Refworks Bibliography Word Crossword

Write-N-Cite 4 Advanced Features, Preference and Other Options

Advanced Features

Preferences and Other Options

Advanced Features

Once you’ve mastered the basics of Write-N-Cite, you may wish to take advantage of some of the advanced features available like editing citation and temporarily modifying a bibliography format.

• Editing Citations

• Switching between Notes and In-Text styles

• Custom Bibliography Formatting

Editing Citations

You can edit citations or footnotes to:

  • hide the publication year in the citation

  • hide the author name in the citation

  • add text before the citation (prefix)

  • add text after the citation (suffix)

  • hide the entire citation and only have the bibliography entry

  • hide page numbers (suppress pages)

  • add page numbers (override pages)

  • change the citation ordering

Note: Some editing options are dependent on your Output Style.  For example adding or hiding page numbers works ONLY if your Output Style has page numbers in the in-text citation or footnote, otherwise the options will be unavailable.


To change the ordering of the references in a citation, use the up or down arrow buttons.  This only applies to Output Styles that use first-cited order.  For styles that use alphabetical or other sorting, click the Override Default Ordering check box.


To edit a citation already inserted in your paper, double-click on the citation in Word or right-mouse click on the selected citation and select the item from the context menu. The Insert/Edit Citation box will appear and you can make your modifications.



Switching between Notes and In-Text styles

Write-N-Cite keeps track of your notes and in-text citations when changing styles.  If you change from a notes style, like Chicago, to an in-text only style like APA, your footnotes will be pulled up into the document, formatted as in-text citations and merged with any adjacent citations.  The opposite also works when switching from an in-text style to a notes style.  

For styles that accept either notes or in-text citations, Write-N-Cite will keep track of the original location of a citation and return it to the appropriate place as your Output Style changes.

Custom Bibliography Formatting

Write-N-Cite allows you to modify or override the bibliography formatting of the output style you have selected.   Modifications do not permanently change the output style; they only apply to the specific paper you have formatted.  Modifications include:

  • overall bibliography sort order
  • how the bibliography is numbered or ordered
  • line spacing and indentation
  • margins

Note:  You must select the Output Style and insert the bibliography into your paper before you can modify the formatting.  You will be prompted to make sure that you want to override the expectations of your Output Style.

To modify bibliography formatting:

1.  Click on the “Click here to unlock style” link at the bottom of the formatting box.

2. Make any changes to the sort, ordering, margins and spacing.

3. Click OK when finished.

Tip: If you leave the Format Bibliography window with the lock icon unlocked, your customizations will change when you change Output Styles.  Re-lock this form to maintain your customizations as you change styles


Preferences and Other Options

Sync My Database

Each time you launch Write-N-Cite, it will download any new or edited references and output styles.  Should you add data to your RefWorks account while you are working on a paper, your changes will become available as you work.  If you feel that your changes haven’t yet arrived you may wish to request that Write-N-Cite syncs with your RefWorks database.

To sync your database:

1. Click the RefWorks tab from the Word ribbon.

2. Click Sync My Database.  

Remove Field Codes

Write-N-Cite stores codes within your MS Word Documents to represent your references and bibliography.  Some publishers prefer a version of your document without the coding.  Use the Remove Field Codes option to remove all hidden coding inserted by Write-N-Cite.

Before you start this process -- we strongly recommend you save a copy of your document with a different name, as this option removes all field codes from your document and documents without field codes cannot be updated or reformatted with RefWorks.


Reapply Output Style – re-runs formatting for citations, notes and bibliographies as defined by the Output Style and any customizations you have made.  This is useful when working with Master and Sub documents that have different styles.


Write-N-Cite Preferences (switch accounts, log out, folder auto-sync, import MS Office references, convert ad document created with a previos verison of WNC, and language preferences)


Log In/Log Out - Should you choose to log out of WNC (which is not necessary on your own personal computer), click the Log Out button.  The next time you launch WNC, you will need to log in.

Switch Accounts - If you are accessing WNC from a library or public computer, click the Switch Accounts button to log in to your own personal RefWorks account.

Maintain Autosync Folders – This option, enabled by default, will create a sub-folder named after your document in your RefWorks account and place copies of the references you used in that folder for easy access (your references remain in any other folders they were stored in).   These new folders will appear under the top-level Documents folder.  In this example, the paper is saved with the name “Progeria”.  You can disable the folder auto-sync from Preferences or directly from the Settings area.

Import Microsoft Office References – If you have used the MS Office feature that allows you to enter and store references in Word, you can import those directly into your RefWorks account (and WNC).  

Convert From Previous Versions of Write-N-Cite - Write-N-Cite will automatically convert documents created with Write-N-Cite III.  For unformatted documents created in Write-N-Cite 2, you can manually convert them

1. Open your document and click on the RefWorks tab in the Word ribbon.

2. Click on the Preferences area.

3. Click Convert.

4. Save your converted document. Conversions cannot be undone once you’ve saved your document.

Language Preferences – allows you to change the display language for WNC to any of our current language offerings.


Working With Write-N-Cite for Windows III

(released May 2008)


Write-N-Cite is a utility that allows users (who meet the compatibility requirements below) to run an abbreviated version of RefWorks in their word processor. This version of RefWorks displays Author, Title, and Year Only, with a full view option available if needed.

With Write-N-Cite, you can cite references in a manuscript with the click of a button. The abbreviated version can be set to Always on top so that it stays in place as you are typing your manuscript and generating your bibliography. The utility installs a Write-N-Cite button on your desktop as well as an Add-in to your Word toolbar (Windows users only) and a menu option in Word, under Tools for launching Write-N-Cite.

Write-N-Cite for Windows III also allows you to work on a paper and format a bibliography offline -- no internet connection needed.  For information on working offline, click here.

There are two versions of Write-N-Cite for Windows.  

Click here for information on Write-N-Cite for Windows v. 2.  This older version uses a two-document format (draft and final).

Information on Write-N-Cite III for Windows is listed below.  This version features single document formatting, Word 2007 and MS VISTA compatibility and offline capabilities.

The functionality below applies to both online and offline usage of Write-N-Cite III. For information on using Write-N-Cite III for Windows offline, click here.


Write-N-Cite III for Windows Compatibility and System Requirements

Operating System

  • Windows XP or later (including VISTA and Windows 7)

  • 64 MB of RAM

  • 1.5 MB of available hard-disk space

  • Internet connectivity

 Browser Requirement

  • Internet Explorer 6 or higher


  • Write-N-Cite III is compatible with Microsoft® Word 2003 or later.

Click here to download Write-N-Cite or select Tools, Write-N-Cite from the RefWorks toolbar.

Using Write-N-Cite III for Windows from Off-Site

For organizations not using the Group Code, but allowing users to access the RefWorks subscription through a proxy server, users must load the WNC Proxy Configuration Utility.

After running the utility, when you launch Write-N-Cite you will be directed to the organization's proxy server to login rather than going directly to RefWorks. For information on logging into the proxy and accessing RefWorks from within your organization's site, please contact your librarian.

1. From the Windows Start Menu select Programs and RefWorks.

2. Select the WNC Proxy Configuration Utility and right-mouse click on it (do not double click it) and click on Run As

3. Select The following user: radio button

4. Select Administrator in the User Name drop-down

5. Click OK.

6. Go back to the Windows Start Menu and select Programs and RefWorks.

7. Select the WNC Proxy Configuration Utility.  

8. Enter the Proxy Server URL followed by url=https:// Refworks/? WNC=true. Check with your librarian for the proper URL for your Institution's proxy server.

 (For example only: http:// url=https:// Refworks/? WNC=true)

Note:  If you are using Innovative Interfaces 2005 LE Millennium Version, you must use this configuration: Refworks/? WNC=true

 9.  Click OK.


To do this, go to the Start menu and location the Menu option of the WNC proxy server configuration utility.   When you located it, right mouse click and select “Run as Administrator”.  When Vista UAC prompts you, say that you want to allow the application to run.


Getting Started with Write-N-Cite III

1. Launch Write-N-Cite for Windows from within Word by clicking the toolbar button  or by selecting Write-N-Cite from the Tools menu. You can also launch the program from the Write-N-Cite icon on your desktop or by clicking the Start menu and selecting RefWorks from All Programs. If you launch the program from the desktop icon, it automatically opens a copy of Word.  

2. When the login dialog box appears, enter your user name and password and click Login.

3. Click the box next to Always on Top to keep Write-N-Cite III on top of all other programs including Word. Also, notice that the name of the Word document that is active in RefWorks is written next to MS Word Status.

4. Write-N-Cite III provides only the essential items to allow more viewing area for your references.

    • Search -  You can use the Search RefWorks feature and author hyperlinks to search through references.

    • View - From the View menu you can select to view All references or view by Folder; you cannot create or edit folders.

    • Bibliography – Where you go when you are ready to format your in-text citations and/or footnotes and generate your bibliography.

    • Tools – Provides various conversion and unformatting options:

- Convert to WNC III Document:  Takes a document created with a previous version of Write-N-Cite and adds the Microsoft Word field codes to make it compatible with Write-N-Cite III (beta).

- Display Unformatted Citations:  Changes formatted in-text citations and/or footnotes and reverts them to temporary citation placeholders. The bibliography and endnote formatting remains displayed in the document. This does not remove field codes.

- Revert to WNC v.2 Document:  Takes a WNC III document and removes all field codes and replaces them with traditional temporary citation placeholders.  Also removes bibliography and endnote formatting.  This feature is useful if you want to share your unformatted document with a Mac WNC users or with a Windows WNC v.2 user.

If you want to format your bibliography directly from the RefWorks Bibliography area, you must revert your document to this format.

- Create/Update Offline Database: Allows you to download a copy of your RefWorks account for offline use.   Works only when you are online and logged into Write-N-Cite III for Windows.  

-  Remove Field Codes:  This tool removes all coding from your document when you are ready to submit.

Before you start this process -- we strongly recommend you save a copy of your document with a different name, as this option removes all field codes from your document and documents without field codes cannot be updated or reformatted with RefWorks.

- Language:  Allows you to change the language of the WNC III interface.

  • Help – Access to the RefWorks online help section on Using Write-N-Cite III

  • Sort - You can also sort the reference list by selecting a sort option from the Sort by list.

  • View Link – allows you to see the full reference

  • Edit Citation Link – Launches the Citation Editor where you can modify in-text citations or footnotes by adding text, suppressing information, changing citation order in multiple citations or deleting a placeholder from your paper.

Note:  To delete temporary citation placeholders from your paper you MUST use the Remove option from within the Citation Editor.  This is the only way to fully remove the coding stored in MS Word.

You may have the full version of RefWorks open at the same time you have Write-N-Cite open. If you make edits in RefWorks be sure to refresh Write-N-Cite (which you can do by changing the view) to reflect the edits.


Citing References

1. From your Word Processor, click the insertion point (the point where you want the reference inserted).

2 .Switch to Write-N-Cite III and click the Cite link next to the correct reference.

Write-N-Cite III automatically inserts the opening and closing curly brackets as well as the Ref ID, Author Last Name and Year.  This is called aTemporary Citation Placeholderand it is what RefWorks reads when formatting your paper.  It is not what your final citation will look like.

3. If you want to modify or remove information that will appear in the formatted citation, click on the Edit Citation link in the upper right-hand corner of the Write-N-Cite window.  

  • Note:  You cannot manually modify in-text citations in your document by using Switches in Write-N-Cite III (Write-N-Cite v.2 users may use the manual method of inserting switches to modify citations).  You must use the Citation Editor to make changes.

4. To cite a second reference in the same location, click the Cite link for the second reference. The reference information is automatically inserted in the same set of curly brackets.

Editing Citations

The Edit Citation link launches the Citation editor which allows you to:

- preview your reference (and any modifications you make) in an output style of your choice

- modify how your citation will appear in-text or in a footnote by

  • suppressing (hiding) entire citation

  • suppress (hiding) the author

  • suppress (hiding) the year

  • adding text before the in-text citation

  • adding text after the in-text citation

  • adding a specific page number (overriding the page number in your RefWorks record).  This feature only works if the output style you plan to use has page numbers in the in-text citation or footnote.  Also, this is the ONLY editing feature that works with a footnote.

  • re-order or remove a citation placeholder

When you make any changes using the Citation Editor, your temporary citation placeholder (the temporary citation used by RefWorks to read and format your paper) will appear like this:

Before using the Citation Editor:  

{{14578 Babcock, L.E. 1988; }}

After using the Citation Editor to add a page number and text:  

{{14578 Babcock, L.E. 1988/p text before / f text after; }}

When you use the Citation Editor, you will see some coding inserted in your temporary citation placeholder.  This coding (also called “switches”) tells RefWorks to do the action you specified.  This coding is removed when your paper is formatted.  Click here for detailed information on in-text switches.

Note:  Make sure you “save to Word” any changes you make using the Citation Editor.

To edit an existing temporary citation placeholder, in Word, place your cursor within the double curly brackets of the temporary citation placeholder you wish to modify.  The Edit Citation link will display in Write-N-Cite III and you can make any edits you desire.  

Important:  To remove a temporary citation placeholder from your paper, click on the Remove link to the left of the citation from the preview window in the Citation Editor and then the Save to Word button.  You can also use the Up and Down links to change the order of your placeholders.  Please note that the Output Style may override any order changes you make here.

Creating a Bibliography

1.  Select the correct Output Style and select Create Bibliography.

You do not need to select the file since Write-N-Cite is already linked to the current document. The program formats your document with the in-text citations (or footnotes) and the bibliography.   

2. If you want to revise your paper and add additional temporary citation placeholders you do NOT need to unformat your document.  Simply add the new temporary citation placeholders to the appropriate spot(s) in the paper and re-format your paper.  Your newly added placeholders will be formatted and the bibliography will be updated.  

Norton Internet Security Users:  If you have trouble generating a bibliography from within Write-N-Cite, check to make sure Write-N-Cite has "permission" to access the internet.  To do this:

    • open Norton Internet Security

    • Select Personal Firewall and click on the configure button

    • Select the Programs tab

    • Scroll down the list to find Write-N-Cite

    • In the Internet Access column, make sure access is set to Permit  

Windows XP Firewall Users:  If you have trouble generating a bibliography from within Write-N-Cite, you will need to configure your firewall to allow Write-N-Cite as an exception.  Here's how:

    • Click on the Windows Start icon

    • Select Control Panel

    • Select Windows Firewall

    • Click the Exceptions tab

    •  Click the Add Program box

    • A list of programs running on your computer will appear, locate Write-N-Cite and select it. Note: If the program that you wish to add is not listed in the Add a Program box, click Browse

    • Click OK



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