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RefWorks FAQ


How do I insert citations into my document if my computer doesn’t have the Write-N-Cite pug in?

How do I manually enter a citation for a chapter in an edited book?

I already have a text document with my citations listed. How can I tag them to work with Refworks?

How do I enter a reference in a footnote or endnote?

How do I install the Mac version of Write-N-Cite?

Can I use Write-N-Cite with the NPS Thesis Template?

How do I include nonstandard fields in my bibliography?

How do I link from RefWorks to a File on my Computer?

Can I customize an output style?



How do I insert citations into my document if my computer doesn’t have the Write-N-Cite pug in?

You can use One Line/Cite View to insert citations into your document if you are at a computer that doesn’t have the Write-N-Cite pug in.

To access One/Line View:
Log on to your RefWorks account.
Click on “Switch to One line/Cite View

One Line/Cite View Compatibility
(Compatible with Netscape 6.0 and above, IE 5 and above, Mozilla 1.2.1 and above, and, as of this release (March 27, 2003), compatible with Safari beta release)

Citing References
To cite a reference in your paper do the following:

  1. Click on the Cite link next to the appropriate reference. A Citation Viewer window will appear containing the citation formatted like {{54 Johnson;}}.
  2. To cite a second reference in the same location just click on the Cite link by any other reference. (If you are using a Macintosh, you will need to click twice – the first click will activate the RefWorks program the second will perform the Cite function. This is due to Macintosh functionality not the RefWorks program.)
  3. Once you have all of the references you need for a particular in-text citation, click on the Select Citation button.
  4. Perform a Copy command or simply drag and drop the citation into your word processor document.
  5. Go to your word processor, click on the document where you want the citation inserted and Paste the citation.
  6. Be sure to Clear the Citation Viewer window before creating your next citation.
Click on the View link to see the entire reference and to access the Edit command if you want to make changes.

Creating a Bibliography
  1. Save the document you have just created before formatting the paper and the bibliography.
  2. Click on the Bibliography button from the Citation Viewer window or from within the RefWorks program.
  3. Select the Output Style you need and the paper you have just created as your document.
  4. Click on Create Bibliography.


How do I manually enter a citation for a chapter in an edited book?

Use the Reference type Book, Section. Enter the following information in the identified fields:

Author of book should be placed in the Editor field.
Title of book should be placed in the Book Title field
Author of the individual paper/chapter should be placed in the Primary Author field
Title of the individual paper/chapter should be placed in the Section Title field.

Note that for all of this information to display in the Bibliography each of these fields must be present for the Book, Section reference type. You may have to edit the Book section reference type for the Output Style you are using so that all of these fields are included and will show in your bibliography.


I already have a text document with my citations listed. How can I tag them to work with RefWorks?

RefWorks provides instructions on how to do this in their help file. To access their instructions, from their Help page, click on Contents on the upper left-hand corner, then on Other Items Worth Knowing About from the list on the left. Then from the list under Other Items Worth Knowing About, select RefWorks Tagged Format. This will explain how you can tag a text file so that it can then be imported from RefWorks as a RefWorks tagged format file. For more detailed instruction please ask at the Research Assistance Desk.


How do I enter a reference in a footnote or endnote?

You create a footnote or endnote using your word processor. Place the cursor where you want the footnote or endnote number to appear in the text. In Word 2003 go to Insert>Reference>Footnote. Choose the appropriate options from the Footnote and Endnote dialog box and click on Insert. Now you can enter the reference into the footnote or endnote using Write-N-Cite or the One line/Cite View function in RefWorks.


How do I install the Mac version of Write-N-Cite?

The file you download for the Mac version of Write-N-Cite is compressed and needs to be uncompressed with a utility called StuffIt Expander. You can download this utility at http://www.stuffit.com/mac/expander/index.html


Can I use Write-N-Cite with the NPS Thesis Template?

RefWorks and Write-N-Cite appear to work well with the NPS theses and other templates. However, you should expect to have to do some reformatting, as follows:

Since RefWorks places your bibliography/list of references at the very end of your document, you will need to first create a Heading 1 in the correct place in your thesis document for your list of references, and then cut and paste the list to the appropriate location in your thesis document.

You may also have to reformat your list of references to comply with the unique requirements of your academic department, thesis advisor, etc.

Before using the Write-n-Cite or other functionality to include parenthetical or footnote references in the body of your thesis manuscript, you need to carefully think through the workflow implications when multiple people will be editing the document in Sharepoint or elsewhere. You may decide that using RefWorks for this is too problematic. In that case, you may still choose to use RefWorks to compile and produce your list of references or bibliography..


How do I include nonstandard fields in my bibliography?

You can add fields to your bibliography (e.g. abstract or notes) that normally would not be included in a standard bibliography. From the Bibliography area of RefWorks load the style you want to edit, then click on the Edit button to the right. This will open the Output Style Editor. Highlight the style name and change it to a name you would like. Click the Save As button. You will now have an exact copy of the style that you can edit. From the Reference Type dropdown you will locate the Ref Type that you would like to show. Once you have selected it the settings for that Ref Type will load.Next, locate either the field you want to add to the style from the "Fields for this type" box. Highlight it so that it is now blue. Click the arrow to the right so that it will move to the Output Field Order Box . You can then move it in the order where you would like it to be by using the Up-Down arrows to the right.

Click save.

Be sure you do this for every reference type for which you need to add the field.

For more information on editing existing Output Styles see the RefWorks help file topic titled Output Style Editor.

How do I link from RefWorks to a File on my Computer?

If you save articles or other documents on your computer you can create links to them in your RefWorks records. To link to a file located on your local computer, precede the file name with file: e.g., file://C:\reflinks\sample.txt. The file name and the path name cannot contain spaces. To work around this you must enter a %20 to replace the space. For example, to link to your My Documents folder you would enter file://C:\My%20Documents\sample.txt. You may want to set up a specific folder on your computer for items you want to link to from RefWorks. Type this information into the Links field. Multiple links should be separated by a semi-colon.

Note: Some firewall or security software or security settings in your browser may block links to documents stored on your hard-drive. If you find you are having trouble linking, check your security settings. Our own success doing this from NPS computers has been sporadic.

Can I customize an output style?

You can create a custom output style that will include fields in your bibliography such as abstracts or notes, that would normally not be included. Here is a guide to Customizing an Output Style.
Revised: 09/14/2006

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