Formatting Your Paper Using RefWorks

  1. What is Write-N-Cite and what does it do?
  2. I'm a Mac user. Will Write-N-Cite work on my Mac?
  3. Why doesn't Write-N-Cite work on my computer?
  4. Can I have both Write-N-Cite and the full version of RefWorks open at the same time?
  5. I prefer to write my paper off line. Can I print out a list of references with RefIDs and how do I manually insert the citations in the text?
  6. My bibliography is not coming out correctly. Why?
  7. I received an error message when I tried to generate my bibliography. What can I do?
  8. Why does my bibliography have incorrect data included in the output document?
  9. I added some fields to an output style and they are not printing. Why?
  10. I created my own output style and some of my references in my database do not print out. How do I fix this?
  11. What if my output (journal) style is not available?
  12. How do I give a colleague my custom output style?
  13. How do I insert references into my document using Write-N-Cite?
  14. How do I use One Line/Cite View to insert references from my RefWorks account into my document?
  15. Can I use RefWorks to help me format Footnotes and Endnotes instead of in-text citations?
  16. How do I add a specific page number to an in-text citation using RefWorks?

What is Write-N-Cite and what does it do?

Write-N-Cite is a feature which allows you to access your references in RefWorks while working within Microsoft Word. Write-N-Cite allows you to insert citation placeholders and, when you are ready, to add a bibliography to the end of the document. Write-N-Cite will create a bibliography and properly format your in-text citations based upon only those references that have been inserted into your Word document.

To use Write-N-Cite, you will need to download and install software on your computer. Go to ToolsWrite-N-Cite to download the software.

I'm a Mac user. Will Write-N-Cite work on my Mac?

Yes, there is a version of Write-N-Cite specifically for the Mac. You need to be running Mac OS 10.X version 3 or higher and you also need Word for Mac 98 or higher.

Why doesn't Write-N-Cite work on my computer?

Write-N-Cite is only compatible with Windows PC users using Microsoft Internet Explorer and running Microsoft Word 2000 or higher, or Mac users using OS 10.X version 3 or higher and Word for Mac 98 or higher. Users with other operating systems, browsers or word processing software should use the One Line/Cite View feature, which works very similarly to Write-N-Cite. See the online help in RefWorks or the RefWorks Tutorial for more information on Write-N-Cite or One Line/Cite View.

Can I have both Write-N-Cite and the full version of RefWorks open at the same time?

Yes. If you make edits in RefWorks be sure to refresh your Write-N-Cite version to reflect the edits.

I prefer to write my paper off line. Can I print out a list of references with RefIDs and how do I manually insert the citations in the text?

Yes, you can:

  1. Create a RefWorks folder and add all of the references you require for the paper to this folder.
  2. Click on ReferencesExport or Tools->Export References, and select the folder you want to print.
  3. Select Citation List.
  4. Click Export to Text File.
  5. Print the displayed page using your browser's print function.

Your printout or file will provide you with the RefIDs you will need to use in your document as citation placeholders. To manually insert citations in the text where you want to cite the reference, use two open curly brackets " {{" followed by the Reference ID number followed by two closed curly brackets "}}". For multiple citations in the same location separate the Ref ID number with semicolons: {{34;45;23} }. You will need to go back online to generate the bibliography or reference list; in RefWorks, click on the Bibliogpraphy menu and browse to open your file.

My bibliography is not coming out correctly. Why?

Make sure the information in each record in your RefWorks database is in the correct fields. RefWorks prints out what is stored, so if data is missing or not in the correct fields, your output may be incorrect. Always check to be sure the data in the database is correct before formatting a bibliography.

I received an error message when I tried to generate my bibliography. What can I do?

If you receive an error message when processing your paper, here are a few things to check:

  • Make sure all citation placeholders (the things you inserted into your paper) have opening and closing double curly brackets {{ }}. You can use the word processor's "find" feature to easily check your placeholders.
  • Make sure any multiple citation placholders are separated by a semi-colon. For example: {{39 Smith 2001; 57 Jones 2004}}
  • If you are using in-text switches, make sure the switch appears directly after the citation placeholder BUT before the semi-colon separator. For example: {{39 Smith 2001/f p. 43; 57 Jones 2004}}
  • Make sure the Reference ID numbers you are citing in your paper are in your RefWorks database. You may have inserted a citation placholder and then subsequently deleted the record from your account. RefWorks will be unable to locate a reference and this will cause your bibliography to fail.

If you are still having problems generating your bibliography, contact RefWorks Technical Support, refworks@scholarsportal.info.

Why does my bibliography have incorrect data included in the output document?

The output style takes the data from a particular field and inserts it into the bibliography. If the data in the field is incorrect, it will appear to be wrong in the output format. For example, if you see a book title in your bibliography that looks like: Economics of America [Monograph], you will find that the title in your data includes the [Monograph] - it was not added by the output style.

If you see something like this for the volume number of a journal: Vol. 32 vol., it is because one Vol. was imported with the data. The problem may be with the way the data is imported rather than with the output style. Always check to be sure the data in the database is correct before formatting a bibliography.

I added some fields to an output style and they are not printing. Why?

Make sure you added the fields to every defined reference type in your output style, including Generic. You will know if a reference type is defined, as it will say "[defined]" next to it in the drop-down list in the output style editor.

I created my own output style and some of my references in my database do not print out. How do I fix this?

Every output style must have the Generic reference type defined, as well as any other reference types you need. The Generic type is used when you have records in your database that are of a reference type that your style isn't defined for.

What if my output (journal) style is not available?

You can request that RefWorks create an output style for you (in RefWorks, select HelpRequestOutput Style) or if you have an urgent need, you can create your own output style using the Output Style Editor.

How do I give a colleague my custom output style?

You can share a custom output style by using the Backup/Restore feature of RefWorks.

To find this, go to ToolsBackup/Restore. Select the option to backup your output styles (do not backup your references) and perform the backup. Give this file to your colleague and have them perform a restore from ToolsBackup/Restore. Your style will appear in red lettering in your colleague's database.

How do I insert references into my document using Write-N-Cite?

The Write-N-Cite plugin works with Microsoft Word and Internet Explorer to run an abbreviated version of RefWorks.

  1. To download and install the Write-N-Cite plugin, go to ToolsWrite-N-Cite in the RefWorks menus. After installation, you will need to restart your computer. (For instructions on how to configure Write-N-Cite for use off-campus use, click here.)
  2. In Microsoft Word, to insert a reference, position your cursor where the reference should be and click on the Write-N-Cite icon in the Word toolbar.
  3. A RefWorks log in window opens. Log in to the RefWorks account containing your references. Optional: select Always On Top at the top of the log in screen.
  4. In the Write-N-Cite window, use the View drop-down list to display your references.
  5. Click the Cite link next to the reference in the Write-N-Cite screen that you want inserted. A “placeholder” citation {{n ;}} will be inserted in the Word document and later converted into the appropriate style. For FOOTNOTES, use the Word footnote feature, inserting references using the steps described above.
  6. To format your references, first Save your paper, then click on Bibliography in the top toolbar of the Write-N-Cite window.
  7. Select the output format (e.g. MLA, Chicago Style Manual, ACS Journals, etc).
  8. Click on Create Bibliography at the bottom of the window.
  9. A new window will open with the re-formatted Word manuscript. Note: the new file name inserts “Final” before your original file name.
  10. Save and retain both versions of your Word document. If you need to revise your manuscript later, you must revise the original document, not the Final" version.

How do I use One Line/Cite View to insert references from my RefWorks account into my document?

The alternative to the Write-N-Cite plugin is One Line/Cite View:

  1. Log in to your RefWorks account and look under the View or Folders pull down menus to display the references you want to use.
  2. Click on the One line/Cite View link, located below the top navigation bar.
  3. To insert a reference, place your cursor where the reference should be in your manuscript and click Cite next to the reference in the One line/Cite View list.
  4. The RefWorks Citation Viewer window will pop open, displaying the desired citation in “placeholder” format: {{n ;}}
  5. Click on Select Citation in the RefWorks Citation Viewer window to highlight the reference.
  6. Perform the Copy command in the RefWorks Citation Viewer window.
  7. Return to your manuscript and paste the citation into your paper. (You can also drag and drop the citation into your manuscript.) For FOOTNOTES, use the Word footnote feature, inserting references using the steps described above.
  8. Return to the RefWorks Citation Viewer window and click on Clear to remove the reference, otherwise it will be included with your next citation.
  9. To change in-text references from the RefWorks format {{n ;}} to a standard reference and to create the bibliography, first save and close your paper.
  10. Return to the Citation Viewer window or the main RefWorks window and then click on the Bibliography button.
  11. Select an output format from the drop-down list (e.g. AIP, IEEE, MLA, Science, etc).
  12. Under Format Paper and Bibliography, click Browse and select your paper.
  13. Click on Create Bibliography at the bottom of the window.
  14. A new window will open with the re-formatted manuscript containing the bibliography. Note: the file name is the same as your original Word document except "Final" has been inserted in front of the file name.
  15. Save and retain both versions of your Word document. If you need to revise your manuscript later, you must do it using the original document, not the "Final" version.

Can I use RefWorks to help me format Footnotes and Endnotes instead of in-text citations?

Yes:

  1. Create an endnote or footnote using Microsoft Word: InsertReferenceFootnote or InsertFootnote)
  2. Format your footnote or endnote using numbers or letters, then use RefWorks' Write-N-Cite feature or One Line/Cite View to format the reference in your footnote or endnote.

See the information from RefWorks on Adding a Citation to a Footnote or an Endnote (toward the middle of the page).

How do I add a specific page number to an in-text citation using RefWorks?

You will need to manually instruct the program to include the specific page number using a "switch," or use the "Edit Citation" feature of Write-n-Cite (on campus).

See the RefWorks documentation on "switches".

  • The /s switch works for output styles that require page numbers in the in-text or parenthetical citation, eg. Chicago, MLA and Turabian (Reference List). Cite a specific page in-text or in a footnote or endnote. The /s switch is an override for the page numbers stored in the database record. By applying this switch you can cite specific page numbers both in-text citation and in a generated footnote or endnote. For example, a footnote citation would look like {{1 Smith /s43}}. The footnote will include the page number 43 instead of the page number(s) in the reference itself.
  • Use the /f switch if the style you are using does not normally add page numbers to in text citations such as APA, Harvard or Turabian (Notes).



Last updated May 1, 2007 cb

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