Mendeley Teaching Presentation Script

S1: [introduce yourself + title of presentation] Hello and thank you for joining this introductory session on Mendeley. My name is [insert name] and over the next 45min-1 hr Ill be taking you through the research services provided by Mendeley and how it supports academics, students and other professionals (or researchers) in their work with scientific literature. S2: The agenda for todays session will be to cover what Mendeley is and how its features can help you stay organized, collaborate and discover research. As well as how you can learn more. S3: So lets get started with What Mendeley is. S4: Mendeley is a service for researchers to organize, collaborate, and discover research. It is a free academic software that is non-platform nor browser specific. Meaning you can use it with a mac/PC or linux operating system as well as any internet browser that you already use. Mendeley is essentially a reference management tool combined with an online social network that allows it to be a collaboration and discovery platform for researchers. The Desktop Client helps you import & organize papers as well as generate citations & format bibliographies quickly and easily. While Mendeley Web, the cloud service, encourages collaboration and discovery. The Desktop software syncs with the Web account so you can access your library anywhere. It also anonymously harvests the metadata from all of the people using Mendeley and indexes it, which is what our publicly searchable catalog is made up of. We crowdsource the information and give it back to our users in interesting ways, which I will speak more about later. In addition to Mendeley Desktop and Mendeley web we have also developed mobile apps, currently for apple products but third parties are also developing for the android platform. Currently we have over 1.5 million users on the Mendeley network and are growing everyday! S5: Briefly touching on the history of Mendeley, the original idea came from graduate students who were unhappy with how difficult it was to manage all the materials they needed for their dissertation. It has since grown to over 40+ people from a variety of US, Canadian & UK institutions. Based in the UK, Mendeley has expanded to the US and has maintained strong focus on the needs of the individual researcher. This idea is an overall theme that explains many of the design decisions weve made. S6: So lets jump into the software itself and speak about Mendeleys reference management features first. S7: After you download the Mendeley software you will be guided through some steps to setup your Library. Mendeley desktop is the software that you download for free and lives on your local computer. Some

basic interface features of this library are highlighted here. On the left hand side you have a menu of categories such as all documents, favorites, needs review, groups etc. Whatever category is highlighted in this menu will be displayed in the center pane. Then if you select a document from the center section those documents details (or metadata) are displayed in the right column (things like title, abstract etc.) You can also edit any of these details and add and tags or keywords you wish to. S8: Next, we wanted to make it as easy as possible to get documents into Mendeley. So there are multiple ways to do so. You can use the file menu or the green add file icon in the top left corner of your library. Choosing these will allow you to browse your computer for any files and/or entire folders that you want to add. You can also simply drag and drop a single file or multiple files into the center area and those documents will be added. Additionally, you can setup what we call a watch folder and it will automatically import PDF files. When you add documents into Mendeley Desktop it will try to extract document details or what we call metadata from the document. So it will try to pull in details such as the author, title, journal, abstract etc. automatically- which saves you the time in having to add such details manually. If you happen to already have an existing library of references we also offer integration options for getting those documents into your library as well, either by import of common reference formats such as Endnote XML or BibTeX or RIS, or by directly syncing with the application. So for example, you can easily add your Endnote references into Mendeley by saving your EndNote library as an .xml file by importing it into Mendeley. You can also choose to directly sync your mendeley library to your zotero account and it will pull in all the information you have previously collected in one click! Additionally, you can use the Mendeley web importer to pull citations directly from online and or search the Mendeley catalog and add documents in a single click. I will get to that option later. **DEMO OPPORTUNITY [ Prep: Have some PDF files ready to import, some single files as well as folders, test adding the files before the demo to make sure meta data is clean.] [Action: Open Mendeley Desktop > Drag + Drop one research file to library> Drag and drop or use menu icon to browse to folder of papers> Add folder of papers to library to showcase how quick and easy adding files is] S9: When documents are added to your library Mendeley automatically pulls in as much metadata details along with the file as possible. However, when documents have incomplete metadata, or Mendeley is unable to pull in all the metadata it will be flagged for review. Once flagged for review it will live in the needs review collection and there are multiple options for searching for the missing data. The first option is to use Google scholar and look up the document by title and see if it can pull in additional details. You can also use catalog I.D.s such as the DOI, PubMed or ArXiv id to look up your entry. **DEMO OPP [ Prep: Have some PDF files ready to import, some single files as well as folder, test adding the files before the demo to make see what metadata doesnt transfer in] [Action: In Mendeley Desktop > Drag + Drop folder of papers with some incomplete metadata>When import is finished, point out the docs with incomplete data were flagged in needs review folder> Click search by google scholar or enter a catalog id to showcase MD cross referencing and successfully pulling in metadata]

S10: Also as I briefly mentioned before, pulling content on from the web is easy using Mendeley as well. The Mendeley web importer allows you to grab citations from any websites you happen to be on. To install it in your browser, you simply need to drag this mendeley button up to your browsers toolbar and it will create a quick import button for you. Now when you are browsing any of the sites below you will quickly be able to add documents into your library. S11: For example when you are searching in a supported database such as PubMed when you perform a regular search and then hit the import to Mendeley button a popup menu will be displayed prompting you to choose what search results you would like to add to your library. If you notice a .pdf symbol under the import icon this will tell you the content of the reference will also be included as it is open access or freely available. You are also able to add the document to a specific collection within your library and add any notes or tags during this import step. These references will be added to your online Mendeley Web library and when you sync to your Desktop application they will also then be available there. **DEMO OPP [ Prep:Install Mendeley web importer. Do a pre-search for a topic on google scholar to make sure results show both just open access content (have pdfs available) and just paper references] [Action:To show installing the bookmarklet- on Mendeley website click install web importer link at bottom of page> Model drag and drop red button to browser toolbar (yours is already installed)> Open google scholar page> Type simple search term > Hit import button> select import for entry with pdf available> Put a tag on it or place it in a folder> Select show in library]

S12: Building your Mendeley library can involve both the Desktop application as well as the Web account as you have seen through the different document additional options. Mendeleys dual platform allows you to build your library from either the Desktop or Web account and then you can sync the documents to be able to access your library from anywhere you can sign into your web account. Mendeley is much more than a reference manager. During this syncing process it anonymously aggregates the data researchers choose to sync online into our Mendeley cloud. Then this allows our network to provide statistics and trends back to users. Also having an online platform allows for social collaborations both of which are areas we will speak about soon. **DEMO OPP: [ In MD hit the sync button> show the files you added via the web importer in the desktop app> open the pdf you added via the web importer] S13: The next phase is maintaining your library once you have added documents. S14: Again as we look at a screenshot of your Mendeley Desktop library you will notice icons that help you manage your documents. In the left hand menu you will have a series of categories that your research can be included into and you can create appropriate folders based on your personal needs. You can also create sub folders within any collections or groups you make. In the center, you can see icons that distinguish you mark documents. You can mark them read/unread by altering the size of the green dot, see what type of document is attached to a reference (.pdf, .docx or .pptx- Mendeley will import and

export .xml, ris and bibtex file types) as well as star documents to create a favorites collection, similar to gmail. S15: When you need to locate a specific document quickly you can use the Search or Filter functions. You filter the center pane of your library based on the drop down menu below your library menu. Or you can use free text search and it will search all documents across your library. You can also narrow your search based on author, year etc. S16: Once the document you need is located, if it is a PDF you can go ahead and view it immediately in the MD PDF viewer. You will now also be able to search within the document you have opened. S17: Additionally, while in the PDF viewer you have editing tools that allow you to mark-up your research papers. You can make highlights, keep notes and also make comments that are time and identity stamped. This is a great feature both for your individual collections to keep all your notes in one place. But it is also great when you are in private groups you can share with colleagues and see their highlights and annotations as well. Also, once a document is marked up you can email it to a friend or export it with the annotations and re-open it in adobe. **DEMO OPP: [In MD> Type in search bar for a keyword> open pdf> show markup tools- highlight and notes> also search in opened pdf> open file menu> show export paper with annotations option] S18: Speaking of exporting documents you can actually export and rename your entire Mendeley Library in an organized way using our File Organizer feature. In the preferences menu of Mendeley Desktop you can choose a location of where you want your files to live. Then you can choose if you want them to be organized by sub-folders and how they should be renamed. In this example I have setup for a folder to be created on my desktop organizing my files into subfolders by author and then all files renamed by author and year. This is really useful to keep to lab naming conventions and saves you time, from having to keep track of renaming your files individually and manually. S19: Once you maintain a Mendeley library you are able to use it to cite and create bibliographies easily. S20: We have plug-ins for Microsoft Word, Open Office and NeoOffice. Basically you download the plug-in for whatever program you use and it will then create a toolbar within that software. This toolbar then allows you to call upon your Mendeley library to integrate citations and bibliographies. In this example it is MS word for mac and when you click insert citation it brings up a mendeley library search bar in which you type in an author or keyword of a paper you want to cite. Then you choose the correct entry add more entries or hit ok. The plug-in cites that work based on the citation style you have setup. S21: You can also generate a bibliography in one click through this menu as well. Again the bibliography will be formatted to the citation style you have chosen. Mendeley ships with the most common styles we have

over 1000 installed and we support and implement CSL (Citation Style Language). We are also actively supporting the community in further development of not only the styles, but effective authoring tools and style processors, all of which are open source as well. If you need to change styles to re-format the paper for a different journal, simply choose a different citation style and your paper will be re-formatted. You can also cite in google docs or other editors by copying and pasting into the doc or simply drag and dropping an entry from Mendeley into another document. S22: A new feature Mendeley added in its recent 1.0 release is something called a travelling library. This feature saves a mini library within your writing software, such as microsoft word. So now when collaborating with other researchers or working on an old doc that you may not have the citations in your Mendeley library this tool will prompt you and ask you want to include citations from that document into your Mendeley desktop library. DEMO OPP: [Prep: Have MS word plugin installed.] [Action: Open Tools menu in MD to show where they click to install plugin> Open MS word window> Type a sentence> insert citation> repeat> click insert bibliography> Choose different citation style to show it reformat] S23: Now we will focus on some of the social aspects of Mendeley and speak about joining and creating groups. S24: Similar to other social networks creating a profile is one of the first stages of setting up your Mendeley Web account. Creating and completing an online profile allows you to showcase your own research (selfarchive) receive stats on who is using your research and the more complete your profile is, the better the personalized recommendations we can offer you. Once you have a profile, you are able to invite and or find colleagues to connect with. S25: One way to connect with people is by joining or creating groups on Mendeley. You can create groups both on Mendeley Web and in Mendeley Desktop. Here we can see in Mendeley desktop when you select create group from the menu you are able to name the group, add a description and choose a privacy setting. We allow 3 different kinds of groups on Mendeley. You can create private groups that allow you to share full text documents, you specifically invite people to join them and they are not searchable in the Mendeley web group catalog. For public groups you can only share references with others. In public invite only groups you send invites to a specific audience and they have to accept to be apart of the group. These groups are nice for lab groups or creating reading lists with colleagues. These groups are searchable in the web catalog so others can follow the group and receive the rss feed in their library of the citations added to the group OR they must ask the owner if they want to join the group which allows them to modify content in the group. For public open groups these groups are available for anyone on the Mendeley network to join and thus contribute to. They are great for encouraging interdisciplinary connections as well as curating special interest groups.

S26: Once you are apart of a group you can share references and interact with other members of the group. In Mendeley desktop icons will indicate what kind of group each one is. A lock means private, a folder with people means public and an arrow toward the folder indicates you are following that group. The group selected here is a public group and you can see in the central pane the news feed which updates you on what information is added and comments that members of the group have made. On the right pane you can view what the group information is, who it is owned by and all the members of those in the group. Again public groups will only include the references under the documents section of this group. S27: private groups As part of a private group you are able to share the actual pdf files and make team mark-ups on the doc that are time and identity stamped. You can also collaboratively write research papers. S28: Mendeley web search groups On Mendeley web you can also access and manage your groups as well as search for additional public groups to join. Find groups by discipline, have them recommended on a paper page, or simply by your own search terms. S29: use public groups In a public group you can do things like share a reference list, and even grab the code of that group and embed it onto your blog for example. Or if you are interested in finding the full text of an article in a public group you can click on the find it in catalog button and it will link to our catalog where there are options for finding full text. DEMO OPP: Private Group[Prep: Have a private group with document that has been marked up by multiple readers ready to showcase] [Action: In Mendeley Desktop select group> click on documents tab>navigate to marked up document> open document>show markup] Public Group [Prep: Open Mendeley Web groups page] [Action: ask the audience or do a show of hands of a discipline that people come from> if biological science for example click on that discipline or search a suggested term by audience> look at most popular group in that discipline ex. Biology classics> join it> show online interface>click on share tab show where embed code is] S30: The final section we will cover today is about discovery and how we are able to use the data that researchers sync online to give back to users disciplinary trends, readership statistics and make recommendations. S31: Mendeley has created an open research database, collecting over 200+ Million documents that you are able to search. You can conduct general or advanced searches in the web catalog or you can find research based on some of the statistical trends that are displayed. On this page it displays the Most Read articles or the latest articles added to the database. You can also browse specifically by your disciple to filter these trends where you can also see a of display trending words, similarly to twitter of the most frequently used tags in your field as well as popular groups in your field and the most active members.

If for example the Top read article listed here caught your eye you could click on it to get more information. S32: When you click on a paper, you are taken to a page similar to this, which would display the document details as well as Mendeley enhanced features. For example, if this paper is interesting to you, there is a green button in the top right of the screen that is the option to add the article directly to your libraryif it is open access or freely available. If that is not the case, the button would read add reference to library instead. If you want to quickly see if it relevant to you, we work with publishers like IEEE to make pdf previews available for some of the content. If it is interesting to you but not open access you can use Open URL resolvers to locate the full text. You can set these up for any libraries that you may have access to. So for example as a student I have set it up to search my libraries for content when it is not freely available.

S33: Additional enhancements on papers in our network include the recommendations for additional papers that you may be interested in based on the paper you are looking at. You are also able to gauge who else is using this paper through our readership statistics. These are social impact statistics give you insight into how this paper is being used in the network. For example, in this case you can see that mostly American Ph.D Students in the biological sciences have this paper in their libraries. * DEMO OPP: Show paper page features *and linking into open URL if you can. [Prep: set up open URL for your library or database] [Action: Open paper page on Mendeley Web> ask audience for topic to search or show of hands of disciplines> Use search term to search out a paper> Open that paper page> Highlight the social statistics mentioned> * if paper not OA find it via Open URL> Show edit access links - describe how you added your library> click on your library> See if available] Show linking from public group to finding full text content: [ Prep: Choose a paper in a public group to try and get full text of. Practice click through to make sure successful] [Action: Option 1: Identify paper available OA- Choose paper from public group in Mendeley Desktop> Click view in Mendeley Catalog> Opens paper page with option to add PDF to library. Option 2:Paper available via Open URL-Choose paper from public group in Mendeley Desktop> Click view in Mendeley Catalog>Green button reads save ref to library> Search Open URL> link to full text to download and add to library] * When link to paper page talk about the recommendations on the page and the readership statistics. S34: If you are looking for further intelligent recommendations, we have a premium feature called Mendeley suggest. You can get more customized recommendations based on your library and profile data. As you accept or reject the suggestion in Mendeley Desktop the algorithm gets smarter and continues to tailor the best available suggestions possible for you. As a premium feature it is in testing phase and not yet publicly available, but stay tuned for it to be at your fingertips soon! S35: We also encourage you to us your recommendations or being active in our community and so here are some of the ways you can do so.

S36: You can also be apart of whats upcoming in Mendeley feature developments. We also encourage you to give us your recommendations by leaving your feedback and see whats coming next via the feedback forum. If you visit feedback.mendeley.com you can view features that others are suggesting as well as give us some of your ideas about how to make Mendeley even better. S37: We also have our social media streams that you can join to stay up to date and learn about all the latest updates on. We regularly post to our blog with helpful tips and tricks and or users stories, our facebook page shares photos- gives updates on feature releases- polls the community and runs contests, you can also follow us on twitter both for support or updates. If youre looking to learn more about using our software, check out our short screencast tutorials or find our youtube channel mendeley minutes. S38: We have built an advisor community that is a global network of Mendeley advocates that are all helping to make science more open and transparent by introducing Mendeley to friends and colleagues. If you are enthusiastic about making others aware of Mendeley become an advisor! As an advisor you get Mendeley perks like a badge on your profile, swag, free food for events, account upgrades and previews of premium features. You are also apart of the Advisor group on Mendeley which brings together all of the advisors to share their experiences ask questions and make plans for future events. S39 or S40: Thank you for taking the time to take a look into the features of Mendeley today. If you are interested in scheduling an additional webinar or information session please visit this link to sign up. Also just for attending, you can enter a draw for a offering Mendeley Prize Packs (which include..... ) by filling out the demo attendees link. Thanks again for attending and if anyone has follow-up questions please be in touch. [Additional Slide for if presenting to group of librarians insert as slide 39] S39 As a librarian you may want to link into our librarian community. We have a Mendeley for librarians group that is made up of over 600+ librarians worldwide who can post in the newsfeed, ask questions and share tips and documents from their experience with Mendeley. If you are interested, it is a private group so you need to request an invite by emailing community@mendeley.com or joining the public group and an invite to the private group will be sent to you. With the recent release of our Mendeley Institutional Edition that offers a customized institutional dashboard you may be interested in setting up a demo or getting more information. You can read our official blog post to review the features as well as get in touch with a representative to request a demo of the product.

Features not included in presentation but to be aware of for questions: Also please review the getting started guide for stepwise directions on each feature.

Watch folders De-duplication feature: Also while searching your library if you happen notice duplicate files, you can use Mendeleys check for duplicates tool to help you clean up multiple copies of the same file in your library. You choose it from the tools menu and it will identify duplicate files, give you a chance to review and confirm that they are duplicates and allow you to merge the files.