RefWorks -- Basic Training for UNMC Students, Faculty, Staff and Alumni

by Cindy Schmidt, M.D., M.L.S.,

UNMC RefWorks Administrator

Associate Professor, Education and Research Services, McGoogan Library of Medicine

created July 26, 2014

updated August 15, 2016

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Instructions:

1. This tutorial may NOT WORK PROPERLY IN INTERNET EXPLORER.  Use Firefox, Google Chrome, or another non-IE browser.

2.  Use the "arrow" icons below the instruction screen to go forwards and backwards in the tutorial.

3.  If you want to skip between distant parts of the tutorial, you can use the "Menu/Contents" button above the instruction screen to show the tutorial's "Table of Contents" and can click on the needed section of the tutorial.

4.  Clicking the "Single-page view" link will produce a transcript of the entire tutorial.

Objectives

During this tutorial you will:

• find UNMC’s RefWorks Group Code
• create a personal RefWorks account.
• customize your account.
• create folders
• import records from PubMed
• learn how to create a RefWorks record/reference manually
• manipulate, edit and use your RefWorks Records as follows:
• • edit, sort, share, etc.
  • create a quick list of formatted references

 PHPR 562 students:  Ability to perform all these steps are important when using RefWorks and you must finish the entire tutorial.  However, only importing PubMed records will result in a portion of your RefWorks assignment.  The other two required RefWorks tutorials produce the remaining portions of the assignment.

Separate, much shorter tutorials are available for those who would like to learn to:

• Share RefWorks records, Import Shared Refworks records, and/or edit shared sample records (second RefWorks tutorial required for PHPR 562)
• install the RefWorks' Write-n-Cite 4 Word plug-in  and use the Write-n-Cite 4 plug-in to create formatted in-text citations and bibliographies in Word documents (third RefWorks tutorial required for PHPR 562)
• import records from CINAHL or PsycINFO
• import records from Google Scholar

Find UNMC's RefWorks Group Code

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To create a RefWorks account, you may need UNMC's RefWorks group code. 

• You should be viewing the Library's homepage (http://www.unmc.edu/library) in the separate window opened by this tutorial.
• Click on the "Helpful Tools" button. 

• Click on the "RefWorks Group Code" link (located toward the bottom of the page).
• You may be asked to login with your UNMC Net ID.

Find UNMC's RefWorks Group Code

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• The "R" section of the Library's password page will appear. Look at the RefWorks row of the table.  The third column contains the RefWorks group code (this area is covered by a red box in the figure below)..

•  Record or memorize UNMC's RefWorks group code.

Access RefWorks

To create your RefWorks account, you will need to navigate to a RefWorks login page.

There are three ways to navigate to the RefWorks homepage:

1.  At the moment,  it's probably most convenient to  click on the RefWorks link to the left of UNMC's RefWorks group code.

2. In the future, you may wish to use the "RefWorks" link on the "Helpful Tools" page.

or

3.  You can go straight to the RefWorks website at refworks.com .  If you go straight to the RefWorks website, you may have to choose the legacy/classic version of RefWorks.

Create Your RefWorks Account

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When you reach the login page, click on the "Sign up for a new account" link.

Create Your RefWorks Account

2 of 3If a group code is requested, enter the group code obtained during the first section of this tutorial and then click the "Find Institution" button.

Continue providing the requested information. 

You can make up your own username and password. 

You may use any e-mail address.  Since you can keep your RefWorks account after leaving UNMC, it might be best to use an e-mail address that you plan to keep permanently.  

Create Your RefWorks Account

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You may have as many RefWorks accounts as you want.    Some RefWorks users create separate accounts for group projects or large individual projects.

Need to change your username or password?

When you have successfully created your account, you will see your empty RefWorks account with the "Welcome ____" message at the upper right. 

Above the "Welcome _____" message are a series of links.  One of these links is the "Update profile" link.  You can use this link if you ever need to change your username, password, e-mail address, etc.

Customize Your Account

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There are three very helpful customization steps.

1.  First, change the number of records displayed per page to an even number.  To do this:

• click on the "Customize" link that is above the "Welcome _____" message in the upper right-hand corner of the page.

• Enter an even number like 26, 50 or 100 (100 is the maximum) in the first box (see red arrow in screenshot below).

Customize Your Account

2 of 42.  Second, choose one, two, or three citation styles to preview inside RefWorks. 

• Use the three  "Output Style Choices for Reference View" to select the styles you would like to be able to preview inside RefWorks. 

Which styles should you choose?

• If you are preparing an article for a submission to a journal, pick that journal's output style.
• If you are affiliated with the College of Nursing, you will probably want to select the  "APA 6th -- American Psychological Association, 6th edition" style.  You will have to scroll down to the APA section of the list to find this style.
• Many other professional programs on the UNMC campus use the AMA 10th style. I have created an AMA 10th style called "JAMA 2010 revised pkg insert, et...." style. Some of the problems with the RefWorks' "AMA 10th" style have been fixed in the "JAMA 2010 revised..." style that I created.  If you are a PHPR 562 student, choose this style.

• Click the "Save" button at the bottom of the  "Customize" box. 
• Wait for the "Settings Updated" box to flash by on the bottom of your page,

• Close the "Customize" box.

Customize Your Account

3 of 4You've now chosen a citation style to preview inside RefWorks, but you have not yet chosen styles for use when you work on Word documents. 

3. The third recommended customization step is choosing styles for use in Word documents.  To choose these styles:

• Place your cursor over  "Bibliography" in the grey menu bar (you may need to click on "bibliography")

• Select "Output Style Manager" from the menu that appears.

Customize Your Account

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• An "Output Style Manager" pop-up box will appear.

• Scan the list of styles already present in your "favorites" list.  Nurses will find that the favored "APA 6th" is already present.  

• If you want to be able to use the corrected AMA 10th style "JAMA 2010 revised for ..." that I've created (use this for PHPR 562), or, if you want to use a journal-specific style:

•  When you've added all the styles you need currently to your "Favorites" list, close the "Output Style Manager" pop-up box .

 

A bit of RefWorks history for those who are interested:  RefWorks used to give users access to the over 4,000 output styles whenever they worked in a Word document. RefWorks users got tired of scrolling through the list of > 4,000 styles and asked for a "favorites" list.  The down-side of the addition of the "Favorites" list is that you must add a style to your favorites list before you can use it in Word.

Create Two Folders

Most Refworks users choose to organize their references in folders.

Just click the "new folder" button whenever you want to create a new folder.  

Please, create two folders for the purpose of this training tutorial. The folders you create can either be folders you plan to use for your research or folders that will be deleted at the end of this tutorial.

Viewing Folder Contents

Links to the folders you created should appear in the list of folders on the right hand side of the screen (see "dabigatran" folder link in figure below). 

There are several other locations listed in the folders box:

(1) My List (red arrow in figure)-- avoid adding items to this location!  The list of references in "My list" is not permanent.  If your computer freezes or you accidently close your browser or log out of RefWorks and you have to restart, the items you added to "My List" will still be in your account but will no longer be present in "My list".

(2) "Last imported" (green arrow in figure) and (3) "Not in a Folder" (black arrow in figure).    Here's how these locations work:

Let's say you import the results of "search 1" into RefWorks.  The "Search 1" results will be imported into the "last imported" folder automatically -- even if you also put them in one of the folders you created.  

The "Search 1" results will stay in "Last imported" until you import a second group of search results.  At that time, the "Search 2" results will push the "search 1" results out of "last imported".  If the "search 1" results are not in one of the folders you created, they will now be retrievable with the "References not in a folder" link.

"View" menu

At times, you may want to see all the references in your account in one list. To see a list of all references (whether in a folder or not):

• Place your cursor over "View" (in the grey menu bar)
• Select "All references"

The "View" menu also allows you to view and restore "Deleted references" for 30 days after the date of deletion.

Rename or Delete Folders

What if you mis-spell a folder name.  Do you have to look at the mis-spelled name forever?  And, do you have to look at the folders you created for this training in perpetuity?

Fortunately, no! You can rename or delete folders.  

• Right-click on the folder name in the "folders" box on the right-hand side of the page.  
• The "Rename" option and several other options (delete, share, etc) will appear.
• Select the desired option.

What if  right-clicking isn't working:

• Click the "Organize & Share Folders" tab
• Left-click the relevant folder icon and a list of options will appear.  
• Select the needed option.
• On this page, the "Share" option has a separate "arrow and folder" icon.  The sharing option is discussed in a separate tutorial.

Deleting a folder doesn't delete references

You can delete a folder without deleting the reference in the folder. 

 

Perhaps you're wondering how this works?

RefWorks folders are not like physical folders or physical locations. Instead, RefWorks folders are more like colored post-a-note labels. Let's say I have a stack of printed journal articles that I plan to use in writing three different review articles. I could have placed pink sticky labels (post-a-notes) on the printed journal articles I plan to cite in my first review article and green labels on the printed articles I plan to cite in my second review article. I could have a green label and a pink label on a single printed article -- no need to create a second copy of the article. If I give up on the second review article, I can discard all the green labels without discarding the attached articles. Similarly, you can have one record for a reference in an unlimited number of different folders without duplicating that record and you can delete folders without deleting the records with those folder labels.

Adding References

Now that you have folders in which to place references, it is time to begin adding references to your account.

 

Search PubMed From Within RefWorks

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Searching PubMed from within Refworks is the easiest way to add references to your Refworks database.

• Place your cursor over "Search" in the grey menu bar ( you may need to click on "Search").  

 

• Select the "Online Catalog and Database" option.

Search PubMed From Within RefWorks

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• An "Online Catalog or Database" pop-up box will appear. 

• "PubMed" is the default "search" option.

•  You can choose the number of results you wish to view (between 5 and 1000). 

If you choose a high number it may take a while for the PubMed search results to appear.

• Enter your search terms in the "Quick Search" box. 

You can use any terms/tags/etc. that would work for you in a PubMed search. 

PHPR 562 students, you need to use at least one journal article as a reference in your drug monograph. Many students find that they need more information about pharmacokinetics of their monograph drugs.  Try searching for the name of your monograph drug as a title word AND pharmacokinetic*, as in the example below:

drugname[ti] AND pharmacokinetic*

 

Later in this tutorial, I will ask you to repeat the same search.  Copy the terms you enter in the search box (or record them so you can enter them in another search box later).

 

• Hit the "Search" button or the "Enter" key on your keyboard.

Search PubMed From Within RefWorks

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 The search results are NOT imported into your account automatically. 

• When the search results appear, you must select those that you wish to import.  You can either
• • use the default "Selected" button and check the individual references of interest on the page you are viewing

or

or

• Use the "Import to folder" drop-down menu to select the destination folder.  

• When asked if you're sure about your selection, click the "OK" button

• An "Import completed" box will appear.  Since this is the first import into your account, you don't have to worry about duplicates yet.

• Click the "View Last imported" button.

PHPR 562 students:  Your RefWorks account must contain a record for a journal article  that could serve as a reference for your monograph assignment.  This is a part of your RefWorks lab assignment.  If you need help, please ask.

Importing References from the PubMed Website.

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While it's easiest to import references from PubMed using RefWorks' "Search"-->"Online Catalog or Database" feature; this search method lacks some of the cool features available at the PubMed website.  For instance, when you search at the PubMed website, you can apply "Humans", "English", "Age", "gender" and "Publication type and date" limits easily.

To navigate to PubMed:

• Click here to go to the Library's homepage. 

• Click on the "Literature Databases" button. 

• Click the link to "MEDLINE via PubMed"

• If asked to do so, login with your UNMC Net ID.

 

Importing References from the PubMed Website.

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• Because you need to know how to get rid of duplicates (everyone inadvertently imports duplicates at some point), I'm going to ask that you use the same search you used when you searched PubMed from within RefWorks so that we can purposely bring in a duplicate that can then be removed.  You wouldn't ordinarily try to get duplicates : - ).

If you copied the search previously, you can paste it into the PubMed search box.

• Hit the "Search" button.

• Select at least one of the references you imported previously.  You may also wish to select one or more references that you hadn't picked previously.

 

Importing References from the PubMed Website.

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You will be using your computer as an intermediary between PubMed and Refworks. You will put a PubMed file on your computer and then ask Refworks to use that computer. This is accomplished as follows:

• After checking the box/es in front of one or two of the reference you imported previously and boxes in front of other references as desired, click on the "Send to" drop-down menu.  (Check no boxes if you want all the references in the list.)

 

If you have selected 200 references or less,

• Choose "Citation Manager"
• If necessary choose a number of references higher than the number you wish to export (the number choice is only shown if you've selected more than 20 references or have selected no references -- indicating that you want to export the whole list).
• Hit the "Create File" button.
• You may have to indicate that you want to "Save" the file.  Do not try to open the file.
• A file called citations__.nbib will be created.  Depending on the browser in use, the file may go to the downloads folder or the desktop.

If you have selected more than 200 references,

• select "File"
• Choose the "MEDLINE" format (this format has a TI next to the title, an AB next to the abstract, etc.  to let RefWorks know where to put the information).
• Click "Create File"
• You may have to indicate that you want to "Save" the file. 
• A file called "pubmedresult___.txt" will be created.  Depending on the browser in use, the file may go to the downloads folder or the desktop

After saving the file proceed to the next page of the tutorial.

Importing References from the PubMed Website.

4 of 5Now it's time to go back to RefWorks and ask Refworks to import the file you obtained from PubMed.

• Click here to return to RefWorks.  You may have to login again.

• Find the "Quick Access" area under the "Folders" list on the right-hand side of the page. 

• Click the "Import" link.

Importing References from the PubMed Website.

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• The "Import References" pop-up box will appear.

You must make the appropriate choices on this page.

• From the "Import Filter/Data Source" menu, you may retain the default "University of Nebraska Medical Center" option.  The "NLM PubMed" option would also work.

• From the "Database" menu, select the "PubMed [NLM PubMed]" option.

• Use the "Browse" or "Find File" button to locate and select the file you downloaded from PubMed (The file is probably in your computer's downloads folder and is probably named citations.nbib or, perhaps, pubmedresult.txt)

• You imported the initial search results into a folder, pick the other folder as the destination for these references.  I need to show you what to do if you import a duplicate reference for a different project.

• Click the "Import" button.

Check for Duplicates

1 of 2After the "Import Completed" message appears, click the "View Duplicates" button.  This will make Refworks check for duplicates of the new references. 

If you ever forget to click "View Duplicates", you will need to use the "View" menu to select the "Duplicates"option and the "Close Duplicates" option from the menu that then appears. 

This will check the whole account for duplicates.  It is a good idea to check the whole account for duplicates from time to time.  Especially before you begin inserting citations in a Word document.

 

Check for Duplicates

2 of 2RefWorks will list references that may be duplicates next to each other.  It will automatically mark the newer member of a duplicate pair for deletion.

  

Before we continue, perhaps you're wondering why you need to worry about duplicates?

In the screenshot above, RefID 1 is the first record imported for the Gong et al.  reference. 

RefID 6 is a duplicate imported during the last import.  If I had been working on a Word document. 

I might have previously inserted a citation using the record with RefID1.  If I keep searching, working, and don't check for duplicates; the next time I need to cite Gong et al., I may insert a citation using RefID6.   It's easy to insert a citation from a different folder.  

When I use Refworks/Write-n-Cite to create my formatted bibliography, the Gong reference will appear twice.  If I'm using a numbered citations style, like the AMA style, the two Gong references will have separate numbers.  This can create quite a mess.  It's a fixable mess, but It's best to avoid these problems.

So, whenever, you import new references, check for duplicates.  Occasionally, check your whole account for duplicates using the "View" -->"duplicates"--> "Close duplicates" method as this tends to be better at finding duplicates.

Check for Duplicates -- Is it really a duplicate pair?

Getting back to your duplicate list:

RefWorks tries to show duplicates next to each other and marks the newer member of the pair for deletion.

Check the adjacent reference members of a pair to be sure the paired references are actual duplicates. 

• First, check the page numbers and journal name to be sure they are identical.

• Sometimes, you will have to check article titles, authors, etc. also.

Check for Duplicates -- Are the folder designations different

When you have determined that two adjacent references are really duplicates, look at their folder designations (red arrows in figure below points to the folder designations).  Were the references brought in for different projects/folders?  If so, you will need to put the reference that is NOT checked for deletion into the additional folder before deleting it's duplicate. 

The easiest way to do this:

• put your cursor over the grey bar above the reference you will keep (the reference that is not marked for deletion). 
• A "cross" icon will appear (in position of red cross in figure above). 
• Click down and drag the grey bar until it appears inside the destination folder (in the "Folders" list). 
• Drop the reference into the destination folder (release the mouse clicker).

Check for Duplicates -- Delete the Newer Pair Member

You may if you wish then delete the single reference that is marked for deletion in this duplicate pair by clicking the red "x" in the grey bar above the marked reference (lower arrow in figure below).

Alternately, you can wait until you have checked all the duplicate pairs and have all the references you plan to keep in all the folders in which the references are needed.  Then  click the large red "X" in the header above the entire result list (higher arrow in figure).

You will be asked to confirm your desire to delete the references.  Beware, if you have for some reason, selected "all in list" , you will be asked if you want to delete all the references and will have to type "Delete all" to finish the deletion process--- DO NOT DO THIS!  You only want to delete the selected references.  If asked to type "delete all", instead click "Cancel", select "Selected References", and use the red "X" icon again.

Check for Duplicates -- Any Real Duplicates Left?

After you delete the duplicate references, RefWorks will check for duplicates again.  If no duplicates are found a --

"no references found"

--message will appear.  This just means that you no longer have duplicates.  You can use the links to your folders or the "View"-->"All References" route to see your remaining references.

Need to Cite a Book Chapter or Webpage? Adding Records Manually.

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To create a RefWorks records for a book chapter, webpage or other reference that isn't included in literature databases:

• Click on the "New Reference" button.

• After the "New Reference" box appears, use the "Fields Used by" drop-down menu to select the citation style you plan to use.  This will make the "fields"/boxes that might be used by that style appear in the upper part of the page.

• Use the "Ref type" drop-down menu to select the type of reference you are entering.  Are you entering information for a book chapter (book section) for a webpage, a dissertation,etc?  The "new reference" box will refresh after you make this selection. 

• Try placing your cursor over the  word "Authors:" next to the first data entry box.  A mouse-over box with instructions for entering author names may appear. 

What if the mouse-over doesn't work?  Click the "Help" link in the upper right corner of the "New reference" box.  Scroll through a little over half the content until you reach the instructions for entering authors:

 

The examples provide the correct format for entering authors in RefWorks. 

lastname, firstname middleinitial.;

or

lastname, firstinitial. middleinitial.;

The most common mistake students make is entering authors in the format they want in their bibliography rather than using the format RefWorks can understand and turn into the style they need in their bibliography.

Do not enter degrees like Dr. or MSN, PH.D. with the author names.  Scientific citation styles do not make use of degrees and RefWorks will not be able to remove them if you enter them.

Need to Cite a Book Chapter or Webpage? Adding Records Manually.

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•  Instructions for every field are provided either as mouse-overs or through the linked "Help" manual.  The instructions tell you whether or not to use punctuation, etc. 

• You may select a folder from the "Folder" drop-down menu (blue arrow in screen shot below).

 

• If you are entering information for an electronic-format reference, click on "Additional fields" (first red arrow in screenshot) and select the "Electronic"  "Source Type" (second red arrow).

• When you are finished entering your reference information, click the "Save Reference" button (green arrow).

Manipulating and Editing Records

You've now imported references in two different ways and learned to add references manually.  Now that you have references in your account, you need to know how to edit them and move them around.

Manipulating and Editing - Change View

Click on one of your folder links to display the references in the folder.

Look at the area above the references on the right.  When you find the "Change View" menu select the citation style you chose when you customized your account.

The page will eventually refresh and you will see your references in the style you chose.

Manipulating and Editing - Sort By

Now use the "Sort by" drop-down menu that is located just to the left of the "Change view" menu.  Select "Pub Yr, Descending". 

After you make this selection, the page will refresh and the most recently published references will appear at the top of the list.

Look for any references that appear to need editing.

Manipulating and Editing - Editing

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Often your list of references will contain records for articles that appeared in electronic form before they were published in print. 

•  If you imported a record for the article before it appeared in print but it's now available in print, you will need to add page numbers to the RefWorks record.
• If the article still doesn't have page numbers, you will need to edit the record to make sure it's cited as an electronic only article.

Sometimes there is another problem with the citation.  Perhaps the journal title is in all caps?

In each of these cases, it's necessary to edit the record. 

Click on the "paper and pencil (edit)" icon in the grey bar above the reference.

Manipulating and Editing - Editing

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An "Edit Reference" box will appear.

If you now have page numbers for a reference that lacked page numbers, enter the first page in the "Start page" box.  Enter the last page in the "Other pages" box.

If you need to indicate that a journal article is only available in electronic form:

1) use the "Reference Type" drop down to select "Journal, electronic"

2) Check to see if the doi (digital object identifier) and links or URL fields are included in the fields in the upper part of the page.  If so, only one of these fields should be filled in.  If you obtained the record from PubMed, a doi will be present if available.  If no doi is present, you will need to find a web address for the article, copy it and past it into the "Links" or "URL" field.

3) Scroll down to click on "Additional Fields" and select the "Electronic" "Source Type"

4.  When you have made all needed edits, click on the "Save Reference" button.  When the message indicating that the save was successful has appeared, you can close the "Edit Reference" box.

Check the edited reference to be sure all needed changes have been made.

Viewing Abstract and/or Full-text

To see the abstract of an article

• Click on the "magnifying glass" icon in the grey bar above the reference.  All the information in the RefWorks record will appear.

or

• Use the "Change view" menu to select the "Full View".  This will make all the records you're viewing appear in  full. 

To see the full-text version of an article:

• Click on the "Check for UNMC full-text" button

• If the library has a license/subscription, the article's abstract or the journal's website will usually appear on the left hand side of the page.
• If the library doesn't have a subscription a message indicating that access is not available will appear.  You can then use the big blue button to order a copy through McGoogan Docs.

Creating a Reference List for a non-Word document.

Once you have references in RefWorks, you can do useful things with them.

Perhaps you need a formatted reference list for a powerpoint? 

• Put all the needed references in a folder.
• Click links as necessary to view the folder. 
• Click the "Create bibliography" button. 

• When the "Create Bibliography" pop-appears, check to see which references will be used.  If it's not already checked and you want to include all references, check the "all in list" button. 

• Select the needed "Output style".  Select "Word for ___"

• Hit the "Create Bibliography" button. 

• Sometimes Word and the bibliography document will open by itself.  At other times, you will need to watch for the small "Completed" box, click the top "click here" link to download the bibliography, navigate to your downloads file and double click to open the most recent file that's been downloaded (containing the bibliography).

• You can then select the entire contents of the document, copy, and paste the copied material into your powerpoint, e-mail, etc.

 

Need Help?

This concludes the content of the "Refworks Basic Training" tutorial. You will be asked for any comments on the following page. Please, do offer any suggestions for improvement or let us know if this tutorial was helpful.

For additional help, you may wish to consult:

• The "RefWorks --- Creating Formatted In-Text Citations and Bibliographies" tutorial
• The "Exporting records from CINAHL or other EBSCOhost Databases to RefWorks" tutorial
• The "Importing Google Scholar Records into RefWorks" tutorial

• The "Sharing and Importing Shared Refworks Records" tutorial
• The Library's RefWorks FAQs (these searchable FAQ are also available through a link on the Library's homepage)
• The "additional information" link in your UNMC RefWorks account will take you to our "RefWorks Tips, Tricks and Training" guide.  This guide includes instructions for importing records from all databases licensed by the McGoogan Library. It also includes a tab that will take you to the RefWorks FAQ.

If you are affiliated with UNMC or are a UNMC alumnus, you're welcome to contact the library at askus@unmc.edu  for help with RefWorks, RefWorks training, new Refworks output styles, edits of existing Refworks output styles, etc.  We will also be happy to create new RefWorks accounts for UNMC alumni.

 

Assignment PHPR 562

 During this tutorial, you created a RefWorks record for a journal article that you could cite as a reference in your monograph assignment.

During the second tutorial, you will create RefWorks records for the other three references that you must cite in your monograph assignment: a PPI, a major online drug information resource, a printed drug book.

During the third tutorial, you will use Refworks' Write-n-Cite tool to insert citations in a Word document and create a formatted bibliography. 

When you've finished all three tutorials, you will send me, Cindy Schmidt (cmschmidt@unmc.edu), an e-mail containing your RefWorks username and password, and an attached Word document containing citations and a bibliography created using the Write-n-Cite Word add-in.

 

 

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