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 +