Importing Data from Saved Text Files
References can be imported into RefWorks from a text file (.txt) created by saving references from a wide
variety of online services and other bibliographic management programs.
Retrieve the results you want to export from the online service or bibliographic manager, and save them to a text file.
If the database vendor lists several different formats for saving the references, see the RefWorks Help file for further
details on the appropriate selection.
Access your RefWorks account and click References from the drop-down menu; then select Import.
On the subsequent menu, access the drop-down menu next to Import Filter/Data Source and click the source of the
Click on the Database drop-down menu and select the source database.
Click on the Import References Into Folder menu and designate the specific folder where you want to fi le the
imported references. If you do not choose a folder, the references will automatically go into a folder titled Last
Enter file name into Select Text File by browsing and selecting or manually typing in the file name.
Click on Import at the bottom of the dialogue box. When the import is complete, select View Last Imported Folder to
review and modify the imported references.
Helpful Hint: An up-to-date listing of all online services and databases that are supported by RefWorks can be found in the
Import area by clicking on the List of Filters and Databases link.
Importing from RSS
(Really Simple Syndication)
RefWorks has integrated an RSS Feed Reader so you can easily add your favorite RSS Feeds from publishers and websites, view
the information and import data into your RefWorks database.
Locate the RSS Feed you wish to include.
Right mouse-click on the RSS Feed icon or link and select Copy Shortcut.
From within RefWorks, select RSS Feed from the Search Menu.
Paste the shortcut into the text bar and click the Add RSS Feed button.
Launch the RSS Feed by clicking on the name link. Your feed results will be displayed in a separate window for
selection and importing.
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Manually Entering References
Select Add New from the References menu.
Select a potential bibliographic output style (e.g., APA, Chicago, MLA) under View fields used by to see the fields that
might be used by your chosen output style.
Designate the type of reference you are entering (e.g. journal, book or dissertation) under Ref Type. Field names
displayed indicate recommended information needed to produce an accurate bibliography for the selected output
style and reference type. These fields are not required to save the actual reference in RefWorks, and not every
reference will have information for every field provided.
Enter information in the boxes provided and click Save when finished.
Attaching Files to a Reference
You can attach fi les when adding a new reference manually or editing an existing reference. Attachments can be any type of
computer file (PDF, TIF, JPG, GIF etc.) that you want to associate with the bibliographic information you store in your RefWorks
database. For further instructions on attaching files to your references, please refer to the Help file.
Select a reference in your database; click on Edit.
Click on Browse. Select a file to attach. Select Open.
Click on Add attachment.
Helpful Hint: There is no limit to the number of files you can attach to a reference. The maximum size of any individual
attachment is 20 MB.
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Managing and Sharing Your References
RefWorks provides you with a number of tools to organize, edit, and view references in your database.
Click the button for New Folder.
Enter a name in New Folder Name; click Create.
There is no limit on the number of folders you can create within your RefWorks account.
Helpful Hint: The Last Imported Folder contains only references from your most recent data import that have not been filed in
other folders. References from imports prior to your last import not assigned to specific folders remain available in your primary
database but unfiled.
Putting References into Folders
Use the Search functions to retrieve references already in your RefWorks database or choose references directly from
your Last Imported Folder to put in a folder.
Mark desired references from the search results page, then click the radio button titled Selected. The selected
references feature works on a page-by-page basis; this means that you must add the manually selected references to
the desired folder before moving to the next page. Alternatively, you can mark All in List or all on a Page.
Select the destination folder from the + Folder drop-down menu.
References will automatically be added to the indicated folder.
Helpful Hint: References can be assigned to more than one folder.
From either the View or Folders pull-down menu, select a folder or group of references.
Using the pull-down menu Sort by, located on the top right hand side of the page, choose to view references by
various fields within your database.
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Globally Editing References
From the View pull-down menu, select All References or a folder of references. You can also globally edit references
from search results in RefWorks.
Select the references you wish to edit.
Click on the Global Edit icon (circled). The Add option is displayed by default.
Choose the specific field to edit from the drop-down list.
Type in the data you want to add to the field in the text field box.
Select the appropriate option for handling the field - Append to Existing Data; Overwrite Existing Data (what you
currently have in the field will be gone); Leave Existing Data Alone (if the field contains data the edit feature will skip
over that particular reference).
Click on Add Data.
Helpful Hint: RefWorks also offers the ability to Move, Delete, or Replace information in records. For more information on these
additional Global Edit functions, please see the Help fi le.
Sharing Your References
You can share a folder of references or your entire database. RefShare is not automatically available for all RefWorks users.
Click the tab to Organize and Share Folders. H
Click the Share Icon (circled) to share a particular folder or Share Entire Database. Click Share in the pop up box to
share the folder(s).
Click the icon for a shared folder a second time to select desired Shared Folder Options which allow you to define any
use restrictions you wish to set for the Share Recipient(s).
Click on E-mail this share. A new window will open with a generic e-mail template and a unique URL created for your
RefShare folder. Insert the e-mail address of the individual(s) you would like to share your references with. Select
Note: As the owner of the folder or database, you determine the options your Share Recipients(s) will have in utilizing your
Creating Your Paper and Bibliography
Write-N-Cite is a utility allowing Microsoft Word (and other word processor programs) users to cite references in a paper with
the click of a button.
Format a Bibliography From a List of References
Click the Create Bibliography button.
Select an output format (i.e., APA, MLA, Chicago, etc.).
Select what file type to create.
Select to format All References or only those from a specific folder.
Click on Create Bibliography.
A new window may open with your bibliography. If it does not, click the link in the message box to download it.
Save your bibliography to your computer or disk.
Editing or Creating Your Output Style
RefWorks provides hundreds of output styles to choose from. If one of these styles does not conform to your desired results,
the Output Style Editor allows you to create custom output styles by either creating a completely new style or modifying an
existing output style to suit your needs.
Click on Bibliography.
Click on Create or Output Style Editor.
Access the Help menu for additional assistance in creating or editing new bibliographic output styles.
Create a paper with in-text citations using the RefWorks Write-N-Cite feature.
NOTE: Write-N-Cite III (with off -line capabilities) is only available for Windows Users. Write-N-Cite v2.5 is available for Mac
Download the Write-N-Cite utility from the Tools pull-down menu.
Open a new blank document in Microsoft Word.
Launch Write-N-Cite using the button on the Add-ins menu in Microsoft Word.
Put the cursor in your Microsoft Word document where the reference should be inserted; click Cite next to the
reference in the Write-N-Cite screen. (Use the View menu to navigate to the particular folder you need.)
Save your Microsoft Word document when finished.
To create footnotes, use the word processor’s footnote formatting feature, inserting references using the “Write-N-Cite
Click on Bibliography.
Select the output style.
Click on Create Bibliography.
The document will refresh to be formatted correctly and contain the bibliography.
Save your Microsoft Word document.
OFF-LINE CAPABILITIES: Write-N-Cite III now allows you to work on a paper and format a bibliography both online AND off -line.
To utilize the off -line capabilities within Write-N-Cite III, users must first download their RefWorks database while online. For
more information on the off -line capabilities, please refer to the Help file.
Finding References in Your RefWorks Database
There are three ways to search your RefWorks database: Quick Search, Advanced Search and Look Up Indexes.
Use the Quick Search feature as a search of all fields. To produce maximum results, all search terms entered are connected by
the Boolean connector OR. In addition, searches retrieve embedded terms - a search for “ ” retrieves references with “he ,”
“p ,” etc. The results of a Quick Search are always ranked by relevancy.
1. Enter search terms in the Search your RefWorks database box.
2. Click on Search.
3. Results are displayed with the search terms highlighted.
Advanced Search makes it easy to perform field-specific searches (e.g., Author, Title, Keyword), construct Boolean queries (i.e.,
AND, OR, NOT), and limit the search to a specific folder(s). The results of an Advanced Search are displayed alphabetically by
author, with the search terms highlighted.
1. Click on the Search drop-down menu and select Advanced.
2. Enter search terms and corresponding fields into the Advanced Search menu.
3. Connect the terms by using the Boolean operators.
4. Select All References or specific folders to search.
5. Click on Search.
Need More Help?
A tutorial providing explanations of various RefWorks functions is available online. Use the Help pull-down menu to access the
Use the Help pull-down menu to access detailed instructions, frequently asked questions, administrator tools and much more.
Send questions or problems to firstname.lastname@example.org.
RefWorks offers complimentary training webinars in various languages. Fundamentals and Advanced Feature sessions are
available. A complete listing of sessions can be found on the RefWorks homepage. New dates and times are added monthly.
Contact RefWorks Technical Services at +1.775.327.4105.
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