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Write and Cite Overview

RefWorks can work with your word-processor to create citations while you are writing your paper. You can connect RefWorks to your word processing program with Write-N-Cite or One Line/Cite View. Using Write-N-Cite, a utility of RefWorks, with Microsoft Word means fewer steps in putting references in your paper. On the other hand, One Line/Cite View does not require downloading a plug-in and is compatible with other word-processing programs.

See Write-N-Cite Utility for information about versions, compatibility requirements, and downloading the plug-in. There are multiple versions of the utility: Write-N-Cite III and v. 2 for Windows and Write-N-Cite 2.5 for Mac. Write-N-Cite III features single document formatting, Word 2007 and VISTA compatibility, and offline capabilities. Write-N-Cite v. 2 uses a two-document format (draft and final).

DoIT Infolab

If you are working on a DoIT Infolab computer, the version of Write-N-Cite may not be compatible with the version of Microsoft Word. Refer to the compatability details listed under Write-N-Cite Utility below. If you are asked for the Group Code when using Write-N-Cite:

  1. Close Word.
  2. Ask the InfoLab consultant to download and re-install the appropriate version of Write-N-Cite.
    • If the computer is a PC and has Word 2007 or later, install Write-N-Cite III for Windows. 
    • If the computer is a Mac, install Write-N-Cite v.2.5 for Mac. 
  3. Confirm that you want to uninstall the existing Write-N-Cite tool and replace it.
  4. Restart Word for the installation to take effect (In some cases you may have to restart the computer.).
  5. Alternatively, you have two options:
    • Save your document as a Word 97-2003 ".doc" document and use Write-N-Cite v. 2.
    • Use One Line/Cite View.

Using Write-N-Cite 4.0

Installing Write-N-Cite for Windows (June 2012)

Installing Write-N-Cite for Mac

Working With Write-N-Cite for Windows (June 2012)

Write-N-Cite Advanced Features, Preferences and Other Options

Using Write-N-Cite III

To cite references in a paper using Write-N-Cite III:

  1. Open your Word document.
  2. Click Write-N-Cite in the Word toolbar.
  3. Login to RefWorks if needed.
  4. The Write-N-Cite window shows the name of the Word document that is active in RefWorks. Click the box next to Always on Top to keep Write-N-Cite on top of all other programs including Word.
  5. Place your cursor where the reference should be inserted. Create a footnote or endnote in Word, if desired.
  6. In the Write-N-Cite window, click Cite next to the desired citation. In your Word document, the citation will be double brackets with Reference ID, author, publication year, and semi-colon: e.g., {{294 Jackson, Pamela Taylor 2004;}}. To cite a second reference in the same location, click Cite next to any other reference.
  7. To cite a particular page in the source (or modify formatted citation), click Edit Citation in upper right corner of the Write-N-Cite window and enter a page number in Specific Page box.
    Depending on output style used, it may be necessary to insert a comma and space before a number. For more information about modifying citations and adding page numbers, see: Modifying an In-Text Citation (RefWorks Help)
  8. Save your document. (Note if you are using Microsoft Word 2007 or Word 2008 for Mac and earlier versions of Write-N-Cite, save your file with .doc extension rather than default .docx file extension. Write-N-Cite III for Windows is compatible with Microsoft Word 2007 and later.)

To create your bibliography:

Videos: Formatting a Bibliography with Write N Cite (Flash)

  1. Click Bibliography in the Write-N-Cite window.
  2. Choose desired Output Style. [If you inserted your citations as footnotes or endnotes, choose an Output Style with Notes. Only two styles have pre-designed notes listed: Chicago Notes and Turabian Notes. If you wish to use another Output Style, either correct individual notes or use the Output Style editor and create a new Output Style for notes to your specifications.]
  3. Click Create Bibliography.

Write-N-Cite III for Windows features single document formatting. If you need to revise your document, add more references, etc. you do not need to unformat your document. Add the new citations to the document and reformat your paper.

If you use other versions of Write-N-Cite, a new Word document with Final in the file name is created. If you need to revise your document, add more references, etc., be sure to do so in the original document (not the Final document).

Documents that were created with Write-N-Cite v. 2 need to be converted to Write-N-Cite III format using Convert to WNC III Document under Tools within Write-N-Cite III. It is also possible to convert documents created with Write-N-Cite III to Write-N-Cite v. 2 format using Revert to WNC 2 Document under Tools within Write-N-Cite III. See Working With Write-N-Cite for Windows III. When switching between Windows and Mac versions of Write-N-Cite, first Revert to WNC 2 for work with Write-N-Cite 2.5 for the Mac and then Convert to WNC III before working in the document or processing it with Write-N-Cite III.

ALWAYS check your citations, notes, and bibliography for accuracy!

Write-N-Cite may not be able to format the final version of a large Word document. If Write-N-Cite will not process your document:

  1. Log into your RefWorks account.
  2. Click Bibliography.
  3. Choose Output Style.
  4. Choose Format Paper and Bibliography.
  5. Browse for the document.
  6. Click Format Bibliography.

RefWorks is able to handle up to 25MB. If your manuscript approaches this size, you may need to remove images and tables, format the manuscript from within your RefWorks account, then reinsert the images and table in Final document.

Using One Line/Cite View (RW 2.0)

Videos: Formatting a Bibliography with One Line/Cite View (Flash)

To cite references in a paper using One Line/Cite View:

  1. Open your document. Place the cursor where the reference should be inserted. Create a footnote or endnote in word-processing program, if desired.
  2. Login to RefWorks if needed.
  3. Click Cite icon ("{}") next to the desired citation. A Citation Viewer window will appear with the citation formatted double brackets: {{294 Jackson, Pamela Taylor 2004;}} To cite a second reference in the same location, click Cite next to any another reference.
  4. Click Select Citation.
  5. From the Edit menu, select Copy (or Ctrl + C).
  6. Return to your document and select Paste from the Edit menu (or Ctrl + V). In your document, the citation will be in double brackets.
    Alternatively, drag and drop the citation into your word processor document.
  7. To cite a particular page in the source, type /s nn or /f nn after the year but before the semi-colon within the double brackets, replacing nn with the actual page number.
    Example: {{60 Young,Charles S. 1999/s 49;}}

    Note: depending on output style, it may be necessary to insert a comma and space before a number.
    Example: {{294 Jackson,Pamela Taylor 2004/s, 476;}}

    - The /s is a switch. Use this switch to add page numbers after the author and year information for output styles that always require page numbers in the in-text citation or footnote, such as MLA.
    - The /f is another switch. Use this switch to add page numbers after the author and year information for output styles that do not normally contain page numbers in the in-text citation or footnote, such as APA.

    For more information about modifying citations and adding page numbers, see: Modifying an In-Text Citation (RefWorks Help)

  8. Be sure to Clear the Citation Viewer before creating your next citation.
  9. Save your document. (Note if you are using Microsoft Word 2007 or Word 2008 for Mac, save your file with .doc extension rather than default .docx file extension. Write-N-Cite III for Windows is compatible with Microsoft Word 2007.)

To create your bibliography:

  1. Click Bibliography in the Citation Viewer window or from within RefWorks.
  2. Choose the desired Output Style.
    If you inserted your citations as footnotes or endnotes, choose an Output Style with Notes. Only two styles have pre-designed notes listed: Chicago Notes and Turabian Notes. If you wish to use another Output Style, either correct individual notes or use the Output Style editor and create a new Output Style for notes to your specifications.
  3. Choose Format Paper and Bibliography. Browse for document to format.
  4. Click Create Bibliography. View Print Layout.

One Line/Cite View automatically creates a new document with Final in the file name. If you need to revise your document, add more references, etc. be sure to do so in the original document (not the Final document).

Always check your bibliography and in-text citations for accuracy.

Working Offline

Citing references in your paper while working offline

There are two methods for working on your paper when you are not connected to the Internet:

  1. Using Write-N-Cite III for Windows, download your references to a computer and access those references while writing your paper offline. You can search and view the references, insert temporary citations, and format the paper in the style of your choice while being offline. This method is only available with Write-N-Cite III.
  2. Inserting reference IDs in your paper. You create a list of reference IDs, then insert those “Ref IDs” offline while writing your paper. Later connect to RefWorks and format the paper. Use this method with Write-N-Cite II, Write-N-Cite III or FORMAT PAPER AND BIBLIOGRAPHY under BIBLIOGRAPHY in your RefWorks account.

Method 1 - Downloading references to a computer with Write-N-Cite III for Windows

Setting up your Write-N-Cite III plug-in for working off-campus and offline

  1. Login to your RefWorks account.
  2. Download Write-N-Cite III from TOOLS menu. See our Write-N-Cite Utility for instructions.
  3. During the installation process select ALLOW WORKING OFFLINE.
  4. Go to Start/Programs/RefWorks/WNC Proxy Configuration Utility and configure for off-campus use. See our instructions HERE.

Using Write-N-Cite III offline

  1. Launch WORD and Write-N-Cite III, then login to your Refworks account.
    • You must be online to download your RefWorks database. Once the data is downloaded you can then use Write-N-Cite III offline.
  2. From Write-N-Cite III TOOLS, select CREATE/UPDATE OFFLINE DATABASE.
  3. Click CREATE. Your account references are downloaded to c://.../mydocuments/refworks/rwdeskdb.mdb.
  4. Click in the Work Offline checkbox. You will now access the references stored on your computer.
    • Each time you update your RefWorks account and you want to work offline, you must repeat steps 1-4 to update the references stored on your local computer.
  5. Insert temporary citation placeholders and format your paper.

Method 2 - Using a list of Ref IDs

Creating a list of Ref IDs

  1. Login to your RefWorks account.
  2. Create a folder in RefWorks and add all of the references you need to use for the paper to this folder.
  3. Click References-> Export and select the folder you want to export.
  4. Select Citation List, which includes the Ref ID, Author, Title and Year.
  5. Click Export to Text File.
  6. Save and/or print the displayed file.

Inserting Ref IDs in your paper offline:

  1. Open your document.
  2. Place your cursor where you want to insert a citation.
  3. Enter the Ref ID surrounded by two curly brackets. For multiple citations in the same location, separate Ref IDs with semi-colons.

    Example: Smith and Jones discuss these ideas in their publications. {{34; 28}}

  4. SAVE your document.
  5. Connect to the Internet
  6. Format the paper with Write-N-Cite II, Write-N-Cite III or FORMAT PAPER AND BIBLIOGRAPHY under BIBLIOGRAPHY in your RefWorks account.

Write-N-Cite Utility

To use Write-N-Cite with RefWorks you must download and configure the Write-N-Cite utility program to your computer. There are multiple versions of the utility. Choose the version compatible with your specific applications. You must restart your computer for the installation to take effect. Virus protection software and personal firewalls may block the use of Write-N-Cite. Contact our campus RefWorks experts, if you encounter problems.

The Write-N-Cite utility is the last RefWorks function to be converted to the new RefWorks 2.0 interface. RefWorks expects to launch a new Write-N-Cite interface in late summer, 2011.

Write-N-Cite III for Windows

  • Microsoft Word 2003 or later
  • Windows XP or later (including VISTA)
  • 64 MB of RAM
  • 1.5 MB of available hard-disk space
  • Internet connectivity
  • Internet Explorer 6 or higher

Write-N-Cite v. 2 for Windows

  • Microsoft Word 2000 or later
    NOTE: Write-N-Cite v. 2 does not work with Word 2007 "docx" documents. Word 2007 users should save the document as a Word 93-2003 document.
  • Windows 98, ME, NT, 2000 and XP. VISTA users must user Write-N-Cite III.
  • Internet Explorer 5.0 and up

Write-N-Cite 2.5 for Mac

  • Microsoft Word for Mac 98 or later (including Word 2008)
  • Mac OS X version 10.3 or later (including Leopard)
  • Netscape, Mozilla.

Videos: Installing the Write N Cite Utility (Flash)

Downloading/Configuring the Windows Write-N-Cite

  1. Login to RefWorks if you have not done so already.
  2. Select Write-N-Cite from the Tools drop down menu at the top of the screen.
  3. Click on For the Windows version--Click Here to download the plug-in.
  4. Click Save if another window appears and save to desired location.
  5. Close RefWorks. You will automatically be logged out.
  6. Find the RefWorks plug-in (wncinstall.exe) and click to start installation.
  7. When asked to restart your computer, click OK.
  8. Go to Start > Programs > RefWorks/WNC Proxy Configuration Utility.
  9. In the box that appears for proxy server information, type the following URL: 
    http://ezproxy.library.wisc.edu/login?url=https://www.refworks.com/Refworks/?WNC=true
  10. Click OK.

You should now have successfully installed the Write-N-Cite plug-in.

After the computer restarts open Microsoft Word and you will see the red Write-N-Cite button on the tools bar.

Downloading/Configuring the Macintosh Write-N-Cite

Note: Do not install Write-N-Cite with Microsoft Word running

  1. Login to RefWorks if you have not done so already.
  2. Select Write-N-Cite from the Tools drop down menu at the top of the screen.
  3. Click on For the Mac version--Click Here to download the plug-in.
  4. After downloading the file, drag Write-N-Cite to your Applications folder.
  5. Launch Write-N-Cite file.
  6. Select Preferences from the Write-N-Cite menu.
  7. Select the Proxy option and enter the following URL: 
    http://ezproxy.library.wisc.edu/login?url=https://www.refworks.com/Refworks/?WNC=true
  8. Restart Write-N-Cite for this proxy configuration to take effect.

To use Write-N-Cite with Word for Mac,

  1. Launch Write-N-Cite.
  2. In the Write-N-Cite menu, click Activate under Word. (This opens Word in RefWorks mode)

You will then be prompted to login to RefWorks and will be able to cite references in your Word document.

Using RefWorks and Write-N-Cite from Off Campus

If using RefWorks from off-campus you must always access RefWorks via the library's login order to be authenticated as a valid UW-Madison user. If using Write-N-Cite from off-campus, see Write-N-Cite Utility for proxy configuration information.

Videos: Using Write N Cite from Off-campus (Flash)

Firewalls and Internet Security Settings

If you have trouble generating a bibliography from within Write-N-Cite, check to make sure Write-N-Cite has "permission" to access the internet. See RefWorks help:

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