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Help with referencing: I want to use RefWorks or other tools

Our current advice for students using APA referencing is based on the 6th edition of the APA's Publication Manual: APA 6.  A new, 7th, edition has been published and from September our advice will be updated to support APA 7.  For continuing students there will be transitional arrangements to allow work already started to be submitted using APA 6.  

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You may find reference management tools help you keep track of the sources you use in your research.  Think of it as a digital filing cabinet that allows you to manage references from Library Search, subject databases, Google Scholar and the wider web. The Library recommends and supports students using ProQuest RefWorks, however this does not mean that you cannot use other software reference management software.  

When creating your account make sure you choose ProQuest RefWorks with a blue title bar and NOT legacy RefWorks with the orange title bar.

Take a look at the following guidance below:

Getting started with ProQuest RefWorks

ProQuest RefWorks is a web-based reference management tool, available to SHU students, staff, and alumni.  It helps you to manage the references you collect and create citations and reference lists in your work.  Always check references and citations before submitting your work.

To sign up to ProQuest RefWorks Go to: https://refworks.proquest.com/

  • Click on 'Create account'
  • Enter your university email address ending with one of the following
    • my.shu.ac.uk, student.shu.ac.uk, shu.ac.uk
    • If you are a Hallam collaborative partner student, please use your college email address.
  • Choose a password
  • You will receive an email including a link to confirm your account and complete your profile details

Once you have created your account you can go to your ProQuest RefWorks settings and change the email address to a personal email account.   This will allow you full access to ProQuest RefWorks when you leave the University.

RefWorks Word Add-ins for reference lists, bibliographies and citations

ProQuest RefWorks has add-ins for Microsoft Word that allow you to put citations from your ProQuest RefWorks account into a Word document, fully-formatted in the reference style of your choice. The add-ins will update your reference list or bibliography to match your citations. Using an add-in can help you spend less time on citations and formatting and more time writing.

Install the add-in according to which version of Word you are using:

  • Word 2013 and earlier versions of Microsoft Word – use Write-n-Cite (WnC) 
  • Word 2016 and later versions of Microsoft Word – use RefWorks Citation Manager (RCM) 
  • Mac users with Word 2016 - use RefWorks Citation Manager (RCM) 

Instructions for installing add-ins can be found in ProQuest RefWorks, under Tools in the top menu.

Installing RCM 

  • RCM is installed in Word. 
  • In the Word ribbon menu click on Insert >> Get Add-ins and search for RefWorks. 
  • Essential information: If you are signed into Word 365 with your University login you will need to Sign out before you can add RCM. Once RCM is installed you should Sign back into Word 365. 

Installing WnC 

  • WnC is installed directly from ProQuest RefWorks. 
  • Login to your ProQuest RefWorks account and click on Tools in the top menu and select Tools again.  Scroll down to “Cite references in your word processor” and follow the instructions for your version of Word.

For some versions of Word you can have both add-ins installed. If you have both installed, do not use both of them with the same document. This will cause problems in your document. Only have both if you need to edit old documents with WnC and new documents with RCM.

Microsoft Word referencing tool

Microsoft Word has referencing tools that you can use without having a ProQuest RefWorks account. This advice only applies if you are using the Office 365 version of Word

Word 365 includes a referencing tool which can be used to format citations and generate reference lists in APA and other styles. It also includes Researcher, a tool that can find the details of resources you want to use so you don't have to enter them manually. These can be found under the References tab in the main Word menu.

 

Chose your referencing style and then use Insert Citation to add citations to your writing. Use Bibliography Options to create or update a reference list from your citations.  If a citation is not already in your collection of resources you can add it manually using a form, or use Researcher to find the details.  These tools are quick and easy to use and can produce accurate references.  However, there are some limitations:

  1. Researcher is good for finding details of journal articles that you already know, it is not so good at finding book details so you will usually have to enter these manually.  We do not recommend Researcher for doing new research.
  2. Reusing references in different Word documents is possible but can be inconsistent in practice.
  3. The Word tool does not automatically prompt for all the fields you need to create a correct reference in APA and other styles. You will need to check 'Show All Bibliography Fields' in the Add New Source form and you will need to know which fields are needed for a correct reference.

Microsoft Word has referencing tools that you can use without having a ProQuest RefWorks account.  If you are not using the Office 365 version of Word this advice applies to you.

Microsoft Office includes a referencing tool which can be used to format citations and generate reference lists in APA and other styles.   It can be found under the References tab in the main Word menu.

Chose your referencing style and then use Insert Citation to add citations to your writing. Use Bibliography Options to create or update a reference list from your citations. The Word tool is quick and easy to use and can produce accurate references.  However, it has some limitations:

  1. This version of the Word tool cannot import details from other services. You will have to manually enter details for each resource into a form.
  2. Reusing references in different Word documents is possible but can be inconsistent in practice.
  3. The Word tool form does not automatically prompt for all the fields you need to create a correct reference in APA and other styles. If you are entering details manually you will need to check 'Show All Bibliography Fields' in the Add New Source form and you will need to know which fields are needed for a correct reference.

Frequently asked questions

I am using an Apple Mac and I cannot see the Write-n-Cite toolbar?

The toolbar may be hidden in Microsoft Word following installation of Write-n-Cite. To make it visible,

  • Go to the "View" menu and select "Toolbars" and then select "Write-N-Cite".
  • The toolbar should be visible.

I am using a Microsoft Windows PC an I cannot see the Write-n-Cite tab?

If the ProQuest RefWorks Write-n-Cite tab disappears from your Word document it is likely the add-in has become disabled. You will need to reactivate this within Word.

  • Go to the File tab and select Options
  • Select the Add-in tab and check if the Write-n-Cite add-in has been disabled
  • If disabled select Write-n-Cite and clicking Manage to reactivate the tab

Close and reopen Word.  The ProQuest RefWorks tab should now be visible.

There are two ways to present DOIs and you will find if you ProQuest RefWorks or other referencing management software DOIs will be formatted in a different way.  Take a look at the examples below as either style is acceptable - don't mix the two styles in a single piece of work.

  • https://doi.org/10.1037/arc0000014    (APA best practice)
  • doi:10.1037/arc0000014                     (this is acceptable)

Not sure if you are doing a systematic review of a literature search in a systematic way? There is a fine line between them but generally if you are an undergraduate you will be doing the latter.

Contact your Learning and Teaching Support Librarian for further help

You may wish to use ProQuest Refworks or other reference management software to assist you with the screening and reporting process. The software can also assist with managing your search by deduplicating your results. 

Microsoft Word 'Track changes' feature and Write-n-Cite can be incompatible. It is recommended to turn this feature off or finish accepting track changes as appropriate, before using Write-n-Cite. 

If you wish to import references from another reference manager or referencing tool, export and save the references in a .ris file from the software you have been using.

To import references into Proquest RefWorks from a .ris file:

  • Click on the 'Add a reference' (plus sign) menu
  • Choose the 'Import references' option
  • Click on 'Select a file from your computer' and choose the location of your saved .ris file
  • In the 'What is the format of this file?' box which opens, there is a drop down menu.
  • Select 'RIS Format' or the name of the software that you saved the references from
  • Click on the 'Import' button
Please be aware that although sharing of documents is possible using many referencing tools and apps, documents are covered by copyright law and sharing them is a breach of the law unless you own the copyright, copyright has been waived or the document is out of copyright.

 

Sheffield Hallam Alumni can indeed access ProQuest RefWorks after graduation. Make sure you change your status in ProQuest RefWorks. 

You can add multiple citations, more than one citation in one set of brackets, by selecting more than one item with the RefWorks add-in before inserting it into your document. There are two RefWorks add-ins so please follow the instructions for the one you are using.

RefWorks Citation Manager (RCM)

  • Select resources by clicking on the white box next to the title. The citation will be previewed at the top of the RCM panel.
  • You can now select additional items to appear in the same citation.
  • Click Insert on the preview when you have made your selection.
  • The preview is small but you can click edit if you want to see the full citation before you insert it.

Write-n-Cite (WnC)

  • Click Insert Citation >> Insert New, and select your first citation in the Insert/Edit Citation dialogue box.
  • Add multiple citations by clicking on the plus sign (+) next to the Compose Citation section at the bottom of the dialogue box and choosing another citation.
  • If you forget to click + the last selection will be replaced by your next selection.
  • When you are ready, click OK to insert the citation.

Help with exporting database references into ProQuest RefWorks

ProQuest Refworks logo

 

Many databases offer direct export to ProQuest RefWorks. 

Other reference management software

Other reference management software is available and a brief summary follows below. Note: these alternatives are NOT supported at Sheffield Hallam University. Only web based versions can be used on SHU devices.

Mendeley is a free reference manager and academic social network with web-based, desktop and mobile versions. You can sync your library between these different versions and across different computers. It is compatible with Word, OpenOffice, and BibTex.

Help is available from Mendeley: http://www.mendeley.com/getting-started

Zotero is a tool that helps you collect, manage and cite research sources.  It is a free Firefox browser add-on and a standalone program that works with Windows, Mac, or Linux systems. Zotero also works with Chrome and Safari, but note it does not work with Internet Explorer.

Help is available from Zotero: http://www.zotero.org/support/