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Quick LinksFIND IT (SFX)JHU Libraries CatalogMyWelchOff Campus AccessPubMedRefworks Request New Resource Weldoc

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Frequently Asked Questions

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Accessing RefWorks

• When attempting to logon to my RefWorks database at home, I am prompted for a group code. What is it?
  
  You must enter RWJHMI as the Group Code and then you will be taken to the login prompt to enter your JHED information.
  
  
• I will be leaving Hopkins shortly. What will happen to my Refworks account?
  
  After 7 days the Refworks account becomes "locked" after 45 days, the account is "deleted." We strongly suggest to anyone who is leaving Hopkins, but wants to keep their account, to save the entire database in a "tab-deliminated" format to a disk or their desktop. Once a new account has been activated, you simply import the saved information into the new account.
  
  
• I cannot connect to my RefWorks database at home, at all. I am using Internet Explorer on a MacIntosh.
  
  Some users have experienced problems with RefWorks when using Internet Explorer on a Mac. Try a different browser. Safari and Netscape seem to be less problematic when using RefWorks.
  
  
• I am having trouble using RefWorks with FireFox. Do you know why?
  
  Yes. In FireFox, look for a blue exclamation point icon in the lower left-hand side of your screen; it's just to the right of the lock icon. Click the exclamation point icon and in the "Blocked Popups" window that appears, click "Unblock Site". Next, select your browser refresh button and you should see the RefWorks login screen. Unblocking the RefWorks pop-up should only need to be done once per FireFox install or user profile.

Importing Citations to RefWorks

• I have been searching the medical literature online. How do I add what I have found into my RefWorks database?
  
  The easiest way to find the proper steps to successfully move references, found in a medical database, to your RefWorks account is to simply go to “Help” located at the top of the main RefWorks page. Enter the name of the database you were searching in the “search” box. RefWorks will link you to all the information regarding that particular database including how to “export” into a RefWorks account.
  
  
• How do I import citations from PubMed to RefWorks?
  
  PubMed has two methods of transferring citations. Both work equally as well when importing references from PubMed into RefWorks.

Copy and Paste Method:

1. Perform a search and mark the references you want to export.
2. Change the Display option from Summary to MEDLINE( IMPORTANT).
3. Copy and Paste references into RefWorks using Control-A to Select All.
4. Control-C to copy/Control-V to paste citations into the RefWorks Import box.

Saved Text File Method:

1. Perform a search and Mark the references you want to export.
2. Change the Display option from Summary to MEDLINE (IMPORTANT).
3. Click on Send To Button/Select File
4. You will then be asked where is this file to be saved.
5. Pubmed will automatically name the file for you (pubmed.results.txt). If you change the default file name, you must add .txt at the end of the new file name.
6. Log into RefWorks.
7. Select References/Import from the toolbar menu.
8. In the Import Filter/Data Source box-choose NLM Pubmed.
9. Activate "Import Data from the following text file" button.
10. Browse to find the text file you saved to your computer.
11. Click on Import.
12. Your records should appear in the Last Imported Folder.
    

• I just tried to move references from PubMed, but RefWorks displayed a message saying no references were showing?
  
  Make sure that your references are displayed in Medline format before attempting to import them into RefWorks.
  
  
• How do I import citations from EndNote to RefWorks?
  
  Below are two sets of conversion instructions: EndNote version 8 or higher and version 7 or lower.

Converting EndNote databases (version 8 or higher):

1. Log into your RefWorks account.
2. Select References/Import Endnote V8 Database.
3. Click the Browse button and locate your Endnote .enl file.
4. Specify a folder to import the references to (optional - your references will automatically appear in the Last Imported Folder).
5. Click the Import button.

Converting EndNote databases (version 7 or lower):

1. From EndNote, select the correct Output Style for the export. Under the File menu select Output Styles.
2. From the list of output styles select RefMan (RIS) Export select it. Note: if you do not see this format, open the Style Manager and check the RefMan format. Close the Style Manager and repeat steps 1 and 2.
3. Select the references you want to export.
4. Under the Reference menu select Show Selected (or Show All if you wish to export the entire database).
5. Under the File menu select Export.
6. A dialog box appears for you to select the location where you want to save the file. Type a file name and select a location for importing into RefWorks. Select Text as your Save As type and click Save.
7. Go into RefWorks and from the References menu select Import.
8. Select Desktop Biblio. Mgt. Software as your Import Filter and EndNote as your Database. Browse for and select the file you just created from EndNote.
9. Click Import.
   

• How do I move citations from Reference Manager into RefWorks?
  
  
  1. Export references using the Export option under the File menu.
  2. Use the RIS format to export all or selected references.
     From Reference Manager, select the references you want to Export.
  3. Under the References menu select Export.
  4. Either use the default file name or create a new file for exporting references.
  5. Select RIS format and the appropriate Reference Option.
  6. Click Export.
  7. File should now be saved on your computer.
  8. Go into RefWorks and from the References menu select Import.
  9. Select Desktop Biblio. Mgt. Software as your Import Filter and Reference Manager (RIS Format) as your Database. Browse for and select the file you just created from Reference Manager.
  10. Click on Import at the bottom of the import window.
  11. Your records should automatically appear in the Last Imported folder.
      
      
• I keep my paper copies of articles by reference number. How can I move my references from another program such as Reference Manager or Procite and retain my existing record numbers?
  
  E-mail RefWorks@jhmi.edu with this request. Staff members will contact you and help you find solutions that best meet your needs.
  
  
• How do I move my references from my Individual Account into my Group Account?
  
  Export references (found under the References menu) from your individual account and save the text file to a temporary location. Log out of your individual account. Log into your Group Account. Import that file into your Group Account.

Inserting Citations

• How do I mark citations in a document?
  
  There are two ways to enter citations into a Word Document: Write-N-Cite and One/Line Cite View.

Write-N-Cite

Write-N-Cite requires a quick one time installation, which will install this feature within your MicroSoft Word program. Once it is installed the feature will access RefWorks when you need that tool. This utility can be found under the Tools menu within the RefWorks program. This tool provides quick easy access to citing references in a document.

One Line/Cite View can be used without Remote Access

This method requires a multistep process. One line Cite view can be used without remote access to any Johns Hopkins Campus. View references using the One Line/Cite View format. Open a Word document. Each time a references is to be cited use the Cite link for the coresponding reference and follow the directions on the screen. Each reference selected will be cited within the paper.

Using OneLineCiteView

1. Next to All References label: switch to One LineCiteView (pull down menu).
2. Click on Cite ( a small square box will appear)
3. Citation will appear in the center of box
4. Click on Select Citation Button
5. Go to Edit (at the top of the box) select Copy
6. Click on Clear citation box (Important)
7. Go to your document-place cursor where intext citation is to go.
8. Paste (Ctrl-V)
9. Save Document when done-click on Bibliography Tab
10. Choose an Output Style
11. Select Format Paper and bibliography button.
12. Browse for the saved document.
13. Click on Create Bibliography Button.
14. You will find 2 results: a final document and your source document. The source document is where you can make changes, final means final, it’s done.
    

• Why won't the Write-N-Cite feature work?
  
  Write-n-Cite is a feature which allows access your references in RefWorks while working within Microsoft Word. Write-n-Cite allows users 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.
  
  Write-N-Cite is a utility that needs to be downloaded and installed to MicroSoft Word. The utility can be found within RefWorks under the Help menu and is quick and easy to install. Once Write-N-Cite is installed you will see the link to this utility within Word in the upper right hand corner of the program. You will need to use VPN or RAUL to use the Write-N-Cite feature off campus. Note you will need to login again to use Write-N-Cite whether on or off campus.
  
  
• How do I add citations to a paper (manually)?
  
  
  1. Select the spot in your paper where you want to insert citations.
  2. Enter an In-text citation by using two open curly brackets {{ followed by a reference ID number followed by two closed curly brackets }}. For example {{34}} for Ref ID number 34.
  3. For multiple citations in the same location, separate the Ref ID numbers with semicolons: {{34;45;23}}.
  4. Save the completed paper and close the document before formatting the bibliography.
  5. Click on the Bibliography menu from within RefWorks.
  6. Select the appropriate Output style from the list and select Format Paper and Bibliography.
  7. Under Document to Format, select the file for the paper you just created; you can browse for it by selecting the Browse button.
  8. Click on Create Bibliography. RefWorks creates a new document formatted in the selected style followed by a bibliography.
  9. Follow your browser's instructions for viewing the file and be sure to save the document to your hard drive before closing. Your orginial document remains the same as it was before you formatted it.
     
     
  * All changes to the document should be made to the original document. Users MUST edit and update from their WORKING copy of a document and not the FINAL. Only the original document with the citations in curly brackets may be reformatted later.
  
  * To generate a list of references with Ref ID numbers attached to each reference, choose "Citation List" from the Output Style dropdown menu. This option will generate a listing of all the references in your RefWorks database with the matching Ref ID number.
  
  
• How do I add a citation to a footnote or endnote?
  
  RefWorks does not actually create the endnote or footnote in the document, but is used to insert and format the citations. You create an endnote or footnote using your word processor.

To insert a citation in a footnote:

1. Create the footnote from within your word processor.
2. In Word 2000, choose Footnote from the Insert menu.
3. From the Footnote and Endnote dialog box, set the appropriate options. (If you are using a different version of Word, see your word processor documentation for assistance.
4. Insert the RefWorks RefID number in the footnote using double {{1}} curly brackets.
5. When you create the biblilography, RefWorks inserts the reference into the footnote in the correct format. If appropriate for the Output Format, you can also create a bibliography at the end of the paper, in addition to the footnotes.
   

• How can I backup my citations?
  
  
  1. Under References select Backup/Restore
  2. Select Include References
  3. Select Perform Backup
  4. Look for the following message: "Backup in progress, please wait" followed by "backed up all references successfully."
  5. You will then be prompted to "Save" this file. Be sure you know where Refworks is sending your file. Typically you will find it on the Desktop.
  6. To Restore (Do the following steps in the exact order listed below).
  7. Under References select Backup/Restore
  8. Select Restore Button
  9. Browse for previously saved file-select Open
  10. Select Individual References
  11. Select Perform Restore Button
      
      
• I want to write my paper off line. How do I print out a list of references with RefIDs?
  
  You first need to create a folder and add all of the references you require for the paper to this folder. Next, click on Export and select the folder you want to print. Select Citation List. Click Export to Text File. When the file displays print it using the browser's Print function.
  
  Your printout or file will provide you with the RefIDs which you 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 by going to the Bibliography area and browsing to find your file.

Generating Bibliographies from RefWorks

• How do I create a reference list?
  
  The print function allows you to create a reference list without having to have your references in the same folder. You can preview your list of references or copy and paste them into a document.

To create a reference list from search results or from a View.

1. Locate your references to print (by Searching within RefWorks or selecting references to view from the View menu).
2. Determine the sort order for your list from the Sort by dropdown menu.
3. Select the specific reference(s) by clicking on the check box to the left of the RefID. You can also Select Page or All in List.
4. Once you have identified the records to print and your sort order, click on the Print button located at either the top or bottom of the screen.
5. Select the appropriate Output Style and click Print.
6. Follow your browser's instructions for viewing the file and be sure to save the document to hard disk before closing.
   

• How do I add references not directly cited in my paper to the bibliography?
  
  
  1. When using the Write-n-Cite feature of RefWorks, the bibliography that is created at the end will include only those references that are CITED in the paper. But often there are additional references that you used in research but did not directly cite.
  2. In order for them to sort correctly in your bibliography you need to insert the citation into the paper.
  3. Make sure your cursor is between the curly brackets and before the semi-colon.
  4. Go into Write-n-Cite and click the Edit Citation link in the right hand corner. The Citation Editor will open.
  5. Next, click on the "Hide the entire citation" box and click the Save to Word button.
  6. This will insert a switch that will hide the In-text citation but include the reference in your bibliography.

                                                                                                               Last Updated: September 18, 2008 Donna Hesson