Notes

Outline

Using RefWorks   to Manage Your Bibliographic Citations Stella Ota Malgorzata Schaeffer Physics Library Green Library skota@stanford.edu mschaefe@stanford.edu Lina Yamaguchi ATS-Undergraduate Research Programs llama@stanford.edu September 12, 2005

Workshop Outline What is RefWorks? Access to RefWorks at Stanford Create and Organize Your Own Database Format Bibliographies and References in Manuscripts Help and Support

What is RefWorks? RefWorks is a Web-based bibliography and database manager RefWorks allows you to create a personal, searchable database of citations RefWorks formats your citations into your Microsoft Word documents as footnotes or a custom bibliography

What is RefWorks? Because RefWorks is entirely web-based (the bibliographic records reside on the web, not on your computer), you can access your bibliographies from any Internet-connected computer Reminder: Be sure to back up files

Access to RefWorks at Stanford RefWorks is free for Stanford students, faculty, and staff because the Stanford University Libraries have purchased a campus-wide site license. Sign up for an individual account: http://www.refworks.com/refworks If you want to continue using RefWorks after you leave Stanford, you can set up a personal account for $80/year (vs $100/year for a new account) per username.

Access to RefWorks at Stanford You can have as many accounts as you like and there’s no size limitation for an account (server space or number of records). To support collaboration, it is possible to share read/write or read-only access to an account.

Access to RefWorks at Stanford: Authentication and Security Access is based on IP address plus personal login name and password for each account.  Must set up a personal account when you are on-campus. Remote or off-campus access – The confirmation email for each new account will include a Group Code name.  Must use this to access RefWorks off-campus. The Group Code name is confidential and should not be given to people at other institutions. Login name, password, and Group Code are all encrypted by RefWorks.

Access to RefWorks at Stanford: Compatibility Web Browsers Internet Explorer 5.0 or later Netscape 6.0 or later Mozilla and Firefox work well but are not officially supported Word Processors Word for Windows 2000 or later Word for Mac 98 or later Any word processing program which allows you to save your files as RTF, including Ami-Pro, FrameMaker, OpenOffice, StarOffice, and Word Perfect

Create Your Own Database: Overview Five ways to create a database: Use Direct export Import records from a saved text file using a filter Manually type in data Search using RefWorks interface

Create Your Own Database in RefWorks: Using Use       to download reference from a Stanford-licensed database into RefWorks Advantage: Same method in every database using Disadvantages: Can download only one citation at a time All fields may not correctly download

Create Your Own Database in RefWorks: Direct Export of Records from the Database You’re Searching Use regular search interface for databases supporting Direct Export of records into RefWorks (use “Export” button). Advantages: Ease of transferring information into RefWorks. Disadvantages: Direct Export is not available for most databases. All fields may not correctly download

Create Your Own Database in RefWorks: Using Import Filters Use search interface of database, save results in a tagged format, and then import records afterwards using a filter. Advantage: Use full search features of databases to find relevant information. Disadvantages: Must use the specific filter that was created for a specific information provider of each database. Filters may not correctly map all fields in a record.

Create Your Own Database in RefWorks: Manually Enter Records Manually create new records by filling in the templates provided in RefWorks Advantages: Faster when you have the source in hand or can’t find an electronic record to import Quality control—you put the information there properly Disadvantages Takes time Introduce typos Enter wrong bibliographic information, etc.

Create Your Own Database in RefWorks: Search Using RefWorks Interface Use RefWorks Search Interface for Selected Library Catalogs Z39.50 Compliant Databases Advantages: Ease of transferring records into RefWorks. Disadvantages: Not available for many databases. Username/password required even if Stanford’s access is controlled by IP address. Only basic search features of database available. May miss or get too much information.

Create Your Own Database in RefWorks: Complying with Usage Agreements While it’s technically easy to download many records from databases, doing so will violate usage agreements we have with data providers. Violating usage agreements can result in loss of access to a resource for the entire campus. Rule of Thumb: downloading up to 200 records for a search session is okay. Contact your local librarian if you are having trouble refining results.

Creating a Paper With References and Bibliography Two methods can be used to create a paper with formatted references and bibliography Write-N-Cite (plugin for MS Word and I.E.) One Line / Cite View Output styles – numerous styles are available. If the style you need is not available Use the style editor to create your own output style.  Detailed instructions are available: http://www.refworks.com/RefWorks/help/OutputFormatEditor.htm Submit a request to have RefWorks add a style

Help and Support for RefWorks Stanford University : RefWorks http://library.stanford.edu/depts/serg/services/instruction/bibsoftware/refworks.html RefWorks Help https://www.refworks.com/Refworks/help/Refworks.htm UC Berkeley Bioscience & Natural Resources Library: RefWorks http://lib.berkeley.edu/BIOS/refworks.html

What’s next? Time to see RefWorks in action Then… Time for you to create your own RefWorks database