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Using RefWorks during a literature search

You need to have already registered as a RefWorks user, be using a computer connected to the Internet and have organized a new folder within RefWorks for your literature search topic. When adding your references to a piece of writing you should also have downloaded the Write-N-Cite software so that it is available within Word. Open two windows on your computer desktop. Use one window to open RefWorks and the second to search the University of Ulster Library list of literature research databases. You will also find it useful to use Windows Explorer to create a folder e.g. Download from Internet on the hard disk of a personal computer – not on a University Common Desktop machine. The examples below look at how to import references into RefWorks from some databases during a literature search. RefWorks provide a comprehensive on-line help document at: http://www.refworks.com/rwathens/help/Refworks.htm Connect to the RefWorks Database.

1. From the UU portal Learning Resources tab scroll down through Databases.

2. Click on the letter r to display those beginning with this letter.

3. Scroll down and click on RefWorks Enchanced.

4. This opens your RefWorks account with any references or folders you have created available.

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Example A: Searching PubMed and linked Z39.50 compatible databases. This example of PubMed works from within RefWorks. PubMed is a freely available version of the MEDLINE database with some added information and features. 1. Click on Search on the RefWorks menu bar. 2. From the drop down menu click on: Online Catalog or Database.

3. Under Online Database to Search leave the default database PubMed.

If you scroll down there a large number of university and national library catalogues from which you can import the bibliographic / referencing details of books. Some of the best to use are the catalogues of the: British Library, Library of Congress (USA), AMICUS (Canadian National Catalogue) and Bibliotheque National de France.

4. Select the maximum number of references you want to download – default is 50. 5. Type your search strategy in the Quick Search box or in the Advanced

Search line. In this example the search phrase is: Soft Tissue Ankle Injuries. 6. Click Search.

Select Database or Catalogue

Enter Search Terms.

Click on Search. 7. If any references are found RefWorks begins to download them.

8. The results of your search will download and display in a separate RefWorks search

results window. If desired change Sort by from Author E.g. to Publication year.

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9. To view the details of a reference, click the View link next to the reference. This includes the full record available in PubMed e.g. abstract, index terms. As you view the references your search terms are highlighted. PubMed is a bibliographic database that will give you full details of a journal article but not the full-text.

10. Click on [Find It] to see if the full-text of the article is available. 11. Click on Back to Reference List to get out of the detailed view and return to the list

of references.

12. Click in the square box beside the Ref ID number of a reference to select it for

downloading later. Alternatively click to place a mark in the Use: All in List option. 13. To permanently import references into your database:

Select the references you want to import and either click the Import button or select a folder from the list of folders you have previously created. References are also placed in the Last Imported folder.

14. After the import is complete, click on the OK button to confirm the import of

references and to return to the search results page. Keep in mind that the search results window is a temporary window, and the references appearing here or in the Last Imported folder may be lost when you import any new references.

Select Folder. Import Tick good

articles. Import

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Example B : Downloading a book record from an online catalogue. The University of Ulster Library catalogue uses the TALIS system. It is available as one of the catalogues from which you can import book records from. If not a UU Library book and it is published in Britain or Ireland select the British Library catalogue. If a book is published elsewhere select another catalogue E.g. Library of Congress (USA), Bibliotheque Nationale de France. Once you have found the referencing information for a book then proceed with the import; deletion from last imported folder etc. in a similar way to PubMed above. This example of the British Library works from within RefWorks.

1. Click on Search on the RefWorks menu bar. 2. From the drop down menu click on: Online Catalog or Database.

3. Under Online Database to Search change from the default database PubMed. Scroll down the list of university and national library catalogues and select the: British Library.

4. Type your search strategy in the Advanced Search line. 5. Change the first search field from Descriptors to Any Field. 6. Type in the book’s International Standard Book Number (ISBN) if you know it.

Otherwise search using the surname of the first author; book title; year of publication.

7. Click Search.

Select an Online Catalogue: British Library

Change first field in advanced search from

Descriptors to Any Field. Type in the

ISBN.

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8. If any references are found RefWorks begins to download them.

9. The results of your search will download and display in a separate RefWorks search results window.

10. To permanently import references into your database:

Select the references you want to import and either immediately click the Import button or first select a folder from the list of folders you have previously created. References are also placed in the Last Imported folder.

11. Click on Import.

Select Import Folder.

12. The document record is imported into your RefWorks database.

13. View the Last Imported Folder. 14. Move the reference to a different folder. Click on [OK] to transfer the

reference.

15. Once successful remove the reference from the Last Imported folder.

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Example C: Cambridge Scientific Abstracts. References can be imported into RefWorks directly from many Database Services / Electronic Information Services. This example uses a database provider – CSA (Cambridge Scientific Abstracts) - that is the same organization that produces RefWorks. Therefore there is an integrated approach, with databases in the Cambridge Scientific Abstracts Core Collection, which cover life and health sciences, social sciences and engineering, having an inbuilt link to RefWorks that allows direct transfer of references.

1. Carry out a simple literature search of the CSA version of ASSIA (Applied Social Sciences Index and Abstracts) database. In this Quick Search example on passive smoking and health, limited to Peer-Reviewed Journals, 42 journal articles have been retrieved.

2. Click the RefWorks link that is provided on the screen above the records.

3. Click the Export to RefWorks button to confirm that you want to transfer these records.

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4. If required use the click here link against the target page message.

5. Click on [OK] and [Yes] on any security message windows which come up on the

screen.

} 6. The import of your references from the CSA database ASSIA begins.

The larger the number of references the longer it will take.

7. When the import is completed click on View last Imported Folder

8. Click on: All in List and then from the drop down options under Put in Folder

choose the folder that you want to put these latest journal article references into E.g. Passive Smoking

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9. Click on the OK button in the window that opens to confirm the folder you wish to move the records into.

10. Click on OK in the successful transfer window that opens.

11. In the Last Imported Folder click on All in List then on Remove from Folder to clear.

12. Click on OK on the: Are you sure… and Successfully removed… windows that appear.

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13. Click on the View Folder; then choose the name of the relevant folder E.g.

Passive Smoking from the drop down options of all the folders you have created. Your most recently added references will have been added to the total in this folder.

14. To completely clear a reference from your RefWorks database click on [Delete].

You may be asked to confirm deletion by typing in a provided password.

15. Use the Backup/Restore function under References to store a backup on your computer.

16. You can then Logout of RefWorks, or return to the CSA database to carry out another literature search.

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Example D: Science Direct Science Direct allows direct export to Refworks. Search Science Direct.

1. Mark the records you want to import. Click Export Citations.

2. Select Citations and Abstracts to include the abstracts. 3. Click on the option for RefWorks Direct Export.

4. Click Export. The import to RefWorks proceeds. 5. View your Last Imported Folder and move them into the required folder.

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Example E: IEEE Explore Connect to and search IEEE Xplore. Do the following to import records into RefWorks.

1. Connect to IEL Online UK Academic Consortium which has IEEE publications. (If you are off-campus you will need a non-Athens username and password.)

2. Carry out a basic or advanced search E.g. artificial intelligence AND computer

games. 3. Select a number of relevant references from those found. 4. Click on the Download Citations function.

5. In the small options window that appears click on Include: Citation & Abstract.

6. Under Format choose RefWorks.

7. Click on Download Citation to start the download.

8. The references are imported into RefWorks. 9. View the Last Imported Folder and move references into your preferred

folder.

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Example F: OVID. OVID includes many specialised databases including MEDLINE and PsycINFO. Select results required then use the Export function.

1. Click on the Export link.

2. Click on Export To: choose RefWorks. 3. In Select Field to Display column click on: Complete Reference. 4. Click on: Export Citations.

5. The Importing of references proceeds. 6. View Last Imported Folder.

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Example G: ProQuest 1. Perform a search of a ProQuest database and mark relevant references. 2. Select My Research which is a tab on the ProQuest functions bar. 3. Click on Export citations.

4. Click on Export directly to RefWorks.

5. The export will open RefWorks and import the references.

6. Click on View Last Imported Folder. 7. Move these references to a RefWorks folder you have already created.

Using RefWorks during a literature search

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Example H. Emerald. Emerald Management Xtra is a full-text database of management journals, business case studies and literature reviews. 1. Do an Emerald database search 2. Select articles to save by ticking the box to right of an article reference. 3. Select Marked List from the dropdown menu and click on “Add to my list”. Emerald will display message asking you to log into “My profile” to view list. Click OK 5. Don’t go to My Profile. Click instead on Marked List under the Search and Browse

section of the index to the left of the page. 6. You will only have a current Session list available and you can have a maximum

of ten marked / saved articles in this. 7. Click on Export options.

8. Under Direct Export options click on Export to RefWorks.

9. The references are imported to the Last Imported folder in RefWorks. Last updated 5 October 2010