Guide Write n Cite 4 Nov2012

8/13/2019 Guide Write n Cite 4 Nov2012

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Write-N-Cite 4

Prepared by

John Steenwinkel & Joy Misa

November 2012



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Contents

About Write-N-Cite Version 4 3 What does it do? 3 Where do you get it? 3 Improvements in the new version 3

Working with Write-n-Cite 4 4 Opening and using WnC 4 Creating the list of references 6

Activity 1 7 More than one reference in one citation 8

Activity 2 9 Editing an in-text citation 9

Suppressing name or year 9 Adding text before or after a citation in the ‘prefix’ or ‘suffix’ field 9 Using Latin bibliographical abbreviations 10

In-text citations with page numbers 10 When to add page numbers 10 How to add page numbers 10

Finalizing your paper 11 Field codes 11 Remove field codes 11

Extra information 12 Latest release 12 No Windows? No MS Word? 12



Page 3 of 12 Write-n-Cite 4

November 2012

About Write-N-Cite Version 4

What does it do?

Write-N-Cite (WnC) is a programme that makes it possible for you to cite your references fromyour RefWorks account in your MS Word document. In other words, it is the ‘bridge’ betweenyour Word document and the references in your RefWorks account. Furthermore WnC allowsyou to generate your bibliography in the output style you desire in your Word document.

Where do you get it?

WnC has to be downloaded into your own computer. This download is found in the RefWorks Tools menu. ISS currently uses version 4.1

Version 4 is available for Windows and for Apple OS X. You need a recent version of Ms Office:2007 or 2010 on Windows and Ms Office 2008 or 2011 on Apple. At the time of writing (Nov.2012), an earlier version, WnC III, is available for Windows Vista/MS Word 2007 or WindowsXP and Word 2003. This guide will introduce WnC4.

After downloading and installing it, you will find Write-N-Cite within MS Word, in theRefWorks tab of the menu ribbon. It allows you to log-in to your RefWorks account from

within MS Word.

Improvements in the new version

The look and feel of WnC4 is different from previous versions. It is an add-on to MS Word withits own RefWorks ‘tab’ and toolbar which allow you to do most referencing activities within one

window. The Windows and OS X versions have the same features, which makes sharing documentsbetween computers easy. Write-N-Cite 4 now supports working online and offline.

Citations are immediately formatted automatically, and it is easy to switch between styles withoutany manual formatting. You therefore do not have to do anything more (as in the previous

versions) to see the citations properly formatted.

The creators of this programme—RefWorksCOS—have improved Write-N-Cite to make it easy-to-use and intuitive—with features such as adding recent citations and remembering options.

Some key improvements are:

Built-in tool in Word; no longer a separate webpage

Immediate auto-formatting while you write Easy to select and/or change citation style

Auto-managed footnote and formatting styles; the software handles all footnotes and

knows what’s right for each style.

Online/offline access to your references.

1 Instructions for installing WNC4 are in a separate document; see ‘Refworks – installing WNC 4 for Windows and Mac’, available in Moodle, MA course 3105.




Working with Write-n-Cite 4

Opening and using WnC

1. Open the Word document you want to work in.

2. If you have installed Write-n-Cite 4, you will see a new tab in your Word menu.

First you have to log-in to your RefWorks-account. You can do this in two ways:

(a) by entering the Login Code—a personal codethat you can find in your RefWorks account: goto Tools and choose Write-n-Cite. In thecolumn at the left you’ll find the code; you haveto copy and paste it into Write-n-Cite. Thiscode is linked to your RefWorks account and

valid for 4 hours.

—OR—

(b) by entering your Group Code ( RWEURott),

Username and Password.

3. When you log in to your RefWorks account—preferably using method (b) above2 — Write-N-Cite will display a downloading animation at the bottom of the screen:

4. When downloading is completed, your RefWorks menu will look like this:

2 The first method involves more steps, and furthermore, the code is valid for only 4 hours.




November 2012

5. Select the output style you want to use (you can change

it at any moment) by selecting a style in the drop-downmenu next to the word Style.

At ISS, we use the Harvard–ISS Standard.

6. Put the cursor where you want to add the in-text citation or where you want to create afootnote.

7. Click Insert Citation at the left side of the RefWorks

ribbon and then click <Insert New>.

8. A new window will open:

RefWorks offers two tabs: Folder List andReference List.

The first tab, Folder List, displays anoverview of your folders. You can select afolder to view its references.

The Reference List displays all thereferences in your RefWorks account.

You can search your references by using theFolder List or the Reference List.

You can also search by using the search bar

in the upper right-hand corner.




9. When you select a reference, a ‘Preview

Citation’ appears formatted in your selectedoutput style. There are editing options: e.g.,Hide year or Hide author (when the nameof the author is already used in thesentence).

You can also choose to insert the citation asa footnote, or to include the reference in thebibliography without citing it in the text.

In our example the reference selected is aneditorial by Lynne P. Baldwin from 2012.Preview Citation shows you how the in-textcitation will appear in your Word document.

10. Confirm your choices by clicking <OK>.In this example, the following in-textcitation is created:

Creating the list of references

For a research paper, the list of references should contain only the references actually cited. 3 This is to besituated at the end of a manuscript. It is sorted by author’s last name in alphabetical order andformatted as stipulated by the Harvard–ISS Standard output style.

You have to generate the list of references yourself the first time (after entering citations orfootnotes) as follows:

1. Put the cursor at the end of the document—the list isn’t inserted automatically at the end ofthe document, but at the position of your cursor!

3 You may therefore not choose the option ‘Bibliography only’.




November 2012

2. Click in the RefWorks tab on Bibliography Options.

Next click Insert Bibliography.

Hereafter, when you add a new reference to your text (as in-text citation), the reference list isrefreshed and the new title is automatically added to your list of references.

The font format of the reference list is often different from the format of your text; you mayhave to change this manually.

Note that:

The list of references is exactly that: a list of the references you have cited with the helpof Write-N-Cite.

Write-N-Cite formats the list of references in the output style you have selected (e.g.,Harvard–ISS Standard).

Manually-entered (i.e., hand-typed) in-text citations disappear when the list of referencesis generated by Write-N-Cite. Only editing done using the WnC editing options will

appear when the citations/list of references are refreshed or updated. Any errors you detect in the list of references should be corrected in the RefWorks

database and not in your Word document.

The reference will automatically be corrected in the text when the bibliography is re-

generated.

Activity 1

At this point you may want to watch the video clip ‘1.7 Introduction to the New Write-N-Cite 4 ‘on You Tube. The video shows what you can do with Write-N-Cite and can be found at:

http://www.youtube.com/watch?v=qObr6QoBh2c




More than one reference in one citation

An in-text citation with more than one reference can be made by adding references to the first

choice. In our example we started with (Baldwin 2012). When you click on the plus (+) you canadd a second reference, as displayed on the right. The Preview Citation window subsequentlyshows that the in-text citation has been adjusted to (Baldwin 2012, Lau 2008). Each time you

want to add, you click the plus sign again and select a new reference.

A combination of 8 references is displayed hereto the right as an example.

Note how the Harvard–ISS standardstyle automatically handles the correctformatting of one, two or more authors:e.g.

(Baldwin 2012)(Burkhardt and Macdonald 2010)(Jessop et al. 2012)




November 2012

Activity 2

Identify two references with two or more authors in your RefWorks account and make an in-textcitation that cites both references.

Editing an in-text citation

To edit an in-text citation that you have already created, go to the in-text citation and double-click on it. This will open the Write-N-Cite window and you can make the necessary changes.

Suppressing name or year

In the Harvard–ISS Standard style, the normal form of an in-text citation is: (author year).However, when the author’s name has already been used in the (preceding) sentence, the in-textcitation will only require the year:

Saith (2005) points out that more arguments are required to fully explain thegovernment’s decisions with respect to rural development [...]

In cases like this, the author needs to be suppressed which is done by clicking on the Hide Author option. Alternatively, in cases where the year has to be suppressed, click on Hide Year.

Adding text before or after a citation in the ‘prefix’ or ‘suffix’ field

The ‘Preview Citation’ will display a few moments later how it will appear in your text.

This enables you to make small adjustments as needed.

The prefix should be followed by a space so thatprefix and citation are separated as words.




Using Latin bibliographical abbreviations

The use of Latin expressions presupposes the entry of an in-text citation in a previous place inthe text, which already ensures the inclusion of that reference in the list of references. Thereforethese can be entered as normal text.

Ibid. (ibidem) indicates that the associated passage is from the same source as theprevious in-text citation or foot/endnote.

Loc. cit. (loco citato) indicates that the associated passage may be found at the samelocation or page as the previously cited materials of the source specified. Preceded bythe identification of the work being cited.

Op. cit. (opera citato) indicates that the associated passage may be found in the same articleor book cited, but on another page within the work. Preceded by a designation of whichauthor or work is being cited.

In-text citations with page numbers

When to add page numbers

Page numbers are often provided in in-text citations to point to the place where a particular quotation,statement or argument used in the manuscript is to be found in a publication .In the Harvard–ISS Standard style, the format is: (author year: page number). If the citationcovers more than one page, it would look like this: (Saith 2005: 1-7).

Some styles require the page range to be displayed in all in-text citations. This is not requiredfor the Harvard–ISS standard style. Page numbers and page range therefore only are included

where the author (you) wants to point to a specific page or page range.

In the list of references, page numbers are not provided for books. Page ranges for journalarticles and chapters are always given because they help the reader identify the articles or booksections by the author.

How to add page numbers

We use the same approach as with prefix text, but now in the suffix field. Enter ‘: page number’or ‘: page range’ in the suffix field.

The result for a single page isshown here.




November 2012

Finalizing your paper

Field codes

Write-N-Cite stores RefWorks database information in MS Word in coded form—e.g. recordnumber, name author(s), year of publication, etc.4

Codes can be made visible in Word by pressing <Alt><F9>. The <Alt><F9> combination iscalled <Reveal Codes>. With <Alt><F9> you also switch the reveal codes off again.

Codes Revealed:

Codes Hidden:

Remove field codes

It is desirable to submit a paper without field codes in the document. RefWorks field codes cansometimes cause problems when opening a document on someone else’s computer with adifferent configuration. Write-N-Cite allows you to remove field codes.

When you click Remove Field Codes, WnC issues a warning.

4 It is sometimes necessary to see the codes when, for example, one has to weed out in-text citations ofone and the same reference which has been entered in two different records which have both been used inyour Word document.




Notes:

Before removing the codes for the final version of your paper, you should save a copy asfinal working version (add to the file name, for example, the words ‘final working version’or something to that effect).

Only then remove the codes that Write-N-Cite created in your manuscript by clicking onRemove Field Codes.

Save the document without codes under a different name to avoid overwriting theoriginal coded document.

If you need to make changes, you must make them in the coded working version. Thecodeless version is the one you should submit as your research paper or manuscript.

Obviously you only remove the field codes for the very last final version.

Extra information

Latest release

The latest release of Write-N-Cite 4 is dated 29 October 2012.

If you are not sure when you downloaded your WnC4, find the WnC4Install32.exe file in yourcomputer and check the Date Modified.5

If you have downloaded your WnC4 before 29 October 2012, it is strongly recommended thatyou update your WnC4 by re-downloading and installing the latest version which will replace theprevious version in your computer.

No Windows? No MS Word?

See the following video on YouTube for instructions on how to use RefWorks:http://www.youtube.com/watch?v=LhTqPh66Bw0

5 Details on how to obtain WnC4 can be found at the start of this document under the section ‘Where toget it from’.

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Guide Write n Cite 4 Nov2012

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