Using Folders To Organize Your References

One way of arranging the data in your database is to organize it into folders. You can also have a single reference in multiple folders -- no need to duplicate the reference. You can also have sub-folders of references.

There are a number of places where you can change the folder in which a reference is contained.  

When you edit a reference in one folder those edits also appear when you view the reference in another folder (since you have only one copy of the reference itself!).

You can also have references that are not placed in any folder.

RefWorks comes with two folders set up, Last Imported and Not In Folders.

To manage your folders, click on the Organize & Share Folders or Organize tab (depending on your permissions set by your local administrator). The Organize & Share Folders area displays a list of folder names, the number of references in each folder and the total number of references in the database. From here you can create a new folder, create a sub-folder, rename a folder, delete a folder, clear the contents of a folder, and perform a duplicate check on a folder (or subfolder).

Creating a New Folder

  1. From any area of RefWorks, click the New Folder button.

  2. Type the folder name.

  3. Click Create.

The new folder appears in all of the folder lists throughout the program.

Creating a New Subfolder

  1. Click on the Organize & Share Folders tab (or Organize tab) from the main viewing area of RefWorks.

  2. Locate the parent folder you wish to create the subfolder under.

  3. Click the Folder folder.jpg  icon to the right of the parent folder name.

  4. Select Create Subfolder from the list of options.

  5. Type the subfolder name.

  6. Click Create.

The new folder appears in all of the folder lists throughout the program.

You can also create a subfolder by clicking on the New Folder button:

  1. Click the New Folder button.

  2. Click the Create Subfolder link.

  3. Select a Parent folder from the drop-down list.

  4. Enter the name of your subfolder in the New Folder Name box.

  5. Click the Create button.

Your subfolder is displayed below the parent folder and is slightly indented.  You can expand and collapse subfolders by clicking on the triangle to the left of the parent folder name.

Renaming a Folder or Subfolder

  1. Click on the Organize & Share Folders tab (or Organize tab) from the main viewing area of RefWorks.

  2. Click the Folder icon to the right of the folder or subfolder you wish to rename.

  3. Select Rename folder from the list of options.

  4. In the Rename Folder box, type the new name.

  5. Click the Rename button.

Deleting a Folder or Subfolder

  1. Click on the Organize & Share Folders tab (or Organize tab) from the main viewing area of RefWorks.

  2. Click the Folder icon to the right of the folder or subfolder you wish to delete.

  3. Select Delete folder from the list of options.

  4. When the confirmation message box appears, click the Delete folder button.

Although the folder or subfolder is deleted, the references contained in the folder/subfolder remain in the database and still appear in any other folder(s) in which they were placed.  If the references are no longer in any folder, they become unfiled and can be accessed from the Organize & Share Folders area.  There is a link above the list of folders that indicates the number of references unfiled.  Clicking on the link will display the unfiled references. You can also access unfiled references by selecting the View menu, View Folder, Not in Folder option.

Emptying a Folder or Subfolder

You can clear (or empty) a folder/subfolder keeping the folder intact, but removing the contents.  To clear a folder or subfolder:

  1. Click on the Organize & Share Folders (or Organize) tab from the main viewing area of RefWorks.

  2. Click the Folder icon to the right of the folder or subfolder you wish to clear the references from.

  3. Select Clear Folder clearfolder.jpg from the list of options.

  4. When the confirmation message box appears, click the Clear Folder button.

The folder is emptied, and the references remain in the database either unfiled or in other folders.

Viewing References Not in A Folder

To view just the references that are not in any folder, from the Organize & Share Folders area (or from the Quick Access Bar), click the Not in Folders link.

Using the Last Imported Folder

The Last Imported folder contains the references from your most recent import (from a text file, copy and paste, direct export, EndNote database import or Z39.50 search). These references are automatically moved out of the Last Import Folder and replaced the next time you import new references.