmartAdd, a feature capable of searching
    the web for references according to either a
    documents digital object identifier (DOI, PubMed
    ID (PMID), PubMed Central ID (PMCID), ISSN/ISBN,
    as well as the standard author or title search
    possibilities. Users with an existing RefWorks
    account can already make use of RefMobiles
    SmartAdd feature when importing or exporting
    references.
  • For more information on RefMobile, please visit
    http//refworks.scholarsportal.info/mobile (this
    site is only accessible from a mobile device)

64
New Features EnhancementsEbrary
  • Online library of books available in free
    full-text format
  • Users can now export Ebrary citations into either
    a RefWorks or EndNote account
  • For more information on Ebrary, please point your
    browsers to http//library.ucalgary.ca/books/ebook
    s/ebrary

65
New Features EnhancementsEbrary
To enable the Ebrary RefWorks export feature,
click on My Settings, and Check the Show
RefWorks buttons box
66
New Features EnhancementsEbrary Exporting
into RefWorks
To export a citation from Ebrary into RefWorks,
click on the RefWorks tab
67
New Features EnhancementsGoogle Scholar
  • Google Scholar has implemented two key features
    that both assist the researcher in retrieving a
    document, and allow the export of that document
    into ones RefWorks account
  • To access Google Scholar, direct your browser to
    the following URL http//scholar.google.ca/
  • On the main Google Scholar home page, click on
    the Scholar Preferences tab.

68
New Features EnhancementsGoogle Scholar
Click on the Scholar Preferences tab
69
New Features EnhancementsGoogle Scholar
  • In the Scholar Preferences screen
  • Specify the library access link (University of
    Calgary)
  • Select RefWorks from the Show links to import
    citations into in the Bibliography Manager
    section

70
New Features EnhancementsGoogle Scholar
Perform a search in Google Scholar click on the
Import into RefWorks link according to the
citation desired
71
RefWorks Tips
  • Create folder(s) before starting a search
  • Ensure that the correct version of Write-N-Cite
    has been downloaded (Vista users with Microsoft
    Word 2007 must download and install Write-N-Cite
    III).
  • If using Write-n-Cite with the Format a Paper and
    Bibliography option, remember to save the version
    with the squiggly-bracket citations, as editing
    any citations can only be done with this version
    (it is good practice to save 2 versions (the one
    wit the squiggly brackets and the final product)
  • Any and all references used during the
    Write-n-Cite process or bibliography creation
    must be included in your RefWorks account in
    order for these features to work!

72
Upcoming RefWorks Classesat Health Sciences
Library
  • September 23, 2009
  • 900 a.m.-1100 a.m.
  • HSL Information Commons Computer Lab
  • November 26, 2009
  • 1200 p.m-200 p.m.
  • HSL Information Commons Computer Lab

73
RefWorks Help Lines
  • RefWorks Tutorial http//refworks.scholarsportal.
    info/tutorial/
  • RefWorks Instruction is also offered at MacKimmie
    Library, main campus. Please go to
    http//library.ucalgary.ca/instruction for an
    updated schedule

74
The End
  • This concludes todays session. If you have any
    further questions, please do not hesitate to
    contact the RefWorks support person at the Health
    Sciences Library
  • Marcus Vaska
  • E-mail mmvaska_at_ucalgary.ca
  • Phone (403) 220-5319
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