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RefWorks Creating An Output Syle

Slide 1 Slide 2 Text Captions: RefWorks has thousands of output styles for you to use, Text Captions: Before you can begin creating your style in RefWorks, however, there may be times when you need to create your own output you need to locate the Instructions to Authors for the journal or style. style or modify one of ours. These instructions can usually be found on the internet at the Journal or This module will show you how to create an output style from start to Publisher's website. finish. Here are some common names on websites for instructions:

- Manuscript Submissions - Author Information - Instuctions to Authors - For Authors - Author's Guide

Slide 3 Slide 4 Text Captions: We suggest through the instructions first -- as the information you will need to build your output style may be located - how the author names should display and how many names throughout the instructions (and not all in one place!). should appear in the in-text or footnotes Information to look for in the instructions includes: - the ordering of the bibliography -- numbered or alphabetical - line spacing for your bibliography (it may be different than the line are the most common spacing for your document!) - sample references to use to create the bibliography entries - the location of the bibliography (should it start on a new page or be for various reference types placed immediately at the end of your document?) Having all this information before you start will save you time while - is there a specific heading for the bibliography page creating your output style! - what type of citations should be used (in-text, footnotes or both) Once you have everything you need, you can begin putting all the - "pieces" together....

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Text Captions: To create a new output style you will use the Output Style Editor located in the Bibliography area of RefWorks.

Slide 7 Slide 8 Text Captions: Click the New button to open the Output Style Editor... Text Captions: The Output Style Editor opens in a new window (which

we will maximize).

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Text Captions: The first thing to do is give your style a name...

Slide 11 Slide 12 Text Captions: You can include a link to the Author Instructions here if you wish... Now it is time to start building the output style. The first thing to consider is what type of citations (in-text or footnote or both) does your style require. Or add any comments about the style here... By default, the Output Style Editor opens assuming your style will have In-Text Citations and a Bibliography. If you want your style to have footnotes and endnotes (instead of in-text citations and a bibliography), or in-text citations AND footnotes and a bibliography, you make your selection from the Type drop- down.

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Slide 13 Slide 14 Text Captions: See how a third tab is added when we change our Text Captions: The style we are creating requires In-Text Citations and Citation Type? If you were to choose Notes Only from the Citation a Bibliography, so let's change the Citation Type back to the default.

Type drop-down then the Bibliography and Notes tabs display (without the In-Text Citation tab).

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Text Captions: Now we can start building our output style... Output Styles are made up of: formats and settings . Formats are the definitions you create for specific reference types. Formats are "defined" by determining exactly which fields of information are used, the order of the fields, as well as any punctuation, spacing and text attributes for every reference type you need to have for your final output (i.e., a , a journal, a web page, a dissertation, etc.). These defined formats are what RefWorks uses when it places the formatted information into your paper. Settings are overall commands or options that apply to the Citations and Bibliography like line spacing, headings, sort order, etc. Let's take a look at our Author Instructions to see what our Settings should be....

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Slide 17 Slide 18 Text Captions: Click on the Bibliography Settings button to start... Text Captions: The first thing we notice is that the instructions say that the: - references should be listed alphabetically by author - references should be listed at the end of the manuscript - reference list should be titled "References" - manuscript, including references, should be double spaced. We will go back to the Output Style Editor and start adding our Bibliography Settings...

Slide 19 Slide 20 Text Captions: You'll see the Settings options display in this main area. Text Captions: There are many choices that have main sorting and At the top of the Bibliography Settings area, there are some commands secondary sorting (like All Authors & Title). These secondary sorts are you can use to include carriage returns or tabs. You would include important especially when you have references in your bibliography these codes in the fields below if you wanted them applied in your written by the same authors. The RefWorks online help has detailed bibliography. For this style, we do not need to use the codes. explanations of the different bibliography sort options -- check the on Modifying the Bibliography Format. Before we continue, this is a good time to mention that not all Author Instructions are created equal. Some instructions give a lot of detail Our instructions only said to print the bibliography by author. and examples, others give very little. If you are ever in doubt about In this situation, either contact the editors, or look at a sample article what the publication requires, contact the editor. from the publication and try to figure out the secondary sort. For our The first setting is for the overall sorting of the bibliography. The example, we'll use Title as the secondary sort. instructions said to sort alphabetically by author...

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Text Captions: The next Bibliography Setting option is the Reference List Title. This is the header that will appear on your bibliography. Our instructions said to title the section "References".

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Text Captions: If this bibliography were supposed to be a numbered list, we would check that option and include any punctuation or spacing for the numbered list here. Since our list is alphabetical, these options do not apply to our style. Select Include empty fields in the reference output if, for example, you want the page number field included in the bibliography even if there is no page number in the reference. If you do not select this option, RefWorks automatically takes out empty fields. Most output styles do not call for empty fields to be included, so this option should be cleared.

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Slide 25 Slide 26 Text Captions: Under Indent Setting select the appropriate indent. Text Captions: Select Apply APA Rules for Electronic Source field inclusion if your style should follow the APA guidelines that require Select Normal if the first line of each reference should be indented, Hanging if all lines except the first should be indented or None. inclusion of a Digital Object Identifier (DOI) if available, in the bibliography (See the help file for details and exceptions to this rule).

Slide 27 Slide 28 Text Captions: Under Line Spacing, select the spacing to apply to all lines within the reference. Your choices are Single, Double, or Triple. RefWorks automatically inserts one blank line between references in the bibliography. Our instructions said to have the bibliography double-spaced...

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Text Captions: Make the appropriate selection from the drop-down box for consecutive works by the same author. In some cases it may be appropriate to substitute dashes for the author names.

Slide 31 Slide 32 Text Captions: Enter the appropriate Precede with and Follow with Text Captions: Let's save what we have done so far by clicking on the characters for each reference. In our example, each reference in the Save button at the top. bibliography has a period at the end. We can include that here.

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Slide 35 Slide 36 Text Captions: A confirmation message appears and our style name is now displayed in red in the drop-down list. Now we can move on to our In-Text Citation settings. Click on the In- Text Citation tab followed by the Citation Settings button...

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Slide 39 Slide 40 Text Captions: We need to go back to our instructions to see how the Text Captions: Here is the information about the in-text citations. Our In-Text Citations should appear. citations need to have parentheses surrounding them, as well as the

author name and publication year.

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Text Captions: For the Author-Date in-text citations, we need parentheses before and after. RefWorks includes these by default. If a style needed brackets or something else, you would change that here. RefWorks automatically appends in-text citations that have the same authors and same publication year with an a, b, or c, etc., to make each citation unique. However, there is additional special handling required by the APA style that can also be applied by selecting this option (details are available in the RefWorks help section on Modifying the In-Text Citation).

Slide 43 Slide 44 Text Captions: Leave this option set to None to use the RefWorks default handling. Enter the punctuation to be used between in-text citations that are cited together (usually a comma or semi-colon). RefWorks provides a comma by default and that is what our instructions say to use. Apply any text-attributes to the in-text citation here (these options apply to author-date as well as numeric in-text citations). If the output style requires numeric in-text citations, simply check this option and if required, include a separator to be used when citing multiple citations in order (for example, if you were citing references 10 thru 14 would be indicated by 10-14 in-text). Lastly, we will select the Citation Sort Order. Citation sort order is used when citing more than one work in the same in-text citation. If the in- text citations are numeric, Citation Order is usually selected. Author- date in-text citations may have other requirements.

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Text Captions: For this example, we will use Citation Order (which means the in-text citations will print in the order we added them to our paper). We are done with the in-text and bibliography settings. The Notes settings are similar to the bibliography settings, but include some special handling for repeated footnotes. See the online help section on Modifying the Notes Formatting if your style requires footnotes. Let's save our style again and then we can move on to defining the Formats.

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Text Captions: In-text citations that are numeric, do not require format definitions, however, an author-date citation does, so we will create that before we go on to our bibliography formats. For the majority of in-text citations, you only need to create or define one format -- the Generic reference type -- which you select from the Reference Type drop-down. At a minimum, the Generic reference type must be defined. If you do not define it for your in-text citations, you will get an error when you process your paper.

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Text Captions: Once you have selected the reference type, it is time to add the fields to be included -- in the order you want them to print. Since our in-text citation is Author followed by Date, we will select the Author field and move it from the Fields for this type column, into the Field Order column.

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Slide 55 Slide 56 Text Captions: Then we will move the Pub Year field for our date.

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Text Captions: Notice that a sample or preview is displayed at the bottom of the editor. This allows you to see the formatting, spacing and punctuation. We populate it with sample data and as you make changes or add and remove fields, the preview will change. You can also click on the Update button after you make changes to refresh the preview. Now that we have the fields we want in the order we want, we will start to further define each field in the Field Settings area. To do this, we click on the field name in the Field Order column. The Field Settings appear on the right side of the screen.

Slide 59 Slide 60 Text Captions: Every field available has a Field Comments section. Text Captions: The Include Field options are: This is where you can enter any information that would be helpful to the users who will use the output style. Comments appear when using - Always (which means this field will always print no matter what the RefWorks' AccuCite feature available when entering a new reference or Source Type field is set to). an existing reference. - Only if Reference Source Type is Print (meaning the information in The first Field Setting instructs RefWorks when to use the data in this this field will not print if the Source Type is Electronic). field. This Field Setting appears for every field and allows you to control what information prints in your bibliography when citing - Only if Reference Source Type is Electronic (the information will not electronic information versus print information. There are three options print if the Source Type field is Print. This is a good option to use when and these options are linked to the Source Type field in every working with electronic information like a DOI, URL or Links to other reference. information which might be stored in your actual reference in RefWorks, but should not be included in the bibliography because you are citing the print version). For our in-text citation, we want the author field to print Always.

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Slide 61 Slide 62 Text Captions: For the in-text citation we don't need to apply any text Text Captions: Next, we need to determine how many authors names attributes... are printed in the in-text citation and how we want those names to We do not need any punctuation between the author name and the pub appear... year, but we do need a space, so we will use the Follow with field to Our instructions indicate that we should show no more than 2 names add a blank space.... and if there are more than 2 authors, to use the first author followed by

", et al." So we will make the changes in the first area of Author Settings...

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Slide 67 Slide 68 Text Captions: The ", et al" is included by default -- we just need to add a period at the end of it. The next option is for text attributes, which we do not need for our in-text citation. The next area pertains to references that do not have any authors. You have two choices -- to substitute the title where the author name would appear, or to use a different word (like Anonymous) to indicate the author. Our instructions say to use "Unknown" when there is no author, so we will change the default Anonymous...

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Text Captions: Our instructions say if there are two author names, to use "and" in between, so we will use the default Separator options. Next, we need to determine how the author names will print. Names are separated into two groups -- First Author and Other Authors. Some output styles require a different handling for the first author name from the rest. In our example, we need to use only the last name for all authors.

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Text Captions: When Last is selected, the Initial drop-down does not have to be selected -- RefWorks will only print the last name. There are also case setting options for the author names, which we do not need for our in -text citations.

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Text Captions: There are also options to include wording or punctuation after the author names. We do not need this for the in-text citation. Let's preview our changes, save our formatting and move on to our Pub Year field...

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Text Captions: For the Pub Year field, we don't need to do much -- we want it to always print, so we will leave the Include Field as is, all we need to do is insert a blank space to print between the authors and the pub year, so we will put the space in the Precede with area.

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Text Captions: Let's check the preview again and if it looks OK, we will save the style and we can move on to our Bibliography formatting.

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Text Captions: Great! We are ready to move on to the last part -- the Bibliography formatting. This is where we look at the examples provided in the Author Instructions and then define the appropriate reference types so our bibliography will print correctly. Let's take another look at our instructions...

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Slide 85 Slide 86 Text Captions: When creating an output style, we recommend defining Text Captions: Click on the Bibliography tab...

the style for all the examples given in the instructions, however, you should -- at a minimum -- define the style for the reference types that are in your database, PLUS you MUST define a Generic reference type. The first group of examples is for Journal Articles. Look at the examples and make note of the order of the fields. After we add the fields, we will come back and look at the formatting... The Generic reference type is what is used if your have a reference type that is NOT defined in your style. It is really a "default". So, if you are citing a Map, and there is no Map reference type example or definition for your style, the Generic reference type will be used and at least you will have something for your bibliography.

Slide 87 Slide 88 Text Captions: Next, we will select the reference type we are defining from the drop-down.

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Text Captions: Now we start adding the fields in the order we want them. Add them just like we did for the in-text citation...by moving them from the Fields for this type column to the Output Field Order column.

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Text Captions: Notice that as soon as we start adding fields to the Output Field Order, the reference type changes and says "[defined]" next to it. This makes it easy to know exactly which reference types have been set up for bibliography formatting when you look at the reference type drop-down in the editor.

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Text Captions: We have added all the fields we need, in the order we want them. Now it is time to go back to each field and apply formatting. We will start with the Author field. If we wanted to change the order or remove a field from the Output Field Order column, we would select the field and use these buttons...

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Text Captions: Let's double check our instructions...

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Slide 109 Slide 110 Text Captions: Looking at the author names, we see that the first author Text Captions: The first thing to determine is when we want the Author is listed last name, then first name and middle initial, or just first and field to print. We want it to print Always...

middle initials with no space in between. The subsequent authors names are listed the opposite way -- the first and middle initials followed by the last name. It also looks like they list all the authors (based on the Book example). We recommend looking at all examples included in the instructions to verify formatting for specific fields.

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Text Captions: We don't need text attributes and we will include punctuation for this field later...so now we will tell RefWorks that we want to use ALL author names.

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Slide 113 Slide 114 Text Captions: The next option is to decide what to print if there is no Text Captions: We need to indicate what punctuation or wording to use author. Our instructions do not say and there are no examples, so we in between the author names. Our examples used commas in between would contact the editor. In this case, we will use the Title of the article all names, regardless of how many names were listed...

if there is no author...

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Slide 117 Slide 118 Text Captions: Finally, we will establish the formatting of the names and Text Captions: The first author name is to be listed last name, first initial add punctuation at the end of the author field. and middle initial with no spaces and periods between the initials. We

need to first choose the overall name format and then select the first and middle. We need to pay attention to the spacing and punctuation that follows after the last name as well.

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Text Captions: The other author names are to be listed first initial, middle initial then last name (with periods and no spacing between the first and middle initials). So, we can leave the default Name setting and just modify the Initial setting.

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Text Captions: We'll scroll down and establish punctuation to appear at the end of the author listing. If there is only one author, we do not need to add a period (which is included by default), since the first author name will end in an initial with a period already. We can remove the default period.

Slide 127 Slide 128 Text Captions: If there is more than one author name listed, we will need to include a period and a space (again, the default). We'll click on the preview button to check the sample author names to see if they are formatted correctly.

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Slide 129 Slide 130 Text Captions: This looks perfect. Now we can move on to the next Text Captions: Looking back at the instructions, we can see that the field. Pub Year is followed by a period and a space. While we are here, we

will also look at the article title. It ends with a period and is using Sentence Casing (only the first word in the article title is capitalized).

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Text Captions: We want the Pub Year to always print so we will leave the default option. There are no text attributes, so all we need to do is add a period and a space at the end.

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Slide 133 Slide 134 Text Captions: On to the title field... Text Captions: Again, we want the title to always print and there are no

text attributes needed. We do need a period and a space at the end of the title, so we've added it to the Follow with box. There are several casing options. Our examples showed Sentence Case, however, depending on the references in your database, you may want to select "None" instead of the Sentence Case option. RefWorks cannot distinguish a proper noun from any other word, so if you have journal article titles that include geographic names or biological species, for example, these would not be capitalized if we select any of the other options. Choosing None as an option will print the title exactly as it is cased in your RefWorks account.

Slide 135 Slide 136 Text Captions: For this example, we will use the Sentence Case option. Let's update our Preview and move on to the next field.

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Slide 137 Slide 138 Text Captions: We will go back to our instructions... Text Captions: And we will look at the rest of the fields...

The periodical names are abbreviated. And there is a space and a period between the abbreviated words, as well as a period and a space between the entire periodical name and the field. The volume field is bolded and it is immediately followed by the issue number in parentheses without any space between volume and issue. Finally, we have the page numbers. It lists the start and end pages and there is a space between the issue and the page numbers. The entire reference ends with a period.

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Slide 141 Slide 142 Text Captions: We want the periodical name to always print and in this Text Captions: We also want a period and a space after the periodical case, it is to be italicized, so we will select that option. name...

Slide 143 Slide 144 Text Captions: We will leave the case setting as None, however, we do Text Captions: There are several options to choose from. If we need to establish the format for the periodical name. Our instructions selected Abbreviated only, any references in our RefWorks database want abbreviated. that do not have the abbreviated field populated, would not print a

periodical name, so we recommend selecting the first option -- Abbreviated if present, otherwise full. That way, even if we don't have an abbreviated periodical name, at least the full periodical name will print in the bibliography (assuming the Periodical, Full field in a reference has data in it).

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Text Captions: Finally, we need to include punctuation and spacing that goes in between the abbreviated words in the periodical name. Our example shows a period and a space so we will enter that here and then check our preview.

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Slide 149 Slide 150 Text Captions: The volume field should always be included and it needs Text Captions: We do not need a numeric suffix. Generally this option to be printed in bold, so we will select that option. We won't add any is used for the field (for example if you are citing a 2nd edition of punctuation, since the issue field is printed immediately after the a book, the number 2 is in the database field and the output style would volume number. add the "nd" and the word "edition" which would be included in the

follows with field).

Slide 151 Slide 152 Text Captions: We will check the preview and move on to the Issue field...

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Text Captions: The Issue field should also always print and we do not need text attributes, but we do need to put parentheses around the field.

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Text Captions: There is a space after the issue and before the page numbers, however, we are not going to include it here. We will include it with the page number field and we'll explain why shortly...

Slide 159 Slide 160 For the page number, it should always print and there are no text Text Captions: Lastly, we need to establish the Page Range Setting. attributes. We are going to include a space so that it prints before the Some instructions may require just the start page. Some want the start page numbers. Why didn't we put it with the Issue field? Because and end page numbers. Our instructions want both and they want a full some journals may not have issue information and in our bibliography end page (as opposed to an abbreviated end page which would look settings (which we set up way back at the beginning of this module) we like this "134-7" for pages 134 through 137). told RefWorks to exclude fields that have no data in them. So, if a journal article reference in your database did not have any issue information, the punctuation and spacing included for the issue field would not print. Then we would end up with the page numbers immediately following the volume information -- with no spacing in between. That would not be correct. By including the space with the page information, it will always print (as long as you have page numbers in your data!). This really means (and this is very important!) that you should always run some test bibliographies and see how punctuation and spacing appear using your actual references. There may be times when you need to move punctuation and spacing to a field immediately before or after, depending on any data you have (or do not have) in your references.

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Text Captions: Let's look at one last preview and then we can save our work.

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Slide 165 Slide 166 Text Captions: Congratulations! You have made it through all the major Text Captions: The first important thing to know is that once you define parts of creating an output style. a reference type, you can copy that reference type to another. For What would happen next is that we would "define" all the reference type example, if we needed to define a Magazine Article, simply copy the examples in the instructions. In order to keep this module short (maybe Journal Article fields (using the Copy Fields From option that appears shorter is the better term!) we will not go through each reference type, after you have defined the first reference type) and then make any however there are a few tips and things you need to know.... modifications.

This saves you time, however, it's always best to copy from a similar reference type - like copying from a book, whole to a book, edited. Copying fields from a journal article to a book, whole may not be give you all the fields you need, so use the Copy Fields From option carefully and make sure to add or remove any fields not needed for a specific reference type. We'll demonstrate the copy option...

Slide 167 Slide 168 Text Captions: First, select the reference type you want to define... Text Captions: Then, select the reference type you want to copy the

fields from. In this example, we only have Journal Article, but the copy fields from drop-down is updated each time you "define" a new reference type, so eventually all the defined types are available to copy from.

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Text Captions: Then we can modify any of the field settings or add/remove fields.

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Text Captions: The second important item to remember is that a Generic reference type must be defined for your style. We suggest copying either a journal article or a book, whole defined reference type as the Generic (use the copy fields from option). Remember, the Generic reference type is used when you have a reference in your RefWorks database that does not have a defined type in your output style.

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Text Captions: Keep saving your work as you go along... And the final thing to remember is that there is detailed information on the fields, formats and settings in the help file. Just go to the section on Customizing an Output Style to find more details. You can also contact RefWorks Technical Services if you have any questions at [email protected].

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