Prepared by

John Steenwinkel Erasmus University Library

October 2015

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Contents

About Write-N-Cite Version 4 3

What does Write-N-Cite 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 7

Self-updating bibliography 7

Activity 1 8

More than one reference in one citation 9

Activity 2 9

Editing an in-text citation 10

Suppressing name or year 10

Adding text before or after a citation in the ‘prefix’ or ‘suffix’ field 10

Using Latin bibliographical abbreviations 11

In-text citations with page numbers 11

When to add page numbers 11

How to add page numbers 11

Finalizing your paper 12

Field codes 12

Remove field codes 12

Extra information 13

Latest release 13

No Windows? No MS Word? 13

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About Write-N-Cite Version 4

What does Write-N-Cite do?

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

Where do you get it?

WnC has to be downloaded to your computer. The download can be found in the RefWorks Tools menu. ISS recommends to use version 4.4.12721 for Windows rather than earlier versions of 4.

Version 4 is available for Windows and for Apple OS X. You need a recent, updated version of MS Office: (2010 or) 2013 on Windows; on Apple MS Office (2008 or) 2011. The current guide will introduce WnC42.

After downloading and installing Write-N-Cite, you will find it displayed within MS Word, as the ProQuest tab of the Word menu ribbon. The tab enables you to log-in to RefWorks or Flow (an alternate ProQuest product) from within MS Word3, in combination with your RefWorks account.

After installation, to start WNC, login to RefWorks from within your MS Word.

Improvements in the new version

The look and feel of WnC4 is different from earlier versions. This version is an add-on to MS Word with its own RefWorks ‘tab’ and toolbar which allows you to do your referencing activities within one window.

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

Citations are immediately formatted automatically. It is easy to switch between styles without any manual re-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—ProQuest—have improved Write-N-Cite to make it easy-to-use and intuitive—with features such as adding recent citations and remembering options. Version 4.4 resolves some issues in streaming references between the RefWorks database and WNC locally. An important problem with referencing in footnotes has been solved.

1 Instructions for installing WNC4 are in a separate document; see ‘RefWorks – installing WNC 4 for Windows and Mac’.

2 At the time of writing, an even earlier version, WnC III, is still available for Windows Vista/MS Word 2007 or Windows XP and Word 2003.

3 When, after installation, no RefWorks tab is found in the menu ribbon make sure that you have updated MS Windows, MS Office and Java. The (installation of) Open Office is incompatible with Write-N-Cite, though not incompatible with RefWorks. Open Office should be used in combination with RefWorks’ one line/cite option. See also https://www.youtube.com/watch?v=LhTqPh66Bw0&list=PL71114E7B2527DEE7

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Some key characteristics are:

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

Immediate auto-formatting while you write

(continued)

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.

Working with Write-n-Cite 4

Opening and using WnC

1. Open the Word4 document you want to work in.

2. If you have installed Write-n-Cite 4, you

will see a new ProQuest tab in your Word

menu. ‘ProQuest’ will change to

‘RefWorks’ once you have logged-in.

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

(a) by entering your Group Code if you are outside the university campus, and the Username and Password. The group code was sent to you when you created the RefWorks account and can also be requested from your local University or Faculty RefWorks Administrator.

—OR— (b) by entering the Login Code—a personal code that you can find in the opening screen of your

RefWorks online account: go to Tools and choose Write-n-Cite. In the column at the left you’ll find the code; you have to copy and paste it into Write-n-Cite. This code is linked to your RefWorks account and valid for 4 hours.

4 This Guide will provide illustrations taken from MS Word 2013.

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3. When you log in to your RefWorks account—preferably using method (a) above5 — Write-N-Cite will rename the tab to RefWorks and display the text ‘Syncing data …’ on the menu tab:

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

5. Select the output style you want to use (you can change it at any moment) by selecting a style in the drop-down menu next to the word Style.

At ISS, we use the Harvard–ISS Standard6. This

can be found in other styles, select group favorites.

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

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 the Folder List on the left, a Reference List on the right top, Editing, Preview and Compose sections.

The Folder List, displays an overview of your folders. You can select a folder to view its references in the Reference List.

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

6 The Harvard-ISS Standard Style is available to Erasmus University Rotterdam users and was developed for the International

Institute of Social Studies by Joy Misa and John Steenwinkel with colleagues from the Erasmus University Library. The closest resembling style available for users outside EUR in RefWorks is the Harvard-British style.

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You can search for specific references by using the search bar in the upper right-hand corner.

9. When you select a reference, a ‘Preview Citation’ appears, formatted in your selected output style.

10. There are editing options: e.g., Hide year or Hide author (when the name of the author is already used in the preceding sentence).

You can also choose to insert the citation as a footnote, or to include the reference in the bibliography without citing it in the text (Don’t use this in a research paper!).

In our example the reference selected is a publication on Information Literacy by Lemert from 2010.

The Preview Citation shows you how the in-text citation will appear in your Word document as displayed here above in point 9.

11. Confirm your choices by clicking <OK>.

12. The last section, the ‘Compose’ Citation section is intended to help you manage multiple citations. Click on ‘+’ to add a references to your selection. By selecting each reference you can change its characteristics in Edit Reference.

A. Single Citation (Lemert 2010)

B. Multiple Citations (Lemert 2010, Lucas 2007, Spoor 1997)

Adding prefixes and suffixes to each reference will be demonstrated in a next section.

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Creating the list of references

For a research paper, the list of references should contain only the references actually cited. 7 The list is to be situated at the end of a manuscript, before any annexes. The list of references is sorted by author’s last name in alphabetical order and formatted as stipulated by the Harvard–ISS Standard output style.

The first time, you have to generate the list of references yourself (after entering intext citations or footnotes) as follows:

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

2. Click in the RefWorks tab on Bibliography Options.

Next click Insert Bibliography.

Self-updating bibliography

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

The font format of the reference list is at times different from the format of your text; you may have to change this manually.

Note that:

The list of references is exactly that: a list of the references you have cited with the help of 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 corrections (i.e., hand-typed) in-text citations disappear in MS Word when the list of references is generated by Write-N-Cite. Only editing done using the

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

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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.

A 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 ‘RefWorks Write-N-Cite 4 - The Basics: Inserting Citations & Creating Bibliographies’ 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=um5oOxJjXAk

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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 (Lemert 2010). When you click on the plus (+) you can add a second reference, as displayed on the right. The Preview Citation window subsequently shows that the in-text citation has been adjusted to (Lemert 2010, Lucas 2007). Each time you want to add, you click the plus sign again and select a new reference.

As an example, a combination of 6 references is displayed here to the right.

Activity 2

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

Note how the Harvard–ISS standard style automatically handles the correct formatting of one, two or more authors: e.g. (Arts 2000, Lemert 2010, Lucas 2007, Ritsema and Schultz 2011, Shaw et al. 2009, Spoor 1997)

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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-text citation will only requires the year:

Arts (2000) points out that more arguments are required to fully explain the government’s decisions with respect to rural development [...]

In cases like this, the author’s name needs to be suppressed in the intext citation, which is done by clicking on the Hide Author option. Alternatively, in cases where the year has to be hidden, 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.

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

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Using Latin bibliographical abbreviations

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

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

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

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

The use of Ibid., Loc. Cit. and Op. cit. in ISS Research Papers is not recommended.

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 citation covers more than one page, it would look like this: (Arts 2000: 144-150).

Some styles require the page range to be displayed in all in-text citations. This is not required for 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 journal articles and chapters are always given because they help the reader identify the articles or book sections 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 is shown here.

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Finalizing your paper

Field codes

Write-N-Cite stores RefWorks database information in MS Word in coded form—e.g. record number, name author(s), year of publication, etc.8

Codes can be made visible in Word by pressing <Alt><F9>. The <Alt><F9> combination is called <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 can sometimes cause problems when opening a document on someone else’s computer with a different configuration. Write-N-Cite allows you to remove field codes.

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

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

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Notes:

Before removing the codes for the final version of your paper, you should save a copy as final 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 on Remove Field Codes.

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

If you need to make changes, you must make them in the coded working version. The codeless 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 4.4.1272.

If you are not sure when you downloaded your WnC4, find the PQfWInstall32_4.4.1272.exe file in the download folder of your computer and check the Date Modified.9

If you have downloaded your WnC4 before 9 September 2014, it is strongly recommended that you update your WnC4 by re-downloading and installing the latest version which will replace the previous version in your computer.

Prior versions to Write N Cite 4 exist: e.g. WNC III. These should preferably not be used and must never

be mixed with version 4 in one manuscript.

Open Office Writer is not compatible with Write N Cite 4.

No Windows? No MS Word?

There’s an Annex for ‘one line/cite view’, a technique that only relies on RefWorks. You may also see the following YouTube video on how to use RefWorks ‘one line/cite view’:

http://www.youtube.com/watch?v=LhTqPh66Bw0

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