PowerPoint slides used for a one-day training workshop on the use of reference management software (Mendeley and Zotero) for protected area management professionals

1. A
INTRODUCTION TO REFERENCE MANAGEMENT
SOFTWARE
Organisation is the
antidote to overwhelm A UNDP/GEF PAN Project Activity
JOHN MAUREMOOTOO
(PAN PROJECT CTA)

2. Training Workshop Objectives
To introduce PAN personnel to:
• The use of reference management software for efficient
and effective access to, organisation and retrieval of
written material for reports, publications, awareness-
raising, etc.

3. Who has used reference
management software?

4. What is the value of using
reference management software?

5. The tail shouldn’t wag the dog

6. What Reference Management Software
can do
• Create a references database for easy
access to references
• Cite while you write
• Create bibliographies
• Share references with colleagues

7. Reference Management and the PAN KMS

8. The PAN Knowledge Management Mission
Our activities are not one-time events so our
simple knowledge management system needs
to systematically bring together people,
processes, technology and governance in a
way that to ensure that every time we do
something again, we do it better than the last
time.

9. Four quadrants of knowledge management
Connect
Collect
PushPull
Asking Telling
Searching Publishing

10. All of the
organisation
Part of the
organisation
Part of the
system
All of the system
A D
B C
Incremental Approach

11. PAN KMS Pilots
1. A PAN GIS system
2. A document management system
3. An image management system
4. Soft KM components and governance

12. File Management incl. Renaming
PDF/Word Docs
1. Create folders for each year
2. Rename files to year – author – subject
3. Put files in the appropriate folder

13. John’s Reference Filing System

14. Create a folder structure and
rename files
1. Create folders for each year
2. Rename files to year – author – subject
3. Put files in the appropriate folder

15. Installing Mendeley Desktop
1. Go to https://www.mendeley.com/
2. Create a free Mendeley account
3. Download Mendeley desktop
4. Install Mendeley Desktop
5. Launch Mendeley Desktop

16. Creation of a references database
1. Install the Mendeley Importer for your browser(s)
2. Search on Google or Google Scholar
3. Click on the import to Mendeley button
From the web
1. Drag and drop or add file
2. Check the accuracy of Mendeley’s automatic field recognition
Manually
1. Type in details in the required fields

17. Create a references database

18. Tidying up the database
Removing duplicate references
Removing duplicate tags
Consolidating same authors with different initials, etc.
1. Tools
2. Check for duplicates
1. In the top left panel, select “All Documents”.
2. In the bottom left panel, scroll to the tag you’d like to merge.
3. Select the tag name that you want to change and drag it onto
the name that you want to keep.
4. Click OK to accept the merge if that’s what you want.
As above but with authors

19. Remove duplicate references
Consolidating author names

20. Editing references
Systematically check the reference fields
Editing in Mendeley
Check spelling and formatting
1. Right click on citation(s)
2. Copy as formatted citation (ctr+shift+c)
3. Paste into MS Word
4. Check spelling and formatting

21. Insert citations into a Word document
1. In Mendeley click on tools
2. Install MS Word Plugin
Install Mendeley Windows Plugin
Cite as you write
1. Open an MS Word document
2. Place the cursor to the point where you want to insert the
citation
3. Click on the References tab on the Word title bar
4. Click on ‘Insert Citation’ in the Mendeley Cite-O-Matic
menu and find the reference from your Mendeley library
5. Voilà

22. Edit references

23. Creating a bibliography
Creating a reference list in Word
By adding a Tag and exporting
1. Open an MS Word document
2. Add a references section
3. Click on the References tab on the Word title bar
4. Click on ‘Insert Bibliography’ in the Mendeley Cite-O-Matic
menu
1. Click on ‘Create folder’
2. Create a folder
3. Drag and drop reference from library into the folder
By creating a folder

24. Edit citations
Insert citations into a Word
document & create a bibliography

25. Adding Italics
Do it manually
Use a macro in Word
1. Write the italicised text in your titles like this: {{Species name}}
2. Insert your references in Word
3. Install the Ref_Ital macro
4. Run the Ref_Ital macro
Remember to do it when you have finalised your document

26. Adding Italics

27. Backing up & Restoring
Mendeley automatically syncs to the web
Creating a local backup
1. Click on Help
2. Select Create Backup
Restoring from a backup
1. Click on Help
2. Select Restore backup

28. Sharing your Mendeley References
1. Creating groups in Mendeley
2. Using Zotero to share the Mendeley database
1. Move mouse to the group section on the left hand side of
the screen
2. Create group (only free for up to two collaborators)
3. Complete the fields
1. Export library as a BibTeX (*.bib) file
2. Open Zotero
3. File > Import > find exported BibTeX file
4. Create a group by clicking on the people icon on the top
left side of the screen
5. Follow instructions in Zotero online

29. Installing Zotero Standalone
1. Register for your free Zotero account
(www.Zotero.org)
2. Click on the Register link in the top right and
complete the registration process.
3. Go to www.zotero.org/download/
4. Click on Download Zotero for Windows
5. Follow set up instructions

30. Export to Zotero
Strip attachments
Set up a Zotero Group

31. Questions and Next steps