Introducing RefWorks

1
Introducing RefWorks

• e-Research Made Easy
• Marcus Vaska
• 2009

2
RefWorks refworks.ucalgary.ca

• Bibliographic management tool (bibliography can
  be created in almost any style)
• Organizes and manages research
• Reference List can be shared with other RefWorks
  users (RefShare)
• Create own personal database (with folders)

3
Session Plan

• Setting up a RefWorks Account
• RefWorks
• Creating folders
• Exporting data directly from a research database
  (OVID Medline)
• Importing data from research databases (PubMed)
  that do not have a direct export feature
• Sharing Folders with RefShare
• RefGrab-It
• Write-N-Cite
• Creating a Bibliography
• RefWorks Tips

4
Creating a RefWorks Account

• From the RefWorks home page (http//library.ucalga
  ry.ca/research-support/citing-writing/refworks ),
  click on the Create an Account link
• If you are using RefWorks on campus, you may
  access the program directly by clicking on the
  Scholars portal link (http//refworks.scholarsport
  al.info )
• If using RefWorks from home (off-campus), you
  must click on the Group Code link BEFORE
  proceeding. You will be prompted to enter your
  IT Account information. 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 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
• Type of User (select from drop-down menu)
• Focus Area (select from drop-down menu)
• Remember to input the verification code

6
Signing up for a RefWorks Account
Click on Sign up for an Individual Account
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.
• You will receive a confirmation message that the
  folder has been successfully created
• RefWorks imposes NO LIMITS on how many folders or
  references you can have in your account

9
RefWorks Creating Folders
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
  preventive medicine, medicine, medicine,
  traditional, medicine, herbal, medicine,
  African Traditional
• 3. Africa (MeSH)
• 4. therapeutics (MeSH)
• Combine 1-4 with AND
• Limit results to all child (0-18 years)

13
Click on the Online Resources tab!
14
Click on the Medicine sub-category/sub-heading!
15
Click on the Medline link
16
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

17
Saving Your Sources via Direct Export (OVID) Into
RefWorks

• Select desired results
• In the Results Manager box (at the bottom of the
  page), select Fields?Complete Reference, Result
  Format?Direct Export. You can include search
  history as well.
• Finally click on SAVE under the Actions menu.

18
Saving Your Sources via Direct Export (OVID) Into
RefWorks
Direct Export must be chosen as the Result
Format, NOT Ovid
Remember to choose Direct Export and click on the
Save tab
Click on SAVE
19
Saving Your Sources via Direct Export (OVID) 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 Complete message
• Click on View Last Imported Folder
• Select all in list, and choose RefWorks from
  drop-down folder. Click on OK, and you will soon
  receive a confirmation message that the files
  have been successfully moved to the RefWorks
  folder

20
Exporting Results to RefWorks (OVID Medline)
Select the Export Results to RefWorks Radio
Button click on the Continue tab
21
RefWorks Importing from OVID
Click on View Last Imported Folder
When import is complete, click on View Last
Imported Folder
22
Importing References
23
Click on the Online Resources tab!
24
Click on the Medicine sub-category/sub-heading!
24
25
Click on the PubMed link
26
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)
• Limit results to Humans, English, All Child 0-18
  years

27
Searching in PubMed
Select the Preview/Index tab before beginning a
search
28
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 (open or save
  text document)
• Save the text file (.txt) to Desktop

29
PubMed Select Medline from the Display drop-down
menu
30
PubMed Choose File from the Send to drop-down
menu
Select File from the Send to drop-down menu
31
PubMed Saving the Results into a Text (.txt)
File
32
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 and PubMed from the Database drop-down
  menus
• Click on Import References Into menu and 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. Enter this file name into the
  Import Data from the Following Text File field

33
Importing the PubMed Text (.txt) File into
RefWorks
34
Importing the PubMed Text (.txt) File into
RefWorks
35
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
  drop-down folder. Click on OK, and you will soon
  receive a confirmation message that the files
  have been successfully moved to the RefWorks
  folder.

36
Entering References Manually

• References?Add New Reference
• Under View Fields Use By, select the desired
  output style
• 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)
• You can also add one file (PDF, Word, PPT) to
  each reference by choosing the file via the
  Browse tab next to the Attachments field, and
  clicking on Add Attachment.
• Remember to Save the reference!

37
Entering References Manually
38
Attachments

• Attach PDF, Word, or PowerPoint files to
  reference lists
• From the View menu, highlight 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
• Note Attachment Size is NOT unlimited!

39
Adding Attachments
40
RefShare

• Share folders with other RefWorks users
• 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.
• 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

41
RefShare
42
RefShare
43
RefShare
Insert the e-mail address with whom the folder is
to be shared and click on Send E-mail
44
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 will
  be required to download a small plug-in, similar
  to Write-N-Cite)
• Please follow the on-screen instructions with
  regards to how to install the plug-in (in most
  cases, it will appear as a Bookmark in your
  browser)
• Once RefGrab-It is installed, locate the desired
  web-page, click on the RefGrab-It button in the
  toolbar (or locate in bookmarks), and
  bibliographic information from the web-page can
  be imported into RefWorks, and subsequently
  transferred into a folder

45
RefGrab-It
46
RefGrab-It in Action!
Click on the Import tab and import the record
into your RefWorks folder
47
Write-N-Cite-Step 1

• Tools?Write-N-Cite (this is a one-time
  requirement only if you havent used Write-N-Cite
  before. You will be prompted to download a small
  plug-in, i.e. an .EXE file). Please follow
  installation instructions carefully.
• Note that you have the option to download either
  Write-N-Cite II or Write-N-Cite III.
  Write-N-Cite III must be used if working with
  Windows Vista or MS Word 2007, and is also
  compatible with Windows XP, MS Word 2003
• Close MS Word before installing the Write-N-Cite
  plug-in
• Open your document in MS Word
• 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.

48
Write-N-Cite
49
(No Transcript)
50
Write-N-Cite-Step 2

• In your MS Word 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.
• Save your MS Word document!

51
Write-N-Cite
2. Click on the Write-N-Cite tab
1. Place the cursor where the citation will be
inserted
52
Write-N-Cite
Select the desired citation and click on the Cite
link
53
Write-N-Cite
This is what the citation will first appear like
when clicking on the Cite link. This is only
step one of the process!
54
Write-N-Cite-Step 3

• In the same MS Word document, click on
  Write-N-Cite
• Click on Bibliography
• Select output style
• After a few moments, a new window will
  automatically open in MS Word, formatting your
  citations into bibliographic format (hint In
  Write-N-Cite II, the reformatted MS Word document
  will have the word Final- in front of the file
  name)
• Remember to SAVE the MS Word document with the
  squiggly brackets! (please see slides 61-62, 65
  for more information on this)

55
Write-N-Cite
Click on Bibliography to re-format the
curly-brackets citation into a complete citation
according to the desired citation style
56
Write-N-Cite
Click on the Create Bibliography tab
57
Write-N-Cite
Upon receiving a confirmation message that the
Reference List/Bibliography has been generated
correctly, your citations should be formatted as
above
58
Bibliography

• Make sure you have saved your MS Word document
• In RefWorks, click on the Bibliography button.
• In the subsequent screen, you will see that the
  output style has already been preset.
• 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.

59
BibliographyFormat 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

60
Creating a BibliographyFormat 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
61
BibliographyFormatting the Paper and Bibliography

• In RefWorks, click on the Bibliography Button
• Select Format a Bibliography from a List of
  References
• Choose Word for Windows (or Word from Mac) from
  the File Type to Create drop-down menu
• Select References From and choose which folder
  (i.e. RefWorks) to create the bibliography from
• Click on Create Bibliography
• You now have the option of saving or downloading
  the MS Word document

62
BibliographyFormatting a Paper and Bibliography
Specify the output style
Browse for the desired document
63
Searching Within Your Account

• Click on the Search menu tab
• You can search for citations within your account
  by
• Author
• Descriptor
• Periodical Title
• UPDATE 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 by
  combining multiple search fields together

64
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.

65
RefWorks Tips

• Create folder(s) before starting a search
• Select bibliographic style before creating a
  reference list/bibliography
• 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!

66
Upcoming RefWorks Classesat Health Sciences
Library

• February 12, 2009
• 300 p.m.-500 p.m.
• HSL Information Commons Computer Lab
• This session reserved for BHSC students!
• February 13, 2009
• 100 p.m.-300 p.m.
• HSL Information Commons Computer Lab
• February 24, 2009
• 300 p.m-500 p.m.
• HSL Information Commons Computer Lab
• This session reserved for BHSC students!

67
RefWorks Help Lines

• RefWorks Tutorial http//refworks.scholarsportal.
  info/tutorial/
• RefWorks Online Tutorials/Webinars
  http//library.ucalgary.ca/services/refworks/takea
  classonlinetutorials.php.
• RefWorks Instruction is also offered at MacKimmie
  Library, main campus. Please go to
  http//library.ucalgary.ca/services/schedule/ for
  an updated schedule

68
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]