EndNote X7 Reference Management Software The Complete Reference Solution

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1 EndNote X7 Reference Management Software The Complete Reference Solution Dr. Abbas B. Qadir Salihi University of Salahaddin, College of Science, Biology Department. 1

2 EndNote is a piece of computer software, which you can use to organize your references What will EndNote do? Create your personal library of references. Import references from online resources such as databases, electronic journal collections and the Library Catalogue. Add citations to documents in Word. Produce bibliographies. Instillation EndNote program. 1. Insert the CD into your CD-ROM drive. Double click on EndNote X7 folder, then double click on EndNoteX5-setup-v exe file. 2. Follow the instructions on screen to complete the installation. Use the Next button to move forward between the installation dialogs. 3. Registration Information: If you are installing the full version of EndNote, enter your EndNote product key. You must enter a valid product key to continue with installation of the full version of EndNote. The product key can be found in the EndNote X7 CD packaging.! If you are installing the Demo version, choose the appropriate button. You do not need a product key or serial number to install the Demo version of EndNote. Later convert Demo version to full version by copying the Crack to the instillation folder after complete the instillation. 4. End User License Agreement: You must select I accept the license agreement in order to continue with the installation. 5. Read Me Information: Read late-breaking news about this version of EndNote. 6. Windows Mobile Read Me Information: Read late-breaking news about EndNote for the Windows Mobile OS. 7. Select Installation Type: Typical installs the most popular output styles, filters, and connection files. Limiting the number of files installed speeds up performance. Advanced users can choose Custom to hand pick the file groups to install, and add additional styles, filters, and connection files. 8. Select Destination: By default, EndNote is installed in the C:\Program Files\EndNote X7 folder. You can use the Browse button to change the folder selection if you wish. 9. Select Default Citation Manager: (Microsoft Word 2007 and 2010 only) If the installer detects Microsoft Word 2007 or 2010, it asks whether to Use EndNote as my default citation manager. 2

3 10. Ready to Install: You can still click Cancel to stop the installation. Once you click Next. The installation program will begin installing EndNote files. 11. On the final EndNote X5 is Successfully Installed dialog, click Finish to close the installation program. 12. Convert EndNote from Demo version to full version: Open EndNote folder in your CD, then double click on Crack folder and Copy EndNote file. 13. Return to Local Disk (C), Open program files, then double click on EndNote X5 folder and Paste the file. 14. To make sure the program installed correctly, full version. Click the Start button, choose All Programs, select EndNote, and then choose EndNote Program. First, a dialog may ask whether you want to open a new EndNote Web account or integrate with an existing EndNote Web account. Next, a dialog may ask you to open a library file. You can create or open an EndNote library, in order To check the version number of EndNote choose Close to Cancel this dialog, then choose About EndNote from the Help menu, will appear dialog box This is a fully functional version of EndNote. Opening EndNote X7 Click on Start Select All Programs>EndNote X7>EndNote Program will open and the get Started with EndNote X7 window will open. Creating a new EndNote Library 1. Open EndNote X7. 2. Go to the top menu on your screen select File>New 3. Name and save this library to your preferred location and select <Save> Adding References to EndNote References can be added to EndNote via a number of methods. 1- Add references manually 2- Direct Export from Web 3- Direct Online Search with Endnot. 4- Downloading references from databases IMPORT USING FILTERS (Downloading references from PubMed) 3

4 1- Add references manually A- This example demonstrates how to type reference information into EndNote. Once a library is open, you can add a new reference to it: 1. Select menu References>New Reference (or Ctrl + N), or click on the button on the EndNote X7 Toolbar. The Reference window opens to display all of the information associated with the reference. 2. Click the Reference Type list and choose journal article You are now ready to enter reference information. Authors Names can be entered with the last name followed by a comma and the first name/initials OR the first name/initials followed by the last name, for example: John Smith J. Smith Smith, John Smith, J Multiple initials must be separated by full stops or spaces, for example: Smith, J.F. Smith, J F Do NOT enter as JF Smith or Smith, JF- Using the full stop or space allows Endnote to recognize that your author has multiple initials- if you forget this then Endnote will assume in this example that JF is your authors full first name, rather than just their initials. 4

5 If your reference has more than one author each name must be entered on a separate line within the author field. Do not type 'and' to link more than one author. For example Grimes, Peter Budd, Billy Grimes, Peter. Budd, Billy Grimes, Peter and Budd, Billy This is correct-authors are entered on separate lines in the same field This is incorrect-endnote will assume there is only one author instead of two and the information will not display properly This is incorrect-endnote will assume there is only one author (& will assume the 'and' is a middle name) instead of two and the information will not display properly If the author is an institution, corporate body or a commercial firm it should be followed by a comma and there should be no other commas within the name. For example: World Health Organization, Great Britain. Charity Commission, London School of Economics and Political Science, Marks and Spencer, Using a comma allows Endnote to recognize your author as a corporation-if you forget the comma these names will display incorrectly in Word. London School of Economics and Political Science, (Comma) London School of Economics and Political Science (No Comma) Displays correctly as London School of Economics and Political Science. Displays incorrectly as Science, L. S. o. E. a. P. If an author has a two-word or compound surname, it must be entered as Last Name Comma First Name. For example: de Gaulle, Charles de Beauvoir, Simone Authors with titles or those who have 'Junior' as part of their name must be entered as Last Name Comma First Name and will require an extra comma before the title. For example: Smith, John, Jr. Orr, John Boyd, Sir Double-barreled surnames should be entered as Last Name Comma First Name with the hyphen in the surname. For example Monck-Mason, George E.A.C. Macrae-Gibson, J.H. 5

6 Anonymous works For references where there is no author, you should just leave the Author field blank. However if your book actually has the word 'anonymous' printed on the title page then most styles allow you to enter the word 'Anonymous' as if this were the author name. 1. After typing authors name, move to the Year field. Continue entering the reference information reference, title, volume, issue, page number. If information is not provided for a particular field, leave that field empty. 2. Abstract: 3. To save a file as pdf from the file menu, choose import>file>choose pdf>open >import. 4. Close the Reference window by clicking the close button or by choosing Close Reference from the File menu. Adding your own keywords It is a good idea to add your own keywords when you enter references. This will make your library easier to search, particularly as it gets larger. Although citations imported from bibliographic sources will often include subject words, they may not be the ones you would have chosen yourself. Keywords should be entered in the Keywords field. You can enter multiple keywords, separated by a semi-colon (;). DO NOT use a full colon (:) as the EndNote program will treat it as part of the word. 6

7 B- Enter References That Contain Images 1. From the References menu, choose New Reference. An empty Reference window opens with the words New Reference displayed at the top. The Reference Type should appear as Journal Article. 2. Enter the reference information. Author: Year: Title: Journal: Volume: Issue: Pages: Keywords: Abstract: If information is not provided for a particular field, leave that field empty. 3. Scroll down to the figure and Caption fields. 4. Copy the image From the Reference and past into the figure field. 5. In the Caption field, enter title of the image.always enter a caption for your image. It assists in locating images, and it labels figures in your Microsoft Word documents. 6. Click the close button to close and save the reference and return to the library window. C- Enter a reference that includes an attached object file: 1. From the References menu, choose New Reference. An empty Reference window opens. 2. Click the Reference Type list and choose Chart or Table. 3. Enter the reference text as shown below. Created By: Year: Title: Image Source Program: Date: Keywords: 4. Scroll down until you can see the Figure field, and from the References menu, select Insert Object. 5. (Windows Only) An Insert Object dialog appears. Click Choose File to display a file dialog. 7

8 6. On the file dialog: Highlight the Microsoft Excel file. Click Open to insert the file into your new reference. The file appears as an attachment in the Image field. 7. In the Caption field, enter: the title of the table. 8. Click the close button to close and save the reference and return to the library window. 9. By this way you can search files or references saved in your own computer. 2- Direct Export from Web When you search an online journal index or database directly from the Libraries home page or from a Research Guide prepared for your class, you can often save the results of your search and then import them into your EndNote Library. Export citation to EndNote. 3- Direct Online Search with EndNot. Step 1: open your EndNote Library Use the File. Open options from the grey menu bar at the top Select and open your practice library Step 2: Click the Online Search button (or from the grey menu bar click Tools then Online Search). You are presented with the Choose A Connection box (see overleaf). hilight for pubmed and click Choose. 8

9 This opens the search connection to our Library catalogue: Enter keywords into the fields: author, title, year Click the Search button when ready. This window will appear. 9

10 The references downloaded then Preview results to find the right one, Highlight the records you do not want: Right click your selections and select the option to move them to Trash. Right click the Trash group. Click Empty Trash. Click to confirm the deletion. Return to All References to see the remaining record as part of your Library. 4. Downloading references from databases IMPORT USING FILTERS(Downloading references from PubMed) 1. Connect to PubMed. 2. Search and select results 3. Tag a few records in the results list, e.g.. 4. Click the blue Send to From the options box, select File from the Choose Destination options and from the Format drop-down choose MEDLINE. 5. Click Create File. 6. Click Save to save the text file in EndNot window 7. Click the Import button this window will appear, choose pubmed result then import the file to EndNote. 8. Right click and transfer any unwanted references to Trash. 9. Close the EndNote library to save imported references. 10

11 Creating new groups References can be added to as many different groups as you wish. Right click on the My Groups section in the Groups panel and choose Create Group. OR Choose References/Groups/Create Group from the Endnote toolbar. The default name is New Group but you can overwrite this with your own choice of name. Adding references to a group Once you have created a group it is very easy to add references into it: Highlight those references you wish to add (you can select more than one by holding down the ctrl key as you click with the mouse). Drag these references over to your chosen Group-make sure you keep your finger down on the mouse key as you do so. Your references will be added into your Group-references can be added to more than one group. Click on the name of the Group to see the references associated with it. Click on All References to see your full library. Renaming groups Select the Group you wish to rename and right click with the mouse. Choose the Rename Group option and add your chosen name. Deleting groups Select the Group you wish to delete and right click with the mouse. Choose the Delete Group. You will see a prompt asking you to confirm if you wish to delete the Group. Note: that references are not deleted from the Library-just from the Group. Sort the References References can be easily sorted by clicking on the column heading (such as Author, Year, or Title). To change the sort order: 1. Click the Author column heading to change the current Author sort from ascending order to descending order. 2. Click the Year column heading to see the references sorted in ascending order based on the year of publication. 3. Click the Year column heading again (a second time) to reverse the sort order and see the references sorted in descending order. 11

12 4. Now, click the Author column heading to return the sort order of the library to an alphabetical list sorted by the author names. You may need to click the heading twice to return to ascending order. To view or change the EndNote preferences: From the Edit menu choose Preferences. These windows will appeared From this window you can: a- Set a Default Library Click Add Open Libraries. Click Save or Apply to save this change. b- To change the display fonts: Click Display Fonts. The Library Display Font determines the font and size of the references listed in the Library window. Under Library Display Font, click the Change or Change Font button. In the Font list, select a different font (for Windows, select Arial Unicode MS or another Unicode font that supports Japanese characters) and click Save or Apply to save the change. c- Duplicate record handling Select Duplicates from the left menu Mark the fields to be compared when EndNote looks for Duplicates. Click the red close button or OK to save your changes and leave the Preferences dialog. 12

13 Import Journal Term Lists Required step, best before entering citations, for each library. Adding these will allow standard journal titles and abbreviations to link together. Go to Tools > Open Term Lists > Journals Term List. New term or Highlight a journal name and click Edit term. You can add or edit abbreviations. Close the Term List window when done. To preview a reference output style: 1. Click on the Show Preview button at the bottom of the window. 2. The preview pane uses the current output style to display the selected reference as it will be formatted for a bibliography. EndNote s output styles (or just styles) represent the rules for creating bibliographies for a variety of journals and other publications. The styles determine how your references look when you print, export, preview, or create bibliographies. 3. To select a different output style to apply to the reference, go to the toolbar and select Numbered from the drop-down list of output styles. Only one reference is displayed in the preview pane at a time. If multiple references are selected, only the last one is displayed. The format of the reference in the preview pane can be changed at any time by choosing a different output style. When the preview pane is showing, a Hide Preview button is available at the bottom of the window. You can click Hide 13

14 Preview to hide the preview pane if you wish. The name of the button will toggle to Show Preview Output styles What is an Output Style? The term output style (or just "style") is used to describe a particular method of documenting your work. Each style is designed as a complete solution for formatting in-text citations, footnote citations, and bibliographies for all types of references. You can think of styles as templates that show EndNote how to arrange the information in each of your EndNote references for citations and bibliographies. For example, a single reference could be formatted in the Chicago style like this: Argus, Michele V., and Edward K. Matthews Stratigraphic excavation techniques for paleontologists. Journal of Paleontology 17: Or it could be formatted in the Nature style like this: 1. Argus, M. V. & Matthews, E. K. Stratigraphic excavation techniques for paleontologists. Journal of Pa-leontology 17, (1991). EndNote includes more than 4,500 individual bibliographic styles. Only the most popular styles are stored as individual files in the Styles folder in your EndNote folder. To see the available styles in EndNote s Styles folder, choose Output Styles from the Edit menu, and select Open Style Manager. If your style is not available, you can download additional styles, any style can be modified to suit your needs, plus you can create new styles. Styles can be downloaded or edited, and new styles can be customized, with EndNote's Style Manager. The Style Manager allows you to find and preview installed styles. Commonly used styles can be marked as "favorites," which will appear in the Output Styles submenu of the Edit menu and in the list of available styles in Cite While You Write. The Output Styles Menu The style selected in the Output Styles submenu of the Edit menu (or the style menu on the toolbar) determines how references are formatted for the preview in the Library window as well as for the Format Bibliography, Format, Print, Export, and Copy Formatted commands. 14

15 By default, EndNote s four standard bibliographic styles are installed in your Output Styles menu: Annotated: generates an Author-Date style bibliography with abstracts. Author-Date: generates bibliography alphabetized by author name, and in-text citations with Author and Year. Numbered: generates a numbered bibliography with corresponding numbered intext citations. Show All Fields: generates a list of the references as entered, including all fields and the names of the fields. Mark individual styles as your favorites in the Style Manager to have them appear in the Output Styles menu, the style menu in the Main toolbar, and the confirm formatting dialog. The Style Manager EndNote includes more than 4,500 individual bibliographic styles. By default, only the most popular styles are stored as individual files in the Styles folder in your EndNote folder. To see if your journal s style is included in EndNote, peruse the list of styles in the Style Manager. If your style is not available, any style can be modified to suit your needs and you can create new styles. To see the available styles in EndNote s Styles folder, choose Output Styles from the Edit menu, and select Open Style Manager. The Style Manager lists the names of the original styles available in the Program Files\EndNote 15

16 X5\Styles folder as well as any new or modified styles in your personal Styles folder, and gives you the options to edit them or select them as favorites for quick access from the style menu on the toolbar, the Output Styles menu on the Edit menu, or the confirm formatting dialog. To add a style to the Output Styles submenu on the Edit menu: 1. Output Styles and select Open Style Manager. 2. Find the style that you need. 3. Click in the box to the left of the style's name to choose it as one of your favorites. 4. Close the Style Manager by clicking the close button or choosing Close Style Manager from the File menu. To select a whole category of styles as favorites, click the Find by button in the Style Manager window, select the category of interest, and then click Mark All when all of the styles for that category are displayed. Click the Find by button and choose All Styles to bring all of the styles back into view. The Unmark All button may be used to unmark all of the output styles that are showing in the list. 16

17 If you cannot find the style you need: Many bibliographic styles are simply variants of a small number of well-known bibliographic formats. EndNote includes over 4,500 different styles, but it may not include the exact style you need. If you can't find the specific style you need, you can: Check the submission guidelines for the publication to see if the style is a derivative of a well-known style. You may be able to use that style (perhaps with minor modifications). Try the interactive Styles Finder on the EndNote web site. A shortcut to the Web Styles Finder is provided on the Help menu. Finding individual output styles on the EndNote Web site You can use the Style Manager in EndNote to find and download individual output styles. To download individual output styles: 1. From the Edit menu in EndNote, choose Output Styles and then Open Style Manager. 2. Click Get More on the Web to start your default browser and go to the appropriate page on the EndNote Web site. Note: Another way to direct your browser to this web page is to select Web Styles Finder from the Help menu. 3. Click Accept to accept the Terms of Use. 4. Browse through an alphabetical listing of the available output styles, and Download those files you want to install. 5. Copy the downloaded files to your Styles folder, which is typically located at Program Files\EndNote X5\Styles, or to your personal Styles folder (see Folder Locations Preferences). 6. If EndNote is still open, please Exit the program and then restart EndNote to read in the added output styles. The styles will now be available in EndNote to select for formatting. 17

18 Basic Components of a Style The best way to understand how a style works is to open one up and look at it. To create a new style: From the Edit menu, choose Output Styles and select New Style. If you are interested in creating a new style, see Creating a New Style. To edit a style: From the Edit menu, choose Output Styles and then Open Style Manager. Select the file to edit and click Edit. The most recently used style can also be opened by selecting Output Styles from the Edit menu, and choosing Edit <style>. The Style Window After choosing the option to edit an existing style or create a new one, EndNote opens the Style window. All of the different options for editing a style are listed on the left side of the Style window. The first four items (About This Style, Anonymous Works, Page Numbers, and Journal Names) apply to citations, bibliographies, and citations in footnotes. The rest of the options in the Style window are grouped under one of four headings: Citations: Panels listed under the Citations heading apply only to citations in the body of the text. Bibliographies: The items listed under the Bibliography heading apply to the bibliography that EndNote creates when you format a paper. These settings are also used with the Export, Print, Copy Formatted, and Preview options. 18

19 Footnotes: The items under the Footnote heading apply to citations that have been inserted into the footnotes or endnotes in a word processing document. (You must first create the footnotes in your word processor, and then insert EndNote citations into them.) Figures and Tables: The items under Figures and Tables apply to EndNote figures and tables that have been inserted into a Microsoft Word document. Modifying Style Templates If you are creating a bibliography that requires a style not included with EndNote, then you can modify a style to suit your needs. Editing a style requires a general understanding of how styles work and the components of a style. Read Basic Components of a Style to become familiar with the terms. These topics can help you in creating or modifying style Templates: Citation Template Bibliography and Footnote Templates Changing the Punctuation in a Formatted Reference Adding and Removing Fields in a Formatted Reference Adding New Reference Types Font and Text Styles Rules for Working with Style Templates EndNote Cleans Up Special Formatting Characters Additional Style Formatting Options Adding and Removing Fields in a Formatted Reference 19

20 The field names (such as Author, Year, and Title) that you see when editing a style template, indicate what information is included in your formatted reference. If you want to include a field, such as notes, along with your references, you should add the Notes field to the style that you use. Similarly, to exclude unwanted information that is appearing in a bibliography, you must delete the field name that contains that information from the style s bibliography template. The examples below show two common scenarios in which fields are added to or removed from the formatted bibliography. Whenever you change the fields in a style template be sure to check the surrounding punctuation to make sure that it is still accurate. Adding a Field to a Style Template 1. Select the style that you want to edit, and click Edit. 2. Click on the Templates option under the Bibliography heading, and position the cursor at the location in the template where you want to add a field. 3. Click the Insert Field button and choose the field to be added. 4. After the field is inserted, add any punctuation or spacing that is necessary to correctly incorporate the new field into the style. Note: As a short-cut, you can use the options in the Layout panel to add text or punctuation before or after every reference in a bibliography. Deleting a Field from a Style Template If EndNote includes information in your bibliography that you do not want to be there, you can edit the style and delete the unwanted field s name and any associated punctuation. For example, if a style includes the issue number in your journal references, and you do not want the issue to appear: 1. In the Style Manager, select the style and click the Edit button. 2. Under the Bibliography heading, click the Templates option. 3. Select the text to be deleted (for example, ". Issue "), and press the Delete or Backspace key. Along with the Issue field, also remove the period that precedes it and the vertical bar, a special formatting character, that follows the Issue field. Adding New Reference Types When a style does not include a template for a specific reference type, such as Report, EndNote uses the style s Generic template to format that reference type. Although there are times when the Generic format suffices, often it is not sufficient because the other reference types need to be formatted differently. Therefore, you should make specific templates for the different reference types that you will be including in your bibliographies. 20

21 To add a new reference type template to a style: 1. From the Edit menu, choose Output Styles>Open Style Manager and select the style that you want to modify. 2. With the style selected, click the Edit button. 3. In the Style window, click the Templates panel under the Bibliography heading. 4. Choose the name of the desired reference type from the Reference Types drop down list. (Reference Types that are already defined appear in the list with check marks next to their name.) A new template for that reference type is added at the bottom of the Style window (scroll to the bottom of the Style window if you do not see it). Defining the Format for the New Reference Type Template Defining the format for a new template is a process of inserting the necessary fields and punctuation in the correct order. For this example, we want a report to look like this (Author, Title, Report Number, Year, Institution, and City): Trift, M, Aspects of the tethyan rifting, , Institute for Tethyan Rifting: Austin, TX. We can insert the fields and type the punctuation to create a template for the Report reference type. Use the Insert Field button at the top of the Style window to insert the fields in the correct order. After inserting a field name, type the punctuation and spacing that should follow it. Apply text styles, such as italics for the Title, by selecting the text to change and using the Style toolbar. The final template for the Report reference type looks like this: Report Author, Title, Report Number. Year, Institution: City. Fonts and Text Styles By default, text entered into a Style window appears in EndNote s Plain Font, Plain Size, and Plain Style settings, which allow the bibliography that EndNote creates to adopt the font settings in your paper. For example, if you type your paper in 10 point Times font, EndNote uses that font for the paper s bibliography. Use the Edit menu or the Style toolbar to apply any font, size, or text style to your Style templates. (Note that only the standard Windows fonts are available.) All text attributes entered into a style template carry over into the bibliography that EndNote creates. You can use this feature, for example, to italicize titles or make the volume numbers bold. Any font or text style changes entered in an EndNote Reference window carry through the bibliography as well. For example, any italicized terms in your references will still appear italicized in your bibliography, regardless of the text attributes that the EndNote bibliographic style applies. 21

22 Writing your paper using Word and inserting citations 1- Finding and adding a reference 2- Fix the spacing for the reference list 3- Excluding an author 4- Listing several references 5- Page numbers 6- Deleting reference 7- Updating the reference list after EndNote change 1- Opening Word Click on Start>All programs>(microsoft Office)>Microsoft Word. A new blank word document will open. Notice that a small extra floating EndNote toolbar has appeared. Hold your cursor over each icon on the toolbar to see what each means. If you cannot see an EndNote toolbar, click on View>Toolbars>EndNote 2- Type the beginning of your document. 3- Switch to EndNote and select a reference to include in your paper On the EndNote toolbar, click on the EndNote programme icon (2 nd form the left) to go to EndNote. This will take you to EndNote and create a working link between your Word and EndNote files. You MUST have your EndNote library open. Open this by selecting File>Open>Open Library. Locate and open the library which you have already created in the previous exercises. Click on a reference in your EndNote library to highlight it. (It does not matter which one, as this is to show you how the Cite while you write facility works). Go back to your word document and place the cursor after the word 'essay' in the sentence you have typed. On the EndNote toolbar click on the Insert Selected Citations (s) icon. Watch carefully an abbreviated form of the reference from Endnote will appear briefly on the screen. 4- Adding more text Repeat the process above by adding another sentence of your own choice to your document. Then add a citation using EndNote as instructed above. Carry on adding references until you are comfortable with the process. 5- Changing the style If you do not like the style in which the citation and the reference displays, try changing it. (Please note that EndNote defaults to using the annotated style which will display an abstract in the bibliography. Most other styles do not do 22

23 this). Click on the Format Bibliography icon on the EndNote toolbar and select Harvard at Newcastle from the drop down list of styles. Note how the intext citations and the style of the references at the end of your document change instantly to reflect the newly chosen style. Use Format Bibliography and Browse to select other styles. 6- Instant formatting Click on Format Bibliography on the EndNote toolbar and click on the Instant Formatting tab. This tells you that instant formatting automatically updates your reference list as you add new citations to your document. If you don t want to do this, click on disable. 7- Fix the spacing for the reference list Click on Bibliography this window appear Click on layout > line spacing (single) > space after (single) 8- Excluding an author Right click on the reference (on the word) > edit citation > more > exclude author 9- Saving your file in Word Select File, Save as Save to your own personal file space Choose a file name (e.g. test.doc) Click on save Close your document and then close Word Go back to EndNote 23

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