EndNote X1 for PC. Science Foundation Ireland (SFI) Liaison Librarian Ms. Jessica Eustace, Telephone: / 1805)

Transcription

1 A Beginners Guide to EndNote X1 for PC Science Foundation Ireland (SFI) Liaison Librarian Ms Jessica Eustace, Telephone: / 1805) Subject Librarian for Engineering & Systems Science & Mathematics Ms Lorna Flannery, flannel@tcdie Telephone: Subject Librarian for Nursing & Midwifery Mr Greg Sheaf, sheafg@tcdie, Telephone: Subject Librarian for Sciences (Botany, Chemistry, Environmental Science, Genetics, Geography, Geology, Physics & Zoology) Ms Margaret Rooney, mjrooney@tcdie Telephone: Subject Librarian for Sciences (Anatomy, Biochemistry & Immunology, Biology, Clinical Speech & Language Studies, Dentistry, Medicine (on main campus), Microbiology, Pharmacy, Physiology & Public Health) Mr David MacNaughton, davidmacnaughton@tcdie, Telephone: Medical Librarian Mr David Mockler davidmockler@tcdie Telephone: Subject Librarian for Education Ms Geraldine Fitzgerald, fitzgey@tcdie Telephone: Subject Librarian for History Mr Sean Hughes, hughesse@tcdie Telephone: Collection Management John McManus, jmcmanu@tcdie Telephone: Collection Management Christoph Schmidt-Supprian, schmidc@tcdie Telephone: AuthorJessica Eustace (eustacj@tcdie) Version: 1, Date: August 2007

2 Contents Page 1 Introduction 11 What will you learn in this tutorial? 3 12 What is EndNote X1 and why should you use it? 3 13 Guide to installing EndNote X1 for PC 3 14 Help options 5 2 Starting EndNote & creating a library of references 21 Creating a new EndNote library 6 22 Opening your EndNote library 7 23 Creating references Manually creating references Direct export of references from a database Importing downloaded references using a filter Connecting from EndNote to the TCD library catalogue 11 3 Searching the TCD Library using Endnote 12 4 Working with references in an EndNote Library 41 Sorting a library Adding information to references Searching your EndNote library 15 5 Grouping references in an EndNote Library 15 6 Using EndNote with MS Word 61 Working with bibliographic styles Inserting citations and creating a bibliography in a document Editing citations Changing the bibliographic style of the document 20 7 Creating a Travelling Library 21 8 Removing Field Codes for Publishing from a Word document 22 Author: Jessica Eustace (eustacj@tcdie) 2

3 Introduction 11 What will you learn in this tutorial? By the end of the tutorial you will: Know what EndNote is and if you need to use it Know where to get help Create EndNote libraries and populate your libraries with references Perform basic tasks in EndNote Use EndNote with MS Word to create your bibliography 12 What is EndNote X1 and why should you use it? EndNote is a bibliographic reference manager that can help you: Store, manage, organise and format bibliographic references to be used in your research papers and publications Automatically create and format citations and bibliographies for your research papers EndNote can be a timesaver if you are: Preparing literature reviews, lengthy essays, dissertations or theses Preparing papers for publication EndNote is quite a complex product that requires the user to invest time in learning how to use it before embarking on their project If you have only a few references to cite, such as for an undergraduate assignment, it may be easier to format citations and bibliographies in your word processor 13 Guide to installing Endnote X1 for PC 131 Before you install EndNote Version X1 Please ensure that your personal computer/lap-top meet the following programme requirements: System requirements: Windows 2000 or Windows XP Hardware requirements: 1 Pentium (or compatible) 450MHz or faster processor 2 Minimum of 256MB of available RAM 3 Hard drive with at least 180MB of free space Word Processor Compatibility: MS Word for Windows 2000, XP (2002), 2003; RTF files created with most word processors, including: MS Word, WordPerfect, OpenOffice, StarOffice and FrameMaker Author: Jessica Eustace (eustacj@tcdie) 3

4 132 Upgrading from an earlier EndNote version While it is not required, it is recommended that you uninstall any earlier version of EndNote before you begin installation of version X1 Existing EndNote libraries will not be deleted If you have created/modified any styles, filters or downloaded specific connection files in your older copy of EndNote you can either: 1 Backup older files: **This option should be selected if you have custom styles, filters or connection files that you wish to save** A Backup folder in the EndNote folder will be created and all of the styles, filters and connection files from your older version of EndNote will be copied into this folder Once you have installed EndNote X1 you should move any files that you wish to keep into the relevant folder (Styles, Filters, Connections) 2 Remove older files: If selected, Setup will replace all the styles, filters and connection files from your older version of EndNote with the new ones included with EndNote X1 Please note: The Cite While You Write support is linked to only one copy of the EndNote program The Cite While Your Write in version X1 will replace an older version even if you install EndNote X1 into a separate folder 133 Installing EndNote X1 Please note: You may only download EndNote to any Trinity College Dublin owned personal computer or laptop Individual licences may be purchased for a reduced fee for non-college owned personal computers and laptops Please download the application form for a licence from the Library EndNote web pages at Please sign the form and send to Arlene Healy, Sub-Librarian SME & Electronic Resources at the postal address provided on the form In order to install software you will need to have administrative rights on your machine If you are using a shared computer, please contact IS services to obtain administrative details To download the EndNote software go to Follow the steps outlined on the website carefully Follow the instructions on screen to complete the installation Use the Next button to move forward between the installation dialogs Welcome: Thank you for selecting EndNote! Read Me Information: Read late-breaking news about this version of EndNote End User Licence Agreement: You must select I accept the license agreement in order to continue with installation Select Installation Type: It is recommended that you select Complete installation Select Destination: By default, EndNote is installed in the C:\Program Files\EndNote X1 folder Choose the Browse button to change the folder selection Ready to Install: Click Next to complete the installation 134 Checking your installation To run EndNote, click on the Start button, choose Programs, select EndNote and then choose EndNote Program To check if the Cite While You Write feature is correctly installed, launch MS Word, select Tools In the Tools menu EndNote X1 should be listed with it s submenu If Author: Jessica Eustace (eustacj@tcdie) 4

5 this is not there go back to your desktop and select START -> All Programs -> Endnote -> Configure Endnote A pop up box will appear select the Configure option, then click Next Select Unified Cite While You Write for MS Word Click Next The configuration will run and then ask you to sleect Finish You can now Open Word and you will see the Endnote X1 Tool bar 135 Check the EndNote support page for new connection files, Check the library s EndNote page for TCD customised filters and connection files (eg TCD Library catalogue) 14 Help options This tutorial will provide you with a basic introduction to using the EndNote software As you begin to use the product you may require further assistance The following help options are available: In EndNote, select help from the menu bar You can either browse the contents or select to search on a particular topic Alternatively press the F1 key EndNote contains an extensive manual which is available via the Start menu on your PC (Select Start/Programs/EndNoteX1/EndNote Manual) or locate the pdf file in the EndNote folder on the C drive of your PC (you need administrator privileges to access the C drive of any college owned PC or laptop) To view the manual Adobe Acrobat Reader must be installed on the PC Check the library s EndNote page Check the EndNote support page for news on, styles and patches Contact your subject/liaison librarian: 1 Science Foundation Ireland (SFI) Liaison Librarian Ms Jessica Eustace, eustacj@tcdie, Telephone: / 1805) 2 Subject Librarian for Engineering & Systems Science & Mathematics Ms Lorna Flannery, flannel@tcdie Telephone: Subject Librarian for Nursing & Midwifery Mr Greg Sheaf, sheafg@tcdie, Telephone: Subject Librarian for Sciences (Botany, Chemistry, Environmental Science, Genetics, Geography, Geology, Physics & Zoology) Ms Margaret Rooney, mjrooney@tcdie Telephone: Subject Librarian for Sciences (Anatomy, Biochemistry & Immunology, Biology, Clinical Speech & Language Studies, Dentistry, Medicine (on main campus), Microbiology, Pharmacy, Physiology & Public Health) Mr David MacNaughton, davidmacnaughton@tcdie, Telephone: Medical Librarian Mr David Mockler davidmockler@tcdie Telephone: Author: Jessica Eustace (eustacj@tcdie) 5

6 7 Subject Librarian for Education Ms Geraldine Fitzgerald, Telephone: Subject Librarian for History Mr Sean Hughes, hughesse@tcdie Telephone: Collection Management John McManus, jmcmanu@tcdie Telephone: Collection Management Christoph Schmidt-Supprian, schmidc@tcdie Telephone: Author: Jessica Eustace (eustacj@tcdie) 6

7 2 Starting EndNote & creating a library of references 21 Creating a new EndNote Library 211 Left click on the Start button in the bottom left hand corner of the computer screen 212 Choose All Programs>EndNote> EndNote Program 213 EndNote will start and a dialog box will appear asking you to create a new library or open an existing library Select to Create a new EndNote Library and click the OK button 214 In the New Reference Library dialog box, type EndNote Training as the File Name and save to your Desktop You have now created a library called: EndNote Trainingenl 215 Once you have saved the library, it appears as an empty library showing 0 out of 0 references 216 Click the grey X in the right hand side of the window to close the library Author: Jessica Eustace (eustacj@tcdie) 7

8 Tips If you are using computers in the Public Access Computer Rooms (PACRs) on campus never save to the computers desktop or C drive as your files will be cleaned off at the end of the day Instead save your EndNote library to your storage media (memory stick, CD-Rom) or to your filestorage on the college network If you are saving to your college PC or laptop create a folder somewhere on your computer where you will save all EndNote libraries to 22 Opening your EndNote Library 221 Left click on the Start button in the bottom left hand corner of the computer screen 222 Choose All Programs, EndNote, EndNote Program 223 EndNote will start and a dialog box asking you to create a new library or open an existing library Select to Open and existing EndNote Library, click on the Browse button Locate the EndNoteTrainingenl file, select the library and then click on the Open button Tips If EndNote is already open, to open your library: From the top menu, select File, Open, Open Library, select the library you wish to open Use the shortcut Ctrl+O Click on the Open Library icon and select the library you want to open 23 Creating references 231 Manually creating references 2311 From the top menu select References, New Reference Author: Jessica Eustace (eustacj@tcdie) 8

9 2312 Pull down the Reference Type menu to display the list of available publication types There are many pre-defined Reference Types available in EndNote The most frequently used are Journal Article, Book, Book Section, Theses & Conference Proceeding For this example select Journal Article Type the details of the following citation to a journal article in the New Reference window following the example below: Jeff Rosen & Gina M Castro (2002) From workbook to web: building an information literacy oasis, Computers in Libraries, 22, no 1, pp URL: Keywords: Information Literacy, EndNote Training Use the Tips that follow to give you guidance Tips for entering information into the reference fields: Author/Editor Names: Care must be taken when typing in the Author(s) name(s) It must be in the correct format: Enter the surname first, followed by a comma then the forename(s)/ initial(s) separated by spaces eg Darwin, Charles or Smith, John J or Murphy, P T The comma indicates to EndNote where the author(s) Surname ends It is not necessary to enter punctuation after the author(s) initial(s) as EndNote will amend the format depending on the output style selected There should be a space between each Author: Jessica Eustace (eustacj@tcdie) 9

10 forename and/or initial The need to enter forenames or initials will be dictated by the reference style you will use for your work You must enter the author(s) names as they would usually be spelled eg for the author Gina M Castro the correct entry is Castro, Gina M and not castro, gina m If no capitalisation is used none will appear in the output style* (*There are some exceptions to this eg the Harvard citation style capitalises the Authors names) Enter the author(s) names one per line, press [Enter] to start a new line within the Author Field If there is no author leave the line blank If you do not know all the authors, then the last author entry should be typed as et al, For multiple-word last names enter as Surname, Forename(s) Initial(s The entry for Charles de Gaulle, will read de Gaulle, Charles For authors with titles eg Snr, Jnr, III etc, enter as Surname, Forename, Title For example: The entry for Albert Smith Jr will be Smith, Albert, Jr Place commas at the end of corporate authors names eg Microsoft, Other Fields: To move from one field to another use [Tab] to move down or [Shift+Tab] to move up Enter years as a four digit number, for example 2007, 1997 Enter titles without a period or punctuation at the end Allow the title to wrap within the field, DO NOT USE ENTER It is best practice to capitalise the title as you would like it to appear in your bibliography Be consistent with capitalisation If possible, follow the guideline(s) for the reference style(s) you are likely to use The full journal name should be entered in the field Journal Name For abbreviated formats use the Alternative Journal field Page ranges can be entered as complete ( ) or abbreviated (1223-9) ranges The style used to create the bibliography will amend the page numbers to be either full, abbreviated or first page only Do not use commas for page numbers in the thousands eg 1223 not 1,223 Do not enter punctuation, labels, or text styles that are normally part of a bibliographic style For editions, enter as 3 rd, 5 th etc Author: Jessica Eustace (eustacj@tcdie) 10

11 When you have entered the details for the article click on the grey X in the right hand corner of the screen The reference is automatically saved for you You should now have one reference displayed in your EndNote Trainingenl file To view or edit the saved reference, double click on it The record has been given a unique identifier, Rosen, 2002#1 Each subsequent reference will receive its own unique number 232 Direct export of references from a databases A search result can often be exported directly from a database into an EndNote Library using a Direct Export feature 2321 From the TCD Library Information Resources page ( locate the entry for Web of Knowledge 2322 In the Topic field enter your search terms 2323 Mark records of interest Author: Jessica Eustace (eustacj@tcdie) 11

12 2324 Click Submit 2325 Click on the icon to view your marked list 2326 From the following screen, click export to reference software 2327 If EndNote is not open, it will be launched automatically prompting you to locate and select a library If EndNote is running the references will be exported to the front window 2328 Double click a reference to view what has been transferred from the database 2329 Close the reference after viewing Close the Library by clicking the grey X These references are now saved in the EndNote Trainingenl library Tips You should always carefully check the content of the database record against what has been transferred into the EndNote library It may be useful to a add a note to the record to state which database the records come from, what date the database was searched and perhaps the search terms used To globally edit to your records, select References, Change and Move Fields From the drop down menu by In, select the relevant field and enter your notes For example, select Name of Database and enter ISI Web of Knowledge To merge the records with the others in your library select [Ctrl+M] Or click on X in the right-hand corner of the screen to close the window and automatically have the records merged into your library 233 Importing downloaded references using a filter Not all databases will allow you to directly export information from the database into your EndNote Library If the Direct Export option is not available (PubMed, SciFinder Scholar, Emerald) the results can be downloaded as a txt file and then imported into an EndNote library using an Import Filter file (enf) The filters, specific to the particular database and supplier are configured to extract relevant information from the database record and transfer the information into the appropriate fields in the EndNote library 234 Connection Files & Connecting from EndNote to the TCD library catalogue, Web of Science and PubMed Connection files enable EndNote to connect to, search and retrieve references from databases and catalogues This method will only work for the TCD Library catalogue, Web of Science and PubMed Users should note that the search interface in EndNote may not be as sophisticated as the search features in the database Author: Jessica Eustace (eustacj@tcdie) 12

13 3 Searching the Library Catalogue using EndNote Ensure you have installed the TCD Library connection file on your PC or laptop ( In EndNote, select Tools, Online Search, New Search The Choose a Connection File window will open Search for File by Name, enter TCDLibrary select this option by clicking on Choose When you now go to Tools, Online Search, Connect, TCDLibrary should be displayed A search window will open Enter your search terms and click on the Search button A Confirm Remote Search window will open, indicating how many references have been found in the catalogue that match your search terms Author: Jessica Eustace (eustacj@tcdie) 13

14 Click on the [OK] button to indicate that you would like the references to be retrieved and displayed in EndNote There may be a time delay depending on how many references need to be imported When the references are retrieved they are displayed in a temporary location As with Direct Export items you may wish to make global changes to include your search terms and the date accessed Select the records you would like to save to your EndNote library Click on the [Copy References to] button and select the EndNote library you would like the references copied to Your EndNote Library will open and the newly copied references will be highlighted Author: Jessica Eustace (eustacj@tcdie) 14

15 4 Working with references in an EndNote Library 41 Sorting a library Similar to MS Excel/Access, you can quickly sort your references alphabetically by clicking on the column header For example click once on the Author column heading in your EndNote Trainingenl library will list your authors alphabetically To reverse the order click again You can also sort references by selecting References, Sort References from the menu toolbar 42 Adding information to references By adding your own notes to references in the library you can record additional information such as: what database the information has come from, date accessed, intended use, or other relevant comments From your EndNote Trainingenl library select a reference into which you will add information 421 Select References>Show Selected References 422 Select References>Change and Move Fields 423 Select Notes from the drop down menu 424 Type I m adding more information to my references, click OK Click OK for the following two confirmation messages 425 Double click to view a reference Scroll down to the notes field to verify the change 426 To return to the complete library, from the menu bar, select References>Show All References Author: Jessica Eustace (eustacj@tcdie) 15

16 43 Searching your EndNote library To demonstrate searching, retrieve the references with I m adding more information to my references in the Notes field 431 Select References>Search References 432 In the text box type I m adding more information to my references and select Notes from the field drop-down menu 433 Click the Search button 5 GROUPING REFERENCES IN A LIBRARY The group function in Endnote allows users to separate their Endnote Library into separate sections eg Chapter 1, Chapter 2, Chapter 3, while retaining their full library This removes the necessity of having separate libraries and re combining them later To set up a new group, make sure that the Groups pane is showing at the left of the library window If not, use the Show/Hide Groups icon on the Main toolbar to display the Groups pane Click on References on the menu bar, then select Groups>Create New Group A box with New Group will appear in the Groups pane at the left of the library window Delete the text 16 Author: Jessica Eustace (eustacj@tcdie)

17 New Group and type a name for the group Click on All References at the top of the Groups pane to display all references in the main pane When searching or browsing the library, you can transfer references to a group by drag-anddrop, or by selecting the references and using a right click to select Add references to You can set up as many as 50 groups in your library A group is just a subset of the references in the library A particular reference may be assigned to more than one group Groups can be renamed and deleted References can be deleted from a group, but they will remain in the library until deleted from the library in the normal manner The names of all the groups are listed in the Groups pane at the left of the library window They can be opened from this pane The Show/Hide Groups icon on the Main toolbar allows you to display or hide the Groups pane 6 Using EndNote with MS Word 61 Working with bibliographic styles EndNote will format your references in a specified bibliographic (output) style The selected output style will determine the format of the citations within the text of the document you are producing and format the corresponding bibliography at the end of the document The Output Style is displayed on the EndNote Toolbar To view references formatted in a selected style (eg MLA): 611 In your EndNote Trainingenl library click on the drop down list for the Output Style Window 612 Select, Select another Style 613 Click on Quick Search and enter MLA into the search box 614 Two options are displayed Select MLA and click on the Choose button Author: Jessica Eustace (eustacj@tcdie) 17

18 615 MLA should now be displayed in the Output Style Window TIPS for Output Styles Customise the styles menu to include only the styles that you use Follow the instructions as listed above for each of the styles you would like listed If the style you require is not listed you can check the EndNote site to see if there is a new file or download that matches your query It is possible to create or modify a similar style Refer to Chapter 16: Bibliographic Styles in the EndNote X1 Help Manual 62 Inserting citations and creating a bibliography in a document (Cite While You Write) 621 Open a new MS Word document and type the text shown below The Irish Research elibrary (IReL) is an initiative developed by the IUA Librarians' Group and funded jointly by the SFI and the HEA Its aim is to Author: Jessica Eustace (eustacj@tcdie) 18

19 significantly increase the availability of electronic access to research publications 622 To insert a citation for the text, place the cursor at the end of the sentence 623 In MS Word go to Tools, EndNote X1, Find Citation(s) 624 In the search box enter Rosen 625 Highlight the reference and click Insert The citation will be inserted and the bibliographic reference will appear below the main body of text There are other ways to insert your citations into your text You can first enter your citations as an Unformatted (Temporary) Citation The format for temporary citations is {Author, Year #Record Number} Using our example at the end of the paragraph enter Author: Jessica Eustace (eustacj@tcdie) 19

20 {Rosen, 2002#1} If you don t know the record number you can enter a keyword to help End Note locate the reference for example {Rosen, 2002, oasis} You may also wish to: To add text before the citation (prefix text) Type the text immediately after the opening brace and then a backslash \ to separate the prefix text from the search text eg {as stated in\rosen, 2002#1} To add text after the citation (suffix text) insert a comma after the record number and add in the suffix text for example {Rosen, 2002#1, pp31} 63 Editing citations Sometimes you may wish to delete or amend the standard form of a citation to exclude an author s name, or add a page number or note to the citation To ensure the link between the EndNote Library and your Word document is preserved, it is important to use the Edit- Citation command Using our Rosen example we now want to write the sentence in the form: Rosen and Castro (2002) reported on the IReL project, funded jointly by the SFI and the HEA 631 Insert the Rosen citation at the beginning of the text 632 Click on the citation to select it for editing It will be highlighted grey 633 Select Tools, EndNote X1, Edit Citation 634 In the Edit Citation Box, click Exclude Author, then OK 635 In the document the author s name will have been deleted from the citation Type the authors names in front of the date to complete the citation TIPS for Editing Citations Exclude Author: select this to omit the author(s) name from the formatted citation Exclude Year: select this to omit the date from the formatted citation Author: Jessica Eustace (eustacj@tcdie) 20

21 Prefix: enter text here to print immediately before the citation text (spaces are significant) Suffix: enter text here to print immediately after the citation text (spaces are significant) Pages: Page numbers entered here are considered entered into a Cited Pages field, so they can be manipulated in the output style just like any other EndNote field In order to print, the Cited Pages field must be listed in the citation template and/or footnote template of your output style This is typically used to print the page numbers within a full footnote citation Most EndNote styles that require a special format for citations in footnotes are already configured this way 64 Changing the bibliographic style of the document To change the output style of a document: In MS Word, select Tools, EndNote X1, Format Bibliography Select a difference style from the drop down list and click OK The citations and the associated bibliography will display in the new style Author: Jessica Eustace (eustacj@tcdie) 21

22 7 Creating a Travelling Library Each formatted citation in your Word document is saved with field codes that embed reference data in the document The paper contains a Traveling Library of references cited The first time a citation is formatted, EndNote looks in the open library and finds the corresponding reference If you later reformat, EndNote again looks in the open library for that reference However, if the library is not available or not open, EndNote uses the Traveling Library for reference information Because reference data is kept with each formatted citation, you can collaborate with other authors on a paper without each author having the same EndNote library There may be occasions where you want to copy all of the references used in a Microsoft Word document to an EndNote library Perhaps you received only the formatted Word document from a colleague, and would like to create EndNote references to use later Or, you may have a large EndNote library, but want to create a smaller EndNote library with only the subset of references used in your paper 71 To export references from a Word document to an EndNote library: 72 Open the document in Word 73 From the Tools menu, go to the EndNote X1 submenu and choose Export Traveling Library 74 On the Export Traveling Library dialog, select either: An existing EndNote library (Select a library from the drop-down list of available libraries, or click Browse to locate a library) OR A new EndNote library (you will be prompted to name and Save the new library) Author: Jessica Eustace (eustacj@tcdie) 22

23 75 You can also Import references from another Travelling Library In EndNote, select File, Import Select the file you wish to import references from From the drop down menu for Import Option select EndNote Library, click on Import 8 Removing Field Codes for Publishing from a Word document If you are submitting to a publisher you will usually be required to remove the field codes Save your document In MS Word, select Tools, EndNote X1, Remove Field Codes An unlinked document will open in a new window Save this document with a new name Author: Jessica Eustace (eustacj@tcdie) 23

24 Short Cuts for Endnote X1 - using your Endnote Library New Library Import References Open Library Export References Print Spell Check Cut Attach Figure Copy Show / Hide Groups Paste Help Sort Library Search Library New Reference Online Search Open Link Open File Author: Jessica Eustace (eustacj@tcdie) 24

25 Short Cuts for Endnote X1 - using CWYW in Word Find Citation Find Figures Go to EndNote Generate Figure List Format Bibliography Cite While You Write Preferences Insert Selected Citations Help Edit Citations Insert Note Edit Library References Unformat Citations Remove Field Codes Export Travelling Library Author: Jessica Eustace (eustacj@tcdie) 25