1. Reference Manager Making your life easier! Updated September 2007

2. Why use Reference Manager? Automates tedious tasks Automates tedious tasks Bibliographies Bibliographies In-text citations In-text citations Searchable database of articles Searchable database of articles Find papers we have Find papers we have Search for new references Search for new references Info automatically entered Info automatically entered

3. HEIFCAL – Heinrichs’ Lab Database Stored on web Stored on web BROWSE ONLY BROWSE ONLY DO NOT change DO NOT change If you find errors, contact Coleen If you find errors, contact Coleen Students’ files Students’ files Stored on network while you’re here Stored on network while you’re here Copied to main database when you leave Copied to main database when you leave

5. HEIFCAL files on the web http://www.das.psu.edu/dairynutrition/manual/ http://www.das.psu.edu/dairynutrition/manual/ http://www.das.psu.edu/dairynutrition/manual/ Right click on links to save files to your hard drive Right click on links to save files to your hard drive Index file ---.rmx Index file ---.rmx Change file extension to.rmx Change file extension to.rmx Database file ---.rmd Database file ---.rmd Change file extension to.rmd Change file extension to.rmd Journal of Dairy Science Output Style Journal of Dairy Science Output Style Change file extension to.os Change file extension to.os

6. Location of files on your hard drive C: C: Program files Program files Reference Manager 11 Reference Manager 11 Your database Your database Copy of HEIFCAL (if you want) Copy of HEIFCAL (if you want) Styles Folder Styles Folder Journal of Dairy Science.os Journal of Dairy Science.os All other output styles All other output styles

7. Working with Reference Databases

8. Searching – New References Start within Ref Man Start within Ref Man Pub Med Pub Med ISI Web of Science ISI Web of Science Auto entry Auto entry Start from library databases Start from library databases Agricola (via CSA); others Agricola (via CSA); others Auto entry using Import Filter Editor (IFE) Auto entry using Import Filter Editor (IFE) Must double check citation accuracy Must double check citation accuracy

9. Using IFE (import filter editor) Find references in Agricola (or another search engine) Find references in Agricola (or another search engine) Save records as a.txt file Save records as a.txt file References, import text file References, import text file Choose import filter Choose import filter

10. Searching – Existing Database Enter word or phrase Enter word or phrase Add connectors (and, or, not) Add connectors (and, or, not) Click binoculars icon Click binoculars icon

11. Other Handy Features Copy between databases Copy between databases Copy references from a temporary search database to main database Copy references from a temporary search database to main database Duplicate search Duplicate search Check your database against HEIFCAL Check your database against HEIFCAL Delete duplicates from YOUR file Delete duplicates from YOUR file

12. More Handy Features Output styles Output styles Modify bibliography styles Modify bibliography styles Make other lists Make other lists Term Manager Term Manager Assign journal abbreviations Assign journal abbreviations Recommend you enter full name and standard abbreviation in your database Recommend you enter full name and standard abbreviation in your database Manage key words, authors Manage key words, authors

13. Entering Data by Hand Try to avoid this Try to avoid this Enter keywords from list Enter keywords from list Choose authors and journal titles from list when possible Choose authors and journal titles from list when possible Double-check dates, pages Double-check dates, pages Set up field and type preferences (tools menu) Set up field and type preferences (tools menu) When you open the database, choose Read-Write Exclusive from the access type menu When you open the database, choose Read-Write Exclusive from the access type menu

14. Using Reference Manager with Word

15. Cite While You Write In-text citations In-text citations Automatic reference list Automatic reference list Alphabetized for you! Alphabetized for you! All the correct periods, commas, colons, spaces, etc. All the correct periods, commas, colons, spaces, etc. You simply check it You simply check it Toolbar automatically installed in Word Toolbar automatically installed in Word If not, we can install it manually If not, we can install it manually

16. Setting up a new document Open a new Word document Open a new Word document Find Reference Manager Toolbar Find Reference Manager Toolbar If not visible, go to View, Toolbars, Reference Manager If not visible, go to View, Toolbars, Reference Manager Click on icon to generate a bibliography (numbered list icon) Click on icon to generate a bibliography (numbered list icon) Reference Manager Toolbar

17. Generate Bibliography

18. Adding in-text citations

19. In-text, continued Enter author and click “perform search” button.

20. In-text, continued

21. Working with in-text citations Insert new references Insert new references Click on magnifying glass icon Click on magnifying glass icon Search by author Search by author Add/Remove references from existing citations Add/Remove references from existing citations Right click on citation Right click on citation Choose “edit citation” Choose “edit citation” Click on the “insert” or “remove” button Click on the “insert” or “remove” button Modify a citation Modify a citation Right click, choose “edit” Right click, choose “edit” Click box next to “exclude author” or “exclude year” Click box next to “exclude author” or “exclude year”

22. Editing existing citations

23. Multiple databases Can enter citations from more than one database (eg. Heifcal plus your personal one) Can enter citations from more than one database (eg. Heifcal plus your personal one) Just open multiple databases in ref man Just open multiple databases in ref man If reference is in both databases, be sure to only cite from one of them If reference is in both databases, be sure to only cite from one of them

24. Auto formatting Citations with the same author, year are automatically designated as a, b, c, etc. Citations with the same author, year are automatically designated as a, b, c, etc. Reference list is generated at end of document, using output style you specified (or default) Reference list is generated at end of document, using output style you specified (or default) In-text citations are sorted according to output style In-text citations are sorted according to output style

25. Errors and oddities If you find an error in a reference If you find an error in a reference Remove all instances of the citation from Word Remove all instances of the citation from Word Go to ref man database and fix error Go to ref man database and fix error Re-insert citation in Word Re-insert citation in Word Alternative: fix later Alternative: fix later Multiple citations for the same reference Multiple citations for the same reference Usually caused by inserting citations from more than one database Usually caused by inserting citations from more than one database Could also be duplicates within a database Could also be duplicates within a database

26. Oddities that require a manual fix Citations such as (Quigley et al., III, 2005) Citations such as (Quigley et al., III, 2005) Reference list font Reference list font Location of reference list Location of reference list These items cannot be fixed until the ref man codes have been removed from the document These items cannot be fixed until the ref man codes have been removed from the document

27. Final step for the document Usually just before a paper is submitted Usually just before a paper is submitted Click on the “remove field codes” icon Click on the “remove field codes” icon Word automatically opens a copy of the document Word automatically opens a copy of the document Save the copy with a new name Save the copy with a new name Make manual changes Make manual changes