Editing FAQs

How do I rename the user defined fields in my Database?

How do I change the order of Fields for a reference so I can read all the information I want on one screen and therefore make scrolling unnecessary?

I cannot open the Field and Type Edit window because the option in the Tools menu is 'greyed' out

Why are items in the term manager menu 'greyed' out?

Why does the text in the title field appear in Greek font after saving a manually typed reference?

Can I rename and use the Misc or User Defined fields?

Why is RM case sensitive when typing author’s names?

Caution on using Word's Track Changes and RefMan

What is the quickest way to modify either Journal names, Authors or Keywords within Reference Manager to make them consistent? 

How do I insert text (for example "included") into a specific field of selected records?


How do I rename the User Defined Fields in my database?

Go to the Tools menu and open the Field and Type Edit.. window.

If you cannot open this window because the Field and Type Edit command is 'greyed' out, follow the instruction in the I cannot open the Field and Type Edit window because the option in the Tools menu is 'greyed' out? FAQ.

field and type edit

  • in the Field and Type Edit.. window use the Help button to guide you through the changes you want to make
  • Select the Reference Type you want (e.g. "Journal", "Book Chapter", etc.)
  • Scroll down the Field Labels until you reach the User Defs.
  • Select one of the User Defs you wish to rename.
  • Simply edit the name accordingly in the field with the white background
  • Click the Update Field for All Types button if you want to copy the status of the changed field label to all other included Reference types in this database.
  • Click on OK

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How do I change the order of Fields for a reference so I can read all the information I want on one screen and therefore make scrolling unnecessary?

Go to the Tools menu and open the Field and Type Edit.. window.

If you cannot open this window because the Field and Type Edit command is 'greyed' out, follow the instruction in theI cannot open the Field and Type Edit window because the option in the Tools menu is 'greyed' out? FAQ.

field and type edit

  • Select the Reference Type you want to alter in the Field Labels for Type drop down box (e.g. "Journal", "Book Chapter", etc.)
  • Scroll down the Field Label Edit box until you reach the Label you wish to move.
  • Highlight it by clicking in the grey section then drag to where you want this field to be displayed in your database.
  • Click the Update Field for All Types button if you want to copy the status of the changed field label to all other included Reference types in this database.
  • Click on OK
  • See the example above where Title, Abstract, User Def 1 and 2 fields have been moved up the list.

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I cannot open the Field and Type Edit window because the option in the Tools menu is 'greyed' out?

You need to close your database and reopen it with read-write exclusive access rights.

  • Go to the File menu and use the Close database.. command to close the database
  • Then go to the File menu and use the Open database.. command
  • In the open RM database window choose the database and in the Access Rights field select Read-Write Exclusive
  • Click on Open. The Field and Type Edit option in the Tools menu will no longer be 'greyed' out

 

 

 

 

 

 

 

 

 

 

 

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Why are items in the term manager menu 'greyed' out?

This is because your database needs to be opened with read-write exclusive access rights. The solution is the same as that for the FAQ entitled I cannot open the Field and Type Edit window because the option in the Tools menu is 'greyed' out? FAQ.

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Caution on using Word's Track Changes and Reference Manager

It is advisable not to have the Track Changes feature engaged when working with RefMan. If you have to use Track Changes, it is suggested that you disable Instant Formatting too. This is because the Track Changes feature seems to kluge the document up, and unexpected results from RefMan occur (like having the in-text citations shift forward). Also, you will have to go through about 50 steps of Undo if Instant Formatting kicks in when you make a change that you then want to undo.

The new patch from Reference Manager is supposed to cure these problems and has been added to the network version on the Q drive.  If you use Reference Manager on your laptop or home computer you will need to go to the following URL: http://www.refman.com/support/rm1101update.asp  and follow the instructions. Download and install the Single User Update.

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What is the quickest way to modify either Journal names, Authors or Keywords within Reference Manager to make them consistent? 

Records imported from various databases often have different formats or spellings for the same journal, for example, "The lancet" is some but "Lancet" in others.

Go to Tools> Term Manager> Activate.

Why are items in the term manager menu 'greyed' out?

Once you have activated the Term Manager click on the the Periodicals tab and the "12AB" symbol

 

This will open up the Global Edit box.  Type in the Journal name you wish to change, in this example "The lancet" and in the Destination type the new spelling ie. "Lancet".  Then Replace.

This will replace every single reference to the journal "The lancet" to "Lancet" 

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How do I insert text (for example "included") into a specific field of selected records?

Mark (tick) your records.  Type your text into one of the records and save. Go to Edit> Copy Field

Note the Field data to copy - in this example, "included" and where you which Field you want the text to be copied to, in this example, User def 1.  Check  "Marked reference" and choose whether to overwrite any existing data in User def 1 or to append to any existing data.  Click Copy.

The word "included" will then be copied to all the selected references in your list.

 

 

 

 

 

 

 

 

 

 

 

 

 

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