Introduction to RefWorks

(using Word 2013)

Learning Objectives:

Access and set up your RefWorks account

Add references to your RefWorks account

Organise references in folders for ease of access

Manage and edit your references

Format your paper to your required citation style

January 2015
 Contents

What is RefWorks? ......................................................................................... 3

Accessing RefWorks ....................................................................................... 3

How to Register for your RefWorks Account: ............................................................................ 3

Accessing your Existing RefWorks Account ............................................................................... 3

Help ............................................................................................................. 4

Adding References by Manual Entry ................................................................. 5

Adding References from Google Scholar ........................................................... 5

Setting up Automatic Google Scholar options ........................................................................... 5

Previewing your References in APA 6th style ............................................................................ 6

Editing References ................................................................................................................ 8

Entering Authors .................................................................................................................. 8

Adding References from Databases (Direct Export) ............................................ 9

Adding References from ProQuest ........................................................................................... 9

Adding References from Library Search ............................................................ 9

Organising and Managing your References........................................................ 12

Creating Folders ................................................................................................................. 12

Deleting References from your Account ................................................................................. 13

Adding an Attachment eg a PDF to a Reference ...................................................................... 14

Sorting and Searching your References ................................................................................. 14

Writing your Paper: Inserting References and Creating Bibliographies .................. 15

Selecting an Output Style for Writing: Output Style Manager ................................................... 15

Downloading Write-N-Cite 4 (Internet Explorer) .................................................................... 16

Launching Write-N-Cite ....................................................................................................... 17

Inserting a Citation ............................................................................................................. 18

Editing a Citation ................................................................................................................ 18

Creating your Bibliography................................................................................................... 20

Inserting Footnotes into your Paper ...................................................................................... 21

Syncing your Database and Removing Field Codes .................................................................. 21

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What is RefWorks?
RefWorks is a web-based database that allows you to store and manage your
references, and to create formatted bibliographies and papers.

Your references are stored on the web, not on your computer.

You access your collection of references via the Internet.

You have access even when you leave the University of Auckland.

Accessing RefWorks

How to Register for your RefWorks Account:

1. Go to the Libraries and Learning Services homepage
http://www.library.auckland.ac.nz
2. From the Quick links drop down menu select RefWorks.
3. Click on Connect to RefWorks button.
4. You may need to enter your University NetID and Password.
5. The RefWorks User Login for University of Auckland page will display. Click on
Sign up for a New Account.
6. Enter the required data for Account Information and User Information.
Click Create Account.
7. You are now ready to begin using RefWorks.

Accessing your Existing RefWorks Account

1. Go to the Libraries and Learning Services homepage:
http://www.library.auckland.ac.nz
2. From the Quick links drop down menu select RefWorks.
3. Click on Connect to RefWorks button.
4. You may need to enter your University Net ID and Password.
5. Enter your RefWorks Login Name and Password.

Note: You must always connect to RefWorks through the above method to
ensure off-campus access.

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Help
Learning about RefWorks will require some patience on your part.

You can use this handout to achieve all the Learning Objectives we have listed on
the cover.

Youll get the most out of RefWorks and also learn to solve your own problems by
using the webpages below, and especially the videos embedded in these help
screens. Later in the workshop we will access information on the Help Page.

Referencing: the basics

http://flexiblelearning.auckland.ac.nz/reference-management/

The Libraries and Learning Services RefWorks Website

http://www.library.auckland.ac.nz/refworks/
The ProQuest RefWorks Website

http://www.refworks.com/content/path_learn/content.asp
RefWorks contains a Help section - guides and YouTube tutorials:

If you have tried looking for a solution yourself but have been unable to find one,
complete the online form located on the Libraries and Learning Services RefWorks
Help Page: http://www.library.auckland.ac.nz/refworks/help.htm

Still cant find the answer to your

question?

Student: Submit a Help Form

Staff: Submit a request in Staff Service
Centre

Queries are dealt with Monday - Friday,

9am-5pm.
We will send you a reply
within three working days.

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Adding References by Manual Entry

To create your own blank reference, click on .

How to enter reference information is covered in more detail in the Editing
References section on page 8.

Adding References from Google Scholar

1. From the Libraries and Learning Services homepage, click on Databases >
Search scholar.
2. Click on Google Scholar > Direct Connect.

3. From your search results, click on Cite under the citation you wish to export.

4. Click on RefWorks for the cite options.

Setting up Automatic Google Scholar options

You can customise Google Scholar settings to always export to RefWorks.

1. Click the Settings icon (in the top right corner), then scroll down to
Bibliography Manager.

2. Under Bibliography Manager, check Show links to import citations then

select RefWorks.

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3. Click Save.

4. Enter your search term(s), click Search.

5. Results show with an Import into RefWorks link.

6. Click Import into RefWorks to import a single reference into RefWorks.

7. Select View Last Imported Folder to view the imported records.

At any time if you would like to see all of your references in your Account click
on References or View > All References

Note: It is only possible to import each item individually.

Previewing your References in APA 6th style

You can add your chosen Output Style to your View options to see how your
references will look in your chosen style. This is useful if you want to ensure you
have chosen the correct style.

1. Click Customize at the top of the screen or from the Quick Access links on the
right hand side.

2. Select APA 6th- No Title Casing Applied* in

the first Output Style Choices for Reference View
drop-down. (You can select up to 3 Output Style
Choices to preview your references in RefWorks).

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3. Click Save Customized Settings at the bottom of the page.

4. Select View / All References from the toolbar.

5. Select the APA 6th style in the Change View dropdown menu.

6. Your references will be displayed in APA 6th style giving you a preview of how
the references would look formatted for a reference list or bibliography.

*For APA referencing use APA 6th- No Title Casing Applied (rather than the
standard APA style).

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Editing References

Citation details imported should always be checked for accuracy and edited if
required.

1. Click on the Edit icon above a reference. To view contents or make

changes to the record, eg, to add a personal note: click Additional Fields
and you will see there is a Personal Notes field. You can add your own
notes to the reference.

2. Remember to click on Save Reference.

3. Click on the X in the top right hand corner.

Entering Authors
Names: Author names should be entered: Last, First, Middle, eg Smith, J.R. Each
entry must be separate by a semi-colon, eg Smith, J.R.; Jones, Robert K.

Corporate Authors should be entered exactly the way they should appear in the
Output Style. For example, Ministry of Health could be entered as MoH or Ministry
of Health depending upon what you
want to appear in the formatted
bibliography. When you click on Save
Reference, an alert will display saying
that an author name has been entered
incorrectly ignore the message in this
case.

NOTE: You get this prompt when you

enter a corporate author.

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Adding References from Databases (Direct Export)

RefWorks allows you to export references from many University of Auckland library
databases directly to your RefWorks account.

Under the Save or Export function within a particular database select or click on
the Save/Export to RefWorks option.

Ebscohost Gale

JSTOR ProQuest

Adding References from ProQuest

1. From the Libraries and Learning Services homepage, click on Databases >
Search proquest.
2. Click on ProQuest > Direct Connect.

3. Search for a topic, select a record and click on eg

Adding References from Library Search

You can either export items from The Catalogue into RefWorks (as you would with
other online databases) or you can search the Library Catalogue from within
RefWorks.

You may sometimes be asked to re-enter your RefWorks credentials.

Example: Adding Individual Items

1. Go to Library Search (the Library Catalogue) on the Library homepage

(http://www.library.auckland.ac.nz). Click on The Catalogue.

2. Search on cyber savvy

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3. Click on the Details tab beneath one of the search results and select
RefWorks from the Actions menu.

You will need to correct any errors commonly the author, publisher, place of
publication fields.

Authors: Willard,Nancy E.; Authors: Willard,Nancy E;

Publisher: Thousand Oaks, Calif. : Corwin Publisher: Corwin

c2012
Place of Publication:
Place of Publication: Thousand Oaks, Calif. Thousand Oaks, CA.

Adding Multiple Items

To export multiple items you will need to add items to My Library Account.

1. Repeat Steps 1 3 as above.

2. Select results that you would like to export by clicking in the check boxes. Click
on My Library Account.

Note: you will need to sign in to Library Search if you would like to keep the
results in your My Library Account.
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 3. Click on the My Saved Items tab and select your items again. Click Go next to
Push to RefWorks from the drop down menu.

Example: Searching the Catalogue from within RefWorks

Note: In some instances when you export from the Library Catalogue to RefWorks,
you might be asked to re-enter your RefWorks credentials.

1. In your RefWorks account click on Search > Online Catalog or Database.

2. Select University of Auckland from the list. (Press letter u ).

3. Enter your search terms in the Quick Search for box. Click on Search.

Search for a title eg a book you have borrowed from the Library.
4. Select the items you would like to import and click Import.

5. An alert message will display. Click OK.

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Organising and Managing your References

Creating Folders
Organise your references in folders to keep related references together. It is
possible to file a reference in more than one folder.

Example: Create a folder and move 2 references to this folder

1. Click on the New Folder icon.

You can also click and drag
individual references to a
folder by clicking on the grey
area above a reference. Or
drag the Selected, Page or
All in List radio button to the
2. Name the folder: Cyber safety. Click on Create. destination folder in the
Folders area (located on the
Quick Access bar on the right
hand side of the screen).

3. Select 2 of the references and select Cyber safety from the Add to icon
drop down menu.

Add to

4. A message should appear at the bottom of the screen to confirm that the
references have been moved to the folder.

5. To see the references belonging to this folder, go to

Folders > Cyber safety on the right hand side of
the screen.

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Deleting References from your Account
1. To delete a reference from your account please select the item and then click on
the Delete button.

This moves the reference(s) to the Deleted References area. References from the
Deleted References area can be restored to your RefWorks account by clicking on
View / Deleted References on the toolbar. Select the references to restore and
click on the Restore icon.

Deleted References will automatically and permanently delete after 30 days.

Deleting a reference from a folder also deletes it from your All References.
Note: you will receive a warning sign before the item is permanently deleted.

2. To remove a reference from a folder (but keep the reference in your RefWorks
account). Select the Remove from Folder icon.

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Adding an Attachment eg a PDF to a Reference

1. Click on the Edit icon for the relevant reference.

2. Scroll down the screen to Attachments.

3. Browse to the saved document and click on Open. The file will be added as an
attachment. Click on Save Reference. Save and close reference.

Sorting and Searching your References

Your references are sorted by Authors, Primary as the Default. To see your
reference list sorted using a different order, change the Sort by drop-down box.

Searching your References

The quickest search is the Search Your Database (top right hand of screen).

Enter your search word(s) in the box and press Enter or click on Search.

You also have the option to search attachments by clicking

on the paperclip (toggle) icon next to the search box.

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Writing your Paper: Inserting References and
Creating Bibliographies

Selecting an Output Style for Writing: Output Style

Manager
You need to select an output style for your word document.

*Check with your departmental guidelines for the appropriate style to choose.

By default, RefWorks only shows a small number of favourite Output Styles.

Additional styles may be added to the Output Styles Manager for use with
Create Bibliography within RefWorks, or when using the Write-N-Cite feature of
RefWorks with Microsoft Word.

1. From RefWorks, click on Bibliography > Output Style Manager or use the
Quick Access links on the right hand side of the screen.

2. Browse or search for an output style to add to your list of favorites.

3. Select the output style in the List of Output Styles box

4. Click on the right pointing green arrow to make the selected style a favorite.
Adding References from Library Search

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There are two options to use when you are writing a paper. You can download a
program which works with Microsoft Word and RefWorks (Write-N-Cite 4) or use
the One Line / Cite View within RefWorks. The quicker and recommended approach
is to use Write-N-Cite.

Downloading Write-N-Cite 4 (Internet Explorer)

Write-N-Cite 4 is available on most of the University Library and Information
Commons computers. Download it for home use:

Ensure that all instances of Microsoft Word are closed

Log-on to your RefWorks account.

1. Go to Tools > Write n Cite.

2. Click on Write-N-Cite for Word.

3. Click Save and choose a location for

the installation file.

4. If you get an Internet Explorer Security Warning:

The publisher could not be Verified ignore this
and click Run.

5. Follow the instructions in the set-up wizard and

click Finish.

For more detailed instructions on installation go to:

http://www.refworks.com/refworks2/help/Installing_Write-N-
Cite_for_Windows_(June_2012).htm

If you have any problems installing WriteNCite, you may not have
the requisite software installed. Please refer to :
http://www.library.auckland.ac.nz/refworks/docs/wnc4%20installation%20instructions.pdf

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Launching Write-N-Cite
1. Open a Microsoft Word document.

2. Click on the ProQuest tab on the main Word toolbar.

3. From the settings area, click Log In.

4. The Write-N-Cite Login window will appear.

5. Type in your RefWorks Username and password and click on Login.

6. Write-N-Cite will now sync with your RefWorks library downloading

your references and preferences. Depending on how large your library is,
RefWorks may take a little while to sync:

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Inserting a Citation
1. Click on Insert citation > Insert New.

2. The Write-N-Cite Insert > Edit Citation dialog box will appear.

3. Find and select your reference via the Folder list, or use the Search
References search box.

4. Click OK to insert the citation.

Points to Note:
Once you start using Write-N-Cite, you will find that your recently added citations will appear
above the Insert New option for quick retrieval.

Do not log out of your Write-N-Cite account, unless you are working on a public computer
without a personal log-on. If someone does gain access to your Write-N-Cite tab on a public
computer, they will be unable to edit references.

All changes need to be initiated from your RefWorks account.

Editing a Citation

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 Example: Editing a Citation to include a Page Number

1. Highlight the citation by clicking your cursor somewhere inside the

citation (it should turn grey).

2. Click on Insert citation > Insert New. The dialog box

will open.

3. Make sure the citation you would like to edit is highlighted in the bottom
Compose citation section of the open window.

4. Type the page number as you wish it to appear into the Suffix box. You
will be able to see how the edited citation will now look in the Preview
Citation area.

5. Click on OK.

Example: Edit a citation to remove the authors name(s)

1. From the dialog box select the Hide Author box.

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 2. You can see the edited citation in the Preview area.

3. Click OK.

Creating your Bibliography

1. Position your cursor at the end of your
document.

2. Click on the RefWorks tab.

3. Click on Bibliography Options > Insert Bibliography.

Points to note:

Your bibliography will be inserted wherever your cursor is positioned.

You can remove your bibliography easily by selecting Remove Bibliography.

Your bibliography will be formatted in accordance with your selected Style. Be

cautious if you select Format Bibliography and unlock default settings.

Your Word document with in-text citations and references will appear as follows:

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Inserting Footnotes into your Paper
1. To ensure your selected style supports footnoting, make sure Notes appears
somewhere in the style description. To locate the style description:

a) From the RefWorks tab in Word, go to Style:

b) Click the arrow and scroll down for a full description,

e.g.:

2. Select Insert Citation > Insert New. In the Insert/Edit Citation

window, find the required reference, check the Make Footnote box.

3. Click OK and check that your footnote is correctly formatted.

4. If you need to edit your footnote: click to highlight it, then double click
to open the Insert/Edit Citation window. From this window you can
also add footnotes or delete your footnote.

Syncing your Database and Removing Field Codes

Syncing your Database

When you open Write-N-Cite, it starts a syncing process to download any changes
youve made in your RefWorks account.

If you make a change to your RefWorks database while you

are working on a document in Word you can use the Sync
My Database button to integrate any changes immediately.

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Removing Field Codes

When you insert citations into Word, they have hidden codes attached to them.
These codes allow RefWorks to format, un-format, and re-format citations. If you
are going to submit your work to a publisher or another situation where the
document will be re-formatted, it is preferable to remove the field codes from your
document first.

Remember to save a copy of the original document with the field codes
first, without the field codes attached, you will not be able to edit or update your
citations.

To remove the field codes:

In the Write-N-Cite Extras area, click on Remove

Field Codes.

After the workshop, we recommend you practice the

skills you have learnt . Try:

Adding articles and books you have already read.

Saving a copy of an old assignment. Put the citations in using

Refworks.

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