A

INTRODUCTION TO REFERENCE MANAGEMENT

SOFTWARE

Organisation is the antidote to overwhelm A UNDP/GEF PAN Project Activity

JOHN MAUREMOOTOO

(PAN PROJECT CTA)

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.

Who has used reference management software?

What is the value of using reference management software?

The tail shouldn’t wag the dog

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

Reference Management and the PAN KMS

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.

Four quadrants of knowledge management

Connect

Collect

PushPull

Asking Telling

Searching Publishing

All of the organisation

Part of the organisation

Part of the system

All of the system

A D

B C

Incremental Approach

PAN KMS Pilots

1. A PAN GIS system2. A document management system3. An image management system4. Soft KM components and governance

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

John’s Reference Filing System

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

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

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

Create a references database

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

Remove duplicate referencesConsolidating author names

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

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

Edit references

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

Edit citationsInsert citations into a Word

document & create a bibliography

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

Adding Italics

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

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

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

Export to ZoteroStrip attachments

Set up a Zotero Group

Questions and Next steps