Refworks Advanced Features Training Module 8 Working Offline

RefWorks Advanced Features Training – Module 8 Working Offline

RefWorks Advanced Features Training Module 8

Working Offline

Pre-requisite: RefWorks Fundamentals (or basic working knowledge of RefWorks). Also requires knowledge of Write-N-Cite III for Windows (for windows users).

Module length: 15 minutes

Module objective: At the end of this module users will be familiar with the functionality provided by the Output Style Preview Utility.

Section 1 – Working Offline

There are two ways to work on a paper offline using RefWorks:

· Using Write-N-Cite III for Windows

· Working offline with an exported citation list (for non Windows/Word users)

Method 1 – Using Write-N-Cite III for Windows to Work Offline

Write-N-Cite III for Windows has a feature that allows downloading of references to a computer and access those references to use while writing a paper. In addition to being able to view the references and insert temporary citation placeholders, Write-N-Cite III allows bibliography formatting in any output style while being offline.

Write-N-Cite III offline functions the same as if online. The cite and view links remain, as well as the citation editor.

Just like the online version, users cannot add, edit or delete references in an account. Users need to log in to your RefWorks database to perform those functions.

Before a user can start working offline, they need to be online to download their references. Once that has been done, they can disconnect from the internet and work offline.

o Demonstrate downloading references to work offline

User Tip: Offline references are not automatically updated. If new information is added into RefWorks, users must download their database again to have the most recently added information.

Working offline is as simple as clicking a checkbox.

o Demonstrate selecting the Work Offline checkbox to work offline.

User Tip: If you log off from Write-N-Cite III while working offline, the next time you launch Write-N-Cite it will be in offline mode. Write-N-Cite opens to the method you were last using.

o Demonstrate adding references and formatting a bibliography offline.

Method 2 – Working Offline with an Exported Citation List

Users who do not use MS Word or are not on a Windows machine can also work offline using a different method.

Formatting the paper will require being online.

To work offline, print out a list of your references – making sure the Ref Id is in the printed list (remember, this is what RefWorks “reads” when formatting your paper and bibliography).

Print a list from the Export area.

o Navigate to Tools, Export

There are several options – all which allow saving records as a .txt file. To work offline, we suggest using the Citation List option.

Users choose whether to export all references, a group from My List, or a folder of references.

o Select a folder of references and the Citation list option

The Citation List option gives you the Ref ID, Author, Title and Pub Year information in a compact form

Users can export every field of information using the RefWorks Tagged Format, but this format can be cumbersome if there are a lot of references.

o Highlight the Ref ID number in the citation list reminding users of its importance

Save the exported list to a computer for viewing later or printing. Once it has been saved and printed, offline work can begin.

o Switch to an open Word document ready for citation placeholders

When writing a document, the user creates a temporary citation placeholder, using curly brackets and the Ref ID number.

Temporary citation placeholders follow this format "{{" followed by the Reference ID number followed by two closed curly brackets "}}" (ex: {{39}}.

o Demonstrate adding a temporary citation placeholder using a Ref ID from the exported citation list.

Author names and pub year are not needed for formatting.

You can create multiple in-text citations separating the Ref IDs with semi-colons (example: {{34;45;23}}).

o Demonstrate inserting multiple in-text citation placeholders

Once the paper is finished, make sure to save it and simply log in to RefWorks to format from the Bibliography area.

o Demonstrate formatting a saved paper in the Bibliography area

When formatting a paper from the Bibliography area, it must be saved as a .doc (Word 2003 or lower), .odr (Open Office) or .rtf format. Word 2007 users can only format a .docx file from within Write-N-Cite III.

Section 2 – Conclusion

Users should now be familiar with:

o How to use Write-N-Cite III to work offline

o An alternate method for working offline using an exported citation list

o How to format a paper offline using Write-N-Cite III and the alternate method.

Backing up and restoring an account is covered next.