June 06, 2007

Modifying an Output Style

Although most of the time you should format your bibliography using the default styles provided (e.g Harvard), occasionally you might want to make some small changes.

For example, the standard RefWorks style for Harvard is that if there are five or six authors, all of them will be displayed in your bibliography. Your tutor, though, may only want you to show the first 2 authors. To do this, you will need to take the existing Harvard Style and modify it.

  1. Within your RefWorks account, click Bibliography.
  2. Click on the Edit button to the right of the box labelled Output Style. A new window appears.
  3. In the box labelled Name in the white (lower) part of the screen, type a name for your citation style (e.g. Harvard – New)
  4. In the box Output Field Order select the option Authors, Primary. A new set of options appears to the right. Any of these can be changed.
  5. In the section Author Settings, untick the box that says Include All.
  6. In the same section, type 2 in each of the boxes which say Show no more than and If more, show first.
  7. Return to the top of the screen, and in the grey section, click the Save As button. This will save your revised output style using the name you typed in Step 3.

When creating your bibliography, you can select the style you have just created from the list of Output Styles in the normal way. Any styles you have created or changed yourself will be in red.

Note: Most of the citation styles within RefWorks follow the accepted standards for that style. Before making any changes to the default options, you are strongly advised to check with your tutor.

June 04, 2007

Write–N–Cite and Windows Vista

It’s recently come to our attention that the Write-N-Cite software used to format a bibliography does not work with Windows Vista. A Vista compatible version is in development, although there is not yet a release date for this.

In the meantime, users who want to create their bibliographies with RefWorks should do the following.

Inserting references
  1. Log in in to your RefWorks account as normal, using your web browser (Internet Explorer or Firefox).
  2. View your references by clicking View then All References (or you can just select a specific folder to view only those references).
  3. Under the option Switch to:, select One line/Cite view.
  4. To insert a specific reference, find it in the list and click Cite.
  5. A Citation Viewer window appears with your reference enclosed in curly brackets, e.g. {{Jones, 2006}}.
  6. Click Select Citation.
  7. Press Ctrl and C on the keyboard or select Edit from the menu at the top of the screen, followed by Copy.
  8. Click the Clear button.
  9. Start your word processor (e.g. Word) and open the document into which you want to insert the reference.
  10. Place the cursor where you want the reference to be added and press Ctrl and V on the keyboard or select Edit from the menu at the top of the screen, followed by Paste.
  11. Repeat the above steps as necessary to insert further references.
Formatting your bibliography
Once you have inserted your references using the method above, you will need to create your bibliography. To do this:
  1. Within RefWorks, click on Bibliography
  2. Select the output style (e.g. Harvard) required by your department.
  3. Select the option Format paper and bibliography.
  4. Under Document to format, click the Browse button.
  5. Find the document you have created and double click it to select it.
  6. Click on the Create Bibliography button

May 24, 2007

Importing records from the Library Catalogue

There’s now a slightly easier way to import references from the Library Catalogue

Stage 1: Saving references from the Library Catalogue
1. Go to the Library Catalogue.
2. Search for a book and click on the title.
3. At the top of the screen, click on the Save Records button.
(At this stage, you can go and search for other items. When you have found and saved all the items you need, go on to Stage 4.)
4. Click on the View Saved button.
5. Click on Export Saved.
6. Under Format of List, choose the option End-Note/RefWorks.
7. Under Send List To, choose the option Local Disk.
8. Click on the Submit button.
9. Select Save to Disk and click OK.
10. Save the file in the usual way.

Stage 2: Importing references into RefWorks
1. Log in to your RefWorks account.
2. Click on the References menu, then select Import.
3. Under Import Filter/Database, select the option University of Warwick.
4. Under Database, select the option University of Warwick Library Catalogue.
5. Click the Browse button and select the file you have just saved.
6. Click the Import button
7. A message will confirm your references have been successfully imported.

May 04, 2007

Importing from databases just got easier!

One of the difficulties with RefWorks in the past has been when you need to use an Import Filter, as it’s often tricky to know which is the right one to use. We’ve now made a few changes which should make this a bit easier.

If you want to import a record try this (remember, though, if a database supports the Direct Export option, it’s still easier to use that!)

  1. Click on the References and select Import
  2. Under Import Filter/Data Source, select University of Warwick
  3. Choose the name of the database you saved the references from
  4. Click the Browse button to locate the file you saved, then click Import.

Note: occasionally, databases are available from more than one supplier. If this is the case, you need to make sure you choose the correct one – you can normally get the name of the software or supplier from the database itself.

Thanks to Martin Wolf and Terry Bucknell of the University of Liverpool for their help with this.

April 18, 2007

Creating a bibliography Offline

Although you need to be online for format your bibliography, it is possible to insert references into a document when you are off-line. Here’s how to do it.

First, you will need to print out or save your references to your computer. You need to be online to do this.
  1. Login to your RefWorks account and click on the References menu.
  2. Click Export
  3. Choose whether you want to export all your references, just those from a particular folder, or from a list you have created.
  4. Under Export Format, select Citation List and then click Export to File.
  5. A new window opens listing your references. Note how each one has a number to the left of it.
  6. Either print out this list or save it to your computer as a text file.
For the next part, you do not need to be online
  1. Type your document as normal. When you want to insert a reference, enter the number of the reference listed on your printout between two sets of curly brackets. So, if you want to enter the details of reference 139, type {{139}}.
  2. Save your document as normal when you are finished.
To create your final bibliography, you will need to go back online. However, you can complete this stage at any time.
  1. Load up Write-N-Cite and open the document you created off-line.
  2. Create your bibliography in the normal way by clicking Bibliography, then Create Bibliography. Your references will be automatically formatted into the correct standard.

Thanks to Martin Wolf of the University of Liverpool for drawing this to our attention.

April 03, 2007

RefWorks and pop–ups

RefWorks makes use of pop-ups to work properly, so you will need to make sure your web browser is set to allow them. This is particularly true if you want to export references from a database into your RefWorks account.

If nothing happens when you try to export references, make sure your web browser is set to allow pop-ups, then try again. This simple process will often solve many problems experienced by RefWorks users.

To disable pop-ups in Firefox, click Tools, Options then Content and untick the option Block pop-up windows followed by OK.

To disable pop-ups in Internet Explorer, click Tools, Pop-up Blocker, Turn Off Pop-up Blocker

Alternatively you can set both Firefox and Internet Explorer to allow pop-ups for particular sites.

For security reasons, you are strongly advised to turn your pop-up blocker back on once you have finished using RefWorks.

March 30, 2007

Problems using Direct Export? Try clearing your cache.

If you find that the Direct Export option isn’t working when you try and take references from a database and put them into your RefWorks account, it may be because your web browser is storing a cached version of the page. This is a problem you’re most likely to come across when using Business Source Premier (BSP), but it might affect others too.

To clear your Cache:

Internet Explorer Users: Click the Tools menu, then select Internet Options. Make sure the General tab is displayed and under the section Temporary Internet Files, click Delete Files then OK, followed by OK again.

Firefox Users: Click Tools, then Options. Click the Privacy button and click the Clear button next to Cache, then OK.

March 27, 2007

RefGrab–It: Add references from webpages into your RefWorks account

Writing about web page http://www.refworks.com/Refworks/BookMarklet.asp

If you come across a website (for example, Amazon.co.uk) which contains details of a book that you would like to add to your RefWorks account, the RefGrab-It tool allows you to do that quickly.

Stage One: Installing RefGrab-It
First of all, you need to install a small piece of software. How to do this, will depend on which web browser you are using.

Internet Explorer Users
1. Within RefWorks, click on Tools, then Ref-Grab-It
2. Scroll down to the relevant section for Internet Explorer and right click the RefGrab-It link.
3. Click on Add to Favorites. Click Yes to confirm you wish to continue if you get a security message.
4. Under Create in: select Links as the folder, then click OK.
5. RefGrab-It is now available from Internet Explorer’s Links toolbar. For information on how to use RefGrab-It, see Stage Two.

Firefox Users
1. Within RefWorks, click on Tools, then RefGrab-It
2. Scroll down to the relevant section for Firefox and right click the RefGrab-It link.
3. Click Bookmark This Link.
4. Under Create in: select Bookmarks Toolbar Folder, then click OK.
5. RefGrab-It is now available from Firefox’s toolbar. For information on how to use RefGrab-It, see Stage Two.

Mac Users
1. Within RefWorks, click on Tools, then Ref-Grab-It
2. Scroll down to the relevant section for Mac users.
3. Drag the RefGrab-It link onto your browser toolbar
4. RefGrab-It is now installed. For information on how to use it, see Stage Two.

Stage Two: Using RefGrab-It to add webpage information to your RefWorks account
1. Find a webpage which contains details of a book you want to add.
2. Click on the RefGrab-It link in your browser toolbar.
3. A new page will be displayed containing the reference details. Click Import to add it to your RefWorks account.
4. The reference is put into your Last Imported folder. From here, you can choose to move it to another folder, as normal.

Note: Occasionally in Step 3, you may see a second option which says “A more complete version of this reference may be available”. To add this fuller reference to your RefWorks account, click Show me this reference, then Import.

These instructions (together with screen shots) are also available in the Library’s Advanced RefWorks workbook.

March 15, 2007

Advanced RefWorks guide now available on–line

Writing about web page http://www2.warwick.ac.uk/services/library/main/research/refworks/

A PDF guide to using some of the more advanced features of RefWorks is now available under the workbooks and guides section of the Library RefWorks webpages.

The workbook covers a number of topics which users frequently ask about, including:
  • adding a page number;
  • suppressing an author in the main body of your text;
  • suppressing a reference in the main body of your text, but including it in your bibliography;
  • searching the Library Catalogue via RefWorks;
  • importing references from the Library Catalogue into RefWorks;
  • creating a bibliograhy from a list of references without using the Write-N-Cite software.

If you have any comments or questions, please email Simon Speight (s.g.speight@warwick.ac.uk)

March 13, 2007

Creating a standalone bibliography

Did you know you can create a standalone bibliography from your RefWorks references without having to use Write-N-Cite to insert references manually into a separate document?

Using the instructions below, you can create a bibliography from all your references, from references stored in a specific folder, or using only references you have selected.

  1. Within RefWorks, click on the Bibliography menu.
  2. Under Output Style, select the citation style you want to use to format your bibliography.
  3. Make sure the option Format a bibliography from a list of references is selected.
  4. Under File Type, select Word for Windows. Note: If you are using a version earlier than Word 2000, you will need to select RTF (Rich Text Format) here instead.
  5. Under Include select All References (to use everything in your RefWorks account), My List (to use items you have previously marked) or choose a specific folder from the drop-down menu.
  6. Click Create Bibliography.
  7. The file can now be saved to disk as normal and opened in Word. Alternatively, you can send it to any valid email address.

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  • What a ridiculous decision. I can't remember off–hand how many registered RefWorks users Warwick had… by Martin Wolf on this entry
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