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RefWorks bibliographic management software support from Stanford University Libraries.
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Instruction & Support

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Science & Engineering Resource Group

Instruction & Support

Bibliographic Management Software

RefWorks | EndNote


About RefWorks | Access at Stanford | Create and Organize Your Own Database | Format Bibliographies and References in Manuscripts | Help and Support

About RefWorks
  • RefWorks ( is a Web-based bibliography and database manager that allows you to create a personal, searchable database of citations. These citations can be formatted into your Microsoft Word documents as footnotes or a custom bibliography.
  • Because it is entirely web-based (i.e. the bibliographic records reside on the web, not on your computer), it gives you access to your bibliographies from Mac, PC, or UNIX, as long as it’s connected to the Internet. To be safe, be sure to back up files.
  • Logging In and Access Details for Stanford ( (pdf).

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Access at Stanford
Account sign-up
  • RefWorks is free for Stanford students, faculty, and staff because the Stanford University Libraries have purchased a campus-wide site license. Sign up for an individual account (
    • You can have as many accounts as you like and there’s no size limitation for an account (server space or number of records).
    • If you want to continue using RefWorks after you leave Stanford, you can set up a personal account for $80/year (vs. $100/year for new personal accounts).
  • To support collaboration, it is possible to share read/write or read-only access to an account.
    • Read/Write Access to an Account
      • If all collaborators are Stanford students, faculty, or staff then no extra steps are needed beyond sharing login information with the group after an account is set up.
      • If some collaborators are at other institutions, then the account administrator will need to contact RefWorks to have a Group Account set up. Collaborators who are not covered by a RefWorks site license will have to establish a personal account.
    • Read-only Access to an Account
      • After creating an account, click on “Update User Info” to add a read-only password.
      • Note that read-only access is a global privilege for an entire account and cannot be limited to a specific folder within an account.
      • Even for read-only access, all users must be either be at site that has a RefWorks license or they must purchase a personal account ($100/year).
  • Authentication is based on IP address plus personal Login Name and Password for each account. Remote or off-campus access is possible by entering Stanford's Group Code (no proxy authentication required) when you log in.
    • The confirmation message you receive after setting up an account will include the Group Code. The Group Code name is confidential and should not be given to others.
    • Login Name and Password information is encrypted.
  • Web Browsers — IE 5.0 or later, Netscape 6.0 or later, and Firefox 1.x or later.
  • Word Processors — Word for Windows 2000 or later; Word for Mac 98 or later. Also, any word processing program which allows you to save your files as RTF.

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Create and Organize Your Own Database

Creating Your Personal Database ( (pdf).

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Format Bibliographies and References in Manuscripts

There are two methods to format references and bibliographies: using “Write-N-Cite” or “One Line / Cite View.” Both methods are described in the pdf Formatting Your Paper ( For annotated bibliographies, see the pdf Creating an Annotated Bibliography (

Using Write-N-Cite

This plugin works with RefWorks and Microsoft Word to format in-text citations and the bibliography. These instructions assume that you have already done a search and have put citations for your manuscript into a RefWorks account.

  1. Download and install Write-N-Cite Plugin from RefWorks (look under the “TOOLS” menu at the top of the page).
  2. Create or open a Microsoft Word document for your manuscript. (Note that Write-N-Cite icon is embedded as a tool within Word.)
  3. Launch Write-N-Cite (double click and enter your user name and password for the account that contains your references).
  4. Put cursor in your Word document where the reference should be inserted. Click Cite next to the reference in the RefWorks screen.
    For FOOTNOTES, use the Microsoft Word footnote formatting feature, inserting references using the steps described above.
  5. Save your Word document.
  6. When you are finished writing your paper, click on Bibliography button within RefWorks.
  7. Select the output format (e.g. MLA, Chicago Style Manual, ACS Journals, etc).
  8. Click on Create Bibliography button.
  9. A new window will open with the re-formatted Word manuscript containing the bibliography. Note: the file name is the same as your original Word document except “Final” has been inserted in front of the file name.
  10. Save and retain both versions of your Word document. If you need to revise your manuscript later, you must do it using the original document, not the final saved version.

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Help and Support
Tutorials and Guides
Workshop Handouts
Workshop Slides

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Last modified: September 1, 2011

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