What is EndNote? Exercise 1: Entering References

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1 What is EndNote? EndNote is a program that helps you collect, organize, and use bibliographic references. Use EndNote to connect to the UVM library catalog or to other online databases and download references to your EndNote Library. You can also store copies of actual articles in EndNote. It can be used in conjunction with Microsoft Word to enter your references into a document as inline citations, footnotes or endnotes, and a bibliography. You can choose the format the references should use (Chicago, MLA, APA, Nature, etc.). For more information about EndNote, see the "Introductory Guide to EndNote" at the Library web site: Direct support from EndNote itself includes the built-in Help manual that is reasonably well-written, and the Frequently Asked Questions area at the EndNote support site: Exercise 1: Entering References 1) Open EndNote. If asked, choose an existing library or Create a New Library. (Endnote may simply open the Library you had open last time you used it.) 2) From the menu, choose References: New Reference (Ctrl+n) or click the +Reference icon. Be sure to choose the appropriate Reference Type (book, journal article, etc.) from the drop-down box at the top of the New Reference window before entering your information. Some tips: Authors can be entered last name, first name Multiple authors should get one line each (hit enter/return after each one.) Items that you input for the first time appear in red. Items that are already in the library appear in black and EndNote will try to auto-fill those as you type. You can move from field to field with the tab key. Keyword separators can be return, semi-colon or backslash. Don t use commas! You can put 64 kbytes (about pages) of information in each field. Use the field Research Notes for your own notes about the reference, or quotes that you may wish to store from your reference. EndNote interprets how your author s names should appear in your bibliography based on where you place the commas. The following table shows examples: Enter the name like this: Tiberius Rex Smith, John de Young, James, Jr. University of California,,Berkeley Endnote will output it like this: Tiberius Rex John Smith James de Young, Jr. University of California,Berkeley Close the New Reference window to Save it to your Library. To save your Library, choose File: Save. Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct

2 Exercise 2: Using the Library Window 1) Is the Preview Pane open? If not, click on the Preview button at the bottom of the window. 2) Get familiar with the Library window: Scroll through the References and see how they are displayed in the Preview Pane. Change the sort order: Double click on Title then on Year. Change the column sizes: click and drag the column dividers. 3) Output Styles: EndNote stores your references in a database. The information is stored as a raw list of fields, such as Author, Title, Year, etc. Output Styles determine how the information in your Reference will appear in your Preview Pane and, more importantly, how it will be formatted when you use it in a document. For example, when the Reference is in a Bibliography should it list the author as lastname, comma, firstname followed by a period? Or should the author s name be lastname, comma, first initial? Should the Title be underlined or in italics? Lowercase or mixed case? Should the year be right after the author name or at the end? To see some of the possibilities, select the output style from the Styles dropdown list on the toolbar. Choose Select another style to get a list of all possible styles. (Be patient it takes a minute to generate that list the first time) For example: in your EndNote library, click on a journal article. In the Styles list, choose APA 5 th and look in the Preview pane. How are the article title and journal title displayed? Now choose the Style Chicago 15 th A. Now how do the titles appear? One of the Styles in your list is named Show All. It will show you all the fields in your Reference that have information in them. Which Style should you use? Every discipline has its preferred Style. Psychology often uses APA 5 th. Historians generally use Chicago, while many Humanities disciplines use MLA. Science disciplines generally use the Style directed by the journal for which they are writing. If you are unsure which Style to use, check with your professor. Exercise 3: Connecting to External Databases 1) Choose Tools: Online Search: New Search. A list of connection files will appear. 2) Scroll down the list until you find U of Vermont, or type Vermont in the Search box at the top and hit Enter. When you find it, double click, or click on it and click on the Choose button. (Note: The U of Vermont connection file will only appear if you have installed it. See installation notes at the end of this document for directions.) Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct

3 3) The Online Search pane will open at the bottom of your EndNote window. In the first field, type Sarah Hale then choose Author in the drop down box to the left. Click Search. It should find several references. Click OK. Now you must decide if you will keep these references. (You can double-click on each one to see more details.) If you wish to keep a reference, do nothing. If you do not wish to keep it, drag it to the Trash Group, listed in the left side-bar pane. You can select multiple references using ctrl-click or shift-click. Notice that you have now added the U of Vermont to your Online Search groups. To search UVM s catalog again, click on its name in the Groups pane and type in your new search criteria. EndNote will find the references and give you the opportunity to check the Discard the previously retrieved references so that you clear away any leftover references from the previous search. You can return to your complete list of References by clicking on the All References group in the left side-bar pane. Searching Databases to which UVM Subscribes: 1) Go to Tools: Online Search: New Search. 2) Find and select the MLA Bibliography (Ovid) or try WorldCat (OCLC) or Web of Science (TS). 3) Using the same method as above, search for two books or articles of your choice and add them to your library. Searching Databases to which UVM Subscribes but EndNote Cannot Connect: This is the tricky one! UVM has many subscriptions to databases that cannot be connected to directly by EndNote. Some of these databases do have a way to export information in a way that can be easily imported into EndNote. Generally, you go to the database by going to the Library s web site. Find and select the articles, then look for an Export option. It may either allow you to export directly to EndNote, or you may have to save the references to a file, then use EndNote s File: Import menu item to import the references into EndNote. The library is building a detailed list of these databases, with instruction on how to export/import the references, at: Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct

4 Exercise 4: Cite While You Write in Word EndNote helps you insert your references into a Word document as a citation, then formats them according to your chosen Style, and creates the bibliography as you go. 1) Open your EndNote library and open Word. 2) Type a line of text. To insert an inline citation, choose Tools: Endnote: Find Citations, or in Word 2007 for Windows, click the Add-Ins tab and find Endnote s Insert Citation. In the dialog box that comes up, type a keyword or author name in the Search box, then click Search or hit Enter. EndNote will find all the references that contain your search term. Double-click the reference to insert it in your document. What you actually see inserted is determined by which Style you selected in EndNote. Some Styles allow inline citations (a citation right in the text) while others do not. If the Style you selected in EndNote allows inline citations, you will see that appear at the cursor position. If the Style you selected does not allow inline citations, you should first create a footnote or endnote as described below, then, with your cursor in the footnote or endnote, follow the process described above. Inserting a Citation in a Footnote/Endnote 1) Type some text in Word. In the Word menu choose Insert: Reference: Footnote. Choose footnote or endnote. 2) The footnote or endnote will be inserted and your cursor will appear in it. Now insert your Reference, as described above. 3) Note about bibliography placement: Word s default is to add endnotes to the end of the document. Thus it will appear after your bibliography. In many cases this is incorrect: the bibliography should appear at the very end of the document, after any endnotes. To make your bibliography appear after the endnotes, you will need to use Word s Section feature. Make the bibliography move to its own section by moving your cursor to a point just before the bibliography and choosing Insert: Break: Section Break: Next Page. This will place the Bibliography on its own page. Next, tell Word that the endnotes should appear at the end of the section not the end of the document. In Windows: go to Insert, Reference, Footnote. Choose Endnote, then in the drop down box next to it choose End of section. Click Apply (not Insert!). In Mac: go to Insert, Footnote. Choose Endnote, then click the Options button. In the Place at dropdown box, choose End of Section, then click OK. Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct

5 Editing or Deleting Citations/References As you use the Cite While You Write feature you will notice that your citations and references appear gray in Word if you click on them. This tells you that these are live connections that Word is making with EndNote. If you try to fix a typo or add information to your citation/reference by typing in these gray areas, your correction will not stick. Word will automatically change it back. It is always best to make any corrections to a reference from within the EndNote library. Then, in Word, choose Tools: Endnote: Format Bibliography and the entry will be updated with your changes. At times you may need to add information to a single instance of a citation/reference. For example, your Style may require you to display the page number from which a quote or information was cited. Or it may require that you do not show an author s name in certain circumstances. You may also need to delete citations from your document. In all these cases, use the Edit Citation command. In Word, click once anywhere in the citation, then from the EndNote toolbar menu, choose Edit Citation. A dialog box will appear that displays your citation and the following possibilities: Exclude year: check this if you do not want the year to appear in your citation. Exclude author: check this if you do not want the author to appear in your citation. Prefix: type in any information that should appear at the beginning of the citation, including punctuation and spaces (for example: See also ). Suffix: type in any information that should appear at the end of the citation, including punctuation and spaces. Pages: type in the page number or numbers that the citation is referring to. DO NOT type a p. or pp. etc. EndNote will do that.) Remove: this is the safest way to remove a citation. To remove a section of your text that includes citations it is safest to remove the citations first using Edit Citations, then delete the text. Exercise 5: Attaching a File to a Reference Many databases now include full-text copies of articles in addition to the citation information. Or, you may find pdf versions of articles online that you wish to store. To attach and store a copy of an article, create a Reference as described above. Select the Reference and choose References: File Attachments: Attach File from the menu. Or, Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct

6 inside the Reference, scroll to the File Attachment field, right-click, and choose File Attach from the pop-up menu. Find the file you wish to attach by navigating to it, selecting it, then click Open (or just double-click it). The file will be attached to the Reference and a paper-clip icon will appear next to it in your list of References. To open the attachment from within EndNote, open the Reference to which it is attached, scroll to the File Attachment field, and double-click on the document s icon. Exercise 6: Printing References 1) To print a stand-alone Bibliography of selected References, you can either: Select the References (singly, or in multiples using ctrl-click), then choose Print, or Create a Group in EndNote by going to Groups: Create Group. Type a name for this Group and press Enter. Now, click and drag your chosen References to the Group. When done, click on the Group s name to see your chosen References, then choose File: Print to print them as a Bibliography, or If you need to do custom formatting of your Bibliography, select your References, either by creating a Group or using the multiple selection shortcut keys (ctrl-click or shift-click), then choose File: Export. Name the file and choose to export as RTF. Once done, open that file in Word and format as needed. Appendix: Getting and Installing EndNote EndNote is available free of charge to UVM affiliates. The current version is EndNote X2 (12). Version X3 should be available soon. Go to the UVM software archive at You will need to know your UVM NetID login name and password to connect. Choose your operating system, find EndNote, click Download EndNote Now and, when asked, save it to the Desktop. Once it has downloaded, go to your desktop, find the EndNote icon and double click on it. Follow the installation procedure from there. Once installed, open Word. If you do not see the EndNote tools you will have to do one additional step. See for instructions. Next, install the UVM Library Connection File: If you wish to use EndNote to connect to the library s online catalog system (voyager.uvm.edu) you will need to install the UVM Library s connection file. Go to: Ctrl-click on the link and save the file as directed (Save Link As). This file must go in the EndNote Collections folder. (On Windows, you ll find the Connections folder in your EndNote folder inside your Program Files folder on drive C:. On a Mac, it s in the EndNote folder in your Applications folder.) Drag the file you just saved into that Connections folder. Additional EndNote information, help, FAQs, connection files and output files are available at EndNote s web site: under Support. The EndNote manual is also included in the Help section in your EndNote program. Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct