Help

RefWorks Guide

Connect to RefWorks

RefWorks Workshops - Learn how to set up a RefWorks account, import references into the RefWorks database and use Write-N-Cite to insert citations and create a bibliography.

Workshop Schedule

Tues, Jan 5 2010, 12 - 1:30 IC Classroom, Main Library, Rm 112A (see map)

 

Exporting References to RefWorks Instructions

RefWorks Frequently Asked Questions

  1. What is RefWorks?
  2. Who can access RefWorks?
  3. How do I access RefWorks?
  4. How do I set up a RefWorks account?
  5. How do I access RefWorks from off-campus?
  6. How do I get the RefWorks Group Code?
  7. a. What is Write-N-Cite and how can I use it off-campus?
     b. How do I use Write-N-Cite to add citations or footnotes and reference lists to a paper?
  8. How do I import references from the UA library catalog and other library databases, Google Scholar, my EndNote database, or from an existing bibliography?
  9. Is there a limit to the size of my database?
  10. Is there a limit to the data I can put in the notes and abstract fields ?
  11. Can I store copies of my articles on RefWorks?
  12. How do I open two accounts in RefWorks at the same time?
  13. When I open two accounts at the same time they always end up being the same. Why?
  14. What happens to my data if I leave the University of Arizona?
  15. How can I use RefWorks from within my word processor to cite references?
  16. I want to write my paper off line. How do I print out a list of references with RefIDs?
  17. How do I tell which folders contain a specific reference?
  18. My data isn't importing correctly. Why does the Source information go into the Notes Field?
  19. Why does my bibliography have incorrect data included in the output document?
  20. Can I make a backup of my RefWorks data?
  21. Where can I get additional help with using RefWorks?

Answers

1. What is RefWorks?

RefWorks is a Web-based bibliography and database manager that allows users to create personal databases by importing references from text files or online databases. Users can employ these references in writing papers and automatically format papers and bibliographies in seconds.

2. Who can access RefWorks?

All current UA faculty, staff, and students have access to RefWorks. You can use RefWorks on campus or off-campus.

3. How do I access RefWorks?

RefWorks can be accessed by using web browsers:

  • Internet Explorer Version 5.0 or later (Windows only)
  • Netscape Version 6.0 or later (Windows and Mac)
  • Firefox 1.x or later (Windows and Mac)
4. How do I set up a RefWorks account?

You can create your personal account after logging in to Refworks (http://www.library.arizona.edu/search/articles/dbfind.php?shortname=refworks) .
Click on "Sign up for an individual account". Create a login and password, then click on the Register button to open and begin using the program.

For more details about setting up a new account, please go to: http://www.refworks.com/refworks/help/Refworks.htm#QuickStartGuide.pdf

5. How do I access RefWorks from off-campus?

There are two options for accessing RefWorks from off-campus.

Option 1: Login from UA library link by using NetID.

  • Connect to RefWorks using a link from the UA Library web site (also at the top of this page).
  • Log in using your NetID and password.
    It should bring you to the RefWorks webpage.
  • Log into your personal account.

Option 2: Use the UA campus VPN.

  • If you are using your own computer, you can install the campus VPN software on your computer and use it to connect to RefWorks via the campus network
  • The VPN software is available through UITS at the link above.
  • Please contact the UITS 24/7 IT Support Center for support.
  • Once the VPN software is installed and you log in to the campus network, you can connect directly to RefWorks ( https://www.refworks.com/refworks ).
  • Note: If the VPN client is running correctly in the background and you are asked to enter a group code, a common solution to access RefWorks is to delete the browser's cookies, close the browser and go back into RefWorks through the library web site while the VPN client is running. This should clear out any previous sessions that may have expired with the RefWorks server.
6. How do I get the RefWorks Group Code?

The RefWorks Group Code is no longer being distributed to customers. See #5 above (UA-affiliates only) for more information on off-campus access.

If you are off campus and not using VPN, or on campus using only UAPublic wireless, and you:

  • are trying to open Write-n-Cite and are asked for the Group Code, make sure you have set up the proxy configuration from 7a below.
  • are trying to import references from Google Scholar to RefWorks and are asked for the Group Code, go back and enter Google Scholar through the library's web site .

If you are using VPN and are asked for a Group Code when trying to import from Google Scholar to RefWorks, close your browser completely, then reopen it after VPN is connected.

7a. What is Write-N-Cite and how can I use it off-campus?

Write-N-Cite is a utility that allows Microsoft Word users to access references from their RefWorks account and easily insert citations and then create a bibliography in a Word document. It is already installed on UA Libraries Information Commons computers.

To download and install Write-N-Cite to your own computer, please log into your personal RefWorks account and then click on “tools” at the top of the window. You should see Write-N-Cite option there. Or download from RefWorks. After downloading the file, install the program, using instructions available for version downloaded from the RefWorks site, if needed.

Off-campus users (WNC Proxy configuration)

UA RefWorks users not using the UA campus VPN must set up the WNC Proxy Configuration Utility (which is included in the Write-N-Cite software download) in order to use Write-N-Cite from off campus. It is only necessary to do this once.

Windows PC, version III (Vista, XP, Word 2007):

  1. From the Windows Start Menu select Programs and RefWorks.
  2. Click on the WNC Proxy Configuration Utility.
  3. Enter this Proxy Server URL in the box:
    http://ezproxy.library.arizona.edu/login?url=https://www.refworks.com/Refworks/?WNC=true
  4. Click OK .
  5. The next time you open Write-N-Cite, you will be prompted to enter your NetID in addition to your Refworks login.
  6. If the above instructions are not successful, please see those from the RefWorks help pages, under using Write-N-Cite from off-site.

Windows PC, version 2 (XP, Word 2003 & lower):

  1. From your computer's Start Menu select Programs and RefWorks
  2. Click on the WNC Proxy Configuration Utility
  3. Enter this Proxy Server URL in the box: http://ezproxy.library.arizona.edu/login?url=https://www.refworks.com/Refworks/?WNC=true
  4. Click OK
  5. The next time you open Write-N-Cite, you will be prompted to enter your NetID in addition to your Refworks login.

Note: Windows ME users must install VPN to use Write-N-Cite from off campus.

Mac OSX:

  1. Activate Write-N-Cite (You will not need to login at this point.)
  2. On the menu bar at the top left side of the screen, click on Write-N-Cite, then Preferences
  3. Click on the Proxy tab
  4. In the box, enter: http://ezproxy.library.arizona.edu/login?url=https://www.refworks.com/Refworks/?WNC=true
  5. Click OK
  6. Close Write-N-Cite, then restart it for this proxy configuration to take effect.
  7. Once you have done this, you will then be prompted to enter your NetID in addition to your Refworks login.

After installation, Write-N-Cite can be opened directly from the desktop icon (which should also open Word with it), or from within Word, under Add-Ins (2007) or Tools (2003).

7b. How do I use Write-N-Cite to add citations or footnotes and reference lists to a paper?

 

See our Guide: Using RefWorks Write-N-Cite to add Citations and Bibliographies to your Paper .

This basic guide to using Write-N-Cite includes sections on selecting and editing output styles, how to insert in-text citations or footnotes, modifying a citation, formatting the final paper with reference lists, and some common problems and solutions.


Note to Word 2007 users: If using the standard Windows version of Write-N-Cite (v.2), you must save your document as a Word 97-2003 .doc file before you can create the bibliography. (If you need to retain your document in Word 2007, the best solution is to download and install Write-N-Cite III. Click here to download it .)

For more detailed information about how to use this tool, including compatability requirements, please see:

Working with Write-n-Cite for Windows III

Working with Write-n-Cite for Windows v.2

Working with Write-n-Cite for Mac

8. How do I import references from the UA library catalog and other library databases, Google Scholar, my EndNote database, or from an existing bibliography?

Many, but not all, of our databases have the ability to export references to RefWorks.

See the following for further information :

Exporting References to RefWorks Instructions - includes specific instructions for exporting references from the UA Library Catalog, many of the Library's databases, Google Scholar and EndNote databases.

Troubleshooting RefWorks - Google Scholar connections from off campus (what to do if you are asked for a group code).

Tips on finishing your APA or MLA reference list (bibliography) (PDF)

Manually Tagging an existing bibliography for import (PDF)

Adding References Manually

9. Is there a limit to the size of my database?

No. Your database may contain an unlimited number of references.

10. Is there a limit to the data I can put in the notes and abstract fields?

The notes, abstract and user definable fields are limited to 1 gigabyte of information. Keep in mind that if you add large amounts of data to these fields it will take the program more time to display each reference.

11. Can I store copies of my articles on RefWorks?

Yes. When you edit a citation on RefWorks there is now an option to attach a copy of the article.

  • If you haven't already done so, save the citation to RefWorks.
  • Save a copy of the article on your computer (PDF files usually work best).
  • Locate the citation in RefWorks and click on the Edit link at the top of the citation.
  • Either type in the location of the file in the Attachments field or use the Browse button to locate it.
  • Click the Add Attachment button.
  • Maximum size per attachment is 20 MB.

Note: RefWorks limits the total size of attachments per account. If you need more space allocated please contact the library.
Attachments are not included in the RefWorks export function. You can include them in the backup function .
Since this feature is only available to institutional subscribers you will not be able to transfer attachements to an individual account.

12. How do I open two accounts in RefWorks at the same time?

Open your browser by selecting it from the Program menu or by clicking on the icon on your desktop or task bar. If you use Internet Explorer do not open another window by selecting the File, New, Window option. When you do this you will not open another existing RefWorks account it will be a second copy of the first regardless of the password or login information.

13. When I open two accounts at the same time they always end up being the same. Why?

If you use Internet Explorer and opened a new IE Window by selecting File, New, Window rather than clicking on the IE icon or opening the program from your Program Menu you will be in the same account as the first window. RefWorks uses cookies to "remember" users and to have two accounts open at the same time you must have two sets of cookies. IE only creates two sets when you open a second IE in the manner described above.

14. What happens to my data if I leave the University of Arizona?

You will be notified prior to the cancellation. At that time, you can purchase an individual subscription to RefWorks for $100 per year or, if you prefer, you can export your entire database in a format that is compatible with other bibliographic software. You can also export the data in a delimited format to use in some other type of database program.

15. How can I use RefWorks from within my word processor to cite references?

You can do this by using the Write-N-Cite utility. To download the program, go to your RefWorks program and click on Write-N-Cite at the top of the window. Once the program is loaded you can launch it from within Microsoft Word by clicking on the icon or selecting it from the Tools Menu, or under Add-Ins in Word 2007. For details on using Write-N-Cite see #7 above and the Write-N-Cite section in Help.

16. I want to write my paper off line. How do I print out a list of references with RefIDs?

First, create a folder and add all of the references you need to use for the paper to this folder. Next, from the Tools menu select Export. Select the folder you want to print. Select Citation List, which includes the RefID, Author, Title and Year. Click Export to Text File and when the file displays print it using the browser's Print function.

17. How do I tell which folders contain a specific reference?

From the main view area of RefWorks, click on View or Edit in the top right corner of the reference for which you want the folder information. Click on the In Folder drop down box. Folders with a >> next to them contain the reference.

18. My data isn't importing correctly. Why does the Source information go into the Notes Field?

First, check that the data you are trying to import is in a tagged format. It should look something like this:

TI: Title

Effect of rearfoot orthotics on postural sway after lateral ankle sprain.

AU: Author

Hertel J; Denegar CR; Buckley WE; Sharkey NA; Stokes WL

AF: AuthorAffiliation

Department of Kinesiology, Pennsylvania State University, University Park, PA16802, USA. jnh3@psu.edu

SO: Source

Archives of Physical Medicine and Rehabilitation., 2001 Jul, 82(7):1000-3

Also, from the Import area of RefWorks be sure both the Import Filter/Data Source and Database have been selected correctly. If you don't see either All Databases or the specific database you are searching in the drop down list RefWorks does not have a filter for that particular database. In this case the data may still import but it may not be imported into the correct fields and the source information will all go into the notes field. Selecting Multiple Databases will not work if the specific database you are importing is not in the list. You can suggest that RefWorks develops this filter by contacting RefWorks at support@refworks.com

If you selected the correct Data Source and Database but the data still comes in incorrectly, please contact the RefWorks support department at support@refworks.com . Attach a sample of the text file you are importing along with information on the source of the data.

19. Why does my bibliography have incorrect data or capitalization in the output document?

The output style takes the data from a particular field and inserts it into the bibliography. If the data in the field is incorrect it will appear to be wrong in the output format. For example, if you see a book title in your bibliography that looks like: Economics of America [Monograph], you will find that the title in your data includes the [Monograph] - it was not added by the output style.

If you see something like this for the volume number of a journal: "Vol. 32 vol." it is because one of the "Vol." was imported with the data, and the other supplied by the output style. The problem may be with the way the data is imported rather than with the output style. Always check to be sure the data in the database is correct before formatting a bibliography.

Issue about capitalization of proper nouns in titles in APA default output styles - Normally, the APA format calls for only the first word of the title and any included proper nouns to be capitalized, but most of the APA output styles in RefWorks strip out all capitalization from titles after the first word, including proper nouns which should remain capitalized. Unfortunately, there is currently no easy way around this, but there are two possible options. The recommended option is to just manually capitalize the proper nouns in your word processor after the bibliography has been created. The other is to use the output style for "APA - No title casing applied" when creating the bibliography. (You can add this to your available output styles under Tools > Output Style Manager.) However, if you have citations in your database that have all words in titles capitalized, they will stay that way when you create the bibliography.

20. Can I make a backup of my RefWorks data?

RefWorks includes a backup/restore function in the "Tools" and "References" menus. You can backup your whole database, including any attachments (such as the actual articles, if you have attached them to your citations). Note that you should not expect to be able to read the data in the RefWorks backup file without restoring to a RefWorks account. Also, if you restore your database to a RefWorks account, the existing data in the account will be overwritten . Note that the option to attach files is not available for individual RefWorks subscriptions, so if you leave the Universty of Arizona and purchase an individual RefWorks account you will not be able to use your backups to transfer your attached articles.

21. Where can I get additional help with using RefWorks?

There are two options:

Option 1: Extensive help can be found online. see Online help (http://www.refworks.com/refworks/help/Refworks.htm) or Tutorials (http://www.refworks.com/tutorial/). These are available from the RefWorks menu:

Option 2: Please ask librarians at the Reference Desk or call 520-621-6442, or ask a librarian using Instant Messaging .