Managing your References Roger Mills OULS Bio- & Environmental Sciences October 2008

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 – when was it again?  No, I remember – it was that article in Nature; must be on-line…  What was it called again?  …wish I’d written it down…

What’s your problem?  You may want to refer to –  Books  Chapters of books  Journal articles  Conference papers  Manuscripts  Personal communications  s  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  As a bibliography  In footnotes or endnotes  In a consistent style  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  ProCite  Reference Manager  EndNote  And now  RefWorks  EndNote on the Web  Zotero

So what can reference management software do?  Store references to items in many different formats and material types  Search, select and output references in a variety of pre- determined 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 on the Web is free to members of university, but has limited feature set – designed to be used alongside desktop version  Zotero is a free plug-in for Firefox browser (only) – limited but growing capability

EndNote, EndNote Web & RefWorks compared Compare features: EndNote Web EndNote DesktopRefWorks Save references+++ Organize & edit references+++ Storage capacity (number of references)10,000unlimited Import from many databases and OPACs+++ Cite & format papers with bibliographies+++ Create & save advanced searches +create (not save) Customize views & displays ++ Edit reference import filters & output styles + RW can add or edit import filters Users can edit output styles Use term lists for auto-entry ++ Cite tables, figures, & equations ++ Work Offline (anytime/anywhere) +Write papers offline only Local Personal Files and Documents ++ High Performance Desktop Environment +

RefWorks v. EndNote Now:  A demonstration of RefWorks  Hands-on exercises 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

Creating a RefWorks account  RefWorks stores your data in an account on their servers (in USA)  Access your account online anywhere  Outside Oxford use group code ‘oxymoron’  You can have as many accounts as you wish

Starting up:

Create account

Online help

Import data: References/import; note Import instructions

Run search as usual

Save according to instructions

Select right ‘Import Filter/Data Source’ and ‘Database’, locate.txt file to import

Voilà

Full record display

Editing view Add attachment >>>

Export as a list - Bibliography

Like so – here in ‘Harvard’ style

‘Vancouver’ style

Preview styles

Choose more styles

Select and add to Favorites

Identifying duplicates

Check and delete

Return to full list

Download Write-N-Cite

Adding references to a document

Click Write-N-Cite and login

Click ‘cite’; temporary citation inserted in {{ }}

Add more

Create bibliography

inserts numbers in text…

…and list of refs at end

To change, repeat, choosing different style

Now in Harvard style

…and the list

Export direct into RefWorks

Export format: ‘RefWorks Direct Export'

RefWorks opens automatically

…and imports records

Search databases from RefWorks

Choose online catalogue or database

Run search and note number of hits

Download proceeds automatically

If more results to download, adjust maximum and re-run search

Import selected or all

Note  subscription/password-protected resources are not available for searching within RefWorks

Z & -  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  Create folders to store references – one ref can be stored in several folders  Sort  Edit – just overtype  Search folders in same way as external database  Author, descriptor and periodical ‘lookup’ lists, to allow consistency  Program updated automatically  RefGrabit – capture bib data from web pages (e.g. Amazon)

RefShare

Share folder or database

url – recipient can view

A quick look at EndNote  Now in version 12 – EndNote X2  Good backwards compatibility with earlier versions  Easy to import/export to other reference management software  ALWAYS KEEP BACKUPS!

Tip sheets 

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

Select right ‘import option’

Voilà

Full record display

Rest of full record <<< Add attachment

Export as a list

Like so – here in ‘annotated’ 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

…and imports records

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

ote

Save in: \Program Files\EndNote X\Connections

Restart EndNote and choose

It works!

Z & -  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…

Managing your References  Oxford supports EndNote Desktop, EndNote Web and RefWorks. For product details and online guides see and  EndNote Desktop must be purchased and installed on your machine.  Buy from OUCS shop (c.£90)  Reference Manager and ProCite also available from shop at same price. Reference Manager best for group use; choose ProCite only if already familiar with it.  EndNote Web has limited facilities but can be used without EndNote Desktop if you do not need full functionality. See chart overleaf.  RefWorks has full facilities on web but limited offline.  Web products are licensed by University and free for University members. You will lose access when you leave Oxford, but easy to export your references before you leave.  Courses in the use of EndNote and RefWorks are run regularly at OUCS. Check and book online.  OUCS doumentation for EndNote is available on Weblearn. Go to and login with your Oxford username, then follow links under Course materials  Slides for this session can be downloaded/printed from October 2007

Compare features: EndNote Web EndNote DesktopRefWorks Save references+++ Organize & edit references+++ Storage capacity (number of references)10,000unlimited Import from many databases and OPACs+++ Cite & format papers with bibliographies+++ Create & save advanced searches +create (not save) Customize views & displays ++ Edit reference import filters & output styles + RW can add or edit import filters Users can edit output styles Use term lists for auto-entry ++ Cite tables, figures, & equations ++ Work Offline (anytime/anywhere) +Write papers offline only Local Personal Files and Documents ++ High Performance Desktop Environment +