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Using RefWorks Citation Management Software - Health Sciences Library - New York Medical College

Using RefWorks 2.0 Citation Management Software

RefWorks is web-based software which allows you to create a database of references, manipulate and organize the database, and use those references when writing papers. It is licensed by the Health Sciences Library for use by the New York Medical College community.

Accessing RefWorks

If you are off campus click on the LOGIN link located on the Health Sciences Library homepage and enter your barcode and password before going to the Databases Page. RefWorks is listed alphabetically.

Creating a RefWorks Account

On the Databases web page click on RefWorks. A login page will appear for RefWorks. To create an account with a user name and password, click on Sign up for an Individual Account, complete the form, and click Register.

RefWorks Group Code rwnymc

Populating Your Database

Creating Folders

  • Folders help you organize your database by topic or project
  • To create a folder, select New Folder. The Create New Folder window will open. Name the folder
  • Click OK
  • You can now import references, or move existing references, into your folder

Importing Records

You can populate your RefWorks database with references from many of the Library's databases. Below are some examples of ways to import references. If you need assistance with other resources, please contact the Reference department at 914-594-4210.

Entering a Reference Manually

  • From the Refworks Toolbar, select References, then Add New
  • If you know the citation format you will use in your paper, select it from the View Fields used by drop down menu
  • Select a destination folder
  • Select a reference type from the Ref Type drop down menu
  • Type or paste citation data into the appropraite fields
  • Click on Save Reference and close the window

Importing Records from PubMed

  • Conduct a search in PubMed
  • Select the records you wish to import
    Two Methods. Select One:
  • Method 1 - Under Display Settings, select MEDLINE. Click Apply. Save the file as a text file: File, Save As, Choose a location, Name the file, Save as .txt OR Method 2 - Click Send To: Citation manager. Click Create File. The file will automatically download as a text file. Note where your downloaded files are saved to so that you an get the file later
  • Log on to RefWorks
  • From the RefWorks tool bar choose References, then Import
  • From the Import Filter/Data Source menu select NLM PubMed
  • Click on the Browse button to locate the file you wish to import
  • Choose the destination folder (optional) from the Import into Folder drop down list
  • Click the Import button

References can be viewed in the Last Imported Folder.

Searching PubMed from Within RefWorks

  • Select Search (from the toolbar)
  • Select Online Catalog or Database
  • Select PubMed from the drop-down Search menu
  • Enter search terms
  • Click Search
  • Select articles by clicking in the box to the left of each article
  • Click on the drop-down menu at the top of the window next to Import to Folder
  • Select the destination folder
  • When prompted to send references to the folder, click on OK
  • Click on View Last Imported Folder to see that your references are safely located in the appropriate folder

Direct Export from the Scopus Database

  • Search the Scopus database
  • Select the references you wish to export
  • Click on the Export link
  • Select the Export option
  • For the Export format choose RefWorks direct export
  • Select the type of Output you want, then click on Export
  • Log into RefWorks if you are not already logged in
  • Selected references will automatically be imported
  • Click on View the Last Imported Folder to view imported records
  • Note that this method does not let you specify a destination folder, so you must move references into the appropriate folder

Organizing and Searching your RefWorks Database

Searching Your RefWorks Database

  • From the Refworks Toolbar, select Search, then click on Advanced
  • A Search Field menu allows you to specify the field to search
  • The References to Search menu allows you to search all of your references at once, or to select and search specific folders
  • Once you have filled out the search box, click on Search at the bottom of the page

Organizing Your References

  • Click on the tab for Organize & Share Folders
  • A list of your folders is presented
  • Clicking on a folder's corresponding folder icon will let you create a subfolder, rename a folder, clear it, delete it or check for duplicate references
  • If you wish to move references from one folder to another, simply access the folder and select the references you wish to move
    • Click on the Add to folder icon and select the destination folder
    • RefWorks will move a copy of the references to that folder

Preparing Your Computer and Word-processing Software to use Write-N-Cite

Install Write-N-Cite -- A utility that allows your word processor to work with RefWorks

  • From within your RefWorks account, under Tools select Write-N-Cite
  • Install the correct version of Write-N-Cite for your computer
  • The latest version, Write-N-Cite 4, may require you to install some preliminary programs like, Visual Studio 4.0 (VSTO) or .NET Framework 4.0. These may take several minutes to install.

For Write-N-Cite III and lower: Set Up a Login for Off-Campus Use -- after installing the Write-N-Cite utility, do the following:

Windows (For Write-N-Cite III and lower):

  • Click on Start (at the bottom of your Windows screen)
  • Select All Programs, and then RefWorks
  • Click on WNC Configuration Utility
  • In the box that opens, copy and paste the the following URL:
  • Then, click OK
Mac (For Write-N-Cite III and lower:):
  • Open Write-N-Cite
  • Select Preferences from the Write-N-Cite menu
  • Select the Proxy option and enter the Proxy Server URL:
  • Restart Write-N-Cite for this proxy configuration to take effect

    Note: If you are using the Innovative Interfaces 2005 LE Millennium Version, you must use this configuration:
  • Restart Write-N-Cite for this proxy configuration to take effect

Inserting References into Your Text and Formatting Your Document

Write-N-Cite 4, the latest version of Write-N-Cite, integrates with Microsoft Word by creating a RefWorks tab in Word.

Using Write-N-Cite 4:

  • Open your MS Word document.
  • Click on the RefWorks tab.
  • Log in with either the group code (rwnymc) and your user name and password, or by pasting the code from within RefWorks (under Tools >Write-N-Cite).
  • If necessary, click Sync My Database.
  • Select an Output Style from the drop-down list next to Style.
  • If your Output Style is not listed within Write-N-Cite, you must load it from within RefWorks by clicking on Bibliography and Output Style Manager.
  • Click Insert Citation, Insert New, choose a folder, choose a reference, click OK.
  • To add your bibliography, click Bibliography Options >Insert Bibliography.

  • Using Write-N-Cite III:
  • Open your MS Word document.
  • Click on the Write-N-Cite icon located on your desk top, or under Progams or from your MS Word tool bar (under Add-Ins in Word 2010)
    • Log in when prompted
    • A RefWorks window will open providing you access to your folders and references
  • Place the cursor in your text where you would like to insert a reference
  • Find the desired reference and click on Cite
    • A place holder for your reference will appear on your document
  • Repeat for all of your references

Formatting Your References and Creating your Bibliography with Write-N-Cite III:

  • While in your MS Word document, with Write-N-Cite open, click on Bibliography
  • Select an Output Style from the drop-down list, then click on Create Bibliography
  • RefWorks creates a formatted document with a reference list
  • To make subsequent changes, or to later reformat, return to the original document and re-execute the above steps
  • If your Output Style is not listed within Write-N-Cite you must load it from within RefWorks by clicking on Bibliography and Output Style Manager
  • If your Output Style is not listed within RefWorks, it is possible to create a customized format. For assistance, please request a consultation

Working offline (without a connection to the Internet) is possible. Please see the ReWorks "Help" or "Tutorial" for instructions.

Updated 12/16/2013 D. Crooke

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