Introduction to Reference Manager 10
Introduction to
Reference Manager 10
Denise Upton
Health Sciences Library
University of Calgary
Diane Lorenzetti
Community Health Sciences
University of Calgary
Creating Reference Manager databases
Entering database records
Downloading references into Reference Manager
Removing duplicate records
Using Reference Manager with MS WORD to add references to a manuscript
Creating a Database
1. Open the Reference Manager program
2. Click the File pull down menu and Select New Database
3. Choose a location on your computer and name your database
Test Data
4. Click the New button to the right of your database file name to create
and open your database in Reference Manager.
At the bottom of your Reference Manager screen, you will see a Tab, indicating
that your database has been created and is open.
Up to 10 databases can be open at any one time.
At this point, the database still lacks records. The next step is to populate your
database with information records.
Each database record contains fields of information. In a bibliographic
database, typical fields might include author name, publication title, publication
date and journal name.
In Reference Manager, there are two ways to create records: entering
information by hand or importing information from bibliographic article indexes
such as Medline or EconLit.
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Entering Database Records
Click the References pull down menu and select New to create a new record for
your database.
Reference Manager provides you with a series of Ref Type templates you can
choose. These Ref Types include:
• Journal
• Book Chapter
• Report
• Electronic Citation
• Dissertation
Each template contains field names and fields specific to that type of record.
For instance, a Journal template includes fields for Journal Name, Volume and
Issue. A Book Chapter template, on the other hand, would need to have fields
for both Chapter and Book Titles.
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When you select References + New, Reference Manager opens up a blank
record, displaying the Ref Type last used.
To change a Ref Type, click on the blank line to the right of the Ref Type field
name. A selection box will pop up, allowing you to preview and choose from
among thirty -five available Ref Types.
Enter the document information into each field as appropriate. Use the arrows
on your keypad to jump from field to field.
In the Link to PDF and Web URLs, you can enter web addresses for electronic
documents. This will allow you to link directly to the fulltext of an online
document from your Reference Manager database. Reference Manager 10 also
allows you to enter separate links to Related sources, Images and other FullText document formats.
When you are finished entering information, click on the
Computer Disk
button to Save. When this button is greyed out, the record information has been
saved in Reference Manager.
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Exercise: Entering Records into Reference Manager
Use this sample data to create new records for the Test Data database.
Modeste, Naomi
Dictionary of Public Health Promotion and Education: terms and concepts
Thousand Oaks, California: Sage Publications, 1996
World Health Organization
Research on Menopause in the 1990s: report of a WHO Scientific Group
Technical Report Series Number: 866
Geneva: World Health Organization, 1996
Journal Article
Miller, FH
Health care information technology and informed consent: computers
and the doctor-patient relationship.
Indiana Law Review 1998; 31(4): 1019-1042
Remember: When you are finished, click on the
Computer Disk button to
Note: To remove the “pop-up” box, click on Tools – Options – General.
Deselect the “Automatic Pop-up Browser” by removing the
checkmark in the box.
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Reference Manager Display Screen
The Reference Manager display screen is split.
The bottom half is an Index of records in the database. The top of the display
screen contains detailed record information (Full Record) for whichever record is
highlighted in the index portion of the screen.
Click on any of the references in the index to view that record in full in the top half
of the display screen.
Click on the globes
these documents and images.
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to the right of full-text links to access
December, 2002
Drag the resize bar in the middle of your screen to make either the Index or Full
Record window screens larger or smaller.
Sort your database in alphabetical, reverse-alphabetical or numerical order, by
clicking any of the Index Headers at the top of the Index reference list. Clicking
on the Index Headers changes the sort order.
A database can be sorted only by the fields displayed in the Index. To sort by a
field not displayed in your current Index, you must first add it to the Index display.
Tabs at the bottom of the screen indicate which databases are open and which
one you are working in. You can have any number of databases open
simultaneously and move between them by clicking on these Tabs.
EDIT a reference by clicking on any of the fields in the Full Record display. After
making any changes to a record, remember to save your changes.
Again, to save changes, click on the
Computer Disk button at the top of your
Reference Manager screen. When this button is greyed out, the record
information has been saved in Reference Manager.
Delete a reference by highlighting with your computer mouse in the Index list,
right-clicking and selecting “Delete Reference”
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Importing References from an Electronic Database
Many online databases such as Medline, CancerLit and Social Science Abstracts
allow you to save search results in a format that can be downloaded and
imported into Reference Manager, eliminating the need to enter references by
In order to be Reference Manager compatible, online database search results
must be saved as text files in a tagged format.
In tagged bibliographic records, each piece of information, such as Author or
Title, is preceded by a label or tag.
Tagged Record
UI - 13
AU - Bayoumi AM
AU - Redelmeier DA
AD - Department of Medicine, University of Toronto, Canada.
TI - Economic methods for measuring the quality of life associated with HIV
AB - BACKGROUND: Quality of life is measured as utilities for costeffectiveness analyses. OBJECTIVE: To test the adequacy of three common
utility elicitation methods for individuals with Human Immunodeficiency Virus
(HIV) disease.
NT - UI - 20016578DA - 19991117IS - 0962-9343LA - engPT - Journal ArticleCY
UR - PM:10548862
SO - Qual Life Res 1999 Sep ;8(6):471-480
When a text file is imported into Reference Manager, the bibliographic
information in this file is transferred into the fields that make up a record in a
Reference Manager database.
Reference Manager must be able to interpret the information in the text file to
decide where individual pieces of information fit..
Import Filters are computer programs that make this happen. They are able to
read the Tags that precede bits of information in bibliographic records and decide
where to place an item of information within a Reference Manager record.
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Search OVID Medline database for articles on Arthritis & Diet
1. Minimize Reference Manager.
2. Open Netscape or Internet Explorer.
3. Go to the University of Calgary Library Web Page at:
4. Click on Article Indexes + Medicine + Medline + Connect
5. From the menu of OVID databases choose Medline
6. From the Medline search screen type arthritis into the search box and
click Continue
7. Select the subheading diet therapy and click Continue
8. Click Display to view your search results
9. You can either choose to select a subset from the list by clicking on items
in the list or download the entire list – up to 200 references at a time.
10. Scroll down to the bottom of the page.
From the Citation Manager box at the bottom of the OVID screen select the
following for each column
The choices you make here ensure that your search results will be saved in a
format that Reference Manager can interpret.
All on this page (for everything on the current page)
All in this Set (for all articles up to 200 citations)
Selected All Pages (if you have chosen a subset)
Complete Reference
Citation Format
BRS Tagged
Save Format
ASCII Text Dos/Windows
Click on the Save button to save your search results.
For this exercise, save a file of records 1 -50 with the title Arthritis One.txt in My
Ensure that your files are saved as text documents with the .txt file
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Import OVID Medline search results into Reference Manager
Open or Maximize the Reference Manager window.
Create a database called Arthritis
Click on the References pulldown menu and select Import text file.
An Import Dialog box will appear.
In the Text File box, select the Arthritis One.txt text file by clicking the
3 dots to the right of the Text File box to browse the folders on your
computer and find the location of your saved file.
6. In the Filter box, select an Import Filter that will translate your search
results into a Reference Manager format. Click the 3 dots to the right of
the Filter box to browse a list of Import Filters that come with your
Reference Manager software.
7. The filter to select for this exercise is
8. Click the Import button at the bottom of the Dialog box to import Arthritis
One.txt into Reference Manager.
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Import Tab:
When a text file is imported into Reference Manager, a temporary Import
database is created, containing the records from the most recent import
operation. The Import database disappears when you close your Reference
Manager program.
Moving or Copying References Between Databases
Move references from one database to another by dragging the highlighted
reference from the Index list of one database to the tab of another database.
Both databases must be open
*This operation removes the reference from your original database.
Copy references between databases by right-clicking the highlighted
references in the Index list and selecting Copy Between Databases.
Move a record from the Test Data database into the Arthritis database.
Checking for Duplicates
Databases, such as Medline & PsycInfo, index many of the same journals.
When importing records from multiple databases, you may want to screen out
duplicate citations.
Reference Manager checks for duplicates by comparing the information in select
fields. Standard fields compared are Title, Date, Author & Periodical.
For a citation to be read as a duplicate all the fields identified for duplicates
checking must include identical information.
When importing references from multiple article indexes into one Reference
Manager database, you may wish to disable Periodical name as a comparison
field to be checked. While indexes such as Medline abbreviate their journal
names, others, like Embase, do not. Reference Manager will read JAMA and
Journal of the American Medical Association as two separate journal titles and,
therefore, two versions of the same citation may inadvertently be added to your
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Setting Options to check for Duplicates
1. Click on Tools menu then select Options
2. Click on Duplicate Search to select the fields that Reference Manager
should compare to determine if 2 records are d uplicates. Because
Periodical Names can be represented in databases in either full or
abbreviated format, deselecting Periodical as an option will ensure that a
greater proportion of duplicate records are caught.
3. Click on the Import menu within Options
4. Under Duplicate References choose:
a) Import to import any duplicate record into your database
b) Do Not Import to filter out any duplicate records
c) Put In Duplicates Database to save all potentially duplicate
records in a separate database that can later be reviewed to ensure
that the duplicates checking program is not excluding important
citations. In version 9.5, a Duplicates database must be created.
Exercise: Importing Records While Checking for Duplicates
1. Open the Arthritis database
2. Do a search in Pubmed as follows:
a. go to
b. In the search box, type Arthritis[MeSH]/diet therapy AND 2002
3. Change the Display from summary to Medline and click on Display.
4. Click on Save and change the file name to Arthritis Two.txt.
5. Import this file into your Arthritis database. Use the filter pubmed.cap.
6. Reference Manager will now check all incoming records for duplicates and
deal with them according to the defaults you have established.
7. If more than one database is open while an Import is in progress,
Reference Manager can check for duplicates from among all open
Only 10 databases can be open at any one time. If you have
created a duplicates database, this will count as one of your 10
Exercise: Checking for Duplicates after Import
1. Click on Tools – Batch Operations – Duplicate Search
2. Ensure the database of your choice is selected – click on Search
3. Any duplicate records found will be saved in the duplicates database.
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Cite While You Write
With Cite While You Write, you can insert bibliographic references from your
Reference Manager database into a Microsoft Word document such as a report
or thesis. You can also use Cite-While -You-Write to generate
bibliographies at the end of your documents., again using the records in your
Reference Manager databases.
In-text citations or bibliographies can be produced in any one of hundreds of
bibliographic styles such as the APA Style, Uniform Style or those adopted by
individual journals such as the BMJ or Journal of Health Economics. These
styles come preloaded as part of with your Reference Manager software
To begin, open either an existing or new Microsoft Word Document. For this
exercise, a new document will do.
If Reference Manager 10 has been loaded onto your computer, a Reference
Manager 10 Toolbar will appear each time you open Microsoft Word
Inserting Parenthetical References
1. Open Reference Manager and all the Reference Manager databases
that contain the references you will need.
2. Begin to type some text.
3. At the point in your document where you would like to add an in-text
citation, click on the Insert Citation (1s) button on the Reference
Manager Toolbar
4. Type some identifying text to help the program retrieve the correct
reference from your Reference Manager databases. You can type in
a keyword, author name, or almost any other identifying text.
5. If more than one database is open, you can choose a specific one or
have Reference Manager search all open databases.
6. If the text yo u type in applies to more than one reference, a box will
pop up from which you can choose the appropriate one.
7. Click Insert.
Note: In Reference Manager 9.5, the reference is unformatted at this
point and will change later.
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Generating a Bibliography for your Document
1. Once you have inserted references in your paper, select Generate
bibliography. (4th button in the Reference Manager Toolbar)
2. Click Browse (three dots) beside Output Styles to browse and select
an output style for your bibliography
3. Change the font style, size and bibliography header as needed.
4. Click OK to generate the bibliography.
5. The parenthetical references in your document become consistent with
the style you chose for your bibliography.
6. You can change the reference style again by selecting the Generate
7. Bibliography button and selecting a different output style.
If you are using Reference Manager 9.5, you must first Scan your
document (using the buttons of your Reference Manager 9.5 Toolbar) before you
can generate your bibliography.
Copies of the same document can be saved in different bibliographic formats if
each file is given a distinct name.
Bibliographic formats can be changed at any time during the life of a document,
either before or after it is saved.
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- PubMed.cap
For other U of C databases, please check the Reference Manager filters page at:
Choose Download Import Filters, find and save the filter you need to your
computer. If there is no filter for the database you are using, contact the Health
Sciences Library.
For questions on these or other aspects of Reference Manager software contact:
Health Sciences Library
University of Calgary
Diane Lorenzetti
Centre for Health and Policy Studies
University of Calgary
ISI ResearchSoft
Reference Manager Technical Support
Reference Manager Home Page:
- click on Support and Services for new filters and output
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Searching for Specific Articles in HKN to enter into
Reference Manager
1. Go to
2. Click on the top START OVID button.
3. Choose the database of your choice
4. Deselect “Map term to subject heading ”.
Sample citation: Harrison RA. Harrison BJ. Fish oils are beneficial to patients with
established rheumatoid arthritis. Journal of Rheumatology. 28(11):2563-5, 2001.
Enter information from your citation – some options are:
Author – e.g. Harrison
Volume – e.g. 28.vo
Page – e.g.
Title words –e.g. fish oils.ti
Journal name – e.g. Journal of Rheumatology.jn
Sample search string: Harrison and 28.vo and
Citations will then have to be “collected” together in a set for saving. To do this, use OR
to join the search numbers together – e.g. 1 or 2 or 3 or 4 or 5 etc.
Go to the bottom of the screen to Citation Manager.
From the Citations column, choose all in this set.
From the Fields column, choose Complete Reference.
From the Citation Format column, choose BRS Tagged
Leave Save Format as is.
Click on Save – save as text file, renaming file as appropriate.
Import into Reference Manager.
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