Find it Fast! Using RefWorks to manage references and create bibliographies - Part 2 Ewan Grant and Janet Mackay Information Advisers 2015/16
In the next hour you will Be given an overview of referencing systems Learn how to make a list of your favourite referencing styles Learn how to add attachments to references in RefWorks Use Write-N-Cite to create a paper with in-text citations and a formatted bibliography Have time to practice and ask questions
Assumptions before beginning this workshop 1. You already have a RefWorks account 2. You have recently attended a RefWorks Part 1 library workshop OR You already know how to: import records manage your references and folders in RefWorks create a simple bibliography
Referencing requires two elements 1. In-text citation This points the reader to the source of the information i.e. it is not your idea or research and it is not something that you have made up. 2. List of references or bibliography This is a list of your sources and provides the reader with full details on where to find them. If a citation is mentioned in the text of your document it must appear in your reference list May also include works you have read but not cited, in some disciplines
In-text citations Provide abbreviated information for the reader and point to the detailed source at the end of your work. There are two systems: Numeric (sometimes referred to as Vancouver): A recent study (1) suggests that Recent studies [1,2] provide an alternative Environmental studies 1,2 present an argument for Author-date (sometimes referred to as Harvard): A recent study (Smith, 2012) suggests that Recent studies (Brown & Marshall 2012, Jones 2013) argue failures in safety systems have contributed to a number of major disasters (Hopkins et al 2012). Find out which system and specific style/format you are required to use. Be consistent - do not use both systems in the same document!
List of references If a numbered style: The list will be arranged in numerical order according to where you first used that source in your text If a reference first appeared as reference 4 in your document and you use exactly the same reference later in the document do not give it a new number, it is still reference 4 If an author-date style: The list will be arranged in alphabetical order by the author s last name (family name). If there is no author the title is used instead There are many thousands of style and format variations on these two systems of referencing including those involving footnotes and endnotes Please check your course handbook for guidance on the style you are expected to use
Numbered system (Vancouver) One of 1,000+ variations on the Numbered system, e.g. a journal article In the text: Recent work (1) suggests that. An alternative theory (2) The list of references at the end: #. Author Surname Initials. Title of paper. Journal name in abbreviated format. Year; volume(issue number): page numbers. 1. Tharaldsen JE, Mearns KJ, Knudsen K. Perspectives on safety: The impact of group membership, work factors and trust on safety performance in UK and Norwegian drilling company employees. Saf Sci. 2010;48(8):1062-72. 2. Jones JC. Application of semenov theory of thermal ignition to chemical process safety. J Fire Sci. 2008;26(3):197-211.
Author/Date system (Harvard) One of >1,500 variations on the Author/Date system (commonly referred to as Harvard system) In the text: Recent work (Tharaldsen et al 2010) suggests that. An alternative approach (Jones 2008) indicates The list of references at the end: Author Surname, Initials. (Year). Title of paper, Name of Journal, volume(issue number), pp. page range. Hussin, M. F. and Wang, B. (2010). Industrial safety perception among postgraduate engineering students, Knowledge-Based Systems 23(8), pp. 769-77. Jones, J. C. (2008). Application of semenov theory of thermal ignition to chemical process safety, Journal of Fire Sciences 26(3), pp. 197-211. Tharaldsen, J. E., Mearns, K.J. and Knudsen, K. (2010). Perspectives on safety: The impact of group membership, work factors and trust on safety performance in UK and Norwegian drilling company employees, Safety Science 48(8), pp.1062-1072.
Problems with Footnote styles Footnote styles can be too complex to use on RefWorks Examples: Chicago versions 15 and 16, Turabian and MHRA Need to tweak RefWorks style to include background reading material in bibliography and notes and citations in footnotes and produce separate lists for primary and secondary sources Recommendations: easier to write manually use RefWorks as a virtual filing cabinet
What is Write-N-Cite? W-N-C allows you to insert citations you have saved in RefWorks directly into the text as you write Formats in-text citations automatically Creates a bibliography at the end of the document in a chosen citation style Opened from a tab in Microsoft Word application Already loaded on all UoA PCs Need to install W-N-C on your own PC/Laptop Install Version 4, for Microsoft and Mac machines
Choosing your favourite citation styles Before we can look at W-N-C v.4 we must make sure the referencing styles you need to use is in your favourites list In your RefWorks account online You can choose the referencing styles you are most likely to use and keep them as favourites by selecting the Bibliography menu in RefWorks If unsure which referencing style to use check with your tutor or course supervisor, or check in your course handbook
Preview Output Style allows you to see what a particular style looks like...
To store your favourite citation styles open the Bibliography menu and select Output Style Manager
Output Style Manager select the style from the List of Output Styles, click on green arrow to add to Favorites
Favorites can also remove styles you don t need from your Favorites list by using the lower green arrow
Favorites your favourite citation styles can then be seen in the Output Style drop-down list when you go to the Bibliography menu and select Create
After W-N-C 4 is installed you must sync with your RefWorks account to download your references, folders and preferred reference styles: 1. Click on Log In in the ProQuest tab within Microsoft Word 2. It may take a few minutes to sync with your RefWorks account
Be sure that RefWorks is selected at the top. Then enter your username and password If you are off campus you will also be asked for the Group Code. You will have that code in the email you received when you first set up your RefWorks account
Where it previously said Proquest at the top of the screen it should now say RefWorks Click on Sync My Database after you make changes to your main RefWorks account. For example when editing references or adding new references or folders. Clicking Sync My Database will ensure you are working with the most current version of your RefWorks account.
Find the relevant referencing style If the style you need isn t listed in the popular styles, favorites or group favorites options in the Filter menu: 1. Log in to your main RefWorks account and add it to your Favorites list using the Output Style Manager 2. Then in W-N-C Sync My Database to download the new style
At the point in the text where you want to add insert a reference 1. Place the cursor at that point 2. Use the space bar to add a space 3. Open the Insert Citation menu 4. Select Insert New
To insert a reference continued: 1. Open the relevant folder 2. Click on the relevant reference 3. Click on OK
Continue to insert all relevant references through the same steps 1. Place cursor at correct point in text 2. Click Insert Citation 3. Click Insert New 4. Navigate to folder containing reference you want to insert 5. Select the correct reference 6. Click OK 7. Citation will be inserted at correct point in text
To add several references at the same point: 1. Click on the + button to add a second reference at that same point in the text 2. Navigate to and open the relevant folder for the next reference 3. Select the next reference to insert 4. Click on OK 5. The citations will be inserted at correct point in the text
Example above shows two references inserted at the same point in the text
To insert your bibliography/reference list: 1. Place the cursor at end of document where you want the list to start 2. Open the Bibliography Options menu at top of screen 3. Select Insert Bibliography 4. The bibliography will be inserted
Check your reference list carefully You may have to find the record in your main RefWorks account and add information or amend it in some way
Removing a reference step 1 To remove a reference from your text: 1. Highlight the reference with your cursor, selecting everything including the brackets 2. Once selected press delete on your keyboard 3. The in-text citation will be deleted
Removing a reference step 2 You will now need to remove that reference from the bibliography at the end of your text. This does not happen automatically. To do this: 1. Open the Bibliography Options menu 2. Select Format Bibliography 3. A new window will open
Removing a reference step 3 This window displays a preview of how this updated version of your bibliography will look. Select OK to finish formatting the changes to your bibliography
Removing a reference - completed The in-text citation has now disappeared along with the full reference in your bibliography. Remember to save the changes to your document.
I have lots of full text electronic copies of references I ve read can I store them in RefWorks? Yes document size limited to 20MB each Total capacity of your account is 100MB Open full record in RefWorks web account (via Edit) or create new record click on Browse to find file click on Add Attachment to upload Open attachment from full record view
Adding attachments to references in your RefWorks account Having already clicked Edit icon for reference I wish to add attachment to. This is the Edit icon This opens the full Edit screen displayed here To complete adding the attachment: 1. Click Browse to look for file you wish to attach 2. Click Add Attachment to upload the file
The attachment will now appear in the record for that Reference Click Save Reference to complete adding the attachment
Records with files attached display a paper clip icon
Some other things you can do Amend in-text citations directly in W-N-C o add page numbers o suppress author details Search for references o Use the Search menu in your main account Share your database with others o You can set up read-only access from within your main account
Important to Keep your account organised Need to maintain your database Use it regularly whenever you do searches on databases Remember to keep your account organised Regularly remove duplicate records. This was covered in RefWorks Part 1 Back up your records available from the Tools drop-down menu in your main account
To install Write-N-Cite on your own computer For off-campus computers + laptops: Login to your main RefWorks account Tools menu Write-N-Cite 4 for Windows or Mac Follow the installation guide available from the W-N-C installation window May have to install additional software (.NET 4 and Visual Studio 2010 Tools for Office Runtime) Problems with installing W-N-C 4 on your own computer (laptop/home)? Follow the Installation Troubleshooting Guide at http://www.refworks.com/refworks2/help/refworks2.htm#write-n-cite_4_-_installation_troubleshooting.htm For networked/on-campus computers: Download W-N-C 4 software from the Software Download Service Available from /staffnet/working-here/it-resources.php Will need Admin Rights to do this yourself Contact the IT Service Desk for help to install the software
Downloading W-N-C on personal PCs
Download W-N-C version 4
How to get further help from RefWorks
Help and advice Library RefWorks web page: /library/learning-and-teaching/for-students/refworks RefWorks website o Tutorials o HELP screen Database online HELP screens for hints on searching Information Consultants /library/ic/index.shtml IT Service Desk (IT access problems) MyIT Portal https://myit.abdn.ac.uk Tel. 01224-273636 (also Out of Hours number)
What s next? Any questions? Practical session Follow the worksheet