REFWORKS QUICK GUIDE

Introduction to RefWorks, EndNote and Zotero
EndNote Quick Guide  |  Zotero Quick Guide

• To set up a new account and password, go to the RefWorks Group ID and login information page (UNI required to find out Columbia group code).
• After entering the Group Code, click on the "Go To Login" button.  Then click on "Sign up for an Individual Account."
• To log in after you've set up your account, go to RefWorks, enter the Group Code, and click on "Go To Login."
• The online tutorial gives a good overview of the program's features.

• To enter a new reference manually, click on References - Add New Reference in the upper left.
• Choose the Citation Style you are most likely to use (MLA, Chicago, APA, etc.), from the dropdown list next to View fields used by:. 
• Select the Ref Type (e.g. Book, Section; Book, Whole; Journal; Journal, Electronic; Newspaper Article).  This determines the fields offered.
• Select the Source Type (Print or Electronic).
• The most important information to enter accurately is the information that is required by the citation style you wish to use when you cite your references. The green checkmarks indicate which fields are used by the citation style you have selected.  The fields are explained at the bottom of the page.
• It is useful to enter a URL for the item, if you can find one.
• Remember that RefWorks (like any other bibliographic software) can only format your citations correctly if the information has been input correctly.  It is important to check each field after entering or importing references.
• Specify a folder if you wish, and click on "Save Reference."  If you do not specify a folder, the reference will be added to a list called "References Not in a Folder." 
• If you wish to print out a list of references in the form of a bibliography, go to Bibliography - Create Bibliography.

Searching a Library Catalog from within RefWorks - e.g. CLIO

• Select Columbia University (CLIO) from the dropdown list under "Online Catalog or Database to Search:"
• A Quick Search is a Keyword search in CLIO.  Use ? for truncation.  AND is assumed between words.
• The Quick Search does not support phrase searching.  For a phrase search, use the Advanced Search, selecting "Any Field" from the drop-down menu - do not use quotes.
• There is no equivalent of a CLIO Title search - use an Advanced Search and select "Title, Primary" from the drop-down menu.
• A Descriptors search is the equivalent of searching for words in the Subject field.
• When you click on "Search," a new Web browser tab or window will open up for the results, and the number of asterisks will indicate how many references have been imported.
• Once the references have been downloaded, they go into a folder called the "Last Imported" folder (bumping out the previous group of last imported records). Select all or some in the list, and specify into which folder they should go.

• Select PubMed from the dropdown list under "Online Catalog or Database to Search:"
• In a Quick Search, use * for truncation.  AND is assumed between words.
• The Quick Search does support phrase searching in PubMed - use "quotes" around the phrase.
• A Descriptors search is the same as a "MeSH terms" (Medical Subject Headings) search in the Advanced Search screen in PubMed itself.
• When you click on "Search," a new Web browser tab or window will open up for the results, and the number of asterisks will indicate how many references have been imported.
• Once the references have been downloaded, they go into a folder called the "Last Imported" folder (bumping out the previous group of last imported records). Select all or some in the list, and specify into which folder they should go.

• After you have carried out your search in the database, mark/tag or save to folder the records to be exported into RefWorks.  Click on "Add to marked list" or "Add to folder" if the database requires that step.  (These options are different in different databases.)
• Click on "View Marked Items" or "Go to folder" (or the equivalent), to view only the records you have tagged.
• Select the items in your folder/marked list that you wish to export, find the link or button to "Export citations into RefWorks" and click on it.
• A new browser window or tab will open up with the RefWorks login page, if it is not already open.
• Log in to your account, and you will see the page telling you that references are being imported.  The number of asterisks that appear will indicate how many references have been imported.
• Once the references have been downloaded, they go into a folder called the "Last Imported" folder (bumping out the previous group of last imported records).  Select all or some in the list, and specify into which folder they should go.

• After you have carried out your search in the database, mark/tag or save to folder the records to be exported into RefWorks.  Click on "Add to marked list"  or "Add to folder" if the database requires that step.  (These options are different in different databases.)
• Click on "View Marked Items" or "Go to folder" (or the equivalent), to view only the records you have tagged.
• Save this list of references as a plain text file.  In order to do that, find the button that allows you to save or display these records as a Text file.
• Using either the database's Save function, or your browser's File - Save Page As function, save this file to your desktop as a .txt file. Choose the option to save the records in a "field-tagged," a "plain text," or an "ASCII" format.
• Once the list of references has been saved as a text file on your desktop, open RefWorks and go to References - Import.
• Choose the appropriate Import Filter/Data Source.  For the Web of Science databases (Arts and Humanities Citation Index, Science Citation Index, etc.) the Import Filter is called "ISI (Institute for Scientific Information)." 
• Select the appropriate Database filter from the list (e.g. Web of Science). 
• Click on the "Browse" button and find the text file containing your references on your desktop, and then click on "Import."
• The number of asterisks will indicate how many references have been imported.
• Once the references have been downloaded, they go into a folder called the "Last Imported" folder (bumping out the previous group of last imported records). Select all or some in the list, and specify into which folder they should go.

• After carrying out a search in CLIO, if you are looking at the results list, select the records to be exported/imported to RefWorks by checking the boxes on the left. 
• At the bottom of the CLIO page select the download format Full View and click on "Display for Print/Save". The records will be displayed as a plain text file.  Use the browser's File - Save Page As menu command to save the file temporarily as a .txt file on your desktop.  You must save the file as type .txt, but the encoding does not matter.
• Once the list of references has been saved as a text file on your desktop, open RefWorks and go to References - Import.
• Choose the Import Filter "Endeavor Voyager." 
• For Database, any of the library catalogs listed can be used, as there is no filter specific to CLIO.
• Click on the "Browse" button and find the text file containing your references on your desktop, and then click on "Import."
• The number of asterisks will indicate how many references have been imported.
• Once the references have been downloaded, they go into a folder called the "Last Imported" folder (bumping out the previous group of last imported records).
• Select all or some in the list, and specify into which folder they should go.
• CLIO does not yet have its own import filter for RefWorks, and if you use a filter designed for another database some of the data (the publishing information and the subject headings) do not get imported properly. However, you can copy these data into the reference after importing it, from the text file or from CLIO, by opening the reference and clicking on Edit.
• An alternative for importing a single book record is to carry out your search in Worldcat; it has direct export to RefWorks and will export more complete information than either of the methods for exporting/importing from CLIO described on this page.

• Click on Edit on the right of the reference and select a potential bibliographic Output Style.
• The fields with a green checkmark are the fields needed for that particular style. Check whether RefWorks has imported information for all the fields; you may need to fill in some missing information manually, or move information from one field to another.
• You can click on any green checkmark to view style-specific notes.
• When finished, click on Save Reference.
• You can also edit multiple references by clicking on Global Edit, if, for example, if you notice that all the references imported are missing the database name.  It is best to do this while the references are still in the Last Imported folder, before you have saved them into another folder.

• Download RefGrab-It via Tools - RefGrab-It after you are logged in to your RefWorks account.  
• There are two different versions - a bookmarklet (for use in Internet Explorer and Firefox), and a plug-in (one specifically for Internet Explorer and one specifically for Firefox).
• Information for installing and using RefGrab-It is available in the RefWorks online help section.
• When you are on a page whose URL you wish to capture, or where there are references you wish to import, click on the RefGrab-It bookmark or plug-in.
• RefGrab-It pop ups a new window listing all the references it has recognized as bibliographic data in the page, and the URL and metadata for the page.  Tag the references you wish to import and click on Import to RefWorks.
• The RefWorks log-in page will open up if your RefWorks account is not already open.

• Open your word processing document and your RefWorks account.
• In RefWorks, using the dropdown menu below the toolbar, select One Line/Cite View.
• When ready to insert a citation in your paper, either in the body of the paper, or after you have used Insert - Reference - Footnote (or Endnote) in Word, select the citation you want to add you your paper by clicking the Cite link on the left in RefWorks.
• The Citation Viewer pop-up window will appear, containing a coded version of the citation, with double curly brackets around it. 
• Click on Select Citation.
• Either copy and paste the coded citation into the correct location in your paper, or drag it into your paper (if you have the paper and your RefWorks window visible side by side).
• In the Citation Viewer, click on "Clear" to remove the citation, and follow the same procedure to add more citations to your paper.
• When all the citations are inserted into your paper in their coded form with curly brackets, make sure your paper is saved.
• In RefWorks, click on "Bibliography" in the toolbar.
• Choose the appropriate Output Style, select "Format Paper and Bibliography," and next to "Document to Format" browse to find your paper on your computer.
• Click on "Create Bibliography". 
• The program creates the final, formatted document, preceding the title with "Final-".

• To get started, download Write-N-Cite, which is a small program that is downloaded to your hard drive from RefWorks under the Tools menu.
• When writing a paper in Word, open the Write-N-Cite program (you do not need to have the RefWorks Website open, although you do need to be on the Internet to access your references).
• In Write-N-Cite, open the appropriate folder of references, using the View button at the top left.
• Make sure that Write-N-Cite can "see" your Word document; if it can't, the message "MS Word Status : Word is not Running" or "MS Word Status : No Document is currently Open" will appear at the top of the Write-N-Cite window.
• When ready to insert a citation in your paper, either in the body of the paper, or after you have used Insert - Reference - Footnote (or Endnote) in Word, switch over to Write-N-Cite and click on "cite" to the left of the appropriate reference.
• Switch back to Word, and you will see that the citation initially appears in the paper with double curly brackets around it.
• To insert page numbers or otherwise edit the citation, put the curser in the citation (in the Word document), then switch back to Write-N-Cite, click on "Edit Citation" at the top right, edit it, and click on "Save to Word". (This option is not available in the "One Line/Cite View" method.)
• When all the citations are inserted into your paper in their coded form with curly brackets, make sure your paper is saved.
• In RefWorks, click on "Bibliography" in the toolbar.
• Choose the appropriate Output Style, select "Format Paper and Bibliography," and next to "Document to Format" browse to find your paper on your computer.
• Click on "Create Bibliography". 
• The program creates the final, formatted document, preceding the title with "Final-".