EndNote X7 Getting Started. (adapted with permission from Thompson 2006)

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1 EndNote X7 Getting Started (adapted with permission from Thompson 2006) August 2013

2 Content 1. Introduction Finding Your Way Around EndNote Creating & Adding Records To Your EndNote Library Creating a Library Manually Entering References... 5 Task 1: Importing References Into EndNote Direct Export From Databases Into EndNote Importing References Saved From a Database Searching Within EndNote Creating a Reference When Importing a PDF File Managing Your Imported References Task 2: Using EndNote in Microsoft Word Installing the Cite While You Write Files Using the Cite While You Write Toolbar Task 3: Printing & Creating Subject Bibliographies Printing a Bibliography: Creating a Subject Bibliography: Getting More Help Published on Friday, 17 June 2011

3 1. Introduction EndNote is a software application enabling users to manage bibliographic references. References can be entered manually or downloaded from a large range of online databases and library catalogues. Images and objects such as PDFs or spreadsheets can be attached to references. As EndNote contains a large number of citation styles, users can select the style appropriate to their work, including citation styles specific to journal titles. EndNote also contains a Cite While You Write (CWYW) feature. This allows users to automatically insert citations and build their bibliography while writing a paper in MS Word, Apple Pages 09, Apache OpenOffice Writer (only compatible with Windows), or Wolfram Mathematica. Endnote X7 has an online companion site Endnote Web. This site allows you to create and manage your references from any computer that is connected to the internet. With EndNote X7 you automatically have an EndNote Web account. Check our EndNote Web guide i for further instructions. 1.1 Finding Your Way Around EndNote Viewing Your Library When you open your EndNote library, the main display box lists all the references held in your library. You see All References highlighted in the Groups pane on the left. The fields that are displayed by default are Author, Year, Title, Rating, Journal and Ref Type. These can be changed by customising your Preferences (see 1.1.3). The bottom left hand corner of the display box tells you how many references are held in the library and how many are currently showing in the display box. A complete number of references are also listed in the My Library pane on the left hand side of the screen, under All References. The Tab Pane on the right gives you the following options: o Reference: You can quickly edit your references by clicking on the Reference tab. Most functionality is the same as working in the Reference window. Enter text in a field by clicking on the field. o Preview: The Preview tab uses the current Output Style to display the selected reference as it is formatted in a bibliography. o PDF: Open and view PDF files attached to the current reference. Double click or press Enter on a selected reference to open up the full record. You can search your library by typing your search term into the Quick Search Box at the top of the screen. If you need to do more complex searches click on the Show Search Panel just to the right of the Quick Search Box. 3

4 1.1.2 Bibliographic Output Styles EndNote contains hundreds of citation styles. At the top of the screen, on the left of the toolbar, is a drop down menu that allows you to select a Bibliographic Output Style. To add styles to this list choose Select Another Style from the drop-down menu. In the Choose A Style box, select the style you want to add, and click Choose. This style will then be available to use from the drop-down menu. It might take a few seconds until the Choose A Style box appears. You can also add styles to this menu by selecting Edit > Output Styles > Open Style Manager. The Style Manager lists all the styles available alphabetically. Select the style you want by ticking the corresponding box and close the Style Manager. The chosen style will now appear on the drop down menu on the toolbar Customising Your Preferences To edit your preferences select Edit > Preferences. This includes: Changing the display fonts within your library Setting defaults Choosing display fields Choosing criteria for duplicates Spell check (you can change the dictionary from American English to British English if you want) You can create your EndNote Web account here and also move your references from Endnote Web to Endnote X7 and vice versa. While some of the options in Preferences are basic, others will be useful to those who are using EndNote at a more advanced level. 4

5 2. Creating & Adding Records To Your EndNote Library 2.1 Creating a Library Select File > New to create a new library. You can save your EndNote libraries anywhere you choose on your hard drive or network. EndNote creates a folder name.data and a file name.enl. If you want to copy or move your EndNote library you need to copy both folder and file. 2.2 Manually Entering References Select References > New Reference or click on to create a new record Selecting the Reference Type Select the reference type from the pull-down Reference Type list at the top of the empty record Entering Data Do not format the data as you enter it as the formatting would apply to the entire field. For example, do not italicize or bold author names or journal names. If formatting applies to only some words or characters in a field, then you can apply that special formatting using the formatting toolbar. You do not need to enter data in every field Individual Fields Authors: Author names can be entered either first name and then last name (e.g., John Robert Smith) OR Last name, then a comma, then the first name (e.g., Smith, John Robert). Each author must be on a separate line. Use Enter. Add corporate authors with a comma at the end of their name (e.g., University College Dublin,). If you use a name that has been used before in the library, EndNote will suggest and automatically enter it for you. When what you are typing no longer matches any name previously used in the library, the name will turn red. Year: This is not a true date field. It is an alphanumeric sorting field. Enter four-digit years. You can also enter text such as unpublished or in press. 5

6 Journal: EndNote will suggest and automatically enter a journal name that matches your typing if there is any in your library already. When what you are typing no longer matches any journal previously used in the library, the name will turn red. Pages: When entering page numbers do not use p or pp. Pages can be entered as a full range of pages (e.g., ) OR As a truncated range (e.g., 125-8). EndNote is able to convert the format entered to the format required in the style. Date: This is not a true date field. It is a text field and will be shown in your bibliography exactly as entered. Do not include the year here because if your style calls for date information, the year will be pulled from the year field. Short Title: If a full-reference footnote style calls for a shortened version of the title in repeated citations, that information will be pulled from the short title field. This field is generally used only in the humanities. Alternate Journal: This field is used for the abbreviation of the journal name. Keywords: Enter keywords with: A semicolon (;) OR a line break OR a backslash (\) between each keyword. A keyword could be a single one or a combination of words (i.e. greenhouse gas emissions) EndNote will suggest and automatically enter a keyword that matches your typing if there is any in your library already. When what you are typing no longer matches any keyword previously used in the library, the word will turn red. URL: You can copy and paste a URL into this field or type it in manually. By clicking on the URL you will be linked to the web site. File Attachments: You can insert files from your network or hard drive by selecting References > File Attachments > Attach File In the Select a file to link to the reference window select the file and click Open. This will create a copy of the file in the File Attachment field. Unchecking Copy this file to the default file attachment folder at the bottom of the Select a file to link to the reference window will create a link to the file. You could also just click and drag a file from your Explorer window into the File Attachments field. This will create a copy of the file in the File Attachments field. 6

7 A third option to attach a file is to click on the paper clip icon in the PDF & Quick Edit tab in the right hand window and then select the PDF you want to attach EndNote allows you to insert up to 45 PDF, Word, Excel or other documents to each reference. Figure: To insert a link into the Figure field open the reference, then select Reference > Figure > Attach Figure If the file inserted is a picture (i.e..bmp,.jpg,.gif) you will see a thumbnail image of the picture There can be only one file linked to the Figure field per record. The Attach Figure feature enables the attachment of images, charts and tables into the Figure field for later citing using EndNote Cite While You Write Caption: This field is tied to the Figure field. When the image is inserted into a Word document, the contents of the caption field will be used as the caption for the image in Word. Task 1: Open EndNote and create a new library. Call it My Library, and save it on the Desktop Manually enter the reference below. Remember to use the correct reference type! Book Edward O. Wilson (1993), The Diversity of Life, London: Penguin. Select a new output style. Choose one that is not already available in the drop down menu on the toolbar. 7

8 3. Importing References Into EndNote 3.1 Direct Export From Databases Into EndNote Most data providers support direct export for some of their databases. Before exporting selected references to your EndNote library check for an EndNote export option first. When exporting references from a database that supports direct export: Conduct a search and select records. Select the export to EndNote option. You may have to click on a save/export link first, depending on the layout of the database. If you have an EndNote library open already, references will be imported into this library. If you don t have one open: o EndNote will ask which library you wish to import the references to o Open the library you want to import the references to The references will automatically download. 3.2 Importing References Saved From a Database If you wish to import references into EndNote from a database that does not support direct export, your search results must be saved as a text file. Conduct a search and select records. Save your results in.txt,.rtf or.ris format on your computer. In your EndNote library select File > Import At Import Data File click on Choose File and select the saved file. At Import Option select the database and the platform that you used to conduct your search. o If the database and platform you used do not appear on the list, select Other Filters. o A list with the names of hundreds of databases and the various Information Providers (platforms) will appear. o Select the database and the platform that you used to conduct your search and click on Choose. At Duplicates select Discard Duplicates if you do not want to import references that are already in your library. Click on Import and your references will be imported into your library Import Filter Manager If there is a selection of databases you use regularly, you can set them to always appear at Import Option when importing a file. In your EndNote library select Edit > Import Filters > Open Filter Manager The Filter Manager lists the names of hundreds of databases and the various Information Providers (platforms) from which they are available. 8

9 Tick the corresponding box to select the database and the platform that you used to conduct your search (e.g. CINAHL on EBSCO; PsycINFO on ProQuest). Close the Filter Manager. 3.3 Searching Within EndNote You can search many library catalogues, including the UCD Library Online Catalogue, as well as some databases from within EndNote and add the results directly to your EndNote library Click on the online search icon at the top of the screen. To search the UCD Library catalogue scroll down in the Choose a Connection window and select U College Dublin. Then click Choose. U College Dublin will now appear on the left hand pane in the group Online Search. When you select U College Dublin, a Search screen will appear above your list of references. Perform a search and retrieve results. When you have the references you want click on the Copy to Local Library button to import them. To view your EndNote library click on the Local Library Mode button. 3.4 Creating a Reference When Importing a PDF File If you have built up a collection of references which you would like to be the basis of an EndNote library, you can easily import them. In your EndNote library select File > Import > File. In the pop-up window Import File click on Choose and select the saved PDF. Select the PDF under Import Option. Click on Import and your references will be imported into your library. You can bring in multiple PDFs by selecting File > Import > Folder NB: How successful you are when importing PDFs depends on how the PDF is formatted. EndNote imports the references by extracting Digital Object identifiers (DOI) from PDF files and if the DOI isn t present it cannot bring in the references. 9

10 3.5 Managing Your Imported References When you have imported references into your library they will be displayed in the Imported References group at the Groups pane. Click on All References at the Groups pane to see all the items in your library including the newly imported references. References in the Imported References group will stay there until you delete them from the group or until you import a new set of references or until you close EndNote Custom Groups All your references in a library are stored in the All References group. In order to manage your references better you can create Custom Groups. Select Groups > Create Group and name the new group. Select the references you want to add to this group (e.g. all references from a specific journal or by a specific author) and drag them over to your new custom group. You can also use Edit > Copy and Edit > Paste from the menu. EndNote will only create a copy of the reference; the reference will still be available in the All References group In Press Remember that some references imported into your library may not be published yet and will include In press in the record. Once these items have been published it is important to add the appropriate data to the record Adding Keywords It can be very useful to add your own keywords to your references. When you are importing references each database may use a different term for keywords. For example, if you were gathering data on the traveling community other terms such as travellers, Romany, gypsies and itinerants could be used. It is therefore important to be consistent with keywords. If at any stage you wish to create a Subject Bibliography, it is the keyword field that is used to classify references by subject Removing Duplicates If you used a database that supports direct export or did not discard duplicates when importing a text file you might want to remove any duplicate references. Make sure all the references in your library are displayed. Select References > Find Duplicates. A new window will appear displaying records that are duplicated. You select the reference to be kept. The record not selected will be moved to Trash. References moved to Trash will remain available until you delete them in your Trash group or you close EndNote. Select All References to return to your complete library. 10

11 Task 2: Part A 1. Open the UCD Library website at 2. On the Homepage type JSTOR into the Search the Library box, select Databases in the drop down menu and click on Search. 3. Log in with your UCD Connect Login details. 4. Click on JSTOR to open the database. 5. Do a quick search on Darwinian evolution. 6. Type the term Darwinian evolution in the Search box, and then click Search. 7. Select the first 3 references by checking the boxes beside them. 8. Click on Export. 9. Select RIS file as export format. 10. A small window will open and ask you if you want to Save the export file or if you want to Open it. Click Open. 11. When asked to Select a Reference Library, select the My Library you created as part of Worksheet One, and click Open. 12. If you have already an EndNote library open, the references will be imported into this library. 13. The references from JSTOR will appear in the Imported References group of your EndNote library, but will be added to All References as well. 11

12 4. Using EndNote in Microsoft Word Installing the Cite While You Write Files When you install EndNote it will automatically install two files in your Word Startup folder that allow EndNote and MS Word to communicate and enabling Cite While You Write (CWYW) in EndNote. After restarting MS Word you should see an EndNote X7 ribbon in your menu. 4.2 Using the Cite While You Write Toolbar When you write a paper in MS Word you can use EndNote to insert citations as you go along. Once your chosen citation style is selected in your EndNote library, each citation will be entered in that style. As you enter a citation, the full reference is added to your bibliography as you go along. You can also insert images and objects that are attached to references in your library. Note: Any changes you make to references in MS Word will not be reflected in your EndNote library. The drop down menu Insert Citation will give you several options: 12

13 This command will provide a search window where you can enter text that is in any field. You can then select references from a list of those that contain your search terms and insert them into your paper. This command is rarely used except by Science magazine. Science requires that explanatory notes be numbered as though they were bibliography entries, and then placed in the bibliography. This command will allow you to do this. This command will insert references you have selected in your EndNote library into your document at the location of the Word cursor. This command will provide a search window much like the Find Citation window where you can enter text that is in any field in the record you want to find. You can then select references from a list of those records with images attached that contain your search terms. A reference to the figure will be inserted at the location of your cursor. The image will be inserted either below the cursor location or in a list at the end of the document, depending on the selected EndNote style. This command will take you to the EndNote program, where you can select (highlight) references for insertion into your Word document. Use this command to make any changes inside a citation, such as adding page numbers or removing author names from author-date citations. This command will not by itself make any changes to your library references, so the name is a bit misleading. What this command will do is allow you to quickly access the specific record for any selected citation. 13

14 Here you can choose a bibliographic output style. If the style you want to apply is not displayed in the drop down menu, choose Select Another Style to import it from EndNote. Format (or reformat) you document according to the rules of the selected Bibliographic Output Style. The next drop down menu Convert Citations and Bibliography gives you several options for converting: This command will remove the formatted bibliography and citations and replace all citations with plain-text placeholders that EndNote can match to library records to create formatted citations. This command is commonly used when moving documents between word-processing programs. This command will create a second copy of the document with all EndNote field coding removed (you can generally recognize field codes such as formatted EndNote citations by their turning grey when you select them in Word). It is used when sending documents to a publisher because the field coding used for EndNote citations can sometimes cause problems for publishers page layout programs. Convert Reference Manager citations into EndNote Cite While You Write citations. Convert MS Word citations into EndNote Cite While You Write citations. Allows for the division of a bibliography into categories, e.g. Primary Sources and Secondary Sources 14

15 This command activates the feature. Define the categories used in the bibliography and assign which references are listed under each category. Instantly update your reference list as new citations are added to a document. This command turns the features on or off. Configure how instant formatting behaves when editing the document. The drop down menu Export to EndNote offers different export options: EndNote creates a hidden traveling library containing only the references used in each paper. This traveling library is part of the coded information contained in each citation. Use this command to export the references in this traveling library to a regular EndNote library. Create an EndNote library containing the MS Word citations in the document. Create an EndNote library containing the MS Word master list of citations. 15

16 Use this command to set preferences for EndNote s Cite While You Write settings for future documents. (Note: If you use MS Word as your editor in Microsoft Outlook, you should leave the Open EndNote when Starting Word option in the tab General unchecked.) In the tab Applications you can switch between EndNote X7 and EndNote Web. This command will let you access contextual help for EndNote. Task 3: Cite While You Write: Practice Exercise 1. Open a new document in MS Word, ensuring that your EndNote Library is also open. If you do not see the EndNote toolbar, select View > Toolbars > EndNote in Word to make it visible. 2. Type in some text into your document (any text will do). 3. Click where you want a reference to appear in your text. Click on the Find Citation icon, then search for a reference in your library, by entering a term in the box which appears. 4. Click on the reference you wish to use, then click Insert. The citation will appear in your text, and the full reference will appear at the end of your text, beginning your bibliography. 5. Change the citation style of the document, using the Style drop down menu. 6. Add another citation and then remove it by using the Edit function. 16

17 5. Printing & Creating Subject Bibliographies 5.1 Printing a Bibliography: To print the entire contents of your library as a bibliography: Choose Edit > Select All. All references in your library should be highlighted. Select File > Print. References will be printed in the currently active Bibliographic Output Style. 5.2 Creating a Subject Bibliography: Select a Group or All References in your EndNote library. Select Tools > Subject Bibliography from the menu. Select Keywords (or any other filed) in the Subject Fields Box and click OK. You can also select multiple fields by clicking. To include all items in your library/group in the bibliography click Select All. Click OK to view your Subject Bibliography. You now have the option to Change the Output Style, Print or Save the subject bibliography. 17

18 Getting More Help UCD Library online support for EndNote ii Your College Liaison Librarian iii UCD Library contact: Phone: +353 (0) Diarmuid Stokes Official EndNote Website iv Here you get video tutorials and comprehensive PDF guides for different versions of EndNote. i ii iii iv 18

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