Getting Started EndNote X2

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1 Getting Started EndNote X2 Carole Gall Doug Bartlow

2 Getting Started with EndNote (Carole Gall Doug Bartlow) EndNote is a bibliographic program that will, in a variety of formats and styles, search online, retrieve, store, manage and cite references for document inclusion. It may be purchased from a campus bookstore for $5.00 or it may downloaded for free from the IUware Online website at For non-university clients EndNote has a retail purchase price of $ Creating a Library 1. When EndNote is opened the following window may appear. In X2, the opening dialog is still there and available from the Help menu (Show Getting Started Dialog). For upgrade users, EndNote does not show this dialog automatically but it does for new EndNote installations. Choose Create a new EndNote Library and click OK. Otherwise go to File>New. Version 10_2009 2

3 2. Give your library the name of Sample and put it on the Desktop by clicking Save. Note: You can also open a library from the File menu. Note: You can compress a library in the Zip format for easy ing. Adding References to Your Library There are three ways to enter a reference into EndNote: 1. Manually by keying in the data yourself. 2. Search an external database (such as Medline or PubMed) and export references to EndNote. 3. Within EndNote connect out to a database, search for references and import. There are no references in your new library, to add one manually click References and choose New Reference. Version 10_2009 3

4 Adding References Manually 1. The default reference type is a Journal Article. You may choose one of more than thirty other reference types by using the pull-down menu. 2. Author names may be entered First Name, Middle Initial, Last Name (no commas) or Last Name, First Name, Middle Initial and/or ttitle (with commas). Use the Enter key to add each author on a separate line. Authors and Journals not yet in the database are entered in a red font. NOTE: Each name must occupy a separate line. Place a second comma after the complete name to add titles or text. For example University of California, Berkley would be entered as University of California,, Berkley to be displayed correctly in the bibliography. 3. Use the Tab key or the Scroll Bar to move down the list of entries. Use the Enter key to add multiple entries in any field. 4. Create a journal article reference by using the following information. Authors: Laura M Reich; Bower, Matthew, Jr.; University of California,, Berkley Year: 2009 Title: Role of geneticist in testing Journal: Genetics in Medicine Volume: 5 Issue: 3 Pages: Date: May/June 5. Closing the window with the button automatically saves your entry and displays it in your library. Version 10_2009 4

5 When the New Reference window is closed, the record will be displayed in the Preview Window, in the style selected in the Style Window in your library. You may have to expand your library window to see more of the record. Changing Display Fields To add other fields to the library display, change display properties or add custom reference types Click Edit > Preferences>display fields and choose the appropriate field. Use the pull down menus to easily make changes in your display. Version 10_2009 5

6 Make the following changes to the Display Fields. Column Name Change 1 Figure Figure 2 File Attachments File Attachments 3 Author Author 4 Year Title 5 Title Year 6 Journal/Secondary Title Journal/Secondary Title 7 Reference Type Reference Type 8 URL URL Using the Style Manager EndNote contains over 3600 journal styles in which you may display your references. ( has another 1000 styles to download if needed.) In the Style Window you may click Select Another Style and use the Quick Search box to search for a particular style. After a Quick Search you may return to the complete style display choosing Find By and then All Styles. Version 10_2009 6

7 Note: The Vancouver style, also known as the Uniform Requirements, is considered a standard for biomedical research created by the International Committee of Medical Journal Editors ( may be chosen from the EndNote Style Manager. Importing References from Ovid Medline (Direct Export) 1. Select Ovid from the Medical Libraries homepage and then click on OVID MEDLINE to begin your search. At the completion of your search select the citations to save by checking the box to the left of the citation(s). The Results Manager box is located immediately above the results window. Version 10_2009 7

8 2. Make selections in the four categories: Results - Selected Results Fields - select Complete Reference Result Format - select Direct Export Action - click Save 3. If you have more than one citation management program on your computer the Choose Destination window will open. Choose the Endnote option and Select a Reference Library to save the selected citations. Note: You can usually save up to 200 citations at one time. Version 10_2009 8

9 Importing Records From PubMed Note: Using an Indiana University user-id and password, you can enter the IU School of Medicine Libraries authenticated PubMed, which has full text article links from over 3,000 online journals subscribed to by the IUSM Libraries. 1. Search in IU authenticated PubMed 2. From your search select the reference(s) to save by checking the box(es) to the left of the reference(s) number. 3. Then choose Choose Destination and select File by clicking the radio button. 4. In the Format box, choose MEDLINE. 5. Then save your file to the desktop by clicking File, Save As; then select Desktop, name your file, and under Save as Type select Text File (.txt). Saving to the Desktop makes the file easy to find later. Version 10_2009 9

10 6. Now go into EndNote to import your saved file. In EndNote click File, Import and fill in the Import Data File box by clicking Choose File and selecting the file on your desktop to import. At the Import Option pull-down menu choose PubMed(NLM). You may have to search in Other Filters to find the PubMed (NLM) filter. Then click Import for the reference(s) to be transferred to EndNote. At this time you can: Look at, edit, delete a citation by double clicking on it, or View brief citation by clicking on Show Preview. To enter your chosen reference(s) into the EndNote Library, click References (on the top bar), and then Show All References. Online Search EndNote Online Search can search over 300 databases; in this case we will choose PubMed. We recommend using Online Search for simple searches or for a known reference. The search engine in EndNote lacks the sophistication of the native databases (OVID, PubMed, PsycInfo). When connecting from EndNote to a remote database, the searcher must select the remote database from an impressive list including Indiana University s online catalog. To search from EndNote in PubMed In EndNote click Tools>Online Search> New Search>Choose a Connection File. Version 10_

11 After you have entered the search terms in the Online Search box click Search. A searcher can refine an EndNote search field by Clicking the Plus Symbol to add search field or the Minus Symbols to remove search fields, but in comparison to PubMed and OVID the options are few and are limited in complexity. The search strategy can be kept by Clicking Save Search, as can be Version 10_

12 done in PubMed and OVID. The searches are saved as EndNote Search Options with an.enq extension on the file name. While holding down the Control Key highlight the selected search results. Right Click on the selections to Add References To>Create Custom Group. At this time you can: Look at, edit, delete the citation by double clicking on it, or View brief citation by clicking on Show Preview. Adding a PDF File A PDF file may be linked to an EndNote reference. In any reference record first click In the File Attachments field, then right click and choose File Attachments>Attach File and browse to the PDF file. A copy of the file will automatically be placed in the EndNote Data folder and a link place in the reference field. Version 10_

13 Finding Full Text Articles Let EndNote X2 locate and download full text for you no additional steps required! Select one or more references, a Group, or your entire Library and have EndNote scan for full text available to you including IU School of Medicine Libraries online archives and subscriptions. When the full text is found, EndNote downloads and links it to the appropriate reference automatically all while you continue to work. One prerequisite is needed, in EndNote click Edit, Preferences, URLs & Links, and check Enable Open URL. In the Open URL Path, paste and click Ok. Creating Custom Groups Instead of creating separate libraries as in past versions of EndNote, in EndNote X1 citations may be assigned to Custom Groups instead of separate libraries. Right click Custom in the Groups pane and then choose Create New Group. Name your group and then add citations to it by dragging and dropping them. References maybe members of more than one group. Cite While You Write with Microsoft Word When EndNote is installed it will automatically create a Tab of EndNote commands in the Microsoft Word Version 10_

14 Inserting Citations in a Word Document 1. Move your cursor to the citation insertion point in your document. Search for your citation by clicking on the Find Citation icon in the Citations section on the EndNote Tab.. 2. When the Search window opens insert a word or phrase (author, word in title, etc.) and click Search. When the desired reference appears, Click Insert to insert the citation in your document. In the following example we have chosen to insert a reference at the end of the sentence, Now is the time for all good men to come to the aid of their country. We searched under the author s name of, Reich. 3. Highlight the desired reference and Click Insert. Citations are linked to your Endnote library. The inserted reference looks like this 4. You may also highlight a citation or citations in EndNote and then insert it into your document by Clicking on Insert Selected Citation(s). Version 10_

15 5. To change your bibliographic format using the Style pull down menu and choose a different style. 6. If your desired style is not one of the choices, use Select Another Style to browse to one of the other styles in the Style Manager. Deleting Citations in a Word Document While it is possible to highlight a formatted citation and simply press the delete key on your keyboard, if you do not completely delete the citation and all associated field codes, you could corrupt your document. If you decide to delete a citation or a entry in the bibliography already placed in a word document you need to 1. With your cursor, highlight the citation in the body of the document. Version 10_

16 2. Click on Edit Citation(s) in the Citations pane of the EndNote tab. 3. In the left column under Citations In Document, make sure the highlighted citation is the one you want to delete and then click Remove. The citation and the bibliography reference will be completely removed along with the accompanying field codes. Version 10_

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