Using EndNote. Starting Guide

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1 Using EndNote Starting Guide David J. Bertuca Note: The University Libraries currently offers EndNote version X8 for Windows and Macintosh Cite While You Write is compatible with various versions of Microsoft Word and other software. What you need to use EndNote UB EndNote page. Go here to find information about, and to download the software. Install as instructed then open EndNote (EN) to begin working. When you open the application the first time, you will be asked for your key number. Enter this and continue. When you open EndNote, you will be given a choice of starting a new library, opening an existing library, and a what's new option. Library is the EN term for your database. If you are starting, choose "new library." If you are returning to one you already started, choose "open an existing..." Reference is the EN term for a record in your database. Getting records into your database There are several ways to do this. The three most useful methods are described below. 1. Input data from your notes directly into a new record (reference) Open or create a "library" (EndNote's term for a database). Choose menu >> References >> New Reference [Control N] The new reference (record) is displayed ready for input. Enter text into the fields (either type or copy/paste data). Move from field to field by Tab key or move cursor with mouse. Some fields show up in red after you enter data. This is an automatic entry feature (if you begin typing the same data in another reference, it will automatically offer to fill it in for you). Once you have finished data input into your reference, close the reference pane (you may be asked if you want to save the reference click OK). Repeat to add more references. Change the type of reference (e.g., Book, Journal) by changing the Reference Type in the pulldown. 1

2 2. Export data from database searches EndNote allows you to search UB subscribed, and other databases and to download citation data from your results. This speeds the input process. Begin to search databases using the UB Libraries Databases by Title page. (Note: not all databases will create output in the same format; some databases do not provide export features. As an example, open the MLA International Bibliography, Web of Science, or PsycINFO and enter search term(s) (e.g., "charcoal"). View results and check the records that you wish to download, OR open a citation and click "Download citation." You can "mark" (select) record by record, or you can mark an entire page of records at a time using the "Alert/Save/Share" menu. In the example at right, clicking on "Results (1 10), selects records If you wish to select more records, you may change the number displayed per page (and then save more Results ) using Page Options menu. In Page Options you may change the number of records to display. Then click on Alerts/Save/Share to select records. When finished selecting, click on Folder View. This displays the records you selected. 2

3 Click on "Export" for next step. Select Direct Export to EndNote Then click Save The software will look for EndNote and ask you to identify the library to which you want to add data. The references will then appear in your library where you may open them and use them along with your existing references. Notation shows how many references were imported (in this case, 10); the references are shown by themselves in right pane. You can see all of your references again by going to: REFERENCES >> SHOW ALL REFERENCES (Control M). You can now open any of these references and edit, annotate, and use just as any other reference. Other Database Examples & Help With some databases you may get a dialog box asking you to select the "library" you want to add the records to. Select the folder and library that you wish, then press OPEN to complete the download. You will then see your EndNote library opened with the new records listed. This process is the same, or similar with many of the UB databases. You can now open any of these records and edit, annotate, and use just as any other record (image below). Note that if you already have records in the library, these are not displayed at this time. You can display all records by the MENU selections: REFERENCES >> SHOW ALL REFERENCES (Control M). 3

4 3. Import data from database through Online Searches in EndNote With your library open, make the menu selection: TOOLS >> ONLINE SEARCH... Choose a database to connect to from the list When choosing ONLINE SEARCH, you will be given a list of all possibilities in EndNote's programmed list of databases. Not all are available to the UB community and a few require passwords to enter. Most will go through the UB server and you will not need to enter any password (just click OK). Make a selection from the table (in the example, University of Toronto is selected). Click on CHOOSE to start (if direct access is allowed, the search pane will open). Enter search term(s) making changes to ANY FIELD (for selecting individual fields (title)), type your search term, ADD optional terms, with AND, OR, NOT and field to search, Then click on the SEARCH BUTTON. You will be given a dialog box telling you how many references were found. Then either hit OK (to import all records), or enter a starting and ending number to select a smaller range of references (e.g., 1 20). 4

5 The results will appear on the screen If you want to remove any of these, click on the references you do not want and then use the menu: REFERENCES >> MOVE REFERENCES TO TRASH (CTRL D) At this point, the records that are displayed are the ones found in the University of Toronto catalog. You can view these and delete any that you wish to by highlighting each (click control), then from the REFERENCES menu, choose MOVE REFERENCES TO TRASH. How to Use EndNote With MS Word Open your Word document and your EndNote library. In EndNote, select the citation that you wish to insert into Word. Switch to your Word document put the cursor on the place you wish to insert the citation, then choose: TOOLS >> ENDNOTE X6 >> INSERT SELECTED CITATION(S) (you can insert more than one) This inserts the citation and endnote in the appropriate places in the document. You can perform this action starting either in Word or EndNote. 5

6 FORMAT BIBLIOGRAPHY lets you reformat your footnotes to another citation style (i.e., APA, Chicago). To do this: Select FORMAT BIBLIOGRAPHY Select an OUTPUT STYLE using the pull down menu at the top of the screen. References are reformatted to the new chosen style. Every time you change the style this way, your document will be updated for you. UNFORMAT CITATION(S) is used when you have completed your paper and citations. It breaks the link between EndNote and Word so that the document will not change if the EndNote library is edited in the future. This step is optional. Notes Always edit citations in EndNote and then reformat your Word document (choose TOOLS >> ENDNOTE X8 >> FORMAT BIBLIOGRAPHY). This updates your Word document and you will be sure that the citation will not revert to any edits you made to it in Word. EndNote has a SPELL CHECKER. It will not solve everything, but can assist in fixing typos. When you are finally done with your paper, and plan on making no more citation inserts, SAVE the document, then: choose TOOLS >> ENDNOTE X8 >> REMOVE FIELD CODES. This breaks the link between EndNote and Word file and your document is ready to print Additional Help and Resources Begin by using the Help guide in EndNote. This will answer many questions and offers instructions. The UB Libraries EndNote page provides an FAQ page. Start here if you need assistance. The EndNote product pages also offer answers, downloads, and support. Check UB EndNote Workshops page for additional sessions on specific or advanced topics. Ask a Librarian for EndNote help. EndNote handout X docx Last Modified: 12 June 2018 Latest edition of this document is available online: basics 6

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