RefWorks

Export from PsycInfo in batches of 50

RefWorks tends to timeout if you are exporting more than 50 records at a time from PsycInfo on the CSA platform (which we subscribe to here at K-State.)  Right now, if you are exporting a lot of records, your best option is to break them into batches of 50 or fewer. 

The most reasonable explanation I've heard for the timing out is that PsycInfo includes a list of all of an article's references, thereby creating much larger file sizes than other databases that don't include this information.

Exporting references from ARTstor to RefWorks

1.  When you are viewing your search results, click on the images for which you want to save the citations (they will become highlighted.)

2.  Go up to the toolbar and click on Tools/Save Citations for Selected Images.
    A message will scroll across the screen indicating that the citations have been saved.

3.  Go back to the toolbar and click on Tolls/View and Export Citations.

4.  A new window will open with the images associated with the saved citations listed.  Either Select All or use the boxes to select specific images.

5.  From the list of options at the top of the window, click Directly Export Citations into RefWorks.

6.  A new window or tab will open.  If you are not already logged into RefWorks, you will be asked to do so.  Once you are logged in, the citations will download to your RefWorks account. 

7.  In RefWorks, click on the View Last Imported Folder button.

8.  RefWorks will list the citations you just downloaded.  They should all be labeled as Artwork. 

9.  If you have created an ARTstor account for yourself, go back to the ARTstor Export Citations window.  Delete the citations that you exported.  If you don't, the list of citations keeps building and becomes annoying.  (This step can actually be done any time after you've exported the citations to RefWorks.  Just click on Tools/View and Export Citations to see your saved citations.)

Exporting citations out of IEEE/Xplore into RefWorks

1. When viewing your search results in IEEE/Xplore, mark the box(es) next to the record(s) you want.

2. Click on the view selected items button at the top of the search results list.

3.  A new screen will load listing just those items you selected.

4.  In the Download Citations box on the left side of the list, leave the first drop-down menu option on Citation & Abstract.  From the second drop-down menu, select RefWorks.

5.  Click on the button with the double arrows.  

6. A new window will open.  If you are already logged into RefWorks, the selected references will be automatically imported.  If you are not logged in you will be prompted to do so.  Once you are logged in, the selected references will import.

You can also watch this brief vide ( Download IEEE_to_RefWorks ) to see the process, too.

MLA 7th Edition now on RefWorks

The good folks at RefWorks have just added MLA 7th Edition as an output style. 

To add it as an option for your RefWorks account:

• Go to Tools
• Click on Output Style Manager
• From the Output Style Manager screen, enter MLA 7 in the search box and click Go
• MLA 7th Edition will appear in the box below.  Click on it to highlight it
• Click Add to Favorites box at the bottom of the page
• MLA 7th edition will switch over to the Favorites box on the right hand side of the screen
• Click on Back to Reference List to return to whatever screen you were on before opening the Output Style Manager

BTW, this process works for any output style you would like to add to your favorites.

Finally, if you have any questions or comments about how MLA 7th works in RefWorks (or any other output style) please feel free to contact RefWorks.  Just use the Contact Us link under Help.

Cannot export attachments from Refshare

The attachment feature is a handy way to store your papers, articles or chapters you received through interlibrary loan, technical drawings, chemical structures, images files, and more.

If you use the attachment feature in combination with the RefShare feature (observing copyright laws, of course) you can have a class reading list to use in K-State Online, a way to share relevant materials within a research group, or a centralized depository of your own writings. 

One thing you cannot do is export attachments from RefShare.  My suspicion is that this is RefWorks' acknowledgment of gnarly copyright issues--RefWorks has no way of knowing whether that attachment you're sharing is in the public domain (or your personal domain if you hold the copyright on it) or if someone else holds the copyright on it.

Attaching your interlibrary loan articles to a record in RefWorks

Thanks to the attachment feature in RefWorks, you can store the articles you request through Interlibrary Loan.  The steps below are basically the same I covered in an earlier post about attachments--I've just added the bit at the beginning about saving the article from ILLiad.

1.  Save the article to your computer.  You should be able to do this by right-clicking on the article and choosing Save or by opening the article and using the Save button from the pdf window.

2.  Login to your RefWorks account

3. If you already have a record for the article in RefWorks, you will need to Edit it
    3. a.  If you don't have a record for the article, you will need to create one either
        3.a.1. manually (choose References/Add New Reference and type the information in the fields)
        3.a.2. by exporting the information from one of K-State Libraries' databases

4. From the Edit view for the record, look for the Attachments box (it's about the fifth one down)

5.  Click on Browse

6.  Find the file for the interlibrary loan article

7.  Click Attach

8.  Go to the top of the page and click Save Reference

Editing citations in Write-N-Cite III

Typically, you can edit or remove citations in Write-N-Cite III by

1.  Clicking on the citation in Word--this can either be the formatted in-text/endnote/footnote citation or the unformatted "funky" citation
2.  The Edit Citation link in the upper right corner of the WNC box will turn blue.  Click on that to view your options for removing or editing the citation.
6.  Once you've made your changes, click the Save to Word button.

However, there are occasions when just clicking on the citation in the text doesn't activate the Edit Citation link.  I experienced that this week when trying to edit a citation formatted according to JACS (Journal of the American Chemical Society) which uses numbered endnotes.  Here's what you can do:

You'll need to switch out of the formatted citations/numbered footnotes back to the unformatted citations in order to edit.
In Write-N-Cite:
1.  Click on Tools
2.  Click on Display Unformatted Citations
3.  The next screen will explain what displaying unformatted citations means.  Click on the Unformat button beneath the explanation.
4.  You will now be able to click on the "funky" citation (appears between the {{ }} ) in the Word document.
5.  Once you click on the funky citation, the Edit Citation link in the upper right corner of the Write-N-Cite box will turn blue.  Click on that to remove or edit the citation.
6.  Once you've made your changes, click the Save to Word button.

Editing Citations from GET IT

You may have noticed that when you are in a database and you click on the GET IT link, there is an option to Save/Edit the citation in RefWorks.  Not sure what I'm talking about? See the snappy picture below:
 
When you use this feature, please be aware that the databases do not give Get It the same amount of information that they give to RefWorks.   For instance, Get It only needs one author to find an article, so the databases only send the first author.  You, however, need to include all of the authors in the citation.  This means that you will likely have to edit a citation.  And, the most frequent edit you will need to make is to add the other authors. 

Remember your bibliographies and in-text citations from RefWorks will be, on average 70-75% correct, so you will always want to proofread and edit and have your style guide one hand!

Adding citations to RefWorks for photographs/images found online

These steps will work when RefGrab-It doesn't work or you don't want to use it.

Adding the citation information to RefWorks is done manually. You will want to have RefWorks open in one Window or tab and the website where you found the image in another.

My example is the photograph:

Some of the Colored Men of the 369th (15th N.Y.) Who Won the Croix De Guerre for Gallantry in Action. Left to Right. Front Row: Pvt. Ed. Williams, Herbert Taylor, Pvt. Leon Fraitor, Pvt. Ralph Hawkins. Back Row. Sgt. H. D. Prinas, Sgt. Dan Storms, Pvt. Joe Williams,. Pvt. Alfred Hanley, and Cpl. T.W. Taylor. Photograph.  1919. Picturing the Century.  National Archives and Records Administration, Records of the War Department General and Special Staffs, Washington, DC.  6 Oct.  <http://archives.gov/exhibits/picturing_the_century/galleries/greatwar.html#>.

You may have more or less information than I do.  The important thing is to provide enough information so that someone else can locate the image.

1. Go to RefWorks, click References/Add New Reference
2. Under Ref Type, select ArtWork
3. Under Source Type, select Electronic (this forces RefWorks to include the URL and other relevant information)
4. If a photographer is available, copy and paste the name into the Artist field.  If photographer is unknown, it is usually best to leave this blank.
5. Copy and paste the title into the Title field.  Some of these (as with mine) are less titles than descriptions, but go with it anyway.
6.  If there is a year the photograph was taken, paste that into the Publication Year field.
7.  Enter the name of the institution (in my case, National Archives and Records Administration, Records of the War Department General and Special Staffs) that owns/stores the image into the Institution field.
8.  Copy and paste the URL where you found the photograph into the Links field.  In my case, the photograph is on one page with a group of others.  When I click on the photograph, it enlarges in a new window.  However, since I couldn't get the URL for that window, I used the URL for the page where I found the photograph.
9.  I found my photograph as part of an online exhibit, Picturing the Century, on the National Archives website.  So, I entered Picturing the Century in the Database field.  If your photo is not part of an online exhibit, don't worry about this step.
10.  Enter the date you found the photograph in the Retrieved Date field.
11.  Another option you may wish to use is entering Photograph in the Edition field.  Some citation styles, such as MLA, want the format, in this case, photograph, included in the citation.

Please note that this citation will definitely require editing after RefWorks has created the bibliography. Use the appropriate style guide to help with the editing.  As you become more familiar with a specific style, you may wish to place information in different fields than my example.

Attachments in RefWorks storage size now 5 GBs

I know!  5 GB of attachments storage space in your RefWorks account.  That's a whole lot of attachments.  The maximum size of any individual attachment is 20 MB.

Attachments are great if you've gotten an article or chapter through Interlibrary Loan.  After 30 days, that article is removed from your Interlibrary Loan account, so if you want to save it for easy retrieval, attaching it to its record in RefWorks is about as good as it gets. 

I've personally attached PDFs, Word documents, spreadsheets and jpgs. 
Attaching is crazy easy. 

• Find the record you want to attach the file to. 
• Click the Edit link
• The 4th or 5th option down is for Attachments
• Browse you computer for the file location (you'll probably have to click Add or Open to get the file location into that box in RefWorks)
• Click Add Attachment
• RefWorks will churn for a moment or two and then the file, if it's under 20 MB, will be attached to the record
• A little paperclip will now appear in the when you look at the short view of a record.  This tells you that you've attached a file to that record

If you are working on a group project or are in a research group and need everyone to have access to materials, attachments are are a great help. 

• First, you can create a RefWorks account for the group.  (There's no limit to how many RefWorks accounts you can have.)  Just create the account and then share the user name and password with your group 
• Once you start adding article citations to RefWorks, you'll see that the Get It button appears and helps you find the full text for those articles we have access to online
• If it's not available fulltext online, then you can either scan it if we have it in print in the Libraries or, if we don't, use the Get It button to request a copy through interlibrary
• Once you have that scanned article, attach it to the citation in RefWorks