Mendeley Using Guide​

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Mendeley Using Guide​

Content

1. Gain access to Mendeley Institutional account

Mendeley Institutional Edition offers premium user features:

  • Additional storage: 100 GB of personal library storage space, and another 100GB of shared library storage space
  • Unlimited number of private groups with up to 100 members in each group

Joining the Mendeley Institutional Edition (a free service to all Technion community) is automatic when you access your account from a Technion IP address or by VPN connection. 

It remains valid for 12 months after the last login from a Technion IP or by VPN.

More information about VPN service find here.

If you create your account while you are on campus and have a Technion IP address, go to Mendeley website  (mendeley.com). You will automatically be identified as a Technion member and will be able to use the Institutional Edition. 

On the Mendeley website click on Create account in the top menu.

By clicking ‘Finish’ you will agree to the terms of use.

This account you can also use it to sign in to other Elsevier services including Science Direct or Scopus.

If you already have an Elsevier account, e.g. for Science Direct or Scopus, you can use this to sign in to Mendeley Desktop and mendeley.com.

To upgrade an existing free Mendeley account, sign-in to your Mendeley account from a Technion IP address or by VPN connection.

 

2. Start using Mendeley

To start using Mendeley you should create an account and download the desktop program to your computer.

  • Create an account (free or institutional).
  • Download the desktop program. 
  • Install the web importer.

To create new Mendeley account, go to the Mendeley website and click ‘Create a free account’.

Firstly enter your email, then fill in the required fields (first and last name, password) and click ‘Get Started’.

You can use your Technion email or a different email (Gmail, Yahoo and others).

register

Complete your profile by selecting your field of study and academic status (optionally).

By clicking ‘Finish’ you will agree to the terms of use.

You can also log into Mendeley using the same credentials that you use for other Elsevier services, such as Scopus or ScienceDirect.

To gain access to Mendeley Institutional account, please click the link: Gain access to Mendeley Institutional account

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Immediately after creating new account you will be able to download Mendeley Desktop.

Click ‘Get Reference Manager’ in the Mendeley website and then click ‘Download Mendeley Desktop’:

get mendeley

desktop for windows

Then follow the instructions on screen.

 

Install the Web Importer to import references from different databases to Mendeley Desktop in the easiest way.

Available for Chrome and Firefox.

3. Adding references

Mendeley Web Importer browser extension is available for Firefox and Chrome browsers.

Mendeley Extension is compatible with the most popular Technion Databases: Engineering Village (Compendex, Inspec, NTIS), Google Scholar, Scopus, Web of Science, PubMed and more.

To ‘grab’ the reference/s from the result’s page (or journal / publisher website), click on the ‘Mendeley Extension’ button on your browser’s toolbar:

web importer

In the pop-up box select ‘All’ or choose one reference from the list that you want to import, choose a folder to store it and click ‘Save’.

If a PDF copy of the paper is available an icon appears next to the reference and the PDF may be imported with the references.

The option to include the PDFs is available for references with free or Technion access.

The next time you will sync the Mendeley Desktop, saved references will appear in the ‘Recently Added’ folder or in folder you’ve chosen to store.

To add references manually, click ‘Add Files’ button on the in the upper-left corner of the interface and from the drop-down list select ‘Add Entry Manually’:

add manually

A pop-up window will appear. Select the type of material you wish to add (e.g. book, book section, document, journal article, etc.), fill in metadata fields and click ‘Save’:

fields to fill

Drag and Drop

Individual PDFs or folders can also be dragged from your computer into your Mendeley Desktop. Mendeley will try to automatically extract the citation information. Verify that the information is accurate and full. Missing details can be added manually by typing them in the relevant fields:

details

Add Files / Folder
Click on the ‘Add Files’ button to the top left of the screen and navigate to the folder where the PDF is stored. Select a document and click ‘open’:
 
add manually
 
References from ‘Watch Folder’ on your computer will be added automatically to Mendeley Desktop.
To set up this option, create folder on your computer you want to be the dedicated pdf folder for automatic reference import. Then click on the ‘Add Files’ button to the top left of the screen of Mendeley Desktop and navigate to this folder.
  • Proquest Databases
  • SciFinder
  • Patbase Express
Proquest Databases
If there are multiple references, mark each reference you wish to export, select ‘RIS’ format from the drop-down list on ‘Export / Save’ option:
RIS
To save a RIS file with your citation information, click ‘Continue’ and the file will be downloaded automatically. 
Firefox

During the download, select ‘Open File’ option to export it directly to your Mendeley Desktop.

Saved articles will appear in the ‘Recently Added’ folder.

Chrome

Choose ‘Show in folder’ option by right-click on the Download manager at the bottom of the screen:

Drug relevant file from download’s folder into your Mendeley Desktop.

 
SciFinder
If there are multiple references, mark each reference you wish to export and click ‘Export’.
 
Select the option ‘Citation export format (*.ris)’ and click ‘Export’:
Scifinder
Firefox

During the download, select ‘Open File’ option to export it directly to your Mendeley Desktop.

Saved articles will appear in the ‘Recently Added’ folder.

Chrome

Choose ‘Show in folder’ option by right-click on the Download manager at the bottom of the screen:

Drug relevant file from download’s folder into your Mendeley Desktop.
 
Patbase Express
If there are multiple references, click ‘Export’ from the results page:
export scifinder
 
 If the system will ask, please enter your email address in the box below and click ‘Login’.
log in patbase
 Select file format that contains RIS format and number of references you wish to export (from-to), then click ‘Export’:
SciFinder record to export
Select fields to export and file format ‘RIS’ and then click ‘Export’:
scifinder fields
 
 Enter your email address in the box below and click ‘Order Export’, so links to your completed export will be sent to this address. Then click on the link at your e-mail to download the file (RIS).
*Be noted, the links will only be valid for a few days.
Firefox

During the download, select ‘Open File’ option to export it directly to your Mendeley Desktop.

Saved articles will appear in the ‘Recently Added’ folder.

Chrome

Choose ‘Show in folder’ option by right-click on the Download manager at the bottom of the screen:

Drug relevant file from download’s folder into your Mendeley Desktop.

patent

There is no option to add single reference to Mendeley, because there is no option to save single reference in RIS format.
*We will inform you when this option will be available.
multiple references

If there are multiple references, add them one by one to the folder:

Then go to ‘Folder View’ and mark each reference you wish to export and click ‘Export”.

Firefox

A pop-up window will appear. Select ‘RIS’ from the list and click ‘Save’.

During the download, select ‘Open File’ option to export it directly to your Mendeley Desktop.

Saved articles will appear in the ‘Recently Added’ folder.

Chrome

Choose ‘Show in folder’ option by right-click on the Download manager at the bottom of the screen:

Drug relevant file from download’s folder into your Mendeley Desktop.

single reference

To save one reference, click a Mendeley logo on the left side:

single reference

 

4. Organizing Mendeley library

To organize your references, use folders and sub-folders.

To create a folder, click on the ‘Folders’ button to the top left of the screen (or right click in the left pane of the desktop) and create a title for the new folder.

To create a sub-folders stay on the folder that you want a sub-folder in, click on the ‘Folders’ button (or right click in the left pane of the desktop) and create title for the new sub-folder.

new folder

To add references to the new folder / sub-folder, drag them from the ‘Recently Added’ folder:

References can be put in more than one folder.

Tags

To organize your references you can assign tags.

To add tag / tags to the reference you’ve added to your Mendeley desktop, click on the field ‘Tags’ on the pane of record’s details:

tags2

To find all articles with a particular tag, select ‘Filter by My Tags’ from the drop-down list to the bottom left of the screen and click the appropriate tag:

search tags

Some references you’ve added to your Mendeley desktop can come with tags already.

Favorites

Use star icon to mark favorite documents:

favorites

 

Read / Unread

Mark documents as read or unread using the green circle:

read unread

 

To change view of references (middle pane) to citation view, click on the ‘View’ button on the Menu Bar and in the drop down menu select ‘Library as Citations’:

library view

To change style of citation, select ‘Citation Style’ and choose an appropriate style in this ‘View’ drop down menu:

citation style

To sort references by type of document indicator (.pdf, MS Word, etc.), authors, title, year, publication or date added to Mendeley Desktop, click on any of these headers:

 

To add / change details for a special record, click on the particular field on the ‘Details’ tab:

record's details

To attach a PDF file to its metadata, scroll down to the field ‘Files’, click on ‘Add File’, navigate to the folder where the PDF is stored, select the document and click ‘Open’.

To check where Mendeley has saved a PDF file on your computer, right mouse click on a pdf and select ‘Open Containing Folder’:

containing folder

 

 

Once PDFs have been added to your Mendeley Desktop, you can click the PDF icon or double-click on the reference to read, highlight and annotate attached documents. The PDF will be opened by the PDF viewer in a separate tab:

notes PDF

Your annotations can be viewed in the ‘Notes’ tab, next to the ‘Details’ tab on the right pane:

notes

To share a PDF file with annotations and notes, click the ‘Share’ button:

share PDF

 

 

5. Create citations and bibliography

To insert citations to a paper and to create a bibliography, you will need to install a citation plug-in. To install a citation plug-in, click ‘Install MS Word Plug In’ from ‘Tools’ menu:

MS word

A pop up menu will appear indicating successful installation. Click ‘Ok’ and open your MS Word document:

installed

The Mendeley Cite-O-Matic plug-in will appear in the ‘References’ tab in the Word toolbar:

Cite-O-Matic

To insert a citation, place the cursor where you want the citation in the document and click ‘Insert Citation’. 

In the appeared search window, start to enter a search term to bring up the citation you need:

text for citation

Or (advanced) click ‘Go to Mendeley’ in the appeared window and select one or more references from the list. Then click ‘Cite’:

cite
 
References can be inserted from Groups as well.

To create bibliography, click the ‘Insert Bibliography’ button in the end of the document.

New citations will be added automatically to the created list.

To change bibliographic styles, go to ‘Styles’ in the Mendeley toolbar and choose a bibliographic style from the style dropdown list.

More Styles

To download more styles to your Word list of styles, click on ‘More styles’:

more styles

In the appeared window search for the style you need and download it:

styles
The downloaded style will be shown in your Word style’s list.
 
Edit Related Style
To edit related style, go to ‘Citation Style Editor’ (CSL). Right click on the style closest to the one you need from a list of styles that are currently installed and click ‘Edit Style’:
edit style
 
The style editor will ask for permission to access your account. After authorizing it the style editor will create a new style based on the one that was selected. 
Automatically the title of the new style will include your name: Style name – Your Name. To change the title, click in the Title box in the options below the example citation and enter the new title:
style info
The style ID will be created automatically. To make changes, click on the relevant part of the inline citations or bibliography entry on the left pane. The tool will open the options that are available to be changed.
 
For example, to limit the number of authors shown in bibliography go to ‘Bibliography’ section on the left pane. Select ‘Author (macro)’ and choose ‘Name’ in the ‘Names’ section:
 
edit style author
In the opened field ‘et-al-min’ choose relevant number of authors to be shown:
edit author 1
To save your style, got to ‘Style’ and from the dropdown list select ‘Save Style’:
save style

 

6. Troubleshooting

When you fail to sign-in into Mendeley with your username and password or when you notice that your Mendeley desktop is not synchronized with your online account, maybe clearing your browser’s cookies will help. You can use this guide which explains how to clear your browser’s cookies and contact us for any further assistance if needed.

While it’s very easy to import bibliography of articles from databases, Google Scholar, the publisher’s websites or by using the PDF files (drag & drop), the import of books and book sections details is not always intuitive. In order to make the import you can add references manually or use one of theses two options:

Library Search System (EDS)

You can use the Technion Library’s search engine in order to obtain books and book sections and save data by creating file in RIS format.

You can use other catalogs as well, especially when the library’s search engines failed to retrieve the desired item. In such case it is most recommended to use an international library catalog such as Worldcat.

As well you can Import details from the publisher’s website (excellent for book chapters).

Go to the publisher’s website and find your book version. Then, click on the web importer and it will be delivered to your Mendeley account as a book bibliography. If the material is an ebook, Mendeley should identify the different chapters, which may help your citation to be more accurate.

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