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    Using Write-N-Cite with Microsoft Word- Guide

    • Product: New RefWorks


    Write-N-Cite is an optional utility that allows you to run an abbreviated version of RefWorks in Microsoft Word. You can access your references by collection (or sub-collection), by quick search or by all references with the ability to sort by author, title or year.

    With Write-N-Cite, you can cite references in a manuscript with just a click and watch your paper format instantly including in-text citations, footnotes and your bibliography. The utility installs a RefWorks tab in the MS Word ribbon or you can access it from the References tab in Microsoft Word.

    Working online or offline is seamless – no need to be connected to the internet – and you can share documents between the Windows and Macintosh versions of Write-N-Cite seamlessly.

    Information on the latest version of Write-N-Cite is listed below and the functionality applies to both online and offline usage of Write-N-Cite.

    User can convert documents created in legacy RefWorks interface into new RefWorks interface. Users may create new documents with the new interface using Write-N-Cite, but they cannot continue to work on documents created in the old interface.
    Any citations and/or bibliography that have been inserted by Write-N-Cite are not compatible with the RefWorks Citation Manager add-on. Adversely so, any citations and/or bibliography that have been inserted by the RefWorks Citation Manager are not compatible with Write-N-Cite. Citations will need to be re-inserted and the document updated with Write N Cite or the RefWorks Citation Manager.

    Install Write-N-Cite

    If you haven't installed Write-N-Cite use the following instructions:

    Do not install Write-N-Cite with Microsoft Word running.
    Any citations and/or bibliography that have been inserted by Write-N-Cite are not compatible with the RefWorks Citation Manager (RCM) add-on. Adversely so, any citations and/or bibliography that have been inserted by the RefWorks Citation Manager are not compatible with Write-N-Cite. Citations will need to be re-inserted and the document updated with Write-N- Cite or the RefWorks Citation Manager.


    Click here for the latest compatibility chart.

    Software Prerequisites:

    In order to install Write-N-Cite your computer must have the prerequisite software necessary to run it.

    Finally, please make sure you have the latest installation of Java on your computer.

    An update of your Java will request the installation of a third-party toolbar for The user will need to be aware they need to decline the installation of this toolbar to avoid its installation. Restart the computer and try installing Write-N-Cite.

    If you are still having trouble, please contact Technical Support.

    Downloading Write-N-Cite

    Click on your name in the upper right-hand corner and select Tools menu.


    Click the Download & Install button for the version of Write-N-Cite you wish to install.


    Save the .exe file to your computer. You must have Administrator rights on your computer to successfully install Write-N-Cite.

    How do I pick a download option?

    If you access the download page from a 32bit computer, you will only see one download option, which will be the version of Write-N-Cite for 32bit Office. However, if you have a 64bit computer, you will need to select the correct download.

    Picking the right download is a matter of knowing whether you have 32bit or 64bit Office. Either can be installed on a 64bit computer. If you are still unsure, this website can help you find the answer.

    After downloading the proper file from the download page...

    1. Make sure that Microsoft Word is not running.
    2. Confirm that you have all recent Windows and Office updates from Microsoft’s Update tool.
    3. Run the downloaded exe file. If you are on a multi user system you will need to be an Administrator to install ProQuest for Word.
    4. Follow the steps of the installer.
    5. When the installer has completed open Microsoft Word. You will see a new RefWorks tab in your ribbon. Click on the tab.
    6. Login to your RefWorks library by clicking the log in button on the ribbon.


    After installing and logging in, there’s no need to log out when using your personal computer. Your account will stay tied to the computer across sessions until you choose to log out.


    Getting Started With Write-N-Cite or ProQuest for Word in 4 Easy Steps

    You can get started with Write-N-Cite easily and view the formatting of your in-text citations, footnotes and bibliography – all while you are writing your paper.

    To get started:

    • Click RefWorks in your Microsoft Word ribbon to launch Write-N-Cite.
    • Select a citation style.
    • Insert in-text citations or footnotes and your bibliography.
    • Save your paper.

    Step 1. Launching Write-N-Cite

    The first time you launch Write-N-Cite for Windows, you will need to sync your RefWorks account with Write-N-Cite.

    In most cases, there is no need to log out of Write-N-Cite when you are not using it. If you are using Write-N-Cite for Windows on a public computer without a personal login, you should log out of Write-N-Cite when you complete your work. If someone does gain access to a system with your RefWorks account logged in to Write-N-Cite, they will not be able to change anything in your account since Write-N-Cite doesn’t have any features to edit your database.

    Logging In To Write-N-Cite for Windows:

    Click RefWorks from the Microsoft Word ribbon.


    Click Log In.

    Enter your login name and password.

    Institutional login via Shibboleth is enabled for new RefWorks. You must log in with your RefWorks login name and password via 'log in from your institution'


    Every time you log in to Write-N-Cite, it will automatically “sync” with your RefWorks account. This may take a few seconds. It is downloading your references, folders and preferred output styles. Any time you make changes to your RefWorks references you can click Sync my Database in the Extras area and your new and edited references will be included in your account.

    During this period, you can still access all of Word’s functionality, but the Write-N-Cite functions will not become active until syncing has finished.


    Step 2. Selecting Your Citation Style

    The first thing you will want to do is select a citation style for your document. Any in-text citations or footnotes and your bibliography will be displayed in your document while you write your paper – in the output style you have selected. You can always change the style later if you need to.

    1. Click the Style drop down. You will see a list of RefWorks’ popular styles.
    2. Click on the style name or click Select Other Style at the bottom of the list to see your personal “favorites” or any output styles recommended by your organization (group favorites).
    3. You can change your output style and the formatting of your paper at any time by clicking on Style and selecting a new citation style.


    Step 3. Inserting Citations or Footnotes and Bibliography

    You may want to sync your RefWorks database with Write-N-Cite if you have recently added references. Click Sync my database to update references and output styles.

    When you are ready to insert an in-text citation or footnote into your paper:

    Click the Insert Citation and Insert New option to launch the insert/edit citation box. If you have previously used Write-N-Cite, you may see some recently selected citations listed above the Insert New option. You can select citations displayed from this list or access all your references from the Insert New option



    Once the Insert/Edit Citation box displays, you can access references by folder or view or search for a specific reference. The search box will search every field of every reference. You can use “AND” and “OR” when using the search box.


    TIP: Use the horizontal scroll bar to see the full title of a reference. Right-clicking on the reference and choosing the item from the context menu will display the complete record (file attachments are not displayed).

    Full Reference View:


    Click on the reference you wish to insert into your paper. You will see a preview of the formatted citation in your current citation style.


    Click OK to insert your formatted citation into your paper.
    TIP: To add a second references in a single citation, users only has to click citations to insert select the reference from your list.

    To insert a footnote instead of an in-text citation, click the Make Footnote checkbox in the Edit Reference area. Once you make a footnote and finish editing the citation, you will not be able to undo this action. However, you can always add a new in-text citation.


    You can insert your bibliography anywhere in your paper while you are writing. Click Bibliography Options, Insert Bibliography.

    The bibliography will be inserted wherever the cursor is in your paper. You can click Remove Bibliography and re-insert if it you need to change the location.


    Step 4. Save your formatted paper (save your work periodically while you are writing).

    Advanced Features

    Once you’ve mastered the basics of Write-N-Cite, you may wish to take advantage of some of the advanced features available like editing citation and temporarily modifying a bibliography format.

    • Editing Citations
    • Switching between Notes and In-Text styles
    • Custom Bibliography Formatting

    Editing Citations

    You can edit citations or footnotes to:

    • Hide the publication year in the citation
    • Hide the author name in the citation
    • Add text before the citation (prefix)
    • Add text after the citation (suffix)
    • Hide the entire citation and only have the bibliography entry
    • Hide page numbers (suppress pages)
    • Add page numbers (override pages)
    • Change the citation ordering

    Some editing options are dependent on your citation style. For example, adding or hiding page numbers works only if your citation style has page numbers in the in-text citation or footnote, otherwise the options will be unavailable.

    To change the ordering of the references in a citation, use the up or down arrow buttons. This only applies to citation styles that use first-cited order. For styles that use alphabetical or other sorting, click the Override Default Ordering check box.


    To edit a citation already inserted in your paper, double-click on the citation in Word or right-mouse click on the selected citation and select the item from the context menu. The Insert/Edit Citation box will appear and you can make your modifications.


    Switching between Notes and In-Text styles

    Write-N-Cite keeps track of your notes and in-text citations when changing styles. If you change from a notes style, like Chicago, to an in-text only style like APA, your footnotes will be pulled up into the document, formatted as in-text citations and merged with any adjacent citations. The opposite also works when switching from an in-text style to a notes style.

    For styles that accept either notes or in-text citations, Write-N-Cite will keep track of the original location of a citation and return it to the appropriate place as your citation style changes.

    Custom Bibliography Formatting

    Modifications include:

    • Overall bibliography sort order

    Preferences and Other Options

    Sync My Database

    Each time you launch Write-N-Cite, it will download any new or edited references and output styles. You will want to sync your RefWorks database with Write-N-Cite when you add data to your account while you are working on a paper.

    To sync your database:

    1. Click the RefWorks tab from the Word ribbon.
    2. Click Sync My Database.

    Remove Field Codes


    Write-N-Cite stores codes within your MS Word Documents to represent your references and bibliography. Some publishers prefer a version of your document without the coding. Use the Remove Field Codes option to remove all hidden coding inserted by Write-N-Cite.

    Before you start this process – we strongly recommend you save a copy of your document with a different name, as this option removes all field codes from your document and documents without field codes cannot be updated or reformatted with RefWorks.


    Reapply Output Style – re-runs formatting for citations, notes and bibliographies as defined by the Output Style and any customizations you have made. This is useful when working with Master and Sub documents that have different styles.



    Write-N-Cite Preferences (switch accounts, log out)


    Log In/Log Out – Should you choose to log out of Write-N-Cite (which is not necessary on your own personal computer), click the Log Out button. The next time you launch Write-N-Cite, you will need to log in.

    Switch Accounts – If you are accessing Write-N-Cite from a library or public computer, click the Switch Accounts button to log in to your own personal RefWorks account.





    • Article last edited: 08-Oct-2017
    • Old Article Number: 11765
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