This document provides step-by-step instructions for sharing references in RefWorks in two ways: 1) From the folder option or 2) From the tools area. It explains how to share entire folders or databases, set permissions for sharing, and include shared references in the university's shared area or share privately by emailing the URL. Tips are provided for what content can be accessed in shared folders depending on permissions. Contact information is given for getting additional help with RefShare.

1. How –to guide for Step by Step instructions on sharing your references in RefWorks. Sophie van der Walt Email: [email_address] Tel: 011 559 2641

2. What we will cover today: 1. Brief overview of what RefShare is 2. How to share your RefWorks references with: The whole institution (i.e. UJ) Privately (i.e. you control who sees your reference)

3. Brief Overview RefShare allows you to share your references, folders or whole RefWorks account with: all RefWorks users @ UJ privately with other RefWorks users RefShare users have the ability to allow: Exporting Printing generating a list of references and even using custom output styles at the folder or database level. Existing RefWorks users can export from a RefShared database or folder directly into their own RefWorks database.

4. Brief Overview There are three types of RefShare users: the User who initiates the sharing of his/her references The Recipient who can access the shared folders or databases via a link send to him/her The user who can access the Shared Area Page created by the institution where all public folder lie Why would I share my references publically? If you are a lecturer and want to supply your students with a reading list with the full text of many documents ** Students sharing references while working in a group Researchers whishing to share references when working collaboratively within UJ or across institutions ** (Due to copyright laws and licensing agreements, access to full text material is restricted to UJ staff and students)

5. You can share your references in two ways: From the FOLDER Option From the TOOLS area Sharing your references 1 2

6. Lets share references! Click on Tools and then Share References

7. The Sharing page is where you initiate a database or folder share. You can share: a folder by clicking on the Share Folder button next to the name of the folder you want to share... your entire database by clicking the Share Entire Database button. 1 2

8. Lets share a folder …. Click on the Share Folder button next to the folder you want to share

9. Shows you all your shared folders Shows you statistics of your shared folders

10. This is the URL used to share folders

11. You can set permissions for your folder, allowing others to: Export, print or generate a bibliography from your folder Set the number of references to be exported/printed/included in a bibliography 1 2 3. You can allow users to comment on references and 4. opt to receive emails when a comment has been posted 5. You can also choose to share file attachments 3 4 5

12. 6. You can also turn a folder or database into an RSS feed 6

13. 7. You must select at least one Output Style. Remember to tick University of Johannesburg Specific to use our version of Harvard 7 8 8. Give your file a name and add relevant information

14. 9. You can include your shared folder in the UJ shared area or pick a category from the drop down list 9

15. Once you have shared a folder new buttons appear: Remove Share – to unshare a folder Options – to change the settings of a folder Statistics – allows you to see how many hits your folder has had over time Globe icon on the folder indicates the folder is shared 1 2 3 4

16. View the Shared Area To view the Shared Area click on View > RefWorks Shared Area

17. You will see: The category the file is shared under The title given to the folder by a user The description given to the folder by a user The URL of the file 1 2 3+4

18. To view the articles in the folder click on the title

19. In a shared folder/database you have some familiar RefWorks features Depending on the permission granted by the folder creator you can: Add to My List Print Export Create a Bibliography 4 3 2 1

20. How do I share a folder/database, but not show it to everyone at UJ? Sometimes you may not want share your folder or database with everyone at UJ, but opt to share it with a select few. Then you would not tick the box next to Include in University of Johannesburg’s shared area Proceed to save the folder as normally (without ticking anything in the Reference Sharing box Picture copyright: spekulator

21. Your folder/database will still have a URL you can share and email to whomever you want but it will not be listed in the Shared Area of UJ’s RefShare:

22. When you click on Email URL: You can send it to multiple recipients and add a personlised message as well

23. Your recipient will receive an email with the URL to your shared folder:

24. When they click on the link the shared folder will open up: Again, depending on the permission granted you can: Add to My List Print Export Create a Bibliography

25. If you need any further help, please click on HELP while in RefShare. Alternatively you can contact me on 011 559 2641 or [email_address]