Using EndNote 6 to create bibliographies

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1 Using EndNote 6 to create bibliographies What is EndNote? EndNote is a program for storing bibliographic references and organising them into a bibliography in any order and/or referencing style you choose. EndNote can produce references for a wide range of materials, including websites and legal materials, and even images and computer programs. You can also use EndNote to insert citations into an essay or dissertation which you have word-processed using the UWB network version of Microsoft Word XP. Accessing EndNote You can access EndNote from most networked UWB PCs by following Start/All Programs/Information/EndNote 6. If you are using a Mac, EndNote will probably be located in the Applications folder; check this with the Maclab staff. You will not be able to access EndNote from your home computer; however, because UWB subscribes to EndNote, UWB staff and students can buy copies for home use at reasonable rates. For further information about this go to: Creating a library Each collection of references that you create in EndNote is called a library, and will have the file ending.enl. When you first start up EndNote you will see a dialogue box asking you to either create an Endnote library, see what s new in EndNote 6, or open an existing EndNote library. Since you have never used EndNote before you won t have any existing libraries to open, so select Create a new Endnote library. Give your library a name, e.g. essay.enl, and save it to your network space on the m:\ drive. You may wish to create an EndNote folder on your m:\ drive in which to save your EndNote libraries. You can also use a pen-drive or any other portable data storage. There are various ways to add references to an EndNote library: Importing text files of references that have been downloaded from online bibliographic databases Connecting to an online bibliographic database from inside EndNote itself and retrieve references directly into EndNote Typing the references in manually Once you have created some Endnote libraries you can open them by selecting Open an existing EndNote library from the EndNote opening 1

2 dialogue box, or by selecting Open from the File menu. To close a library, select Close from the File menu. Importing records from a remote database First, search your database in the usual way. Before you being your search, access EndNote and open an EndNote library into which to import your references. Before searching, it is also a good idea to find out whether there are any special instructions for downloading files from the database you intend to search, so go into the EndNote Edit menu, then to Import filters, and click on Open filter manager. You should see a list of databases. Double-click on the one you intend to use; any special instructions for that database should appear in the Comments box at the bottom of the screen. Without closing Endnote, enter the World Wide Web and access the database which you wish to search. All UWB databases are organised according to subject and accessible from: Search your database and download your search results as a text (.txt) file. To import the file into EndNote, first select your file by following the steps below: Click on the EndNote File menu, then Import. The import dialogue box should appear. In the dialogue box, click on Choose file. Another dialogue box will appear asking you which file you want. Click the arrow in the Look in box at the top of the dialogue box From the pull-down menu that appears, locate the drive and/or folder where you have stored your file. Double-click on the file name, and it should appear in the import dialogue box. You now need to select, from the pull-down menu on the import dialogue box, the import option which corresponds to the database you downloaded your search results from. Some databases are available in several versions, and where this is the case, you must choose the version which UWB library subscribes to, here are some examples: Database ATLA Religion ASSIA CAB Abstracts Cinahl ERIC Geobase Medline PsycINFO Provider CAB Direct OVID OCLC 2

3 If your database doesn t appear on the list, click Other filters and select the database you want from the list that appears, then click Choose. (Note: if you are using an office computer rather than an open access machine, you can set up all our UWB databases to appear automatically on the import options list by selecting Import filters, then Open filter manager, from the Edit menu. A list of databases will appear. Click Find to go straight to the one you want, then click in the tick box beside its name to add it to the list.) When you have selected your file and the correct import filter, click on Import. The references should appear in your library. Connecting to online databases via EndNote It is possible to search a few databases from inside EndNote. This saves you opening a database and downloading your search results separately, but does not usually allow you as sophisticated a search as would be possible if you searched the database from outside EndNote. To search a database in this way, click on Tools and move down to Connect on the pull-down menu. Another menu will open; move across to Connect on this menu, and click. A list of databases should appear. Double-click a database to search it. An error message usually means that this particular database is not set up to be searched from within EndNote. Once you have successfully connected to your database, a search box will appear. This is the same search box as is described in the Searching your reference list section, so look at that section if you need help on filling in the box. Once you have filled in the search box and performed your search, you will be told how many search results you have retrieved. You can select all or only some of them. (Note: to select more than one, hold down the shift key as you click). Those you select will appear in a temporary EndNote library. You can place them in a permanent Endnote library by selecting them again, then clicking the Copy references to button and selecting the library where you want to keep them. When you close the temporary library window, any references remaining in it will be lost. The next time you use EndNote, any databases you have connected to previously will appear on the Connect menu and can be accessed directly from there by double-clicking on the database name. Entering references manually There may be some references, for example ones you have found by searching the World Wide Web, or by searching a printed rather than an online index, which you cannot import into EndNote. You will have to add these to EndNote manually. To add references manually, click on References then New reference. An empty reference window opens. Select the type of reference you want to add. EndNote assumes it will be a journal article; to change this, click on the arrow to the right of the Reference Type box and 3

4 select from the pull-down menu. Most reference types ask you to fill in the author s name first. Place your cursor in the Author field and fill in the author details. Author names can be added in two ways: either First Middle Last (e.g. Joyce Carol Oates) or Last First Middle (Oates, Joyce Carol). Enter one author name per line. Move on to the next field by clicking in the field you require, or by hitting the tab key. Fill in as many fields as you need. One field which you may find it useful to fill in, is the Keyword field (see below). Try to input data as consistently as possible, making subsequent retrieval easier and more accurate. When you have finished inputting data click the button at the top left of the New Reference box and select Close from the pull-down menu. The reference will be automatically saved and will appear in your library. The Keyword field Giving your records keywords can help you to search your bibliography for records on particular topics. Records imported from online databases will often have keywords anyway. You can allocate keywords to records entered manually by typing the information into the keyword field. Several keywords may be assigned to one record, for example, an article on the ways in which nurses and social workers can help in child protection could be assigned the keywords Nurses; Social workers; Child protection. Keywords can be anything you choose but remember to be consistent. Separate your keywords with a semi-colon. To view previously used keywords, click on Tools, Open term lists, Keywords term list. Editing your reference list To edit a reference, open your EndNote library, double-click on the reference you want to edit, make any alterations required, and save your changes. To delete references, highlight those you want to delete then select Delete references from the References menu. You can select more than one reference to be deleted by holding down the shift key as you click. Sorting your reference list You can sort your reference in Author, Year or Title order by clicking on Author, Year or Title at the top of the open library. Linking to files or Web Addresses You may sometimes find it useful to link an EndNote reference to a file or a web address containing information relevant to the reference. To link an EndNote reference to a file, select the reference you want to link by clicking it. From the References menu, choose Link to. A dialogue box should appear which will allow you to specify the file you want to link your reference to. To 4

5 open the file once the link has been created, select your reference and choose Open link from the References menu. To link a reference to a Web Address, open your reference and type the web address into the URL field. You can access the website either by clicking on the link, or by using the Open link command. Searching your reference list Once you have a large set of references, you may wish to retrieve particular records from your list, for example those by a certain author. If you have allocated keywords to your references, or if keywords have been imported along with the other information in your records from an online database, you will be able to search for and retrieve all those on a particular topic or topics. To use the Search facility, click on References then Search references. A page with two search boxes will appear. Select the type of information you want to search for by clicking the arrow on the Any Field box above the first search box, and selecting the field (type of information) you require, for example, author, keyword or date, from the pull-down menu. If you want, you can change the box to the right of the Any field box from Contains to any other selection from the pull-down menu, although Contains works best for many searches. Fill in the search box with whichever keywords, names, dates, etc., you want to search for. You can search for references fulfilling more than one criterion by filling in both of the field name and search boxes and clicking either the and, or or not button between the search boxes to specify the relationship between your search terms; for example, to search for records which are about Anorexia nervosa and which were published in 1995, in the first search box you would ask for Anorexia nervosa in the keyword field, in the second search box you would ask for 1995 in the date field, and you would click the and button between the search boxes; to search for records on Anorexia Nervosa or Bulimia Nervosa, you would ask for the keyword field both times and click the Or button. To ask for items published before or after a certain date, ask for the date field, change the Contains box to either Is less than (before) or Is greater than (after), then type in the year. Your library will only show those records that match your search criteria. To store these records permanently, with your search results still on the screen, create a new Endnote library, then cut and paste your search results into your new library. Outputting your bibliography Before outputting your bibliography, sort it in the order you require (see the section on Sorting your reference list). Next, specify your referencing style by clicking the down arrow next to the Current Style field on the main toolbar, and selecting the style you want from the pull-down menu. A tick should appear beside the currently selected style. (Note: If the referencing style you want is not in the list, you can add it by clicking on Edit, Output Styles, then Open Style Manager, and ticking the style you want. Now close the Style Manager window, click again on the down 5

6 arrow next to the Current Style field on the main toolbar and you should find that the new style has been added to the menu. You can select it by clicking.) You can now output your bibliography by clicking on File and then Export, and specifying a drive and a filename. Export your file as Rich Text rather than a Plain Text file. You can do this by changing the Save as type: box to Rich Text format and changing the file ending from.txt to.rtf. Finally, click on Save and your bibliography should be output. Check whether the process has worked by opening and examining your file in Word. Cite while you write The cite while you write facility works with Microsoft Word and enables you to place citations to items from your bibliography at appropriate points in your text. The items you have cited will also appear as a bibliography at the end of the text. To use the facility, you must open EndNote before you open Microsoft Word. When you open Word, you should see an EndNote menu bar on the right hand side of the screen. If you do not see a menu bar, go to the Tools menu where you should find similar EndNote 6 commands the same as those on the menu bar. When you want to insert a citation in your text, click on the Find citation(s) icon, and then type in the details of the citation you want to insert. EndNote will search all your libraries until it finds the right citation, and insert it in your text just after the cursor. If more than one citation matches your requirements, the citations will be listed on the screen and you can insert the one you want by double-clicking it. Alternatively, if you know which EndNote library contains the citation you want to insert, you can open your EndNote library and highlight the reference you want. Now return to Word and insert the citation into your text by clicking on the Insert selected citation(s) icon. The bibliography at the end of your text will appear in the currently specified referencing style. If you want to change the style, you can do so by clicking the Format bibliography icon and selecting from the pull-down menu. If the referencing style you want does not appear on the menu, you can add it by using the Style Manager as described in the Outputting your bibliography section. Once you have inserted all your references using the Cite while you write facility, the references will travel with your file no matter which computer you use, even if you use one which does not have EndNote installed. This is because Cite while you write inserts Field codes into your document. Important: Before you submit your final document to a publisher, you must remove the field codes by selecting the Remove field codes option from the Word XP Tools menu. 6

7 Further help If you have a query about using EndNote not covered by this guide please contact the Research Support Librarian, John Wright John Wright

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