Transcript Or maybe Bill mentioned it in that e-mail – when

Managing your References
Roger Mills
OULS Bio- & Environmental Sciences
October 2008
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…
What’s your problem?
 You may want to refer to –
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
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





Books
Chapters of books
Journal articles
Conference papers
Manuscripts
Personal communications
E-mails
Web sites
Pictures
‘Born digital’ text
Data
Spreadsheets
etc
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
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
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
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 predetermined 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
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
EndNote, EndNote Web &
RefWorks compared
Compare features:
EndNote
Web
EndNote
Desktop
RefWorks
Save references
+
+
+
Organize & edit references
+
+
+
Storage capacity (number of references)
10,000
unlimited
unlimited
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
+
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
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
Starting up:
www.refworks.com/refworks
Create account
Online help
Import data: References/import;
note Import instructions
Run search as usual
Save according to instructions
Select right ‘Import Filter/Data Source’
and ‘Database’, locate .txt file to import
Voilà
Full record display
Editing view
Add attachment >>>
Export as a list - Bibliography
Like so – here in ‘Harvard’ style
‘Vancouver’ style
Preview styles
Choose more styles
Select and add to Favorites
Identifying duplicates
Check and delete
Return to full list
Download Write-N-Cite
Adding references to a document
Click Write-N-Cite and login
Click ‘cite’; temporary citation
inserted in {{ }}
Add more
Create bibliography
inserts numbers in text…
…and list of refs at end
To change, repeat, choosing different
style
Now in Harvard style
…and the list
Export direct into RefWorks
Export format: ‘RefWorks Direct
Export'
RefWorks opens automatically
…and imports records
Search databases from RefWorks
Choose online catalogue or database
Run search and note number of hits
Download proceeds
automatically
If more results to download, adjust
maximum and re-run search
Import selected or all
Note
subscription/password-protected
resources are not available for
searching within RefWorks
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
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)
RefShare
Share folder or database
E-mail url – recipient can view
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!
Tip sheets
http://www.EndNote
.com/support/entips
.asp
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
Starting up
Keep everything in one place
Import data: first choose filter
Note downloading instructions
Run search as usual
Save according to instructions
Select right ‘import option’
Voilà
Full record display
Rest of full record
<<< Add attachment
Export as a list
Like so – here in ‘annotated’ style
See styles within EndNote
‘Numbered’ style exported as web
page
Identifying duplicates
Check and delete
Return to full list
Choose more styles
Check those you want
Adding references to a document
Search EndNote and Insert
Temporary citation
Add more
Format bibliography
…inserts numbers in text…
…and list of refs at end
To change, unformat citations
…and select new style
Now in Harvard style
…and the list
Export direct into EndNote
‘Export to reference Software'
EndNote opens automatically
…and imports records
Search databases from EndNote
Choose connection file
Search
Check number of hits
And download
Add selected or all to library
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:
Find on ‘Electronic Resources’ page
http://www.ouls.ox.ac.uk/eresources
http://www.ouls.ox.ac.uk/eresources/endn
ote
Save in: \Program Files\EndNote
X\Connections
Restart EndNote and choose
It works!
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
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)
Play for ever
Or get a life
Reference management software is
meant to save time….
Have fun…
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/
 EndNote Desktop must be purchased and installed on your machine.
 Buy from OUCS shop (c.£90) 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.
 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
 Slides for this session can be downloaded/printed from
http://www.ouls.ox.ac.uk/isbes/training.
October 2007
EndNote
Web
EndNote
Desktop
RefWorks
Save references
+
+
+
Organize & edit references
+
+
+
Storage capacity (number of references)
10,000
unlimited
unlimited
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
+
Compare features: