How to use EndNote. (version X7) Kirsten Fuglestved Senior Librarian

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1 Norwegian Centre for Human Rights University of Oslo How to use EndNote (version X7) 2015 Kirsten Fuglestved Senior Librarian Postal address: Postbox 6706 St. Olavs plass OSLO Norway Visiting address: Cort Adelers gate OSLO Norway Phone: Fax:

2 2 1. Goal for the course After this course you will know how to: Create a personal reference library in EndNote Import references to a Word document Create a literature list / bibliography Create foot notes 2. Why use a reference management system like EndNote? EndNote saves and maintains your references EndNote produces correct and consistent foot notes and bibliographies in your publications 3. How to find EndNote on your computer? Start menu All programs EndNote (for employees and students at the University of Oslo) 4. Create an EndNote library Choose Create a new library Add a name for your library and save. An empty library will now open 5. Three methods to build your EndNote library Add references manually Import references from databases Search and import references by using EndNote search tools Create only one EndNote library for yourself. You can save references in groups within the library if you wish to separate them according to topic, author, etc. Your EndNote library can be saved in DropBox or at your computer.

3 3 6. Add references manually Choose References New reference (or click at this icon: paper with green ball with white cross) The empty reference window has various fields for Author, Year, Title etc Choose publication type in the field Reference Type. Journal article is default value. The fields in the reference window adjust to the publication type which you have chosen EndNote automatically saves names and words which are registered in the fields Author, Journal and Keywords. When you enter a name or a word that has not been saved before, the letters will be red. The new name or word is saved when you close the reference window (click x in upper right corner) General information about registration You don t need to fill in all fields in the reference windows. Just fill in the information which is necessary to create a correct reference in the bibliography (see Examples below) Author: Personal names are written like this: Family Name, First Name (example: Andreassen, Bård Anders). If you only know the initials, enter the name like this: Andreassen, BA (i.e. no marks or spaces after or between the initials). If there are more authors / editors divide the names with Enter. If an institution or a corporation is author, enter the name like this: University of Oslo, (the comma prevents invertion of the name in the reference list) Research notes: In this field you may enter your own comments Rating: In this field you may enter your own prioritization Keywords: In this field you may enter your own subject headings. If you want to divide the references into groups later, it may be a good idea to enter subject headings which can serve as criteria for dividing them

4 4 Save, edit and delete: You save by closing the reference (click x in upper right corner). If you wish to edit the reference mark the reference, and the reference window opens. If you want to delete a reference mark the reference and right-click choose Cut Example: How to register a journal article Author Donelly, Jack Year 1982 Title Human rights as natural rights Journal Human Rights Quarterly Volume 4 Issue 3 Pages NB! Electronic journal articles which the University of Oslo subscribes to, are registered in the same way as paper articles

5 5 Example: How to register a book (monograph or edited book) Author (or Editor) Nygaard, Lynn P Year 2008 Title Writing for scholars: a practical guide to making sense and being heard Place published Oslo Publisher Universitetsforlaget Number of pages 195 Example: How to register a book section/chapter (in an edited book) Author Ali, Abdi Jibril Year 2015 Title The right to development in Ethiopia Editor Brems, Eva Van der Beken, Christophe Yimer, Solomon Abay

6 6 Book title Human rights and development : legal perspectives from and for Ethiopia Place published Leiden Publisher Brill Pages Example: How to register a web page Author Srivastava, Meetika Year 2009 Title Dynamic management of plant genetic resources Publisher SSRN Access date Last update date URL

7 7 7. Import references from databases NB! Open your EndNote library before you import references from databases. Most literature search databases can export references to EndNote. Always check whether it is necessary to edit references after they have been imported, so that your bibliography will look consistent. Oria Oria is available from the library web page: Log in Make a search Mark the references which you want to import in EndNote by ticking off the little stars at the left side of the references Choose E-shelf Mark the items that you wish to include in your EndNote library Choose Push to EndNote - Go click OK, at the bottom of the web page In the window Import to EndNote click OK Click View downloads + in new window click Open Web of Knowledge Web of knowledge is available from the library web page (Databases): Make a search Mark the references which you want to import in EndNote by ticking off the little boxes at the left side of the references Choose Save to EndNote desktop NB! Do not choose EndNote online Choose Sending records to EndNote + Send in the new window The references are being imported directly into your EndNote library

8 8 Hein online Hein online is available from the library web page (Databases): Make a search Mark the references which you want to import in EndNote by ticking off the little boxes at the left side of the references Choose at the bottom of the page: Save to my Hein bookmarks Save / (it is not necessary to log in) Choose Enter into research Choose To view your saved bookmarks to date, click here Choose Check all Choose Options Export to EndNote Submit Choose Open in the window Do you want to open or save., which is now visible at the bottom of your screen. The references are being imported directly into your EndNote library Google Scholar You can only import references individually to Endnote from Google Scholar. Make your search Choose Sitér or Cite and Endnote Choose Open in the window Do you want to open or save., which is now visible at the bottom of your screen. The references are being imported directly into your EndNote library 8. Import references by using the search function in EndNote I do not recommend this method, as it creates a lot of hits, less possibilities to refine the search and therefore little control of the import. Choose Tools Online search Choose source (i.e. Web of Science) Fill in relevant fields in the search panel Search - OK The references are imported to your EndNote library

9 9 9. Find and remove duplicates When you import references from databases, you may end up with duplicates in your library. You remove the duplicates like this: EITHER: Choose which of the duplicate references you want to keep: Choose References Find duplicates In the new window you will find the duplicates. The chronological first reference is at the left. Choose among the alternatives Skip (keep both), Cancel (stop the duplicate control) or Keep this record (keeps one reference, removes the other) OR: Delete all duplicates at once: Choose References Find duplicates One reference in each duplicate pair will be marked Choose References Move references to trash 10. Add full text documents to the references Mark all references that you want to attach full text documents to Choose this icon: Globe with white sheet of paper and red arrow OR Choose References Find full text Now the system will search the Internet for full text documents for your references. In the left column you will see how many that have been found. A paper clip to the left of the reference shows that a full text document has been attached. When you are logged in at the University of Oslo the system will also search for full text documents in all the electronic journals that the University Library subscribes for. After you have imported the full text documents to your EndNote library, you can access them from EndNote even if you are not logged in at the University of Oslo.

10 Sort the references You can sort the references by clicking the column titles. You can also sort by fields which are not visible in the reference list and choose sorting at several levels: Choose Tools Sort library Choose descending / ascending sorting for a maximum of 5 fields You can also choose sorting rules by language: Sort language 12. Create groups of references Your library can be organized in groups. It is recommended that you create only one library with groups, instead of several libraries. When you delete a reference in the library, it is also automatically deleted in the group(s). When you delete a reference in a group, it is not deleted in the library. You can choose between two types of groups: Automatically updated group Smart group Right-click on My groups in the left column Choose Create smart group Give the group a name in the field Smart group name Enter the critera that you want to divide the references by: for instance keyword, year, etc All references (also new) which fulfill those criteria, will automatically be added to that smart group. NB! References that have been moved to a group, will still remain in the library Manually updated group Right-click on My groups in the left column Choose Create group

11 11 Give the group a name in the field Group name Drag and drop the reference(s) to that group NB! References that have been added to a group, will still remain in the library 13. Search your library Choose Tools Search library Use the relevant fields for searching If you have entered information in fields like Keywords or Research notes, you can also search in these fields You can also use the Quick search-function (at the top of the menu), which performs the search simultaneously in all fields of your library Close the search window by choosing Hide Search Panel 14. Enter references in a Word document EndNote communicates with Word. When you have entered a citation in the text, the CWYWfunction (Cite while you write) automatically creates a bibliography / literature list at the end of your publication. The list will update itself automatically when you add new citations. Open your EndNote library Open the Word document that you want to work with and choose the tag EndNote Remember to choose the same style in Word and in EndNote (see section 18) Place the cursor in the text where you want to enter the reference Alternative 1: In EndNote In EndNote you mark the relevant reference by clicking at it so that it turns blue Choose Tools Cite while you write Insert selected citation(s) You can mark more references at once by using Ctrl Alternative 2: In Word Choose Insert citation Find citation Search for the chosen reference, choose Find and when you have marked the correct reference - click Insert at the bottom of the window

12 Add explaining foot notes at the bottom of each page In addition to, or instead of, a literature list at the end of your publication, you can enter explaining foot notes at the bottom of each page of the publication. The reference to the foot note is shown as a number in the text: Place the cursor in the text (Word) where you want to add a reference to the explaining foot note Choose References (from Word) Choose Insert EndNote Write the explaining foot note manually at the bottom of the page NB! Explaining foot notes will not automatically be included in the literature list at the end of your publication 16. Add literature references at the bottom of each page in the publication Open you EndNote library and the Word document that you are working with Place the cursor in the text (Word) where you want to place the reference Choose References (from Word) Click Insert Footnote Open your EndNote library and choose the relevant reference Open your Word document again, place the cursor at the right of the number at the bottom of the page and choose Alt 2 NB! The literature reference is now placed at the bottom of the page AND in the literature list at the bottom of your publication 17. Correct / edit a reference Sometimes references will contain errors or need to be edited. NB! Edit references in EndNote - not in Word! Start EndNote and open your library Double-click on a reference which you know that you have used in the document Edit that reference and save Open the Word document that uses the reference, open the tag EndNote, choose Update citations and bibliography. The changes in your EndNote library will then automatically be copied to your word document. You have to do this operation for all documents that contain the old version of this reference.

13 Change how the references are displayed in Word If you want the references to have the year in brackets, but not the author: Enter the reference in the Word document as explained in section 14. In Word: Right-click the reference and choose Edit and manage citation(s) Formatting Display as Author (Year) OK. If you want to add pages in the reference: In Word: Right-click the reference and choose Edit and manage citation(s), add page numbers in the field Pages OK. Remember to save changes in Word: Choose Update citations 19. Share an EndNote library More people can use the same EndNote library if it is saved in the common area at your computer. In that case, only one person can register and edit references, while the others can import references from the library to their documents. An EndNote library is paired with a folder (with the ending.data) which contains the pdf-files etc. If you do a back up or move the library, remember to include that folder as well. 20. Choose style in EndNote A style decides how references and bibliographies are displayed in your document. EndNote contains more than thousand styles that you can choose from: Click the style-field in EndNote Select another style choose new style - Choose 21. Download styles which are not found in EndNote: Open this link: - Downloads Styles Search for the style in the search field Apply Download Choose Save in the new window that opens at the bottom of your screen Choose Open folder in the new window that opens at the bottom of your screen

14 14 Double click the file in order to open it in EndNote Choose File Save as - (add file name) OK The style is now saved in your EndNote and can be used 22. Help UBO (University Library of Oslo) has created a facebook-group where you can ask EndNotequestions. At this web-site you will also find advice and help for using EndNote: UBB (University Library of Bergen) has also created a good web-site with an EndNote manual: Ask a librarian

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