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Reference Manager 11
Reference Manager is software that allows you to: Build and manage a reference database Insert those references directly into a paper Automatically generate a bibliography in the style format of your choice Share databases with others when the software is networked Creating a New Database
- Click on "File" and select "New Database"
- Type in a name for your database, and determine it's location
- Click on "New" to create and save the new database
Opening a Previously Created Database
- Click on "File," and select "Open Database"
- From the file list, locate and highlight the database that you wish to open
- In the bottom left-hand corner, select the "Access Rights" that you want
- Click "Open"
Adding References to Your Database Manually Inserting a new Reference
- Open the database
- Click on “References” and the "New" (or simply press the Insert key)
- Define "Ref Type" (book, journal article, etc.)
- Enter the bibliographic data into each of the fields (fields with an asterisk are required fields)
- When data has been entered, click "Save" the record in the "File" menu
Importing References from Other Databases PubMed - Two Methods Conduct your search within PubMed and Import File into Reference Manager
- Display the PubMed records you wish to import in a MEDLINE format
- Save these as a text (.txt) file
- In Reference Manager, under "File," select "Import Text File"
- In the "Import Text File" window:
- Select the destination database
- Select the filter to be used (in this case PubMed)
- Browse filters by clicking on the
button
- Select the file--your saved search--to import
- Browse files by clicking on the
- Click on "Import"
- "Successfully Imported" appears, click "Okay"
- At option to save the log of records imported, click either "Close" or "Save"
- The record are now imported into your database
Conduct your search of PubMed from within Reference Manager
- Open Reference Manager, select "Tools" and then "Internet Search"
- In popup search window, make sure "Internet Search" box is checked
- Select the database to be searched, in this case "PubMed"
- Formulate your search, selecting fields, connectors, and terms for your topic
- To run search, click on binocular icon
- A popup will open indicating number of references being retrieved
- Click "Okay" to continue retrieving results
- Results are made available to you in the format of a Reference Manager database
- You can save this as a new database or copy records another database
Science Citation Index (Web of Science) - Two Methods Conduct your search in SCI and Export Records into Reference Manager
- In SCI, save search to the "Marked List" by selecting records, then clicking the "Submit" button under "Mark" option
- Click on "Marked List" button to display records
- In "Step 1" select fields you wish to export
- Then, under "Step 2," click "Export to Reference Software"
- An SCI "Processing Records" window and your Reference Manager software will open
- Next, a "Select Reference Manager Database" popup window will open
- Select the database where records are to be
- Click "Open"
- Records are automatically downloaded to the database
Conduct your search of SCI from within Reference Manager
- Open Reference Manager, select "Tools" and then ""Internet Search"
- In popup search window, make sure "Internet Search" box is checked
- Select the database to be searched, in this case "ISI Web of Science"
- Formulate your search, selecting fields, connectors, and terms for you topic
- To run search, click on binocular icon
- A popup will open indicating number of references being retrieved
- Click "Okay" to continue retrieving results
- Results are made available to you in the format of a Reference Manager database
- You can save this as a new database or copy records another database
Other Databases Conducting your search in the database
- Some databases will require that you save records as a text file and then import the records (see PubMed, above, as an example)
- Other databases, such the OVID databases, will provide an "Export to Reference" button that activates your Reference Manager software, and exports the records (see Science Citation Index, above, as an example)
Manipulating Your Reference Manager Database Editing a Single Reference
- Open the database, the window should be split in two sections: an upper and a lower half
- Click on the record--located in the lower half--that you wish to edit
- The details of that record will be displayed in the upper half of the screen
- Click on any area of the details and make the needed changes
- To save your changes, click on "File" and the on "Save"
Copying References from One Databases to Another
- Open the databases you will be working with
- Check or highlight the references to be copied
- Select "Reference," and then "Copy Between Databases"
- In the popup window:
- Select the "Source Reference List" (database you are copying from)
- Indicate if you have checked or highlighted the records
- Select the "Destination Database"
- Click on "Copy"
- Respond "Yes" to every record being copied, or "Yes to All"
Searching for a Set of Reference Within a Database
- Open the database, select "References" and then "Search References"
- From the drop down box select database to be searched
- Formulate your search, selecting fields, connectors, and terms for you topic
- To run search, click on binocular icon
- Under "Results" (far right) review results of each search segment
- To view results of full search click on last segment, these will open in the format of a Reference Manager database
Locating and Removing Duplicate Records from a Database
- Open the database
- Click on "Tools," move cursor to "Batch Operations," and select "Duplicate Search"
- In the "Batch Duplicate Search" popup window, select database you wish to search for duplicates, click "Search"
- Duplicates--if found--are displayed in a split screen
- To check and compare duplicates:
- Highlight both duplicates in the duplicate list
- Click on "References," then "Open and Tile"
- You can scroll though both references, copy and paste text from one to the other
- To delete a duplicate record:
- Highlight record, click on "References," and then "Delete"
Changing the Default for Handling Duplicate Records When Importing References
- Select "Tools," then "Options"
- In the pop-up window, select "Import" tab
- Select one of three options under "Duplicate references" to:
- "Import" duplicates
- "Do not import" duplicates
- "Put in duplicates database"
Using Your Reference Database While Writing a Paper in MS Word Selecting an Output Style for Your Paper
- Open your paper in MS Word
- Select "Tools," then "Reference Manager 11," and click on "Generate Bibliography." Note: a Reference Manager tool bar is also available at the bottom of the MS Word screen
- Reference Manager software opens and a popup window will appear
- From the "Output Style" drop down menu, select a reference style
- Click "OK"
- The references that you insert into your paper--and the bibliography that is generated--will be formatted in this style
Inserting a Reference in Your Document
- Open your paper in MS Word
- Position cursor in your paper where the reference will be inserted
- Open Reference Manager and database, locate and mark reference. Note: a Reference Manager tool bar is also available at the bottom of the MS Word screen
- In MS Word select "Tools," then "Reference Manager 11," and click on "Insert Marked Reference."
- Reference is automatically inserted into your text and added to bibliography
Formatting Your Bibliography
- Open your paper in MS Word
- Select "Tools," then "Reference Manager 11," and click on "Generate Bibliography." Note: a Reference Manager tool bar is also available at the bottom of the MS Word screen
- Reference Manager software opens and a popup window will appear
- From the "Output Style" drop down menu, select a reference style
- Click "OK"
- The bibliography--and references in the text of your document--are formatted in the selected style
Creating a New Bibliographic Style Find a Similar Style to the One You Need
- Open Reference Manager
- From the "Tools" menu, choose "Bibliography" and then "Open Output Style"
- Scroll through the list of styles
- Click on a style, the reference format for that style will be previewed below
- Or, click on the "Search" button, located below the list of styles, and search for a style similar to the one you need
- Search by entering the type of "In-Text Citations," "Field Order," and/or "Bibliographic Sort Order" that you want
- Select (highlight) a style and click on "Open" and the Style Window will open
Save the Style and Then Make Changes to it
- From the file menu select "File" and then "Save As"
- Give this style copy a new name and save it. The new style will remain open for changes
Make Changes to the Style
- Select the "In-Text Reference" tab
- Under "Reference Type" select "Generic," then, in the "Definitions" box, make changes, if any to the fields
- Select the "Bibliography" tab
- Under "Reference Type" select the type of reference you wish to make changes to, for example: journal, or book, or electronic citation
- For each reference type, change the fields as needed
- Save the changes: from the file menu select "File," then "Save As"
Access Rights Networked editions of Reference Manager allow for an administrator to set access rights for each database. By default, individuals set access rights to their own databases each time they open one.
- Read-Write Share - allows access to all database functions except global operations such as "Change Database Sort Order," "Global Edit," and "Field and Type Edit."
- Read-Only Share - allows user(s) to read database content, but does not allow changes to be made
- Read-Write Exclusive - allows global edit, batch functions, field and type edits, and customized database sorting. Prevents access by others while you have the database open.
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