1. Managing your References Roger Mills OULS Bio- & Environmental Sciences October 2008

2. What is a reference?  Now where did I see that…  …it was in that red book on the third shelf down  No, I found it when I was doing that Google search on chocolate ice cream…  Or maybe Bill mentioned it in that e-mail – when was it again?  No, I remember – it was that article in Nature; must be on-line…  What was it called again?  …wish I’d written it down…

3. What’s your problem?  You may want to refer to –  Books  Chapters of books  Journal articles  Conference papers  Manuscripts  Personal communications  E-mails  Web sites  Pictures  ‘Born digital’ text  Data  Spreadsheets  etc

4. Because you can…  Impress your readers  Document your research  Argue a case  Avoid accusations of plagiarism by  Quoting relevant references accurately  As a bibliography  In footnotes or endnotes  In a consistent style  Of your choice or as required by the publisher

5. In the good old days You could:  Sharpen your quill and write a list  Type on an index card  Make multiple copies under different headings  Used edge-notched cards to select by subject  Use punched cards for computers to sort  …etc

6. Then along came PC and Mac  Put them in Word… or Excel… or Access…  Easier to manipulate, but hard work to design what you want, and even harder to reformat  So specialist software emerged  ProCite  Reference Manager  EndNote  And now  RefWorks  EndNote on the Web  Zotero

7. So what can reference management software do?  Store references to items in many different formats and material types  Search, select and output references in a variety of pre- determined styles, or one of your own making  Import references direct from databases like Scopus or Web of Knowledge, or library catalogues like OLIS  Search external databases from within the reference management software, and save references retrieved  Insert references into a word-processed document and format them in a particular style at the touch of a button  Store links to documents – pdf’s, images – or copies of them within database

8. Which product for me?  ProCite, Reference Manager and EndNote all now owned by Thomson Scientific – who also own Web of Knowledge  RefWorks owned by CSA – owners of CSA Illumina  Both allow direct export from selected databases  RefWorks is web based – access your records anywhere, so long as you are online  Others have to be installed – work without web access, so long as you have your own machine  Features very similar  RefWorks free to members of university, others c.£90  EndNote on the Web is free to members of university, but has limited feature set – designed to be used alongside desktop version  Zotero is a free plug-in for Firefox browser (only) – limited but growing capability

9. EndNote, EndNote Web & RefWorks compared 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 +

14. RefWorks v. EndNote Now:  A demonstration of RefWorks  Hands-on exercises to give you the feel  Some comparative screenshots from EndNote  Questions  For detailed information look out for half-day RefWorks and EndNote courses at OUCS

15. 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

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

17. Create account

18. Online help

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

20. Run search as usual

21. Save according to instructions

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

23. Voilà

24. Full record display

25. Editing view Add attachment >>>

26. Export as a list - Bibliography

27. Like so – here in ‘Harvard’ style

28. ‘Vancouver’ style

29. Preview styles

30. Choose more styles

31. Select and add to Favorites

32. Identifying duplicates

33. Check and delete

34. Return to full list

35. Download Write-N-Cite

37. Adding references to a document

38. Click Write-N-Cite and login

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

40. Add more

41. Create bibliography

42. inserts numbers in text…

43. …and list of refs at end

44. To change, repeat, choosing different style

45. Now in Harvard style

46. …and the list

47. Export direct into RefWorks

48. Export format: ‘RefWorks Direct Export'

49. RefWorks opens automatically

50. …and imports records

51. Search databases from RefWorks

52. Choose online catalogue or database

53. Run search and note number of hits

54. Download proceeds automatically

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

56. Import selected or all

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

58. 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

59. 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  Program updated automatically  RefGrabit – capture bib data from web pages (e.g. Amazon)

60. RefShare

61. Share folder or database

62. E-mail url – recipient can view

63. A quick look at EndNote  Now in version 12 – EndNote X2  Good backwards compatibility with earlier versions  Easy to import/export to other reference management software  ALWAYS KEEP BACKUPS!

64. Tip sheets  http://www.EndNote.com/support/entips.asp http://www.EndNote.com/support/entips.asp

65. 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

66. Starting up

67. Keep everything in one place

68. Import data: first choose filter

69. Note downloading instructions

70. Run search as usual

71. Save according to instructions

72. Select right ‘import option’

73. Voilà

74. Full record display

75. Rest of full record <<< Add attachment

76. Export as a list

77. Like so – here in ‘annotated’ style

78. See styles within EndNote

79. ‘Numbered’ style exported as web page

80. Identifying duplicates

81. Check and delete

82. Return to full list

83. Choose more styles

84. Check those you want

85. Adding references to a document

86. Search EndNote and Insert

87. Temporary citation

88. Add more

89. Format bibliography

90. …inserts numbers in text…

91. …and list of refs at end

92. To change, unformat citations

93. …and select new style

94. Now in Harvard style

95. …and the list

96. Export direct into EndNote

97. ‘Export to reference Software'

98. EndNote opens automatically

99. …and imports records

100. Search databases from EndNote

101. Choose connection file

102. Search

103. Check number of hits

104. And download

105. Add selected or all to library

106. 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:

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

108. http://www.ouls.ox.ac.uk/eresources/endn ote

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

110. Restart EndNote and choose

111. It works!

112. 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

113. 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)

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

115. Managing your References  Oxford supports EndNote Desktop, EndNote Web and RefWorks. For product details and online guides 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.£90) 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.  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 Oxford, but easy to export your references before you leave.  Courses in the use of EndNote and RefWorks are run regularly at OUCS. Check http://www.oucs.ox.ac.uk/itlp/courses/atoz# and book online. http://www.oucs.ox.ac.uk/itlp/courses/atoz#  OUCS doumentation for EndNote is available on Weblearn. Go to http://weblearn.ox.ac.uk/site/asuc/oucs/itlp/ and login with your Oxford username, then follow links under Course materials http://weblearn.ox.ac.uk/site/asuc/oucs/itlp/  Slides for this session can be downloaded/printed from http://www.ouls.ox.ac.uk/isbes/training. http://www.ouls.ox.ac.uk/isbes/training October 2007

116. 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 +