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.
During this tutorial you will:
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:
To create a RefWorks account, you may need UNMC's RefWorks group code.
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.
When you reach the login page, click on the "Sign up for a new account" link.
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.
You may have as many RefWorks accounts as you want. Some RefWorks users create separate accounts for group projects or large individual projects.
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.
There are three very helpful customization steps.
1. First, change the number of records displayed per page to an even number. To do this:
Which styles should you choose?
3. The third recommended customization step is choosing styles for use in Word documents. To choose these styles:
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.
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.
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.
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):
The "View" menu also allows you to view and restore "Deleted references" for 30 days after the date of deletion.
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.
What if right-clicking isn't working:
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.
Now that you have folders in which to place references, it is time to begin adding references to your account.
Searching PubMed from within Refworks is the easiest way to add references to your Refworks database.
If you choose a high number it may take a while for the PubMed search results to appear.
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).
The search results are NOT imported into your account automatically.
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.
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:
If you copied the search previously, you can paste it into the PubMed search box.
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:
If you have selected 200 references or less,
If you have selected more than 200 references,
After saving the file proceed to the next page of the tutorial.
You must make the appropriate choices on this page.
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.
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.
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.
The easiest way to do this:
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.
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.
To create a RefWorks records for a book chapter, webpage or other reference that isn't included in literature databases:
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.;
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.
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.
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.
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.
Often your list of references will contain records for articles that appeared in electronic form before they were published in print.
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.
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.
To see the abstract of an article
To see the full-text version of an article:
Once you have references in RefWorks, you can do useful things with them.
Perhaps you need a formatted reference list for a powerpoint?
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:
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.
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.
Please enter your name and email address to retrieve a copy of your completed quiz.
You can enter multiple email addresses separated by commas. If you are doing this for a class, you may need to enter your instructor's email address also.