Sharing References Without RefShare

There are several ways you can share the data from your RefWorks account even if you don't have access to RefShare:

Creating A Read-Only Password

Read-only access allows you to share your database with others on a limited basis; they can search, view and print references in your account, but not add, edit or delete, or create/change folders.  To create a read-only password:

  1. Log-in to your RefWorks account.

  2. Click Update User Profile in the upper right of your screen.

  3. Type a read-only password and click Save Profile. Be sure that the read-only password is not the same as your original password.

  4. With your login name and read-only password users will be allowed to access your database in read-only mode.

    They will be allowed to search your database, export data and create bibliographies. They will not be able to edit references, import references or change folders.

    The user can tell if they are in read-only mode by looking in the top right corner of the screen; it reads "Read-only".

Sharing your Log-In Information

You can share your log-in name and password with any other registered RefWorks users in your Organization.  By sharing your login information, you grant others full access (add, edit, delete, etc.) to your account.  Should you want to have others edit your data, but keep a clean copy of your database, we suggest creating a separate RefWorks account.

Creating Multiple RefWorks Accounts

RefWorks does not limit the number of accounts you can set up, allowing you to create multiple accounts that you can share with different audiences (Note:  the ability to create multiple accounts does not apply to Athens or Shibboleth Users).  Much like sharing your log-in information, creating multiple RefWorks accounts and sharing those log-in details allows others full rights to the account.  You can move records between accounts using the Export option (select the RefWorks Tagged Format) and then importing using the RefWorks Tagged Format import filter.

Exporting References

You can export references from any RefWorks account and import them into other RefWorks accounts.  

To export references:

  1. Log-in to your RefWorks account.

  2. Select random references to export and add them to My List mylist.jpg (alternatively, if your references are already in a folder or you want to export your entire database, you can skip this step).

  3. Select, References, Export.

  4. Choose All References, My List or a specific Folder to export.

  5. Select RefWorks Tagged Format and click Export.

  6. You will be prompted to save a . txt file to your computer.

To import references in RefWorks Tagged Format:

  1. Log-in to your RefWorks account.

  2. Select References, Import.

  3. Select RefWorks Tagged Format as the data source.

  4. Click the Browse button and locate the . txt file you wish to import.

  5. Click Import.

  6. The references will appear in the Last Imported Folder.

Note:  Reference ID numbers are not transferred when exporting or importing.  Any references imported from one RefWorks account to another, will be assigned new Ref IDs according to the numbering in your account.