General FAQs

Why do I get this error message - "Database Error (12001) has occurred while attempting to access this database"?

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

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

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?

Can I rename and use the Misc fields?

When I try to generate a bibliography in MS Word the programme wants to send the file as an email?

Why is RM case sensitive when typing author’s names?Are versions of Reference Manager backward compatible? - Using Ver 9.5 Databases in Ver 8.5

Are Versions 9 and 10 Compatible?

Are Versions 9 and 11 Compatible?

How do I save a text file within Ovid so I can import it into Reference Manager?

What is a Travelling Library?

Are versions of Reference Manager backward compatible? - Using Version 9.5 Databases in Version 8.5

You can access version 9 and 9.5 databases directly in version 8, but information in certain fields may be truncated. If you selected the System-dependent Word Sort or International Word Sort in version 9 and 9.5, you must rebuild the database in your version 8 program.

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Why do I get this error message - "Database Error (12001) has occurred while attempting to access this database"?

This is because you are trying to open a database that has been edited in a later version of Reference Manager.  To open it in version 9:

  • first make a backup copy 
  • delete the .rmx file (Reference Manager Index File)
  • open version 9 and go to Tools - Rebuild Database. 
  • Browse to your database then press Rebuild.  This will create a new .rmx file.

It is important to  note that any Edits you might have made via the "Field and Type Editor" for the original database will have been lost.  

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

This appears to be a bug in version 8.5 that is only manifest on computers running Windows 2000. Several work-arounds have been suggested.

  • One work-around is to save the reference using the save command in the file menu and not the save icon on the toolbar.

If this does not work the following work-around comes from the Reference Manager email forum:

  • "The problem with Greek characters only happens with RM8.5 and 9.0 and Windows 2000. The work-around is to change the default font in Reference Manager to anything but Arial. Open Reference Manager, go into the Tools Menu and choose Options. Click on the General tab and change the font from Arial to something else. New records added will then be correct. Records which have the Greek font need to be edited. Retrieve them, highlight the Greek text and change the font to the new one. Note that this problem does not occur with RefMan V9.5. (V9.0 users can download the update for free - checkout www.refman.com.)"

The final work-around comes from the experience of a local user

  • It is not always obvious that edited text has saved as Greek characters until you look back at an edited reference, but if this is a problem, try the following:
  • Open the database and go to the first reference that needs editing.
  • Edit/add to the reference as required.
  • Save the changes using any method and move onto another reference.
  • Go back to the edited reference and the edited text will appear as Greek. Highlight the Greek text and drag and drop the highlighted text to the right (on the same line).
  • The original English text will be displayed adjacent to the Greek symbols. Delete the Greek characters and the English text will remain.
  • Save the record and move on to the next references.

This will only need to be done once for each database session as once the problem is corrected, any future edits seem to be unaffected. So it is best to remember to do this after the first reference that you edit, or else you will have to correct many changes later on.

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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.

insertfield and type2 image

  • 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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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?"

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Can I rename and use the Misc fields?

You can use the fields [29] Misc.1, [30] Misc.2 and [31] Misc.3 for your own information as these fields are not used in many reference types. Before using these fields, look at the Reference Type Chart (Appendix E in the version 9.5 manual, p. E-421) to see if the reference types you use make use of the miscellaneous fields.

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When I try to generate a bibliography in MS Word the programme wants to send the file as an email?

This appears to occur because at some point in the life of the MS Word document the 'New Email Message' button  or command has been activated. From then on trying to generate a bibliography in the document using Cite While You Right activates the 'New Email Message Command'. A simple solution is to:

  • create a new MS Word document 
  • copy and paste the contents of the old document to the new one
  • save the new document

We have used this with success on large documents (200+ pages) that include inserted images. A further action to prevent repeat of this is to remove from, or move, the 'New Email Message' button  in the MS Word Standard Toolbar. It is usually next to the save button and therefore is easily activated by mistake. To find out how to do this look up how to Customize toolbars in the MS Word Help function (F1).

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How do I save a text file within Ovid so I can import it into Reference Manager?

After you have made you search in Ovid use the Results Tool at the top of the research list to Export the Result Format as RIS, then choose Save. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

You can then import the RIS file into Reference Manager by using the RIS Import filter. You will need to search for ALL file types in order to see the RIS file.

 

 

 

 

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What is a Travelling Library?

There may be occasions where you want to copy all of the references used in a Microsoft Word document to a Reference Manager database. Perhaps you received only the formatted Word document from a colleague, and would like to create Reference Manager references to use later. Or, you may have a large Reference Manager database, but want to create a smaller Reference Manager database with only the subset of references used in your paper.

Each formatted citation in your Word document is saved with field codes that embed reference data in the document. The paper contains a “Traveling Library” of references cited. 

The first time a citation is formatted, Reference Manager looks in the open database and finds the corresponding reference. If you later reformat, Reference Manager again looks in the open database for that reference. However, if the database is not available or not open, Reference Manager uses the Travelling Library for reference information. 

Because reference data is kept with each formatted citation, you can collaborate with other authors on a paper without each author having the same Reference Manager database.

The reference data saved with each citation includes all fields except Notes and Abstract. 

Note: Do not revert your document to original text if you do not have the original references in your databases. Unlike formatted citations, reverted temporary citations require that you have the corresponding Reference Manager databases open in order to format references.

Click here for instructions how to use the Travelling Library

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