Working Offline - RefWorks



RefWorks Advanced Features Training Module 8

Working Offline

Pre-requisite: RefWorks Fundamentals (or basic working knowledge of RefWorks). Also requires knowledge of Write-N-Cite III for Windows (for windows users).

Module length: 15 minutes

Module objective: At the end of this module users will be familiar with the functionality provided by the Output Style Preview Utility.

Section 1 – Working Offline

There are two ways to work on a paper offline using RefWorks:

• Using Write-N-Cite III for Windows

• Working offline with an exported citation list (for non Windows/Word users)

Method 1 – Using Write-N-Cite III for Windows to Work Offline

Write-N-Cite III for Windows has a feature that allows downloading of references to a computer and access those references to use while writing a paper. In addition to being able to view the references and insert temporary citation placeholders, Write-N-Cite III allows bibliography formatting in any output style while being offline.

• Write-N-Cite III offline functions the same as if online. The cite and view links remain, as well as the citation editor.

• Just like the online version, users cannot add, edit or delete references in an account. Users need to log in to your RefWorks database to perform those functions.

• Before a user can start working offline, they need to be online to download their references. Once that has been done, they can disconnect from the internet and work offline.

o Demonstrate downloading references to work offline

User Tip: Offline references are not automatically updated. If new information is added into RefWorks, users must download their database again to have the most recently added information.

• Working offline is as simple as clicking a checkbox.

o Demonstrate selecting the Work Offline checkbox to work offline.

User Tip: If you log off from Write-N-Cite III while working offline, the next time you launch Write-N-Cite it will be in offline mode. Write-N-Cite opens to the method you were last using.

o Demonstrate adding references and formatting a bibliography offline.

Method 2 – Working Offline with an Exported Citation List

• Users who do not use MS Word or are not on a Windows machine can also work offline using a different method.

• Formatting the paper will require being online.

• To work offline, print out a list of your references – making sure the Ref Id is in the printed list (remember, this is what RefWorks “reads” when formatting your paper and bibliography).

• Print a list from the Export area.

o Navigate to Tools, Export

• There are several options – all which allow saving records as a .txt file. To work offline, we suggest using the Citation List option.

• Users choose whether to export all references, a group from My List, or a folder of references.

o Select a folder of references and the Citation list option

• The Citation List option gives you the Ref ID, Author, Title and Pub Year information in a compact form

• Users can export every field of information using the RefWorks Tagged Format, but this format can be cumbersome if there are a lot of references.

o Highlight the Ref ID number in the citation list reminding users of its importance

• Save the exported list to a computer for viewing later or printing. Once it has been saved and printed, offline work can begin.

o Switch to an open Word document ready for citation placeholders

• When writing a document, the user creates a temporary citation placeholder, using curly brackets and the Ref ID number.

• Temporary citation placeholders follow this format "{{" followed by the Reference ID number followed by two closed curly brackets "}}" (ex: {{39}}.

o Demonstrate adding a temporary citation placeholder using a Ref ID from the exported citation list.

• Author names and pub year are not needed for formatting.

• You can create multiple in-text citations separating the Ref IDs with semi-colons (example: {{34;45;23}}).

o Demonstrate inserting multiple in-text citation placeholders

• Once the paper is finished, make sure to save it and simply log in to RefWorks to format from the Bibliography area.

o Demonstrate formatting a saved paper in the Bibliography area

• When formatting a paper from the Bibliography area, it must be saved as a .doc (Word 2003 or lower), .odr (Open Office) or .rtf format. Word 2007 users can only format a .docx file from within Write-N-Cite III.

Section 2 – Conclusion

• Users should now be familiar with:

o How to use Write-N-Cite III to work offline

o An alternate method for working offline using an exported citation list

o How to format a paper offline using Write-N-Cite III and the alternate method.

• Backing up and restoring an account is covered next.

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