1. Creating a database: The first step is to make a database on the topic. This involves either retrieving the references from public domains (which requires an Internet connection) or manually entering the contents of the entry into the database. For most of the Medline indexed journals, retrieving from Medline would be perhaps the foolproof way. Other databases are available and might require a paid subscription. Importing the references from the online database (e.g. Medline) requires an import filter and one needs to choose the appropriate filter. In most current programs, the filter is automatically selected when the database is chosen. Once the search has been done and the references are retrieved, it has to be transferred (copied) into the database being created. In some of the recent versions of the software (e.g. Endnote X1®), books can be searched for in databases such as University library catalogues and these searches might retrieve accurate information about the books (knowing the ISBN numbers of the books are useful). For journals that are not listed in Medline, other databases could be chosen if they list that particular journal or a manual entry could be made. Similarly, a manual entry is made in the case of whole books, book chapters, etc., that are not available on online databases or library catalogues. A manual entry of references has to be done carefully paying attention to the minute details of the references such as the page number and author(s) name and initials. One should remember that like any other computer programs, it is ‘garbage in–garbage out’ for reference management software too.

2. Inserting the citations: This step involves inserting of the citations at the appropriate places in the manuscript text. Since the reference management softwares work in very close tandem with Word Processors, such as MS Word, we can select the reference in the software and using the tools menu in MS Word, we can insert the citation in the place where we need it. For multiple citations to be inserted, we need to simply choose all the references to be cited in the reference management software and then insert them in the word processor.

3. Making the style and formatting bibliography: The reference management programs need a template based on which the software could format the citations and bibliography in the Word Processor according to the requirement. This template is stored in a file that is recognised by the reference management software and is termed ‘output style’ or simply ‘style’. Nowadays, making a style is not always a strict requirement since most journals offer the style files on their webpages or are available for download from the homepages of the reference management software. However, the user should be cautious to check if the style available matches the current style mandated by the journal. Furthermore, it may be useful to learn to make a style if the ‘style’ file is not readily available or if one needs a customised style. One could create a style file either by using an existing template or using the ‘wizard’ function that these programs provide. Making the style essentially is defining how each of the components of the reference system should appear. The different fields in the ‘style’ file include the format of the in-text citations (Vancouver or Harvard style) or how the author names appear in the bibliography or the manner in which the journal name is written (whether abbreviated or italicised) and so on and so forth. Each field in the style file is highly customisable.