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How to Use
RefWorks
What is RefWorks?
RefWorks is a web-based reference management program that lets you gather, store, manage, and
share references or citations, and generate bibliographies and formatted papers. Your references are
stored online and are available from any computer with internet access. (Note: The terms
‘reference’ and ‘citation’ are used interchangeably in this document).
The UBC Library supports a campus-wide site licence for RefWorks; you may use the program
free of charge while you are at UBC.
NOTE: As of May 2, 2007, UBC RefWorks accounts and data are stored on a server in Canada.
Access RefWorks
To login to RefWorks:
Go to https://refworks.scholarsportal.info/ , or
Go to http://www.library.ubc.ca, click Find and then RefWorks and follow the link to
login/create an account. Or choose e-Resources from the blue drop-down menu bar, and
select RefWorks, and continue as above.
If you already have an account, type in your user name and password
If you need to create an account, click the “Sign up for an individual account” link (if you
are off-campus, make sure you are connected through VPN or the proxy)
If you are working off-campus, for best access, you should connect through the VPN or
proxy. If you are unable to use the VPN or proxy, you can login using the UBC RefWorks
Group Code. Check the Library‟s RefWorks page (http://refworks.library.ubc.ca). Choose
login/create an account to access the link to the Group Code. To get this Code, you‟ll need
to sign in using your library barcode and PIN.
Import References from a Database
You can find references and citations to scholarly articles and other materials in the Library‟s many
bibliographic indexes and databases, e.g. Academic Search Premier, MLA Bibliography, PsycInfo,
Sociological Abstracts, Web of Science, and many others. You can download and save the
references you find in these databases to your RefWorks account.
Direct Export
Many databases allow you to download or export citations directly into RefWorks. At UBC, Direct
Export is available from databases produced by the following companies/vendors: ABC-CLIO,
Cambridge Scientific Abstracts (CSA), EBSCO, Engineering Village 2, JSTOR Collection, Project
Muse, WorldCat, OVID, ProQuest, Webspirs, and WilsonWeb.
Last updated Aug 20, 2007. EG.
The basic procedure is as follows:
1. Mark or tag the records you want to save and look for a link to RefWorks, or a link that
directs you to view export/output/save options
2. Select the option that allows you to export to RefWorks
3. A RefWorks login window will open and, when you login, the export will automatically
begin and you will see a screen that says “Import completed,” with the number of references
imported. Your references are now in the Last Imported folder in your RefWorks account
4. View the imported references to ensure that they have been correctly imported
Google Scholar also supports Direct Export to RefWorks. Look for more information at
http://scholar.google.com/ under Scholar Preferences.
Import Filters
For databases that don‟t have a direct export to RefWorks, use the appropriate RefWorks import
filters. Some of the databases that require the use of Import Filters are PubMed and Web of Science.
The basic procedure is as follows:
1. Mark or tag the references you want to save and look for a link that directs you to view
export/output/save options
2. Select the Save option, and save your selected records as a text file on your desktop
3. Sign on to your RefWorks account
4. From the References pull-down menu, select Import
5. Select the appropriate Import Filter/Data Source and Database
6. Browse to find the text file you saved to your desktop and click on Open
7. Click on Import
For more detailed instructions, go to http://www.library.ubc.ca, click Find, then RefWorks, and then
Enter Citations. Look for the link to Exporting from a Data Service.
NOTE: For references exported or imported from a database into your RefWorks account, the
icon appears. Clicking on the opens a new window with information and
links for accessing the full text when available through the UBC Library, online or in print.
Import References from UBC Catalogue
1. Search the UBC Library Catalogue and Mark the Records of interest (click on Retain
Records Selected if you are changing screens)
2. Save the Full Record to your Desktop (it will save with a .txt extension)
3. Open RefWorks
4. From the References pull-down menu, select Import
5. Import Filter: Endeavor Voyager
6. Database: University of British Columbia
7. In the Import Data from the Following Data File - select the saved file
8. Click Import
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See also: Import Citations from Other Library Catalogues for an alternate method.
Import Citations From Other Library Catalogues
You can import citations from library catalogues of hundreds of academic and major research
institutions directly from RefWorks. You can also import citations from the UBC Library catalogue
using this method. Follow these general steps.
1. In RefWorks, from the Search pull-down menu select Online catalogue or database
2. From the Online catalog or database to search drop-down menu, select the institution of
choice
3. Conduct a quick search for keywords, or search by title, author, descriptor, or any field
4. Results open in a new window. Mark the references to import, and click Import
Import References from an Online Journal Publisher’s Website
Researchers who read journals online may be able to import citations directly from the publisher‟s
website. When viewing online journals from a publisher's website, there is usually an option to
mark the articles of interest, and then save/download/export the citations. Follow these general steps
to put the citations into your RefWorks account.
1. From the journal‟s website, select a specific volume and issue to view; mark the articles of
interest
2. Choose the option that allows you Save/Export/Download the citations
Depending on the publisher, the format to save the citations could be BibTex, RIS, or
RefWorks
3. Open RefWorks
4. From the References pull-down menu, select Import
5. Import Filter: BibTex, RIS format, or RefWorks Tagged
6. Database: BibTex: "multiple databases"; RIS: RIS; or RefWorks: Tagged format
7. Import Data from the following Text File box: select the saved file on your computer
8. Click Import
Enter References Manually
1. From the References pull-down menu, select Add New Reference
2. Select your citation style from the drop-down menu next to “View fields used by”
3. Select the folder (if any) that you want to save this reference to. (See Folders below for
more information)
4. From the Ref Type drop-down, select the type of reference you are adding
5. Fill in the appropriate citation fields. Fields marked with a red asterisk are required fields for
your selected style and reference type
6. When you are done, click the Save Reference button
Use RefWorks Folders
RefWorks lets you organize your references into folders. You may wish to save references on
different topics into different folders. To create a new folder, follow these steps:
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1. From the Folders pull down menu, select Create New Folder
2. Enter a name for your folder; click OK. A pop-up window will confirm that the folder was
successfully created
If you select Organize Folders from the Folders tab, you can rename, delete, or clear the contents of
your folders. You will also see the number of references you have in each folder, with hyperlinks to
the references.
NOTE: References imported from your latest database search are stored in the Last Imported folder.
If you import more references without moving references out of the Last Imported folder, the
references in the Last Imported folder will be moved automatically into a new folder: References
Not in a Folder.
Use RefWorks as an RSS Reader
RefWorks features an RSS reader that allows you to establish links to your favorite RSS feeds and
import data from those feeds directly into RefWorks. You can set up RSS feeds to your favourite
online journals, newspapers, blogs, and websites.
Adding an RSS Feed
1. At the website of the online journal, newspaper, blog, or website, click on the RSS or XML
icon; copy the URL to your computer‟s clipboard
2. Login to your RefWorks account
3. From the Search pull-down menu, select RSS Feed
4. Paste the URL saved to the clipboard in step one into the RSS Feed URL box in RefWorks
5. Click Add RSS Feed
Opening, reading, and saving information from the RSS Feed to your RefWorks account
1. Login to your RefWorks account
2. From the Search pull-down menu, select RSS Feed
3. Click on the RSS feed hyperlink; a new window will open with the RSS feed
4. To read the news/journal article in the RSS feed, click on the link. A new window opens
with the feed
5. To save the information, select records to be downloaded to your RefWorks database, select
a folder, and click Import
Use Write-N-Cite to Generate Footnotes and Bibliographies
IMPORTANT: To cite references and create a bibliography at your own computer, you will need
to download a copy of a small utility program called Write-N-Cite. It is available for Word for
Windows 2000 or later and for Word for Mac 98 or later.
To install Write-N-Cite on your computer: login to RefWorks, go to Tools, then Write-N-Cite. After
you have installed Write-N-Cite, you can open it from within Word by clicking the toolbar icon or
by selecting it from the Tools drop-down menu.
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To Use Write-N-Cite
1. Launch Write-N-Cite by double-clicking the icon on your desktop, or clicking the button on
your Word toolbar. Login to Write-N-Cite using your RefWorks username and password.
Click the box next to Always On Top to keep the Write-N-Cite window on top of all other
windows
2. In your word processor, click the insertion point (the point in your paper where you want the
reference inserted)
3. Switch to Write-N-Cite and click the Cite link next to the correct reference
4. Write-N-Cite automatically inserts opening and closing curly brackets {}as well as the Ref
ID, Author Name, and Year into your Word document
5. If you want to edit the citation, with your cursor on the inserted citation, switch to your
Write-N-Cite window and click the Edit Citation link in the top right hand corner of the
screen. You can suppress the publication year, include specific page reference, etc. Click
„Save to Word‟. A „preview citation‟ option is available
6. When you have finished writing your paper and want to generate the final formatted version,
click Bibliography in the Write-N-Cite window
7. Select the correct Output Style
8. Select Create Bibliography
9. The program creates the formatted paper as a new Word document with the file name
preceded by the word "Final". For example, a document named Termpaper.doc would be
formatted with the name Final-Termpaper.doc. If you need to make changes to your paper,
edit the original document (Termpaper.doc) and re-create the formatted document by re-
running the bibliography process
Create a Bibliography
To create a stand-alone bibliography or list of references
1. Login to RefWorks
2. Click Bibliography
3. Select Format a Bibliography from a List of References
4. From the File Type to Create drop-down menu, select a format (HTML, RTF, Word)
5. Choose citations to format from All References, My List, or References from [select Folder]
6. Click on Create Bibliography
Share Citations using RefShare and other options
You can share the information in your account to collaborate with other researchers or provide
online course reading lists in a variety of ways with RefWorks.
RefShare is a module of RefWorks that allows you to share your folders or databases. Users can
share RefWorks references with both members of the UBC community and globally with any
researcher having Internet access. A unique URL is created for the shared folder; this URL can be
shared with others. As well, users have the option of sharing folders on the UBC Library RefShare
account, found at: http://refworks.scholarsportal.info/refshare/?site=010561141189200000
To share your database using RefShare
1. Log in to RefWorks
2. From the Tools drop-down menu select Share References
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3. Click on Share Folder
4. Select sharing options and Save
Other sharing options
To allow full access to your account, create a RefWorks account and share your log-in name and
password. Multiple users can access the account at the same time. If multiple users are editing,
RefWorks will save the most recently saved version.
If you will be sharing information with researchers at other institutions, please read:
http://toby.library.ubc.ca/webpage/webpage.cfm?id=489#collaborating
To share your database with read-only access
1. Log in to RefWorks
2. From the Tools pull-down menu select Update User Information
3. Type a read-only password and click Update. Be sure that the read-only password is not the
same as your original password
4. With your login and read-only password, users will be allowed to access your database in
read-only mode. Users can search your database, export data, create bibliographies, and
access links to the fulltext using the
If you have multiple RefWorks accounts, you can easily copy information from one account to
another.
1. In the first account, create a Folder (see Folders) that contains the information you want to
copy to another account
2. From the References pull-down menu, select Export
3. Select the references to export from “Reference from [folder name]”
4. Select RefWorks Tagged Format
5. Export to text file
6. A new window opens with the data; save this file to the desktop
7. In the second account, from the References pull-down menu, select Import
8. From the drop-down import filter/data source select RefWorks Tagged Format; you may
also select a folder to import to
9. Browse to find the file to import
10. Click Import
Learn More about RefWorks
For more information on how to use RefWorks, visit the UBC Library RefWorks Page at
http://refworks.library.ubc.ca
Questions?
Contact RefWorks at: refworks@scholarsportal.info
Contact your Subject Librarian at: http://toby.library.ubc.ca/libstaff/subjectlibrarians.cfm
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