Refworks Bibliography With Abstracts In Apa

Accessing RefWorks

  1. How do I access RefWorks from off-campus?
  2. I've forgotten my login name and password. How can I get them?
  3. How do I change my username and password?
  4. Can I create another account for my group project?
  5. How do I open two accounts in RefWorks at the same time?

About Your RefWorks Database

  1. Where are my references stored?
  2. How many references can I store in RefWorks? Is there a limit?
  3. How many folders can I create in RefWorks? Is there a limit? 
  4. How do I tell which folders contain a specific reference?
  5. Can I put a reference into more than one folder?
  6. If I delete a reference from a folder, is it deleted from my database?
  7. What fields does the Search RefWorks box search?
  8. How can I easily find duplicate records in my database and then remove them?
  9. Is there a limit to the data I can put in the notes and abstract fields?
  10. How do I back up my references?

Getting Information into RefWorks & Creating Bibliographies

  1. Can I export references directly from online databases to my RefWorks account?
  2. When I try to export a reference from a database, nothing happens. What do I do?
  3. I can't find a direct export option in this catalog/database. Is there another way to import references?
  4. If an import filter doesn't exist for the database I'm using, what should I do?
  5. I imported some records from a database, but the information didn't import correctly. Why?
  6. I did a search of the Knox Library Catalog from the RefWorks "Search Online Catalog" area, and a title I know about didn't show up in my results. Why?
  7. My bibliography is not coming out correctly. Why?
  8. Why does my bibliography have incorrect data included in the output document?
  9. How can I create an annotated bibliography?

Using Write-N-Cite

  1. What is Write-N-Cite, and what does it do?
  2. Will Write-N-Cite work on my Mac?
  3. Why doesn't Write-N-Cite work on my computer?
  4. Can I have both Write-N-Cite and the full version of RefWorks open at the same time?
  5. I received an error message when generating my bibliography. What do I do?

Sharing References

  1. I'm working on a group project. Can we share a RefWorks account?
  2. Can more than one person access an account at a time?
  3. Can I share references without allowing access to my account or creating a group account?
  4. Where is the Knox RefShare site?
  5. The RefShare site is very public - is there a less public way to share references?
  6. Will the references and attached documents I share on the RefShare site show up in web search results?

Creating & Editing Output Styles

  1. I added some fields to an output style, but they are not printing.
  2. I created my own output style and some of my references won't print.
  3. What if my output (journal) style is not available?
  4. How do I give a colleague my custom output style?

Converting to/from other Bibliographic Management Software

  1. How do I import references from my EndNote database?
  2. I'm trying to import records from an EndNote database, but the author names are all truncated.
  3. Can I move my RefWorks database into another database program?
  4. What happens when I graduate or if I leave Knox College?

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Accessing RefWorks

Q: How do I access RefWorks from off-campus?

A: You will be able to access your RefWorks account from off-campus just the same as if you were on campus. RefWorks link: https://www.refworks.com/RefWorks. Some functions in RefWorks require the Knox College Group Code,however. If you are prompted to enter the Knox College Group code, click here. (Log in to this secured page using your Knox e-mail username and password.)

Q: I've forgotten my login name and password. How can I get them?

A: On the RefWorks login page, click the "Forgot your login information?" link under the login form. Enter your Knox e-mail address and your login information will be e-mailed to you.

Q: How do I change my username and password?

A: Once you've logged in to your RefWorks database, click the Update Profile link at the top of the page. This will open a window allowing you to change your username and password and other information.

Q: Can I create another account for my group project?

A: Yes. RefWorks does not limit the number of accounts you create. Every account can have two types of access - full and read-only. Full access requires everyone to log in with the same login name and password. Read-only requires users to log in with the login name and a read-only password that has been established. Read-only access allows people to search, export and print bibliographies, but not add, edit, or delete references.

In addition, each record in a database has 5 empty fields (User Defined 1 thru 5) that can be used to record comments from group members.

Q: How do I open two accounts in RefWorks at the same time?

A: To open two RefWorks accounts at the same time, you will need to use different browsers. For example, if you are using Internet Explorer for one account, use another browser, like Firefox, Chrome, etc. to open the second account. Because of cookies, you cannot open multiple RefWorks accounts in different windows or tabs of the same browser.

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About Your RefWorks Database

Q: 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. You can also make your own backup copy of your database (in a zipped file not suitable for viewing) from the Tools menu. This backup can only be used with the Restore feature in RefWorks.

Q: How many references can I store in RefWorks? Is there a limit?

A: You may save an unlimited number of references within your RefWorks account.

Q: How many folders can I create in RefWorks? Is there a limit?

A: No, there is no limit to the number of folders and subfolders that you create within your Refworks account.

Q: How do I tell which folders contain a specific reference?

A: When you are viewing your references in a list the Folder information should be under the Source information in the Standard View setting. If it is not, click the Customize link at the top of the page and select Yes next to "Show Folder Information for Each Reference." If you don't want your folder names included in Standard View, simply select No in this window.

If you do not want folder information listed for every reference in Standard View, click on View or Edit in the top right corner of the reference for which you want folder information. In the view window folder information will be included.

Q: Can I put a reference into more than one folder?

A: Yes, you can add a reference to as many folders as you want. RefWorks does not copy the reference, it just "marks" it as belonging to specific folders.

Q: If I delete a reference from a folder, is it deleted from my database?

A: If you select a reference and click the Delete button, you will receive a pop-up confirming that you want to delete the reference. If you confirm that you want to delete the reference(s), they will be "deleted," but saved for 30 days in case you need to retrieve them. Deleted references can be accessed via View > Deleted Messages.

If you want to remove a reference from a folder, but not delete it entirely from your database: 1) go to the Folder of the specific reference, 2) select the reference(s), 3) click the Remove from Folder icon. When you remove a reference from a folder, it is still "marked" for any other folders you have already chosen. If the reference was not in any other folders, you can still access it via the Organize and Share Folders tab or through the All References list.

Q: What fields does the Search RefWorks box search?

A: The Search RefWorks box searches all fields, including Abstract and User Definable, and all search terms are connected by the Boolean connector OR. It also searched for embedded terms, i.e., if you search for "art" you will retrieve references with "heart," "part," etc. To narrow your search to specific fields and specific combinations of terms, use the Advanced Search feature. 

Q: How can I easily find duplicate records in my database and then remove them?

RefWorks offers two options for locating duplicates - "Exact Duplicates" and "Close Duplicates." Both options can be accessed via View > Duplicates.

Exact Duplicates: checks for exact matches based on the Author Names, Title, and Year of Publication.

Close Duplicates: compares a combination of Author Names, Title, and Year of Publication. It is a loose comparison so may result in a display of references that are not exact duplicates. This allows duplicates to be found even if there are minor errors in the data. Also, depending on the size of your RefWorks database, the Close Duplicates may take some time, so be patient.

When you view either Exact Duplicates or Close Duplicates, the system will automatically select one duplicate record from the pair. To delete the duplicates, double check that they are indeed duplicates, and then click the Delete button. Once one of the duplicate pair is deleted, the reference will no longer appear in the duplicate list.

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

A: The notes, abstract, and user definable fields are limited to 1 GB 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 and display search results.

Q: How do I back up my references?

A: You can backup your references by selecting Tools > Backup & Restore. You will then be presented with the options to Include References, Include Attachments, and Include RSS Feeds. Select what you'd like to backup and click Perform Backup. Your folders are automatically included (except for empty folders).

A copy of your database will be downloaded to your computer in a zipped file that can only be used in the Restore feature of RefWorks. When you restore your RefWorks database, it overwrites all information currently stored in your account.

If you need to view or move your data, we recommend using the Export option in RefWorks.

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Getting Information into RefWorks & Creating Bibliographies

Q: Can I export references directly from online databases to my RefWorks account?

A: Yes. Many databases allow results of your searches to be exported directly to RefWorks, so you don't have to download or e-mail them. See the Importing References tab in this guide for directions on exporting references from particular Knox databases. For a complete list of data vendors with direct export to RefWorks options, click here.

Q: When I try to export a reference from a database, nothing happens. What do I do?

A: Most often this caused by your system or browser blocking pop-up windows. From your browser options you can either unblock all pop-ups, or sometimes you can keep pop-ups blocked but add specific exceptions. The latter option would allow you to state that you still want pop-ups blocked, unless they are from www.refworks.com

Q: I can't find a direct export option in this catalog/database. Is there another way to import references?

A: If you can't locate a direct export to RefWorks option in a catalog or database, look instead for an option to download or export the record as a text file (.txt). Once downloaded, you can then import the file to RefWorks (choose References > Import) using the appropriate import filter. For a complete list of import filters in RefWorks, click here.

You can also add references to your RefWorks database manually by clicking the New Reference button.

Q: If an import filter doesn't exist for the database I'm using, what should I do?

A: If you need to import data but a filter does not exist, you have two options:

  1. Add the reference manually, using the New Reference button or selecting References > Add New
  2. RefWorks has import filters built for importing bibliographic record information for many databases and data vendors. If you do not find an import filter for the database that you use, you can request that RefWorks look into creating one. In your RefWorks account, select Help > Request > Import Filter.  Keep in mind that it may not be possible always to create a filter for importing record information from a database. Often, it depends on how the database provider tags and organizes the record information. The limitation may be the fault of the vendor and not RefWorks.

Q: I imported some records from a database, but the information didn't import correctly. Why?

A: There are several different reasons this could happen:

  • You selected the wrong import filter or database when importing
  • There is no import filter for the database from which you are importing
  • The data vendor has updated the database and the import filter is not in sync with the changes
  • The data vendor sent data that was tagged for import incorrectly

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

Then, from References > Import, be sure both the Import Filter/Data Source and Database have been selected correctly. If you do not see either All Databases or the specific database you are searching in the drop-down list, then RefWorks does not have a filter for that particular database.

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

Q: I did a search of the Knox Library Catalog from the RefWorks "Search Online Catalog" area, and a title I know about didn't show up in my results. Why?

A: You will always get better search results by searching directly in the Knox Library catalog. The searching protocol used in the Online Catalog or Database search in RefWorks will provide some basic searching, but not to the level of detail that searching directly does. For best results, perform complicated searching and research in the catalog directly, identify specific sources, and then search for those sources individually via the RefWorks catalog search option.

Q: My bibliography is not coming out correctly. Why?

A: Make sure the information in each of your records is in the correct fields. RefWorks prints out what is stored, so if data is missing or not in the correct fields, your output may be incorrect. Always check to be sure the data in the database is correct before formatting a bibliography.

Q: Why does my bibliography have incorrect data included in the output document?

A: 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 "Vol. 32 Vol.," for the volume number of a journal, it is because one "Vol." was imported with the data. 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.

Q: How can I create an annotated bibliography?

A: If you need to create an annotated bibliography, consider adding the styles Chicago 15th Ed. -- annotated bibliography, Turabian 7th Ed. -- annotated bibliography, APA 5th Ed. -- annotated bibliography, and/or MLA 7th Ed. -- annotated bibliography to your list of Favorite styles using the Output Style Manager.

These styles use the appropriate style for the citation with the annotation appearing underneath the citation. To get the annotation in the output, you must put the annotation text in the field called User 1 in the record. You can add the annotation to the User 1 field of any record at any time.

Tip: To get the User 1 field to display higher up in the list of fields when editing a reference, choose one of the annotated bibliography output styles by selecting it in the "Fields used by" drop-down list in the edit record view. This action bumps all the required fields for that output style up to the top of the edit-record workspace.

Tip: Change the name of the "User 1" field to "Annotation" by following these steps:

  1. Click the Customize link at the top of the page
  2. Expand the section User Field Options
  3. In the text box, enter the new name of the field and click SAVE.

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Using Write-N-Cite

Q: What is Write-N-Cite, and what does it do?

A: Write-N-Cite is a feature that allows your to access your references in RefWorks while working within Microsoft Word. Write-N-Cite allows you to insert citation placeholders and when you are ready to add a bibliography to the end of the document, Write-N-Cite will create a bibliography and properly format your in-text citations based upon only those references that have been inserted into your Word document.

Q: Will Write-N-Cite work on my Mac?

A: Yes, there is a version of Write-N-Cite specifically for those using Microsoft Office on a Mac. For system requirements and compatible versions, access Tools > Write-N-Cite from your RefWorks database. In the pop-up box, select "Write-N-Cite for Mac."

Q: Why doesn't Write-N-Cite work on my computer?

A: Write-N-Cite is only compatible with the Microsoft Word software. To see if there is a version of Write-N-Cite compatible with your specific operating system and version of MS Word, access Tools > Write-N-Cite from your RefWorks database. If you have a non-compatible operating system or word processor, you can still use the One Line/Cite feature of RefWorks, which works similarly to Write-N-Cite. See the online help in RefWorks or the RefWorks Video Tutorial for more information.

Q: Can I have both Write-N-Cite and the full version of RefWorks open at the same time?

A: Yes. If you make edits in RefWorks be sure to reference your Write-N-Cite version to reflect the edits.

Q: I received an error message when generating my bibliography. What do I do?

A: If you received an error message when processing your paper, here are a few things to check:

  1. Make sure all citation placeholders (the things you inserted into your paper) have opening and closing double curly brackets {{ }}.
  2. Make sure any multiple citation placeholders are separated by a semicolon. E.g., {{39 Smith 2001; 57 Jones 2004}}
  3. If you are using in-text switches, make sure the switch appears directly after the citation placeholder but before the semicolon separator. E.g., {{39 Smith 2001/f p.43; 57 Jones 2004}}.
  4. Make sure the Ref ID numbers you are citing in your paper are in your RefWorks database. You may have inserted a citation placeholder and then subsequently deleted the record from your account. RefWorks will be unable to locate a reference and this will cause your bibliography to fail.

If you are still having problems with your bibliography, contact RefWorks support at support@refworks.com

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Sharing References

Q: I'm working on a group project. Can we share a RefWorks account?

A: Yes. There are two ways to share a RefWorks account with others:

  1. Create another account for your project. RefWorks does not limit the number of accounts you can create, so you can create an account and share the login information with all group members. This will allow everyone in the group to add to the RefWorks database, edit references, print bibliographies, etc.
  2. Each RefWorks account has 2 types of access - full and read only. If you don't want to create a separate account, you can create a Read-Only password to give to group members. This will allow members to see your references, as well as search, export, and print bibliographies. They will not be able to add, edit, or delete references.

Q: Can more than one person access an account at a time?

A: Yes, multiple users can access a single account simultaneously.

Q: Can I share references without allowing access to my account or creating a group account?

A: Yes, sharing can be down using the RefShare feature. When you share a RefWorks database in this manner, you can choose to provide access to all or just select folders of references. People viewing your references will not be able to add, edit, or delete references. You may with to give them the ability to add comments to references.

See the Sharing References tab above.

Q: Where is the Knox RefShare site?

A: The URL for the Knox RefShare site is: http://www.refworks.com/refshare2/?site=050481210219200000%20

Q: The RefShare site is very public - is there a less public way to share references?

A: Yes. When configuring a folder to share references, simply leave the box "Include in Knox College's shared area" unchecked. This will allow you to share the references with the URL for the folder. You can send the URL to whomever you wish, but the references will not be visible in the RefShare site.

Q: Will the references and attached documents I share on the RefShare site show up in web search results?

A: No. The RefWorks vendor blocks search engines from crawling all RefShare sites.

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Creating & Editing Output Styles

Q: I added some fields to an output style, but they are not printing.

A: Make sure you added the fields to every defined reference type in your output style, including Generic. You will know if a reference type is defined, as it will say "[defined]" next to it in the drop-down in the output style editor.

Q: I created my own output style and some of my references won't print.

A: Every output style must have the Generic reference type defined, as well as any other reference types you need. The Generic type is used for when you have records in your database that are of a reference type for which your style isn't defined.

Q: What if my output (journal) style is not available?

A: You can request that RefWorks create an output style for you, or if you have an urgent need, you can create your own output style using the Output Style Editor. For more information on how to do this, see the RefWorks online help section called "Using the Output Style Editor."

Q: How do I give a colleague my custom output style?

A: You can share a custom output style by using the Backup/Restore feature of RefWorks (Tools > Backup & Restore). Un-check the boxes next to "Include Reference," and "Include RSS Feeds," and make sure that the relevant custom output styles are selected. Perform the backup, and then give this file to your colleague. The colleague can then perform a restore from the Tools menu. 

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Converting to/from other Bibliographic Management Software

Q: How do I import references from my EndNote database?

A: RefWorks has a feature that will allow you to upload your EndNote versions 8 through 10 library directly into RefWorks. All other versions of EndNote will require you to export the records from EndNote and import them into RefWorks. (For instructions on importing other versions of EndNote, or other bibliographic management programs, see RefWorks help on Converting from other Bibliographic Management Programs.)

  1. Go into RefWorks and select References > Import
  2. Expand the From EndNote Database section.
  3. Browse for and select your EndNote library (.enl). Note: Only EndNote version 8 and higher databases can be imported. Currently there is a 25 MB import limit on the size your EndNote library. Also ensure that the .enl file is not open on your computer.
  4. Specify a folder to import your records into (optional)
  5. Click Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete.
  6. Your records should automatically appear in the Last Imported folder.

Q: I'm trying to import records from an EndNote database, but the author names are all truncated.

A: You will need to edit EndNote's RefMan (RIS) Export filter to export the full names in your database instead of truncating to initials:

  1. From the "File" menu in EndNote, select "Output Style", then "Open Style Manager"
  2. Scroll through the alphabetical list of style names, click once on " RefMan (RIS)" to highlight it, put a check in the left-hand box, then click on the "Edit" button.
  3. On the Bibliography folder, select Author Names, then under Name Format, change the "Initials" option to "Full Names"
  4. Close both style manager windows and when prompted to save changes click "yes"
  5. Export your records.

Q: Can I move my RefWorks database into another database program?

A: RefWorks offers several export options that you can use with other programs. These options are available from References > Export:

  • Bibliographic Software (EndNote, ProCite, Reference Manager) -- saves the database in a tagged format that can import into another bibliographic management program. It is the format sometimes called the RIS Format or Reference Manager Format and can be imported into Reference Manager, ProCite, EndNote, or any other program that supports the RIS Format.
  • BibTeX - RefWorks ID -- saves the database in the file format for use with the LaTeX document preparation system.
  • Citation List -- create a list to use when writing your paper offline. The format includes the Ref ID, Authors Primary, Title Primary, and Publication Year only. This format is probably not usable by any other bibliographic manager.
  • RefWorks Tagged Format -- saves the database in a format similar to the bibliographic management software format. This is a tagged format. The data layout, however, is patterned after the RefWorks database as opposed to tags that match with other bibliographic programs. use this format for backup purposes and for sharing data with other RefWorks users.
  • RefWorks XML Format -- creates an export file in an XML format
  • Tab Delimited -- saves all your data in an organized manner with each field separated by a tab. It may then be loaded into other programs that are designed to read this type of format.

Q: What happens when I graduate or if I leave Knox College?

A: Before you leave Knox, you can export your reference data in several formats using one of the Refworks Export options. This is the recommended option for you to manage your data. Your data can then be imported into a new RefWorks account an another school or university or into another bibliographic management tool such as EndNote.

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In RefWorks you can create a bibliography from a list of references, without creating a document. This reference list may contain your entire database, the references in your My List area or you can select a specific folder from which to create the bibliography.

In the Create section of the Bibliography area of RefWorks you can generate a reference list in your desired style, using all the references in a particular folder.  You can use this to preview your finished list of references, or simply generate a list to copy and paste into your document.

Note:  RefWorks will store the last 10 output styles you have used to generate a reference list or bibliography at the top of the output-style drop-down for easy access.

Note:  When generating a Reference List from the Bibliography area, the final output is sorted based on the output style you have chosen.  If the output style is based on the order cited in a document, since there is no document, it defaults to alphabetical by first author.

Email it: After the bibliography is created you may also email the list.  The email address in your RefWorks account is automatically entered, but you can overwrite it with another address.  Only one email address can be entered.

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