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RefWorks Guide: 2.4 Adding from 'Add references' within RefWorks

Adding references using the + icon

This page details some other ways you can add references to your account. 

  1. Upload a document.
  2. Create a reference manually using a template.
  3. Import a reference list from a Word or Pdf document (new feature, July 2025).
  4. Import references from other file types (includes transfer from other referencing products).

Plus menu expanded showing options listed in text above.

Upload a document 

Add documents you have stored on your device to your RefWorks account. Useful for capturing the details of previously downloaded journal articles for example.

RefWorks will attempt to extract the data needed to reference the document and will store a copy of the document within RefWorks.

You can do this in two ways:

  • Choose Upload document from under the + icon menu and select a file from your device. The file can be in any format.
  • Drag and drop one or more files from your device into the folder displayed in your RefWorks window. If multiple files are dragged across, RefWorks will create a separate entry for each document.

What happens next?

RefWorks will try to extract all the information needed to produce a reference for the item - this may take a little time and may not be accurate.

  • Check details by clicking on the item to open the edit panel (pencil icon to carry out edits).
  • Change the reference type from Generic if appropriate - to better match the document type. This will help ensure a reference to the item is more accurate. 
  • Amend or add information to fields manually or use the lightning flash on title or DOI field to get a record with more accurate details. Save your changes before closing the edit panel.

Create a reference manually

This option lets you construct a new record for a source by inputting details into a template.

1. Select Create reference manually. This opens the reference editor panel with a blank template for you to use.

2. Choose the reference type you need from the Ref type drop-down menu (default is journal article and is shown in the image below).

Ref Type menu showing drop down menu with other format choices

3. Type or paste in the title of the item you want to add or the DOI.

4. RefWorks may be able to add further reference details to save you adding them manually. Use the lighting flash Find and Complete icon to prompt RefWorks to look for matching sources. Check and choose a reference under Did you mean one of these at the bottom of the Edit panel.

5. Check any added details against your source, edit if necessary. If you do not use Find and Complete, enter the details of your reference in the fields shown for your reference type.

6. Check that your item is being shown as print or electronic and change if necessary. Default is electronic. This affects the fields that are shown if you use RefWorks to generate a reference.

7. Save when your record is complete.

See page 4: Editing your references and page 5.1 Using Tags for more options related to individual records and the information you can add. 

Import a reference list from a Word or Pdf document (new feature July 2025)

You can now import all references listed in a Word or Pdf document reference list. Each reference listed is added to your RefWorks account.

1. Select Word or Pdf from under the Add menu, as shown in the image below:

2. The Import from Word or Pdf box is shown. Choose the file or drag and drop it from your device.

3. Check and select other options: including a destination folder. Choosing Find full text is of limited use for many subjects as it will only attempt to attach items from the PubMed Central database and may slow your import down. All options are shown in the screenshot below:

Important: 

  • Documents must contain other text and a defined "References" section.
  • You will need to check the accuracy of imported references and edit individual items when necessary.

Import references from other file types (RefWorks compatible formats)

Use this option to

  • import references from other bibliographic management tools such as Endnote or Zotero
  • import references from databases without a direct RefWorks option.

 

1. Click on Other file types under the Add menu.

2. Drop the file you want to import into the box as prompted - or select the file from your computer.

3. RefWorks will try and identify the correct file format. If this is not correct, use the link under search for the format to choose another.

4. If relevant, choose the appropriate provider of your file type in the drop down box next to your file type. This could be a database you downloaded your file from or simply a matching format, as shown in the screenshot below. This may improve the accuracy of the imported data.

5. Click on Import. This opens a window where you can choose a folder for these references and if you want to identify duplicate references.

6. Click on Import to complete the process.

Importing references from other reference managers

Please follow the instructions on your reference manager to export your references in a RefWorks compatible format. normally RIS, BibTeX, or RefWorks tagged format. Use the instructions above to import those references into RefWorks.

Mendeley import can be done using a RIS export from your Mendeley database. This RIS file is then imported into RefWorks. However, there is a dedicated button on the Import references screen within RefWorks that can be used instead. This only uploads 500 references at a time.