There are two methods for working offline with RefWorks: the traditional method and the Write-N-Cite method. For the traditional method, you export references from RefWorks as a citation list, insert placeholders in your document, and format citations after reconnecting online. For Write-N-Cite, you download your RefWorks database, insert placeholders while offline, and format citations by generating a bibliography upon reconnecting online. Both methods allow writing papers offline through use of temporary placeholders that link to references.

1. RefWorks Working Offline Working offline pertains only to document writing and not to adding or editing references in your RefWorks database. There are two ways to work offline. One is the traditional method which can be used by all RefWorks users. The other method requires you to use Write-N-Cite for Windows.

2. RefWorks Working Offline - Traditional method First we need to print out a list of the references to use when we write our paper. We can do this from the export section in the ‘ Tools ’ area (and also from the ‘ References ’ area).

3. RefWorks Working Offline - Traditional method You can export All References, references you have placed in My List, or specify a folder of references. The export section is where you can save your references to your computer as a .txt file in a variety of formats.

4. The format that is recommended for use when writing a paper offline is the Citation List. This format is recommended as it provides you with a Ref ID (which is absolutely essential when working offline), the Author names, the Title and the Pub Year in a compact format. RefWorks Working Offline - Traditional method

5. RefWorks Working Offline - Traditional method If you want a more detailed copy of your references (one that includes every field), use the RefWorks tagged format option. Be warned that navigating this format when writing your paper will be cumbersome (it will be a lot of printed pages) when compared with the Citation List.

6. RefWorks Working Offline - Traditional method In this example we are going to choose the references from a specific folder. From the drop down choose the folder and then click ‘ Export to Text File ’.

7. RefWorks Working Offline - Traditional method The next screen will look like this. Click ‘ Download it ’ or if this does not work click ‘ E-mail it’ . Go to your e-mail and open the attached file.

8. Here’s the file – remember it’s a compact version for you to print out and take with you – not necessarily designed for beautiful viewing. The most essential bit of information from this citation list is the Ref ID which is what you use to tell RefWorks which reference to use when formatting the paper. Save this document to your computer as a .txt file . If you want to print this out, it is recommended that you save it first and then print from the saved file. Once you have saved the file you no longer need to be online and logged in to RefWorks. Ref ID RefWorks Working Offline - Traditional method

9. This saved citation list can now be used to gather the information you need to insert the temporary citation placeholders in your document. A temporary citation placeholder is what RefWorks uses to format your paper properly when you create a bibliography or a reference list……. RefWorks Working Offline - Traditional method

10. We are now working in a Microsoft Word document. This is how you insert temporary citation placeholders into your document. Two opening curly brackets {{, the Ref ID (taken from the saved list), then the two closing curly brackets }}. Save the document when you have finished writing it. RefWorks Working Offline - Traditional method

11. Once the paper is finished and ready for formatting, we need to get back online and logged into RefWorks. Click ‘ Bibliography’. RefWorks Working Offline - Traditional method

12. In the Bibliography area, select the output style and then ‘Browse’ to find the paper to format. Find the saved file, click open, the file will be inserted into RefWorks. Click ‘Create Bibliography’. 1 2 3 4 RefWorks Working Offline - Traditional method

13. RefWorks Working Offline – Traditional method The paper will be formatted in the bibliography style of your choice.

14. RefWorks Working Offline - Write-N-Cite Method Before you proceed with this tutorial make sure you are familiar with the Write-N-Cite tutorial. Click the ‘Write-N-Cite’ button to start Write-N-Cite. You can start Write-N-Cite from your desktop or from your programs menu. Microsoft Word Window To use Write-N-Cite offline you must first be online in order to download your RefWorks database. Open a Microsoft Word document.

15. RefWorks Working Offline - Write-N-Cite Method Log in to Write-N-Cite

16. RefWorks Working Offline - Write-N-Cite Method In order to work offline you must first download your RefWorks database to your computer. Go to ‘Tools’ and choose ‘Create/Update Offline Database’ to download your references. Please note: Anytime you make changes to your RefWorks Account, you will want to download a new update for offline use. RefWorks does not automatically send changes to your Offline version of Write-N-Cite. We are now logged in to Write-N-Cite

17. RefWorks Working Offline - Write-N-Cite Method Click the ‘Create’ button to start the download process.

18. RefWorks Working Offline - Write-N-Cite Method Note: if you do not see the Work Offline option here it means that the ‘Allow working offline’ option was not selected when Write-N-Cite III was installed. You will have to uninstall Write-N-Cite III and reinstall it selecting that option in order to be able to work offline.

19. RefWorks Working Offline - Write-N-Cite Method Once the download has completed, you are free to disconnect from the internet and work offline. Click on the ‘ Work Offline ’ option….

20. RefWorks Working Offline - Write-N-Cite Method Write-N-Cite works the same way offline as it does online – so insert temporary citation placeholders the same way. Let’s begin writing our paper. We will drag Write-N-Cite out of the way. This is a Microsoft Word document We are ready to insert our first temporary citation placeholder in the Microsoft Word document..... Click Write-N-Cite to find the reference you wish to cite. (In other words you are toggling between Microsoft Word and Write-N-Cite).

21. RefWorks Working Offline - Write-N-Cite Method When you’re ready to insert a citation, simply click on the “Cite” link next to the reference you want to use. Then go back to your Microsoft Word document

22. RefWorks Working Offline - Write-N-Cite Method Remember we’re just inserting temporary citations - they will be formatted properly when you have completed your paper and selected the output style for your bibliography. Write-N-Cite has inserted your temporary citation into your paper. This is a Microsoft Word document

23. RefWorks Working Offline - Write-N-Cite Method You can use the citation editor as you would if you were online. You can preview how your formatted citation will appear, as well as make modifications by clicking on “Edit Citation” in Write-N-Cite. 

24. RefWorks Working Offline - Write-N-Cite Method 1. Select a target output style to preview your citation... For this example choose Harvard - UCT 2. Then a preview will pop up to show you what your citation will look like when formatted .... You format the paper as you would if you were online – you can even change styles (as long as they are in your Output style manager.)

25. RefWorks Working Offline - Write-N-Cite Method Let’s insert a page number in the ‘Text After’ column. For example use the format : 10 Notice the preview is now updated with your change. Click “SAVE to Word” to keep your citation changes.

26. RefWorks Working Offline - Write-N-Cite Method You can add and edit multiple citation placeholders at the same time ... just click on the cite links for all the references that you want to cite together.

27. RefWorks Working Offline - Write-N-Cite Method These temporary placeholders will be properly formatted later when you are ready to create the bibliography. {{259 Laking,G. 2009; 257 Morris,Peter 1994; 250 Study of Man's Impact on Climate 1971}}

28. RefWorks Working Offline - Write-N-Cite Method When you’re finished writing your paper, go to “File”, Save As, Name it, and Save it. After you have saved your document, drag Write-N-Cite up again. Select ‘Bibliography’ from the toolbar

29. RefWorks Working Offline - Write-N-Cite Method 1. Select a bibliography output style from the drop down list. 2. Click the “Create Bibliography” button and the bibliography will be created in your Word document. 

30. RefWorks Working Offline - Write-N-Cite Method Here the bibliography has been created in your Word document. A useful tip: You can add more temporary citation placeholders to your formatted document.

31. RefWorks Working Offline - Write-N-Cite Method RefWorks “remembers” how you last used Write-N-Cite, so if you close out of it and re-open it later, Write-N-Cite will open in offline mode. Simply uncheck the ‘Work Offline’ option to be connected online.

32. RefWorks Working Offline - Write-N-Cite Method There are a few features in the Write-N-Cite Tools area that you should know about. ‘ Convert to WNC III document’ . Convert to Write-N-Cite III document allows you to take a draft document created with Write-N-Cite v.2 and convert it so you can continue writing it using this version of Write-N-Cite. ‘ Display unformatted citations’ takes your formatted paper and ‘unformats’ it. It removes the bibliography and turns the formatted in-text citations back into temporary citation placeholders. ‘ Revert to WNC v.2’ converts a Write-N-Cite III document to an unformatted version 2 document. This allows you to share it with Mac users or users who still use Write-N-Cite v.2. ‘ Remove field codes’ takes out all the Write-N-Cite III coding from your formatted paper (which you cannot see but is in your Word document.) This option converts your paper to plain or static text. Once you remove the field codes you can no longer format your paper.