Reference management training workshop
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Transcript of Reference management training workshop
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A
INTRODUCTION TO REFERENCE MANAGEMENT
SOFTWARE
Organisation is the antidote to overwhelm A UNDP/GEF PAN Project Activity
JOHN MAUREMOOTOO
(PAN PROJECT CTA)
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Training Workshop Objectives
To introduce PAN personnel to:• The use of reference management software for efficient
and effective access to, organisation and retrieval of written material for reports, publications, awareness-raising, etc.
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Who has used reference management software?
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What is the value of using reference management software?
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The tail shouldn’t wag the dog
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What Reference Management Software can do
• Create a references database for easy access to references
• Cite while you write• Create bibliographies• Share references with colleagues
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Reference Management and the PAN KMS
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The PAN Knowledge Management Mission
Our activities are not one-time events so our simple knowledge management system needs to systematically bring together people, processes, technology and governance in a way that to ensure that every time we do something again, we do it better than the last time.
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Four quadrants of knowledge management
Connect
Collect
PushPull
Asking Telling
Searching Publishing
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All of the organisation
Part of the organisation
Part of the system
All of the system
A D
B C
Incremental Approach
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PAN KMS Pilots
1. A PAN GIS system2. A document management system3. An image management system4. Soft KM components and governance
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File Management incl. Renaming PDF/Word Docs
1. Create folders for each year2. Rename files to year – author – subject3. Put files in the appropriate folder
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John’s Reference Filing System
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Create a folder structure and rename files
1. Create folders for each year2. Rename files to year – author – subject3. Put files in the appropriate folder
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Installing Mendeley Desktop
1. Go to https://www.mendeley.com/2. Create a free Mendeley account3. Download Mendeley desktop4. Install Mendeley Desktop5. Launch Mendeley Desktop
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Creation of a references database
1. Install the Mendeley Importer for your browser(s)2. Search on Google or Google Scholar3. Click on the import to Mendeley button
From the web
1. Drag and drop or add file2. Check the accuracy of Mendeley’s automatic field recognition
Manually
1. Type in details in the required fields
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Create a references database
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Tidying up the database
Removing duplicate references
Removing duplicate tags
Consolidating same authors with different initials, etc.
1. Tools2. Check for duplicates
1. In the top left panel, select “All Documents”.2. In the bottom left panel, scroll to the tag you’d like to merge.3. Select the tag name that you want to change and drag it onto
the name that you want to keep.4. Click OK to accept the merge if that’s what you want.
As above but with authors
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Remove duplicate referencesConsolidating author names
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Editing references
Systematically check the reference fields
Editing in Mendeley
Check spelling and formatting
1. Right click on citation(s)2. Copy as formatted citation (ctr+shift+c)3. Paste into MS Word4. Check spelling and formatting
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Insert citations into a Word document
1. In Mendeley click on tools2. Install MS Word Plugin
Install Mendeley Windows Plugin
Cite as you write
1. Open an MS Word document2. Place the cursor to the point where you want to insert the
citation3. Click on the References tab on the Word title bar4. Click on ‘Insert Citation’ in the Mendeley Cite-O-Matic
menu and find the reference from your Mendeley library5. Voilà
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Edit references
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Creating a bibliography
Creating a reference list in Word
By adding a Tag and exporting
1. Open an MS Word document2. Add a references section3. Click on the References tab on the Word title bar4. Click on ‘Insert Bibliography’ in the Mendeley Cite-O-Matic
menu
1. Click on ‘Create folder’2. Create a folder3. Drag and drop reference from library into the folder
By creating a folder
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Edit citationsInsert citations into a Word
document & create a bibliography
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Adding Italics
Do it manually
Use a macro in Word1. Write the italicised text in your titles like this: {{Species name}}2. Insert your references in Word3. Install the Ref_Ital macro4. Run the Ref_Ital macro
Remember to do it when you have finalised your document
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Adding Italics
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Backing up & Restoring
Mendeley automatically syncs to the web
Creating a local backup
1. Click on Help2. Select Create Backup
Restoring from a backup
1. Click on Help2. Select Restore backup
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Sharing your Mendeley References
1. Creating groups in Mendeley
2. Using Zotero to share the Mendeley database
1. Move mouse to the group section on the left hand side of the screen
2. Create group (only free for up to two collaborators)3. Complete the fields
1. Export library as a BibTeX (*.bib) file2. Open Zotero3. File > Import > find exported BibTeX file4. Create a group by clicking on the people icon on the top
left side of the screen5. Follow instructions in Zotero online
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Installing Zotero Standalone
1. Register for your free Zotero account (www.Zotero.org)
2. Click on the Register link in the top right and complete the registration process.
3. Go to www.zotero.org/download/ 4. Click on Download Zotero for Windows5. Follow set up instructions
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Export to ZoteroStrip attachments
Set up a Zotero Group
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Questions and Next steps