Reference Manager

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Reference Manager

• Making your life easier!

Updated September 2007
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Why use Reference Manager?

• Automates tedious tasks
• Bibliographies
• In-text citations
• Searchable database of articles
• Find papers we have
• Search for new references
• Info automatically entered

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HEIFCAL Heinrichs Lab Database

• Stored on web
• BROWSE ONLY
• DO NOT change
• If you find errors, contact Coleen
• Students files
• Stored on network while youre here
• Copied to main database when you leave

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HEIFCAL files on the web

• http//www.das.psu.edu/dairynutrition/manual/
• Right click on links to save files to your hard
  drive
• Index file --- .rmx
• Change file extension to .rmx
• Database file --- .rmd
• Change file extension to .rmd
• Journal of Dairy Science Output Style
• Change file extension to .os

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Location of files on your hard drive

• C
• Program files
• Reference Manager 11
• Your database
• Copy of HEIFCAL (if you want)
• Styles Folder
• Journal of Dairy Science.os
• All other output styles

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Working with Reference Databases
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Searching New References

• Start within Ref Man
• Pub Med
• ISI Web of Science
• Auto entry
• Start from library databases
• Agricola (via CSA) others
• Auto entry using Import Filter Editor (IFE)
• Must double check citation accuracy

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Using IFE (import filter editor)

• Find references in Agricola (or another search
  engine)
• Save records as a .txt file
• References, import text file
• Choose import filter

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Searching Existing Database

• Enter word or phrase
• Add connectors (and, or, not)
• Click binoculars icon

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Other Handy Features

• Copy between databases
• Copy references from a temporary search database
  to main database
• Duplicate search
• Check your database against HEIFCAL
• Delete duplicates from YOUR file

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More Handy Features

• Output styles
• Modify bibliography styles
• Make other lists
• Term Manager
• Assign journal abbreviations
• Recommend you enter full name and standard
  abbreviation in your database
• Manage key words, authors

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Entering Data by Hand

• Try to avoid this
• Enter keywords from list
• Choose authors and journal titles from list when
  possible
• Double-check dates, pages
• Set up field and type preferences (tools menu)
• When you open the database, choose Read-Write
  Exclusive from the access type menu

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Using Reference Manager with Word
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Cite While You Write

• In-text citations
• Automatic reference list
• Alphabetized for you!
• All the correct periods, commas, colons, spaces,
  etc.
• You simply check it
• Toolbar automatically installed in Word
• If not, we can install it manually

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Setting up a new document

• Open a new Word document
• Find Reference Manager Toolbar
• If not visible, go to View, Toolbars, Reference
  Manager
• Click on icon to generate a bibliography
  (numbered list icon)

Reference Manager Toolbar
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Generate Bibliography
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Adding in-text citations
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In-text, continued
Enter author and click perform search button.
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In-text, continued
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Working with in-text citations

• Insert new references
• Click on magnifying glass icon
• Search by author
• Add/Remove references from existing citations
• Right click on citation
• Choose edit citation
• Click on the insert or remove button
• Modify a citation
• Right click, choose edit
• Click box next to exclude author or exclude
  year

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Editing existing citations
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Multiple databases

• Can enter citations from more than one database
  (eg. Heifcal plus your personal one)
• Just open multiple databases in ref man
• If reference is in both databases, be sure to
  only cite from one of them

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Auto formatting

• Citations with the same author, year are
  automatically designated as a, b, c, etc.
• Reference list is generated at end of document,
  using output style you specified (or default)
• In-text citations are sorted according to output
  style

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Errors and oddities

• If you find an error in a reference
• Remove all instances of the citation from Word
• Go to ref man database and fix error
• Re-insert citation in Word
• Alternative fix later
• Multiple citations for the same reference
• Usually caused by inserting citations from more
  than one database
• Could also be duplicates within a database

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Oddities that require a manual fix

• Citations such as (Quigley et al., III, 2005)
• Reference list font
• Location of reference list
• These items cannot be fixed until the ref man
  codes have been removed from the document

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Final step for the document

• Usually just before a paper is submitted
• Click on the remove field codes icon
• Word automatically opens a copy of the document
• Save the copy with a new name
• Make manual changes

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