Post on 21-Dec-2015
Managing your References
Roger Mills & Judy ReadingOULS
February 2008
Getting them in
Problem:• References come in all shapes and sizes
E-mails
Databases
Alerts
Articles
Library catalogues
It can all get a bit overwhelming
Getting them out
Problem:
•There are many ‘proper’ different ways of quoting references
•E.g. different journals require different styles
Harvard: • AHERNE, J., SVERDRUP, H., FARRELL, E. P. & CUMMINS, T. (1998)
Application of the SAFE model to a Norway spruce stand at Ballyhooly, Ireland. Forest Ecology and Management, 101, 331-338.
Numbered:• 1. Aherne, J., et al., Application of the SAFE model to a Norway spruce
stand at Ballyhooly, Ireland. Forest Ecology and Management, 1998. 101(1-3): p. 331-338.
Author-date:• Aherne, J., H. Sverdrup, et al. (1998). "Application of the SAFE model to a
Norway spruce stand at Ballyhooly, Ireland." Forest Ecology and Management 101(1-3): 331-338.
Nature:• 1 Julian Aherne, Harald Sverdrup, Edward P Farrell et al., Forest Ecology
and Management 101 (1-3), 331 (1998).Science:• 1. J. Aherne, H. Sverdrup, E. P. Farrell, T. Cummins, Forest Ecology and
Management 101, 331 (Feb., 1998, 1998).
Reformatting
Problem:•Every time you need to change format, you need to re-type
•Sorting and selecting references takes time
So…
Solution:•Get some specialist software to do it for you – Reference Management Software
•Then you’ll be dancing for joy…
What is reference management software?
• A software package that allows you to:• Import references from a variety of sources• Edit, sort and share them• Output them in a variety of formats• Select references to incorporate citations in a word-
processed document and format them automatically
Which packages are available?• The University supports:
• EndNote (Thomson Scientific)• RefWorks (Proquest-CSA)
• Thomson also produce:• Reference Manager• ProCite
• Which are very similar to EndNote
• LaTeX users may wish to use BibTeX (free)• Also take a look at Zotero (free Firefox add-in)
How do I choose?• EndNote Desktop:
• must be installed on your own machine• Costs c.£80 from OUCS Shop
• RefWorks• web-based (in USA)• Use on any machine with internet connection• Free while you are a member of the University
• EndNote on the Web• limited functionality• works best alongside EndNote Desktop• Free while you are a member of the University
• See comparison table of features on handout
EndNote/RefWorks comparison
Compare features: EndNoteWeb
EndNoteDesktop
RefWorks
Save references + + +
Organize & edit references + + +
Storage capacity (number of references) 10,000 unlimited unlimited
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 +RefWorks staff can add or edit import filters on requestUsers 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 +
Direct export
Search within
Save & import
Type in/Cut&Paste
Typical record form
Sort options
Automatically-generated bibliographies
.txt, .rtf., .html…
<< Temporary code in { }
Formatted document
<< Bibliography at end
<< Citation in text
Working document
WARNINGIF YOU DO THIS
YOU MUST DO THIS
RefWorks v. EndNoteNow:• A demonstration of RefWorks• 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: www.refworks.com/refworks
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
Adding references to a document
Click Write-N-Cite and login
Click ‘cite’; temporary citation inserted in {{ }}
Add more
Create bibliography
Creates new version of document and inserts numbers in text…
…and list of refs at end
To change, return to original document and 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
Z39.50 + & -• 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
• Updated styles, filters and connection files on web
• Program updated automatically
• RefGrabit – capture bib data from web pages
(e.g. Amazon)
RefShare
A quick look at EndNote• Now in version 11 – EndNote X1• Good backwards compatibility with earlier versions• Easy to import/export to other reference management
software• ALWAYS KEEP BACKUPS!
Tip sheets• http://www.EndNote.com/support/entips.asp
• EndNote X Tip SheetsChanging Regional Settings in Windows XPEntering References into EndNoteEntering ImagesSearching for References within the EndNote database Importing data into EndNote Searching Remote Databases Customizing the Library WindowCreating Bibliographies
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 http://www.ouls.ox.ac.uk/eresources
http://www.ouls.ox.ac.uk/eresources/endnote
Save in: \Program Files\EndNote X\Connections
Restart EndNote and choose
It works!
Z39.50 + & -• 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 see http://
www.endnote.com/ and http://www.refworks.com/.
• EndNote Desktop must be purchased and installed on your machine.
• Buy from OUCS shop (c.£80) http://www.oxforduniversityshops.co.uk/oucs/
• 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.
• LaTeX users can use BibTeX http://www.bibtex.org/
• Zotero is a free Firefox add-on that provides many of the features of the commercial products http://www.zotero.org/
• 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 the University, but easy to export your references before you leave.
• QuickStart Guides can be downloaded from:• EndNote: http://www.adeptscience.co.uk/download/dldcat/2/0/All/EndNote.html
Refworks: http://www.refworks.com/content/quick_start_guide.asp
• Courses in the use of EndNote and RefWorks are run regularly at OUCS. Check http://www.oucs.ox.ac.uk/itlp/courses/atoz/ and look under EndNote and Refworks.
• Slides for this session can be downloaded/printed from http://www.ouls.ox.ac.uk/isbes/training
February 2008
Compare features: EndNote
Web EndNoteDesktop RefWorks
Save references + + +
Organize & edit references + + +
Storage capacity (number of references) 10,000 unlimited unlimited
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 +