RefWorks Roundup

If you want to continue using RefWorks after you leave the University you can purchase an individual subscription. There’s further information about this on the RefWorks website. Before you leave, you’ll need to create a backup of your account:

• Select References on the top toolbar
• Click on Backup/Restore
• Deselect Include Attachments,  Include RSS Feeds and any custom output styles if do not want to include this information
• Click on Perform Backup
• Save the file

Then, once you’ve taken out your personal subscription, just upload your backup file into your new account so that your Queen’s data is transferred across:

• Select References on the top toolbar
• Click on Backup/Restore
• Select the Restore option
• Select Include References, Include Attachments (if you have any), Include RSS Feeds (if you have any) and Include Output Styles (if you have any)
• Browse for your backup file
• Click on Perform Restore

Exporting from QSearch used to be by text file but direct export is now available. Just

• Do your search and save the references you want by clicking on the basket icon.
• Click on My QSearch on the top toolbar and select the references you want to export to RefWorks.
• Click on Selected then click on Save.
• In Record format, choose RefWorks and click on Save.
• Log in to your RefWorks account.
• Your records should appear in the Last Imported Folder.

Search Tip: the CrossSearch function in QSearch is only meant for basic searches. For best results, search each database individually using its native interface.

Today we were asked about the memory space for attachments in RefWorks. At the moment, there is no limit to the number of files you can attach but the overall storage limit per user is 200 MB. The maximum size of any individual attachment is 20 MB.

An earlier post in this blog tells you how you can track the disk space you have used.

We’ve been asked a number of times if you can import references from PubMed into RefWorks.  Well, the answer is yes! Just follow these instructions:

• In the PubMed search results screen, mark the items you want to export
• Change the Display drop-down menu to MEDLINE
• Change the Send to drop-down menu to File
• Save the file
• Go to your RefWorks account
• Select References followed by Import
• In Import Filter/Data Source select Queen’s University Belfast
• In Database, specify PubMed
• Select Import Data from the following Text File
• Click on Browse to find your file and open it
• Click on Import

Did you know that when you delete references from your account, they are moved to the Deleted References folder? They then remain there for 30 days before being permanently deleted.

To un-delete references:

1. Select Folders and the top toolbar followed by View and Deleted References
2. Mark the references to be un-deleted
3. Click on the Restore button

Your references are restored to their original location in your database.

If you are using the new attachment feature, you may be interested to know that you can keep track of how much memory space you have left.

Just click on Help and About this database and you will be shown total space used and how much is left.

We have good news for those of you wishing to attach a file to a reference in your RefWorks database. RefWorks have introduced an attachment feature which allows you to attach files in a few easy steps:

1. Locate the relevant reference and click on Edit
2. Click on Browse to locate the attachment you wish to add
3. Click Add Attachment to upload your file

Its that simple!

At the latest RefWorks training course, we were asked about whether it is possible to convert references from an Excel or Word file and import them into your RefWorks Database.

The answer is ‘yes’ although it is a bit time consuming.   A full set of instructions can be found at:

http://www.refworks.com/userlog/support/Converting%20Access%20Excel%20Word.pdf

Some databases allow you to export your references directly to RefWorks but others require you to save your references as a file then manually import it. The Importing From Online Data Vendors webpage tells you which databases export directly and which require you to save and import a file.

If you’re using a database where you must save and import a file, always select the Queen’s University Belfast import filter. (Import filters tell RefWorks how to interpret the data that is being imported.) Then, select the relevant database from the drop-down list beneath Import Filter/Data Source. This list contains all the databases to which the University has a subscription that don’t have a direct export option so require you to manually import a saved file.

If you have already started keeping a record of your references, you can import data from other bibliographic management software, e.g. EndNote, ProCite or ReferenceManager, into RefWorks. It is also possible to convert and import Excel files. Contact the RefWorks Support Group for details.