Introduction to EndNote

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1 Library Services Introduction to EndNote Part 2: Creating an EndNote Library

2 Table of Contents: Part 2 2. CREATING AN ENDNOTE LIBRARY CREATING A NEW LIBRARY ENTERING NEW REFERENCES MANUALLY INTO A LIBRARY MODIFYING REFERENCE TYPES USING TERM LISTS IN AN ENDNOTE LIBRARY IMPORTING REFERENCES DIRECTLY FROM BIBLIOGRAPHIC DATABASES IMPORTING REFERENCES USING ENDNOTE FILTERS USING CONNECTION FILES TO SEARCH REMOTE DATABASES DEALING WITH DUPLICATE REFERENCES IN A LIBRARY

3 2. CREATING AN ENDNOTE LIBRARY 2.1. Creating a new library Activity 1: Creating a library and entering a reference Open EndNote Go to File, New and enter your name as the filename for the new database, and click Save The new library appears as an empty Endnote Library Entering new references manually into a library It is possible to import records automatically into EndNote from other databases, but there will be times when you may need to enter records manually. From the toolbar, choose References, New Reference and enter the following reference to a journal article. Remember to check that the reference type is Journal Article: Authors: Year: 2015 Title: Journal : Volume: 28 Issue: 4 Pages : Keywords: Rayfield, Edward James Norman, D.B. Horner, Christopher C. The evolution of avian intelligence Journal of Comparative Cognition Avian intelligence; Birds; Cognition; Evolution; Physiology - 3 -

4 To save your new reference, choose File, Save using the main toolbar or simply close the new reference window and the reference will be saved into your new library. To look at your saved reference, double click on the reference. The reference will be displayed in a new window. Initially, Endnote displays all fields in a reference. Click the down arrow by the gear wheel fields that contain data. and select Hide Empty Fields, to view only those TIPS ON HOW TO ENTER AUTHORS: 1. Enter one author per line. When entering author/editor names always enter one name per line, as shown above. Enter surname first and follow with initials or forenames e.g. Smith, A.E. If the reference has no author, leave the author field blank, do not enter anonymous. The style that you use to format the bibliography determines how anonymous works are treated. 2. Corporate authors e.g. Department of Health. When entering a corporate author put a comma after the name e.g. Department of Health, - this ensures that the entire name is treated as a first name. 3. Multiple-word last names e.g. Charles de Gaulle. Enter as de Gaulle, Charles - this will make sure that both words de and Gaulle will format as the last name. 4. Entering authors with titles e.g. Jr. Enter as Smith, John, Jr. The text after the second comma will print exactly as entered Modifying reference types EndNote allows you to input details of a range of different reference types (journal articles, books, chapters within books, maps, interviews, web pages, etc.). When you go to input a new reference, it will give you the input form for a journal article as a default, but you can set it up to default to another reference type (e.g. Book) if you wish. Activity 2: Changing reference types To change the default reference type: Select Edit, then Preferences Select Reference Types Default Reference Type will say Journal Article, to change this click on the drop down menu and select Book from the list and click OK The default reference type will now be Book The input forms for each of the reference types can also be modified. To modify a reference type: - 4 -

5 Select Edit > Preferences > Reference Types Select Modify Reference Types From the drop-down menu, select the reference type you wish to modify Make the changes you want in the field headings, including any new headings you might want in the Custom fields If you want these changes to apply to all reference types, click on Apply to All Ref Types When finished, click on OK A note about reference types: three reference types Figure, Chart or Table, and Equation are available specifically for cataloguing picture files and object files, although you can add File Attachments, Figures and Captions to any reference type Using Term Lists in an EndNote library There is no activity for this section. The information provided is for future reference, but if you have the time, or you want to explore term lists further, then follow the instructions below. There are some fields within EndNote which have Term Lists attached to them. The default term lists are Authors, Journals, Keywords. Term lists help you to be consistent and maintain the integrity of your EndNote library. You can assign terms from your term list(s) to new references in order to make searching more accurate (and often spelling easier!). The Term Lists feature can be disabled if you do not wish to activate them. To disable select Edit > Preferences and click on Term Lists to see the options for controlling the way all lists work. To view your term lists in an existing library select Tools > Open Term Lists. Select the Term List needed e.g. Keywords Term List - 5 -

6 To add a keyword from your keyword term list into an EndNote reference: Open a reference and place your cursor in the Keyword field. Click on Tools > Open Term Lists and select the Term List needed, i.e. Keyword. Double click on an appropriate term. This will copy the term into the Keyword field. You can also edit and add additional terms into this listing. This can be useful if several of you are adding references as it creates a consistent list of terms to be used Importing references directly from bibliographic databases Most of the major online bibliographic databases such as Web of Science, Science Direct, EBSCO, Medline or ProQuest now have some way of exporting references directly to EndNote. The activity below shows how to import from Web of Science, but the basic procedures will be very similar in other databases. Records imported in any of the ways described below should always be checked to ensure that they have been carried over accurately

7 Activity 3: Directly importing from a database To search Web of Science and import some references: Log in to (findit.bham.ac.uk). Type Web of Science into the search box and select Online Items from the drop-down menu and click on Search. Select the link to Web of Science (Core Collections). Carry out a search on Web of Science From the search results, select a few references by clicking the tick boxes beside them. Click on Add to Marked List to add them to the list for exporting Click on the Marked List link in the top right-hand corner Select the fields to include in the output e.g. abstract, keywords. Author(s), title, source are automatically saved

8 Click on Save to EndNote Desktop from the dropdown menu shown in Step 3 EndNote will load up. If it doesn t, click the Send button Select your library and import your results into it The references you have just imported will be displayed on the screen, giving you a chance to edit them if you wish. When you close this screen, the references will be incorporated into your main library. Activity 4: Searching a Database of Your Choice Choose a bibliographic database that you are likely to use regularly for literature searching in your subject Check on the i-cite page select reference management software, endnote, to see how references should be exported from it to EndNote desktop Do a search on your database and export some references into your EndNote library 2.6. Importing references using EndNote filters There is no exercise for using a filter, but if you want help with this let the tutor know and ask for help

9 The majority of databases have a direct export function as explained above, but there are still a few which require the use of an import filter. In these cases, you can do a search of the database, but instead of exporting your references, you need to save them on your PC in a text (.txt) file. This will usually show your references in tagged fields like this: AU Rayfield EJ TI The evolution of avian intelligence SO Journal of Comparative Cognition You then need to go into your EndNote library and bring this file in using the appropriate filter: File > Import > File Using Connection Files to search remote databases Some databases, such as the British Library Table of Contents service (Zetoc) and COPAC can be searched directly from EndNote. EndNote comes with a number of connection files which enable you to search external databases, mainly library catalogues. The search interface in EndNote is not as sophisticated and flexible as many offered by the databases themselves so it is usually better to do your searches in the database and then import them into EndNote either using direct export or filters (see above). Activity 5: Using Connection Files To connect to Zetoc and download some records: First of all, make sure the Integrated Library & Online Search Mode in EndNote is selected (the third of the three icons in the top-left of the screen): Select Tools and then click Online Search From the alphabetical list of connections, select Zetoc (MIMAS), then click on Choose. If asked for a password, ignore this and click on OK. Use the Search box to carry out a search. The number of results retrieved will be displayed in a new window. In EndNoteX8, retrieved references are automatically saved in All References, as well as in the Online Search group. You can delete any references from the displayed list and this will also delete the reference from the main collection. This is a list of references retrieved from Zetoc and brought in to a special file: - 9 -

10 To find out how to import references from specific databases, or whether they need a filter or a connection file, check the i-cite guide at: Activity 6: Downloading a Connection File A particularly useful connection file which does not come with the basic EndNote set of connection files is the one for COPAC. This enables you to connect from EndNote to the COPAC union catalogue of the major academic libraries in the UK to look for references to books. Go to the EndNote website and obtain the connection file for COPAC by scrolling down the page to Connection Files and click on link to add connection files, search for COPAC and download. You need to download the COPAC connection file into the correct folder on your computer following the pathway: Programme Files > Endnote X8 > Connections If you have done this successfully, the COPAC connection should appear in the list of connections when you go to do an online search as in Section 2.7 of these workbooks

11 2.8. Dealing with duplicate references in a library There is no activity for this section: the information is provided for future reference If you import references from more than one database, you may end up with some duplicate references in your library. EndNote can help to identify duplicates and you can then remove them. To identify duplicate records: With the Library window open, click on the All References group to show all references. From the References menu, choose Find Duplicates. EndNote will display a Find Duplicates dialogue, where you can compare duplicates and decide which version to keep and which to delete. For each set of duplicates, you have the option to: Click Keep This Record to save that particular reference and throw the other one in the Trash. Click Skip to leave both references in the library intact. They will appear in a temporary Duplicate References group, so you can review them later. Click Cancel to stop the Duplicate References operation. All duplicates will appear in a temporary Duplicate References group if you wish to review them. The older (first entered) reference will always appear in the left column. Warning: Before selecting Keep This Record, which will delete the duplicate, check the record numbers to be sure that you are not deleting a reference already cited in a paper By default, references are considered duplicates if they have the same reference type (such as Journal Article or Book), and the Author, Year, and Title fields are identical. The criteria for detecting duplicates can be changed using the Duplicates settings in EndNote s Preferences Edit > Preferences > Duplicates. All Library Services documents are available in other formats. Please contact Library Services for information

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