Converting a Microsoft Word File (.doc) for Import into RefWorks
References stored in RefWorks are usually imported from electronic databases. However, it is
possible to convert a bibliography, created in Microsoft Word format (.doc), into code that can be
read and imported into your account. This will enable you to use RefWorks to process important
references, for example at the end of your research paper or thesis, and cite them again in
another piece of work or in a different citation style. It is necessary to spend some time amending
the format of the document and labelling the fields within each reference so that RefWorks can
read (import) the data and insert it into the correct reference types and fields.
Step 1:
1. Copy and paste only the bibliography on to a new document, omitting the main text of your
thesis or paper. Remove all headings.
2. Save the new document as a text (.txt) file.
NB. When you try to save the file you may receive a warning that says “filename.txt may
contain features that are not compatible with Text Only format. Do you want to save the
document in this format”. Click on the Yes button.
Step 2:
Rules for formatting a Word document (.doc)
1. Take one reference at a time and place each field on a separate line. In the case of multiple
authors and/or editors, each name must appear on a separate line.
2. Punctuation - Remove all ending punctuation, except in the Author; Editor and Abbreviated
Journal Name fields.
For example, the Year field (1993). should be written 1993 but the Author’s name Angrist, S.
S., is written Angrist, S. S. (only the comma ‘,’ after the final initial is removed). An abbreviated
journal name should include a period, e.g. Am.Behav.Sci.
3. Normalise the text, i.e. change italics to regular font.
4. Example (formatted in the APA 5th addition style):
Angrist, S. S., & Almquist, E. M. (1993). The Carnegie Mellon class of 1968: Families,
careers, and contingencies. In K. D. Hulbert & D. T. Schuster (Eds.), Women's lives
through time: Educated American women of the twentieth century. The Jossey-Bass
social and behavioral science series and The Jossey-Bass higher and adult education
series (pp. 282-300). San Francisco: Jossey-Bass Inc.
Your reference should now like this:
Angrist, S.S.
Almquist, E.M.
1993
The Carnegie Mellon class of 1968: Families, careers, and contingencies
Hulbert , K.D.
Schuster, D.T.
Women's lives through time: Educated American women of the twentieth century
The Jossey-Bass social and behavioral science series and The Jossey-Bass higher
and adult education series
282
300
San Francisco
Jossey-Bass Inc
Step 3:
1. Refer to Appendix 1 – Reference Types and assign a Reference Type (RT) tag to each
reference. The first tag, i.e. the first line, will always be the RT tag. This is read by
RefWorks to determine the specific RefWorks Record Type to use.
In our example, we are working with a book section reference. Therefore, the first tag will
be RT Book Section
2. Refer to Appendix 2 – RefWorks Tagged Format and assign the appropriate RefWorks
Export Tag to each field in the reference.
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Rules for assigning tags
1. Author Field:
The A1 tag is repeated for each author in the records. Author formats are as follows:
Author names should be entered last name first followed by a comma, first name (or first
initial followed by a period), and middle initial followed by a period.
Examples:
A1 Green,Adam J.,Dr.
A1 Smith,J.R.
A1 Luck,Emma
2. Publication Date Free Form:
This field is used for date information such as a season or month and day.
Year data is solely placed in the year field, i.e. YR 2003
3. Keyword Field:
The K1 keyword field is repeated for each keyword or phrase.
4. Title Field:
Remove periods from the end of the titles.
3. Page Fields:
There are 2 tags for the page fields SP is the tag for the starting page and should only contain this information.
The OP tag should be used for any additional pages or page information.
4. The completed tagged reference should look like the example below:
RT Book Section
A1 Angrist, S.S.
A1 Almquist, E.M.
YR 1993
T1 The Carnegie Mellon class of 1968: Families, careers, and contingencies
A2 Hulbert , K.D.
A2 Schuster, D.T.
T2 Women's lives through time: Educated American women of the twentieth century
T3 The Jossey-Bass social and behavioral science series and The Jossey-Bass higher
and adult education series
SP 282
OP 300
PP San Francisco
PB Jossey-Bass Inc
5. It is important that you:
−
insert a line space between the end of one reference and the start of the next to
properly separate each set of data. If you fail to do this, RefWorks is unable to read
(import) the individual references properly and will combine them into one record entry.
−
insert a space between the RefWorks Export Tag and the data in the field. If you fail to
do this, for example the title line looks like this – T1The Carnegie Mellon class of
1968: Families, careers, and contingencies, RefWorks will combine the Author and
Title fields.
6. Continue this process until all references are tagged.
7. Save the file as text (.txt).
Step 4:
1. Login to your account in RefWorks.
2. From the References menu select Import.
3. From the Import Filter/Data Source drop-down menu select RefWorks Tagged
Format. The Database field will change automatically to Tagged Format.
4. Make sure that the Import Data from the following Text File radio button is selected.
Browse to find and select your text file. Click on the Import button.
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Appendix 1 - RefWorks Reference Types
Reference Types (RT)
RT Tag is the reference type identifier and must be present as the first tag (line) for each
reference in your text file, e.g. RT Journal Electronic
Choose from the following reference type indicators:
Abstract
Artwork
Bills/Resolutions
Book, Section
Book, Edited
Book, Whole
Case/Court Decisions
Computer Program
Conference Proceeding
Dissertation/Thesis
Dissertation/Thesis, Unpublished
Generic
Grant
Hearing
Journal
Journal, Electronic
Laws/Statutes
Magazine Article
Map
Monograph
Motion Picture
Music Score
Newspaper Article
Online Discussion Forum
Patent
Personal Communication
Report
Sound Recording
Unpublished Material
Video/DVD
Web Page
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Appendix 2 - RefWorks Export Tags
RT
ID
A1
T1
JF
JO
YR
FD
VO
IS
SP
OP
K1
AB
NO
A2
T2
ED
PB
PP
A3
A4
A5
T3
SN
AV
AD
AN
LA
CL
SF
OT
LK
DO
CN
DB
DS
IP
RD
ST
U1
U2
U3
U4
U5
UL
SL
LL
CR
WT
A6
WV
WP
Reference Type
Reference Identifier
Primary Authors
Primary Title (Main Title e.g. article title, book title or chapter in edited book)
Periodical Full
Periodical Abbrev
Publication Year
Publication Data, Free Form
Volume
Issue
Start Page
Other Pages
Keyword
Abstract
Notes
Secondary Authors (Editors)
Secondary Title (Title of book or serial in which the publication is published)
Edition
Publisher
Place of Publication
Tertiary Authors (Series Editors)
Quaternary Authors (Translators)
Quinary Authors (Compilers)
Tertiary Title (Series Title)
ISSN/ISBN
Availability
Author Address
Accession Number
Language
Classification
Subfile/Database
Original Foreign Title
Links
Document Object Index
Call Number
Database
Data Source
Identifying Phrase
Retrieved Date
Shortened Title
User 1
User 2
User 3
User 4
User 5
URL
Sponsoring Library
Sponsoring Library Location
Cited References
Website Title
Website Editors
Website version
Date of Electronic Publication
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