How To Share Bibliography In Refworks Vs Endnote

UI Libraries will end its subscription to RefWorks on December 31, 2014. While access to RefWorks accounts will end at that time, support for both EndNote Basic (Web access) and EndNote Desktop will continue. Because we will no longer have a university account in RefWorks (individual accounts are available by subscription), it is imperative that you create an EndNote Basic account and transfer all references in RefWorks that are important to you to EndNote by December 31.

What is EndNote Desktop?

EndNote is a software program that you download onto your computer. It helps you organize references and create properly formatted bibliographies. References can be imported from online databases or can be typed in by hand. EndNote works with Microsoft Word to produce bibliographies and embedded references in hundreds of available styles. EndNote also makes it easy to change the style of your references.

Installing EndNote Desktop

  1. If you have administrative rights to the computer you are using, go to http://its.uiowa.edu/campus-software-program/endnote Note that EndNote Desktop is only available for free to faculty, staff, and graduate students. Undergraduates will need to use EndNote Basic or purchase EndNote from the University Bookstore.
  2. If you are using a University computer, you will need to contact your IT support staff and ask them to install the program for you.

Preparing your EndNote Library

  1. Open EndNote. If the Get Started with EndNote screen appears, select Create a new library. Otherwise, from the File menu, select New….
  2. Give your new library a name and save it in a location that makes sense to you. Most people find that they only need one EndNote Library. Organization of references can be done by using Groups, which are described later.

Moving References to EndNote Desktop Without Retaining Folder Information

A note about folders. Your folders in RefWorks can’t be transferred to EndNote along with your references. If you don’t use folders in RefWorks, or don’t care about keeping those folders in EndNote (where they are called “Groups”), you could move all references to EndNote at once. But as there is no way to maintain the RefWorks folders in EndNote, you will need to either create new Group names in EndNote in advance, or do it at the time of import as shown below.

  1. In RefWorks, go to the folder you want to export to EndNote.
  2. In the References dropdown menu, choose Export.
  3. In the pop-up dialog box, choose the Export Format: Bibliographic Software (EndNote, Reference manager, ProCite) format, as in the screen shot below.
  4. When you click the Export References button a browser window will appear with each reference in a tagged format. Right-click on the browser window and choose Save as…. Save the export on your desktop as a .txt file.
  5. Open your EndNote Library.
  6. Open EndNote and under the File menu, select Import. You’ll see a box like this:
    • Import Data File:  Click Choose File… to locate the text file you saved from RefWorks.
    • Import Option: Click on the down arrow next to Import Option to see filters that have been used before. Select Reference Manager (RIS). If it is not listed, click Other Filters and select Reference Manager (RIS).
    • Duplicates: This lets EndNote know what to do if it finds identical citations. If you choose Discard Duplicates, it will ignore any citations that already exist in the library. If you choose Import All, you may need to remove duplicates later. See the EndNote tip sheet for more information on using EndNote.
  7. Click Import. You’ll probably see EndNote counting citations.  Note: If your file is downloaded as one big citation, they probably weren’t saved in the correct format: download them again, being sure to save them in the Reference Manager (RIS) format.  If it still doesn’t import properly, you may need to contact a librarian (information listed at bottom of handout).  By default, references will show up in the “Imported” section until you import more citations. After that, they will be listed in the “All References” section, only (unless you decide to create groups as detailed below).

Moving References to EndNote Desktop While Re-establishing Folder Information

Groups provide a nice way to organize your citations and group together citations on a similar topic or citations for a certain project.  This feature is very similar to the folder feature in RefWorks. The first thing you will want to do is create groups in EndNote Desktop that correspond to the folders you had in RefWorks.

Creating Groups

Groups provide a nice way to organize your citations and group together citations on a similar topic or citations for a certain project.

  1. Select Create Group from the Groups menu
  2. Name the group. You may want to use the same name as you did in RefWorks.
  3. Now, follow steps 1-4 in the section “Moving References to EndNote Desktop Without Retaining Folder Information” for each folder you have in RefWorks. Be sure to name the file after the folder.
  4. Finally, repeat steps 5-7 for each file you created.
  5. Now, select and drag the references into the groups you created. (NOTE: When you import the references, they will show up in the “Unfiled” group until you import a new set of references, therefore, you’ll want to move references before importing more).

Some known issues with the transition from RefWorks to EndNote Desktop:

  • File attachments in RefWorks will not transfer, but you can save the files and add them to EndNote Desktop manually. URLs in the Links field do transfer, as do DOIs.
  • The contents of Personal Notes and User fields in RefWorks don’t transfer, so if there is text in those that you need, you will need to copy it out and insert it in an equivalent field in EndNote Desktop.
  • If you have inserted citations in documents with RefWorks Write-N-Cite, those cannot be used with EndNotes Cite While You Write. You will need to either finish the document you are working on and generate its bibliography with RefWorks Write-N-Cite, or start over with EndNote Desktop. If you choose to complete a project in RefWorks, it must be finished by December 31, 2014.
  • With the end of the RefWorks subscription, RefShare will also end. You will no longer be able to share RefWorks references from your university account with others, on or off campus. There is a sharing option in EndNote Basic (the online version of EndNote Desktop), or you might consider sharing the library via a shared drive. Contact a librarian for further tips on sharing.

Maintaining Access to RefWorks after December 31, 2014

If you wish to maintain an individual subscription to RefWorks, see Purchase RefWorks (https://www.refworks.com/content/path_learn/purchase.asp) . Before December 31 you will need to back up your university account using Backup & Restore (Tools > Backup & Restore). Once you have an individual subscription, you can restore your references to that new account. See the RefWorks YouTube video (http://www.youtube.com/watch?v=95KmrClmO-k&list=PL77A92BCFEEA72669&feature=share&index=5).

Need Additional Help?

There are many help topics listed on the EndNote Help Page http://endnote.com/support/search-knowledgebase (If this page is too difficult to use, a Google search will often pull up relevant results).

In addition, please don’t hesitate to contact a librarian for additional assistance.  http://www.lib.uiowa.edu/contact/ask/

Converting from Other Bibliographic Management Programs

Here are instructions for getting your data out of other bibliographic management programs and into RefWorks!  Click on the link below for the program you want to export data from:

Bibliographix

Biblioscape

Bibus

Citation

EndNote Version 8 or Higher

EndNote Version 7 or Lower

EndNote Web

Reference Manager

Papyrus

ProCite

WizFolio

Zotero

 

EndNote

Note:  RefWorks has a feature that will allow you to upload your EndNote versions 8 through 10 library directly into RefWorks.  All other versions of EndNote will require you to export the records from EndNote and import them into RefWorks (see instructions at the end of this section).

EndNote 8 or higher users only:

  1. Go into RefWorks and from the References menu select Import.

  2. Expand the From EndNote Database section.

  3. Browse for and select your EndNote library (.enl).  Note:  Only EndNote version 8 and higher databases can be imported. Currently there is a 25 MB import limit on the size your EndNote library.  Also ensure that the .enl file is not open on your computer.

  4. Specify a folder to import your records into (optional)

  5. Click Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete.

  6. Your records should automatically appear in the Last Imported folder.

To export records from EndNote 7 or lower:

Note:  When importing large amounts of references, it is recommended to import no more than 2500 records (or 3MB of files) at a single time.  This will ensure a successful import.

  1. From EndNote, under the Edit menu select Output Styles.

  2. From the list of output styles select RefMan ( RIS) Export.

Note:
If you do not see this format, open the Style Manager and check the RefMan ( RIS) Export format. Close the Style Manager and repeat steps 1 and 2.

  1. Select the references you want to export.

  2. Under the Reference menu select Show Selected (or Show All if you wish to export the entire database).

  3. Under the File menu select Export.

  4. A dialog box appears for you to select the location where you want to save the file. Type a file name and select a location for importing into RefWorks. Select Text as your Save As type and click Save.

  5. Go into RefWorks and from the References menu select Import.

  6. Select Desktop Biblio. Mgt. Software as your Import Filter and EndNote ( Ref Man RIS Format) as your Database. Make sure you select the appropriate Mac or Windows version. Browse for and select the file you just created from EndNote.

  7. Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

  8. Your records should automatically appear in the Last Imported folder.

EndNote Web

  1. In EndNote Web select the Format tab, then Export References.

  2. Under the References drop-down select All References in My Library (or whatever group you wish).

  3. Under the Exportstyle drop-down select RefMan (RIS) Export.

  4. A dialog box appears for you to select the location where you want to save the file. Type a file name and select a location for importing into RefWorks. Click Save.

  5. In RefWorks, select References, Import.

  6. Select Desktop Biblio. Mgt. Software as the import filter/data source and Reference Manager (RIS Format) as the database.

  7. Browse to locate the RIS file you saved to your computer.

  8. Click Import.

  9. Your records should automatically appear in the Last Imported folder.

Reference Manager

To Export from Reference Manager

Note:  When importing large amounts of references, it is recommended to import no more than 2500 records (or 3MB of files) at a single time.  This will ensure a successful import.

  • From Reference Manager, select the references you want to export.

  • Under the References menu select Export.

  • Either use the default file name or create a new file for exporting references. Select the RIS format and the appropriate References Option.

  • Click Export (In newer versions of Reference Manager, export is located in the File menu).

  • Go into RefWorks and from the References menu select Import.

  • Select Desktop Biblio. Mgt. Software as your Import Filter and Reference Manager ( RIS Format) as your Database. Browse for and select the file you just created from Reference Manager.

  • Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

  • Your records should automatically appear in the Last Imported folder.

  • Note:  If your data includes diacritic marks or foreign characters, you will need to follow the following instructions to make sure your characters import properly:

1. In Reference Manager, select the references you want to transfer (by highlighting or marking them)

2.  Export the references in RIS format and save the file to your computer.

3.  Open WordPad.

4.  Browse to find the file, but before opening it, change the file type to  "Text Documents - MS-DOS Format (*. txt)" file".  The diacritics should appear in the data.

5.  Re-save the text file in WordPad as a regular text document (*. txt) file.

6.   You can import the file following Steps 5-8 above.

ProCite

To import records into RefWorks from ProCite it is necessary to obtain an output filter from ISI ResearchSoft Technical Support. This filter, RIS.pos, will be used to export your data in the RIS format.  After obtaining the filter, place it in ProCite's Styles folder. This folder's default location is C:/Program Files/Procite5/Styles.

Note
:  When importing large amounts of references, it is recommended to import no more than 2500 records (or 3MB of files) at a single time.  This will ensure a successful import.  

  1. From within ProCite select Print Bibliography from the File menu.

  2. Select the RIS output style (be sure to configure the RIS output to include all desired fields).

  3. Select Save, and Text Only as your file type.

  4. Give the file a name and select a location.

  5. Go into RefWorks and from the References menu select Import.

  6. Select Desktop Biblio. Mgt. Software as your Import Filter.

  7. Select ProCite ( RIS Format) as your Database.

  8. Browse for and select the file you just created from ProCite.

  9. Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

   10. Your records should automatically appear in the Last Imported folder.

Bibliographix

  1. In Bibliographix, select File, Import/Export.

  2. Select Refer from the export drop-down box.

  3. Make your selections as to what to include (notes, abstract, misc.).    Bibliographix 6.0 users will not have this option.

  4. Click on Start.

  5. Bibliographix will now save a text file for you

  6. Go into RefWorks and from the References menu select Import.

  7. Select Bibliographix as your Import Filter  and your Database.

  8. Browse for and select the file you have just created in Bibliographix.

  9. Your references will appear in the Last Imported folder.

  • Note: Based on discussions with former Bibliographix users and files made available to us for creating the import filter, we understand that Bibliographix doesn’ t separate individual descriptor entries in any distinguishable format. Therefore spaces are treated as separators in the Descriptors field.

  • Note:  The basic version of Bibliographix will only support BibTeX export. Please ensure that when selecting BibTeX in Bibliographix you also specify to not convert diacritic symbols (such as ä, ö , ü) to their BibTeX equivalent, but to leave them as they are. In RefWorks use BibTex as Import Filter and select Multiple Databases as Database. Please note that spaces between descriptors are not regarded as separators with the BibTeX import.

Biblioscape

  1. On the export window in Biblioscape, give the path and file name to export.

  2. Click the Tagged tab and select RIS -- Reference Manager

  3. Click on the Start button to export.

  4. Go into RefWorks and from the References menu select Import.

  5. Select Desktop Biblio. Mgt. Software as your Import Filter and Reference Manager as your Database. Browse for and select the file you just created from Biblioscape.

  6. Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

  7. Your records should automatically appear in the Last Imported folder.

Bibus

  1. From the Export option, select RIS as your export format.

  2. Save the file to your computer as a . txt file.

  3. Go into RefWorks and from the References menu select Import.

  4. Select RIS Format as your Import Filter and as the Database.

  5. Browse for and select the file you just created from Bibus.

  6. Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

  7. Your records should automatically appear in the Last Imported folder.

Citation

  1. Open your Citation datafile, and choose Generate, Bibliography.

  2. Change the publishing style radio button to Custom, and enter the name of the custom format file to use as RIS.CF. Note:  you may have to search in your Citation program file to find this custom format.

  3. Change the Write Bibliography to setting to File, and enter a name for the text file to store your records.

  4. Go into RefWorks and from the References menu select Import.

  5. Select RIS Format as your Import Filter

  6. Select Reference Manager  as your Database

  7. Browse for and select the file you just created from Citation

  8. Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

  9. Your records should automatically appear in the Last Imported folder.

Papyrus

To import records into RefWorks from Papyrus it is necessary to download the RISOUT.FLB format library file from the Research Software Design web site. This file, RISOUT.FLB, will be used to export your data in the RIS format.  Put the RISOUT.FLB file into your PAPYRUS program directory. Usually this directory is C:\PAP. (Note: some browsers will change the file name to RISOUT.EXE while downloading. If this happens to you, change the name back to RISOUT.FLB before trying to use the file.)

Note:  When importing large amounts of references, it is recommended to import no more than 2500 records (or 3MB of files) at a single time.  This will ensure a successful import.  

  1. From within Papyrus, go to the Formats option and choose liBrary.

  2. Indicate that you wish to open the RISOUT.FLB format library

  3. At the next menu, choose Copy

  4. When asked which format to copy, enter RIS OUT. This will teach your Papyrus database the RIS OUT format.

  5. Return to the main Reference Option screen

  6. Use the List option to specify a Numeric list of all your references.

  7. When asked which output format to use, specify RIS OUT.

  8. Send the results to a File, in ASCII format, and give the file a name and select a location to save it to.

  9. Locate your saved file and open in in Wordpad or Notepad to check all data before importing.  Papyrus adds some abbreviations which you may not want in RefWorks.  Clean up any data and save your file.

  10. Go into RefWorks and from the References menu select Import

  11. Select RIS Format as your Import Filter

  12. Select Reference Manager as your Database

  13. Browse for and select the file you just created from Papyrus

  14. Click on Import at the bottom of the Import window. The progress in importing is measured by * for each reference imported. RefWorks will notify you when the import is complete. View the Imported References.

  15. Your records should automatically appear in the Last Imported folder.

WizFolio

  1. In WizFolio, select the records you wish to export.

  2. Click the Export button.

  3. Save the .ris file to your computer.  You can rename it if you like, but keep the ris extension.

  4. Log into RefWorks and from the References menu select Import.

  5. Select RIS Format as your Data Source  and  Database.

  6. Browse for the .ris file you saved to your computer and click Import.

  7. Your references will appear in the Last Imported folder.

Zotero

  1. In Zotero, select the records you wish to export.

  2. Right-click on the selection and from the menu bar select Export selected items.

  3. Choose to export in RIS format.

  4. A file will be created called Exported Items.ris. Save this file to your computer.  You can rename it if you like, but keep the ris extension.

  5. Log into RefWorks and from the References menu select Import.

  6. Select RIS Format as your Data Source  and  Database.

  7. Browse for the .ris file you saved to your computer and click Import.

  8. Your references will appear in the Last Imported folder.

 

 

 

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