Oct 2015

2 Aims of the Workshop By the end of the workshop, you will be able to: Create a RefWorks account Import references –From databases (Direct Export) –From databases (Indirect Export using Import Filters) –Manual input Organize stored references into (sub)folders Search references Create bibliography in APA Style Use Write-N-Cite to create in-text citations Set up read only access / Share references Use ProQuest Flow

RefWorks What is RefWorks? –RefWorks is a Web-based Bibliographic Tool But what do you mean by a web-based bibliographic tool? –A web-based bibliographic tool (or citation manager) allows you to collect, store and manage bibliographic information (citations on books, journal articles, dissertations, etc.) in an online database; and output them in your desired output style (e.g. APA Style, MLA Style, Chicago Style, etc.) in your research work. 3

Examples of what you can do with RefWorks from your computer via the Internet:  Import references from the iSearch, the library catalogues, databases and even web pages  Manage & organize your references into folders and subfolders  Annotate your references by adding your own searchable keywords & comments  Share your references with co-authors of your paper  Attach pdf files, charts, photos or even videos to your references  Write-n-cite: create in-text citations & reference list in preferred style while you are writing your paper RefWorks 4

Create your RefWorks account 5

Create/Access your RefWorks account Click the RefWorks link at library web site 6

RefWorks Login Useful Help for RefWorks 7

Remote Access – if you Need to Access RefWorks from off-campus 1.Go to 2.Use the Group Code to login (HKIEd members only) 3.Login personal account for HKIEd users Enter Group Code Get the Group Code 8

1.RefWorks User Login for HKIEd 2.Sign up / Login 1 2 9

 Sign up for a new efWorksaccount  Sign up for a new RefWorks account Fill in the information to register 10

The menu bar allows you to access all functionalities of RefWorks. Simply move your mouse pointer over the entries and further options will drop down. View the “Tutorial” for details about how to use 11

Create Your References by Direct Export 12

Example 1: Journal Articles from iSearch (EBSCOhost) 13

2. Export records 1. Add to Folder 14

Choose "Direct Export to RefWorks" and then Click "Save“, then you’ll be asked to login to RefWorks 15

Import Completed! 16

Click to View Full Record 17

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Export function also available at detailed record 19

Example 2: Book Records from Library Catalogue 20 Export to RefWorks

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Exercise 1.Direct Export from iSearch – Journal Articles –Use iSearch at Library homepage –Search Keyword = Japanese culture and limit to Scholarly (Peer Reviewed) Journals –Mark any 5 records & export them to RefWorks 2.Direct Export from Library catalogue –Find the book Education and minorities education as a humanitarian response and use the "Export to Refworks" function to export it to RefWorks 23

Many databases support direct exporting references to RefWorks, e.g. ProQuest 24

Databases support direct export of records to RefWorks: EBSCOhostEBSCOhost ProquestProquest Elsevier: Scopus, ScienceDirectElsevier: Scopus, ScienceDirect JSTORJSTOR SageSage EmeraldEmerald BioMedCentralBioMedCentral Project MuseProject Muse Google ScholarGoogle Scholar And More………And More……… 25

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Steps for import references from different databases 28

Create Your References by Indirect Export (using Import Filters) 29

Example 1: Import a List of Book Records from Library Catalogue by Import Filter PART A: Export from Library Catalogue 30

1. Select which records to Save 1. Select which records to Save 2. Save Marked Records 2. Save Marked Records 31

3. View Saved 32

33 4. Save the references: Format of List: Full Display Save to Local Disk Submit and Save the File 4. Save the references: Format of List: Full Display Save to Local Disk Submit and Save the File

PART B: Indirect Export to RefWorks Using Import Filters Login to RefWorks; Choose Import Function from References Login to RefWorks; Choose Import Function from References 34

Choose Import Filter = Hong Kong Institute of Education Database = Hong Kong Institute of Education Library Catalogue Choose Import Filter = Hong Kong Institute of Education Database = Hong Kong Institute of Education Library Catalogue 35

Click the "Browse" of "Select Text File" and select the file previously exported from Library Catalogue; Choose Encoding = UTF-8 in case there are non-English characters; Then Import Click the "Browse" of "Select Text File" and select the file previously exported from Library Catalogue; Choose Encoding = UTF-8 in case there are non-English characters; Then Import 36

Import Completed! 37

Tips: You can also import records from HKALL by the same method

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Tips: Some Chinese databases only support indirect exporting references to RefWorks, e.g. 中國知網 40 1

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42 Choose Import Filter = RefWorks Tagged Format Database = Tagged Format Choose Import Filter = RefWorks Tagged Format Database = Tagged Format 4 5

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Exercise  Go to HKIEd Library Catalogue  Search for Author = “Hutton, Christopher”  Save and export all found records  Import the records to your RefWorks account 44

Input Record Manually Add references to RefWorks manually 1.References > Add New 2.View fields used by > e.g. APA 6th 3.Select Ref Type > e.g. Book, Whole 4.Enter data 5.Save Reference 45

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2Select Bibliography Style 47 3Select Reference Type

Enter data4 5Save record 48

Author Format Enter last name, followed by a comma, first name (or first initial followed by a period), and middle initial followed by a period. Each author name must be separated by a semi-colon. Example: Smith,J. R.; Jones,Robert K.; Adams,Mary 49

7 Edit record 6 View record 50

Exercise Input data for a book and save the following record Shambaugh, D. (Ed.). (2000). The modern Chinese state. New York: Cambridge University Press. 51

Attachments You can attach files associated with the bibliographic information stored in RefWorks BMP, TIFF, JPEG, PNG, GIF PDF Excel Powerpoint Equation Chemical structure Technical drawing, etc. 52

Browse for file to attach 53

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Indicate record with attachment(s) 55

You can add your own comments in other fixed and 15 user-defined fields. Scroll down to see the fields 56

57 Click on Additional Comments to know more about the input style.

Manage your References 58

Last Imported Folder  The result imported will always be placed in the last imported folder.  If you repeat importing records, this folder will only contain the results of the very last import.  All previously imported records are stored in the database, but not associated with a folder. 59

Organize References with (Sub)folders  Folders > Create New Folder (subfolder)  Enter Folder Name  Select record(s)  Put in Folder… > Select Folder  Each record can be put in as many folders as you like 60

Enter the Folder Name

Access your folders in these areas 3 62

4 Check the records 5 Select the folder to store the reference 63 6 Check with the Completed message

Exercise Create 2 Folders (e.g. Project A, Project B) Create 1 subfolder of Project A (e.g., Assignment A) Organize your references into these folders Create Subfolder 1 Select parent folder then enter subfolder Name 2 Subfolder 64

Searching references You can search for references in your database RefWorks provides multiple searching options: 1.Quick Search Box (top right of screen) 2.Advanced Search 3.Lookup by Author / Descriptor / Periodical 65

1 2 Quick Search Advanced Search 66

This is a complete listing of all authors in the database. The number of references for each author is shown in the second column. Lookup by Author 67

Checking duplicated references References may be duplicated through searching & importing from different databases. RefWorks can help to check for duplicated records View > Duplicates > Exact (or Close) Duplicates All deleted records are stored in a folder “Deleted References” You can restore the deleted records if required 68

Check for duplicate references 69

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You can check duplicates within a folder/subfolder

Output Your References in Styles using RefWorks 72

Creating a Bibliography Create bibliography from all references or selected folder Bibliography created in preferred style, e.g. APA References arranged and sorted automatically Output bibliography in HTML or Word format 73

Click Create Bibliography Select Output Style Select Folder Click to Create 74 Select Output Format (Word)

References sorted and formatted in APA Style 75

76 HKIEd Chinese citation style (for reference only) Refer to Citation System in Student Handbook for details

1 You can change the sorting order of Chinese references, e.g. pinyin or stroke

Exercise Create a bibliography for all references using the APA 6th 78

Using Write-N-Cite with Microsoft Word 79

Using Write-N-Cite to create In-text Citations and Reference List Install the Write-N-Cite which is available from RefWorks web-siteInstall the Write-N-Cite which is available from RefWorks web-site You will need to have MS Word installedYou will need to have MS Word installed You may use a different word processor, but you will need to cite manually.You may use a different word processor, but you will need to cite manually. The only requirement is that your word processor supports Text, ODT or RTF formats.The only requirement is that your word processor supports Text, ODT or RTF formats. 80

Select Write-N-Cite 81

Download & install Write-N-Cite 82

83 Login with your RefWorks account 2 RefWorks added in MS-Word after Write-n-Cite installation Click RefWorks to open Write-N-Cite 1

Write-n-cite options become available after login to RefWorks Every time you login RefWorks, the MS- Word will automatically synchronize the data from your RefWorks database Write-n-cite options become available after login to RefWorks Every time you login RefWorks, the MS- Word will automatically synchronize the data from your RefWorks database 84

Choose Citation Style, e.g. APA 6th 85

1. When you want to insert an in-text citation, simply click Insert Citation and Insert New 2. Your stored references will be prompted for selection; you can also make a search to find your needed citation quickly 86

You can search and quickly find your needed citation. Click on the citation to add (shown at bottom of popup window) 87

In-text citation inserted after clicking OK 88

To add more than one reference in the same in-text citation, click the "+" sign and add another reference Now both references will appear in the same in-text citation To add more than one reference in the same in-text citation, click the "+" sign and add another reference Now both references will appear in the same in-text citation 89

90 Click Bibliography Options and select Insert Bibliography

At Refworks  Help  Tutorial, you can find a series of video tutorials on RefWorks including using Write-N-Cite 91

Manually adding citations to Word document In RefWork:  Use One line/Cite view to see all references  Copy and paste the citation in document  Format paper using Bibliography function  No installation of plug-in required 92

93 Select One line/Cite View 1 2 Select Cite 3 Click Select 4 Right click to copy and then paste the citation in document

4 Paste the citation in document 5 Save the document 94

Select Output Style 7 Select the saved document Select click here to browse the document with bibliography

Citations and reference list created in APA Style 10 96

Shared Folders 97

1 2  Share your folders with other users  Allow exporting shared references into own RefWorks database You can share particular folder or whole database to others 98 Select Organize & Share Folders Select the relevant folder and click on the share button

Use the URL to share the folder to others Check your Share options 99

Shared references can only be viewed and exported but no editing is allowed 100

Read-only Access 101

Read-only Access Read-only access allows you to share your database with others on a limited basis; they can search, view and print references in your account, but not add, edit or delete, or create/change folders. 102

The read-only password allows the user to view your entire RefWorks account, but no editing is allowed

Read-only Login 104 No editing is allowed

Need Help? Check it out at the Library RefWorks webpage Consult Information Counter at the Library 105

ProQuest Flow 106

ProQuest Flow A cloud-based version of RefWorks Special features of Flow: - Save articles from the web to your document - Automated recognition of uploaded documents - Built-in document reading - Text highlighting, add notes to highlights Go to to know more about Flowhttp://proquest.libguides.com/flow 107

108 Sign Up for Flow Sign Up for Flow by your HKIEd and then you will receive the account activation

Import citations from RefWorks 109

Recognition of uploaded documents Simply drag-and-drop the document to Flow Then the system will try to recognize the document and fill in the reference fields 110

Create Bibliography 111

Download Flow for Word Go to the Tools menu and download Flow for Word or go to the URL at 112

If you have installed Write-N-Cite via RefWorks before, it will be replaced by a new plugin after the installation. 113

Thank You Ask your  Information Counter  Tel:  114