refshare

How –to guide for

Step by Step instructions on sharing your references in RefWorks.

Sophie van der WaltEmail: [email protected]: 011 559 2641

mailto:[email protected]

RefShare: A step by step guide to sharing your references

Compiled by Sophie vd Walt 16/9/2008

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What we will cover today:

1. Brief overview of what RefShare is

2. How to share your RefWorks references with:• The whole institution (i.e. UJ)• Privately (i.e. you control who sees your reference)



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Brief Overview

RefShare allows you to share your references, folders or whole RefWorks account with:

• all RefWorks users @ UJ

• privately with other RefWorks users

RefShare users have the ability to allow:

• Exporting

• Printing

• generating a list of references

• and even using custom output styles at the folder or database level.

Existing RefWorks users can export from a RefShared database or folder directly into their own RefWorks database.



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Brief Overview

There are three types of RefShare users:

• the User who initiates the sharing of his/her references

• The Recipient who can access the shared folders or databases via a link send to him/her

• The user who can access the Shared Area Page created by the institution where all public folder lie

Why would I share my references publically?

• If you are a lecturer and want to supply your students with a reading list with the full text of many documents **

• Students sharing references while working in a group

• Researchers whishing to share references when working collaboratively within UJ or across institutions

** (Due to copyright laws and licensing agreements, access to full text material is restricted to UJ staff and students)



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You can share your references in two ways:

1. From the FOLDER Option

2. From the TOOLS area

Sharing your references

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Lets share references!

Click on Tools and then Share References



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The Sharing page is where you initiate a database or folder share.

You can share:1. a folder by clicking on the Share

Folder button next to the name of the folder you want to share...

2. your entire database by clicking the Share Entire Database button.

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Lets share a folder ….

Click on the Share Folder button next to the folder you want to share



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Shows you all your shared

folders

Shows you statistics of your shared

folders



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This is the URL used to share

folders



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You can set permissions for your folder, allowing others to:

1. Export, print or generate a bibliography from your folder

2. Set the number of references to be exported/printed/included in a bibliography

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3. You can allow users to comment on references and

4. opt to receive emails when a comment has been posted

5. You can also choose to share file attachments

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6. You can also turn a folder or database into an RSS feed

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7. You must select at least one Output Style.Remember to tick University of Johannesburg Specific to use our version of Harvard

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88. Give your file a name and add relevant information



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9. You can include your shared folder in the UJ shared area or pick a category from the drop down list

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Once you have shared a folder new buttons appear:

1. Remove Share – to unshare a folder2. Options – to change the settings of a

folder3. Statistics – allows you to see how many

hits your folder has had over time4. Globe icon on the folder indicates the

folder is shared

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View the Shared Area

To view the Shared Area click on View > RefWorks Shared Area



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You will see:

1. The category the file is shared under

2. The title given to the folder by a user

3. The description given to the folder by a user

4. The URL of the file



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To view the articles in the folder click on the title



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In a shared folder/database you have some familiar RefWorks features

Depending on the permission granted by the folder creator you can:

1. Add to My List

2. Print

3. Export

4. Create a Bibliography

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How do I share a folder/database, but not show it to everyone at UJ?

Sometimes you may not want share your folder or database with everyone at UJ, but opt to share it with a select few.

Then you would not tick the box next to Include in University of Johannesburg’s shared area

Proceed to save the folder as normally (without ticking anything in the Reference Sharing box

Picture copyright: spekulator

http://www.sxc.hu/profile/spekulator



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Your folder/database will still have a URL you can share and email to whomever you want

but it will not be listed in the Shared Area of UJ’s RefShare:



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When you click on Email URL:

You can send it to multiple recipients and add a personlised message as well



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Your recipient will receive an email with the URL to your shared folder:



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When they click on the link the shared folder will open up:

Again, depending on the permission granted you can:

1. Add to My List

2. Print

3. Export

4. Create a Bibliography

If you need any further help, please click on HELP while in RefShare. Alternatively you can

contact me on 011 559 2641 or [email protected]

mailto:[email protected]

refshare

Technology

folder share

folder statistics

public folder

folder options

folder creator

theshare folder buttonnext

shared folders

uj shared area