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Citation Management

Using ProQuest RefWorks

Set Up an Account

Johns Hopkins has an institution-wide subscription to RefWorks, which means that everyone has an account to use if they wish. If you are new to RefWorks, you will need to activate your account. To do so:

  1. Go to the ProQuest RefWorks website or click on the link that is on the main Welch Library page
  2. At the initial screen click on "CREATE ACCOUNT" found at the bottom of the screen
  3. At the next screen, type in your university/institutional email address. It must be your JHU email address
  4. You will be asked to create a password.  Refworks will instruct you to go to your email and click on the activation link found within the confirmation email and follow the steps to complete your account activation.
  5. You may see a questionnaire. If you do, fill it out and follow the instructions. You will only see this once.
  6. You have successfully activated your RefWorks account.

Help and Documentation

See the ProQuest RefWorks LibGuide for technical questions and documentation.

How Do I Import References from PubMed to ProQuest RefWorks?

Saving PubMed citations to a file if you have less than 200 citations:

  1. Once you have completed your search in PubMed, click on Send to
  2. Select Citation Manager
  3. Select how many citations you would like to send
  4. Click Create File
  5. A box will pop up to help you save your file. Select Save File then click OK.
Image below: select results and then select Send to and Citation manager.

screenshot of pubmed send to citation manager

Alternative Export Option

  1. Once you have completed your search in PubMed, click on Save
  2. Select File 
  3. Select PubMed from the Format dropdown menu
  4. Click  Create File
  5. A box will pop up to help you save your file.  Select Save File then click OK.
Image below: select save and determine which results to export.

screenshot of pubmed save select all results

Image below: after selecting save and which results, choose PubMed format as the export format.

screenshot of pubmed save to file pubmed format

Importing into ProQuest RefWorks:

  1. Click on the + sign
  2. Select Import references from the dropdown menu

Drag and drop your file in the Drop file here… box or click on the link within the box to select a file from your computer.

Select the format NLM PubMed to ensure that RefWorks can properly process your file.

How Do I Import References from Embase to ProQuest RefWorks?

Exporting a file from Embase to ProQuest RefWorks:

  1. Once you have completed your search in Embase and selected the items that you want to import, click on Export.
  2. Make sure RIS format (Mendeley, EndNote) is selected.
  3. Click on Export.
  4. Click on Download
  5. Make sure your file is saved somewhere that you’ll be able to access.

Importing into ProQuest RefWorks:

  1. Click on the + sign
  2. Select Import references from the dropdown menu
  3. Drag and drop your file in the Drop file here box or click on the link within the box to select a file from your computer
  4. Find the file and open it or drag and drop it.
  5. Make sure the RIS Format is selected.
  6. Click on Import

Removing Duplicates

  1. At the top of the top tool bar, click on the icon with three dots. 
  2. There you will find several tools to use. For finding duplicates, click on "find duplicates," and at the next screen, choose either a "Strict Match" or a "Fuzzy Match."
  3. RefWorks will search your entire documents and will retrieve those that have been found to be duplicates.  From there you can decide which ones to keep or delete by using the trash can icon and delete those that are marked.

Comparing Legacy RefWorks to the New RefWorks

The biggest difference users will notice is that ProQuest RefWorks has an entirely new look and feel, although most of the functionality remains the same.

Ability to drag and drop PDFs and populate citation fields from the web, as well as enhanced sharing features are a priority for the developers. Eventually, users will be able to highlight and annotate PDFs. Small changes have been made, such as changing the name of folders to collections.

One change that will affect users who have multiple accounts is that in the ProQuest RefWorks, users will only have one account tied to their institutional email address.

Getting Help

If you need help using RefWorks,

Contact the Hopkins RefWorks Support Group:

You can also contact the RefWorks Customer Support directly:


Or you can access ProQuest's Help Guide, which covers all aspects of using RefWorks.