RefWorks : Get Started, Features, Tips and Best Practices

What is RefWorks?

RefWorks is a cloud-based reference management tool that simplifies the research process by helping you organize your sources, generate citations, and create bibliographies effortlessly.

It is widely used by researchers, students, and academics to maintain an organized repository of references for their scholarly work. Here's a breakdown of its key features:

Key Features of RefWorks

1. Reference Collection

RefWorks allows you to import references from various sources, including databases, library catalogs, and even PDFs. It provides browser extensions that help you save references directly from websites.

2. Organization

You can categorize and tag references for easy retrieval. RefWorks offers folders and labels to help you maintain a structured library.

3. Citation Styles

RefWorks supports a wide range of citation styles, from APA and MLA to Chicago and IEEE. Switching between citation styles is seamless, ensuring your citations are formatted correctly.

4. Citation Generation

RefWorks generates citations automatically for your sources, saving you time and ensuring accuracy. You can insert citations directly into your documents using plugins for Microsoft Word and Google Docs.

5. Collaboration

If you're working on a project with colleagues, RefWorks facilitates collaborative research by allowing you to share your reference library.

6. Write-N-Cite

This feature integrates with Microsoft Word, enabling you to cite references while you write your paper. It dynamically generates in-text citations and bibliographies as you go.

7. Cloud Storage

As a cloud-based tool, RefWorks ensures your references are accessible from any device with an internet connection.

Getting Started with RefWorks

1. Creating an Account

To begin, sign up for a RefWorks account. Many academic institutions provide free access to RefWorks, so check if your institution offers this service.

Creating an account in RefWorks is a straightforward process. Please note that the steps might vary slightly depending on any updates or changes to the platform. Here's a general guide on how to create an account in RefWorks:

1. Visit the RefWorks Website: Open your web browser and go to the official RefWorks website. You can search for "RefWorks" on your preferred search engine or directly enter "http://refworks.proquest.com" in the address bar.
2. Sign Up or Create Account: On the RefWorks homepage, look for a "Sign Up" or "Create Account" button. This button is usually prominently displayed on the homepage.
3. Choose Your Institution: RefWorks often provides access to users through their academic institutions or organizations. You may need to select your institution from a list or search for it. Some institutions might provide you with a direct link to create your account.
4. Login Credentials: You'll be directed to a login or registration page. Here, you'll need to provide your email address and create a password. Make sure to use a valid email address that you have access to.
5. Confirm Email: After submitting your email and password, you might receive a confirmation email from RefWorks. Open the email and follow the provided link to confirm your email address and activate your account.
6. Complete Registration: Once your email is confirmed, you'll likely be asked to complete your registration by providing additional information, such as your name, affiliation, and other relevant details.
7. Access Your Account: After completing the registration process, you should be able to log in to your RefWorks account using the email and password you provided during registration.
8. Start Using RefWorks: Once you're logged in, you can start using RefWorks to import, organize, and cite your references.

Remember that some institutions provide direct access to RefWorks through their library websites or other portals. In such cases, the steps might be slightly different. 

If you encounter any issues during the account creation process, you can often find support or contact information on the RefWorks website.

Keep in mind that RefWorks might offer both free and paid versions, and access could vary based on your institution's subscription. If your institution provides access, it's recommended to create an account using your institutional email address for seamless access and support.

2. Importing References

Start building your library by importing references. RefWorks provides various ways to do this, such as manually entering information, importing from databases, or using browser extensions.

Importing references into RefWorks is a fundamental step in building and organizing your reference library. RefWorks provides several methods for importing references from various sources such as databases, library catalogs, and even existing PDFs.

Here's a step-by-step guide on how to import references into RefWorks:

Method 1: Direct Import from Online Databases

1. Login: Log in to your RefWorks account.
2. Navigate to Import: Once logged in, navigate to the "References" or "References & Citations" section of your RefWorks account.
3. Select Import Option: Look for an "Import" or "Add" button within the RefWorks interface. This could be labeled as "Import References," "Add New Reference," or something similar.
4. Choose Database: From the list of available options, select the database or online catalog from which you want to import references. Common options include PubMed, IEEE Xplore, JSTOR, and more.
5. Search and Select: Use the search feature within RefWorks to find the specific reference you want to import. This might involve entering keywords, authors' names, titles, or other relevant information.
6. Select References: Check the checkboxes next to the references you want to import. You can usually select multiple references at once.
7. Import: After selecting the desired references, click on the "Import" or "Add" button. RefWorks will automatically pull in the metadata for the selected references.

Method 2: Browser Extension

1. Install Extension: Install the RefWorks browser extension for your preferred web browser (Google Chrome, Mozilla Firefox, etc.).
2. Browse and Save: As you browse websites and find relevant articles, click on the RefWorks extension icon in your browser's toolbar. This will capture the metadata and add the reference to your RefWorks account.

Method 3: Manual Entry

1. Login: Log in to your RefWorks account.
2. Navigate to Import: Access the "References" or "References & Citations" section in RefWorks.
3. Select Import Option: Look for an "Import" or "Add" button within the RefWorks interface.
4. Manual Entry: Choose the option to "Manually Add References" or something similar. This will open a form where you can enter the reference details manually.
5. Enter Information: Fill in the required information for the reference, such as author names, title, publication details, and other relevant fields.
6. Save: Once you've entered the information, click on the "Save" or "Add" button to add the reference to your library.

Method 4: Import from Existing PDFs

1. Login: Log in to your RefWorks account.
2. Navigate to Import: Go to the "References" or "References & Citations" section in RefWorks.
3. Select Import Option: Look for an "Import" or "Add" button within the RefWorks interface.
4. PDF Import: Choose the option to "Import from a File" or "Attach PDF." This will allow you to upload PDF files containing references.
5. Upload PDF: Upload the PDF file from your computer. RefWorks will attempt to extract metadata from the PDF, which will be used to create the reference entry.
6. Review and Edit: After the import, review the extracted information and make any necessary edits or additions.
7. Save: Click on the "Save" or "Add" button to add the reference to your library.

Remember that the exact steps might vary slightly based on the version of RefWorks you're using and any updates made to the platform. Always refer to the official RefWorks documentation for the most up-to-date instructions.

3. Organizing References

Create folders or labels to categorize your references based on topics, projects, or any other relevant criteria.

Organizing your references in RefWorks is essential to efficiently manage your research materials and citations. RefWorks offers various features to help you categorize, tag, and arrange your references. Here's how to effectively organize your references:

1. Create Folders:

1. Login: Log in to your RefWorks account.
2. Navigate to References: Go to the "References" or "References & Citations" section of your RefWorks account.
3. Create New Folder: Look for an option to create a new folder. This could be labeled as "New Folder," "Create Folder," or something similar.
4. Name Your Folder: Give your folder a descriptive name. You can create folders based on topics, projects, courses, or any other criteria that make sense for your research.
5. Save: Click on the "Save" or "Create" button to create the folder.

2. Add References to Folders:

1. Select References: In your reference list, select the references you want to organize into a folder. You can usually do this by checking the checkboxes next to the references.
2. Move to Folder: Look for an option to "Move to Folder" or "Add to Folder." Choose the folder you want to move the selected references to.
3. Confirm: Click on the "Move" or "Add" button to place the selected references into the chosen folder.

3. Use Tags or Labels:

1. Assign Tags: Some versions of RefWorks allow you to assign tags or labels to references. Tags are keywords that describe the content or theme of the reference. You can assign multiple tags to a single reference.
2. Apply Tags: Open the details view of a reference, and you'll usually find an option to add tags. Enter relevant keywords separated by commas.
3. Search by Tags: Later, you can use the search feature in RefWorks to find references with specific tags, making it easier to locate related materials.

4. Sort and Filter:

1. Sort Options: RefWorks typically provides sorting options like sorting by author, title, year, and more. This helps you arrange references in a way that suits your research workflow.
2. Filtering: RefWorks often allows you to filter references based on different criteria, such as author, year, or folder. Filtering helps you narrow down your reference list to find specific materials.

5. Use Reference Types:

1. Categorize by Type: RefWorks often categorizes references by type, such as journal articles, books, conference proceedings, etc.
2. Filter by Type: You can filter your reference list by type to quickly access specific types of references.

6. Create Subfolders (If Available):

1. Nested Folders: In some versions of RefWorks, you can create subfolders within existing folders. This hierarchical organization can be useful for more complex projects.
2. Organize Hierarchically: Create main folders and then subdivide them into more specific subfolders to keep your references organized at multiple levels.

7. Regularly Review and Maintain:

1. Update Folders and Tags: Regularly review your organization system. As you add new references, make sure to assign them to appropriate folders and tags.
2. Delete Duplicates: Periodically check for and remove duplicate references from your library to maintain accuracy.

8. Utilize Reference Management Tools:

1. Write-N-Cite: When you use RefWorks in conjunction with word processors like Microsoft Word or Google Docs, the Write-N-Cite feature allows you to insert references and citations directly into your documents.
2. Bibliography Generation: RefWorks can generate bibliographies in various citation styles. Properly organized references ensure accurate and complete bibliographies.

Remember that the exact steps might vary depending on the version of RefWorks you're using and any updates made to the platform. Always refer to the official RefWorks documentation for the most up-to-date instructions on organizing references.

4. Citing Sources

When writing your paper, use the Write-N-Cite plugin to insert citations and automatically generate bibliographies in your preferred citation style.

Using Write-N-Cite to cite your sources in RefWorks is a convenient way to seamlessly integrate your references into your research paper while working in programs like Microsoft Word or Google Docs. Write-N-Cite allows you to insert in-text citations and generate bibliographies in your preferred citation style. Here's how to use Write-N-Cite:

1. Install Write-N-Cite:

1. Login to RefWorks: Log in to your RefWorks account.
2. Download Write-N-Cite: Navigate to the "Tools" or "Utilities" section in your RefWorks account. Look for the option to download or install Write-N-Cite.
3. Choose Version: Select the version of Write-N-Cite that is compatible with your operating system and word processor (Microsoft Word or Google Docs).
4. Follow Installation Instructions: Follow the prompts to download and install Write-N-Cite. This usually involves downloading a small plugin or add-in to your computer.

2. Inserting Citations with Write-N-Cite:

For Microsoft Word:

1. Open Your Document: Open your research paper in Microsoft Word.
2. RefWorks Tab: In Word, you'll now see a "RefWorks" tab in the ribbon at the top.
3. Log in: Click on the "Log In" button in the RefWorks tab and enter your RefWorks credentials to connect the plugin to your account.
4. Insert Citation: Position your cursor where you want to insert a citation. In the RefWorks tab, click on the "Insert Citation" or similar button. A search box will appear.
5. Search for Reference: Search for the reference you want to cite. Write-N-Cite will display matching references from your RefWorks library.
6. Select Reference: Click on the reference you want to cite. The citation will be inserted in the text, and a temporary placeholder will be added in the bibliography section.
7. Generate Bibliography: To generate your bibliography, place your cursor at the end of your document or where you want the bibliography to appear. In the RefWorks tab, click on the "Bibliography Options" button and select "Insert Bibliography."

For Google Docs:

1. Open Your Document: Open your research paper in Google Docs.
2. RefWorks Add-on: In Google Docs, go to the "Add-ons" menu, select "Get add-ons," and search for "RefWorks."
3. Install RefWorks Add-on: Install the RefWorks add-on. You'll need to log in with your RefWorks credentials to connect your account.
4. Insert Citation: Position your cursor where you want to insert a citation. In the "Add-ons" menu, select "RefWorks" and choose "Insert Citation."
5. Search for Reference: Search for the reference you want to cite. Write-N-Cite will display matching references from your RefWorks library.
6. Select Reference: Click on the reference you want to cite. The citation will be inserted in the text, and a temporary placeholder will be added in the bibliography section.
7. Generate Bibliography: To generate your bibliography, place your cursor at the end of your document or where you want the bibliography to appear. In the "Add-ons" menu, select "RefWorks" and choose "Bibliography."

3. Edit Citations and Bibliography:

1. Edit Citations: If you need to edit a citation, you can use the Write-N-Cite interface to make changes to the citation style, page numbers, and other details.
2. Refresh Bibliography: If you add or remove citations, you can refresh the bibliography to reflect the changes. Click the "Refresh" or "Update" button in the Write-N-Cite interface.
3. Select Citation Style: You can change the citation style for your entire document by selecting a different style in the Write-N-Cite interface.

Remember that the specific steps might vary slightly depending on the version of Write-N-Cite, your word processor, and any updates made to the tools. Always refer to the official RefWorks documentation for the most up-to-date instructions on using Write-N-Cite.

Advanced Tips and Best Practices

1. Regular Maintenance

Keep your reference library organized by periodically reviewing and updating your references. Remove duplicates and ensure the metadata is accurate.

2. Backup

While RefWorks is cloud-based, it's always a good idea to create backups of your reference library to prevent data loss.

3. Customization

RefWorks allows you to create your citation styles or modify existing ones to match specific requirements.

4. Integration

Explore the integration options with other research tools and platforms you use. RefWorks often integrates with databases and research management systems.

5. Learn Keyboard Shortcuts

Familiarize yourself with keyboard shortcuts in RefWorks to navigate and work efficiently within the interface.

6. Attend Tutorials and Workshops

Many universities and libraries offer workshops or tutorials on using RefWorks effectively. Attend these sessions to enhance your skills.

Conclusion

RefWorks is a powerful tool that can significantly enhance your research and writing experience. By efficiently managing your references and citations, you can focus more on the content of your work and less on the formatting details.

Whether you're a seasoned researcher or a student starting your academic journey, mastering RefWorks will undoubtedly boost your productivity and the quality of your scholarly output.

So, start organizing, citing, and writing seamlessly with RefWorks today!