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CompatibilityRefWorks is compatible with the following:
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January 2002
We have added the ability to create folders for better database organization and searching. Select Organize Folders to create a new folder or to clear, rename or delete current folders.
Create a new folder
Click on the Create New Folder button and type in the folder
name. The new folder will now appear in
all of the folder lists throughout the program.
Rename a folder
Select Rename to change the name of the folder but keep the current
references in the folder.
Delete a folder
Select Delete to delete the folder from the program. The references
contained in the folder will
still be in the database as well as in any other designated folders.
Clear Folder
Select Clear Folder to empty the references out of the
selected folder. The folder will still
remain and the references will still be in the database.
Last Imported Folder
Last Imported contains the references from your most recent
import. It is automatically cleared when
a new Import is performed. To save a
series of Imports you should create a new folder and select this folder on the
Import screen.
You can have references that are not placed in any folder and you can have others that are placed in several different folders. On the Organize Folder screen you will see the number of references in each folder as well as the total number of references in the database. To view just the references that are not in any folder click on the …references are not in the folder link. You can see which folders a particular reference is in by clicking on the View link in the top right of the reference from the main view area.
Use Folders for Importing, Searching, Creating Bibliographies, and Exporting
Adding References to and Removing References from Folders
There are a number of places where you can change the folder
in which a reference is contained. Keep
in mind there is only one copy of any specific reference – and that one copy
may be displayed in several difference folders. This means that
when you edit the reference in one folder those edits
will also show up when viewing that reference in another folder. You
can add or remove a reference from a
folder one at a time from the Edit reference link, from the View reference link
or when you are manually adding a New Reference.
You can add groups of references to folders from any of the view options – all references, a particular folder, or a search result. First, select the appropriate references by doing one of the following:
Select the folder you want to add them to from the Put in folder… drop down box. The references will remain on the screen and, if you are viewing a folder, they will remain in the folder you are viewing as well as in the new folder to which they were just added.
References can be removed from folders by viewing a particular folder, selecting the appropriate references (as described above) and clicking on Remove From Folder. To clear all reference from a folder click on Organize Folders and select the Clear Folder button next to the folder you want to clear.
To check for duplicates in your database, click on the View Duplicates button. Duplicate checking is done by comparing a combination of Author Names, Title and Year of Publication. It is a lose comparison so may result in displaying references that are not exact matches. This allows duplicates to be found even if there are minor errors in the data. To remove the real duplicates from the database, select the reference you wish to delete by clicking in the box next to the Ref ID. After you have reviewed each reference, click on Delete to remove them from the database. NOTE: Marks are not saved from page to page so make your deletions on the first page before moving on to the second.
To globally edit an author name, descriptor or periodical name select the desired Lookup by: list located in the Searching Tools area. Click on the Edit link to the right of the name or term you want to edit. Type in the new item and click ok. You will be asked to confirm the change. Select Ok to do so or Cancel to return to the list. If you click OK the change will be made and you will return to the list in the place you were when you first selected the Edit option. To see the change you made, you must navigate to the appropriate spot in the list. For example, if you change an author name of Arrow to Barrow you will return to the A section of the list after the edit. Go to the B section to see the new name.
You can add a descriptor(s) to any group of references in the view area; i.e. all references in the database, a particular folder, or a search result. To do so, you must first select the references you want to edit. First, select the appropriate references by doing one of the following:
Once you’ve selected the appropriate group of references, click on Add Descriptor and type in the term(s) you want to add to all of the specified references. You can add more than one descriptor at one time by separating the terms with a semi-colon. For example, to add Climate and Weather to the group type: climate;weather.
This may be especially useful after you’ve imported a group of references and want to add a specific descriptor to the group to make it easy to find them later.
There are 5 separate user definable fields to which users may add personal notes and comments. They will not be used for importing purposes. They may be searched by using the Quick Search feature.
A new Electronic Journal reference type has been added.
Read-only access allows you to share your database with colleagues or students on a read only basis; they cannot edit the data. To do this you must first create your own personal user account and use it to log into the program. From within RefWorks click on Update User Info. Type in a read-only password and click on Update. Be sure that the read-only password is not the same as the original password. By giving your login name and read-only password to others you will allow them to search your database, export data and create bibliographies. They will not be able to edit references, import references or change folders. A user can tell if they are in read-only mode by looking in the top right corner of the screen – it will say Read-Only.
To format a footnote you must first create the footnote from within your word processor. Next, insert the RefWorks RefID number in the footnote using curly brackets. When you create the bibliography, RefWorks will insert the reference into the footnote in the correct format. There is also an option to create a bibliography at the end of the paper – in addition to the footnotes. For more information see Creating a Paper and Formatting the Bibliography.
Formats that have change based upon this addition are: MLA, Chicago Notes 14th Edition, and Turabian Notes 6th Edition.
If you want to try RefWorks without creating your own database you can click on Sample Database to use one we already created. The Sample Database will display in the main view area and a Sample Database Folder will be created. The RefID numbers for the database start with 100001. To create a bibliography with the database, be sure you use the correct numbers in the document (for example {{100001}} with no comma). See the Creating a Paper and Formatting the Bibliography section of help for details on how to do this.
To clear the sample database, click on the Remove Sample Refs button. Only the sample references will be deleted; references you added will still remain. New references you add will begin with the RefID #1. To delete the Sample Database Folder click on Organize Folders. Click on the delete link next to the folder and it will be removed.
Before you start creating your database it is good to think for a moment about how you want to organize the data. The two most convenient ways to quickly find references are searching and viewing folders. We, therefore, recommend organizing the data by creating folders for specific topics, assigning descriptors to references as you add them to the database (either by importing or manually typing them in) or some combination of both. For example, you may want to create a folder for each class you are taking; e.g. Child Psychology and Business Management. Alternatively, you may not want to set up folders and use Child Psychology and Business Management as descriptors to organize the data. In the first instance you would use the View Folder capability to find all references for a particular class. In the second, you would use the search functions.
How you organize, to a large extent, depends upon how large you expect the database to be. Using the example above, if you believe that your database will most likely contain many references in both areas as well as include descriptors such as "training requirements" or "motivation" it is best to set up separate folders. By doing this, you can used Advanced Search to search for the specific descriptor "motivation" in the Child Psychology folder thus eliminating any references on Business Management from being in your results. You could accomplish similar results by adding all of the terms to the descriptor field and creating a search by using Boolean connectors. The use of folders, however, adds another level to your search strategy.
Select Organize Folders to create a new folder or to clear, rename or delete current folders.
Create a new folder
Click on the Create New Folder button and type in the folder
name. The new folder will now appear in
all of the folder lists throughout the program.
Rename a folder
Select Rename to change the name of the folder but keep the
current references in the folder.
Delete a folder
Select Delete to delete the folder from the program.
The references contained in the folder will
still be in the database as well as in any other designated folders.
Clear Folder
Select Clear Folder to empty the references out of the
folder. The folder will still remain and
the references will still be in the database.
Last Imported Folder
Last Imported contains the references from your most recent
import. It is automatically cleared when
a new Import is performed. To save a
series of Imports you should create a new folder and select this folder on the
Import screen.
Adding and removing references
You can have references that are not placed in any folder
and you can have others that are placed in several different folders.
On the Organize Folder screen you will see
the number of references in each folder as well as the total number of
references in the database. To view just
the references that are not in any folder click on the "…references are not in
the folder" link which is to the right of "You have x references in your
database" (if you do not see the link all of your references are in folders).
You can see which folders a particular reference is in by clicking on the View
link from the main results screen.
There are a number of places where you can change the folder in which a reference is contained. Keep in mind there is only one copy of any specific reference – and that one copy may be displayed in several different folders. This means that when you edit the reference in one folder those edits will also show up when viewing that reference in another folder. You can add or remove a reference from a folder one at a time from the Edit reference link, from the View reference link or when you are manually adding a New Reference.
You can add groups of references to folders from any of the view options – all references, a particular folder, or a search result. First, select the appropriate references by doing one of the following:
Select the folder you want to add them to from the Put in folder... drop down box. The references will remain on the screen and, if you are viewing a folder, they will remain in the folder you are viewing as well as in the new folder to which they were just added.
References can be removed from folders by viewing a particular folder, selecting the appropriate references (as described above) and clicking on Remove From Folder.
References can be imported into RefWorks from a text file created by saving references from several different database services. Click on the Import button and select the Import Filter/Data Source that matches the data you saved. For example, if you saved references from a search you did on a CSA database, select the CSA Import Filter. Next select the specific database from which you saved references. For example, you searched the CSA Sociological Abstracts database. You would select CSA as your Import Filter/Data Source and Sociological Abstracts as your Database.
Some Import Filters will have <Multiple Databases> as an option. With this option it is possible to import data from searches you have performed across multiple databases from the same service. Other Database Services will not allow this and each database they provide must be imported separately. If available, multiple databases will always be the first option in the Database list.
References will always be imported into the Last Imported Folder. References from the previous import will be removed from the folder automatically. You can select to view this folder after the import to edit or add descriptors to the group before organizing them into folders. Select a specific folder in the Import References Into area to have the references imported into a specific folder in addition to Last Imported. For example, if you want to keep all references together from several imports to edit later, you should create a folder for this purpose. See Organize Folders for information on how to create a folder.
Next, select the text file you created when saving your search results. To help organize your data, you may want to create a separate folder in your My Documents folder called Download Results. If you always use this folder it will be easy to find the appropriate file when importing.
If you only have one or two references to import you can copy the data into the Import Data from the following Text box and import from there. You must still select the appropriate import filter to match the data you copied to the text box.
Click on the Import button to import the data; progress is shown by
one * for each
reference. The program will tell you when the import is complete.
As the import occurs a log file is created containing information on the status of the import. Select View Log to see the detailed information. It will contain information on data that was not imported, data that was imported into the notes field etc. In general, if the correct Import Filter has been selected, the import will bring in all of the information and place it in the appropriate fields for each reference type. For details on the log file see the Import Log section of Help below.
We recommend that you select View Last Imported Folder to review the import and be sure the data is correct.
Back to Import Overview Back to Help Topics
Files you want to import into RefWorks must be in a text file format with each piece of information identified through the use of a delimiter or tag. For example:
TI: Title
Effect of rearfoot orthotics on postural sway after lateral ankle
sprain.
AU: Author
Hertel J; Denegar CR; Buckley WE; Sharkey NA; Stokes WL
AF: AuthorAffiliation
Department of Kinesiology, Pennsylvania State University,
University Park, PA16802, USA. jnh3@psu.edu
SO: Source
Archives of Physical Medicine and
Rehabilitation., 2001 Jul,
82(7):1000-3
Each database service uses a unique tag format for its files so when you import into RefWorks you must select both the data service (Import Filter) and the database for information to be imported correctly.
When you save references to a file look for a format that is called a tagged format or perhaps a Bibliographic Management format. Some examples are:
Back to Import Overview Back to Help Topics
To export records from EndNote you must select the correct Output Style for the export. Under the File Menu select Output Styles. You will see a list of output styles there, and if you see RefMan (RIS) Export select it. If you do not see this format, open the Style Manager and check the RefMan format. Close the Style Manager and once again go to the File Menu, select Output Styles and select the RefMan format.
Next, select the references you want to export and go to the Reference Menu and select Show Selected (or Show All if you wish to export the entire database). From the File Menu select Export and a dialog will appear for you to select the location where you want to save the file. Type in a file name and select a location you will remember for importing into RefWorks. Use Text as your Save As type and click on Save.
Go into RefWorks and click on Import.
Select Desktop Biblio. Mgt.
Software as your Import Filter and EndNote as your Database.
Browse for and select the file you just created from EndNote.
Click on Import. The progress in importing is
measured by * for each
reference imported. RefWorks will notify you
when the import is complete. View the Imported References.
Back to Exporting from Other Bibliographic Programs... Back to Import Overview Back to Help Topics
Select the references you wish to export and go to the References Menu and select Export. Either use the default file name or create a new file for exporting references to import into RefWorks. Select the RIS format and the appropriate References Option. Click on Export.
Go into RefWorks and click on Import.
Select Desktop Biblio. Mgt.
Software as your Import Filter and Reference Manager as your Database.
Browse for and select the file you just created from EndNote.
Click on Import. The progress in importing is
measured by * for each
reference imported. RefWorks will
notify you when the import is complete. View the Imported References.
Back to Exporting from Other Bibliographic Programs... Back to Import Overview Back to Help Topics
There are two possible ways to import references to RefWorks from CSA. If you are accessing RefWorks from an institutional computer that has a subscription to RefWorks do the following:
If you are at an institution that does not have a subscription to RefWorks you must save the references to a file by following the following steps:
To import the references go to RefWorks
and click on Import. Select CSA as the Import Filter and the
database you searched for the Database. Click Import. The
progress in importing is measured by *
for each reference imported. RefWorks
will notify you when the import is complete.
Back to Exporting from Data Services... Back to Import Overview Back to Help Topics
Go into RefWorks and click on Import.
Select Ebsco as your Import Filter and the appropriate
database based upon your search in Ebsco.
Browse for and select the file you just created. Click
on Import. The progress in importing is measured by *
for each reference imported. RefWorks will notify you when the import is
complete.
Back to Exporting from Data Services... Back to Import Overview Back to Help Topics
Go into RefWorks and click on Import.
Select OCLC as your Import Filter and the appropriate database based upon your
search in OCLC. Browse for and select the file you just created.
Click on Import. The progress in importing is
measured by * for each
reference imported. RefWorks will
notify you when the import is complete.
Back to Exporting from Data Services... Back to Import Overview Back to Help Topics
After you do a search and are looking at the references do the following to export the data:
You have now saved the references in a text file that can be imported into RefWorks using the PubMed import filter.
Go into RefWorks and click on Import.
Select PubMed as your Import Filter and
database. Browse for and select the file you just created.
Click on Import. The progress in importing is
measured by * for each
reference imported. RefWorks will
notify you when the import is complete.
Back to Exporting from Data Services... Back to Import Overview Back to Help Topics
After you have performed a search and are looking at the data, do the following to export to a file:
.dat
extension.To import the file, go into RefWorks and
click on Import. Select SilverPlatter as your Import Filter/Data
Source and the appropriate database based upon your search in
SilverPlatter. Browse for and select the file you just created.
Click on Import. The progress in importing is
measured by one * for each
reference. RefWorks will notify you
when the import in complete.
Go into RefWorks and click on Import. Select ProQuest as your Import Filter and the appropriate database based upon your search in ProQuest. Browse for and select the file you just created. Click on Import. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete.
Back to Exporting from Data Services... Back to Import Overview Back to Help Topics
RefWorks imports references based upon Import Filters that have been created using data samples from various service providers and databases. Because we cannot foresee every possible format, there will occasionally be data that is not imported or data that is imported into an incorrect reference type or field. Any data that is not recognized will be reported in the Import Log. You can view the log immediately after import by clicking on the View Log button before Viewing Imported References. You may see any of the following messages:
Reference typeidentifier not found; Use default reference typeTag not defined; Not importedSource format not found; Import into NotesAuthor pattern not found; Import as isJohn Smith or Smith, John will be imported into
RefWorks correctly. If an author format is not
recognized it will still be imported into the Author field but may not be in a
format that will be correct when you generate a bibliography. If possible
check the author field for the reference and put it in the format
required. (See New Reference for Author name entry
requirements.)Database identifier in header not found; Use database identifier in referenceDatabase identifier in reference not found; Use default databaseBack to Import Overview Back to Help Topics
To manually add a new reference, click on the New Reference button. Select the folder in which you want to place the reference. If you do not select a folder the reference will go in your main database (accessed by searching or by View All). Select the reference type you want to add by clicking on the arrow at the right of the Ref Type box. Each reference type has been assigned fields (e.g. Author and Periodical, Full name) that are appropriate for that particular type. As you select different reference types the fields will change and the active ones, those that have been assigned to the Ref Type you selected, will be at the top of the list in black type. Fields that were not assigned to that reference type are at the bottom of the page in a lighter gray type. You can enter information in the gray type fields and it will show up in the reference list. When you’ve finished click on Save to complete your entry. Reset will clear all the fields for you to start over.
You may choose from the following Reference Types:
Generic
Journal
Abstract
Book, Whole
Book, Chapter
Conference Proceeding
Patent
Report
Monograph
Dissertation
Web Page
Electronic Journal
After you select the reference type you want to add, click in each field and type in the appropriate data. There are a number of fields that may be used for a variety purposes; they are: ISSN/ISBN, Accession Number, Language, Classification, Availability, Author Address/Affiliation, and Original Foreign Title. Other fields are designed to be more specific as the information they include will either be used frequently in bibliographies or in the functioning of the RefWorks program itself.
Smith,J.R.; Jones, Robert K.; Adams,Mary;
etc.
If the Author has a title, place a comma after the
middle initial and add the title followed by a period. For Example:
Green,Adam J.,Dr.; Berg,James,II; etc.
RefWorks will automatically format the author names correctly when importing data from a predefined import filter. Also, RefWorks will add author names to the index list when you save the reference.
Entering author names correctly is important because RefWorks generates bibliographies in a variety of formats that have specific requirements for author names. The program must know which name is the last name, first name and/or middle initial in order to format the bibliography correctly.
The Secondary Author field should contain primarily Editors and Tertiary Authors would be Series Editors.
There are several ways to view your references and a variety of functions may be performed from each view. They are explained in detail below.
View All References
View by Folder
View Duplicates
Search Results
View in Read Only Mode
This option, available by clicking on the View All button, displays all of the references in your database. To change the sort of your view, select Authors Primary, Pub Year, Ref ID, Ref Type or Title Primary from the Sort by drop down box on the top right. To view the details of the reference or to edit the reference, click on the appropriate link in the top right corner of the reference.
From this view you can also delete references, add them to a folder or add a descriptor. First, select the appropriate references by doing one of the following:
The program comes with one folder set up, Last Imported, and it appears in the View Folder drop down list along with the folders you created in the Organize Folder area of the program. (If you opened the Sample Database you will also have a Sample Database folder.) From the list select the folder you want to view. To change the sort of your view, select Authors Primary, Pub Year, Ref ID, Ref Type or Title Primary from the Sort by drop down box on the top right. To view the details of the reference or to edit the reference, click on the appropriate link in the top right corner of the reference.
From the folder view you can delete references, add them to another folder, remove them from the selected folder or add a descriptor. First, select the appropriate references by doing one of the following:
To check for duplicates in your database, click on the View Duplicates button. Duplicate checking is done by comparing a combination of Author Names, Title and Year of Publication. It is a loose comparison so may result in displaying references that are not exact matches. This allows duplicates to be found even if there are minor errors in the data. To remove the real duplicates from the database, mark the reference you wish to delete by clicking in the box next to the Ref ID (these marks are NOT saved if you go to the next page so the delete must be performed on the first page before moving on). After you have reviewed each reference, click on Delete to remove them from the database.
After you have performed a search either in Quick or Advanced Search, the results will be displayed in the view area. For details on the search options and results go to Quick Search or Advanced Search.
From this view you can delete references, add them to a folder or add a descriptor. To perform these functions first select the references you want to edit. There are three ways to select references:
If you are viewing the program using a Read-only password there are many functions that are not available to you. You can, however, still search the database, export references and create bibliographies either from a manuscript or from a reference list. See Read Only for more details.
There are several different ways to edit a reference. You can click on the Edit link from the main view area, globally edit the author, descriptor or periodical from the Look Up index, delete references or add descriptors to groups of references from the view area and edit the folders in which the reference is contained.
NOTE: When you delete a reference the RefID number cannot be reused. For example, if you delete RefID #4 you will never have #4 in your database. By doing this, we ensure that you will not create a bibliography from a paper written in the past with an incorrect reference by mistake.
Click on the Edit link located at the top right corner of each reference in the view area to edit any field in the reference. From here you can add notes, descriptors or any other information you want in any field. You can also add the reference to a folder or take it out of a folder from the In Folder(s) drop down box. Folders containing the reference are designated by >> next to them. Simply click on a folder to add or remove the reference. As you can see, one reference can be included in many different folders. Click on Save to save the changes or on Reset to go back to the original data. (The Save button does not appear until you’ve made an edit.)
To globally edit an author name, descriptor or periodical name select the desired Lookup by: list located in the Searching Tools area. Click on the Edit link to the right of the name or term you want to edit. Type in the new item and click ok. You will be asked to confirm the change. Select Ok to do so or Cancel to return to the list. If you click OK the change will be made and you will return to the list in the place you were when you first selected the Edit option. To see the change you made, you must navigate to the appropriate spot in the list. For example, if you change an author name of Arrow to Barrow you will return to the A section of the list after the edit. Go to the B section to see the new name.
You can delete references or add descriptors to any group of references in the view area; i.e. all references in the database, a particular folder, or a search result. To do so, you must first select the references you want to edit. There are three ways to select references:
There are a number of places where you can change the folder in which a reference is contained. Keep in mind there is only one copy of any specific reference – and that one copy may be displayed in several different folders. This means that when you edit the reference in one folder those edits will also show up when viewing that reference in another folder. You can add or remove a reference from a folder one at a time from the Edit reference link, from the View reference link or when you are manually adding a New Reference.
You can add groups of references to folders from any of the view options – all references, a particular folder, or a search result. First, select the appropriate references by doing one of the following:
Select the folder you want to add them to from the Put in folder... drop down box. The references will remain on the screen and, if you are viewing a folder, they will remain in the folder you are viewing as well as in the new folder to which they were just added.
References can be removed from folders by viewing a particular folder, selecting the appropriate references (as described above) and clicking on Remove From Folder. To clear all reference from a folder click on Organize Folders and select the Clear Folder button next to the folder you want to clear.
Quick Search searches all fields, including Abstract and User Definable, and
all search terms are connected by the Boolean connector OR. It also
searches for embedded terms i.e. if you search for art you
will retrieve references with heart,
part etc. Results will,
therefore, include the maximum number of references. To narrow your
search to specific fields and specific combinations of terms, use the Advanced Search feature. Searches are not case
sensitive so you do not need to use capital letters.
The results of a Quick Search are always ranked by relevancy. A document earns a relevance rating based on the number of words in the search query that it contains, and the weight value of each of those words. References containing all of the words in a query several times will be ranked at the top. References containing all of the words in a query will be ranked above references containing only some portion of the words. The first word in your search query is given a higher priority than the following words, so references containing just the first word rank above ones containing just the second or third word.
In Advanced Search choose the field in which you want to search: Author, Title, Periodical, Descriptor, Abstract, Pub Year, Volume or Ref ID and enter the appropriate search term. Next select the Boolean connector you want to use to connect the various search criteria. Use AND to narrow the search to retrieve records that contain all of the words it separates. Use OR to broaden the search and retrieve records containing any of the words it separates. And use NOT to narrow the search and retrieve records that do not contain the term following it. To search the entire database select Search: All References. To narrow the search, select one or more folders in the Only References In: section.
In all fields except Descriptor, Advanced Search is similar to Quick Search in that it looks for embedded terms.
In the Descriptor field however, unlike Quick Search,
it does not search for embedded instances of a search term. If you search
for art you will only find
references with the word art
in a descriptor it will not find heart.
Select Search to perform a search on the terms you've typed in or click on Clear to start over. Search results are displayed alphabetically by author.
To search by a specific author, descriptor or periodical click on the appropriate look up button. An alphabetical list will be displayed followed by the number of references containing that term. Click on the author, descriptor or periodical you want to retrieve and a search will be automatically performed and results displayed.
These lists are automatically created as you add references either manually or by importing. Click on the Edit link to edit a particular author, descriptor or periodical in all references that contain the term.
When writing your paper, you must insert Citations in the text where you
want to cite a reference. Enter an in-text citation by using two open
curly brackets {{ followed
by a reference ID number followed by two close curly brackets }}. For example:
{{34}}
for Ref ID number 34. For multiple citations in the same location separate the Ref ID numbers with semicolons:
{{34;45;23}}
The first Ref ID number must immediately follow the {{ for it to be
located.
Citations may also include additional information such as Author last name. The information will be removed when the paper is processed. For example:
{{34 Adams 2001;45 Jones;54 Smiths observations}}
To insert a citation in a footnote you must first create the footnote from within your word processor (if you do not know how to do this please see your word process Help file or manual for assistance). Next, insert the RefWorks RefID number in the footnote using curly brackets. When you create the bibliography, RefWorks will insert the reference into the footnote in the correct format. If appropriate for the output format, you can also create a bibliography at the end of the paper – in addition to the footnotes.
Save the completed paper and close the document before formatting the bibliography. To create the bibliography and format the paper, click on the Bibliography button from within RefWorks. Select the appropriate Output Format from the drop down list and be sure Base Bibliography on Manuscript has been selected. The File to Format is the paper you just created; you may browse for it by selecting the Browse button. Click the Create Bibliography button after you've made the appropriate selections and RefWorks will create a new document formatted in the selected style followed by a bibliography. Follow your browsers instructions for viewing the file and be sure to save the document to your hard disk before closing. Your original document remains the same as it was before you formatted.
NOTE: all changes to the document should be made to the original document. Only the original document with the citations in curly brackets may be reformatted later.
To change the document format follow the same steps and choose a different Output Format. Try two different formats - Harvard, which is based upon author last name, and Nature, which is a numbered bibliography (the same as creating endnotes). To create a paper with footnotes select the Chicago Notes format.
In RefWorks you can create a bibliography from a list of references, without creating a manuscript. The list may be your entire database or you can select a specific folder from which to create the bibliography. Click on the Bibliography button and select the appropriate Output Format from the drop down list. Be sure the Base Bibliography on Reference List button is selected. Select the file format you wish to create (Text, HTML, RTF (Rich Text), Word for Windows (97 or later), or Word for Mac (98 or later). Select either All References or a particular Folder and click on Create Bibliography. Follow your browsers instructions for viewing the file and be sure to save the document to your hard disk before closing.
To save a copy of all or part of your database to your computer, click on the Export button and select either All References or a particular folder. Select the Export Format you want to create and click on the Export to Text File button. Follow your browser’s instructions for viewing the file and be sure to save the file to your hard disk before closing.
Read-only access allows you to share your database with colleagues or students on a read only basis; they cannot edit the data. To do this you must first create your own personal user account and use it to log into the program. From within RefWorks click on Update User Info. Type in a read-only password and click on Update. Be sure that the read-only password is not the same as the original password. By giving your login name and read-only password to others you will allow them to search your database, export data and create bibliographies. They will not be able to edit references, import references or change folders. A user can tell if they are in read-only mode by looking in the top right corner of the screen – it will say Read-Only.
To access the Output Format Editor click on the Bibliography button and select the Edit button next to the Output Format Name. Clicking on New will open the Editor ready to create a brand new format.
There are two options for creating new formats: modifying a current format and saving it under a new name or creating a completely new format. We recommend the first method if there is a current format that is similar to the one you want to create.
To modify an existing format select the format from the Output Format drop
down list. Notice to the right of the format name is (Read-Only). The program will not
allow you to overwrite an existing output format; after you finish your edits
you will be required to save the style under another name. For example, if
you are editing the APA style you may want to name your new format APA2.
NOTE: To do this you must type the new name into the Name: box first – then click on Save
As...
To create a new output format select either Create a New Output Format from the drop down list or click on the New button at the top. Type in the Name of the new format and click on Save.
The following options for each field apply to either an existing style that you are modifying or a new style that you are creating from scratch.
The first step in creating an output format is to determine if the format you are creating requires 1) in-text citations with a bibliography (or list of endnotes) at the end of the paper, 2) footnotes at the bottom of each page (there is also an option to include a bibliography at the end of the paper within this setting) or 3) a combination of both. For option 1 select In-text Citations Only, for option 2 select Footnotes Only and for option 3 select In-text Citations and Footnotes. For each of the selections, Bibliography, In-text citation, and Footnote, you must define the fields that should be included and how their contents should look (e.g. Periodical Name should be included and must be italicized) as well as the general settings for each (e.g. the bibliography at the end should be doubled-spaced with the first line indented). Every space, period, comma etc. must be defined. We recommend that periodically you update the preview section to be sure you are moving forward correctly.
For purposes of the following example, we will create a new Output Format
that you can delete later. Click on the New
button and Create a New Output Format
will show in the Output Format box. Type the name Test Format
in the Name box and select Save.
Test Format will now
appear in the Output Format box. Select Citation Type: In-text Citations
and Footnotes - we will define the Bibliography format
first, the In-Text Citation format second and the
Footnote Format last.
Back to Output Format Editor Back to Help Topics
First, be sure Bibliography is selected in the top right corner of the screen. Next, click on the drop down arrow for the Reference Type box. Different reference types often require different types of formats so we must evaluate each one and make changes when necessary. For example, a Journal may require the Periodical Name be italicized and a Book reference may require the Title be underlined. We will first define the Generic reference type. Once that is complete we can copy the formatting from the Generic to the other types and from there we only need to modify what is different for that particular type. Using the above example, if the only difference between Journal and Book is the formatting of the title that is the only change we will need to make since the other fields that we copy are all the same.
If you have not already done so, select Generic as the Reference Type. On the left side of the screen you will see all of the fields available for the Reference Type Generic. The fields will change depending up on the type of reference you have chosen. Select the Authors, Primary field and click on the > button to move it to the Output Field Order box. Select and move the Title Primary, Periodical, Pub Year, Volume, Issue, and Pages fields in the same way we did Authors, Primary. Click on the Update button by the Preview of Bibliography Output box to see the fields we’ve added. You see all the fields we selected run together with no formatting at this point.
For this Format we want the Pub Year to be after the Volume and Issue fields. Select Pub Year in the Output Field Order box and click on the down arrow to the right twice to move it after Volume and Issue. You can add other fields, move them around or delete them with the Del button in the same way.
Select Authors, Primary in the Output Field Order box and look at the Settings to the right of the screen. Click through the various fields and notice how the Settings change to guide you through the format defining process. The first group of settings, Field Settings, is fairly consistent for each type of field. It determines the formatting of the field itself as opposed to the format of the elements within the field. In some cases, such as Volume, this is all that is needed. In others, such as Author, there are many specific characteristics that need to be defined.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
We will start with the first field in our list, so select Authors, Primary.
Field Settings in general will not be used for Author fields.
Please notice in Author, as in all Field Settings, that if you want to precede
or follow particular fields with a tab or carriage return (i.e. a new line)
enter the appropriate \t
(tab) or \n (carriage
return) character.
Author Settings The first option has
to do with how many author names should be included in the bibliography.
You can include all of the names or some portion of them.
If you select Include All this will override the other settings.
In this case enter 2 in If
more, show first 2 and select Italic for the followed by ,
et al using. Click on Update and see the display change to two authors
and the et al is italicized.
Anonymous The program, by default, inserts the word Anonymous in place of author names if the author field in a reference is left blank. If you want to insert another word for this, such as Unknown, delete the word Anonymous and type in Unknown. If you just want the field left blank delete out Anonymous and don’t replace it with anything else. If you want to replace the author with the title, click in the box next to Use Title and the program will insert the title in place of the author name.
Separators for author names may vary depending upon where the
separator is located (i.e. between first and second author or between the
second and third author, etc.). In our example put space &
space in the If only 2, use & and leave the comma for between
authors when more than two along with " and "
as the Before Last separator. We must include a space on each side of the
&
or the result will be John Jones&Bob Smith. Please notice
that there are spaces also included after the comma and before and after
the and.
First Author settings may be different than the setting for subsequent authors. In the Names section select the correct order of the names for the Output style. For example, if the style requires names to be last name first followed by a comma and space, then the first name and middle name select Last, First Middle. The Initial box determines the format of the name. For example, if the first name should be a full name and middle name an initial only, you should select First M. Select Name as Last, First Middle and leave Initial as First Middle and Update to see the difference.
Case Settings Select any casing requirements from the Case Settings drop down. Leave None for our format for both the first and other authors.
Other Authors will determine the setting for all names after the first author. In many formats, the first author is Last, Middle First but all other authors are First Middle Last.
Single Author Precede With and Follow With determines what comes before and after the author in a reference that contains only one author. If, as in our case, author is the first field in the reference, we do not want a preceding character so we will leave this blank. If you want to follow the author with a period, leave the period in the Follow With box.
Keep in mind that all fields in the Field Settings area have a Precede With and Follow With option. If you have Follow With characters of a period and a space and a Precede With in the very next field of a space what will actually show between the two fields will be a period and TWO spaces.
Multiple Authors Precede With and Follow With determines what comes before and after the author field in a reference that contains multiple authors.
Let’s move on to Title, Primary now. As you can see, the options here are must less detailed than what we just did for Author.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
Field Settings is an option we will use for Title. Select Bold and add a space in the Follow with box. Click on Update to see the change.
Title Settings will most likely not be something you use very often. This will change the title to all uppercase or lowercase.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
Field Settings In this case select Italic for the Field settings. Also, add a period and a space in the Follow With box. Click on Update to see the changes.
Periodical Settings Case settings
will, again, most likely not be used to change the Periodical name to all upper
or lowercase. Some Periodicals have both a full name and an abbreviated
name. For example, Journal of
Biology may be abbreviated J.Biol. There are several options for the
Periodical Format. You may choose to
have a preference in using the full name or abbreviated name by selecting Full
if present, otherwise abbreviated or Abbreviated if present, otherwise
full. Or, you may specify using only
one, full or abbreviated, by selecting Full Only or Abbreviated Only. If
you use the abbreviation and want a particular mark to follow it add this to
the Follow abbreviations with box.
Remember that we already added a period and a space to the Follow with in Field Settings so this would be in addition to that period and space. In our example we will select Use Full if present, otherwise abbreviated.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
To demonstrate these fields and Periodical Settings, we will create the following:
Sample Journal Name. Vol. 10th, 1. 2001 (149-159).
Field Settings options for all of the above fields will be very similar. Because they are numeric fields, you may choose to Add Numeric Suffix to the field. The program will add the appropriate suffix for the number.
Volume Because we already added a
period and a space to follow the periodical name, we do not need to add that to
the volume field. In the Precede with box type Vol. (include the space after the
Vol.) and in the Follow with box type a
comma and a space. Check the Add Numeric Suffix box for the 10th.
Issue Again, we do not put anything in the Precede with box. In the Follow with box type a period and a space.
Pub Year Because we are being consistent in putting field separating punctuation AFTER each field we know that we do not need to enter anything in the Precede with box. In the Follow with box we only need a space.
Pages In this case we will include a
Precede with character. The difference here is the Precede with character
is really part of the page number field and would not apply if there were no
page numbers. In the Precede with box type ( and in the Follow with box type
). In Page Settings
select Full End Page for 149-159.
If you wanted the output to be 149-59
you would select Abbreviated End Page and for 149 select Start Page Only.
The program assumes you want to separate pages using a dash.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
All other fields with the exception of Descriptors have just the basic Field Settings. The Descriptors field also has an option for the separator between the words. Some of these fields may be useful for various reasons. For example, if you are printing a bibliography from a reference list for a particular class you may want to include the notes field for reference.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
We have now successfully created the Output Format for the Generic Reference Type. To create the formats for other types, select the Reference Type you want to create from the Reference Type drop down list. You will notice that the Output Field Order box is now empty. You can either start from scratch and move fields over from the Fields for this type box or you can click on the Copy button under the Copy Fields from box.
As you define the various reference types you are able to copy from the reference type that most closely matches the type you are defining. For example, if you have already defined Book, Whole and you want to define Book, Chapter you may select Book, Whole to copy rather than Generic.
You will also notice that the field names change as you change Reference Types. The title field is Book Title in the Book Whole reference type and the title field is Chapter Title for the Book Chapter reference type.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
If you do not define a particular reference type, Report for example, and you import a reference that is a Report, the RefWorks program will automatically use the definition you created for the Generic type. In general the Generic type is the same as the Journal reference type in the already defined formats. This is easily changed by selecting the Generic Reference Type and selecting something other than Journal from the drop down menu under Copy Fields from: and clicking on Copy. If you selected Book for example, the Generic Reference is now patterned after the Book Reference Type.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
In Bibliography Output Setting you specify the overall layout of the bibliography. Select the Bibliography Settings button.
First, select whether the bibliography should be Sort Output by Author or if
it is a Numbered list. If it is a Numbered List, specify what should
Precede and Follow the number, e.g. (1) or 1. You
can use the Numbered List to create endnotes.
When you specify settings for the In-text Citation you would select
superscripted number. (Using the endnote
function in Word will not work for this.
You can however, create footnotes in Word and convert them to endnotes
as an alternative to creating the numbered list in RefWorks.)
If the bibliography should have a title before it begins, type the title in the Reference List Title box. The title will automatically be centered on the page when you view or print the document.
Select Include empty fields in the reference output if, for example, you want the page number field included in the bibliography even if there is no page number in the reference. If you do not select this, RefWorks will automatically take out empty fields. Most output formats do not want empty fields included so the box should be left unchecked.
Select the appropriate Indent Setting. Normal if the first line of each reference should be indented, Hanging if all lines except the first should be indented or None.
Line Spacing applies to all lines within the reference. If all lines should be Single, Double or Triple spaced make the appropriate selection here. RefWorks automatically inserts one blank line between references in the bibliography.
Back to Bibliography Format Back to Output Format Editor Back to Help Topics
First select Citation in the top right corner of the screen. You will notice that the Bibliography Settings button changes to Citation Settings. We will first define the Citation Output Settings and second the actual in-text information.
Back to Citation Format Back to Output Format Editor Back to Help Topics
Click on the Citation Settings button. This is where you define
how the citation in the text of your paper will be formatted.
There are two general types of in-text
citations: Numeric/Endnotes and Author/Date.
For each you must define what you want to Precede and Follow the
citation. The program will default to ( and )
as this is the most common.
Numeric/Endnotes: If the in-text citation is numeric or you are creating
endnotes, select the Use Only Reference Numbers in Citations box. If you
want the numbers Superscripted check the appropriate box.
For multiple numeric citations in one spot
you can list them all with the separator defined in the Citation Separator box
(i.e. 1,2,3,etc.)
or you can use a number range with the Number Range Separator you define here (1-2).
Author/Date: Type in the correct character for separating multiple citations in the same location in the Citation Separator box. With the Author/Date citation you must also define how the author and date should appear in the citation. This is done in the next section.
Back to Citation Format Back to Output Format Editor Back to Help Topics
We only define the citation format for the Generic Reference Type. This definition will be used for all reference types.
As with the Bibliography Format first select the Authors, Primary field and click on the > button to move it to the Output Field Order box. Next select the Pub Year field and move that in the same way. For the Citation, in this case, that is all we will include.
Click on Authors, Primary and notice that the settings for author in the citation are the same as the settings for creating the bibliography.
Field Setting Since we have already set our Preceding and Following characters in Citation Settings we do not need to do that here.
Author Settings The first option has
to do with how many author names should be included in the citation. You
can include all of the names or some portion of them. If you select
Include All, this will override the other settings. In this case enter
2 in If more,
show first 2. Click on Update and see the display change to two
authors.
In order to differentiate between citations that refer to different works but have the same author last name and year, RefWorks will add letters to the year.
(Smith 1998a, Smith 1998b)
RefWorks will first attempt to print enough names to differentiate the citations but will not print more than the limits you set in the Author Settings.
Anonymous The program, by default, inserts the word Anonymous in place of author names if the author field in a reference is left blank. If you want to insert another word for this, such as Unknown, delete the word Anonymous and type in Unknown. If you just want the field left blank delete out Anonymous and don’t replace it with anything else. If you want to replace the author with the title, click in the box next to Use Title and the program will insert the title in place of the author name.
Separators for author names may vary depending upon where the
separator is located (i.e. between first and second author or between the
second and third author, etc.). In our example put space &
space in the If only 2, use & and leave the comma for between authors
when more than two along with " and "
as the Before Last separator. We must include a space on each side of
the &
or the result will be John Jones&Bob Smith. Please
notice that there are spaces also included after the comma and before and after
the and.
First Author settings may be different than the setting for subsequent authors. In the Names section select the correct order of the names for the Output style. For example, if the style requires names to be last name first followed by a comma then the first name and middle name select Last, First Middle. The Initial box determines the format of the name. For example, if the first name should be a full name and middle name an initial only, you should select First M. Select Name as Last, First Middle and leave Initial as First Middle and Update to see the difference.
Case Settings Select any casing requirements from the Case Settings drop down. Leave None for our format for both the first and other authors.
Other Authors will determine the setting for all names after the first author.
Single Author Precede With and Follow With determines what comes before and after the author in a citation that contains only one author. If, as in our case, author is the first field in the citation, we do not want a preceding character so we will leave this blank. Change the Follow With to a comma and a space and Update your preview.
Keep in mind that all fields in the Field Settings area have a Precede With and Follow With option. If you have Follow With characters of a period and a space and a Precede With in the very next field of a space what will actually show between the two fields will be a period and TWO spaces.
Multiple Authors Precede With and Follow With determines what comes before and after the author field in a citation that contains multiple authors.
Back to In-Text Citation Back to Citation Format Back to Output Format Editor Back to Help Topics
Pub Year If you already set the dividing characters between the author and year in the Author Settings and have a following parenthesis in the Citation Settings we do not need to do anything in Pub Year.
Click on Update to preview the citation.
Back to In-Text Citation Back to Citation Format Back to Output Format Editor Back to Help Topics
We will first define the information to be included in a footnote and second define footnote settings which will determine how all footnotes will be handled.
Be sure Footnote is selected in the top right corner of the screen. Next, click on the drop down arrow for the Reference Type box. Different reference types often require different types of formats so we must evaluate each one and make changes when necessary. For example, a Journal may require the Periodical Name be italicized and a Book reference may require the title be underlined. We will first define the Generic reference type. Once that is complete we can copy the formatting from the Generic to the other types and from there we only need to modify what is different for that particular type. Using the above example, if the only difference between Journal and Book is the formatting of the title that is the only change we will need to make since the other fields that we copy are all the same.
If you have not already done so, select Generic as the Reference Type. On the left side of the screen you will see all of the fields available for the Reference Type Generic. The fields will change depending up on the type of reference you have chosen. Select the Authors, Primary field and click on the > button to move it to the Output Field Order box. Select and move the Title Primary, Periodical, Pub Year, Volume, Issue, and Pages fields in the same way we did Authors, Primary. Click on the Update button by the Preview of Footnote Output box to see the fields we’ve added. You see all the fields we selected run together with no formatting at this point.
For this Format we want the Pub Year to be after the Volume and Issue fields. Select Pub Year in the Output Field Order box and click on the down arrow to the right twice to move it after Volume and Issue. You can add other fields, move them around or delete them with the Del button in the same way.
Select Authors, Primary in the Output Field Order box and look at the Settings to the right of the screen. Click through the various fields and notice how the Settings change to guide you through the format defining process. The first group of settings, Field Settings, is fairly consistent for each type of field. It determines the formatting of the field itself as opposed to the format of the elements within the field. In some cases, such as Volume, this is all that is needed. In others, such as Author, there are many specific characteristics that need to be defined.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
We will start with the first field in our list, so select Authors, Primary.
Field Settings in general will not be used for Author fields.
Please notice in Author, as in all Field Settings, that if you want to precede
or follow particular fields with a tab or carriage return (i.e. a new line)
enter the appropriate \t
(tab) or \n (carriage
return) character.
Author Settings The first option has
to do with how many author names should be included in the footnote. You
can include all of the names or some portion of them. If
you select Include All this will override the other settings. In
this case enter 2 in If
more, show first 2 and select Italic for the followed by ,
et al using. Click on Update and see the display change to two
authors and the et al is
italicized.
Anonymous The program, by default, inserts the word Anonymous in place of author names if the author field in a reference is left blank. If you want to insert another word for this, such as Unknown, delete the word Anonymous and type in Unknown. If you just want the field left blank delete out Anonymous and don’t replace it with anything else. If you want to replace the author with the title, click in the box next to Use Title and the program will insert the title in place of the author name.
Separators for author names may vary depending upon where the
separator is located (i.e. between first and second author or between the
second and third author, etc.). In our example put space
& space in the If only 2, use & and leave the comma for between
authors when more than two along with " and "
as the Before Last separator. We must include a space on each side of
the &
or the result will be John Jones&Bob Smith. Please
notice that there are spaces also included after the comma and before and after
the and.
First Author settings may be different than the setting for subsequent authors. In the Names section select the correct order of the names for the Output style. For example, if the style requires names to be last name first followed by a comma then the first name and middle name select Last, First Middle. The Initial box determines the format of the name. For example, if the first name should be a full name and middle name an initial only, you should select First M. Select Name as Last, First Middle and leave Initial as First Middle and Update to see the difference.
Case Settings Select any casing requirements from the Case Settings drop down. Leave None for our format for both the first and other authors.
Other Authors will determine the setting for all names after the first author.
Single Author Precede With and Follow With determines what comes before and after the author in a reference that contains only one author. If, as in our case, author is the first field in the reference, we do not want a preceding character so we will leave this blank. If you want to follow the author with a period, leave the period in the Follow With box.
Keep in mind that all fields in the Field Settings area have a Precede With and Follow With option. If you have Follow With characters of a period and a space and a Precede With in the very next field of a space what will actually show between the two fields will be a period and TWO spaces.
Multiple Authors Precede With and Follow With determines what comes before and after the author field in a reference that contains multiple authors.
Let’s move on to Title, Primary now. As you can see, the options here are must less detailed than what we just did for Author.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
Field Settings is an option we will use for Title. Select Bold and add a space in the Follow with box. Click on Update to see the change.
Title Settings will most likely not be something you use very often. This will change the title to all uppercase or lowercase.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
Field Settings In this case select Italic for the Field settings. Also, add a period and a space in the Follow With box. Click on Update to see the changes.
Periodical Settings Case settings
will, again, most likely not be used to change the Periodical name to all upper
or lowercase. Some Periodicals have both a full name and an abbreviated
name. For example, Journal of
Biology may be abbreviated J.Biol. There are several options for the
Periodical Format. You may choose to
have a preference in using the full name or abbreviated name by selecting Full
if present, otherwise abbreviated or Abbreviated if present, otherwise
full. Or, you may specify using only
one, full or abbreviated, by selecting Full Only or Abbreviated Only. If
you use the abbreviation and want a particular mark to follow it add this to
the Follow abbreviations with box.
Remember that we already added a period and a space to the Follow with in Field Settings so this would be in addition to that period and space. In our example we will select Use Full if present, otherwise abbreviated.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
To demonstrate these fields and Periodical Settings, we will create the following:
Sample Journal Name. Vol. 10th, 1. 2001 (149-159).
Field Settings options for all of the above fields will be very similar. Because they are numeric fields, you may choose to Add Numeric Suffix to the field. The program will add the appropriate suffix for the number.
Volume Because we already added a
period and a space to follow the periodical name, we do not need to add that to
the volume field. In the Precede with box type Vol. (include the space after the
Vol.) and in the Follow with box type a
comma and a space. Check the Add Numeric Suffix box for the 10th.
Issue Again, we do not put anything in the Precede with box. In the Follow with box type a period and a space.
Pub Year Because we are being consistent in putting field separating punctuation AFTER each field we know that we do not need to enter anything in the Precede with box. In the Follow with box we only need a space.
Pages In this case we will include a
Precede with character. The difference here is the Precede with character
is really part of the page number field and would not apply if there were no
page numbers. In the Precede with box type
( and in the Follow with box type
). In Page Settings
select Full End Page for 149-159.
If you wanted the output to be 149-59
you would select Abbreviated End Page and for 149 select Start Page Only.
The program assumes you want to separate pages using a dash.
href="#OFBibFormat">Back to Footnote Format Back to Output Format Editor Back to Help Topics
All other fields with the exception of Descriptors have just the basic Field Settings. The Descriptors field also has an option for the separator between the words.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
We have now successfully created the Output Format for the Generic Reference Type. To create the formats for other types, select the Reference Type you want to create from the Reference Type drop down list. You will notice that the Output Field Order box is now empty. You can either start from scratch and move fields over from the Fields for this type box or you can click on the Copy button under the Copy Fields from box.
As you define the various reference types you are able to copy from the reference type that most closely matches the type you are defining. For example, if you have already defined Book, Whole and you want to define Book, Chapter you may select Book, Whole to copy rather than Generic.
You will also notice that the field names change as you change Reference Types. The title field is Book Title in the Book Whole reference type and the title field is Chapter Title for the Book Chapter reference type.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
If you do not define a particular reference type, Report for example, and you import a reference that is a Report, the RefWorks program will automatically use the definition you created for the Generic type. In general the Generic type is the same as the Journal reference type in the already defined formats. This is easily changed by selecting the Generic Reference Type and selecting something other than Journal from the drop down menu under Copy Fields from: and clicking on Copy. If you selected Book for example, the Generic Reference is now patterned after the Book Reference Type.
Back to Footnote Format Back to Output Format Editor Back to Help Topics
First, from the drop down list at the top right of the screen, be sure Citation Type: is In-text Citation and Footnotes (alternatively it could be Footnotes only, but for our example use both) and that the Footnote radio button is selected. Click on Footnote Settings to bring up the Footnote Output Settings area.
The first option is whether you want to include the references you are putting in footnotes in a bibliography at the end of the paper as well. If you do, check the box and if not leave it blank. The bibliography at the end of the paper will be in the format you specified in the Bibliography settings area of the program (alphabetical by last name for example).
If the output format requires in-text citations and footnotes and you select this option, the bibliography at the end of the paper will include all of the references in both. If you do not select this option, the bibliography at the end of the paper will only include the references you have in the in-text citations.
Footnote separator determines what punctuation will be used between footnotes if you cite them together. For example, if you cite {{1;2}} in the footnote, the separate between those two references in the final paper will be the punctuation you have in this box. The default is a comma.
Handling Repeated References
Due to space considerations with footnotes, some formats require that repeated citations be handled differently than the first instance of the reference. You have three options here:
In some instances the format may require the last names only or just the first author. Selecting last name only will enter the authors in the format we specify for the footnote (e.g. if more than 6 only list the first 3 etc.) with just the last name rather than the last and first name or initials. Select Include first author only, if you just want the first author listed – it will appear in the format you specify, last name only if selected or what is defined for the footnote.
Handling Repeated Consecutive References
When you cite the same reference twice in a row, many output formats require special handling. You have three options:
Handling Repeated Consecutive Sources
In some instances an output format requires special handling for a consecutive reference from the same source. For example if you are citing a second article from the same journal the journal name, volume and issue would be identical.