Introducing RefWorks

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Introducing RefWorks

• e-Research Made Easy
• Marcus Vaska
• Fall 2009
• UPDATED NOVEMBER 2009

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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!

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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 a
  research database (i.e. PubMed) that does not
  have a direct export feature
• 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

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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

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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

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Signing up for a RefWorks Account
Click on the Sign up for an individual account
link
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RefWorks Account Creation Screen
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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

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RefWorks Creating Folders
Type in the name of the folder, and click on OK
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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?

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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,

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Sample Research Topic MEDLINE (Advanced Search)

• 1. malaria (MeSH)?select the subheadings
  mortality, drug therapy, prevention control,
  therapy (combine these subheading selections with
  OR)
• 2. medicine (MeSH)?select as subject headings
  medicine, herbal medicine, preventive medicine,
  medicine, traditional, medicine, African
  Traditional (combine selections with OR)
• 3. Africa (MeSH)
• 4. therapeutics (MeSH)
• Combine 1-4 with AND
• Limit results to all child (0-18 years)

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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
• Focus is used if you wish to limit your search to
  those documents in which your subject heading is
  considered the major point of the article
• The Scope Note provides a brief definition of the
  MeSH, and lists additional terms that may be
  associated with the MeSH in question

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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.

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Saving Your Sources via Direct Export (OVID
MEDLINE) Into RefWorks
Remember to choose Direct Export (under Result
Format) and click on the Save tab (under Actions)
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Saving Your Sources via Direct Export (OVID
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 (or the
  name that you have given to the folder) from the
  drop-down menu. 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.

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Exporting Results to RefWorks (OVID MEDLINE)
Select the Export results to RefWorks radio
button click on the Continue tab
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RefWorks Importing from MEDLINE (applies to all
OVID products)
When the import is complete, click on View Last
Imported Folder
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Sample Research Topic New PubMed Interface

• The new PubMed interface no longer contains the
  Preview/Index Tab. Therefore, it is recommended
  that you conduct your search in the standard
  (default) or Advanced search mode.
• Malaria AND (herbal medicine OR preventive
  medicine OR traditional medicine OR medicine
  OR African traditional medicine) AND Africa AND
  (treatment OR therapeutics)
• Limit results to Humans, English, All Child 0-18
  years
• Please note Limit options are only available
  by clicking on the Advanced Search link (this
  page contains search history as well)

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Searching in PubMedNew Interface
You can conduct a search in this box or click on
the Advanced Search link
Select the Preview/Index tab before beginning a
search
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Saving Your Search Results PubMed

• In your search results, select the citations that
  you would like to import into RefWorks
• From the Send to drop-down menu, select the File
  radio button under the Choose Destination option.
  
• Select MEDLINE from the Format drop-down menu
• Click on the Create File tab.
• 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

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PubMed Select File from the Send to drop-down
menu
Select MEDLINE from the Format drop-down menu
Click on Create File
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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)
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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

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Importing the PubMed Text (.txt) File into
RefWorks
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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.

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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!

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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!

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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

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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

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Click on the Search tab that corresponds to the
type of search (Quick or Advanced) you were
performing.
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Select the references desired and click on the
Import tab to import them into your RefWorks
account
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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!

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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

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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

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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
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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!
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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.

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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.
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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.
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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.

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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

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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
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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.

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Exploring RefWorksFormatting a Paper and
Bibliography
Browse for the desired document
Click on the Create Bibliography tab
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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

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Exploring RefWorksTools Write-N-Cite
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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.
  

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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
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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.
  

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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)
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Exploring RefWorksTools Write-N-Cite (MS Word
2003/MS Word 2007)
Select the desired citation and click on the Cite
link
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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!
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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!
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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
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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
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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 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

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Exploring RefWorksTools RefGrab-It in Action!
Click on the Import tab and import the record
into your RefWorks folder
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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.

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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)

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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

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New Features EnhancementsEbrary
To enable the Ebrary RefWorks export feature,
click on My Settings, and Check the Show
RefWorks buttons box
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New Features EnhancementsEbrary Exporting
into RefWorks
To export a citation from Ebrary into RefWorks,
click on the RefWorks tab
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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.

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New Features EnhancementsGoogle Scholar
Click on the Scholar Preferences tab
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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

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New Features EnhancementsGoogle Scholar
Perform a search in Google Scholar click on the
Import into RefWorks link according to the
citation desired
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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!
• The Import into RefWorks feature in Google
  Scholar places the chosen reference directly into
  your RefWorks account, bypassing the Last
  Imported Folder option. To add the reference
  into the desired folder, perform the following
  steps View?Last Imported Folder (the record from
  Google Scholar should be listed) select all in
  list, and move the reference from the Last
  Imported Folder into the chosen folder in your
  own account.

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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

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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 [phone]