RefWorks FAQ

Importing Records from the Online Catalog

Using Write-n-Cite

 

RefWorks FAQ

How do I create a RefWorks account?

Go to the RefWorks Login page at www.refworks.com/refworks. Within the User Login box, select the link entitled, "Sign Up for an Individual Account." Once in the "New User Information" box, you will be prompted to enter your full name, an original login name and password, and your e-mail address. You will also be asked to identify your user type and broad area of study. Note: This information is used for statistical purposes only. Click Register. You will receive an e-mail confirmation that includes your personal login information as well as the Group Code.  

Can I access my RefWorks account from off-campus?

Yes, if you've already created an account from on-campus, you will be able to access that account from anywhere off-campus. To log into RefWorks from offsite, go to http://www.refworks.com/refworks. Enter the Grinnell College group code in the Institution and Department subscribers login box and click on Go to Login. (The group code will be in the e-mail you got from Refworks when you signed up for your account. If you can't find that e-mail, just ask a librarian for the code.) You should then be at Grinnell's site-specific login screen. Enter your login name and password on this screen to access your personal database.  

Can RefWorks be used for a group project?

Yes. In fact, RefWorks was designed so that data can be shared among a group. To share an account, each collaborator must use the same login information. You can even share an account with individuals at other institutions, provided that they too have an institutional subscription to RefWorks. To do this, speak to a librarian at Burling. The librarian will then contact the RefWorks administrators to establish a group account. Or, you may wish to give someone else viewing access to your account while restricting them from making changes to your information. To do this, simply provide them with a "Read-Only Access" password. See below.  

What is Read-Only Access? How do I create Read-Only Access to my account?

Read-Only Access enables another person to enter your account and view your citations only. With Read-Only Access, visitors to your account will not be able add, delete, or edit any records. To create a "Read-Only Access" login for others, simply open up your account and select the Update User Info link at the top of the screen. You will be taken to the Update User Info screen and prompted to enter a new password in the Read-Only Password field. After entering this password, you may then give it, along with your User Name, to anyone whom you'd like to view your account. Again, those who access your account with this particular password will be able to view only.  

Can I open more than one account?

There is no limit to the number of accounts you can open. However, you will need to create each separate account using a different user name. Keep in mind, however, that RefWorks enables you to save your citations under an infinite number of separate folders within your individual account. This ability to organize your records into separately named folders will probably make it unnecessary for you to create multiple accounts.  

How is RefWorks different from ProCite or EndNote?

RefWorks performs the same functions as other bibliographic management tools such as ProCite and EndNote. But, unlike these other programs, RefWorks is web-based. This makes it much easier to access your records on different computers on and off-campus because the software doesn't not need to be loaded onto each individual hard-drive.  

I've heard that RefWorks is compatible with both ProCite and Endnote. How?

Yes, RefWorks is compatible with ProCite and EndNote in that it allows you to export pre-existing records from either program directly into your RefWorks account. For information on how to import records from ProCite or EndNote into Refworks, go to the "Converting from Other Bibliographic Management Programs" section within the RefWorks Help screen.  

What happens if Grinnell stops its subscription to RefWorks? Will I still be able to access my account?

You will be notified of such plans prior to the cancellation. At that time, you can purchase an individual subscription to RefWorks for $50 per year or, if you prefer, you can export your entire database in a format that is compatible with other bibliographic software.  

How many citations can I store in RefWorks? Is there a limit?

You may save an unlimited number of references within your RefWorks account.  

How many folders can I create in RefWorks? Is there a limit?

No. There is no limit to the number of folders you can create within your RefWorks account.  

Are there any online databases with which RefWorks does not work?

RefWorks allows Direct Import from CSA, BioMed Central, EBSCOhost, OCLC, Ovid, and ProQuest databases. Some Gale databases, including MLA International Bibliography and Literature Resource Center, are also compatible. This means that can export records directly out of these databases and into RefWorks with the click of a button. Other databases allow you to send marked records to yourself via e-mail. You can then copy the text of your e-mail and paste it directly into RefWorks. Because this text is "tagged," RefWorks can determine which string of text belongs in which bibliographic field.  

What is the Write-n-Cite function? What does it do?

Write-n-Cite is a feature which allows users to run RefWorks while working within a word processing program such as Microsoft Word. Write-n-Cite allows users to insert parenthetical references into their text as needed. Then, when the user is ready to add a bibliography to the end of the document, the Write-n-Cite feature will automatically create a bibliography based upon only those references that have been inserted into the text. See Using Write-n-Cite.  

Why doesn't Write-n-Cite work on my computer?

A small utility program must be downloaded onto your hard-drive before you can use the Write-n-Cite function. To do this, open your RefWorks account and select the Write-n-Cite link at the top of your screen. You will then be taken to a "Download Write-n-Cite" window. Select the appropriate link to start downloading the program. Note that this program is 336K and should download fairly quickly. Once the program has been downloaded, follow the directions provided to begin use of the program. Write-n-Cite is compatible with Windows system software and some Macs. See Using Write-n-Cite.  

Importing Records from the Online Catalog

  • Open three windows in your web browser:
  1. your RefWorks account
  2. the library catalog
  3. your Outlook email account
  • In the library catalog, select the library record(s) you'd like to send to RefWorks in either of the two following ways:
  1. Check the boxes next to the records you want from the list of results. Select the Save Marked Records button at the bottom of the screen
  2. Open the individual library record you want from the list of results. Select the Save Records button at the top of the screen.
  • Select the View Saved Records button.
  • Make sure Full Display is selected under Format, NOT End-Note/RefWorks.
  • Enter your full email address in the box provided under Send List To. Click Submit.
  • Open your Outlook email account and open the message from the library.
  1. Highlight the text of the message, and "copy" it (either with your right mouse button or through the Edit menu).
  2. In RefWorks, select the Import from the Reference drop-down menu.
  3. On the "Import Filter/Data Source" line, make sure that "Innovative Interfaces INNOPAC" is selected (this is the name of the library catalog's software).
  4. On the "Database" line, select "Grinnell College Library Catalog (Full Display)."
  5. Select Import Data from the following Text. Below this is an empty box.
  6. Click your cursor in the empty box and "paste" (either with your right mouse button or through the Edit menu). The text from your email message should appear in the box.
  7. Select the Import button right below the box. When the import is complete, you can select the View Last Imported Folder button to view your new records.

If you need further assistance, please find a librarian.

Using Write-n-Cite

The Write-n-Cite utility program works with RefWorks and Microsoft Word to format in-text citations, or parenthetical references, and the bibliography. Note: The Write-n-Cite utility program is compatible with PC's and Macs OS 10.3 or later.  

  • Download and install the Write-n-Cite Plugin from RefWorks. After downloading the Write-n-Cite utility program, you will need to close and restart RefWorks.
  • Open a Microsoft Word document. Note that a red Write-n-Cite icon appears at the top of your Word screen. Launch Write-n-Cite by double-clicking the icon and entering your login information. Note: If this icon does not appear, you may need to install the Write-n-Cite Word plugin. Select RefWorks from your PC Start Menu, and then select Install Write-n-Cite Plugin for Word..
  • Begin typing your text in the Word document. When you wish to insert an in-text citation, place your cursor where you want that citation to appear. Click Cite next to the appropriate reference in the RefWorks screen.
  • As always, Save your Word document periodically while you write.
  • When you have completed writing your document, be certain to save it again. Then, click on the Bibliography button within RefWorks.
  • Select an output format (e.g. MLA, Chicago Style Manual, ACS Journals, etc).
  • Click on the Create Bibliography button.
  • A new window will open with the re-formatted Word manuscript containing your formatted in-text citations and bibliography. Note: The file name is the same as your original Word document except the word "Final" has been inserted in front of the file name.
  • Save and retain both versions of your Word document. If you need to revise your manuscript later, you must do it using the original document, not the final saved version.

If you need further assistance, please contact the Reference Desk at Burling Library! Return to the Doing Research