Friday, April 25, 2008

Can I create a rough draft document from the comments in my user fields?

Yes.

Cindy has created a RefWorks output style called "User Fields with RefWorks Code -- UNMC."

For a reference by Beutler with RefID of 0, it would produce an output like the following:


This would be the user 1{{0 Beutler,E.B. 2001;}}
This would be the user 2{{0 Beutler,E.B. 2001;}}
This would be the user 3{{0 Beutler,E.B. 2001;}}
This would be the user 4{{0 Beutler,E.B. 2001;}}
This would be the user 5{{0 Beutler,E.B. 2001;}}

To produce this type of rough draft document from the comments in your user fields:
1. Make sure that any pop-up blockers are turned off.
2. Click on the Bibliography button.
3. Click on the "Output Styles" drop-down menu and select "User Fields with RefWorks Code--UNMC" output style. Click the "Add to Favorites" button.
4. Click the Bibliography button
5. Use the "Output styles" drop-down menu to select the "User Fields with RefWorks Code -- UNMC" output style.
6. Click the 'radiobutton' in front of "Format a Bibliography from a List of References"
7. Select the "File type to create" (You will need to create a word processing document from the output. You can either have RefWorks create a Word, .rtf, or Open Office document or you can paste the contents of a html output into a Word document)
8. Select the "References to include"
9. Hit the "Create Bibliography" button.
10. You may have to click a "Download" link before the created document will appear.


Once you have the output of this process in a word processing (Word or .rtf or Open Office) document, you can cut, paste, revise, delete, etc. Just make sure you keep the code with the sections of narrative that need to cite a source. If you need to cite two references in one place, you can cut and paste to put the two pieces of code together. The two pieces of code must be separated by a semi-colon as in:
{{0 Beutler, E.B. 2001; 2 Smith, F.X. 2000;}}

The RefWorks code produced by the "User Fields with RefWorks Code -- UNMC" output style is Write-n-Cite 2 code. If you're using Write-n-Cite III, use the Write-n-Cite III "Tools" menu to covert to a Write-n-Cite III document before you format your document.

You can format your document with any of the available RefWorks output styles.

One warning:
If you haven't typed comments in all five user fields, you will need to delete some extra RefWorks code. For instance, if you only have entered information in user field 1, the document produced by the "User Fields with RefWorks Code -- UNMC" output style would look like:

This would be the user 1{{0 Beutler,E.B. 2001;}}{{0 Beutler,E.B. 2001;}}{{0 Beutler,E.B. 2001;}}}{0 Beutler,E.B. 2001;}}{{0 Beutler,E.B. 2001;}}

You just have to remove the extra RefWorks code until you're left with:

This would be the user 1{{0Beutler,E.B. 2001;}}

Wednesday, April 23, 2008

Citing References in an Excel Table You've Pasted into Word

You've copied an Excel table, pasted it into a Word document, and used the "Paste Options" menu to select "Match Destination Table Style and Link to Excel." Now you want to use Refworks to insert citations in your table. Is this possible?

It's possible to insert RefWorks code into your Excel table. This will allow you to use the "Update Link" option in Word to gather any new data entered in your Excel table and maintain the RefWorks code (since the RefWorks code is part of your Excel table) . Unfortunately, you can't insert RefWorks code into Excel using Write-n-Cite. You will have to use one of the other available code insertion techniques. The code produced will be Write-n-Cite 2 code. You can still use Write-n-Cite III to insert your non-Excel-table citations and format your document, you will just need to remember to use the Write-n-Cite III "tools" menu to "Convert to Write-n-Cite III document" after you paste in the table and after every table update (or before you format your paper).

There are two ways you can go about inserting citations into your Excel table.
***
A. Method 1
1. Open your RefWorks account.
2. Locate a reference you wish to cite.
3. Use the “Switch to” menu to select “One line/cite view”
4. When the “one line/cite view” appears, click on the “Cite” link next to the reference you wish to cite.
5. A pop-up box will appear containing the code for that reference.
6. If you wish to cite additional references in the same citation group, locate the next reference you wish to cite and click on it’s “cite” link. The code for the second reference should be added to the code in the pop-up box. Both references should be inside the same set of double-curly-Q brackets. i.e.
{{2 Anonymous 2007;18 O'Neil,J. 2007;}}
7. Continue locating references and clicking “cite” links until you have all needed references for your first citation group.
8. Highlight and copy the code in the pop-up box and paste it into your Excel table at the desired location. Be sure to leave any needed empty spaces between the text in your Excel table and the RefWorks citation code.
9. Before beginning to gather your next set of references, find the RefWorks “Citation Viewer” pop-up box. Either close the box or hit the “Clear” button.
10. Remember, the code produced will be Write-n-Cite 2 code. You can still use Write-n-Cite III to insert your other citations and format your document, you will just need to remember to use the Write-n-Cite III "tools" menu to "convert to Write-n-Cite III document" after you paste in the table and after every table update (or before you format your paper).
***
B. Method 2
To cite one reference:
1. Place your cursor in the Excel table at the point where you wish to enter the citation (remember to leave an empty spaces if an empty space between table text and the citation is desired).
2. Type two, begin-curly-Q brackets ( {{ ),
3. type the RefID number for the reference you wish to cite,
4. type two, end-curly-Q brackets ( }} ).
To cite RefID 2, type:
{{2}}

If you need to cite more than one reference in a single location.
1. Place your cursor in the Excel table at the point where you wish to enter the citation (remember to leave any empty spaces if desired).
2. Type two begin curly-Q bracket,
3. type the RefID number for one of the references you wish to cite,
4. type a semicolon,
5. type a space.
6. Repeat steps 3-5 listed above until you've finished entering the RefIDs for all the references you wish to cite at that point.
7. Type two end curly-Q brackets.
To cite Ref ID's 1, 2 and 3; type:
{{1; 2; 3;}}

The code produced will be Write-n-Cite 2 code. You can still use Write-n-Cite III to insert your other citations and format your document, you will just need to remember to use the Write-n-Cite III "tools" menu to "convert to Write-n-Cite III document" after you paste in the table and after every table update (or before you format your paper).

If you are going to use method 2, I would recommend using RefWorks or an exported list of your RefWorks references (and not Write-n-Cite) to find the RefID numbers, your work will proceed more quickly.

Also, if you are going to use this method, I'd recommend printing out or saving an exported list of your RefWorks references occasionally. Why? When you use method 2, the code you insert only contains the RefID number/s for the reference/s you wish to cite. If you make a mistake and delete a RefWorks record with one of the RefID’s you’ve cited, it might take you awhile to figure out which reference you had intended to cite. You might be able to find the reference in your deleted reference list, but I have no idea how long references are kept in that list. To create a list of your RefIDs, with author and article titles:
Use your RefWorks "References" menu to select "Export."
On the "Export" page, select "Citation List,"
then click "Export to Text File."
Either print the list that appears or save it.
You will want to save new lists occasionally when you've added references to your database..

When I use RefWorks from off-campus, do I always have to log-in using UNMC's Refworks group code?

There are two ways to log into RefWorks from off-campus.

You can either:

1. go through the Library's website at http://www.unmc.edu/library
a. Click on the "RefWorks" link at the bottom of the "Quick Links" list on the left-hand side of the page.
b. Sign in with your lotusnotes username and password
c. Sign into your Refworks account.
You will still need to use the RefWorks group code when using Write-N-Cite from off-campus locations or when/if you export records from EBSCOhost and other databases to your RefWorks account using off-campus computers.

2. go through the RefWorks website at http://www.refworks.com/
a. Click on the "Login" tab/button
b. Enter UNMC's RefWorks group code.
The Refworks group code for UNMC is available at: http://info.unmc.edu/library/refworks.html.
You can also reach the code as follows: i) go to the Library webpage, ii) click on the "R" link under "Online Resources" toward the bottom right-hand side of the page, iii) click on the "UNMC's Group Code and Basic Description of RefWorks " link, iv) if you are off-campus, you will be asked to sign in with your lotus notes username and password.
The code will change in July or August. Changing the code is the only way to stay within the parameters of our license by preventing former students and departing faculty/staff from continuing to access Refworks.
c. Log into your account.

If you use the first method to access RefWorks from off-campus, all your communications with the Refworks server will go through our proxy server, this can slow down your work. The slowing is usually not perceptable but on occasion it becomes severe enough to be annoying. In addition, proxy server time-outs can occur if you try to import thousands of records into your RefWorks account. When I need to work with large numbers of records, I generally prefer the second method for accessing RefWorks.

How do I go about moving records from an old version of EndNote (even early versions of EndNote 8) into RefWorks?

In EndNote:

  1. Open the EndNote library of interest

  2. Use the "Edit" menu to select "Output Styles" and then "Open Style Manager"

  3. Wait -- the "Style Manager" takes awhile to open

  4. In the "EndNote Styles" box, place a check mark in the box in front of the "RefMan (RIS) export" style

  5. Close the "EndNote Styles" box.

  6. Use the "Edit" menu to select "Output Styles" and select "RefMan (RIS) Export."

  7. A check mark will appear in front of the style.

  8. Select the references you wish to export. If you want to export all references, you can use the "Edit" menu to "Select All."

  9. Use the "File" menu to select "Export."

  10. A "Save As" dialog box will appear. Choose a "Save In" location that you will remember. Give the file a name you will remember. The "Save as Type" drop-down should have chosen "Text File (*.txt)" by default -- retain this selection.


In RefWorks:


  1. Log into your RefWorks account.

  2. Use the "References" menu to select "Import"

  3. Use the "Import Filter/Data Source" drop-down menu to select "RIS Format"

  4. Use the "Database" menu to select "Endnote Windows" or "EndNote MacIntosh" as appropriate.

  5. Click the "Browse" button. A "Choose File" dialog box will appear.

  6. Select the file you exported from EndNote.

  7. Click on the "Import" button.