1. Managing your References Roger Mills & Judy Reading OULS February 2008

2. Getting them in Problem: References come in all shapes and sizes

3. E-mails Databases Alerts Articles Library catalogues

4. It can all get a bit overwhelming

5. Getting them out Problem : There are many ‘proper’ different ways of quoting references E.g. different journals require different styles

6. Harvard: AHERNE, J., SVERDRUP, H., FARRELL, E. P. & CUMMINS, T. (1998) Application of the SAFE model to a Norway spruce stand at Ballyhooly, Ireland. Forest Ecology and Management, 101, 331-338. Numbered: 1. Aherne, J., et al., Application of the SAFE model to a Norway spruce stand at Ballyhooly, Ireland. Forest Ecology and Management, 1998. 101(1-3): p. 331-338. Author-date: Aherne, J., H. Sverdrup, et al. (1998). "Application of the SAFE model to a Norway spruce stand at Ballyhooly, Ireland." Forest Ecology and Management 101(1-3): 331-338. Nature: 1 Julian Aherne, Harald Sverdrup, Edward P Farrell et al., Forest Ecology and Management 101 (1-3), 331 (1998). Science: 1. J. Aherne, H. Sverdrup, E. P. Farrell, T. Cummins, Forest Ecology and Management 101, 331 (Feb., 1998, 1998).

7. Reformatting Problem: Every time you need to change format, you need to re-type Sorting and selecting references takes time

8. So… Solution: Get some specialist software to do it for you – Reference Management Software Then you’ll be dancing for joy…

9. What is reference management software? A software package that allows you to: Import references from a variety of sources Edit, sort and share them Output them in a variety of formats Select references to incorporate citations in a word- processed document and format them automatically

10. Which packages are available? The University supports: EndNote (Thomson Scientific) RefWorks (Proquest-CSA) Thomson also produce: Reference Manager ProCite Which are very similar to EndNote LaTeX users may wish to use BibTeX (free) Also take a look at Zotero (free Firefox add-in)

11. How do I choose? EndNote Desktop: must be installed on your own machine Costs c.£80 from OUCS Shop RefWorks web-based (in USA) Use on any machine with internet connection Free while you are a member of the University EndNote on the Web limited functionality works best alongside EndNote Desktop Free while you are a member of the University See comparison table of features on handout

12. EndNote/RefWorks comparison Compare features: EndNote Web EndNote Desktop RefWorks Save references+++ Organize & edit references+++ Storage capacity (number of references)10,000unlimited Import from many databases and OPACs+++ Cite & format papers with bibliographies+++ Create & save advanced searches +create (not save) Customize views & displays ++ Edit reference import filters & output styles + RefWorks staff can add or edit import filters on request Users can edit output styles Use term lists for auto-entry ++ Cite tables, figures, & equations ++ Work Offline (anytime/anywhere) +Write papers offline only Local Personal Files and Documents ++ High Performance Desktop Environment +

13. Direct export Search within Save & import Type in/Cut&Paste

14. Typical record form

15. Sort options

16. Automatically-generated bibliographies.txt,.rtf.,.html…

17. << Temporary code in { } Formatted document << Bibliography at end << Citation in text Working document

18. WARNING IF YOU DO THIS YOU MUST DO THIS

19. RefWorks v. EndNote Now: A demonstration of RefWorks Some comparative screenshots from EndNote Questions For detailed information look out for half-day RefWorks and EndNote courses at OUCS

20. Creating a RefWorks account RefWorks stores your data in an account on their servers (in USA) Access your account online anywhere Outside Oxford use group code ‘oxymoron’ You can have as many accounts as you wish

21. Starting up: www.refworks.com/refworks

22. Create account

23. Online help

24. Import data: References/import; note Import instructions

25. Run search as usual

26. Save according to instructions

27. Select right ‘Import Filter/Data Source’ and ‘Database’, locate.txt file to import

28. Voilà

29. Full record display

30. Editing view Add attachment >>>

31. Export as a list - Bibliography

32. Like so – here in ‘Harvard’ style

33. ‘Vancouver’ style

34. Preview styles

35. Choose more styles

36. Select and add to Favorites

37. Identifying duplicates

38. Check and delete

39. Return to full list

40. Adding references to a document

41. Click Write-N-Cite and login

42. Click ‘cite’; temporary citation inserted in {{ }}

43. Add more

44. Create bibliography

45. Creates new version of document and inserts numbers in text…

46. …and list of refs at end

47. To change, return to original document and repeat, choosing different style

48. Now in Harvard style

49. …and the list

50. Export direct into RefWorks

51. Export format: ‘RefWorks Direct Export'

52. RefWorks opens automatically

53. …and imports records

54. Search databases from RefWorks

55. Choose online catalogue or database

56. Run search and note number of hits

57. Download proceeds automatically

58. If more results to download, adjust maximum and re-run search

59. Import selected or all

60. Note subscription/password-protected resources are not available for searching within RefWorks

61. Z39.50 + & - One interface – don’t need to remember search rules – maybe Can save and re-run searches If it doesn’t work don’t always know why No intermediate results, can’t combine sets

62. Other features Manual entry Create folders to store references – one ref can be stored in several folders Sort Edit – just overtype Search folders in same way as external database Author, descriptor and periodical ‘lookup’ lists, to allow consistency Updated styles, filters and connection files on web Program updated automatically RefGrabit – capture bib data from web pages (e.g. Amazon)

63. RefShare

64. A quick look at EndNote Now in version 11 – EndNote X1 Good backwards compatibility with earlier versions Easy to import/export to other reference management software ALWAYS KEEP BACKUPS!

65. Tip sheets http://www.EndNote.com/support/entips.asp EndNote X Tip Sheets Changing Regional Settings in Windows XP Entering References into EndNote Entering Images Searching for References within the EndNote database Importing data into EndNote Searching Remote Databases Customizing the Library Window Creating Bibliographies

66. Creating an EndNote Library EndNote stores your data in an ‘EndNote library’ file with (in Windows) a.enl extension.enl files are transportable between Windows and Mac versions – if opening in Windows a file created on a Mac, first save it with the.enl extension

67. Starting up

68. Keep everything in one place

69. Import data: first choose filter

70. Note downloading instructions

71. Run search as usual

72. Save according to instructions

73. Select right ‘import option’

74. Voilà

75. Full record display

76. Rest of full record <<< Add attachment

77. Export as a list

78. Like so – here in ‘annotated’ style

79. See styles within EndNote

80. ‘Numbered’ style exported as web page

81. Identifying duplicates

82. Check and delete

83. Return to full list

84. Choose more styles

85. Check those you want

86. Adding references to a document

87. Search EndNote and Insert

88. Temporary citation

89. Add more

90. Format bibliography

91. …inserts numbers in text…

92. …and list of refs at end

93. To change, unformat citations

94. …and select new style

95. Now in Harvard style

96. …and the list

97. Export direct into EndNote

98. ‘Export to reference Software'

99. EndNote opens automatically

100. …and imports records

101. Search databases from EndNote

102. Choose connection file

103. Search

104. Check number of hits

105. And download

106. Add selected or all to library

107. BUT Take care: Supplied connection files work with free resources For subscription/password-protected resources you need an Oxford-specific file, to avoid this screen:

108. Find on ‘Electronic Resources’ page http://www.ouls.ox.ac.uk/eresources

109. http://www.ouls.ox.ac.uk/eresources/endnote

110. Save in: \Program Files\EndNote X\Connections

111. Restart EndNote and choose

112. It works!

113. Z39.50 + & - One interface – don’t need to remember search rules – maybe Can save and re-run searches If it doesn’t work don’t always know why No intermediate results, can’t combine sets

114. Other features Manual entry Sort Edit – just overtype Search library in same way as external database Term lists and journal lists, to allow consistency Updated styles, filters and connection files on web, also program updates (but have to buy new versions)

115. Play for ever Or get a life Reference management software is meant to save time…. Have fun…

116. Managing your References Oxford supports EndNote Desktop, EndNote Web and RefWorks. For product details see http://www.endnote.com/ and http://www.refworks.com/. http://www.endnote.com/http://www.refworks.com/ EndNote Desktop must be purchased and installed on your machine. Buy from OUCS shop (c.£80) http://www.oxforduniversityshops.co.uk/oucs/http://www.oxforduniversityshops.co.uk/oucs/ Reference Manager and ProCite also available from shop at same price. Reference Manager best for group use; choose ProCite only if already familiar with it. LaTeX users can use BibTeX http://www.bibtex.org/http://www.bibtex.org/ Zotero is a free Firefox add-on that provides many of the features of the commercial products http://www.zotero.org/ http://www.zotero.org/ EndNote Web has limited facilities but can be used without EndNote Desktop if you do not need full functionality. See chart overleaf. RefWorks has full facilities on web but limited offline Web products are licensed by University and free for University members. You will lose access when you leave the University, but easy to export your references before you leave. QuickStart Guides can be downloaded from: EndNote: http://www.adeptscience.co.uk/download/dldcat/2/0/All/EndNote.html Refworks: http://www.refworks.com/content/quick_start_guide.asphttp://www.adeptscience.co.uk/download/dldcat/2/0/All/EndNote.htmlhttp://www.refworks.com/content/quick_start_guide.asp Courses in the use of EndNote and RefWorks are run regularly at OUCS. Check http://www.oucs.ox.ac.uk/itlp/courses/atoz/ and look under EndNote and Refworks. http://www.oucs.ox.ac.uk/itlp/courses/atoz/ Slides for this session can be downloaded/printed from http://www.ouls.ox.ac.uk/isbes/traininghttp://www.ouls.ox.ac.uk/isbes/training February 2008

117. Compare features: EndNote Web EndNote DesktopRefWorks Save references+++ Organize & edit references+++ Storage capacity (number of references)10,000unlimited Import from many databases and OPACs+++ Cite & format papers with bibliographies+++ Create & save advanced searches +create (not save) Customize views & displays ++ Edit reference import filters & output styles + RW can add or edit import filters Users can edit output styles Use term lists for auto-entry ++ Cite tables, figures, & equations ++ Work Offline (anytime/anywhere) +Write papers offline only Local Personal Files and Documents ++ High Performance Desktop Environment +