Skip to Main Content
It looks like you're using Internet Explorer 11 or older. This website works best with modern browsers such as the latest versions of Chrome, Firefox, Safari, and Edge. If you continue with this browser, you may see unexpected results.

Electronic Resources

From Legacy RefWorks

Back up and restore references

RefWorks makes sure your data is safe and secure on our servers, but there may be time when you wish to have your own personal copy of your database or you want to move an account to another organizational subscription.  The Backup/Restore feature allows you to create a file that is a copy of your account that can only be restored in RefWorks.

The Backup/Restore feature is also used when you want to share an output style that you have customized with another RefWorks user.

To backup your RefWorks in your Legacy RefWorks account

To back up a copy of your database (including RefID numbers and folders), and custom output styles follow the steps below.  Please Note - Folders that do not contain any references will not be saved. If you have empty folders that you wish to retain add a reference to the folder before backing up.  Also, any preferences set in the Customize area of RefWorks will be included in the backup.

  1. From either the Tools or the References menu select Backup/Restore.
  2. Ensure Include References is selected.
  3. Ensure Include RSS Feeds is selected.
  4. Ensure all custom Output Styles are selected to backup.
  5. Click on Perform Backup.
  6. Save the file when prompted.  If you are not prompted to save the file, click the option that says Click here to save your backup file to download the backup to your computer.

The default file name is a combination of your organization’s Group Code and your login name.  It will be saved as a .zip or . rwb file.  Please do not change the extension of the file as it is necessary to restore if you need to do so later.

Note: You cannot open the backup file.  Should you want a viewable copy of your references, use the Export option.

To restore references into your Legacy RefWorks account

1. If restoring references to Legacy (Old) RefWorks follow the same points as 1-4.  Then click on the 'Restore' link and click on the 'Perform Restore Button.
2. If putting references into the new RefWorks click on the 'Add' button in new RefWorks, click on 'Import References' then follow the instructions.


Using Refworks after 2010

Using RefWorks

  1. Log on to the RefWorks link with your UHI user name and password.
  2. The first time you log on to RefWorks  you will be required to enter your name and e-mail address (your UHI Groupwise e-mail address) in the boxes provided, choose your “Type of user” and your “Area of Focus”
  3. Complete number 2.  Then you can click on number 3.  You should not need to do any of this the next time you log in.  After this you can go on to Restore your references as per the instructions in section C.

How to Restore References in Legacy RefWorks

Using the restore feature

Restoring will overwrite all of the references in your database. If you need to restore from a back up for some reason, be sure to do so in either an empty database or to an account that does not have any data you want to save.

Restoring Output Styles will overwrite styles with the exact same name and will add styles that are unique. As a result, you can create several custom styles and back up just the Output styles by selecting the styles you want to include or by selecting Check All to include all custom Output Styles.  Give this back up to a colleague and they can restore just the styles to add your custom ones to their program.  (Be sure you do not back up and restore the database as well.)

  1. From either the Tools or the References menu select Backup/Restore.
  2. Select the Restore option.
  3. Browse for the appropriate back up file.
  4. Select Include References, Include Output Styles and/or Include RSS Feeds.
  5. Click on Perform Restore.
  6. If putting references into the new RefWorks follow the same points as 1-4 then click on the 'Add' button in new RefWorks, click on 'Import References' then follow the instructions.

Back Up References in New RefWorks

If you are using 'New' RefWorks, the way to back up your references is as follows:

1. Click on the 'Share tab' along the top of the RefWorks page and see 'Export References'.

2. Click on 'Export References', ensure 'All References' is ticked and choose 'RIS Format' then click on the 'Export' button.

3. Depending on how many references are being exported, and the browser you are exporting them from, the 'processing' part, which you will see happening on your screen, may take a while.

4. The system will tell you, at the top of the screen just below the browser, when the references have been exported.

5. Depending on the browser, the system will show where the file is that has been exported e.g. in Chrome it shows this at the bottom left of the screen.

6. Make sure you know where the file has been saved - you may wish to rename it and / or save it somewhere else at this point.  Remember to ensure the file has been saved in 'RIS' format.

Restore References in New RefWorks

If you are using New RefWorks the way to restore your references is as follows:

1. Create a new folder in Refworks for these references to be imported into .  This will assist you in identifying them e.g. 'Backup Reference file x date'

2. Click on the 'Add' button on the top left and choose 'Import References' then click on 'Select a file from your computer'.

3. Go to where your file is stored and click on it, so that it appears in the 'File name' at the bottom of that box.

4. Click on 'Open' which will take you to a box showing the words 'We think this file is RIS Format...' - then click on the 'Import' button.

This takes you to a screen headed 'Import Options' where you can choose which of your folders to import your references into.

5. Click on 'Import' - this will start to import your references.  It may take a few minutes.

6. When the importing is finished it should show the words 'Import complete' and the number of 'documents' (in this case references) that have been imported into your library.  Click on the 'OK' button.

7. It will show you 'Last imported' , the references, and the folder they are located in.