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1 ENDNOTE 7

2 Course Notes prepared by Macquarie University Library Macquarie University Library

3 ENDNOTE 7 Table of Contents Learning Outcomes 1 Introduction 2 The EndNote Library 2 Endnote Manual 2 Creating, Opening and Saving Libraries 3 Adding, Editing and Searching for References 6 Importing/Exporting Database Search results to EndNote 15 Connecting to Library Catalogues 23 Using EndNote with Microsoft Word 27 Printing & Saving Files 34 Backing up your Library 35 Further Help 36 Appendix 1: Citations 38 Appendix 2: EndNote Preferences 39 Appendix 3: Adding Images & Files 43 Appendix 4: Importing bibliographic lists into EndNote 45 EndNote 7 page i

4 EndNote 7 page ii

5 LEARNING OUTCOMES By the end of this session you will be able to: 1. Create, open and save a library. 2. Add a new reference to your library manually, edit a reference and search for a reference 3. Import references to EndNote from databases using EndNote Filters and/or Direct Export. 4. Import references from library catalogues using EndNote connect 5. Use EndNote with Word to create in-text citations and to format a bibliography in a required bibliographic style (e.g.: APA or Harvard). 6. Identify EndNote Help options. Note: These notes have been written using EndNote 7 with Windows 2000 and Word System Requirements EndNote runs under the following operating systems: 1. Windows Windows ME 3. Windows XP EndNote for Windows is compatible with: 1. Microsoft Word for Windows 97/ 2000/ XP(2002) 2. WordPerfect for Windows 9 (2000) and 10 (2002) Check the EndNote manual for complete information on system compatibilities. page 1

6 INTRODUCTION With EndNote 7 you can: Create a Library to organise, store and manage your references (citations). Add references to your EndNote library from online databases and library catalogues by either: 1. using EndNote Filters to import a saved reference file. or 2. Direct Export (e.g.: Ovid, Science Direct, Web of Science, EbscoHost). or 3. Connect to Library Catalogues to download selected references to your EndNote library Insert citations into your Word document whilst automatically creating a bibliography in your required Style. THE ENDNOTE LIBRARY An EndNote Library is a collection of references, each containing the information required to create a bibliography. Additional information can also be stored in these references, such as keywords, abstracts and notes which can help you to manage and identify references relevant to your research: Each library can store up to 32,000 references or grow to 32MB whichever comes first. There is no limit to the number of libraries you can create. The Library window displays the first author, year and title of each reference, sorted in alphabetical order by the first author. Each library is a separate file that can be moved, copied, renamed or deleted. ENDNOTE MANUAL When you load a copy of the EndNote program you are also given access to the full EndNote Manual. The manual provides all the information you need to get started or find out specific answers to questions. The EndNote guided tour chapter is a great place to start. Go to Start Programs EndNote EndNote Manual to open the manual. page 2

7 CREATING, OPENING AND SAVING LIBRARIES It is possible to create more than one library and to have more than one library open at the same time. To Open EndNote and create a new library 1. Click on Start Programs EndNote EndNote program. 2. Click on Create a New EndNote Library 3. Click OK 4. Select the location where you want to store this library. Enter a name for the file. EndNote libraries are created with the following filename: <.filename>.enl with <filename> being the name you assign. enl is the file extension for EndNote Library 5. Click Save. page 3

8 Your new library will look like this and is now ready for you to add your data. EndNote Library name Number of references in the library To Create a new Library from within EndNote 1. Select File New 2. Choose the location where you want this library to be saved (e.g.: to your A: or C: or other drive) Hint: Save your library file/s to a location that will make it easy for you to retrieve them later. 3. Click Save To open an existing Library from Startup 1. Open EndNote 2. Click on Open an existing EndNote Library. 3. Click OK. 4. Go to the location where you previously saved the library. 5. Highlight the library name and click OK. OR To open a library when already in EndNote 1. Select the File Open menu. 2. Underneath Open Library will appear the names of recently open libraries. Click on the required library name to open the library. page 4

9 To close a library Choose File Close Library. OR Click on the X in the top right hand corner of the EndNote program screen. Exercise 1. Creating, closing and reopening a New Library 1. Open EndNote select Create a new Library. 2. From the dropdown menu next to Save In choose where you want the library to be saved to. 3. Name your Library e.g.: test.enl 4. Click Save. 5. Close the library. 6. Re-open the test.enl library. page 5

10 ADDING, EDITING AND SEARCHING FOR REFERENCES Most of the functions you will use when working with references in your Library can be found under the menu option References. This menu allows you to add, edit and delete references. It also offers the search and sort functions of EndNote. To add references manually the EndNote library must be open. To add a new reference 1. From the References menu choose New Reference. This opens up a new reference template. 2. The default reference type template is Journal article. To select another Reference Type click on the arrow next to Reference Type and select the type required from the drop down list. Note: it is possible to amend and/or create new reference types. Check Appendix 2 for information on how to do this. page 6

11 3. To add the information into the template, click in the appropriate field area (Author, Title etc ) and start typing. Use the Tab key or mouse to move between fields. Key guidelines on entering data are available on p8. Note: Information on basic reference structure is available in Appendix 1. Reference Type 4. To save the information choose File Save or click on the X in the top right hand corner of the New Reference box. page 7

12 The Reference Template additional fields In addition to the core fields of Author, Title, Journal, Pages etc there are a number of fields in the template that can be utilised to assist you in your research process and tracking. Examples of uses for these fields are: Call Number: can be used to store library call numbers or your own classification system. Label: can be used as an additional field area for categorising references according to your unique system (group a,b,c) or for recording the location of a hard copy of the particular item (3 rd shelf, 2 nd left, under the bed in the blue box!). Keywords: keywords indicate key topic coverage of each reference. Electronic databases and print indexes assign standardised keywords to each citation, however you can also assign additional and/or unique keywords to improve retrieval relevant to your research. Notes: use the notes field to annotate the references with any additional information you may require. For example a quote from the article, book etc could be added in the notes field, along with its page reference, to allow you to easily track the important element of that particular reference. It can be useful to note the name of the database and the date that this reference was sourced. URL: When a URL (web address) is entered in this field it becomes a dynamic link. Either copy and paste or type the web address into the field box. Clicking on the address link will then open the web-page in your web browser. In addition this field can be used to set up a link to a digital copy of the article, document or file on your computer. This command enters the pathway to the file into the URL field. When you need to view the full text clicking on the filepath name will open the document for viewing. To create the link to a file location: 1. Double click on the reference to open it. 2. Place your curser in the URL field and select References Link to. 3. Using the dialog box displayed, locate the file you want to create a link to. 4. Select the file and click Open. The file pathway will now appear in the URL field To open the file from EndNote: 1. Click in the URL field in the reference template 2. Go to References Open Link. The file will open in the appropriate program for viewing/editing. page 8

13 Information on entering References Author & Editor Names Author and editor names must be entered one name per line. If an author s name is too long to fit on a single line, just let it wrap to the next line as you type it. Author names can be entered either with the last name followed by a comma and the first name, or the first name followed by the last name. EndNote can abbreviate first and middle names, so for maximum flexibility enter whole names whenever possible. If you are entering initials instead of full names, be sure to type a period or a space between initials, (for example Fisher, J.O. or J O Fisher ), otherwise EndNote interprets the initials as a single name: Jo. Corporate Authors When entering corporate authors, put a comma after the name: BHP Pty Ltd, Make sure that you do not have any commas in the name because all text before a comma is interpreted as a last name. Dates Enter dates as you would like them to appear in your references. EndNote does not reformat dates. Using et al. or Similar Abbreviations Enter all author names for a particular reference. EndNote will truncate the list of authors with et al. or and others as required by the bibliographic style. Anonymous Works If a reference has no author, you should leave the Author field blank. Do not enter Anonymous. The style that you use to format the bibliography determines how anonymous references are treated. Complex Author Names For multiple-word last names, like Charles de Gaulle, enter the name with the last name first, such as: de Gaulle, Charles Entering a name this way ensures that both words de and Gaulle will format as the last name. Enter authors with titles, such as Jr. or III, as Last, First, Title. For example, Alfred Smith Jr. must be entered as: Smith, Alfred, Jr. page 9

14 Pages Page ranges can be entered as complete ( ) or abbreviated (1442-9) ranges. The style used to create the bibliography can change the page numbers to be either full or abbreviated page ranges, or show just the first page. Do not enter commas in the Pages field for page numbers in the thousands. Edition The text of the Edition field is not modified by EndNote for your bibliographies, so be sure to enter 1 st, 2 nd, and so on for this field if that is what you need in your bibliography. Check the EndNote Manual for more complete information on entering data. Exercise 2. Adding and Editing a Reference 1. From EndNote open your Library. 2. Click Reference New Reference. 3. Select your Reference type from the drop down menu. 4. Type in the reference details. 5. Close and save the new entry. 6. Double click to re-open this reference. 7. Click on a field area to make changes and/or additions. 8. Close and save the entry. page 10

15 The EndNote Library Window The EndNote Library window is a template made up of columns. EndNote provides a sample library (paleo.enl) for you to use to assist in developing your EndNote skills. To open the Paleo sample library: 1. Open EndNote. 2. Go to File Open Open Library. 3. Double click the Examples folder. 4. Select Paleo.enl and click Open. page 11

16 We were introduced to the menu options earlier when entering references manually. Now let s look at some of the functions in more detail. We won t be covering everything in these notes. Remember to use the EndNote manual for more detailed information! Editing a Reference 1. Double click on the reference to be edited or select References Edit reference. This will reopen the reference template. 2. Edit the reference by putting your cursor in the appropriate field and deleting or adding the information required. 3. To save the information select File Save or click on the X in the top right hand corner of the New Reference box. Searching for a Reference 1. From the References menu choose Search References to display the search box. 2. There are two empty search boxes that allow for a combination of search terms. You can add extra search boxes by clicking on the Add Fields button. Use the Boolean operators to combine your terms (and, or, not). 3. Type in your search term/s. 4. Any Field will search for the search term/s in all reference fields or you can choose to search a specific field by selecting the field area from the drop down list (e.g. author or title or keywords you have assigned relevant to your research). 5. Click on Search. page 12

17 Important!! The search results list appears to be in a separate window. This is not the case. When you perform certain functions in EndNote, such as searching, the references that do not match the search query are hidden with only the matching results showing. To redisplay the content of your entire EndNote library select Show All References from the References menu. Show all references page 13

18 Sorting references EndNote libraries are set up to sort by the first author s last name, year, and record number. When you add a new reference, or modify an existing reference, EndNote automatically files it in the current order. You can change the sort order at any time, and EndNote will remember the current sort until you change it. To change the sort order of your references: 1. From the References menu, choose Sort References. 2. Select one or more field names from the lists in the dialog. Select the field names in the order you want the references sorted. (You do not have to use all five options.) 3. Click the button to the right of each field to indicate ascending or descending order. 4. With the field names in the order desired, click Sort. page 14

19 IMPORTING/EXPORTING DATABASE SEARCH RESULTS TO ENDNOTE We have worked through adding references to a Library manually however it is possible to load selected references directly to an EndNote library from research databases & catalogues. There are three ways of transferring citation information from an electronic research database into an EndNote Library: 1. Direct Export: allows for direct transfer of information from the database to your EndNote library. This is only available for a select range of databases, requires live connection to the Internet and EndNote on the computer. 2. Saving the required references to a file and then importing the file into EndNote using an appropriate Filter. Good for databases that do not offer Direct Export, or for when you are not on a computer that has EndNote available. 3. Connecting from within EndNote to a database, searching the database using the EndNote search function and transferring required citations. Note: At Macquarie this option is only supported for connecting to library catalogues. As the connection function utilises the EndNote search tool it is very limited in its capabilities. It is recommended that you use the search tools provided by each database to obtain more relevant search results. Help with research databases Honours, Postgraduate students and Staff of Macquarie University can obtain assistance on identifying and using databases by contacting the librarian for their division. Contact details are available at: page 15

20 Direct Export Currently Web of Science, OVID, Science Direct and EBSCO offer a direct export link to EndNote that enables the downloading of references directly into an EndNote library, without the need for saving these to a file first. To perform this function 1. Open EndNote. 2. Connect to the Internet. You will need to have a live connection in order for Direct Export function to work. 3. Perform your search in your chosen database. Instructions for the Direct Export process for each database are listed below. Direct export from Web of Science 1. From the results list select the citations you require by ticking the boxes. 2. Click on Submit Marks. 3. Click on Marked List at the top of the page. 4. Select fields to include such as abstract, author keywords, etc. (If you select 'cited references' and 'times cited' this data will be sent to the 'Notes' field.) 5. Click on Export to Reference Software. 6. Select your library and click Open. Direct Export from OVID Databases (BIOSIS, CINAHL, INSPEC, MEDLINE, MLA, PsychINFO, Wilson Index to Legal Periodicals) 1. Search one of the OVID databases. 2. From the results list select the citations you require by ticking the boxes. 3. Click on Citation Manager or scroll to the bottom of the screen. 4. Select the following: In Fields select Complete Reference In Citation Format select Direct Export In Action click Save. 5. Select your Library and click Open. page 16

21 Direct Export from Science Direct 1. From the results list, mark the records by ticking the boxes 2. Click on the Export Citations link at the top of the list of search results 3. Select the following: In Export select either Citations or Citations + Abstract In File Format select RIS format (for EndNote). 4. Click on Export button 5. Select your library and click Open. Direct Export from EBSCOhost 1. Save citations to your Ebscohost Folder. Do this by clicking the folder icon for each desired citation 2. Click your Ebscohost Folder to open it 3. Click the blue tab "Bibliographic Manager" 4. Click the option Direct Export to your bibliographic management software 5. Click Save 6. Select your library and click Open. Note: Direct Export with EBSCO is not perfect and data will be filtered into incorrect fields. You will need to move your data around in the references. Alternatively save the references as a.txt file and use the Import process to import to your Library. See the next chapter on Importing to EndNote. page 17

22 Importing a saved database references file into EndNote Not all databases support Direct Export and there may be times when you don t have a copy of the EndNote program on the computer you are using at the time. When this happens you can still transfer the references to your EndNote library using EndNotes Import process. When importing your citations into your Library, EndNote Filters convert your list of saved references and filter them into the field structure of the EndNote reference templates. Selecting the right Filter is critical to the successful import of the data. Filters are unique to individual databases and library catalogues and there are over 500 Filters that are included with the EndNote program. A filter is selected to match two critical elements: 1. The name of the Filter matches the name of the database originally searched (PsychInfo) and 2. The Information provider (Vendor/supplier) is the one through which Macquarie University Library purchases the product. Other libraries may purchase the same database through a different vendor. e.g. PsychInfo produced by OVID PsychInfo is the name of the database used, OVID the vendor through which MUL purchases this product. Check with Library staff if you are unsure about the details of a database you have used. If no filter is available with EndNote there are a number of support websites that may provide you with access to a Filter that you can download into your EndNote program. Check the Help pages (36) for further information. When you download a new filter into EndNote you will need to close and reopen EndNote for the filter to register in the Filter listing. Where no filter is available or the database does not support EndNote, manual entry or cut and paste is the only option! page 18

23 First Steps To use the Import process you will first need to save the database citations you require to a file. While databases may differ in the method of saving the files, the process for importing to EndNote follows some basic steps: 1. Search the database 2. Select/mark the records you wish to transfer to your EndNote library. 3. Save these records as a text (.txt) file. Save them to your preferred location for easy retrieval. (e.g. a:. or c: drive) 4. Import the file into your EndNote library using a Filter that matches the database searched. See instructions below for the import process. Use the database Help screens or check with library staff if you are unsure about the process required to save your references to a file. Pre-selecting Filters You can add the Filters you will regularly use to the default Filters list by pre-selecting your Filters using the Filter Manager: 5. From the Edit menu select Import Filters Open Filter Manager. 6. Click in the boxes next to the name of the databases you will use regularly. A tick will appear. 7. Once selected, close the Filter Manager screen by clicking the x in the top right hand corner. 8. Your selected Filters will now be readily available when you next Import a file of references. page 19

24 Importing References Once you have selected and saved your required references to a text (.txt) file. 1. Open your Library in EndNote. 2. Go to File Import Choose File Import Option = which filter? 3. Click on the Choose File button. 4. Locate where you saved the reference file. Select and click Open (your file name will now show in the Import Data File box. 5. In the Import Option box click on the down arrow to select the Filter you require. If your required filter is not listed, choose Other Filters. This will take you to the Filter Manager from where you can select the Filter to match the database you were searching. page 20

25 Filter manager 6. Once you have selected the Filter click on Choose to return you to the Import dialogue box. 7. Select an option from the Duplicates list: Import All: Imports all references, including duplicates. Discard Duplicates: Imports all references except duplicates. Import into Duplicates Library: Duplicate references are imported into a library called File-Dupl.enl, where File is the name of the library into which you are importing. You can double check these are true duplicates before discarding. 8. Click Import. The citations will now appear in your EndNote library. Notes: You can delete the.txt files once you have imported the references into your library. Doing this will save space on your computer! It is important to check the quality of the data that is transferred, as not all filters offer perfect results. There will be times when you may need to move the imported data around into the correct fields. Remember if you are unsure about the database you are using, check with Library staff. page 21

26 Exercise 3. Importing citations to EndNote 1. Select a database and save citations to a.txt file. 2. Open EndNote and create a Library called test.enl 3. Click File Import to navigate to where your saved file is located. 4. From the Import Option menu select the Filter required. The Filter must match the database you used 5. Select an option from the Duplicates list. 6. Click Import. page 22

27 CONNECTING TO LIBRARY CATALOGUES Connecting to a library catalogue allows you to search the catalogue using the EndNote search interface and then downloading any citations required into your library. EndNote supplies pre-configured connection files for a number of library catalogues around the world. This method uses the EndNote search function which is very limited in its capabilities. It is recommended that you use the search tools provided by each database to obtain more relevant search results. Important Note: Macquarie University Library does not support or develop Connection files other than providing a Connection file for the Macquarie University Library (MUL) catalogue. You will need to download the MUL connection file before trying to establish a connection via EndNote. Download from: Download instructions are available at this site Connecting to Macquarie University Catalogue 1. Go to and download the Connection file for Macquarie University Catalogue. 2. Open EndNote and go to Tools Connect Connect. 3. Select the Macquarie Connection file (MUVoyager) from the list and click Connect. Macquarie University Library Catalogue Connection file page 23

28 4. When the connection has been successfully established, EndNote opens a Connected to: window and displays the Search window. Search the Database 1. Type in your search terms and click Perform Search. 2. EndNote sends the search request off to the remote catalogue and the summary of the search results is displayed. page 24

29 Refining your search If you have received a large number of results you can refine your search in the following way: 1. Click Cancel. Return to the search window and follow the previous instructions, adding extra keywords or parameters as required. Retrieving References 1. To retrieve references, indicate the number of references required (in the above example we may choose to have references 1-10 only). 2. Click OK. 3. The citations are downloaded and appear in the Retrieved Citations window. You can halt the retrieval in progress by clicking the Pause button at the bottom of the Retrieved Citations window, or by pressing the Escape key (ESC). page 25

30 Saving required Citations 1. Select a the citations you want to download to your EndNote library. To select hold down the CTRL key and click for non-consecutive citations, hold down the SHIFT key and click to select consecutive citations. 2. Choose Copy Citations To Choose Library or New Library to select/create your library. Once the library is selected the references will import into that location. 3. Close the Connected to: window. A dialog will check whether you want to discard references. As the selected references have been imported into an EndNote library click OK to close the window. 4. The citations will now be in the EndNote library. For further information about Connections read Chapter 6 of the EndNote manual. page 26

31 USING ENDNOTE WITH MICROSOFT WORD The Cite While You Write (CWYW) function allows you to cite references and create bibliographies in your word processed document in the bibliographic style (called Output Style in EndNote) you require for your writing or presentation. It is a good idea to preset your Output Style selections before commencing work with Word. You need to know your required Style. Check the departmental our course requirements. Output Styles Output Styles are used to guide EndNote in the layout and formatting of reference information for citations and bibliographies. EndNote comes with a large number of pre-formatted styles including APA 5, Harvard, MLA, however only 4 default styles are initially showing when the program is first loaded. Default styles You can add the styles you will need to this list by presetting your styles selection using the Output Style Manager: 1. From the Edit menu select Output Styles Open Style Manager. 2. To select the Styles you will use regularly click in the boxes next to the Style name. A tick will appear. 3. Once selected, close the Style Manager screen by clicking the x in the top right hand corner. page 27

32 4. With your EndNote Library open, click on Show Preview in the bottom right corner of the screen. 5. Click on a reference in the library and select an Output Style from the drop down list in the Toolbar. You can now see how the selected reference will appear in your document bibliography. 6. Select other styles from this list to see the changes reflected in the preview. Preview screen Adding a citation to your document When working with EndNote and Word you must use the functions provided by EndNote to insert required references from your EndNote library into the text of your document. When the program is loaded to your computer EndNote functions are added to the Tools menu in Word. To start Open Word and your EndNote library. To insert an in-text citation 1. Place the cursor where you want the citation to be inserted into your document. 2. In Word, go to Tools EndNote. 3. Select Find Citations. page 28

33 Cite While You Write menu in Word 4. A Search box opens allowing you to search your EndNote library whilst remaining in the Word program. You can search using any terms that are in the any of the fields in the references in your library. This could be an author s last name, a year, a keyword or a combination of terms. 5. Click on Search. 6. If an exact match is found the citation is inserted into the Word document. When there are multiple matches to your search, a list is provided for you to make a selection. page 29

34 7. Once selected click Insert. Your in-text citation will now be inserted into your Word document and will create/update the Bibliography at the end of the document. Scroll to the end of the document to see the Bibliography. Formatting the Bibliography To format your paper in a style different to the one currently selected (e.g. from APA to MLA) or to refresh the bibliography in its current style: 1. From the menu bar in Word, click on Tools Format Bibliography. 2. Check the selected bibliographic style or select another bibliographic style from the Output Style drop down menu. 3. Click on OK. This function also allows you to address the layout of the bibliography including a title, font size, spacing and indents. page 30

35 Editing In-text Citations Manual editing of citations inserted using EndNote will not work so it is essential that you use the Edit Citation function available from the Tools menu in Word. Edit options include: merge citations remove citations omit or add the author and year fields add prefixes, suffixes & page numbers. Spaces between the prefix or suffix and the reference, must be inserted at this time. To edit a citation 1. Highlight the citation you wish to change (drag your curser over the citation to select it) 2. Go to Tools EndNote 7 Edit Citation(s). 3. If the citation includes multiple citations, select the appropriate citation from the list on the left. Note that the last 3 words in your document just prior to the inserted citation are showing. 4. Choose your edit option from the available list including Exclude Author, Exclude Year, add Pages etc. See below for information on adding page references. page 31

36 Important Note: To add page numbers to in-text citations it is not possible to utilise the page Numbers field unless the Output Style Citation Template has been set up to include Cited pages. See instructions below. Alternatively you can add page numbers by entering the information in the Suffix field. 5. Click OK to implement the changes. Modifying a Output Style Citation template to Include page numbers in in-text citations 1. In EndNote select Edit Output Styles Open Style Manager. Select the style you require. 2. Click on Templates under Citations. 3. Place the cursor in the appropriate position in the Citation Template. Insert a space after the last element. 4. Click on Insert Field and select Cited Pages from the list. 5. Close the window and select Yes to save the change. Other Functions Edit Library References Select citations in your Word document, then choose Edit Library Reference to directly edit the corresponding references in EndNote. Remove Field Codes EndNote uses field codes to link the word document to EndNote references. You may need to remove the field codes in order to share a document with others (such as a publisher or colleague). The field codes may be incompatible with the publishing software or software being used by your colleague. The Remove Field Codes command makes a copy of your document with field codes removed, whilst retaining your original version with field codes. Note: If you are working with Master/Sub documents this command removes codes from the original documents. Make sure you save a master copy of your original document with EndNote codes and work on a copy to remove the field codes. page 32

37 To remove field codes 1. Open your document. 2. From the Tools menu, select Remove Field Codes. 3. Save the document as a new version. Exercise 4. Inserting citations and creating a bibliography 1. Create and save a new document. 2. Open the Paleo library in EndNote. 3. Open your Word document 4. Using the Word Tools EndNote 7 menu insert a citation. 5. Save and close the document. page 33

38 PRINTING & SAVING FILES Create and print an independent bibliography References in an independent bibliography will be sorted in the order in which they appear in the main library window in EndNote. Option 1 1. Go to References Sort references to sort the library list to your requirements. 2. From the Edit menu, select Output Styles, then select the required style. 3. Select Print from the File menu. Click OK to begin printing. Option 2 Follow the first 2 steps listed above then: 1. Select Export from the File menu and save the bibliography to your preferred location, in Rich Text Format (.rtf) file type. 2. It is now ready for printing or transfer via etc Option 3 1. Select the required references. 2. From the EndNote Edit menu, go to the Output Styles submenu. Select the output style required. 3. From the Edit menu, choose Copy Formatted to copy the references. 4. Open a document in Word and select Paste. 5. Save the document. It is now ready for printing or transfer via etc. This file type will retain all formatting from the style and create a document that can be opened and edited in almost any word processor. Use this option if you would like to be able to customise headers, footers, heading titles, etc. in your bibliography before printing. Printing individual references To print references directly from EndNote: 1. In your EndNote library, highlight the reference/s required 2. Choose the Output Style (e.g..apa) required. 3. Go to File Print. 4. Click Print page 34

39 BACKING UP YOUR LIBRARY As with any important file it is important to keep back copies of your library. If something happens to your computer causing loss of the EndNote program and/or its information you can simply load your backup copy of the library and continue working. To create an exact copy of your library: 1. With a library open, go to the File menu and choose Save a Copy. 2. Name the new library and choose where to save it. 3. Click Save and EndNote creates a copy of the library. page 35

40 FURTHER HELP There is a range of options available that can help you with understanding and using the EndNote program. EndNote Manual The full EndNote manual is loaded along with the program. To access this: Go to Start Programs EndNote EndNote Manual. The manual is divided into chapters on the left hand side of the screen. Click on the + next to each chapter to see a content listing for each chapter. It is also possible to search for a particular keyword. Note: To read this file you require Adobe Acrobat. Download the Adobe reader from EndNote Web Site Provides access to the latest EndNote styles, filters and connection files. Search the Technical support database or for advice or help with a particular problem. Tip sheets are a quick resource highlighting key functions of the program. Links to libraries, internationally, who use and support EndNote within their organisation. Some provide customised Filters, Styles, and Connection Files. Macquarie University EndNote Web Site Find information about: Obtaining the program & Training programs Conditions of Use (Macquarie University Licence) Download instructions and filter information for key Macquarie University Library databases. A link is also provided from the Library s Databases page at to information about saving, importing and exporting to EndNote page 36

41 EndNote technical support PCs: Macs: The EndNote Mailing List The Mailing List allows interaction, via , with other users of EndNote. It is a great place to ask those tricky questions, make suggestions, and get advice on any EndNote related topic. The Mailing list website provides details on how to join. Digital Information Services Centre (DiSC) Searchable bibliographic discussion board. Good source of answers to previously asked questions along with provision of some additional files. Search the Web Use your preferred Internet search engine (e.g. Google, Alta Vista) to locate support information made available through various websites. Many Universities and research organisations have EndNote websites offering training notes and customised filters and connection files. Make sure you are specific in your use of keywords when structuring the search. Need More Help? Honours, Postgraduate students and Staff of Macquarie University can obtain assistance on identifying and using databases by contacting the librarian for their division. They can also assist with EndNote queries. Contact details are available at: For further information or advice contact: Phone: page 37

42 APPENDIX 1: CITATIONS Understanding a Citation Examples of citations are: Book: Austen, Jane, Sense And Sensibility, New York, Penguin Books, 1995 Author s name Title of Book Publication details Date Surname first in bold or underlined Book Chapter Chapter s Author Chapter title Book title Surname first in inverted commas in bold Jaensch, Dean, The Senate Campaign in Howard s Agenda: the 1998 Australian Election, St Lucia, University of Queensland Press, 2000 p Publishing details Date Pages Article: Article s Author Surname first Title of Article in inverted commas Klein, Ira, Materialism, Mutiny and Modernization in British Inda, In Modern Asian Studies, 34, (3) July 2000, p Publishing details Vol Issue Date Pages Further information on deciphering citations can be found page 38

43 APPENDIX 2: ENDNOTE PREFERENCES There are a number of areas in which you can customise the look and setup of your EndNote libraries. Most of these are documented in the EndNote manual in the chapter EndNote Preferences, however we will consider some of the key settings. To access EndNote preferences 1. From the Edit menu, select Preferences. 2. A list of preferences is on the left hand side of the screen. To look at the settings click on the name. Setting Default Libraries This sets which libraries will open by default each time the EndNote program is opened. To add a library (it is possible to have more than one default library open): 1. Open the libraries you want to set as a default libraries. 2. Open the Preferences menu and click on Libraries from the left hand menu. 3. Click the Add Open Libraries button to add all currently open libraries to the default list. page 39

44 Reference Types The Reference Types preference settings allow you to customise Default reference type. Fields settings (e.g. Author, Year, Title). Unique reference types. Default Reference Type EndNote defaults to displaying the Journal Article reference template when adding citations. To change this. 1. Go to Edit Preferences. 2. Click on Reference Types in the left hand column. 3. Click the Default Reference Type list. 4. Click on your preferred option (e.g. Book Section). This will become the default. page 40

45 Modifying or Creating Reference Types EndNote comes with a number of reference types preset (Journal Article, Book chapter etc.) however there may be a need to modify or create reference types to suit specific requirements. To modify or create a reference type: 1. Choose Preferences from the Edit menu. 2. Click on Reference Types from the left hand list. 3. Click on the Modify Reference Types button. Modify Reference Types 4. Each column displayed represents a different type of reference. The first column is the Generic reference type listing all the available fields. Use this as a guide when creating/amending reference types. All reference types, except Generic, can be modified using this table. Scroll down to see all available fields, scroll across to see all available reference types. page 41

46 Renaming a Field: To rename a field, click on the field and type a new name for the field to replace the current one. Adding a New Field 1. To add a new field to a reference type look at the field names in the Generic column and find one that is most similar in meaning. In the reference type that you are modifying, make sure that this field area is blank. If it is not choose another blank field. 2. Click in the blank cell and type a new name for the field. Deleting a Field To customise your reference types you may find it useful to delete fields that you will never require. This helps to enhance your data input by providing you only with those fields in your templates that are relevant to your needs. 1. From the reference type columns, locate the field area you no longer require. 2. Select the text within the field area and click Delete on you keyboard. 3. Alternatively use the Backspace key to delete the text. Note: You can always add this field area in again if you find that you require it. Adding New Reference Types If there is no reference type relevant to your specific needs there are three Unused columns that can be used to create unique types. 1. Scroll to the far right of the Reference Types table to locate the Unused columns. 2. In the Column heading field, type in the name that you want this reference type to be called (e.g. Musical Score). 3. In each of the field areas in that column, type in the Field names that you require, such as Composer. (Remember to match them as closely as possible to the Generic template). Saving Changes After amendments and additions have been made to any of the reference type templates, it is important that you save this information: 1. Click OK after you have changed or added any new information. This will return you to the Preferences window. 2. Click OK to save all changes. page 42

47 APPENDIX 3: ADDING IMAGES & FILES EndNote allows you to improve the organisation of references by including the ability to embed graphics and object files (e.g.: Word doc, PPT, Excel spreadsheet) in an EndNote library and link them to papers. Each EndNote reference can only contain one graphic or file. If you insert a second, it will replace the one already stored. You can insert graphics, figures or files into the Image field of an EndNote reference. After inserting a graphic always add a Caption to the Caption field. This will label the graphic once the image has been inserted into the paper. EndNote recognises the following graphic file types:.bmp;.gif;.jpeg;.png;.tiff EndNote recognises the following file formats: Audio (.wav,.mp3); Multimedia (MOV, Quicktime) PDF files; Technical drawing files Text files (.txt,.rtf,.html) Micorosoft Word, PowerPoint, Excel, Project, Access, Visio Note: When you insert an image EndNote creates a folder, specifically for images, in the same folder as your library. This folder has the same name as your library with a.data extension. When you add an image, EndNote copies the image file and places it in the DATA file. If you move or share your library you will need to copy the.data folder as well. For further information on managing image files read Chapter 5 of the EndNote manual. page 43

48 Inserting a Graphic 3. When you reach the Image field, select Insert Picture from the References menu. An Insert Picture window will open. Locate the image file you want to insert, click on the file, then on the Open button. The image will appear as a thumbnail picture. 4. To add a Caption click in the Caption field and type in the details required. Inserting a File 1. When you reach the Image field, select Insert Object from the References menu. An Insert Object dialog box will appear. 2. Locate the file you wish to insert, click on the file, then on the Open button. A thumbnail icon of the file will appear in the Image field. 3. To add a caption click on the Caption field and type in the details required. page 44

49 APPENDIX 4: IMPORTING BIBLIOGRAPHIC LISTS INTO ENDNOTE It is possible to import reference files into an EndNote library that have originally been saved as a Word document. It is also possible to import excel and database files. To do this please refer to the EndNote manual. Note: For smaller citation listings it might be quicker and easier to use Edit Copy Paste or manual entry. To import this type of file, the citation data needs to be tagged into a format that EndNote is able to read. With the original document in plain text (.txt) format, create the tagged document by preceding each field in a citation with an identifying EndNote tag: Tag EndNote Generic Field Name %A Author %M Accession Number %B Secondary Title (of a Book or Conference Name) %N Number (Issue) %C Place Published %P Pages %D Year %S Tertiary Title %E Editor /Secondary Author %T Title %F Label %U URL %I Publisher %V Volume %J Journal Name %X Abstract %K Keywords %Y Tertiary Author / Translator %L Call Number %Z Notes For example the following citations have citation type tags attached ready for importing: %A %D %T %E %I %C %N Geoffrey Chaucer 1957 The Works of Geoffrey Chaucer F. N. Robinson Houghton Boston 2 nd %A %D %T %B %V %P Herbert H. Clark 1982 Hearers and Speech Acts Language page 45

50 A variation of this method involves tagging all citations with a single identifying Title tag: %T. This would then import the full citation into the Title field in and EndNote reference template, from which it is possible to select and move the data into the appropriate fields such as Author; publisher etc. %T Herbert H. Clark 1982 Hearers and Speech Acts Language V Importing the file into EndNote The process for importing this file into EndNote is similar to importing files saved from database and catalogue searches. 1. Save As new text file (.txt). 2. Open your EndNote Library. 3. Select Import. 4. Click on Choose File location, locate and select the.txt file. 5. Select Refer/BibIX format (available in the Import Option drop down list). 6. Click Import (references will now be in the Title field of the EndNote library). Open a reference. The information can now be moved to the correct fields using either Edit Cut Paste or by selecting and moving the information to the correct fields. page 46

51 APPENDIX 5: USING MANUSCRIPT TEMPLATES EndNote comes with a number of predefined Microsoft Word manuscript templates based in the submission guidelines from some publishers. The templates provide formatted layouts including: Margins & line spacing Headings Pagination Title & abstract page Font type & size. It is not essential to use these templates. They are provided as an optional support option for electronic submission. 1. In EndNote, choose Manuscript Templates from the Tools menu. or In Word, choose New from the File menu. Click on the EndNote tab to see the templates. EndNote Manuscript Templates page 47

52 2. Select and Open the template named for the publisher to which you intend to submit your manuscript. This opens a new document in Microsoft Word that is based on the template file, and starts an EndNote Manuscript Wizard. 3. Enter the information requested by the template wizard. As you enter information, the wizard places it in all of the appropriate places in the document. In Step 4, Sections, you may de-select those sections you do not wish to include, however, the checked items are required by the publisher of the selected journal. 4. Click Finish to complete and display new document. The wizard places the information you have supplied in the appropriate places in the document. You can then add the content and references. Note: The first time you launch the manuscript template wizard, you may receive a notice about Macros. Accept macros to continue with the wizard. For further information about using Templates read Chapter 10 of the EndNote Manual. page 48

53 APPENDIX 6: ETHICAL & LEGAL ISSUES Copyright and Students All students should be aware of their ethical and legal responsibilities when using materials created by others. Below is an extract from Macquarie University s Copyright Unit on copyright for students. Further details about copyright can be found at: Under an agreement with the centralised copyright body, CAL, students can be provided with a vast amount of copyright material in the course of their research and study. There are limitations, however, so please observe the copyright notices on various devices around campus, such as photocopiers, printers, computers with removable storage media (generally floppy disks). Students are responsible for observing the limitations, such as the limitation on generally copying one book chapter from a particular book, or one journal article from a journal. Copyright breaches by students can be pursued at a personal level by the copyright owner or their agent, independent of the University. Plagiarism Below is an extract from Macquarie University s Policy on Plagiarism. Further details can be found at: Definition: Plagiarism involves using the work of another person and presenting it as one s own. Any of the following acts constitutes plagiarism unless the source of each quotation or piece of borrowed material is clearly acknowledged. copying out part(s) of any document or audio-visual material (including computer based material); using or extracting another person s concepts, experimental results, or conclusions; summarising another person s work; in an assignment where there was collaborative preparatory work, submitting substantially the same final version of any material as another student. Encouraging or assisting another person to commit plagiarism is a form of improper collusion and may attract the same penalties which apply to plagiarism. Information Technology Policies Information relating to the ethical and legal use of student/staff IT accounts and facilities is outlined in Macquarie University s IT Policies and can be found at page 49

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