REFERENCE MANAGER THIS GUIDE OUTLINES SOME OF THE USES

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Cochrane Library

Reference Manager

This guide outlines some of the uses of Reference Manager. It covers getting access and takes the user through exporting and importing references from databases, directly or as text files, manual input and creating a bibliography.

What is Reference Manager?

Reference Manager is a desktop bibliographic tool. It is useful for organising and working with large numbers of references. It can help organise and manage references for use in Public Health Wales reports and papers, journals articles, research papers and dissertations.

How to access

This can be arranged by contacting Sian King, who will arrange for your local I.T. support to dial into your PC/laptop to set this up. You will need it set up on your profile for all PCs you use.

Usage notes

The Reference Manager program is on the Public Health Wales network. This means it can only be used on PCs connected to the network.

Users should log out when they are not using as there are a limited number of licences for concurrent use.

Each database is made up of two files .rmd and .rmx. If Reference Manager databases are being shared with colleagues, both files must be sent and then resaved.

How to create a new database

Open Reference Manager[from shortcut or All programs Reference Manager Network] The programme defaults to the last database used or a blank screen
Go to File > New Database or click on the first icon
Select a folder on your own network drive to save to from the Look in: Drop down list.
Name the database in File name.
Click New

The screen is in two parts. Initially both will be blank, but once populated will appear as

REFERENCE MANAGER THIS GUIDE OUTLINES SOME OF THE USES

Details of the highlighted reference

All references in the database.

You can see more of the details of any record by double clicking on it.

Adding Records to a database

There are different ways of adding references:

Direct export-import
Export-import as a text file
Manual input

Direct export - import

Some databases support direct exporting of references into Reference Manager.

(This does not always produce perfect results and some records may still need editing.)

Perform the search in Ovid Medline or Embase database.
Select references for downloading by clicking the check boxes.
Click the Keep selected option at the top or bottom of the results list.
From the main search screen, click Display in the right column of your Keep selected set.
Select all by checking the small box in the white bar above the results list.
Click the Export option in the white bar at the top of the results list.

In the Export to box, use the drop down menu to select Reference Manager. (Scroll up if this box is not visible.)
In the Select Fields to Display list choose an option e.g. Citation and Abstract

Click Export citations.
In the File Download box, click Open.
Select the folder and database.

If this is the first import in the current session, the references will be exported to the database. They will be in the database selected and will also in separate list under the Imported tab at the bottom of the screen.

If references have already been imported in the current session, Reference Manager will be flashing on the status bar at the bottom of the screen.

Click on this and select Clear, Append or Cancel.

Clear will delete all records in the imported list first (but not the database);

Append will add the new references to the imported list where they can be viewed, edited and deleted. Any changes will also be made in the main database. When the database is closed, the imported list will be deleted.

Hints and tips

Always open the file first.
Save the search history in case the database you are searching times out.

2. Export - Import as a text file

Databases are developed and published by different organisations so the file structures differ. This means direct export is not an option and references have to be exported to the PC as a text file them imported into the Reference Manager database.

Examples are given for the Cochrane Library and Health Management Information Consortium (HMIC)

a) Export

Cochrane Library

Search and select references
Click the Export All Results button or tick the boxes for required references and click Export selected citations button.
Using the drop down menus as necessary select the options

Abstract and Citation
PC as the file type

Open and then save the file.
Select a folder on your network drive then use the default name or rename it, keeping the .txt file extension.

Hints and tips

If you are going to do further searching it is useful to use a name indicating where you searched e.g. CochranreRefs1.txt
Do not change the file type from text file (.txt)

Health Management Information Consortium (HMIC)

Search and select references

Click the Keep selected option at the top or bottom of the results list.
From the main search screen, click Display in the right column of your “Keep …” set.
Select all by checking the small box in the white bar above the results list.
Click the Export option in the white bar at the top of the results list.

In the Export to box, use the drop down menu to select txt (Scroll up if this box is not visible.)
In the Select Fields to Display list choose an option e.g. Citation and Abstract

Click Export Citations.
Save the file or open first then save the file. Select a folder then use the default name or rename it.

Hints and tips

If you are going to do further searching it is useful to use a name indicating where you searched e.g. HMICRefs1.txt
Do not change the file type from text (.txt)

b) Import

Open Reference Manager, go to File > Import Text File…
Complete the box

REFERENCE MANAGER THIS GUIDE OUTLINES SOME OF THE USES

Database: use the pull down list to choose name of the Database into which you want your references to go
Filter: use the … button to select the filter for the database the records are from:

Cochrane use Cochrane.cap.
HMIC use LKMS option 000LKMS_HMIC
Medline searches saved as txt files use OvidOnline(Ovid).cap
PubMed use PubMed.cap
Text File: use the … button to select the file .txt
Add any Additional Keywords you want to include. e.g. from which database the references have been generated.

Click Import
Click OK
Click Close

Hints and tips

This step looks more confusing than it is.
The number for records imported is confirmed in the status box. 0 indicates a problem, probably with the filter.
You can contact a member of LKMS for advice and copies of filters.

3. Manual input

This method is used to add references from other sources, such as websites and library catalogues. Manual entry is also used if corrections are needed.

Open the database
On the References drop down menu, select New to get a blank form or use the  icon
Enter information into each field following the protocols below, using the tab key or mouse to move to through the fields

REFERENCE MANAGER THIS GUIDE OUTLINES SOME OF THE USES

Ref Type: Drop-down menu - select Generic, Journal, Report
Ref ID: system generated number
Authors: This field is covered by a Terms list. When you start typing you will get a box showing what authors already exist in the database. If the required entry is there, highlight and press <Return>; if not, type the name Use arrow key to add joint authors.
Pub Date: This always defaults to the current year. Edit as appropriate. There is no need to add day and month --/--/2010
Web/URL: Use this field for all Internet links including pdfs, full text etc.
The minimum entry for journal articles is title of article, journal, volume, pages
The minimum entry for books is title, place and publisher. The program will not save without the minimum details.
Click the floppy disc symbol on the tool bar to save or click Close then Yes in the Save changes box.

Hints and tips

Book, Book chapter, Journal or Report Ref Types are the recommended formats.
Report Ref Type is recommended for referencing websites

Creating a Bibliography / reference list

Open Reference Manager, open database
Click on Author column header to sort by Author.
Scan the list for duplicates, if duplicates are found , open to check for neatest version , retain this and delete other by highlighting or marking and deleting
Go to Tools > in the menu bar then Bibliography > Generate from Reference List…

Click General select options:

References to include: All references in List or Marked References.
Destination: File will save the bibliography as .rtf file which can be opened in Word.
Output style click on the … button next to the output style box to browse for the required style.
Choose a style and click Open Optional Fields

Optionally, change the details on the Bibliography and Page tabs. Reference Manager remembers these and applies the settings to the next database used, including the title. LKMS recommends you leave these and make any customisations to the document in Word.

Click OK
Save as box appears. Select the folder on your network drive and file name.
Save as type: use the pull own menu to select Microsoft Word (Rich text).
Click Save

Hints and tips

RTF is the most useful and flexible format.
Use Print preview to check the references are being displayed as you want them.
Contact LKMS for customised output styles Vancouver and Harvard
The abstract field is useful as an optional field.

Further help

A full manual (622 pages) is available from the Help option on the Reference Manager menu.

For details of how to arrange access, available training, other Reference Manager guides, output styles and further hints and tips, please contact the Evidence Service.

Version: 1c		06 August 2020
Evidence Service

nww.publichealthwalesobservatory.wales.nhs.uk

www.publichealthwalesobservatory.wales.nhs.uk

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