reference manager 11 - training manual.pdf

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Created by amurrell refman11training.doc

TSRI, 400-S

[email protected]

858-784-8705

Reference Manager 11

Training Guide

Welcome

PresenterAngela Murrell

Outreach and Instruction LibrarianKresge Library

[email protected]

858-784-9785

Download site

http://www.scripps.edu/library/software/refman/Must be TSRI Faculty, Post Doc, Student, or Staff

Use your TSRI email account (Without the @scripps.edu part) to sign in

Reference Manager Training Guide Page

A. Getting Started .............................................................................................2

B. Working with Reference Manager...............................................................4C. Searching PubMed w/in Ref. Man...............................................................8

D. Automatically Importing Records

1. Ovid................................................................................................10

2.

Web of Science ..............................................................................12E. Manually Importing Records

1. PubMed..........................................................................................132. Manual Import into Reference Manager step ................................14

3. SciFinder Scholar...........................................................................15

F. Generating a Reference List.......................................................................16

G. CWYW ......................................................................................................17

Questions

Please feel free to ask questions throughout the workshop. If you have questions thatoccur to you after the workshop, or that you wish to discuss individually, please feel free to

contact me at any time.

Evaluation

Please take a moment to let me know how we can improve our training program. Contact

information is optional, but if provide we can respond to you directly concerning any questions

you may have.
mailto:[email protected]:[email protected]://www.scripps.edu/library/software/refman/http://www.scripps.edu/library/software/refman/http://www.scripps.edu/library/software/refman/mailto:[email protected]


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5. To set the current database to Read-Write Exclusive,

Closethe database.

Then go to File > Open Database

and select Read-Write Exclusive for Access rights:.

6. Setting SFX as the OpenURL tool

In order to use this, you must have the Journal Title in the term list, with correct full title

and/or the ISSN in the proper field. For PubMed, use the updated filter PubMed2.capon the

Library Training & Guidespage.

Go toTools> Options Click on Internet searchtab

Checkthe box next to Enable OpenURL.

Delete current text in OpenURL Path:box.

Type in: http://sfx.exlibrisgroup.com:9003/scripps/ Copy the text of http://www.scripps.edu/library/open/instruction/refmansfx.txtinto the

Argumentsbox.

Click Apply.

Click OK.

7. Copy a Periodical list to the Term Manager The database must be open in Read-Write Exclusive access mode.

Activate the term manager, go to Tools > Term Manager > activate orF5

Click on the periodicals tab.

Go to Tools > Term Manager > Copy Periodicals

Select the list from Copy from: pull down menu (Chemical, Humanity, Medical)

Click OK

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http://www.scripps.edu/library/open/instruction/refmansfx.txthttp://www.scripps.edu/library/open/instruction/refmansfx.txt


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B.Working with Reference Manager

1. Open the sample database

Go to File > Open database

The sample database is located in My Documents (use the pull down Look in:menu, orthe My Documents button on the left menu.)

Be sure to select Read-Write Exclusive from the Access rights:pull down menu.

Click Open.

2. Searching the database

Open the Reference Manager database

Go to Reference > Search References

From the drop down menu choose the database to search.

Select a Fieldfrom the drop down menu

Type in a search term. If the field is indexed, a list of possible terms will appear.

Double-Click on your choice.

Close the box by clicking X.

You may add additional fields and terms in the rows below. Repeat the steps above.

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They can be connected using Boolean terms using the Connector drop down menu.

o AND requires both search parameters to be in the record.

o OR will find records were either parameter is met.

Click on the binocularsto perform the search.

Results display on the right in the Resultscolumn. (ie. 5 for Author McCowen, B.; 3 that

also include the word whistle in the title.)

Click on the result number to view records.

To manipulate or close the retrieved window, Right-Click on the reference list.

Choose Close Retrieved Reference Listto close the window.

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3. Edit terms in the Term Manager

If Term Manager is not open, activate it (Tools > Term Manager > Activate)

Click on the Termstab in the Term Manager.

To change a term, highlightthe term.

Then go to Tools >Term Manager > Global Edit

In the Global Edit window you will see the term listed in SOURCE. Type your correction

in DESTINATIONbox. (To close the Keywordsbox it click x in corner.)

Click Replace. This will change alloccurrences of the term.

4. Copy Field:

Use this to add a note or change a field to a list of selected records.

First mark the records to change.

Then, in one record,type inthe correct information in the selected field.

Next go to Edit >Copy Field a window will pop up.

Select the Reference List(default is the current one) and select Marked references.

Then choose to Overwrite or Append to the existing field.

Click Copy. Pop ups will appear asking to perform change on each record.

Click Yes to All, or go through each record question individually.

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5. Add links to files and pdfs

Highlight the record,

Click in the field you wish to add the link to.

Go to References > Link to or CTRl-k

Locate the pdf or file Click Open.

6. Adding URLs

Highlight the record,

type or copy paste the URL into the Web/URL field.

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C.Searching PubMed from within Reference Manager

Go to Tools > Internet Search

A search window will open.

Be sure PubMed is selected from the pull down menu.

Select a field to search.

Type in your search term(s) To add additional terms use a Connector (AND, OR, NOT)

Choose the second field.

Type in term(s)

Click the Binoculars.

The search will then display a number of records retrieved.

Click OK.

The records will display in a separate TAB in the Reference List window.

Mark or highlight records you wish to keep.

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Right clickin the lower frame of the Reference Window.

Select Copy Between Databases..

Select which references to copy (Highlighted, Marked, Unmarked, All)

Select the destination database.

Click Copy.

Close the Search Tab by clicking on the search tab.

Right Click on the lower part of the Reference List window.

Select Close Search Database (fist choice in the drop down menu)

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D.Automatically Importing RecordsSome databases support direct exporting of citations into Reference Manager.

1. Importing from Ovid

First perform your search in an Ovid database. (These can be found from the Kresge

Library webpage by clicking on Databases.) Select citations for downloading by selecting the checkbox next to a citation.

o Scroll to Results Manager at bottom of screen.o Under Results, select selected results

o Under Fields select the option desired (ie. Citation + Abstract + Subject headings)

o Under Results Format select Direct Export.o Under Actions click on Save.

***If you have more then one reference management software, a screen will appears, selectExport results to Endnote, Procite, or Reference Manager, and click continue.

Then the SelectReference Manager Databasewindow will appear.

You might need to select the specific folder your database is in using the Look In:

feature.

Click Open.

Reference Manager will open and display the new record(s):

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2. Importing from Web of Science

First perform your search in ISI Web of Science.

Mark the records you wish to save.

Click on Submit Marksat the bottom of each screen of results.

Then click on Marked Listbutton at the top. Select the fields you want to export:

Recommended: Author Title

Source Abstract

Keywords AddressesISSN

Click the button Export to Reference Software

If you only have one type of citation software, then the processing screen will appear and

after a few seconds a Select Reference Manager Databasewindow will appear.

Choose the database to save citations to. Click OPEN.

Reference Manager will open and display the new record(s):

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E.Manually Importing RecordsSome Databases do not. This is the procedure to import records from these databases in

the form of .txt files. First select and download the references using the instructions specific for

the database.

1.

Importing from PubMed (Manual Import) First perform your search in PubMed.

Next, Markthe citation(s)you wish to Export to RefMan.

In the Pull Down Menu next to the Displaybox: select MEDLINE.

The display will change automatically. Your selected results will be displayed in

MEDLINE format.

Next, in the Send Topull down menu, select: File.

When the File Download window appears:

o Click Save and select the drive/folder you want your file saved in.

o In the File name:box type the name of the file (or use the default).o For Save as:select the Text file (.txt) for the type.

Click Save.

Go to Reference Manager and use the Manual Import

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2. Manual Import into Reference Manager step

(uses .txt file downloaded from PubMed or SciFinder Scholar)

To import citations that have been saved in text format, go to File >Import Text File

A box will appear:

o In Database: use the pull down list to choose name of Database you want yourcitations to go in.

o For Filter: use the button to select the filter for the database the records arefrom.

o TextFile: use the button to select the file that you saved the records as,

should be a .txt file type.

Click Import.

A status of your imported results will appear. Click OK.

Click Close.

Import Options: Use these Import Filters for the following databases:

Database Format of Records Import Type Import Filter

ELLeN (TSRI catalog) ? Manual ++++working on

PubMed MEDLINE Manual PubMed2.capmust download

SciFinder Scholar Tagged .txt Manual SciFinder.cap

The following databases allow Direct Importing*: all on Ovid platform, Web of Science*(Since these are direct imports, RefMan may not ask for import filter after selecting the RefMan Database.)

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3. Importing citations from SciFinder Scholar (Manual Import)

Search SciFinder as usual.

Once you have selected the citations you wish to import, click on Save Asfound at the

top of the search screen.

Select the folder you wish to save the file.

Enter in the name you wish the file to be called.

Under Save Astype: select Tagged Format. Click on Save.

Go to Reference Manager and use the Manual Import(see item C.1. above).

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F. Generating a reference list

In Reference Manager, open the database you wish to work with.

Go to Tools >Bibliography >Generate from Reference List

In the Generaltab choose

o

References to include: All references in List or Marked Referenceso Destination:File will allow you to send it to word processing software.

o Output style: click on the button with 3 dots () next to the output style box.This will open a window and also you to browse for the style, or type in a few

letters and a drop down list will appear.

o Choose your style and click Open.o Optional Fields:select or deselect any fields.

In the Bibliographytab the format should be set based on the style you choose. Howeveryou can change the title, the prefix or suffix separators, etc.

In the Pagetab you can choose margins and page numbering.

When done click OK.

Saveasbox appears.

o Select location of file.

o File name: choose a name.

o Save as type: use the pulldown menu to select

Microsoft Word orWordPerfect.

Click Save.

Then open the file in the MicrosoftWord or WordPerfect and do any

touchups

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G.Cite While You Write

This is a feature of Reference Manager that allows you to automatically insert and format

citations into a MS Word or Word Perfect document.

This is the tool bar for Reference Manager.

You can also access the features from Tools > Reference Manager 11 >

1. Adding citations in MS Worda. Insert Citation

Go to Tools > Reference Manager 11 > Insert Citationsor click

Type in a word in the title, year, and/or author name.

Highlight the reference of interest.

Click Insert.

b. Insert Marked Reference(s)

Go to Reference Manager 11.

Mark (Check) the reference to add. (Hold down CTRL to select more then 1.)

Go to Tools > Reference Manager 11 > Insert Selected Citation(s)or click

2. Choosing a reference style

Go to Tools > Reference Manager 11 > Generate Bibliography

Under the Bibliographytab select the format from the pull down menu next toOutput Style:.

select the font and size, indentation and reference numbering.

Under the Fields tab select any optional fields.

Click OK.

3. Unformat Citations

To return to the {Author, year id/#} format and still be linked to Reference Manager

Go to Tools > Reference Manager 11> Unformat Citations

4. Remove Field Codes

To convert a formatted document to a finished, Word document no longer linked toReference Manager

Go to Tools > Reference Manager 11 > Remove Field Codes

This will create a copyor the document that can no longer be affected by ReferenceManager. The original document is still linked to Reference Manager.

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5. Go to Reference Manager 11

Go to Tools > Reference Manager 11 > Go to Reference Manager

If Reference Manager is open, this will toggle you to Reference Manager.

6. Editing citations in MS WordIn order to edit citations in a Word document, you must use the Edit Citations feature,

or the change will disappear the next time you use Format Bibliography.

Click on the citation you wish to edit.

Go to Tools > Reference Manager 11 > Edit Citation(s)

Makes changes to the highlighted citation.

To add another reference to this citation, click Insertin the Reference Manager

Edit Citationwindow.

Click OK.

7. Notes

Notes only work with a Numberedcitation style that uses notes, such as Science, orNaturestyles.

Go to Tools > Reference Manager 11 > Insert Noteor click

Type in the content of the note, or type the note where you want it surrounded by the

citation delimiters{} and begin with NOTE: Font may be problematic!

8. Preferences

Go to Tools > Reference Manager 11> Cite While You Write Preferences Set features such as open Reference Manager when Word opens, return to Word after

inserting citations, etc.

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