Generally, a RefShare recipient will receive an e-mail with a URL and some information on how to access a RefWorks User's folder or database. Clicking on the URL or copying and pasting it into your browser, will launch RefShare (you can also link directly to a specific reference. To learn how, click here.)
Note: depending on the type of license the RefWorks subscribing organization has chosen, you may only be able to access a shared folder or database from off-campus by logging in to RefWorks via that Organization's proxy server (or campus computer network).
Once you are in RefShare, you may have access to either a folder of references or an entire database of references (which may be organized into folders).
You will see a toolbar with several options:
Search -- the Search area has several options: Advanced Search and Lookup by Author, Descriptor or Periodical.
View -- if an entire RefWorks database has been shared, you will see a Folder option listed here. You will also see All References (which is the default view) and you may also see RefWorks Shared Area.
Language -- allows you to change the language RefShare is displayed in (this does not change the language of the references).
Help -- Access to online help and E-mail Database Owner option, which allows you to simply send an custom e-mail to the RefShare User who granted you access.
About This Database -- displays any description about the folder or database being shared, as well as any print, export or bibliography generating limitations established by the database owner.
Search RefWorks -- at the far right of the screen, the Search RefWorks box allows you to enter a word to search the entire contents of the folder or database.
Depending on the permissions granted to you, you may have any or all of the these options:
Print -- allows you to select references and print the records in the bibliographic output style of your choice. You can also sort your selected records using the sort options at the right of the screen.
Export -- allows you to export selected references to your own RefWorks account or in another export format available.
Create Bibliography -- allows you to select references and print the records in the bibliographic output style of your choice. Sorting is determined by the output style you choose.
Comments -- allows you to post and view comments to specific references.
You will also be able to change how the references are displayed, choosing one of several Views offered to you. These Views are the same options as you would have in a regular RefWorks account. For information on Views, click here.
When you are looking at a list of references (from any view), you may see a paper clip near the view and edit links for that reference. The paper clip indicates that file attachments are stored in that particular reference. For information on viewing file attachments, click here.
You may also see an orange RSS icon near the RefShare logo. This indicates that the RefShare Owner has create a RSS feed of the folder or database. Simply copy the feed and paste it into any RSS feed reader to download references. Please note: the data owner can set limitations as to how many references are transmitted in the feed.
You can customize the RSS feed to include references after a specific date. To do this, simply append the RSS feed string with the following =1&basedate=ddmmyyy where ddmmyyyy is the start date. Simply add the appended string to your RSS feed reader and RefWorks will send any records that were created or modified since that start date.
You can print a list of references from search results or from a View. You can also preview your list of references or copy and paste them into a document.
To print a reference list from search results or from a View:
Locate your references to print (by Searching within RefWorks or selecting View, All References or View, Folder and a specific folder).
Determine the sort order for your list from the Sort By drop-down.
Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.
Note: If you select individual references to print, they must all be on the same page. This is why you must determine your sort order first. RefWorks displays 25 records per page, so if you need more than 25 selected references to print, we suggesting printing All in List and manually removing the records you do not need using your Word Processor.
Once you have identified the records to print and your sort order, click on the Print button located at either the top or bottom of the screen.
Select the appropriate Output Style and click Print.
Note: If the database owner has set a limit to the number of references you are allowed to print you will see a note on this page notifying you of this.
Follow your browser's instructions for viewing the file and be sure to save the document to your hard disk before closing.
Note: References will print in the sort order determined in your view and will override the output style sort order.
To export a copy of all or part of a shared folder or database:
Locate your references to print (by Searching within RefWorks or selecting View, All References or View, Folder and a specific folder).
Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.
Note: If you select individual references to print, they must all be on the same page. This is why you must determine your sort order first. RefWorks displays 25 records per page, so if you need more than 25 selected references to print, we suggesting printing All in List and manually removing the records you do not need using your Word Processor.
Once you have identified the records to print and your sort order, click on the Export button located at either the top or bottom of the screen.
The Export page will open. Select the format you want to create.
Export Directly to your RefWorks Account -- This option will allow you to log in to your RefWorks account and will automatically import the selected records.
Bibliographic Software (EndNote, Reference Manager, ProCite) -- Saves the database in a tagged format that can import into another bibliographic management program. It is the format sometimes called the RIS Format or Reference Manager Format and can be imported into Reference Manager, ProCite, EndNote, or any other program that supports the RIS Format.
BibTeX – Ref ID -- Saves the database in the file format for use with the LaTeX document preparation system.
Citation List -- Creates a list to use when writing your paper offline. The format includes the RefID, Authors Primary, Title Primary, and Publication Year only.
RefWorks Tagged Format -- Saves the data in a format similar to the bibliographic management software format. This is a tagged format. The data layout, however, is patterned after the RefWorks database as opposed to tags that match with other bibliographic programs. Use this format for backup purposes and for sharing data with other RefWorks users.
RefWorks XML Format -- Saves the data in an XML version of the RefWorks Tagged Format.
Tab Delimited -- Saves all your data in an organized manner with each field separated by a tab. It may then be loaded into other programs that are designed to read this type of format.
Click the Export to RefWorks or the Export to Text File button (depending on your selection choice in Step #4 above).
Note: If the database owner has set a limit to the number of references you are allowed to export you will see a note on this page notifying you of this.
6. Follow your browser's instructions for viewing the file and be sure to save the file to your hard disk before closing.
You can create a bibliography from search results or from a View. You can create your bibliography in your desired style and in the File Type you choose. You can also preview your finished bibliography and copy and paste it into your document.
To create a bibliography from search results or from a View:
Locate your references to print (by Searching within RefWorks or selecting View, All References or View, Folder and a specific folder).
Select the specific reference(s) by clicking on the check box to the left of the Ref ID. You can also select Page or All in List.
Note: If you select individual references to print, they must all be on the same page. This is why you must determine your sort order first. RefWorks displays 25 records per page, so if you need more than 25 selected references to print, we suggesting printing All in List and manually removing the records you do not need using your Word Processor.
Once you have identified the records to print and your sort order, click on the Create Bibliography button located at either the top or bottom of the screen.
Select the appropriate Output Style.
Select the appropriate File Type to Create.
Click Create Bibliography.
Note: If the database owner has set a limit to the number of references you are allowed to use to create a bibliography, you will see a note on this page notifying you of this.
Follow your browser's instructions for viewing the file and be sure to save the document to your hard disk before closing.
You may also be granted permission to post comments to references.
To post a comment to a specific reference:
Click on the View link to the right of the reference.
Scroll to the bottom of the reference to the Comments section.
Click on the Post a Comment link and enter the required information.
Your comments will be viewed by anyone having RefShare access to that particular folder or database. Posted comments can be edited or removed at the RefShare Owner's discretion.
To view a comment posted to a specific reference:
Click on the Comments link for that reference.
Scroll to the bottom of the page.
The comments are posted in chronological order -- with the oldest comment displayed first.