About Your RefWorks Database

  1. How many references can I store in RefWorks? Is there a limit?
  2. How many folders can I create in RefWorks? Is there a limit?
  3. How do I tell which folders contain a specific reference?
  4. Can I put a reference into more than one folder?
  5. If I delete a reference from a folder, is it deleted from my database?
  6. What fields does the Search RefWorks box search?
  7. How can I easily find duplicate records in my database and then remove them?
  8. I did a search of the UFV Library Catalogue using Search→Online Catalog or Database, and it didn't show up in my results (but I know it's there!). Why?
  9. Is there a limit to the data I can put in the notes and abstract fields?
  10. How do I back up my references?
  11. Can I store images or files in my RefWorks database?
  12. How do I find out where I can get the documents listed in my RefWorks account?

How many references can I store in RefWorks? Is there a limit?

You may save an unlimited number of references within your RefWorks account.

How many folders can I create in RefWorks? Is there a limit?

No. There is no limit to the number of folders you can create within your RefWorks account.

How do I tell which folders contain a specific reference?

There are several ways to tell which folder(s) a reference is in. First off, you can customize your views to display the folder names in the gray separator bar that divides each record. To do this, go to ToolsCustomize and make sure Show Folder Information For Each Reference is set to" p="" yes.?<="">

From any reference in RefWorks (View or Edit mode), you can see which folder(s) a reference is saved in from the In Folder... drop down list in the  upper left corner, just below the RefWorks menu bar. Folders with a >> next to them contain the reference. You can store references in multiple folders (without adding the record to your database multiple times).

You can also easily remove a reference from a folder (without removing it from your database) by de-selecting the folder name in the In Folder... drop-down list in View or Edit mode.

Can I put a reference into more than one folder?

Yes. You can add a reference to as many folders as you want. RefWorks does not copy the reference, it just "marks" it with an placeholder (e.g., your folder name(s)) and allows you to view or edit it from any of those folders.  

If I delete a reference from a folder, is it deleted from my database?

If you click the delete button from the "all references" view, then yes, your reference is removed from your database and all folders (you will get a warning message telling you it will be removed completely).

However, if you view a list of references from a folder view (i.e., ViewFolder→ or FoldersView→ ), you will see a Remove from Folder button. Selecting references and then clicking on this button only removes the references from that particular folder.

When you remove a reference from a folder, it is still "marked" for any other folders you have already chosen. If there are no marks left, it becomes "unfiled" and is available from the References Not In A Folder (in ViewFolder→ or FoldersView→ ) area. You can also locate it by searching your RefWorks database.

What fields does the Search RefWorks box search?

The Search RefWorks box 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; for example, if you search for "art" you will retrieve references with "heart", "part" etc. 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.

How can I easily find duplicate records in my database and then remove them?

RefWorks offers two options for locating duplicates – exact match and close match. Both options can be found in ViewDuplicates.

  • Close Matches: checking is done by comparing a combination of Author Names, Title, and Year of Publication. It is a loose comparison so may result in a display of references that are not exact matches. This allows duplicates to be found even if there are minor errors in the data. Depending on the size of your RefWorks database, the Close Matches search may take some time, so be patient.
  • Exact Matches: checks for exact matches based upon the Author Names, Title and Year of Publication fields.

To remove duplicates permanently from your database:

  1. Mark the reference(s) you wish to delete by checking the box next to the Ref ID. These selections are not saved when you go to the next page, so be sure to add the references to a folder before moving to another page.
  2. Click on the Delete button.
  3. The duplicates list refreshes and the matching record you did not delete drops off this list as it is no longer a duplicate.

I did a search of the UFV Library Catalogue using SearchOnline Catalog or Database, and it didn't show up in my results (but I know it's there!). Why?

You will always get better search results by searching directly in the catalogue or data source. The searching protocol used in Search→Online Catalog or Database will provide some basic searching, but not to the level of detail that searching directly does. For complex searching strategies, we always recommend that you search the source directly.

Is there a limit to the data I can put in the notes and abstract fields?

The notes, abstract and user definable fields are limited to 1 gigabyte of information. Keep in mind that if you add large amounts of data to these fields, it will take the program more time to display each reference and display search results.

How do I back up my references?

You can backup your citations on your computer by using the Backup/Restore feature. Select ToolsBackup/Restore. You'll be presented with the option to Include References and/or Include Output Styles. Click on the Perform Backup button. Your folders (except for empty ones) are automatically included in the backup. A copy of your database will be downloaded to your computer in a zipped file that can only be used in the Restore feature of RefWorks. When you restore your RefWorks database, it overwrites all information currently stored in your account. If you need to view or move your data, we recommend using the Export option in RefWorks.

Can I store images or files in my RefWorks database?

No, it is not possible to store images or files in your database. But if the file or image is available on the web or in a research database with persistent URLs, you can store a URL for the image or file in your RefWorks database.

How do I find out where I can get the documents listed in my RefWorks account?

Click on the Where can I get this? link located next to each citation/reference in your account. The Where can I get this? link will locate the document at the UFV Library in print or electronic format(s) if available, or locate another library from which you can order it using our Interlibrary loan form.


Last updated February 8, 2007

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