detailed instructions

Please note that RefWorks is not recommended for searching the library's databases and catalogs. While RefWorks contains search capabilities, the search features in RefWorks do not include all of the databases available at the Benedictine Library, nor all of the search features and capabilities available within each database. Please consult a Reference Librarian for assistance with searching the library databases. Once you've located your resources, however, RefWorks is a great way to keep them organized.

I. Setting up your RefWorks account:

1. Log in to a computer on the Benedictine University campus.
2. Open a Web browser (must be either Internet Explorer 5.0 or later or Netscape 4.7 or later).
3. Go to http://www.refworks.com.
4. Click on "User Login" button on the menu bar.
5. Click "Sign up for an individual account."
6. Enter your name, a login name, a password and an e-mail address. Your login name and password can be anything you choose. (Note: if your login name has already been chosen by another user, you will need to choose a different one).
7. Select a "user type" and "area of focus" from the dropdown list (note: these categories are used for statistical purposes only, and do not affect the functionality of RefWorks).
8. Once you sign up for a RefWorks account, you will receive an e-mail from RefWorks confirming your user name and password and containing Benedictine's "Group Code." SAVE this e-mail as you will need the "Group Code" to gain access to your RefWorks account from off campus.
9. If you ever forget your login or password, click on the "Forgot your Login?" link on the User Login page. RefWorks will send your login information to the e-mail address you specified when you signed up for the account.

II. Logging in to RefWorks once your account is set up:

  From on campus:

1. Go to http://www.refworks.com
2. Click on "User Login" button on the menu bar.
3. Enter your RefWorks login name and password and click "Login."

  From off campus:

1. Go to http://www.refworks.com
2. Click on "User Login" button on the menu bar.
3. Enter the Group Code included in the e-mail you received when you signed up for your RefWorks account. Click on "Go to Login."
4. (Note: If you do not know the Group Code, contact the Reference Desk at 630-829-6057 or via e-mail at libref@ben.edu. The Reference staff will verify your Benedictine affiliation (student, faculty or staff) before the Group Code will be released to you.)
5. Enter your RefWorks login name and password and click "Login."

III. Entering citations into RefWorks:

  A. By hand:

1. Log into RefWorks.
2. From the menu bar select References > Add New Reference.
3. Select the citation format you want to use ("view required fields for:")
4. Select the folder to save the reference in (optional).
5. Select the type of reference this is (book, journal, Web page, etc.) from the drop-down list.
6. Type (or cut/copy and paste) the information regarding this reference into the appropriate fields.
7. For information on the uses and formatting of specific fields, see http://www.refworks.com/Refworks/help/Adding_References_Manually.htm.

  B. Via import from an online catalog or database:

1. Log into your RefWorks account before you begin searching the catalog or database.
2. IMPORTANT: Leave RefWorks open in its own browser window, and open a second browser window to search a catalog or database.
   (To open a second window in Internet Explorer, click File > New > Window. To open a second window in Netscape, click File > New > Navigator Window.)
3. Follow the RefWorks Export/Import Instructions for the database you're searching.

IV. Working with Folders:

  Folders are a useful way to organize your citations within RefWorks. RefWorks comes with two standard folders:

• References not in a folder: This is not a true "folder" itself but a view of all the records in your database that have not yet been put into folders. It cannot be renamed or deleted.
  
• Last Imported: This folder contains the citations you imported most recently. Each time you do a new import, the contents of this folder are overwritten. It cannot be renamed or deleted.

  To view all folders:

1. From the menu bar select Folders > View
2. Click on the name of the folder to view.

  To create a new folder:

1. From the menu bar select Folders > Create New Folder
2. Enter a name for the folder and click "OK"

  To rename, delete, or empty a folder:

1. From the menu bar select Folders > View > Organize Folders
2. Click "Rename" to change the name of the folder. Enter the new folder name and click "OK."
3. Click "Delete" to remove a folder. (Note: Deleting a folder will not remove the citations it contains from RefWorks. See below for how to delete citations.)
4. Click "Clear Folder" to empty the folder of its citations. (Note: Citations that have been cleared still exist in your database; they just no longer reside in that folder.)

  Using "My List" (new as of Aug. 2005):

"My List" is not a folder per se, but allows you to select references from multiple folders and place them together in a temporary folder for printing, exporting, editing or deleting. The references in "My List" are only available during the current RefWorks session. When you exit RefWorks, your list is cleared.

Adding References to My List:

1. From any view, search results or folder, select the references you want to add to your list.
2. Click on the "Add to My List" button at the top left hand of the screen.
3. Note: When adding references from multiple pages within RefWorks, you must add the references on a single page before going to the next page. Selection marks do not carry forward from page to page.

Viewing and Printing References in My List:

1. Select View, My List from the menu bar.
2. Select specific references, a page of references or all in list.
3. Click on the Print button.
4. Select the output style you wish.
5. Click Print. (Note: You can also print the references from My List in the Bibliography area.)

Removing References from My List:

1. Select View, My List from the menu bar.
2. Select specific references, a page of references or all in list.
3. Click on Remove from My List. Your references will be removed from you’re My List temporary folder but they will remain in your RefWorks database and any other folders they were in.

V. Working with citations:

  To move citations from one folder to another:

1. In "References not in a folder" view or within another folder, click the checkbox next to the citations you wish to move. You can also move all citations listed, or all citations on a specific page.
2. Click the "Put in folder..." dropdown list and select the folder into which to move the citations.
3. Click "OK" when prompted.

  To remove citations from a folder:

1. From the menu bar select Folders > View and select the folder to work with.
2. Click the checkboxes next to the citations to be removed.
3. Click "Remove from Folder."

  To delete citations:
  (IMPORTANT: deleting a citation permanently deletes it from all folders as well as your RefWorks database. Deleted citations CANNOT be recovered.)

1. In "References not in a folder" view or within another folder, click the checkbox next to the citations you wish to delete. You can also delete all citations listed, or all citations on a specific page.
2. Click "Delete."
3. Click "OK."

VI. Creating formatted bibliographies:

  To preview how entries will look in a selected bibliographic format before creating it (new as of Aug. 2005):

1. Go to Tools --> Preview Output Style.
2. Choose your output format (MLA, APA, Turabian, etc.).
3. Choose whether to use your references to generate the examples, or to let RefWorks display generic examples for that format.
4. RefWorks will display examples of how the citations for various document types will look when RefWorks generates a reference for them.

  To create a standalone bibliography or list of references:

1. Click "Bibliography."
2. Choose your output format (MLA, APA, Turabian, etc.).
3. Click "Format a bibliography from a list of references."
4. Choose the file type to create (Text, HTML, RTF, Word for Windows (2000 or later), Word for Mac (98 or later).
5. Choose either "All References" or only those in a specific folder.
6. Click "Create Bibliography."
7. Wait while the list is created. The list will open in a new window where you can copy, print, save or e-mail the bibliography.

  To create a bibliography or list of references from a manuscript:

NOTE: For this feature to work your manuscript must be created in Microsoft Word 2000 or later, or Word for Macintosh 98 or later. Documents created in WordPad, Microsoft Works, Wordstar or any other programs other than the Microsoft Word versions listed above will not work.

1. In your manuscript, insert two open curly brackets-- {{ --followed by the Reference ID number of the source, followed by two closed curly brackets-- }} --wherever you want to place a reference. Example: This is how a reference would look when inserted in my manuscript {{24}}. My next sentence has a reference to it too {{33}}.
2. If you need to place multiple citations in the same location, separate the Reference ID numbers with semicolons (do not put any spaces between the semicolons and the numbers). Example: This sentence has more than one reference {{25;37;23}}
3. When your manuscript is complete, save it and close it.
4. Log into RefWorks and click on "Bibliography."
5. Select an output style, then click on "Format paper & bibliography."
6. Select the file name of your manuscript, then click on "Create Bibliography."
7. A new window will open with the re-formatted manuscript containing the bibliography.
8. Save the document in the new window. (If the document does not automatically appear, you can force it to download or e-mail it to yourself by clicking on the appropriate links.)

  To create a bibliography or list of references using Write-N-Cite:

Write-N-Cite is a separate plugin to Microsoft Word that makes it easier to insert references as you are typing your document. To use Write-N-Cite you must install the plugin on your computer, and you must be connected to the Internet while you write or edit your manuscript. Write-N-Cite will only work with Microsoft Word 2000 or later, or Word for Macintosh 98 or later with operating system Mac OS X version 10.3 or later. Write-N-Cite will not work with any other word processing programs.

  To install Write-N-Cite on your computer:

1. Log in to your RefWorks account.
2. From the menu bar select Tools > Write-n-Cite. Select Windows or Mac version.
3. Save the installation file to your hard drive (remember where you saved it).
4. Log off RefWorks and close any other open programs (including your Web browser).
5. Locate the installation file on your hard drive and double-click it to start the installation. Follow the on-screen instructions. You may need to reboot your PC at the end of the installation.

  To use Write-N-Cite:

1. Create or open a Microsoft Word document.
2. Click on the Write-N-Cite button in your Word toolbar, then log in to RefWorks.
3. When you come to a place where you need to insert a citation, scroll down through your list of citations in the Write-N-Cite window and click on the "Cite" link next to the reference you want to include.
4. Save your document, but do not close it or exit Word.
5. Click on the "Bibliography" button in the RefWorks window.
6. Select an output format, then click on "Create Bibliography."
7. A new Word window will open with the re-formatted manuscript, including formatted references and the bibliography.
8. Save the document in the new window ("Final_Refworks" will have been inserted in front of your original file name, but you can rename it to something else.) If the document does not automatically appear, you can force it to download or e-mail it to yourself by clicking on the appropriate links.

VII. Other features:

  Allow others to view your RefWorks records by giving them a read-only password:

1. Log in to RefWorks.
2. From the menu bar select Tools > Settings > Update User Info.
3. Enter a read-only password in the field provided.
4. Click "Update."

  Export references to other bibliographic software packages (such End Note, ProCite or Reference Manager):

1. Log in to RefWorks.
2. From the menu bar select Tools > Export References.
3. Select either "all references" or references within a specific folder.
4. Select an export format.
5. Click "Export to Text file."
6. A new browser window will open. Save the file (using the browser's "save as" command). If the document does not automatically appear, you can force it to download or e-mail it to yourself by clicking on the appropriate links.
7. Follow the instructions for your bibliographic software package for importing the citations into it.

  Create a backup of your references:

1. Log in to RefWorks.
2. From the menu bar select Tools > Backup/Restore.
3. Select "Backup."
4. Choose whether to save only references, or references and output styles.
5. Click "Perform Backup."
6. A popup window will ask you if you want to open or save the file. Click "Save" then indicate where the file is to be saved on your computer.

  Import Endnote V8 references into RefWorks: (for exporting instructions, see above)

1. Log in to RefWorks.
2. From the menu bar select Tools > Import EndNote V8 Database.
3. Identify the location of your EndNote database, and (optionally) select a folder into which to import the references.
4. Click Import.

For more information about or help with RefWorks, check the RefWorks Help pages at http://www.refworks.com/Refworks/help/helpmainframe.htm. You can also contact the Reference Desk at (630) 829-6057 or e-mail libref@ben.edu.