Writing a research paper can be a daunting task, but with the right tools and strategies, it can become a more manageable and even enjoyable process. This guide focuses on how to streamline your research and writing workflow using reference management software, specifically highlighting Mendeley.
When I was in graduate school, I relied heavily on Endnote for managing citations and formatting my work. While I’ve since transitioned to other tools, the core principles of effective reference management remain the same. A lot of people have recommended Zotero (which is open source) but I settled for Mendeley, which is the software most of my coauthors use too.
This guide provides a basic overview of how I use Mendeley for academic writing, focusing on its key features and how they can simplify the research paper writing process.
Why Use a Reference Manager?
Before diving into the specifics of Mendeley, let’s briefly address why reference management software is crucial for academic writing:
- Organization: Keeps all your research papers, articles, and books in one place.
- Citation Management: Automatically generates citations and bibliographies in various styles (APA, MLA, Chicago, etc.).
- Collaboration: Facilitates sharing of research materials and collaborative writing with co-authors.
- Time-Saving: Automates the tedious tasks of manual citation and bibliography creation, freeing up time for research and writing.
My Workflow with Mendeley
I primarily use Mendeley for two essential functions: storing PDFs and utilizing the Cite-O-Matic feature to automatically insert references and reformat them. Because it works with Micro$oft Word, it’s fantastic for my workflow. The Cite-O-Matic feature (similar to Endnote’s Cite-As-You-Write) is a significant time-saver.
My system involves creating a folder for each paper, with a sub-folder labeled “PDFs” to store all relevant research materials. While this may result in some duplication, it helps me maintain organization and track down specific resources quickly.
I do add all PDFs associated with a particular paper on to a PDFs folder, from where Mendeley automatically “watches folder” and uploads them. As you can see, while Mendeley does populate fields with metadata, you still need to clean the reference by hand because not perfect. pic.twitter.com/5s9vs061jj
— Dr Raul Pacheco-Vega (@raulpacheco) November 1, 2018
Automatically Importing PDFs: “Watch Folder” Feature
Mendeley’s “Watch Folder” feature automatically uploads all PDFs related to a specific paper. To set this up:
- In Mendeley Desktop, go to File > Watch Folder.
- Select the folder where you store your PDFs for a particular paper.
- Mendeley will automatically import new PDFs added to that folder.
While I love Mendeley despite its problems with synchronizing PDFs (particularly if you move them from one folder to another), this is one reason why I like it a lot: if you Watch A Folder (ask Mendeley to import automatically from X folder), it will upload PDFs w/metadata pic.twitter.com/FIrr4nfvm6
— Dr Raul Pacheco-Vega (@raulpacheco) September 8, 2018
Adding Entries Manually
While the “Watch Folder” feature is convenient, you can also add entries manually by inputting the information into the proper fields on Mendeley. This is particularly useful for books or articles you don’t have as PDFs.
I follow a similar protocol with books I read to the one I follow with articles: first thing I do is capture the reference in Mendeley. I do this by hand when I don’t have a PDF handy. Also, why doesn’t the LOC data say number of pages, dear librarians? I had to flip to the end. pic.twitter.com/Ig7uI3sCCr
— Dr Raul Pacheco-Vega (@raulpacheco) August 25, 2018
To add an entry manually:
- Click on File > Add Entry Manually.
- Select the type of reference (journal article, book, etc.).
- Fill in the relevant fields (title, author, year, etc.).
Cleaning Up Your References
Before using Cite-O-Matic, it’s essential to “clean” your references. This means ensuring that all the fields in Mendeley are accurate and complete. Often, Mendeley will automatically populate fields with metadata, but these are not always correct.
This is what I mean by “cleaning up a reference in Mendeley” aka filling Mendeley’s fields with the proper citation data. Sometimes Mendeley (quite often) fills these fields correctly, other times we need to fix them. pic.twitter.com/8xVche8d7c
— Dr Raul Pacheco-Vega (@raulpacheco) October 17, 2018
PSA if you use Zotero or Mendeley: neither of these reference managers uploads all metadata perfectly. You will have to clean the reference yourself and/or check if it was properly uploaded. pic.twitter.com/rj6mpOkTqr
— Dr Raul Pacheco-Vega (@raulpacheco) December 8, 2018
Using Cite-O-Matic in Microsoft Word
The Cite-O-Matic plugin integrates Mendeley with Microsoft Word, allowing you to insert citations and create a bibliography with ease. To use it:
- Install the Mendeley plugin for Microsoft Word (usually done automatically during Mendeley installation).
- In Word, go to the References tab.
- Click Insert Citation and search for the desired reference in your Mendeley library.
- Click Insert Bibliography to automatically generate a formatted bibliography at the end of your document.
At the end of my writing session, if I generate a memorandum, I always make sure that the bibliography is inserted at the end. This is where Mendeley’s Cite-O-Matic plug-in comes handy. Once you’re done, click “Create Bibliography” where you want to place it, and VOILA. pic.twitter.com/RFfCFZ5mEb
— Dr Raul Pacheco-Vega (@raulpacheco) December 8, 2018
Conclusion
Mendeley is a valuable tool for streamlining the research paper writing process. By utilizing its features for PDF storage, automatic citation, and bibliography generation, you can save time, improve organization, and enhance the overall quality of your academic work. While there are other reference management tools available, Mendeley’s integration with Microsoft Word and its user-friendly interface make it a popular choice for many researchers. Explore its features and adapt it to your own workflow to experience the benefits of efficient reference management. This guide only scratches the surface of Mendeley’s capabilities, but I hope it provides a helpful starting point for students, research assistants, and anyone looking to simplify their academic writing endeavors.
