Managing your References

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Managing your References

• Roger Mills
• OULS Bio- Environmental Sciences
• October 2008

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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 Id written it down

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Whats 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

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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

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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

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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

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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 pdfs, images or
  copies of them within database

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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

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EndNote, EndNote Web RefWorks compared
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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

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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

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Starting up www.refworks.com/refworks
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Create account
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Online help
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Import data References/import note Import
instructions
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Run search as usual
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Save according to instructions
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Select right Import Filter/Data Source and
Database, locate .txt file to import
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Voilà
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Full record display
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Editing view
Add attachment gtgtgt
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Export as a list - Bibliography
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Like so here in Harvard style
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Vancouver style
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Preview styles
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Choose more styles
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Select and add to Favorites
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Identifying duplicates
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Check and delete
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Return to full list
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Download Write-N-Cite
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Adding references to a document
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Click Write-N-Cite and login
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Click cite temporary citation inserted in
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Add more
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Create bibliography
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inserts numbers in text
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and list of refs at end
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To change, repeat, choosing different style
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Now in Harvard style
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and the list
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Export direct into RefWorks
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Export format RefWorks Direct Export'
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RefWorks opens automatically
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and imports records
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Search databases from RefWorks
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Choose online catalogue or database
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Run search and note number of hits
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Download proceeds automatically
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If more results to download, adjust maximum and
re-run search
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Import selected or all
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Note

• subscription/password-protected resources are not
  available for searching within RefWorks

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Z39.50 -

• One interface dont need to remember search
  rules maybe
• Can save and re-run searches
• If it doesnt work dont always know why
• No intermediate results, cant combine sets

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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)

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RefShare
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Share folder or database
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E-mail url recipient can view
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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!

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Tip sheets

• http//www.EndNote.com/support/entips.asp

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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

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Starting up
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Keep everything in one place
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Import data first choose filter
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Note downloading instructions
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Run search as usual
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Save according to instructions
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Select right import option
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Voilà
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Full record display
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Rest of full record
ltltlt Add attachment
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Export as a list
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Like so here in annotated style
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See styles within EndNote
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Numbered style exported as web page
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Identifying duplicates
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Check and delete
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Return to full list
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Choose more styles
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Check those you want
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Adding references to a document
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Search EndNote and Insert
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Temporary citation
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Add more
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Format bibliography
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inserts numbers in text
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and list of refs at end
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To change, unformat citations
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and select new style
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Now in Harvard style
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and the list
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Export direct into EndNote
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Export to reference Software'
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EndNote opens automatically
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and imports records
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Search databases from EndNote
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Choose connection file
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Search
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Check number of hits
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And download
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Add selected or all to library
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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

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Find on Electronic Resources page
http//www.ouls.ox.ac.uk/eresources
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http//www.ouls.ox.ac.uk/eresources/endnote
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Save in \Program Files\EndNote X\Connections
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Restart EndNote and choose
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It works!
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Z39.50 -

• One interface dont need to remember search
  rules maybe
• Can save and re-run searches
• If it doesnt work dont always know why
• No intermediate results, cant combine sets

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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)

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Play for ever

• Or get a life
• Reference management software is meant to save
  time.
• Have fun

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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.oxforduniver
  sityshops.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/asu
  c/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

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