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Hamilton College Library
198 College Hill Road
Clinton, NY 13323

(315) 859-4479
(315) 859-4578 (fax)

Frequently Asked Questions
 

About RefWorks


Importing Records


Other Information


Help Aids from RefWorks (opens new window)

 

What is RefWorks, and why should I use it?

RefWorks is a web-based bibliography and database management service. Use it to create, organize and store bibliographic references. These references can be imported from ALEX (the library catalog) and other database searches, or entered manually. The references can then be formatted for bibliographies in many style formats (e.g., APA, MLA, Chicago, etc.).

Refworks can:

  • be accessed from anywhere with an internet connection. All Hamilton College community members are provided a free, private account. You will be asked to register the first time you use it.
  • serve as your own personal database of sources and personal notes from your research.
  • help you organize your notes, and compile your bibliography and footnotes, easily, correctly, from anywhere.


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What are the main features of RefWorks?
  • RefWorks allows you to import references from ALEX and many electronic databases. You can conveniently compile a list of sources and save the list online.
  • RefWorks will help you produce a bibliography using the bibliographic style required by your discipline.
  • The Write-N-Cite feature, for Windows users, allows you to insert footnotes from your RefWorks database as you are writing your paper. Mac users can use insert footnotes while writing by using the One Line/Cite View feature.
  • RefWorks lets you annotate citations for an annotated bibliography.


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Why is bibliographic or citation style important?
  • Proper citation style presents your documentation in a consistent and standard format and provides your reader with the information necessary for them to consult your sources.
  • Different departments, or disciplines, use different publication style formats. Your professors will advise you on their preferred style format to use for your research paper or thesis.
  • Many citation style guides are available in the library. Examples of the most frequently used citation formats can be found the library's citing sources page. You can also look at the Hamilton College Style Sheet from the Writing Center for information.


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How do I get started with RefWorks?


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How do I import records from ALEX?
  1. Open ALEX and perform a search.
  2. Check the boxes to the left of items you want to save.
  3. Click Export to RefWorks.
  4. Login to RefWorks, and the records will be imported immediately.


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How do I import records from other databases?

Choose a database from the list below for instructions on how to import information into RefWorks.


Importing from the Bibliography of Asian Studies


  1. Open the Bibliography of Asian Studies and perform a search.
  2. Add desired records to the Bookbag.
  3. Click Bookbag from the top menu bar.
  4. Click Download Citation.
  5. Save file to your desktop.
  6. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from Congressional Quarterly

CQ Researcher
CQ Weekly
 

  1. Login to RefWorks.
  2. Open your selected database in another window and perform a search.
  3. Choose an article.
  4. Click .
  5. Select Refworks from the drop-down menu labeled "Export citation to:".
  6. The records will be imported immediately.


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Importing from CSA

BioOne Abstracts and Indexes
Environmental Sciences & Pollution Management
PAIS International
Sociological Abstracts
Worldwide Political Science Abstracts
 

  1. Login to RefWorks.
  2. Open your selected database in another window and perform a search.
  3. Mark desired records.
  4. Click on .
  5. Click Export to Refworks.
  6. The records will be imported immediately.


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Importing from EBSCOhost

Academic Search Premier
America:  History and Life
Biological Abstracts
Communication & Mass Media Complete
EconLit
ERIC
Historical Abstracts
INSPEC
MEDLINE
MLA International Bibliography
Music Index
PsycINFO
Women's Studies International
 

  1. Login to RefWorks.
  2. Open your selected database in another window and perform a search.
  3. Click on the Add to Folder links for each record you want to import.
  4. Click on Go to Folder link on the right.
  5. Select records to export.
  6. Click  .
  7. Select Direct Export to RefWorks.
  8. Click Save.
  9. The records will be imported immediately.


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Importing from FirstSearch

Agricola
Alternative Press Index / Archive
Anthropology Plus
ATLA Religion Index
Books in Print
Contemporary Women's Issues
ERIC
GeoRef
MEDLINE
Philosopher's Index
RILM Abstracts
WorldCat
 

  1. Login to RefWorks.
  2. Open your selected database in another window and perform a search.
  3. Mark desired records.
  4. Click the export icon .
  5. Select Marked records from this search: from the "Export" category.
  6. Select RefWorks from the "Export to" category.
  7. Click Export.
  8. The records will be imported immediately.


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Importing from Google Scholar
 

  1. Login to RefWorks.
  2. Open Google Scholar in another window.
  3. Click on the Scholar Preferences link to the right of the search box.
  4. Go to the "Bibliography Manager" section at the bottom of the page and select RefWorks from the drop-down menu labeled "Show links to import citations into".
  5. Click Save Preferences.
  6. Return to the search page and perform a search.
  7. Click Import into RefWorks.
  8. The records will be imported immediately.


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Importing from IngentaConnect
 

  1. Open IngentaConnect and perform a search.
  2. Mark desired records.
  3. Click Bookmarking options under "Tools" in the right column.
  4. Click Marked List from the list that appears.
  5. Click Export options under "Tools" in the right column.
  6. Click plain text from the list that appears.
  7. Select all of the text and copy.
  8. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from JSTOR
 

  1. Login to RefWorks.
  2. Open JSTOR in another window
  3. Login to JSTOR, or create a user account. 
  4. Perform a search.
  5. Click the box to the left of each record you want to save.
  6. Click Save Citations.
  7. At the top right of the page, Click Saved Citations.
  8. Select citations for export.
  9. Click Export Article Citations.
  10. Select Refworks.
  11. The records will be imported immediately.


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Importing from L'Annee Philologique
 

  1. Login to RefWorks.
  2. Open L'Annee Philologique in another window and perform a search.
  3. Select articles.
  4. View the full record for one of the marked articles.
  5. Click EXPORT.
  6. In the new window, click means of retrieving exports.
  7. Select immediate download.
  8. Select all of the text and copy.
  9. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from LexisNexis
 

  1. Open LexisNexis and perform a search.
  2. Mark desired records.
  3. Click the export icon located above and to the right of the results list.
  4. Click .
  5. The records will be imported immediately.


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Importing from MathSciNet
 

  1. Open MathSciNet and perform a search.
  2. Mark desired records.
  3. Choose Citations (BibTeX) from the "Batch Download" drop-down menu.
  4. Click Retrieve Marked.
  5. Select all of the text and copy.
  6. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from NCJRS: National Criminal Justice Reference Service
 

  1. Open NCJRS and perform a search.
  2. Check desired records.
  3. Click Download.
  4. Choose Save As... from your browser's "File" menu.
  5. Save the displayed records to your hard drive or storage space as a text file (.txt).
  6. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from Project MUSE
 

  1. Login to RefWorks.
  2. Open Project MUSE in another window and perform a search.
  3. Mark desired records.
  4. Click Saved Marked Results.
  5. Click Email/Export Saved Results.
  6. Select RefWorks under the "Export marked results to:" heading.
  7. Click Export.
  8. Your records will be imported immediately.


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Importing from PubMed
 

  1. Open PubMed and perform a search.
  2. Mark desired records.
  3. Choose MEDLINE from the "Display" drop-down menu.
  4. Choose Text from the drop-down menu showing "Send to".
  5. Select all of the text and copy.
  6. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from ProQuest

Ethnic NewsWatch
GenderWatch
Historical New York Times
Wall Street Journal
 

  1. Login to RefWorks.
  2. Open your selected database in another window and perform a search.
  3. Check desired records.
  4. Click Export or Export Citations
    (depending on the page from which you are exporting).
  5. Click Export directly to RefWorks.
  6. The records will be imported immediately.


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Importing from ScienceDirect
 

  1. Open ScienceDirect and perform a search.
  2. Check desired records.
  3. Click .
  4. Select RefWorks Direct Export from the "Export Format" category.
  5. Click .
  6. The records will be imported immediately.


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Importing from SciFinder Scholar
 

  1. Open SciFinder Scholar and perform a search.
  2. Check desired records.
  3. Click Save As.
  4. Save the displayed records to your hard drive or storage space in Tagged Format (*.txt).
  5. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.


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Importing from Web of Science

Arts and Humanities Citation Index
Science Citation Index Expanded
Social Sciences Citation Index
 

  1. Open Web of Science and perform a search.
  2. Check desired records.
  3. Choose Full Record from the drop-down menu displaying the words "Bibliographic Fields" in the right column.
  4. Click .
  5. Click .
  6. Click .
  7. Click Open in the pop-up window asking if you want to save this file.
  8. Select all of the text and copy.
  9. Finish by following the directions for importing records into Refworks
    from databases without a direct export feature.

If you have marked records across several pages or searches, follow these instructions:

1.  Click

2.  Click

3.  Follow steps 6-9 from above.


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Importing from Wilson Web

Art Abstracts
Humanities and Social Sciences Retrospective, 1907-1984
Reader's Guide Retrospective
 

  1. Login to RefWorks.
  2. Open your selected database in another window and perform a search.
  3. Click
  4. Select Export to RefWorks, EndNote software.
  5. Select RefWorks' Direct Export Tool for downloading records
  6. Click EXPORT.
  7. The records will be imported immediately.


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What if my database doesn't have direct export?

After saving records from a database in text format (see instructions), you can import them into Refworks by doing the following:

  1. Open a new window and login to RefWorks.
  2. Choose Import from the "Reference" drop-down menu.
  3. Choose Hamilton College Library from the "Import Filter/Data Source" drop-down menu.
  4. Choose the appropriate database from the "Database" drop-down menu.
  5. Paste the text records saved from your database into the box labeled "Import Data from the following Text" (see note).
  6. Click Import.
  7. To save links to an article's full text, click the Edit link to the right of the record in Refworks and past the URL into the field labeled "Links".

Note:

If you saved your records as a file, replace step 5 with the following:

  • Click the Browse button under the heading "Import Data from the following Text File" and select your file.


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How can I check for errors?

RefWorks imports references based on import filters that have been created using data samples from various service providers and databases. Occasionally, there is data that is not imported or data that is imported into an incorrect reference type or field. Any data that is not recognized is reported in the import log.

It's important to check all of your references to make sure the information imported correctly.

Click the View Log button to view information about the imported references. You may see any of the following messages:

  • "Reference type identifier not found; Use default reference type"
    The Reference Type (i.e., Journal, Report, Map etc.) was not defined for the database. RefWorks imports the data using the default Reference Type. The default is the Reference Type most common for that particular database.
  • "Tag not defined; Not imported"
    The data in the field was not imported because the filter did not recognize the tag.
  • "Source format not found; Import into Notes"
    The Source field generally contains several pieces of information such as Volume, Issue, Page Number(s), Year of Publication, Periodical name, etc. The format of this field varies a great deal, and each format must be specifically defined to ensure RefWorks puts information into the correct fields. If RefWorks does not recognize a particular source line format, it takes all of the information as it is in the database and imports it into the Notes field. For this information to be used correctly for bibliography generation, you need to manually insert in the appropriate fields.
  • "Author pattern not found; Import as is"
    RefWorks attempts to import author names in a specified format so that the name is used correctly in bibliography generation. Common formats such as John Smith or Smith, John are imported into RefWorks correctly. If an author format is not recognized, it is still imported into the Author field but may not be in a correct format when you generate a bibliography. If possible, check the author field for the reference and put it in the format required.
  • "Database identifier in header not found; Use database identifier in reference"
    Import Filters are based on the service and the database. When importing, RefWorks looks for a database identifier to direct it to the appropriate filter. Some databases put the database name in a header file, and others put it in the reference itself. The message indicates that the identifier for this reference was found in the reference itself not the header file.
  • "Database identifier in reference not found; Use default database"
    If RefWorks cannot find a database identifier in the reference it is attempting to import, it uses the Database you selected from the Import window.


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Can I insert footnotes from RefWorks as I write my paper?
  • Yes. Follow the directions below to download Write-N-Cite on your computer, and then consult the library's guide to using Write-N-Cite for help getting started.
     
  • Windows Users: Download the Write-and-Cite plug-in to your PC. A button will appear on Word toolbar to enable you to insert footnotes and create a bibliography as you write your paper.
     
  • Mac Users: Use the One Line/Cite View feature. Consult RefWorks' online help for directions.


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Should I back up my RefWorks files?

As with all your academic work, you should periodically export your RefWorks files to your own computer or storage server (SSS or ESS) space. You can also export the data in a delimited format to use in some other type of database program.


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Can I use RefWorks from off campus?

Yes. When you sign up for an account you will be sent an email message with Hamilton College?s group code. If you are off campus you must enter the group code before you can login to your account. Contact a reference librarian at askref@hamilton.edu for more information.


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Can I use Write-and-Cite from off campus?

Yes. If using Write-N-Cite from off-campus you must always connect to RefWorks via the library's proxy server in order to be authenticated as a valid Hamilton user.

This can be accomplished by modifying the settings in the Write-N-Cite preferences.

Windows users:
Download the Write-N-Cite plug-in from RefWorks.
Go to Start/Programs/RefWorks/WNC Proxy Configuration Utility
In the box that appears for proxy server information type the following URL: http://ez.hamilton.edu:2048/login?url=https://www.refworks.com/Refworks/?WNC=true
Click OK.

Macintosh users:
Download the Write-N-Cite plug-in from RefWorks.
Activate Write-N-Cite.
Select Preferences from the Write-N-Cite menu. 
Select the Proxy option and enter the following URL:
http://ez.hamilton.edu:2048/login?url=https://www.refworks.com/Refworks/?WNC=true
Restart Write-N-Cite for this proxy configuration to take effect.

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What happens to my data when I graduate or leave Hamilton? Can I take it with me?

Yes, you can either purchase an individual subscription from RefWorks for $70 per year or you can export your entire database in a format that is compatible with other bibliographic software programs such as EndNote.


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Where can I get more detailed help about RefWorks?


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(Reviewed: July 18, 2008)