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The New RefWorks: Collaborating

Sharing your collections

The New RefWorks allows for sharing with friends and colleagues outside of St. Thomas as well as inside; however, each person you share your collection with will need a New RefWorks account in order to view your research (which they can create for free!).

To share a collection, click on the collection’s name to select it, then

on the Share icon, then on Share Collection


  1. Type the email address of the person or persons you want to share with (add one at a time).
  1. Then, select the level of access for the person you're inviting:
    • Read – view items and read documents
    • Annotate – view items, read documents, and annotate documents
    • Modify – view/read/annotate documents, edit existing annotations, add documents, remove documents, and add a note to an item


  1. Optionally, add a personal note.
  2. Click “Share Collection”.  

The person you've invited will get an email notification, and a notification inside the New RefWorks, where they can accept (or reject) the invitation. If the person doesn’t have a New RefWorks account, they will be asked to create one.

Remember, when you share a collection any sub-collections are also shared.

Viewing a collection's sharing status

‚ÄčTo view who you've shared a collection (and what collections you have shared), click "Sharing" and click "options" for the desired collection

Clicking on the "Options" link opens the sharing access/invite box where you can modify individual rights, as well as invite others to your collection.



You can also:

  • Change the sharing from "private" to "institution" (which gives everyone in your institution access to your collection). See more information on institutional sharing.
  • Change individual access levels at any time after inviting someone.
  • Remove individuals from your collection by clicking the 'x' near their email address in the list.

Sharing and collaborating using Google Docs

Google makes it easy to collaborate with others on your paper.  Now you can take that a step further, by collaborating with other RefWorks users!

Share your Google Doc with anyone who has a New RefWorks account and in addition to adding and editing text to your document, they can also add in-text citations and footnotes from their RefWorks account.   You can even collaborate using the same set of references by sharing your RefWorkws collection with your collaborators.  (See Sharing Your Collections at left)

NOTE: Anyone you share with can also delete in-text citations you’ve included in your document, however, they cannot delete references from your RefWorks account.    

You also have the option to decide whether others can just read your records or edit them.