Health Services Management Centre School of Social Policy
“Once you have experienced the library you won't want to be without it” Chris Ham, Professor of Health Policy, HSMC & Chief Executive of the King’s Fund
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Using Reference Manager
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The Library Staff Rachel Posaner (Manager) Ann Evans (Librarian) Lucy Kelly (Library Assistant)
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Table of Contents 1 Introduction ............................................................................................................ 1 1.1 What is Reference Manager? ................................................................................... 1 1.2 Availability of Reference Manager ............................................................................ 1 2 Exploring the Features of Reference Manager ......................................................... 2 2.1 Sorting a Reference Manager database .................................................................... 2 2.2 Searching a Reference Manager database ................................................................ 2 2.3 Citing References and Creating Bibliographies ........................................................... 3 3 Building your own Reference Manager database ..................................................... 4 3.1 Entering References manually ................................................................................. 4 3.2 Importing References ............................................................................................ 5 3.3 Importing References using a Filter ......................................................................... 5 4 Additional Information – Searching online sources from within Reference Manager6 5 Further resources to help you .................................................................................. 7
1 Introduction 1.1 What is Reference Manager? Reference Manager is dedicated software which enables you to: create searchable databases of references add references manually or import references from bibliographic databases such as Web of Science, Medline, etc create bibliographies and reference lists - compliant with most word processing facilities The advantages of Reference Manager are that it allows you to: manage your references as part of the research process develop your own database of references easily search and sort your references index your own collection of books and papers easily produce reference lists for publication in a wide choice of styles share your reference database(s) with colleagues via the network 1.2 Availability of Reference Manager There are two routes to obtaining the Reference Manager software: a) Via your School If your School holds a licence for Reference Manager, they are entitled to make the software available on any PC within the School. Contact your School‟s IT Support Officer to organise this. If your School does not have a licence for Reference Manager, they can be obtained from Software Sales, details on http://www.softwaresales.bham.ac.uk/az/referencemanager.shtml. The cost per site licence is £40. Your department can obtain this by arranging a purchase order through their accounts office. b) Via a personal licence If you plan to use Reference Manager on your home PC or your own laptop, you will need to obtain a personal licence. These are available from the Site Software sales Office, UG21, in Page 1 of 7
the Learning Centre and are priced at ÂŁ70. Further details are available at http://www.softwaresales.bham.ac.uk/az/referencemanager.shtml 2 Exploring the Features of Reference Manager This section makes us of the sample database. Use the sample database to try out a range of features within Reference Manager, and gain familiarity with the interface. 2.1 Sorting a Reference Manager database To open the Reference Manager software, go to Start, Programs, Reference Manager 11, Reference Manager 11. [NB if you are accessing Reference Manager from an IS computer cluster, to open Reference Manager go to Start, Programs, [IS Applications], Reference Manager 11, Reference Manager 11] Your Reference Manager program will include a sample database for you to practice with, in this case Sample.rmd. The sample database includes references about dolphins, so for the purpose of examples in this course, searches will focus on dolphins as a topic. Open this database by choosing the File menu, then Open Database To Sort: Click on Author, Ref ID or Title tab to sort the references alphabetically/chronologically To Alter the Proportions of the Screen: Hover over the horizontal dividing line in the centre of the screen, then click and drag the line upwards or downwards to adjust the screen as required To Change the Fields Displayed: Go to the Tools menu, then choose Reference List Display. You will then be presented with the details of the Reference List Display as it currently stands. Highlight the column where you wish the new field to be displayed Click on the Insert Column button In the Field Type box, select your new field from the drop down menu (e.g. primary date) Click on OK You will then be asked 'Do you want to copy the Database reference list format to all the reference lists?' Choose Yes Your display should now include the new column 2.2 Searching a Reference Manager database To Search a Reference Manager database: Click References, Search References You will then be presented with the following screen: In the first row, select the field that you wish to search by using the drop down menu, eg Keywords Tab across to the Parameter field and type in your search term, in this case dolphin* (NB: truncating your search term with an asterisk forces Reference Manager to search for all of the different endings, eg dolphin, dolphins, dolphinarium)
If you wish to combine more than one search, enter subsequent search criteria on the rows below, taking care to select the appropriate connector, eg AND, OR or NOT Activate your search by clicking on the binoculars icon The number of hits for each part of the search will be displayed in the results column on the right of the screen:
To View your results, click on the number in the results column. The results will be placed on a 'Retrieved' tab. 2.3 Citing References and Creating Bibliographies Reference Manager allows you to insert references into your document, and to generate bibliographies. To insert references into your document: Make sure your Reference Manager database is open Open Microsoft Word, and type some text Place the cursor where you want the reference cited Click Tools, Reference Manager 11, Insert Citation Enter your search terms and click on Perform Search in the window that appears Highlight the reference(s) you want to use and click on Insert The reference will be inserted into your text and a reference list will be generated. On completion of your paper, you can generate a bibliography from within Word. Go to Tools, Reference Manager 11, Generate Bibliography. Choose the appropriate style from the Output Style menu by clicking the [...] button Click OK It is also possible to produce a standalone bibliography:
Within your Reference Manager database, choose the references you want to include by marking the entries in the checkbox to the left of the record Click File, Print Preview Select the output style and font using the Bibliography Setup box options Click OK A Subject Bibliography can be created as follows: Within your Reference Manager database select which references you want in your bibliography by highlighting them or marking them in the selection box Choose Tools Then Subject bibliography which will bring up the Subject bibliography setup:
Use the General tab to choose which references to include; the output style (click on … for list of styles) and the font Use the Bibliography tab to create a title for your bibliography and click on OK In Subject fields select Keywords to order your subject bibliography (You can use anything else, like authors or place of publication, if appropriate) click OK In Subject terms select the terms you want used in your bibliography. Click OK A sample of your bibliography is displayed. You can make last minute adjustments to the layout. You can also print or save it 3 Building your own Reference Manager database First of all, begin by creating a new database. To do this: Click on „File‟ Choose „New Database‟ Type in a name for your database, check that you are happy with the location of the database on your PC and then click on „New‟ You have now created a new database 3.1 Entering References manually There are several ways to add references to an Reference Manager database. The most basic and the slowest of these is to add references manually: Open (or create) your Reference Manager database Choose References, New
Reference Manager defaults to the generic reference type. Use the drop down menu to change this template according to the type of reference you are adding Enter the details of your reference Annotate your reference by adding your own keywords, web address and notes as necessary To save the reference, click on the X in the top right hand corner. You will then be prompted 'Changes have been made. Save changes?' Click on Yes. Please note that the Reference Manager templates only have a limited number of compulsory fields (marked *). As long as there is some data in these fields, Reference Manager will accept the record. Therefore, it is incumbent on the user to ensure that as much relevant and accurate information as possible is included in each record, for the purpose of quality control. 3.2 Importing References Some databases (e.g. Web of Science, Medline, CINAHL, Embase, PsycInfo) allow you to import directly into Reference Manager. To do this in Web of Science: Open your Reference Manager database Go to Web of Knowledge (http://wok.mimas.ac.uk) Click on the yellow “Web of Science” tab Type some terms into the top search box (default is topic) and click on Search Mark items of interest by ticking the checkboxes to the left of the records, then clicking on Add to Marked List Click on the Marked List link at the top of the screen to go to your marked records Select the fields you want to save, and click Save to EndNote, RefMan, ProCite If prompted, select Reference Manager Select your database then import your results into it An import tab will appear at the bottom of the screen in Reference Manager Always check to see if the data has transferred into the correct fields. Anything Reference Manager doesn‟t understand will be dumped in the Notes Field. You may have to do some editing. 3.3 Importing References using a Filter Some databases do not allow the direct export of references into Reference Manager. For these databases, you will need to use a filter - this allows for a text file to be recognised, and for the different fields of the record, eg author, title, year etc to be extracted into Reference Manager. To import using a filter, you will first need to download your results from the bibliographic database as a text file: Search a database, e.g. PubMed, mark your records for import and, in the case of PubMed, change the Display menu from Summary to MEDLINE. Click on the Send to menu and choose File. This will prompt you to Open or Save, choose Save. Select a suitable folder to save the file in. Click Save. When the download is complete, click Close. Once you have downloaded the text file, you will need to import into Reference Manager: Open the Reference Manager database you wish to import into Click File, Import Text File In the database drop down list, select the database you want to use
Click on [...] to the right of the filter box and select the appropriate filter from the list in the Import folder (for guidance on which filters to use, consult I-Cite, http://www.icite.bham.ac.uk). In the case of PubMed, the filter name is pubmed.cap In the text file box, select the text file you want to import using the browse [...] function Click Import to start importing references Click on OK when the import has finished An Import Text File log will show how many references were successfully imported Your imported references will be included in the main database and highlighted on an Imported tab Always check to see if the data has transferred into the correct fields. Anything Reference Manager doesn‟t understand will be dumped in the Notes Field. You may have to do some editing 4 Additional Information – Searching online sources from within Reference Manager Reference Manager provides the facility to search and retrieve information from a range of databases from within the Reference Manager interface. These include library catalogues, Web of Science and PubMed, although Library Services recommends using the native interfaces and import options for searching Web of Science and PubMed. It is now possible to directly undertake a search on the University of Birmingham's Library Catalogue from within Reference Manager. To do this, you will first need to download a Z39.50 and connection file from the I-Cite website into your Reference Manager program files. To do this: Go to http://www.i-cite.bham.ac.uk/Refman_connectfile.zip and also to http://www.icite.bham.ac.uk/refman_Z3950.zip and download both of these files into your BkwrAPI folder (Go to Program files > Reference Manager 11 > BkwrAPI) Ensure that you extract the contents of the zip file so that they sit in the BkwrAPI folder. When you download the Z39.50 file you will be alerted to the fact that there is already a file, click on “Yes” to replace the existing file. To ensure that Reference Manager recognises the changes, close Reference Manager down, then reopen it. Then, to undertake a search on a library catalogue: Select References, Search References Place a tick in the checkbox for Internet Search Select the type of internet search you wish to undertake by using the drop down menu to the left of the Internet Search checkbox. In this case choose Z39.50 sites Select the host you wish to search by clicking on the globe, in this case the University of Birmingham - Library Catalogue Click OK Construct your search strategy including Field and Parameters relevant to your search Use Connector column to link lines with AND OR NOT Click on the binoculars to activate the search Your results will be put onto a separate search tab Your results are displayed, but will not be added into a database. To save useful results into your database: Scan the results and mark the records you wish to import into your database by placing a tick in the checkbox beside it Right click your mouse for options, then choose Copy Between Databases Confirm the details of the records you wish to include, and the destination database Click on Copy
Your selected results should then be copied into the Reference Manager database Always check to see if the data has transferred into the correct fields. Anything Reference Manager doesnâ€&#x;t understand will be dropped in the Notes Field. You may have to do some editing 5 Further resources to help you Help online - provides an index of topics and a guided tour I-Cite website http://www.i-cite.bham.ac.uk ISI Research website http://www.isiresearchsoft.com. A free months trial of the packages is available Academic Support Team Contacts http://www.is.bham.ac.uk/lrs/subject/subjectspecialists.shtml