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Manual

Version: June 2012 Thanks to Universiteitsbibliotheek Groningen License: http://creativecommons.org/licenses/by-sa/3.0/nl/

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Contents

1. What is Refworks? 2. Creating an account 3. Logging in 4. Exporting references to RefWorks 5. Entering references manually 6. Creating folders 7. Editing a reference 8. Generating a bibliography 9. Sharing references with others 10. Help

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1. What is RefWorks?

RefWorks is a program for managing your literature references. In RefWorks you are able to create a database in which all your references will be stored, divided into different folders if so desired. This way you will get a clear view of all your references. From the database it’s easy and fast to generate literature lists. When creating a literature list, you can choose from dozens of output styles (i.e. APA, Chicago or MLA). The literature lists can be stand alone lists or part of a Word-document. RefWorks is web-based1: You log in on the website of Refworks. It is not required to install any software on your pc and your database is always accessible on the Internet. It is also possible to work on your database off-line as well as sharing your database with other users. This manual uses the 2.0 interface of Refworks as a starting point.

1 1 Only w hen using Wr it e-N-Cit e, a t oo l has t o be inst alled in Microsof t Word.

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2. Creating an account

NOTE: you can only create an account on a computer which is part of the university

network. Afterwards you can also access Refworks at home.

If you are working on a computer which is part of the university network, RefWorks can

be started from the website of Refworks or from the website of Stenden University.

From the website of Refworks

Go to the website of Refworks : http://www.refworks.com

Click on Login. You will be directed to the Refworks login center-page.

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Next, click on Sign up for a New Account.

Fill out the fields and click Next. Fill out the fields in the next window also and click on Create Account.

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After creating your account, you will receive a confirmation e-mail with your login name, your password and your groupcode. The groupcode is only necessary when you start Refworks from a computer which is not part of the university network. From the website of Stenden University

You can also find a direct link to Refworks on the website of Stenden University:

Go to www.stenden.com > MyStenden > Library > Refworks To create an account, follow the instructions as described in the beginning of this chapter.

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3. Logging in Inside Stenden University If you are working on a computer within the university network, you can open RefWorks from the website of the library.

Go to www.stenden.com > MyStenden > Library > Refworks Click on the Refworks-link Enter your RefWorks-loginname and –password.

Click on Login

You can also go directly to the RefWorks website:

http://www.refworks.com/refworks

Outside Stenden University

You can find a direct link to Refworks on the website of the library:

Go to www.stenden.com > MyStenden > Library > Refworks Click on the Refworks-link Choose the option : Group Login.

Fill in your Refworks Groupcode you received when you created your account.

Fill in your RefWorks-loginname and –password.

Click on Login

You can also go directly to the RefWorks website:

http://www.refworks.com/refworks

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4. Exporting references to Refworks Direct export

You can export references to your database using Direct Export from the databases that are available through Stenden University (Science Direct and Ebsco Host among others). It is a fast, user friendly and almost automatic way to get references in your RefWorks database. Other databases, for instance Sage, Google Scholar and Web of Science have capabilities that are very similar to Direct Export. More and more Catalogues as well offer direct export functionality. Look for terms like: ‘cite’ or ‘export’. Direct Export through the database Science Direct is explained step-by-step in the example below:

Make sure you’re logged in to Refworks Open Science Direct. You can access this database through the website of the

library www.stenden.com →My Stenden→Library→Full text databases In the following list, click on the database Science Direct. Perform a search in Science Direct, for example: human resource management

(1). This simple search will give about 5100 hits.

It is possible to export more than one title at a time to RefWorks. Select all the

titels you want to export (check the boxes in front of the titles). Click on the link Export Citations, the second button in the lightgreen bar. This

link is also visible on every page with the short preview of a publication. This way you can also export single titles easily.

After clicking on the Export-button, the Export Citations-page appears:

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In this screen you can choose what you want to export: only the references or the references with an abstract. To create the most comprehensive database you should select the second option. Choose RefWorks Direct Export as the Export Format

Click on Export The next screen appears:

The references have now been exported into RefWorks. A message will appear in RefWorks when all references have been imported. Click on View Last Imported Folder to view the references that have just been added.

In case you have already created your own folders within RefWorks, you can put references in these folders from the Last Imported Folder. (in chapter 6 you can learn

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more about creating folders). Select the references by marking them and select the desired folder.

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5. Entering references manually It is also possible to manually enter references into RefWorks. This can be convenient when, for some reason, importing references electronically (e.g. using Direct Export) is not possible.

Go to References in the menu bar and choose the option Add New.

The screen Add New Reference appears, see below.

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This page consists of a form in which you can enter information about a publication. It is not required to fill out all the fields but you are advised to fill out at least the fields needed for the output style that you are using (e.g. APA).

It can be helpful to indicate the output style that you are using in the list next to View fields used by. The display will then reflect the field that are required according to this style. These fields will have a green check mark.

It is important to select the reference type in the list next to Ref Type. This is necessary for the correct display of this reference in a reference list that you might want to create later.

Author names have to be entered in this way: Last name, followed by a comma, then the first name or initials (with a dot behind each initial), or a combination of first name and initials. Separate author names by a semicolon (;). Example: Smith, J.R.; Jones, Robert K; Adams, Mary; etc.

Finally, click Save Reference to save this reference in your database.

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6 Creating folders Within RefWorks you can easily create structure in your database collection with the help of folders. Click the New Folder button to create one.

When using folders, keep in mind that: 1. References can be placed in more than one folder 2. Removing a Folder doesn’t mean that the contents (references) is deleted. Because of these properties, it is more appropriate to regard a folder as a label or tag.

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7. Editing a reference

Sometimes it can be useful to add notes or an attachment (the full-text article for

example) to a reference. In Refworks you can find these options under Edit.

By clicking on the Edit icon you get the possibility to change or add information to your reference. At the bottom of the Edit-page you can add notes. This might be useful when you share your database with others. Here you will also find the option to add an attachment:

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Here you can also put the reference in a specific folder. Click Save reference when you’re done editing or adding information to the

reference. Choose Duplicate if you want to put the reference into multiple folders. Choose a

different folder for the duplicate-reference, change some information if desired and click Save Reference to save the new information.

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8. Generating a bibliography From your RefWorks database you can easily generate a bibliography (reference list) in the style of your choice (e.g. APA, Chicago, MLA or the format of a specific journal).

In RefWorks, open the folder that contains the references that you want to use in your bibliography. Alternatively, use View > All References to get an overview of all the references in your database.

You can put the references that you want to include in the bibliography in a special folder first, the so-called My List.

Select the references by marking them. If you want to include all references, select the option All in list below References to use.

Next, click on Add to and My List to place the marked references on My List.

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Next, click in the menu bar on Bibliography. Click on the Create option.

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The preferred formatting of the reference list can be selected after Output Style, for instance the APA output style.

Select the option My List below References to include to use the references from the My List folder to generate a bibliography. You can also decide to include all your references (select All References) or references from a specific folder (use Specify Folder) for your bibliography.

You can choose different file types for your bibliography (File Type). Choose the word processing program that you use.

Finally, click Create Bibliography to generate your bibliography

A screen appears confirming that you have created a bibliography. You have the option to download or e-mail this reference list.

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9. Sharing references with others

It is possible to share your RefWorks database or a specific folder in your database with others. These others do not have to be RefWorks users or connected to Stenden University. The people with whom you share your references cannot edit or delete your references.

Go to Organize and Share Folders.

In the next screen you can indicate if you want to share the entire database or

a specific folder.

Click on the Share Folder button. After confirmation of your wish to share the

folder, the Shared Folder Options screen appears.

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In this screen you can select different options, for instance options for printing or exporting or creating a bibliography based on your shared folder.

From the Share Folder screen, you can send an e-mail to the people who you want to share a folder with. These people will then receive an e-mail with a link to the folder.

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10. Help If you have any questions or comments about Refworks, you can do the following:

Check the extensive help pages and tutorials within RefWorks. Go to the Information desk at the Stenden Library. Send an e-mail to the Stenden Library: Library@stenden.com.