Transcript Managing your References

Managing your
References
Roger Mills and Judy Reading
May 2007
What is a reference?
• Now where did I see that…
• …it was in that red book on the third shelf down
• No, I found it when I was doing that Google search on
chocolate ice cream…
• Or maybe Bill mentioned it in that e-mail – when was it
again?
• No, I remember – it was that article in Nature; must be online…
• What was it called again?
• …wish I’d written it down…
What’s your problem?
• You may want to refer to –
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Books
Chapters of books
Journal articles
Conference papers
Manuscripts
Personal communications
E-mails
Web sites
Pictures
‘Born digital’ text
Data
Spreadsheets
etc
Because you can…
• Impress your readers
• Document your research
• Argue a case
• Avoid accusations of plagiarism
by
• Quoting relevant references accurately
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As a bibliography
In footnotes or endnotes
• In a consistent style
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Of your choice or as required by the publisher
In the good old days
You could:
• Sharpen your quill and write a list
• Type on an index card
• Make multiple copies under different headings
• Used edge-notched cards to select by subject
• Use punched cards for computers to sort
• …etc
Then along came PC and Mac
• Put them in Word… or Excel… or Access…
• Easier to manipulate, but hard work to design what you
want, and even harder to reformat
• So specialist software emerged
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ProCite
Reference Manager
EndNote
And now RefWorks
So what can reference management software do?
• Store references originated in a wide variety of formats to a
wide variety of material types
• Search, select and output references in a variety of predetermined styles, or one of your own making
• Import references direct from databases like Scopus or
Web of Knowledge, or library catalogues like OLIS
• Search external databases from within the reference
management software, and save references retrieved
• Insert references into a word-processed document and
format them in a particular style at the touch of a button.
• Store links to documents – pdf’s, images – or copies of
them within database
Which product for me?
• ProCite, Reference Manager and EndNote all now owned
by Thomson Scientific – who also own Web of Knowledge
• RefWorks owned by CSA – owners of CSA Illumina
• Both allow direct export from selected databases
• RefWorks is web based – access your records anywhere,
so long as you are online
• Others have to be installed – work without web access, so
long as you have your own machine
• Features very similar
• RefWorks free to members of university, others c.£90
• EndNote now has web version, without all features – best
used alongside desktop version
EndNote, EndNote Web & RefWorks
EndNote Web
EndNote
Desktop
RefWorks
Save references
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Organize & edit references
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Storage capacity (number of references)
10,000
unlimited
unlimited
Import from many databases and OPACs
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Cite & format papers with bibliographies
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Create & save advanced searches
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create (not save)
Customize views & displays
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Edit reference import filters & output styles
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RW can add or edit import filters
Users can edit output styles
Use term lists for auto-entry
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Cite tables, figures, & equations
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Work Offline (anytime/anywhere)
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Write papers offline only
Local Personal Files and Documents
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High Performance Desktop Environment
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Compare features:
RefWorks v. EndNote
Now:
• A quick demonstration of RefWorks
• A hands-on exercise to give you the feel
• Some comparative screenshots from EndNote
• Questions
• For detailed information look out for half-day RefWorks and
EndNote courses at OUCS
RefWorks: getting started
• Go to www.refworks.com/refworks
• Click on Sign up for a New Account
• Fill in the form
• Click on Register
• Then login to RefWorks using your new username and
password
• If accessing RefWorks from outside the University domain
you need to use the Group code first – currently Oxymoron
• Help – find the Quickstart guide – very useful
Main options for importing references:
• Entering references manually
• Import of usually in plain text format with tagged fields data
from other databases using saved files –
• Export from “Direct Export Partners” eg SCOPUS, CSA
Direct import from Cambridge Scientific
Abstracts
• 1. Conduct your search.
• 2. Select the records you want to export and click on
RefWorks
• Note: if you do not see a RefWorks link, click on the Save,
Print, Email link
• 3. Click the Export to RefWorks button and the references
are automatically exported to RefWorks. (Can work better
if you make sure you are not logged into RefWorks before
you export)
• 4. Your records should appear in the Last Imported Folder.
About import filters
• To see a list of Direct Export partners choose: References
– Import – List of Filters and Databases – Direct Export
Partners
• For instructions relevant to most databases look at:
References – Import – Import instructions
Library catalogue: Search OLIS from
within RefWorks
• Click on Search - Online Catalog or Database
• Choose OLIS from the drop-down list
• Do a search
• Import ‘All in the list’
• Close the Search results and return to Refworks
Create a bibliography with Write n Cite
• You need to download the Write-n-cite plug the first time you want to use it.
Choose Tools – Write-n-cite
• Log out of RefWorks and open Word and type some text for your
dissertation or article
• Click on the Write-n-cite plug-in on the toolbar
• Log into your Refworks database and display a set of references.
View – All references or View-Folder
• In Word document place cursor where the citation is to be inserted
• From Write-n-cite list click on cite next to the one you want
• Save your document as RWcite
• On the Write-n-cite window click on bibliography and choose your
preferred style eg Harvard – this will create a new document FinalRWCite
• Important – always work and edit in the original document
Creating bibliography without Write-n-cite
• Type text into Word
• Log into Refworks and look up a reference and choose One line / Cite
view
• Choose a reference and click on cite
• A box will open – select the formatted citation number and copy (Ctrl +
C)
• Place cursor in Word document and paste the citation (Ctrl + V)
• Close and save your document as RWtraining2
• In Refworks click on Bibliography – choose a formatting style eg
Harvard – Tick Format paper and bibliography – Browse to your word
file as the Document to Format – Click on Create Bibliography
• You now have a document complete with proper citations and
formatted bibliography which will save as RWFinalHarvard
Exercise
A quick look at EndNote
• Now in version 10 – EndNote X
• Good backwards compatibility with earlier versions
• Easy to import/export to other reference management
software
• ALWAYS KEEP BACKUPS!
Tip sheets
• http://www.EndNote.com/support/entips.asp
• EndNote X Tip Sheets
Changing Regional Settings in Windows XP
Entering References into EndNote
Entering Images
Searching for References within the EndNote database
Importing data into EndNote
Searching Remote Databases
Customizing the Library Window
Creating Bibliographies
Creating an EndNote Library
• EndNote stores your data in an ‘EndNote library’ file with
(in Windows) a .enl extension
• .enl files are transportable between Windows and Mac
versions – if opening in Windows a file created on a Mac,
first save it with the .enl extension
Starting up
Keep everything in one place
Import data: first choose filter
Note downloading instructions
Run search as usual
Save according to instructions
Resulting file ready to import
Select right ‘import option’
Voilà
Full record display
Rest of full record
URL
Link to pdf
Export as a list
Like so – here in ‘annotated’ style
‘Show all’ style
See styles within EndNote
‘Numbered’ style exported as web page
Identifying duplicates
Check and delete
Return to full list
Choose more styles
Check those you want
Adding references to a document
Search EndNote and Insert
Temporary citation
Add more
Format bibliography
…inserts numbers in text…
…and list of refs at end
To change, unformat citations
…and select new style
Now in Harvard style
…and the list
Export direct into EndNote
‘Export to reference Software'
EndNote opens automatically
Search databases from EndNote
Choose connection file
Search
Check number of hits
And download
Add selected or all to library
BUT
• Take care:
• Supplied connection files work with free resources
• For subscription/password-protected resources you need
an Oxford-specific file, to avoid this screen:
Find on ‘Electronic Resources’ page
http://www.ouls.ox.ac.uk/eresources
http://www.ouls.ox.ac.uk/eresources/endnote
Save in: \Program Files\EndNote X\Connections
Restart EndNote and choose
It works!
Z39.50 + & • One interface – don’t need to remember search rules –
maybe
• Can save and re-run searches
• If it doesn’t work don’t always know why
• No intermediate results, can’t combine sets
Other features
• Manual entry
• Sort
• Edit – just overtype
• Search library in same way as external database
• Term lists and journal lists, to allow consistency
• Updated styles, filters and connection files on web, also
program updates (but have to buy new versions)
Play for ever
• Or get a life
• Reference management software is meant to save time….
• Have fun…