Outputting References FAQs

How can I quickly unlink citations in Word?

How can I print a list of references from Reference Manager and include information from additional fields in that list?

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

How do I use the Scan Document Feature?

Which output filter do I use to create a bibliography for the International Journal of Technology Assessment in Health Care?

How do I create a bibliography when half the refs have been inserted from a V9 database and the other half from a V11 database?

When I delete a chunk of text with a reference contained in it, the references do not re-order themselves and the deleted reference remains in the reference list (even when list is re-generated)

My numbered citations are not starting with number 1, even though I'm using a style that sorts the citations in the order of appearance. How can I resolve this?

What is a Subject Bibliography and how do I create one using V11RM?

Using the Travel Library function how do I export references from a Word document to a Reference Manager database?

What is Instant Formatting in V11 (CWYW)?

Caution on using Word's Track Changes and RefMan


How can I quickly unlink citations in Word?

You can unlink a citation in Word document by highlighting the citation then pressing Ctrl 6.

You can unlink all the citations in a document by selecting all (Edit menu, Select All command) then pressing Ctrl 6.

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How can I print a list of references from Reference Manager and include additional information from fields in that list?

You can print a list of references from Reference Manager that includes other fields in your database.

  • Go to Bibliography menu
  • Choose Open Output Style
  • Choose the output style from the list (i.e. HTA Programme 19-11-01) and click Open
  • Click on the Bibliography tab
  • In the left hand box choose the Reference Type(s) of the articles that you want to print (i.e. journal)
  • In the right hand box (Definition of ..) click where you would like the new field information to be located
  • The click on  the Insert Field button (top left icon)
  • Choose the name of the field that contains the information that you want to insert. (If more than one field is to be inserted you can separate them with line and paragraph breaks if required. There are buttons for these commands on the tool bar)
  • To save the new output style, go to File menu and click on Save as ... and choose the location and name under which to save the style. (Users in the Public Health Department will need to save this too their own space (i.e. desktop, C or V drive)
  • To print your list of references go to the File menu and choose the Print...option
  • In the print window ensure that you choose the new output style in the Output Style field.

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How do I use the scan Document Feature?

It is possible to insert references into your document using the { } system and not Cite While U Write. This is particularly useful if you are working from home and don't have access to your Reference Manager database. You may find it easier to insert citations in your document as you are typing, rather than using the "Insert Citation" command. For example by typing the following, {authors name}, {first few words of title}, {date} or {21 /id}, to precisely locate individual  references, you can then use the Scan Document Function to create the bibliography. This will overcome problems with people using different versions of the same database and subsequent errors and duplications in the bibliography. 

  • Ensure you have all your identifying text entered into your manuscript, surrounded by delimiters, { }. For example: {Bloggs}, {21 /id}, {Cost effectiveness}, {1999}.
  • In Word, select Scan Document. The "Scan Document" dialogue box appears. 
  • Look in: Select the database you want to search.
  • Select the format you want used for the linked unformatted citations: Author/Date/Reference ID or Reference ID only.
  • If there are multiple matches, the "Scan Document: Select Matching Reference" dialogue box appears. Highlight the correct reference and click on <Insert>. 
  • If no matches are found, the "Scan Document: No Matching References" dialogue box appears. In the "Identifying Text" field, enter new text and click <Insert>. 

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Which output filter do I use to create a bibliography for the International Journal of Technology Assessment in Health Care?

  • Use the Index Medicus output filter
  • Change the Reference List Author box to Author/Date/Title
  • Choose the In-text Citation Order to be Citation Order
  • Tick number of reference beginning with 1

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How do I create a bibliography when half the refs have been inserted from a V9 database and the other half from a V11 database?

You need to open both the V9 and V11 database using V11 Reference Manager.  As:

  • If you just have V11 open it will try to look for the V9 refs so you have to either cancel or ignore. It will then just create a bibliography just using the V11 refs
  • If you have V9 open as well as V11 and create the bibliography using V9 CWYW it then creates a second bibliography for the V9 refs

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When I delete a chunk of text with a reference contained in it, the references do not re-order themselves and the deleted reference remains in the reference list (even when the list is re-generated). 

Never delete text with references within it the normal  way when using CWYW  as there are hidden fieldcodes that remain which will corrupt your document. 

You should Click on the reference in your text > Edit Citation > Remove > Ok.  

If you have Instant Formatting switched on your Reference List will automatically be updated if not you will need to Generate Bibliography.

Also, sometimes the first reference appears as (2) if there is a reference hidden in a comment or textbox somewhere. See the RefMan FAQ here - http://www.refman.com/support/faqs/CWYW/faq12.asp 

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What is a Subject Bibliography and how do I create one?

A general bibliography is a continuous listing of citations in a particular order. A subject bibliography is made up of smaller listings, each appearing under a distinct heading. Despite the name, a subject bibliography (or a subject list) can be based on any Reference Manager field or combination of fields. Typical subject bibliography headings are by Keyword, Author, or Journal Name. 

You can print entire bibliographic citations, information from one or more fields, reference IDs, or nothing at all under each heading. 

Method:

Choose the references you want in your Subject Bibliography by either marking them or highlighting them.  Go to Tools> Subject bibliography> under the General tab choose your Output Style as usual> Click on the Subject tab> 

Use the Subject tab to set options specifically for subject headings. For a subject bibliography, it is important to select the Subject Terms and Reference List item.

 

 

 

 

 

 

 

 

 

 

 

 

Click OK to save changes to all of the Subject Bibliography Setup tabs and display a list of the Reference Manager fields by default field name.

 

 

 

 

 

 

 

 

 

 

 

 

Highlight the field(s) whose contents you wish to use as subject headings. 

You can include any number of fields. If you build the list of headings from more than one field, the subject headings generated from these fields are combined into a single list

Select the check boxes as needed to determine whether an entire field is used as a heading, or whether a field should be split into multiple headings.

Click OK to display the terms found in the fields you selected

 

 

 

 

 

 

 

 

 

 

 

 

 

Select those terms you wish to include as subject headings. Click OK to format the subject bibliography on the screen. 

If you want to modify the term selections you just set, to either add or remove terms from the selected field(s), click the Terms button. 

If you want to modify options that affect the subject headings, click the Layout button.

For full instructions please use the Help function in Reference Manager

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Using the Travel Library how do I export references from a Word document to a Reference Manager database?

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.

Open the document in Word> Tools> Reference Manager 11 submenu> Export Travelling Library.

Choose the option of exporting to an existing database or to a new one.

Note: It is recommend that you export to a new Reference Manager database, so you can review the records before adding them to an existing database. 

OR:

There is an alternate way to copy references from your Word document to a Reference Manager database. Open both your Word document and the Reference Manager database. Then, in Reference Manager, go to the Tools menu, then the Cite While You Write submenu, and choose Import Travelling Library. 

Note: When you use the Export/Import Travelling Library commands, the exported references will be renumbered and will not retain their original Reference ID

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What is Instant Formatting in V11? (CWYW) 

Instant Formatting works while you write your paper. As you insert citations, Reference Manager uses the currently selected style to format citations and update the bibliography. By default, Instant Formatting is enabled.

To change the style or layout of references, you can use the Generate Bibliography command as usual.

In some cases, Instant Formatting is disabled, such as when you unformat your paper by using the Revert to Original Text command. To change this setting, you can use the Instant Formatting command.

When enabled, you can modify these Instant Formatting controls:

  • Scan for temporary citations turns on scanning of temporary citations. This finds and formats all citations, including those you may have entered manually.
  • Check for citation changes turns on background scanning that looks for citation changes.

 

 

 

 

 

 

 

 

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