Guide to Endnote X7 MID SWEDEN UNIVERSITY TORUN SUNDSTRÖM , UPDATED

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1 Guide to Endnote X7 MID SWEDEN UNIVERSITY TORUN SUNDSTRÖM , UPDATED

2 Contents Contents... 1 Getting started... 3 Create a library... 3 Working with Endnote... 3 Preferences... 3 Display layout... 3 Backup... 3 Building your Endnote library... 4 Online search... 4 Exporting from databases... 4 Direct exporting references from databases... 5 Exporting references using import filter... 7 Manual entry... 8 Term lists... 8 Journals term lists... 9 PDF-files and other attachments... 9 Import PDFs... 9 Find fulltext...10 Attach file...10 Organizing your library...11 Organize in groups...11 Groups...11 Group sets...11 Smart groups...11 Temporary groups...11 Display fields...11 Search your library...12 Duplicates...12 Cite While you Write working with Endnote in Word...13 Endnote in Word...13 Cite While You Write CWYW...13 Insert citations...13 Edit citations

3 Format bibliograpy...14 Remove field codes...15 Bibliographic styles style manager...16 Edit a style style manager...16 Downloading styles (connection files, import filters) from Endnote.com...17 Collaborate with other Endnote users...19 Endnote Online...19 Sync...19 Share groups...19 Share a library...19 Traveling library...19 Help and support...20 Endnote training...20 Tutorials...20 Endnote knowledgebase...20 Endnote Online forum Connect (beta)...20 Support at MIUN

4 Getting started Create a library Name your library and save it on you computer on the harddrive or on the H: server available to MIUN staff (recommended). Do not save it on any cloudsyncing program such as Dropbox, Google Drive etc. When saving a new library two files are automatically created, one with the file ending.enl and one folder ending.data. They make up your working library together, the data-folder contains all the data from your library and the enl-file is like the interface of you library. If you separate them your library will no longer work in the Endnote program, so if you want to move you Endnote library or make a back up make sure you keep the two together. Working with Endnote It is recommended that you only work with one library. You can sort it in groups, groups sets and smart groups (see below). Endnote can sync your desktop library with your online account, however the syncing only works with one library. Preferences You can change a lot of the setup of your Endnote program to match your preferred work flow and the interface of your Endnote. In the Edit menu you find preferences at the bottom. Some examples: Display fields decide what information you want in the library window and in what order Find full text For Mid Sweden Univ staff it is a good idea to fill in the URL of the MIUN Library OpenURL server in the box Open URL path: to help Endnote automatically find the full text to match a reference when you use the Find full text command Libraries Choose if you want Endnote to open a library automatically when starting the program Sync Fill in the information of your Endnote online account to enable syncing between desktop and online Display layout There is a Display button in the bottom right corner. You can turn the groups panel on and off or move the reference/preview panel from the right to the bottom. Backup To make a backup of your library go to the file menu and choose the Compressed library command, name the backup and save it on a USB or on your computer. The new file has a file name ending.enlx which means that it contains both the original.enl file and the.data folder together. 3

5 Building your Endnote library Online search Some database can be searched without leaving the Endnote program. This is technically difficult to achieve with most databases however, but Pubmed, library catalogues and possibly Web of Science are sources that work well with online searching. In Endnote you can switch between three modes, if you are not working with online searching this is not important. To switch between modes go to these icons in the top left corner of the ribbon: The left one is the local mode for your local library, the middle one is the online mode and the right one is a combined mode. If you work in the combined mode when searching online, all the references that end up in the results list will automatically be added to your local library. In the online mode your results make up a temporary library where you get to choose the references you want to copy to your library. When switching to online mode you get the Online search group set in the groups panel. This is where you choose which database to search. (There are many more databases available than are shown in this list, click more or go to Edit Connection files Open connection manager. Read more on how to add additional database files below in the Styles section) Mark your chosen database, fill in your search terms in the search panel. Endnote presents the number of results in this box: When you click OK the results are listed in the library window, separate from you local library if you are in online mode. Mark and copy the references you want to keep to you local library. This is a temporary library, when a new online search is performed the results are overwritten with the new ones. Exporting from databases Most databases have a built-in feature that allows you to export references from a search in the database to a reference manager like Endnote. The feature is typically called Export, Save or Download. In some databases the export has to be done in two steps. Below is a list of the databases available to Mid Sweden University and a short description of how the export works. Note that the Direct export feature rely on your browser settings regarding how to handle RIS-files so it may work differently in Firefox, Chrome, Explorer etc and in individual installations of these browsers. We generally recommend Firefox for the best experience. 4

6 Direct exporting references from databases ACM Portal 1. Perform search 2. References are exported one at a time. Click on chosen reference title. 3. In the box Tools and Resources chose Export formats: EndNote 4. Download textfile 5. Open file with EndNote ACS Publications 1. Perform search 2. Mark your chosen references and click Download citations above the results list OR click to open a chosen reference and then click Download citation in the tools menu to the right 3. Choose RIS format and if you want to export abstract and/or references to EndNote under include 4. Open with EndNote EBSCO (Academic Search Elite, Amed, Business Source Premier, Cinahl, Communication Abstracts, Econlit, ERIC, Historical Abstracts, Gender Studies Database, Sport Discus) 1. Perform a search and chose references by clicking Add to folder 2. Open folder 3. Mark the references you want to export and click the export-icon 4. Chose Direct Export in RIS Format, then save 5. Open with EndNote. Emerald 1. Perform search, choose View all references or choose from the tabs Journals, Books etc 2. Mark the references you wish to export, click GO 3. Go to Marked list in the left menu, mark chosen references again 4. Click Export options above result list and choose Endnote 5. Open with EndNote OK Google Scholar 1. Go to Scholar-preferences in upper right corner 2. Where it says Bibliography Manager chose Show links to import citations into EndNote 3. Save preferences 4. Perform search - in the result list you will now see a link Import to EndNote 5. Open file with EndNote IEEE 1. Perform search, mark the references you want to export 2. Click Download citations above the result list 3. Chose format EndNote, ProCite, RefMan and click download 4. Open with EndNote Ingenta 1. Perform search, mark chosen references and click Update marked list 2. Go to Marked list on the right hand side to display your chosen references 3. Under Tools, click Export options - Endnote 4. Open with Endnote 5

7 Inspec 1. Perform search, mark the references you want to export 2. Click Download above the result list 3. Chose RIS, EndNote, Procite, Reference Manager and click download 4. Open with EndNote JStor 1. Perform search, mark the references you want to export 2. Click Export above results list 3. Choose RIS file (EndNote, ProCite, Reference Manager) 4. Open with EndNote - OK Libris 1. Perform search, mark the references you want to export 2. At the bottom of the result list, click Cite ( Skapa referenser in Swedish) 3. Chose RIS format i in the drop down menu and Save as file 4. Open with EndNote MLA 1. Perform search, mark chosen refedrences 2. Go to Marked items in the top menu 3. Click Citation tools 4. Mark Export to Endnote Click Export 5. Open with Endnote Primo 1. In the results list of a search, open the Details link below the title you want to export 2. Go to Actions in the top right corner of the details window 3. Choose Export RIS (Endnote ) 4. Encoding UTF-8 5. Open file with Endnote (or ResearchSoft Export helper) Proquest (Biological Sciences, Linguistics and Language Behavior Abstracts, Physical Education Index,Pilots Database, PsycInfo, Social Services Abstracts, Sociological Abstracts, WorldWide Political Science Abstracts m.fl.) 1. Perform search, mark the references you want to export 2. Go to Export/save 3. Mark Export to ProCite, EndNote or Reference Manager 4. Click Continue 5. Open with EndNote PubMed 1. Perform search, mark selected references 2. Click Send to, choose Citaton manager 3. Open file with EndNote ScienceDirect 1. Perform search, mark the references you want to export 2. Click Export citations above the result list 3. Chose Content format and Export format - RIS 4. Click Export 5. Open with EndNote 6

8 SciFinder 1. Perform search 2. Mark the references you want to export, click Export above the results list OR click to open a chosen reference, then click Export 3. Choose Citation export format (*.ris) 4. Click Export 5. open with EndNote Scopus 1. Perform search, mark the references you want to export 2. Click Export above the result list 3. In the box Export Format chose RIS format 4. Chose format for Output, e.g. Abstract format 5. Export 6. Open with EndNote SwePub 1. Perform search, mark the references you want to export 2. Go to Cite at the bottom of the result list 3. Choose.RIS format in the drop down menu, then Save as file 4. Open with EndNote - OK Web of Science 1. Perform search, mark the references you want to export 2. Click Save to EndNote, Refman, ProCite 3. The export to EndNote is instant, if not click Export Exporting references using import filter In some databases the export to Endnote is done in two steps, you have to choose the correct import filter for the references to be imported correctly to EndNote. How this is done differs depending on your web browser setup regarding saving and opening files. If it is possible to choose Open file with EndNote instead of Save file you can do step 2 of the EndNote import directly. You will then be automatically redirected to EndNote where you will be prompted to choose import filter. Below we describe step 1 and 2 separately. Step 1 searching and saving references Cochrane (import filter Cochrane) 1. Perform search, mark selected references 2. Go to Export Selected Citations below the result list (or choose Export All Results) 3. Choose Export Type Abstract and citation and File Type, e.g PC 4. Export Citations 5. Save file which will be named cit-abs-plain-xxxxxx.txt OR open file with EndNote DiVA (import filter Endnote Import) 1. Perform search, mark selected references 2. Create reference at the bottom of the result list 3. Choose EndNote format, click the Save icon 4. Go to the File menu, choose Save page as text-file 5. For step 2 see below 7

9 MathSciNet (import filter EndNote Import) 1. Perform search, mark selected references 2. Go to Batch download, choose Citations EndNote and click Retrieve Marked 3. Go to the File menu, choose Save page as text-file 4. For step 2 see below Step 2 Importing references to your EndNote library 1. Open your EndNote library 2. Klick the import icon or go to the File menu Import 3. Click Choose file, find and choose your file in the file manager 4. In the Import Option field choose correct import filter, go to Other filters if you cannot find the correct one in the list 5. Choose Discard duplicates 6. Click Import. The references are added to your library and to the temporary group Imported references Manual entry New references can be added manually (of course), you can also manually edit existing references. Remember: It is the input of information in the fields making up the reference that is the key to the output of the reference in your word document. If the reference is displayed incorrectly you should check that all the information is entered correctly (and change when necessary). In the Reference menu, go to New reference. Choose the correct reference type at the top, the fields in which to fill in information differ with reference types. Some tips: Every author name goes on a separate row, end with Enter. No blank space! The name can be filled in in inverted or normal form as Smith, Adam or Adam Smith. Enter the full first name if you know it, it is the style you choose that decide if it is displayed with initials or full name. When the author is an organisation, a firm etc you fill in the name in normal word order ending with a comma: Mid Sweden University, There are a number of fields to use for tagging the reference or make notes that you can use when searching your library Label, keywords, research notes In File attachment you can for instance add a PDF from your computer, just drag and drop in the File attachment field (more on PDFs and file attachments below) Term lists When new references are added in your library, Endnote generates indexes, lists of terms, for some of the fields in the Endnote reference - author, keywords and journal. The automatic updating can be turn on and off in Edit Preferences Term lists. 8

10 Journals term lists The term list for journals can help you use the correct version of a journal name, if you for instance entered a reference with the abbreviated journal name and the bibliographic style you use calls for the full name. With your Endnote installation comes a folder with journal term lists for 14 different subjects. These lists contain the full and the abbreviated names of thousands of journals in the specific subject. You can import these term lists to your Endnote library to get a more complete index of journal names. To import a journal term list go to Tools Define term lists Mark Journal Click Import list Endnote should direct you to the folder on your computer where the term lists are stored (probably Program/Endnote X7) mark the term list you want to import Open You can also add a journal name manually in the term list, go to Tools Open term list Journals New term. PDF-files and other attachments Import PDFs You can import Pdf-files that you have downloaded to you computer, one file at a time or a folder with several files. The PDF-files will end up as new references in you library with file attachements. The file menu Import File or folder. In the dialogue window browse your computer and choose the file or folder you want to import Import option PDF Import There is also a button on the ribbon a folder you need to go via the file menu. for importing references from a file, but if you want to import NOTE that the import of PDFs only works with files containing the appropriate metadata, such as DOInumbers. This is usually the case with PDFs downloaded from databases, but not with for instance scanned material. 9

11 Find fulltext This feature will let you search for the full text PDFs of existing references and add them as attachments. To use Find full text first mark the references you wish to add the full text to, then go to the Find full text command in the References menu or the icon on the ribbon. Attach file You can attach a file that you have saved on your computer to an existing reference by dragging it from where it is stored and droping it in the file attachment field. There is also a paper clip icon in the preview window of a reference which you can click on to be able to add an attachment from somewhere on you computer. 10

12 Organizing your library Organize in groups It is recommended that you only have one single library with all your references. To keep track of your references, organize them and facilitate your work you can organize them in groups, group sets and smart groups (think of a group as a folder). Your groups are listed in the groups pane to the left. You also see temporary groups in this pane (see below). A new Endnote installation comes with a custom set of groups. You always have the group All references with all the references in you library, and the Unfiled group for references that are not part of a group, there is a group set for Find fulltext and in the online mode you see the Online search group set. Groups The groups menu Create group Name the new group. Add new references to a group by highlighting them, one or several at a time, right click Add references to choose group. You can move groups if you want them in a different order or you want a group to go in a different group set. Just drag your chosen group and drop it on the chosen spot (drag and drop). To rename or delete a group just right click and choose from the menu. Group sets You can organize your groups and smart groups in group sets, these are shown as the headings in the pane. Group sets are created similarly as groups and can be moved and renamed the same way. Smart groups Smart groups are created from a search and new references are added automatically whenever a new reference is added matching the search. Groups menu Create smart group Fill in Smart group name Add search terms Create. You can also start in the Search panel, performs your search, then go to Options Convert to smart group Temporary groups When you import or copy new references to your library you see a temporary group with the most recent import or copied references just below All references. This group always contains the most recent input, when you do a new import the last one is overwritten. Display fields You can set up the display of the library window to suit your needs and preferences. Under Edit go to Preferences and Display fields: 11

13 For each column in the window you can choose which field to display and what you want the heading to be. The field is chosen from a drop down list, but the heading you can write yourself. Search your library In the ribbon there is a quick search box to search your library and you can also show and hide the bigger search panel where you can make more detailed searches. Duplicates When importing new references there is an option to discard duplicates. There is also a feature that allows you to search for duplicates, compare the ones Endnote finds and choose which ones to keep. To scan your entire library for duplicates make sure you have highlighted All references in the groups panel Go to he References menu Find duplicates Choose to Keep or Discard the duplicates shown in the window 12

14 Cite While you Write working with Endnote in Word Endnote in Word When Endnote is installed you get a new Endnote tab or menu in you Word programme (office 2007, 2010 and 2013 for Windows; Office 2008 and 2011 for Mac): When you open the tab there are three groups with submenus: Citations - Here are the tools for working with the individual citations in the document, inserting new citations, editing and removing citations or just switching between your Word and Endnote programmes. Bibliography - This box is where you choose bibliographic style, update all the citations and bibliography, set up preferences for the bibliography and convert the document to plain text. Tools - In this group you find Preferences where you can switch between applications if you want to work with Endnote on the desktop (Endnote X7) or Endnote online. You can also turn instant formatting on and off or export citations in a document to a new or existing Endnote library Cite While You Write CWYW Insert citations Put the cursor in the text where you want the citation Go to the command Insert citation (the magnifying glass icon) In the window you can search your library to find the correct references Search and click on the reference you want to insert Click the Insert command if you want to add your reference in the standard way. The drop down menu next to the Insert command lets you choose several ways to add your reference to the document: You can also switch to the Endnote program and mark the chosen reference in the library. Then go back to Word Click on Insert citation below the magnifying glass Insert selected citations To insert several citations just follow the instructions above but mark all the references you want to add in the citation and insert. 13

15 Edit citations You should never change the content of your in-text citations or the bibliography manually in the document. Instead when you want to edit a citation use the command Edit & manage citations. Put the cursor in the citation you want to edit Got to Edit & manage citations in the citations box. The Edit citations box opens with the chosen citation highlighted. In the drop down list at the right you can now choose to remove it, add page numbers or add one more citation. You can also edit the library reference, this command sends you to Endnote to edit the information of the reference in the library. When adding page numbers it is the chosen style that decides how it turns out in the document, if page numbers are supported by that style and if it uses any prefix (p.). If you want to use page numbers with a style that does not support this you can either put in the page numbers in the format you like (with p. or not) in the Suffix field in the Edit window OR (preferably) edit the style to match your needs (see below unde Style manager). Just make sure that you follow the recommendations of the journal or publisher you are sending your manuscript to. Format bibliograpy If instant formatting is active your bibliography is formatted automatically according to chosen style as you enter new references. You can turn instant formatting off and then the citations are entered in unformatted form within brackets {} and there is no bibliography. To format the bibliography then go to the Bibliography box on the Endnote tab and click Update citations and bibliography. Styles are chosen in the drop down list in the same box. Whenever you want you can change the style used in a document by choosing another style in the drop down list, and then Update citations and bibliography. 14

16 If you want to make changes to the layout of the bibliography, don t do them directly in the text since those changes will be overwritten the next time you update. Instead open the Bibliography menu by clicking the small arrow icon in the bottom right corner of the Bibliography box. Here you can change font, add a title, add or remove indents and change line spacing or add a space between references in the bibliography list. Remove field codes Word uses field codes for everything that is automatically updated, such as page numbers, table of contents and citations and bibliography created with Endnote. This is why you must use the Endnote commands when you want to make permanent changes to citations and bibliography, to change the informations within field codes you must change the field codes. The field codes in a word document can create problems in other word processors or programs if they are not supported. Journal publishers often demand that you send them manuscripts without field codes. There is a command in Endnote to change a document to plain text and remove field codes. Before you use this command it is a good idea to make a backup of your document. In the Bibliography box click on Convert citations and bibliography Convert to plain text You get the notification below Click OK 15

17 Bibliographic styles style manager Your Endnote program installation comes with a selection of bibliographic styles, or output styles available. In the drop down menu on the ribbon you find the short list of styles, when you first start out with Endnote there are just a handful available here, but you can always go to Select another style in the list to get the full list of styles pre-installed in your Endnote. More styles are also available for downloading on Endnote.com (see below) You see the same list of styles in the Bibliography tool box in Word on the Endnote tab (read more on formatting according to style in the above section on CWYW) Edit a style style manager To see the details of a style, edit it or create a new style by copying an existing go to Edit Output styles Open Style manager Mark the style Click edit The manager window opens for the chosen style. This is where the output of a style you use in your document for the in-text citations and the bibliography is defined. Under the heading About this style there is usually a brief description of the style. Citations control the output of in-text citations with templates and other definitions. This example shows an edited copy of the Harvard style where cited pages and the prefix for that have been added in the template: 16

18 Ambigous citations How to handle multiple references from the same author, year etc (for instance adding a, b after the year 2000a, 2000b etc.) Author lists How to separate author names, how many to list with names or if et al. is added etc. Author names Inverted names or not, full names or initials etc. Under Bibliography you find templates and other definitions controlling the output of references in the bibliography: Downloading styles (connection files, import filters) from Endnote.com Before you can download new styles, connection files and import filters you need to define the folder on you computer where you save these files so that Endnote knows where to get the imported files when you want to use them. Go to the Edit menu Preferences Folder locations For each file type fill in the name and directory of the folder, the easiest way to do this is to click Select folder and browse to the correct spot 17

19 You can connect to the Endnote.com site to add more styles to your Endnote directly from the style manager: Edit Output styles Open style manager Click the button Get more on the web. Browse or search the list of styles available to find the right style, click to download, then save in the correct styles folder on your computer. 18

20 Collaborate with other Endnote users Endnote Online To be able to work with your Endnote library on any computer you can create an account for Endnote online and let your desktop library and online library sync. In Endnote you find a link to Endnote online in the Help menu, or go directly to Sync You can sync between one desktop library and your online library. This can be setup to work automatically or you can start the sync process from the desktop tools menu or by clicking this icon. Under Edit Preferences you fill in the details for the online account you wish to sync with and if you want them to sync automatically. Share groups In your online library you can share groups with other online users. Go to the Organize tab Manage my groups Tick the box for the group you want to share Click Manage sharing to enter the other user s adress and set privileges to read only or read & write. Share a library In Endnote X7.2 and later it is also possible to share your entire library with up to 14 other X7.2 users. This gives all users or members unlimited read/write access to that library including file attachments, PDF annotations and groups which means that anyone you share the library with can make permanent changes to it. To invite users to share your library you need to sync your library with Endnote online first, then go to the Share command under the File menu Fill in the adress of the user or users Click Invite. The users receive an invitation and to accept they log in with their online account. To open the shared library they go to the File menu in Endnote desktop and choose Open shared library. Traveling library All the references you have added to a Word document using Endnote make up a so called traveling library. This means that the field codes (see above) in the document contain all the data necessary to work with the references within the document without having access to the actual Endnote library or libraries that the references were added from. You can send a document to a collaborator and they can choose to export the references from the traveling library to their Endnote library. This command is under Export to Endnote in the Tools box then click Export traveling library Choose to export to an existing library or a new one OK 19

21 Help and support Endnote training for manuals, videos, guides etc to learn how to use Endnote Tutorials There are many tutorials, short films and class recordings, on the Endnote YouTube channel Endnote knowledgebase Search the Endnote Knowledgebase on to find answers to any problems or questions Endnote Online forum Connect (beta) In Endnote online you can connect with the online forum to get news, post questions and see other users questions and answers to problems. You also get answers to questions from Endnote staff. Go to the Connect tab in Endnote Online. Support at MIUN We have a group mail address you can use. Your contacts at the library: (Sundsvall) (Sundsvall, on parental leave ) (Sundsvall) (Östersund) (Östersund) (Östersund) For software issues and updates contact 20

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