1. CITATIONS AND CITATION
MANAGEMENT TOOLS
ALES 204
Angie Chiu
November 4, 2011
Image from Microsoft Office Clip Art

2. Lecture outline
INTRODUCTION TO CITATION MANAGEMENT TOOLS
WORKSHOP Part 1: Getting started with RefWorks
WORKSHOP Part 2: In-text citations and Write-N-Cite with RefWorks
CONCLUSION: Other citation management tools and additional tips
Register for a RefWorks account
From the university library home page, look under Services on the left-hand side tabs and click
on RefWorks
Click on User Login
Click Sign-up for a New Account
Download the Write-N-Cite plug-in fromRefWorks by going to Tools -> Write-N-Cite
Available for Windows or Mac
Note: The latest version of Mac OS (Mac OSX Lion – 10.7) is not compatible with Write-N-Cite
Tweet exercise for this class
Tweet a reference/citation in your favorite citation format to @JessL

3. Databases and citation management
tools
What is a database?
“A collection of information organized for retrieval. In libraries,
databases usually contain references to sources retrievable by a
variety of means. Databases may contain bibliographic citations,
descriptive abstracts, full-text documents, or a combination”.
(Hacker & Fister, 2010)
Examples: JSTOR, Science Direct, ISI Web of Knowledge
Google Scholar vs. other databases
What is citation management software?
A computer program that stores references and notes in a
personal database and can automatically generated formatted
reference lists.
(Hacker & Fister, 2010)
The software may be stored on the computer or be a web
application

4. Workshop Part I:
Getting started with RefWorks

5. Creating your RefWorks database:
Create a Folder
Register for RefWorks and log into your account
TASK: CREATE A NEW FOLDER
Click on the New Folder button.
New Folder Name Box appears.
Call it “ALES 204 practice”. Click Create.
The new folder will appear on the right hand side
“Folders” menu.

6. Ways of transferring reference data
into RefWorks
2. IMPORT A SAVED
3. IMPORT A BOOK
TEXT FILE(e.g.
RECORD (from the
.txt/.ris/BibTeX) file
library catalogue)
into RefWorks
1. IMPORT A
RECORD DIRECTLY
4. Adding
a record from a
references
database (e.g. Web
MANUALLY
of Science, Science
Direct, JSTOR)
Your
RefWorks
Database
Instructions adapted from RefWords 2.0 Quick Start Guide and Introduction to
RefWorks (University of Alberta Library, unpublished)

7. EXERCISE 1: Exporting a record
directly from a database
Many library databases have a “direct export” option that automatically pushes database records
into RefWorks
Export from the database (Science Direct example)
Find the Science Direct database from the library website
Enter a search term related to your field of study—(example “yogurt”)
Select (using the checkbox) article records that you want exported to RefWorks
Click “Export Citations”
Under “Export format”, select “RefWorks Direct Export”
A new pop-up window will open in the main RefWorks window
Records automatically go into Last Imported Folder
Click View Last imported Folder to inspect and edit records
To move this reference to another folder (ie. your ALES 204 folder) , click on the checkbox to select the
reference, click on the ‘Add-to’ folder icon with green plus sign and select the folder called “ALES 204”.
Additional step for Exercise 6:
Go back to the database citation and download and save the article to the computer
Instructions adapted from RefWords 2.0 Quick Start Guide and Introduction to
RefWorks (University of Alberta Library, unpublished)

8. EXERCISE 2: Download a text file,
save it, and import into RefWorks
Some databases do not have a direct export to RefWorks feature (e.g. PubMed). In
this case, references need to be saved in a text file format that RefWorks can
recognize. The references in the text file are then imported into RefWorks.
Download a text file from a database (PubMed example)
Open PubMed
Enter a search term related to your field of study
Select (using the checkbox) article records that you would like to export
Click on “Send to”
Choose Destination: Select File, change Format to MEDLINE, and click on Create File.
Open the file and save as text (.txt) file on the computer.
Go to your RefWorks window
Select References -> Import from the drop down menu
In Import Filter/Data Source, select NLM PubMed.
In Database, select PubMed.
You may select the folder to place the reference into; otherwise, records go into the Last
Imported folder
Instructions adapted from RefWords 2.0 Quick Start Guide and Introduction to
RefWorks (University of Alberta Library, unpublished)

9. EXERCISE 3: Importing a book record
from the library catalogue
The UofA Library has three search interfaces: NEOS, WorldCat, and
EBSCO. These search databses include book records and have export-to-
RefWorks features.
Exporting NEOS catalogue records (NEOS)
Go to the Library homepage
Enter a search term—(Example: “climate change”)
Select book records by clicking on the Mark button which is on the left side of
the screen
Display selected record by clicking on Kept Tab at the top of the screen
Click on the RefWorks icon
Records automatically go into Last Imported folder
Click View Last imported Folder to inspect and edit records
Instructions adapted from RefWords 2.0 Quick Start Guide and Introduction to
RefWorks (University of Alberta Library, unpublished)

10. EXERCISE 4: Attaching files to a
reference
You can manually attach a file to a reference in your
RefWorks database
Select a reference in your database, click on the ‘Edit’ icon with
pencil.
Click on Browse. Select a file to attach. Select Open.
Click on Add attachment.
Click on Save Reference.
Instructions adapted from RefWords 2.0 Quick Start Guide and Introduction to
RefWorks (University of Alberta Library, unpublished)

11. Exercise 5: Creating a Reference List
5a. Create a stand-alone bibliography
In RefWorks, click on Bibilography - > Create
Choose the desired Output Style from the dropdown menu
Choose APA 6th for this exercise
Click radio button next to Format a Bibliography from a List of References
Use the drop down arrow next to File Type to Create to choose the type of file you wish to
create
Choose Word for this exercise
Click on Create Bibliography
5b. Try changing reference styles
Select the dropdown menu and choose another reference style, such as MLA
5c. Generate a spreadsheet file with all your references
Go to the References tab and select “all in list”
Go to References at the top of the page and choose Export
Go to export format and select “Tab Delimited”
Click Export
Save the file to your computer
Open Microsoft Excel and open the file
Instructions adapted from RefWords 2.0 Quick Start Guide and Introduction to
RefWorks (University of Alberta Library, unpublished)

12. Workshop Part 2:
In-text citations and Write-N-Cite

13. Write-N-Cite with RefWorks
Download the Write-N-Cite plug-in in RefWorks by going
to Tools -> Write-N-Cite
Write-N-Cite for Microsoft Word is available for Windows or
Mac
Note: The latest version of the Mac operating system (Mac OS X
Lion 10.7) is not compatible with Write-N-Cite
Available in Microsoft Word at UAlberta campus computer
labs

14. Citations in the body of your work:
Quotation, Paraphrase, or Summary
Quotation: using others’ words verbatim
If your quote is short, introduce with a brief introduction
If your quotation is longer than four lines, use a block quotation and consult the
appropriate style guide
Paraphrase: “to express someone else’s ideas in your own language”
The paraphrase must be in your own words
You may not substitute words or phrases here and there
Sentence structure must be changed
Summarize:
Understand the meaning of the passage and then outline the outstanding elements in
your own words.
(Plotnick 2011)
Tip:
Write your own notes for articles and work that you read and remember to document the
source in your notes.

15. Quoting and paraphrasing
Sample sentence:
“Cluster 1 consumers were drinkable yogurt likers. These consumers liked drinkable yogurts
that displayed moderate to high intensities of fresh fruit flavor and sweet taste. Other flavors
(e.g., herbal/minty) and excessively high sweet taste were not liked.”
(Thompson, Lopetcharat, and Drake, 2002, p. 3982)
How to introduce a short quotation - a few options:
Option 1: Use a short introduction with the word that (Plotnick, 2011)
In a recent study by Thompson, Lopetcharat, and Drake (2002) , it was found that consumers who
were drinkable yogurt likers “liked drinkable yogurts that displayed moderate to high intensities of
fresh fruit flavor and sweet taste”.
Option 2: Use a short introduction followed by punctuation, e.g. a colon (Plotnick, 2011)
With respect to drinkable yogurt likers, Thompson, Lopetcharat, and Drake (2002) stated: “These
consumers liked drinkable yogurts that displayed moderate to high intensities of fresh fruit flavor
and sweet taste.”
How to paraphrase:
Illegitimate paraphrase
In a recent study, it was found that drinkable yogurt likers liked drinkable yogurts that showed
moderate to high intensities of fresh fruit flavor and sweet taste, while other flavors (e.g.
herbal/minty) and excessively high sweet taste were not liked.

16. Exercise 6: Create in-text citation and
generate bibliography with Write-N-
Cite
Open a Word file after you have installed Write-N-Cite
Click on the tab on top Add-ins and select Write-N-
Cite
From the Write-N-Cite window select the reference
you wish to insert.
Click Edit citation in the top right corner of the Write-
N-Cite window to edit the output (e.g. to suppress
authors or years)
Check formatting with your selected style guide

17. Conclusion: Other citation
management tools and additional
tips

18. Other citation management tools RefWorks EndNote Mendeley Papers Zotero
Trial Free 30 days Free 30 days Free
Cost AICT $100 +
U of A
$10 $72 ($42
members & Cost Free 1 GB Free 100MB Free
dispensing students)
alumni
fee
RefWorks EndNote Mendeley Papers Zotero
Yes (via
Access Online Yes EndNote Yes Yes Yes
Access Web)
account &
records Offline Yes Yes Yes Yes
RefWorks EndNote Mendeley Papers Zotero
Windows Yes Yes Yes
Store Macintosh Yes Yes Yes Yes
Organize Yes
Linux (EndNote Yes Yes
references on (Web-based)
Web web-
computer iPhone/iPad Yes Yes Yes
based)
RefWorks EndNote Mendeley Papers Zotero
Yes (DOI,
Read Extract PubMed, Yes (Google
Import, Yes (DOI) Yes
metadata ArXiv, Google Scholar)
search, read
Scholar)
and organize
Full text
PDF files Yes Yes Yes Yes Yes
search
PDF viewer Yes Yes
File organizer Yes Yes
Create filters Yes Yes
RefWorks EndNote Mendeley Papers Zotero
PubMed Yes Yes Yes Yes
Search Scopus Yes Yes
Search
Web of
bibliographic Yes Yes Yes
Science
databases
Bookmarklet Yes Yes Yes Yes Yes
RefWorks EndNote Mendeley Papers Zotero
WWW Yes Yes Yes Yes Yes
Share PDF files Yes Yes
Store online,
Public folders Yes Yes Yes
sync, share
with others API Yes Yes Yes
Note: From “Which citation
management tool is right
RefWorks EndNote Mendeley Papers Zotero
for you…,” University of Write Microsoft
Yes Yes Yes Yes Yes
Word
Alberta Library
(unpublished). Reprinted Chart Adapted from:
•Martin Fenner’s Version 2.4 (Sep. 19, 2010) http://bit.ly/refman
with permission. •University of Wisconsin Madison http://tinyurl.com/b6c9dp

19. Tips
Always remember to check your automatically
generated bibliography for accuracy with respect to
spelling and formatting
Visit the University of Alberta Library RefWorks page
(http://guides.library.ualberta.ca/refworks) for
tutorials and contact librarians for additional help
with RefWorks or other citation management tools

20. References
Hacker, D. & B. Fister (2010). Glossary of Research Terms. In Research and Documentation
Online 5th Edition. Retrieved from http://bcs.bedfordstmartins.com/resdoc5e/glossary-
of-research-terms.htm
Proctor, M. (November 3, 2011). How Not to Plagiarize. Retrieved from:
http://www.writing.utoronto.ca/advice/using-sources/how-not-to-plagiarize
Plotnick, J. (November 3, 2011). Paraphrase and Summary. Retrieved from:
http://www.writing.utoronto.ca/advice/using-sources/paraphrase
RefWorks 2.0 Quick Start Guide. Retrieved from: http://support.refworks-
cos.com/display/4/kb/article.aspx?aid=2309
Thompson, J. L., Lopetcharat, K., & Drake, M. A. (2007). Preferences for commercial
strawberry drinkable yogurts among african american, caucasian, and hispanic
consumers in the united states. Journal of Dairy Science, 90(11), 4974-4987.
doi:10.3168/jds.2007-0313