Before class begins…

1. Before class begins… Help us to assess this session and plan for future workshops Please complete the Advanced Refworks Pre-learning assessment at: http://tinyurl.com/RWAssessment Should take no more than 3-5 minutes.

2. RefWorks ADVANCED fall 2011 Jackie Stapleton, liaison Librarian Martha lauzon, library associate

3. Overview Today we will try to cover... • Search within Refworks • Customize your Refworks interface • Add Attachments • RefShare • Write N Cite (WNC) • Modify Output styles • Work offline • Alumni services • Your questions • Prerequisites for this session: • Strong familiarity with RefWorks • A working account with at least 10 citations in it Open your Refworks account and let’s get started!

4. New! Subfolders Let’s create a subfolder together

5. Searching within Refworks • Search Refworks database • Advanced • Lookup (index of all the terms in your database) • Advanced Search • All fields are searchable • Search for empty fields (i.e. doi numbers)

6. Search by author, periodical (journal) Good means of identifying errors in database • Author list • List of all author names in the database • List of all the journal (periodical) titles • Edit link will change all records with this entry (global edit)

7. Same author (Dr. David Hammond) two records uses initials (Scopus import) one record uses full name (Web of Science import) Refworks assumes these are different authors List of Hammond articles Note: one record includes french subtitle for journal name Let’s look at my journal titles and see if there are any records I need to tidy

8. For the next 5 minutes, Search your database • Try searching different fields Use the Lookup to tidy up your database! • Identify problem author names or journal titles and edit Do you have any empty fields? • Use Advanced search to find fields containing no data

9. Customize your Refworks account Set your own preferences: • Number of references displayed per page • Add reference styles to options for Display (APA, MLA, etc.) • Change sort (author, title, RefID...) • Select language • Rename User Defined Fields • Is anyone using these? If so, how? I’ll demonstrate some of these options in my account.

10. Add notes to your imported records: Global Edit • Make changes to a batch of records • Add your own notes to an imported list of references • Add information to fields • Move data from one field to another • Delete fields • Replace: find text and then replace with another (good for spelling mistakes) I’ll demonstrate how to add comments to an imported list of records

11. Attachments • Add files to an individual record • Any type of computer file (pdf article, image, word document, etc.) up to 20 MB • Access your files from any Internet location • Will not be shared when using RefShare • No limit to the number of files you can attach (see About this Database to monitor size of account)

12. RefShare • Share entire database or single folder • Share with a single person or uWaterloo community • Recipient can access references but do not have access to your Refworks account • Recipient can print, export, create bibliographies (you decide their access) • Cannot share attach Follow along with me: Open Organize & Shared Folders

13. uWaterloo Shared area • Shared with all UW Refworks users Follow along with me to view Shared Area and export references to your account.

14. Modify output styles Why? • Edit a style to match the Instructions for Authors when submitting an article for publication • Create an annotated bibliography • Start with a similar style, then edit (don’t start from scratch!)

15. WriteNCite III: updates • WNC not compatible with the new MacOS, Lion • WNC not compatible with Word 2011 (Mac) • WNC often has trouble working with .docx files. Please resave as a .doc • IE9 users will need to turn on Compatibility Mode in order to have full functionality (they will otherwise be unable to edit the Title field when entering references manually)

16. Write-N-Cite III Use the “Edit citation” function in WNC III to edit or remove citations in your Word document. • Only way to fully remove the coding stored in MS Word. • Deleting by using CTRL-X or highlighting and pressing Delete may cause problems when the document is formatted i.e. Error message ”Length is null or not an object” Activity: Create a word document several paragraphs long. Add citations to the text (at least 4) Use the ‘edit citation’ tool to remove one these citations

17. Write-N-Cite III: Tools Display Unformatted Citations • Move between formatted and unformatted {{ }} versions of your Word document Convert to WNC III Document: Revert to WNC v.2 Document: • Move between WNC III and WNC v.2 versions of your Word document • Useful if you want to share with a Mac WNC users or with a Windows WNC v.2 user. • Sometimes useful when troubleshooting documents which have errors when trying to format Activity: Add more citations to your Word document. Use Create bibliography and Display Unformatted Citations to move back and forth between formatted and unformatted version Revert the document to WNC v.2. Remove Field Codes: • Remove all hidden coding from a formatted document • Useful for submission to journal publisher • All WNC coding is lost forever! Save a copy under a different name.

18. WNC: Working offline You can use Write-N-Cite III even in a location with no Internet connection. This is called ‘Working Offline’. You can: • download your references to a computer (must be online to do this) • access those references while writing your paper • Write-N-Cite III will function the same as if you were online You must repeat this process if you add new references to your Refworks account

19. Alumni service “All alumni of subscribing academic institutions will have life-long access to RefWorks. Access will continue to be available to an institution’s alumni as long as that institution subscribes. “

20. Is there anything else you want to know?