Working with RefWorks and EndNote
UMN subscribes to RefWorks, an online reference-management system. We can share articles and references if you are working with me on a project or taking a class with me.
Endnote is a stand-alone reference management system that is fuller featured than RefWorks and lets you work offline, but it is expensive. If you want to use Endnote you can use one of two routes. Either way, treat the online RefWorks bibliography as the 'official' bibliography and your Endnote version as a copy.
The first is the standard way of transferring references but it is less than perfect because it messes up book sections. It is straightforward, however.
- Export the references from RefWorks as Refman Format.
- Import the references into a temporary EndNote library with Refman(RIS) as your import filter
- Sort on the 'label' field, and then copy all the references from the temporary library into your final library.
The second way of getting RefWorks references into EndNote is to use a custom filter I have created. No guarantees, but it seems to work so far, and preserves all reference types.
- Copy the filter file below into C:\Program Files\EndNote 9\Filters
- Select aaRefworksTaggedFormat.enf as a filter option with Edit | Import Filters | Open import filter manager
- Export the references from RefWorks as Refworks Export Tagged Format.
- Import the references into a temporary EndNote library with aaRefworksTaggedFormat.enf as your import filter
- Sort on the 'label' field, and then copy all the references from the temporary library into your final library
I also find it easier to enter new references into EndNote (e.g., especially if you are automatically importing it from a web search site). You can then use the EndNote output style of Refman(RIS)', copy selected references with Ctrl-K, and then import references directly into RefWorks as text from the clipboard.
Sharing articles with Dr. Manson
If you are an RA for Dr. Manson or working with him on project, you may be collating citations for entry in to the geog RefWorks account and collecting their associated articles.
When entering citations, bear the following general principles in mind:
- Enter citations into your own RefWorks account or an Endnote bibliography. Dr. Manson will import this library into the geog account once you are finished a major round of citations. Take a quick pass through the list or a complied bibliography for any last minute changes, which are better made now than discovered later in an article proof.
- Double check that each citation does not already exist in our of our accounts. In addition to saving effort, once imported, duplicates must remain in the geog account, which wastes space and makes for a tough time citing articles because there may be more than one to choose from.
- If you discover a duplicate in the geog account, let Dr. Manson know. Existing duplicates are marked with a DUPLICATE descriptor and have DUPLICATE appended to their titles. These are replaced by other references over time.
- As noted above, if you are tracking down an article, try to get the electronic version. If we do not have electronic access, consult with Dr. Manson before getting the paper copy or sending off for an interlibrary loan.
- If you accessing an article online, see if they give you the option of importing the article directly into EndNote or RefWorks (often via a RIS file, which EndNote can open automatically or RefWorks can import).
- Related to the use of .RIS files and the like, cut and paste where possible! Minimize the amount of typing you do - it takes more time and produces more mistakes.
When entering citations into EndNote or RefWorks, keep in mind the following formatting issues:
- Author: Author names should be entered last name first (e.g., Manson, S. M.; not S. M. Manson). RefWorks does better this way. If you are working in EndNote, give each author name its own line. Again, this makes it easier to import into RefWorks.
- Title: Articles and book sections should be in sentence case (capitalized first word, remaining words in lower case save for proper names and so on). Book and report titles should be in title case (all letters capitalized, save for short words like and, or, it, etc.) Do not have trailing periods in titles (i.e., do not end the title with a period unless that is the author's intention).
- Volume/Issue/Pages: do your best to have the volume, issue, and page range for an article - a citation is not much good without these elements. For a book section, produce the page range.
- Text: Use the standard ASCII alphabet. For now, although it is unfortunate and incorrect for many language, get rid of accented characters in author names or titles. The formatting of these and other UNICODE or foreign alphabets get messed up in both RefWorks and EndNote.
- Abstract: get the article abstract - you can usually cut and paste from the original citation or online abstract.
- Descriptors: be sure to enter a few appropriate descriptors, including the @PA or @PD tag (see Finding Articles above).
- Page numbering: it's a pain, but do not use the 'Other page' field in RefWorks. RefWorks stores the pair of page numbers that denote the start and end of an article (e.g., pp. 3-11) in two separate fields, "Start page" and "Other page". Most other bibliographic packages just use one field, however, so store the entire page reference (e.g., 3-11) in the "Start page" field and ignore the "Other page" field. The only drawback to this approach is that RefWorks will not as effectively deal with page numbering (e.g., it won't convert 112-119 to 112-19) but it is worth the cost of making RefWorks play nice with other programs.