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Basic RefWorks - Sharing and Collaborating

Working with others on projects can be facilitated by sharing RefWorks resources. There is a subscription based method for sharing content. The methods described below are free to use with Kent State's RefWorks access.

A. Create a Read­-Only Password

Read‐only access allows you to share your database with others on a limited basis. They can search, view, print references, and create bibliographies in your account, but NOT add, edit, or delete records or create/change folders.

1. Log in to your RefWorks account.

2. From the Tools menu, select Update User Information.

3. Type a read‐only password and click Update. (Be sure the read‐only password is not the same as your original password.

4. With your log‐in name and the read‐only password, users will be allowed access to your databases in read‐only mode.

5. The user can tell they are in read‐only mode by looking in the top right corner of the screen; it reads "Read‐only."

NOTE: Users with read‐only access will be able to view your entire RefWorks database. You cannot limit their access to certain folders.

B. Share your Log­In Information

You can share your log‐in name and password with any other registered RefWorks users at Kent State. By sharing your log‐in information, you grant others FULL ACCESS to your account. If you want to others to have the ability to edit your data but keep a clean copy of your database, you could create a separate RefWorks account.

C. Create Multiple RefWorks Accounts

RefWorks does not limit the number of accounts you can set up, allowing you to create multiple accounts that you can share with different audiences. Much like sharing your log‐in information, creating multiple RefWorks accounts and sharing those log‐in details allows others FULL access to the account. You can move records between accounts using the Export option (select the RefWorks Tagged Format) and then importing using the RefWorks Tagged Format import filter.


Export References

1. Log‐in to your RefWorks account.

2. Select the references you want to export and add them to My List. (Or, if your references are already in a folder or you want to export your entire database, you can skip this step.)

3. Select References | Export.

4. Choose All References, My List, or a specific Folder to export.

5. Select RefWorks Tagged Format and click Export to Text File.

6. You will be prompted to save a .txt file to your computer.

Import References

1. Log‐in to your RefWorks account.

2. Select References | Import.

3. Select RefWorks Tagged Format as the data source.

4. Click the Browse button and locate the .txt file you wish to import.

5. Click Import.

6. The references will appear in the Last Imported Folder.

NOTE: RefID numbers are NOT transferred when exporting or importing. Any references imported from one RefWorks account to another, will be assigned new RefIDs according to the numbering in each account.