Using the New RefWorks: Writing in Word and GoogleDocs

We have talked about two of the essential elements of reference managers: adding information to RefWorks and organizing your RefWorks library. We will cover the third element in this post: adding in-text citations and a reference list to a document or to create a bibliography of articles.

In the set up section we covered downloading and installing a bit of software that works with Microsoft Word or GoogleDocs to add references to your writing from your RefWorks library.

Now open Word and be sure you see evidence of a RefWorks plugin.

If you have Word 2016 you will find RefWorks by clicking on the Insert tab, finding Add-ins, then finding MyAdd-Ins. There you should see RefWorks. Highlight RefWorks and click insert.

rw1Your Word page will now look like (image below):

rw2If you have Word for Mac 2011 you will see an inconspicuous toolbar in the far upper left (see image below). Each icon will identify itself if you hover over it, here you will want to login the first time you use it. It is best to sync after each session in which you add to your RefWorks library. Remember that RW is web-based so that it can take 2-5 minutes to update at times.

rw3I suggest you drag the tool bar to a better spot on the page by clicking and dragging on the far left of the tool bar (if you click in the circle at the far left you will close the tool bar).

If you have Word for Windows 2013 you will see a RefWorks or ProQuest tab in Word. Log in and sync as mentioned above.

Formatting a Word document

With the RefWorks Citation Manager selected (see image below), pick the article or articles you want to cite. If you will cite more than one article check the boxes and then Cite this (see image two belowrw2 rw4).

You will also notice below the Word options on the tools page, there is a plug-in for GoogleDocs. You can have both Word and Google docs plug-ins. Click on the link to GoogleDocs and follow the instructions that follow.

Once again, this is enough to get you started. Please send me any questions you have.

–Whit

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Using the New RefWorks; Adding and Organizing Information

Importing information to the new RefWorks is ridiculously easy. We will refer to RefWorks as RW for the rest of this note.

Citing articles in Word is very similar to “Legacy” RW.

Now for some details.

PubMed

Once you have identified articles from PubMed you wish to save to RW, click on the Save to RefWorks bookmarklet. You will see a list of the articles on your PubMed page, check off the ones you want, then Save to RefWorks at the bottom of the page.  See image below. That’s it!

pubmed-rw-1Most other databases (e.g., Web of Science, PsycINFO, Sociological Abstracts, etc.) work the same way.

An exception is Embase. Choose the articles you want from Embase, select Export (see image below). 

embase-rw-2Next, choose Direct Export to RefWorks (see image below), download a small file to your computer and then import that file into RefWorks by clicking the + icon on top left bar of RW page.

emb-rw-3PDFs you can drag and drop a PDF on RW and it will find citation information for you.

For websites, click on Save to RefWorks bookmarklet. RefWorks, like all reference managers, has trouble finding the information it needs to create a citation from websites. Always check the information to make sure RW has it right

For GoogleScholar, set preferences to RefWorks and you can import one article at a time.gs-rw-1

   gs-rw-2 To do so see two images below and left.

  1. Go to scholar.google.com.

  2. Click on Settings

  3. Change Bibliography Manager to RefWorks

Finally, you may organize what you put in RW by checking the boxes of the articles you would like to place in a folder. Then click on the folder icon (red arrow below). Finally either create a new folder or add checked articles to an existing folder.rw-rw-1

The final installment of this series will be about using RefWorks to add citations and references to Microsoft Word or GoogleDocs.

Final post in this series will discuss how to use the new RW to cite article in Word or GoogleDocs. –Whit

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New to RefWorks? Already using it? Upgrade to the new RefWorks

Reference managers like RefWorks, do three things, they store information about articles, organize that information, and then add citation and reference information to documents you create. The new version of RefWorks is a major improvement over the old one on all fronts.

Modernized interface, easy import to your library, better PDF handling and now compatible with Microsoft Word 2016 and Google Docs, the new blue-themed RefWorks is available for your use. The red-themed “legacy” RefWorks will be phased out in another year. Note: The new RefWorks only works with Word and GoogleDocs. The folks at RefWorks suggests you delay upgrading until you have completed any current projects.

The process of moving from old to new version is surprisingly easy as a I discovered recently. The whole process took about 10 minutes. You can keep both versions of RefWorks after you have upgraded until ProQuest stops support of the legacy version in September, 2017.RW2

The upgrade steps are:

  1. Go to https://refworks.proquest.com/
  2. Click Create Account (see right)
  3. They will ask for you email, use your UCSF email.
  4. They will ask if you want to migrate your legacy RefWorks library into the new RefWorks. Say yes! This process takes less than 10 minutes (this step does not apply to new RefWorks users).
  5. You will need to install the new version of the plug-in for Word (there is one for 2016 and another for earlier  versions of Word).
  6. You will need to install the bookmarklet that works with your browser and helps you import new articles to RefWorks.

ToolsRW

For numbers 5 and 6 from above, find Tools in the “three vertical dots” men. See above.

  1. Add Install Save to RefWorks, this helps you add information to your RefWorks library. You drag and drop this bookmarklet into your browser’s bookmarks toolbar.

  2. Install the plugin for your writing software. Notice the choices: Write-N-Cite for older versions of Word, Refworks Citation Manager for Word 2016, and the plug-in for GoogleDocs. This involves a download, installation, and then checking in Word to make sure it is working.

That’s it for installation. The next installment will talk about adding materials and organizing them in your RefWorks Library.

Please send me questions or comments.

–Whit

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RefWorks Now Supports Word 2016

UCSF Library provides access to the reference manager RefWorks for the UCSF community.  Many rely on RefWorks, rather than EndNote, Zotero, Mendeley or others, to store and organize information, and cite references in  their documents. Microsoft Word is the primary word processor which works with the better-known reference managers.

PQ

old to new RefWorks

Microsoft Office 2016 came out in the summer-to-fall of 2015 for both Mac and Windows. Since that time those using RefWorks have faced a problem. If they unknowingly updated  to Office 2016 or bought a shiny new computer with Office 2016 installed they were not able to use RefWorks to format in-text citations and reference lists in Word documents. Either they needed to revert to the previous version of Office or change reference managers.

This problem is finally solved! RefWorks now has an update which works with Word 2016. The new plug-in is accessed through Word 2016.

RefWorks Word 2016There is more to the story. I will briefly summarize here. Proquest, the new parent company of RefWorks, is in the middle of upgrading from what is now called legacy RefWorks to ProQuest RefWorks. UCSF has not forced users to upgrade to the new version yet, but the legacy version will go away in September, 2017.

There will be more blog posts about RefWorks coming soon.

Let me know questions or if you are finding problems with the installation.

–Whit

Posted in Citation management, Research, Software | 15 Comments

Fair Use Week, Day Four: Stream It!

Today I’d like to highlight some webinars and videos that focus on fair use and its importance. The Association of Research Libraries (ARL) has put up links to five different videos on fair use from ARL Libraries. The videos cover the application of fair use to accomplish specific projects, discuss the ways in which fair use contributes to scholarly discourse, or outline the balance of rights within copyright.

If you’d like to move beyond fair use into some of the other copyright realms, check out the CopyTalk webinars hosted by the American Library Association’s Office for Information Technology Policy. You can view the archived webcasts as well as the PowerPoint slides. These webinars cover a broad range of copyright-related topics, including important court cases, the Trans Pacific Partnership, copyright information at Universities, fan fiction, music and copyright, and more.

Add a little irony to your day. One more just for fun (sorry, no video!): Sony Music Issues Takedown on Copyright Lecture about Music Copyrights by Harvard Law Professor. When you read the article, you’ll see that it seems a very strong case for fair use, but the takedown happened. Unfortunate.

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Fair Use Week, Day Three: The Four Factors

The Fair Use doctrine in the U.S. copyright law is divided into four factors. It is the weighing of these four factors in an analytic process that help you determine whether your use of copyrighted material is “fair,” or whether you should seek permission for use from the copyright holder. The four factors of Fair Use are:

 The purpose and character of the use
 The nature of the copyrighted work
 The amount and substantiality of the portion used
 The effect of use on the potential market for the copyrighted work

All four factors are weighed when conducting a fair use analysis. For example, if a work is unpublished, it would weigh more against Fair Use for that factor (the nature of the copyrighted work) than if the work is published. Or, if you are using only a very small amount of the work (the amount and substantiality of the work), it would tend to favor for Fair Use.

How do you determine if a use is fair? As referenced in the first blog post this week,  you can use a fair use checklist to help you. Another tool you might want to try using to help with a fair use assessment is the Fair Use Evaluator. It allows you to input information related to the content you wish to use and it will weigh the factors for you. There’s also a nice Thinking Through Fair Use tool from the University of Minnesota Libraries. The nice thing about that tool is that once you’ve walked through the assessment, you can email a copy of the report to yourself; you will then have a record of your fair use assessment should anyone question you later. Also, many groups have developed Codes of Best Practices for Fair Use; depending on the type of use you need, one of these groups may have a set of guidelines and practices that will help inform you when you have a fair use question.

 

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Fair Use Week, Day Two: Court Cases

It’s day two of fair use week, and I’ve been thinking of some of the court cases that have dealt with fair use. Fair use is for everyone, and there have been some good decisions favoring its application recently. The long running Google books lawsuit was finally settled when the Second Circuit Court of Appeals rejected the Author Guild’s copyright infringement claim; the Electronic Frontier Foundation writes a more detailed analysis of the case here.

Another important court case highlighting fair use is what’s called the ‘Dancing Baby’ lawsuit. This case is important to all of us; in it fair use was affirmed as a right and not just a defensive position. The court affirmed that copyright holders must consider fair use before issuing take down orders to remove Internet content. Now we can all worry less about having a snippet of music playing in the background when we post a short video to uTube.

For additional information on fair use court cases, check out Stanford’s Summaries of Fair Use Cases.

 

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Fair Use Week

It’s Fair Use Week! Fair use is an important exception in US Copyright Law. It allows you to use portions of copyrighted material without permissions, as long as the use is “fair.” To determine whether a use is fair, you should conduct a fair use assessment for any copyright protected materials you use in your courses and lectures. To help you with the risk assessment, you can use a fair use checklist. The checklist is an easy way to weigh the four factors of fair use and determine whether you can use the copyrighted material fairly or whether you should request permissions for use from the copyright holder.To learn more about Fair Use, check out Fair Use Myths and Realities by the Association of Research Libraries.

We’re promoting Fair Use Week in the library with webinars and other events. Please join us for a webinar or meet our copyright expert. Bring your questions! If you can’t make it to any of the events, feel free to contact us with copyright questions any time. You can use the form below or the “contact us” form from the library’s website.

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Need to Know More About Mendeley?

If you’re interested in learning more about Mendeley, or need access to help tutorials or guides, you should look at this new Mendeley  Resource Center site:

Mendeley Resources

 

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EndNote Word Plug-In Not Compatible with Office 2016 on Mac

From EndNote’s website:

“Cite While You Write is not currently compatible with Office 2016 on Macintosh.

We are actively developing a patch for EndNote X7 to fix this compatibility issue. We anticipate this free update to X7 to be ready by the Fall. We understand EndNote’s importance in completing your work and apologize for any inconvenience caused. To support Mac workflows as we develop the patch, we have the following recommendations to help Microsoft Office 365 users continue to create formatted citations and bibliographies in Microsoft Word.

It is possible to have both Office 2011 and Office 2016 on the same computer. If you want or need to install Office 2016, the recommendations outlined below will enable your continued use of EndNote to create formatted citations and bibliographies in your Word documents.”

More information.

 

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