This document provides a step-by-step guide to using RefWorks, including: 1. Accessing RefWorks through the library website or directly at www.refworks.com and registering for an individual account. 2. Searching databases from the library website, selecting references to export, and exporting them directly into RefWorks. 3. Organizing references in RefWorks by moving them between folders or creating new folders. 4. Using the Write-N-Cite plugin in Microsoft Word to insert citations from RefWorks into a paper and generate a bibliography.

1. How –to guide for Step by Step instructions to get you on your way to managing your references. Sophie van der Walt Email: [email_address] Tel: 011 559 2641

2. Brief Overview What is RefWorks? RefWorks is web-based bibliographic software package that enables you to: * Organize your research * Include citations while you write your paper * Build a bibliography in a variety of formats (e.g. Harvard, APA etc. RefWorks has an extensive format collection from different journals) * Import references from many data sources (online databases, web pages, text files, other bibliographical managers, manually, RSS feeds) Create bibliographies in different document formats (Word, RTF, HTML, etc.) How can I import results of searches into RefWorks? After you perform a search in an online data source the results of your searches can be exported directly to RefWorks, so you don’t have to download or e-mail them.

3. Brief Overview What is Write-N-Cite and what does it do? Write-n-Cite is a feature which allows you to access your references in RefWorks while working within Microsoft Word. You can insert citation placeholders in the text and add a bibliography to the end of the document. Both will be properly formated based upon only those references that have been inserted into your Word document. How do I import a reference? When you are in any database, select/mark the articles you want to export to RefWorks. Click on marked items/marked folder . At the Print/Save/ Email/Export option , click on Export . Choose Export directly to RefWorks . If you are not already in RefWorks, it will load automatically for you to log in. Your articles will be exported to the Last Imported Folder , from here you can move it to a folder of your choice.

4. RefWorks is an internet based programme – this means you do not only have to access it through the Library webpage www.uj.ac.za/library but can go directly to the url: www.refworks.com . This makes RefWorks is accessible anywhere any time, regardless of your location. To log in, you will need the Group Code: please email me for the group code Click on RefWorks STEP 1 – Accessing RefWorks

5. You must then type in your group code before you can register as an individual . If you click on RefWorks straight from www.uj.ac.za / library , this will be your first screen. STEP 1 – Accessing RefWorks Use the Login using your Group Code

6. STEP 1 – Accessing RefWorks You can now sign up for an individual account, or log in if you’ve already registered.

7. Now you are ready to start building your own database of references…. For TUTORIALS for RefWorks, click on the different steps as outlined in Steps 1-3. If you are ready to LOAD REFERENCES into RefWorks ~ keep this page open as is. STEP 1 – Accessing RefWorks

8. If you are ready to use RefWorks, you start by doing a normal search in any of the databases UJ subscribes to. So go to www.uj.ac.za/library and click on Databases. You will then need to enter your username ( surname ) and password ( student/staff number ) to gain access to the databases. STEP 2 – Getting the Reference(s)

9. Choose any database from the list provided …. An example would be Academic Search Premier available via EbscoHost. STEP 2 – Getting the Reference(s)

10. Click on EbscoHost Web Then choose your databases, I will only choose Academic Search Premier STEP 2 – Getting the Reference(s)

11. As you go through the articles and print/email them, mark/add the ones you would like to export to RefWorks. Then click on Folder has items (or marked folder ) to export them STEP 2 – Getting the Reference(s)  REMEMBER: you can only export references not the full text/abstracts! RefWorks works with references only.

12. STEP 3 – Exporting the Reference(s) Click on Export to export the references you’ve marked In the next window, tick “ Direct Export to RefWorks ” and then on Save .

13. RefWorks will open up automatically and you will see the importing screen. As soon as importing is complete, you will be able see how many references were imported. Click on View Last Imported Folder to view the references STEP 3 – Exporting the Reference(s)

14. Your list of references will be saved into the Last Imported Folder – from here you can: move it to another folder change the reference style sort it by title etc, print or delete it. 1 2 3 4 & 5 STEP 3 – Exporting the Reference(s)

15. To create a New Folder, click on Folders and then on Create New folder Type in the name of your new folder and click on ok. STEP 3 – Exporting the Reference(s)

16. You can now select your references from the Last Imported Folder and Put them in your new folder (marked in red) Once you’ve done that they will be copied to the new folder, and you can delete them from the Last Imported Folder STEP 3 – Exporting the Reference(s)

17. STEP 4 – Getting your reference into Word and writing your research To use RefWorks in writing your research, click on tools and then on Write-N-Cite. (Write-N-Cite will download and become a toolbar in Word. You will use this toolbar as you are typing your research.)

18. STEP 4 – Getting your reference into Word and writing your research When you are ready to type your research, you will be using the Write-N-Cite icon installed in Word.

19. STEP 4 – Getting your reference into Word and writing your research Type your research as you would normally and when you are ready to add a citation, for example HERE, click on the Write-N-Cite icon ~ the RefWorks log-in page will be displayed, so please log in.

20. STEP 4 – Getting your reference into Word and writing your research This is what the Write-N-Cite page looks like ~ you can cite a reference and it will be added to your Word document, as well as add a bibliography at the end of you research report.

21. Since we want to add a citation, I will click on Cite at the reference I want to add. STEP 4 – Getting your reference into Word and writing your research

22. STEP 4 – Getting your reference into Word and writing your research Once you’ve clicked on Cite , you will see the Edit Citation button, click here to add the page numbers

23. STEP 4 – Getting your reference into Word and writing your research Type in the page and click on Save to Word

24. STEP 4 – Getting your reference into Word and writing your research The citation has been added, do NOT worry about the }} and the number , that is just how RefWorks adds it, when you are ready to print out the final version (once you’ve added the bibliography) the citation’s formatting will change.

25. STEP 4 – Getting your reference into Word and writing your research Once you have added all the citation, and you want to include the bibliography, click on Write-N-Cite again and then click on Bibliography

26. STEP 4 – Getting your reference into Word and writing your research You will be asked to choose an Output Style i.e. in what reference format should your bibliography be. Choose one from the list and click on Create Bibliography

27. STEP 4 – Getting your reference into Word and writing your research RefWorks will now open a new Word document called FINAL – this is final version of your research and the one you print/save. The bibliography is added and the citations are now in the right format.

28. FAQ’s Where are my references stored? Your database of references is stored on the RefWorks server. You can access them from anywhere by using your personal username and password I'm working on a group project. Can we share a RefWorks account? Yes. RefWorks does not limit the number of accounts you create. Every account can have two types of access - full and read-only. RefWorks also offers an add-on module called RefShare that allows for sharing of a folder as well as a database. I'm a Mac user. Will Write-N-Cite work on my Mac? Yes, there is a version of Write-N-Cite specifically for the Mac. You need to be running Mac OS 10.X version 3 or higher and you also need Word for Mac 98 or higher. How many references can I store in RefWorks? Is there a limit? You may save an unlimited number of references within your RefWorks account. How many folders can I create in RefWorks? Is there a limit? No. There is no limit to the number of folders you can create within your RefWorks account. How do I back up my references? RefWorks offers a backup and restore feature that allows you create a file you can save to your computer and then restore if necessary. RefWorks also backs up all servers several times daily. If you need to view or move your data, we recommend using the Export option in RefWorks. Go to http://www.refworks.com/content/path_learn/faqs.asp for more FAQ’s

29. If you need any further help, please refer to the RefWorks Quick Guide or click on HELP while in RefWorks. Alternatively you can contact me on 011 559 2641 or [email_address]