INTRODUCTION TO ENDNOTE

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1 USQ Library INTRODUCTION TO ENDNOTE WORKBOOK Contact Version 6 Apr 2015 University of Southern Queensland

2 INTRODUCTION... 4 PART 1 The EndNote Library... 5 How to get started... 5 Create your first EndNote Library... 5 Set Library mode... 6 Choose your Layout option... 7 Add references to an EndNote Library... 8 What is an EndNote reference?... 8 Build your reference library Creating a Record manually... 8 Choose an Output (Referencing) style Export from a database (Library subscribed) to EndNote Attach PDF to record Edit records in the endnote library Add a record by Exporting from Google Scholar to Endnote Make checking/editing data easier: Groups in your EndNote Library Create a Group Set (Top level of the Groups hierarchy) Create a Group (Next level in the Groups hierarchy) Add references to a group Working with PDFs in EndNote Find full text (journal articles only) Edit records from PDF import Annotate PDFs searchable in EndNote PART 2 USING AN ENDNOTE LIBRARY WITH WORD Output or Referencing Styles in EndNote Select another Output Style CWYW - Output (Referencing/citation) styles in a Word document In text citation Edit citations add page numbers, remove author s name, add see also, or other text P a g e

3 Part 3 Set up Sync (Endnote web) Where to get HELP P a g e

4 INTRODUCTION This workbook accompanies our Introduction to EndNote class held on campus at Toowoomba, Springfield and Ipswich. It covers the basic functions of EndNote using Windows OS. For a comprehensive overview including use on a Mac, refer to the Getting Started Guide which is included with the software, or the home of EndNote on the web EndNote is a software tool which allows you to create a database of references (including the documents usually PDF) which becomes your library. The program allows you to: import citations and abstracts from Google Scholar and online databases into your EndNote Library add captured webpages from the EndNote web version as references in your EndNote Library search library catalogues worldwide and save the details directly to your EndNote Library manually type references into your EndNote Library store, open, annotate and highlight the PDF of each article attached to a record, use your database of references (i.e. EndNote Library) to insert in-text citations and create a List of References automatically when writing a word document (MS Word, Pages versions 1 5.2, Open Office) collaborate with fellow students or researchers by sharing your library (EndNote Web) To install EndNote on your desktop or laptop, go to USQ Library s website and download EndNote. Note this is also the site to access our referencing guides. 4 P a g e

5 PART 1 The EndNote Library HOW TO GET STARTED READ and FOLLOW CLOSELY the instructions provided when you download your copy of the program to your own computer. Go to Start Go to All Programs>EndNote>EndNote program. Click on the EndNote program icon Follow the instructions to Accept the Licence Agreement, Download and Install the updated version if it appears on your screen, then Create an Account to enable the Sync process and create your Library in the cloud. CREATE YOUR FIRST ENDNOTE LIBRARY Go to File/New and Save your library. DO NOT CHANGE THE LOCATION OF THE LIBRARY. 5 P a g e

6 Your new library will look like this (see image below). The outer window is the EndNote program, and the inner window with the divisions/panes is your EndNote Library (Groups, Library, Reference/Preview/PDF.) SET LIBRARY MODE Hold the cursor over each of the icons below to find out what they are. There are three ways (modes) to view your Library. LOCAL MODE Work with only what is in the Library - no online search capabilities ONLINE SEARCH MODE Results of a database, catalogue or web search do not become part of your Library until you allocate them to All References or a Group before you undertake the next search or close EndNote. INTEGRATED MODE For ease of use; just-in-case you forget to allocate to a group using the above mode; and a time saver search and then trash what you don t want. If you don t delete the unwanted they will remain in All References just in case you made a mistake or were not thinking clearly at the time. What appears in your paper is only what you cite while you write (CWYW). The rest is like the unused books on the shelves in a library- forgotten and never used! During the class and throughout the workbook we will work in INTEGRATED MODE 6 P a g e

7 CHOOSE YOUR LAYOUT OPTION Personalise your library s functionality with the panes. At the bottom right of the window the dropdown box offers these options. The default LAYOUT is Right and the Search Pane is visible when you create your first library (see image below). In this image the Search Panel has been hidden This is the layout (see below) with the Reference/Preview panel at the bottom is recommended. 7 P a g e

8 ADD REFERENCES TO AN ENDNOTE LIBRARY WHAT IS AN ENDNOTE REFERENCE? Every record in EndNote is built using a template for a reference type. BUILD YOUR REFERENCE LIBRARY You can add records to your library in three ways: 1. CREATING A RECORD MANUALLY Create endnote records for the following two citations (to be used in part 2 with word) Moller, L, Robison, D & Huett, J 2012, 'Unconstrained Learning: Principles for the Next Generation of Distance Education', in L Moller & JB Huett (eds), The Next Generation of Distance Education, Springer, New York, ch 1, pp Broman, C. L. (2012). Race differences in the receipt of mental health services among young adults. Psychological Services, 9(1), doi: /a Select the icon to open a blank template/record (see image below). Note the default Reference Type is Web Page. Type directly into the data fields OR cut/copy and paste from an online document. Consult Appendix A Data Entry Conventions until you are familiar with them. 8 P a g e

9 Close the completed record by clicking on the inside cross A window will pop up asking if you wish to save the changes. Select YES and proceed. Note how many references are in your library now? CHOOSE AN OUTPUT (REFERENCING) STYLE Check the Preview pane for your formatted reference. Note it is not a style we use Go to the Output style window and drop down arrow. Click on Select another style and scroll down to HARVARD (AGPS6 USQ Version). Select CHOOSE View the record in other referencing styles. 9 P a g e

10 2. EXPORT FROM A DATABASE (LIBRARY SUBSCRIBED) TO ENDNOTE This exercise is best for learning how the import process works. Go to the USQ Library s homepage Choose Academic Search Complete, click on name. Click on Access this eresource Enter the keywords cross cultural communication and hit Search. Select ONE result that has a PDF attached. add to results to the folder as indicated. Then open the yellow folder at the top of the screen. The next screen will appear as below. Click on the title of the journal article. Click on the icon that says to EXPORT Follow the steps to export to EndNote. 10 P a g e

11 This window will appear An EndNote library should open and the record should appear in the Library like this: Different browsers have different ways of dealing with this action. See the information below. 11 P a g e

12 Internet Explorer will bring up a box at the bottom along the bottom of the screen asking if you wish to Open or Save. Select Open. EndNote will open automatically. Google Chrome deals with imports like this: Firefox will open a window like this. Check that the option is ResearchSoft Direct Export Helper and hit OK. Note the information in the Groups pane. You will now see the Imported References (1). All References show what is in your library so far. Unfiled will be the same as All References. This indicates that the record has not been allocated to a group or groups. NOTE: If EndNote does not open, cancel the operation. Check to see if you have a record from the EndNote Library open. Close it then retry. Close the whole library if necessary. Repeat the export from Academic Search Complete. Do not close the database page. field of the imported record. In the EndNote Library check the data in each For rules and standards of data entry see Appendix A. Also compare with the Style Guide for your referencing style. Remember: Garbage in Garbage out! WHAT TO CHECK: Reference Type Author field enter the fullest detail; be consistent with order - family name/surname, first name, other names. Title field - Headline or sentence case Keywords - add your own Abstract - if not imported go back to database/webpage and copy and paste from source PDF DOI, Date Accessed, URL, Database name & provider (if applicable) 12 P a g e

13 ATTACH PDF TO RECORD Journal articles commonly are presented as a PDF file. You can attach this file to the relevant record in your EndNote library so you can read it and annotate it wherever you take your laptop or access your EndNote desktop library. (Note: annotating a pdf accessed from your EndNote Web library will not work). 1. Go back to the database from which you exported the record 2. Open the PDF and save to your desktop or to a folder you want to use with EndNote all the time. 3. Go to your EndNote Library 4. Highlight the record to which you will attach the PDF 5. Go down to the Reference/Preview/PDF pane and click on the paperclip 6. Follow the steps to attach the pdf to the record. 7. Now open the pdf by selecting the icon highlighted EDIT RECORDS IN THE ENDNOTE LIBRARY 1. A quick method of editing a single record is to use Reference/Preview pane. Choose the Reference tab. You can copy and paste from the accompanying PDF if you need to. 2. For detailed editing of one or more records. Double click on the first one to edit, arrow through the records either from left or right. The full record window will open as above. 3. Mass editing ie. Adding the same data to a selection of records eg. Access date or Keywords a. If the records are scattered throughout your library, highlight them using Ctrl and left mouse click. Go to References>Show Selected b. Otherwise highlight all of them (Ctrl A) if they are the only ones that appear in the library pane. c. Go to Tools>Change and Move fields d. From the dropdown menu for fields, select the field you want to alter (e.g. Keyword) e. Select the radio button Insert before fields text f. Ensure the box Include a space after the new text is ticked, and enter keyword. Click on OK g. You will be shown a window that explains all your changes and whether you wish to accept them. It will declare they can t be undone (they can by reversing the process) and you will click OK. 13 P a g e

14 3. ADD A RECORD BY EXPORTING FROM GOOGLE SCHOLAR TO ENDNOTE Open Google Scholar Click on SETTINGS at the top right of the window and go to Bibliography Manager (last option) Change as indicated in image below. Save Perform a search, select a result and click on Import to EndNote. When this window opens make sure Open with is selected and hit OK, or follow the other indicators used by your browser as referred to previously. If you have not opened EndNote, this action will open it or prompt you to open it. If you have EndNote open it will automatically bring up the EndNote library and the record will be displayed in the Library pane. Check the Groups pane to see where this record has been placed. You should find it in Imported References (1) in the Groups Panel. Highlight the record by putting the mouse over it and clicking once, then select the PREVIEW tab (Make sure you have the correct output style selected at the top left in the Library see p. 9). You will probably have to edit this record quite heavily and copy and paste the URL as Google Scholar imports vary in quality. 14 P a g e

15 Stop and check your data on import. MAKE CHECKING/EDITING DATA EASIER: Move back and forward through the records in your library using the arrows at the top left of the window. Moving to the next record will open a window asking if you wish to save the changes. If you have changes to make to several records (eg. Access date, Keyword) use the Change/Move Fields function under Tools. To close a record click on the inside cross at the top right hand corner. You will be asked if you wish to save the changes. (The top cross closes the EndNote program). 15 P a g e

16 GROUPS IN YOUR ENDNOTE LIBRARY All headings in the bluish column on the left hand side of the screen are Group names. Take a look at the group named Unfiled. This is all the references in your library that have not been allocated to a group. To help organise these records/references make your own Group Sets and Groups. CREATE A GROUP SET (TOP LEVEL OF THE GROUPS HIERARCHY) Right mouse click in the blue Groups pane or go to Groups in the navigation bar and select Create Group Set. You will see a box in the Groups pane inviting you to create a own group set Type in a significant project (e.g., Masters Thesis or Course code). By clicking ENTER the group set is saved. Rename My Groups if you like by right mouse clicking and choose Rename Group Set (just as with a file on your computer) CREATE A GROUP (NEXT LEVEL IN THE GROUPS HIERARCHY) In the Groups pane, click on the Group Set Masters - then right mouse click and choose the option to Create Group. Name the Group Literature Review and note where it is now situated (as a subset of the Group Set: Masters) Repeat the process and name the next group Proposal Create a new Group Set calling it INR3000 and create a group called Assignment 1 in it. You cannot add references to a Group Set, only to a Group. You can delete or rename group sets and groups as your library grows. The references will not be removed from All References, just from the group. They will revert to being UNFILED if they are not in a group. 16 P a g e

17 ADD REFERENCES TO A GROUP Go to All References group There will be the same number of references in your full library (ALL REFERENCES group) as there are in the UNFILED Group. a) Option 1 - Select and highlight two or three references from your library (CTRL & left mouse click random selection) (CTRL & Shift block selection) Go to the Navigation Bar and Groups. Choose Add references to. Select the Literature Review. b) Option 2 - Select and highlight two or three references from your library (they can be the same as before) (CTRL & left mouse click) Right mouse click and choose the option Add References to and choose the Group, Assignment 1 c) Option 3 - Select and highlight another references from your library (CTRL & left mouse click) Keep the left mouse down and drag and drop to Assignment 1 or any group. Check the Groups pane. There should be less in the Unfiled group and a number of records in each of the groups. All References is still the total number in your library no matter what groupings. To find out more about Groups go to the Help button and type Groups in the Index search box 17 P a g e

18 WORKING WITH PDFS IN ENDNOTE When importing records to EndNote, only the citation and abstract can be imported as part of a record. If you wish to include the PDF you have several options. EndNote records can have files attached in the form of spreadsheets, word documents, images, and PDFs. PDFs are the most common form of attachment and can be annotated and highlighted. FIND FULL TEXT (JOURNAL ARTICLES ONLY) For all existing records of journal articles or conference proceedings (not applicable to books) EndNote can attempt to locate full text files on the world-wide web by using data stored in each reference. Try this method first to see how successful it is at searching the web to find the full article for your record. It will be more successful on a university campus than at home as the server address at USQ will enable authentication of the web address by the database. This is acknowledged as permission to download the copyrighted materials (extract from EndNote Help). To use this function the library must be in Integrated Mode attempting this exercise.. See Appendix B and follow the instructions before a. Start with the journal Article you entered manually (see page 9).In your EndNote Library, highlight the journal article by Broman, C. L. b. Go to the Navigation Bar and select the icon. A window will open for you to sign in with your U Connect username and password. Follow the instructions and continue until the search begins. This is how it will look in the Groups Pane If the search is successful. EndNote will attach it to the record (paperclip). The PDF will be visible in the right hand PDF preview pane at the bottom of your library. If this is not successful you will see this: in the Groups Pane. c. Use some of the imported references (journal articles only) Highlight two or three journal articles from your library Go to the Navigation Bar and References. Select Show Selected References Go to the Find Full Text icon and click. EndNote will show you the progress as described previously. EndNote works on each record separately. If the found the paperclip will appear in the attachment field. If the pdf can t be located, there are two other ways to attach the PDF to your record in your Library. Watch the progress in the Group called Find Full Text 18 P a g e

19 EDIT RECORDS FROM PDF IMPORT Change the Layout to Bottom- Split (see page 11). Copy and paste where possible from PDF into the empty data fields in the Reference tab. If copying isn t possible then type in the data referring to the PDF open on the right. Follow the same steps as with the previous import checking each record carefully DON T FORGET TO ADD THE NAME OF THE DATABASE and ACCESS DATE if you are going to save the record as an ELECTRONIC ARTICLE rather than a JOURNAL ARTICLE (which is how it is generally imported). NOTE: To increase your chances of finding full text if you use Library databases, add these urls to your EndNote Preferences. Go to Edit/Preferences/Find Full Text. Add this URL to the Authenticate with box ANNOTATE PDFS SEARCHABLE IN ENDNOTE Highlight a record with a PDF attached and adjust the view of the Reference and Preview/PDF panes to the desired reading size. OR Click on the icon so that the document opens in a new screen. Highlight some text and add a sticky note. Type the word elephant into the comments box. Close the PDF window by going to the top right X. Repeat this for some more PDFs using the word elephant Go to Quick Search in the Navigation Bar at the top of the page and type in elephant. This should bring up all those records which have the PDF that you annotated. 19 P a g e

20 PART 2 USING AN ENDNOTE LIBRARY WITH WORD OUTPUT OR REFERENCING STYLES IN ENDNOTE The EndNote program will format in-text citations and your List of References/Bibliography/Works Cited according to the bibliographic Output Style displayed in the EndNote Library window. EndNote has a number of output styles for you to choose from to format your in-text citations and List of References or Bibliography. They range from the basic Show all fields through the Numbered to the well- known Harvard*, APA 6th, MLA and Oxford styles. You can also write you own style by using an existing EndNote output style and modifying it. Annotated is the style that displays when you create your first EndNote library. The Harvard style used by USQ is Harvard AGPS6. It will be available in the Styles Manager in EndNote. To find out more about Output Styles in your EndNote Library, go to the Help icon select the hyperlinked option The Style Manager and type Output Styles Menu in the search box. Then Accuracy and Consistency are signposts of good referencing Check citations Every time you import a reference to your EndNote library you should CHECK the data to ensure ACCURACY and CONSISTENCY. Remember GARBAGE IN GARBAGE OUT Highlight a record and select the Preview tab in the Reference Preview pane. Go back to the Output Styles window and drop down for options. Choose APA6th. Check the Preview. Always check the reference guide (via the Library home page) relevant to your discipline for consistency of format. If there are differences, an EndNote output style can be modified or a new one can be created to suit the requirements. See Appendix F 20 P a g e

21 SELECT ANOTHER OUTPUT STYLE Check the output style in your library right now. Go to the Navigation bar at the top of the screen. Click on the drop down arrow in the OUTPUT STYLE window Choose Select Another Style. This opens the Style Manager. Select another style, for example Chicago 16 th A and hit the Choose button. To see how this affects your data in each record. Highlight one record and go to the Reference/Preview Pane. Choose the Preview Tab and see how the style formats the data. If you are using either APA or Harvard you should check the way it is represented against the USQ standard in the guides provided on the Library s webpage If there is any discrepancy, you may like to edit the style in EndNote or create a new one to suit your course work or your thesis. For information on doing this please go to Appendix F. CWYW - OUTPUT (REFERENCING/CITATION) STYLES IN A WORD DOCUMENT Open a Word document. Look for a tab called EndNote X7 in the MS Word ribbon after EndNote is installed on a computer. NOTE: Mac users will have a floating toolbar NOTE: There are three divisions of the tab in MS Word -Citations, Bibliography and Tools. Check the contents of each of these sections and become familiar with their functions. If you cannot see a tab in your Word ribbon or this toolbar (above) in earlier versions, Google search for EndNote X7 toolbar in Word 2003 or 2010 or whatever version you have There are many sites that provide answers to this problem. 21 P a g e

22 IN TEXT CITATION For this exercise in your open Word document Type =rand(2). In your EndNote library and copy the names of 2 or 3 authors on a piece of paper. Keep to one side. Open a new Word document. To enter the first citation place the cursor at the end of the first sentence one space after the last letter and leave a space before the full stop (i.e. space cursor space fullstop). Go to the Citations section in the Word ribbon and click on the comma and magnifying glass. This will open a window (see image below). Choose the name of one of the authors you wrote down. The window will contain a record or two depending on the number in your library that have the author s name (or other keyword) in them. Highlight the correct reference record and either double click or hit the Insert button. The citation will appear in the Word document as an in text citation and as a reference in your list of references/bibliography (see image below) 22 P a g e

23 EDIT CITATIONS ADD PAGE NUMBERS, REMOVE AUTHOR S NAME, ADD SEE ALSO, OR OTHER TEXT ADDING PAGE NUMBERS In your Word document, place the cursor in the greyed area of the first in-text citation. Go the the EndNote Ribbon and choose Edit & Manage Citation(s) A window will open (see below). Type in the page number/s as illustrated. Select OK when you have completed the changes. Your citation will now look like this: NOTE: Right mouse click on the citation in the Word document and follow the steps as above after choosing Edit Citation>MORE 23 P a g e

24 REMOVE AUTHOR S NAME OR PLACE OUTSIDE THE BRACKETS When using the author s name in a sentence it should not appear in the text citation.. a) To insert the citation with the author s name/s outside the brackets in the first instance, use Find Citation and on the Insert button, drop down the arrow beside the word Insert and choose Display name as Author(Year) as in the illustration above b) If the citation is already inserted, choose Edit and Manage Citations and then select your choice as indicated in the image below. Click OK to make change. The citation will look like this: using Harvard AGPS6. NOTE: To be sure the document is up to date with your EndNote citations, click on the Update Citations and Bibliography 24 P a g e

25 Click on the arrow at the bottom right of the Bibliography section to explore the options you have for the layout and format of the bibliography. NEVER edit a citation in word NEVER delete a citation in word. Always REMOVE with Edit and Manage Citations. Any changes to an in text citation must be made using Edit and Manage Citation(s). DO NOT use Delete or Undo. This can result in corruption of the document. PART 3 SET UP SYNC (ENDNOTE WEB) Note: It recommended to sync one library only. Syncing more than one library will result in the libraries being merged, both in EndNote Web and on your local (desktop) EndNote. The sync (synchronization process) automatically updates from your desktop to EndNote Web then back to the next library you open. In your EndNote library click on the Sync icon 1. Sign up for an account. You can use your USQ or private address. Create a simple password. 2. In your EndNote Library go to Edit/Preferences and choose Sync. a. Untick the box at the bottom of the window that says to Sync Automatically. b. Click on Enable Sync. c. Sign in again. The synchronization process will begin and you will be asked to save your library as a compressed file.* Follow the prompts and save where EndNote puts it. Continue with the process. You are able to work on your library while it is syncing. Note: Sync won t work on student computers or with a Mac on campus. *A compressed file is like a suitcase or zipped up folder that contains all the items you re taking on a holiday in the one place. If you forget one to pack one item however, you may have trouble enjoying the holiday! The Windows icon indicates this. The separate files constitute a program. The program won t work if one of these files is missing. EndNote is comprised of a.enl and.data file. When they are compressed it is a.enlx file. 25 P a g e

26 WHERE TO GET HELP Use the HELP icon in EndNote Refer to the Library s EndNote pages Contact your Faculty Librarian Google it! This is an amazing source of help and comfort as you often find out how many others are experiencing the same problems! The Library does not provide training in Microsoft Office Word. You will need to contact the Learning Centre (go to the USQ home page/current Students/Learning Support/The Learning Centre for assistance with Word. 26 P a g e

27 APPENDIX A: DATA ENTRY CONVENTIONS (find more in EndNote Help) General rule: GARBAGE IN GARBAGE OUT! Enter data in author, title, journal title, and article title fields using capitalization as specified by your output style. (e.g., Harvard AGPS 6 - Fractions are as easy as pie: a game of common fractions; APA 6th - Fractions are as easy as pie: A game of common fractions, OXFORD Fractions are as Easy as Pie: A Game of Common Fractions ) EndNote does not convert lower case to uppercase or vice versa. Enter ONLY the data required by the field as the field name will be applied in your output style (eg. In Vol. and No.; pp, (Eds) fields, just enter numerals. The output style will apply appropriate letters vol. v. no. issue etc.) Only when entering the EDITION must you use letters First edition = 1st. AUTHOR/EDITOR VERY IMPORTANT! BE CONSISTENT AND CORRECT Enter Author and Editor names IN FULL wherever possible ( e.g. Smith, Johanna Matera NOT Smith, J M) Enter Corporate authors with a comma AFTER the name (e.g. Apple Computer Inc., World Health Organization,) Enter multiple-word last names like this: de Gaulle, Charles, van Vonderen, Jessica Enter ALL author/editor names, one name per line and more commonly as FAMILY NAME, FIRST NAMES. EndNote will truncate or replace first names with initials, and will replace lists of authors with et al as required by referencing/output style will change order if necessary for citation e.g., chapter in edited book the editor s name is the normal way round, not family name firstname. YEAR Enter the four numbers of the year of publication. If appropriate enter In press or some other notation TITLE Enter the title WITHOUT any punctuation at the end Just keep typing the title, no matter how long it is. EndNote has word wrap which means it automatically starts a new line according to its parameters. PAGES Enter pages as numerals only. Enter page ranges with a hyphen (e.g or ) EDITION Enter only 1st or 2nd and so on in this field. Do not write the word edition or use (ed). 28 P a g e

28 APPENDIX B: EDIT PREFERENCES TO ASSIST ENDNOTE TO FIND FULL TEXT From your EndNote Library go to Edit/Preferences/Find Full text. This window will open: Add this web address to Authenticate with. Select OK or Apply and OK. The success of this facility is variable off campus, but using the USQ intranet (wireless or student computers) will yield good results. (See EndNote Help for fuller directions) 29 P a g e

29 APPENDIX C: CHANGE THE DISPLAY FIELDS IN YOUR ENDNOTE LIBRARY Each of these columns (above) displayed in your EndNote Library can be sorted, in ascending or descending order, by clicking on the column heading. (The default sorting is alphabetical, by author). One field that is useful to have visible in your Library is the Record Number. This will be invaluable as you add and delete records and when you are citing the references in any written paper. To add the Record Number field follow these simple steps: Go the EndNote library. Select Edit>Preferences>Display fields Choose Column 1 which is currently the READ/UNREAD Status to overwrite with the field name RECORD NUMBER. In the HEADING column on the right hand side highlight the heading Record Number and type No. Click OK button The fields displayed should now include the record number of each reference Sort by record number by clicking on the column heading. You can then see the latest reference added to your library. Click on the Author column heading to sort by author 30 P a g e

30 APPENDIX D: SHARING and MERGING CHAPTERS OF YOUR Word DOCUMENT As you write drafts of your research you will need to give a copy to your supervisor or another person for approval and editing. EndNote X7 is stable with Track Changes so you may present the complete document as is for approval with corrections. However, if you wish to submit a final copy of your paper to your supervisor or for publication you can do so by following the procedure outlined below. Save a clean (code free) copy of a document to share This is important to do if you are sending a copy to your supervisor or a publisher. This function retains your original document, with the EndNote coding, but creates an additional clean or code-free document. Your Word-related headings and other formatting is still retained. This plain text copy can never be returned to a live EndNote document so you will either need to reinsert all references using EndNote, or go back to the original version with coding. Select the Convert Citations and bibliography option Choose Convert to Plain Text EndNote will open a window with a message like this if you have not yet saved your document. Save the file. The new uncoded or plain text document will appear on the screen. If you hit Continue the same occurs. Take a look at the name of this document. It has not been saved. You might like to save it now and include Plain Text in the title if you like. If you run your mouse over the citations no grey highlighting will appear. This has removed EndNote coding.you still have a copy of your original EndNote active document saved for later reference. 31 P a g e

31 Merging separate chapters or sections of word documents into one new document (bibliography at the very end or at the end of each chapter?) 1. To combine chapters of a thesis or large document and create the bibliography at the end of the document, follow these steps: a. Save a copy of each chapter in case of disaster b. Open a clean new Word document and save as Combined chapters or some other significant name c. Open the first chapter and unformat by going to the Bibliography section of the EndNote tab in Word and choose Convert Citations and Bibliography. Select Convert to Unformatted Citations. Repeat for all documents to be merged. d. Working with each document sequentially, select all to copy by using Ctrl A and then Ctrl C e. Go to the new blank document and paste (Ctrl V). f. Repeat steps c, d, & e until all chapters are combined. g. Insert a Section break or page break one the last page of each section to format layout/orientation, headers & footers (pagination), headings &paragraphing. h. Click on Update Citations and Bibliography. Your citations will reformat and the List of References should appear as you have set it, either at the end of each chapter AND at the end of the document; or only at the end of the document. For more advice on merging documents go to EndNote Help and search for Creating a Bibliography from Multiple Documents. 32 P a g e

32 APPENDIX E ADD INFORMATION TO OR EDIT SEVERAL RECORDS AT ONCE IN YOUR LIBRARY (MAKE GLOBAL CHANGES) If you want to change or add information to a field in one or more references, you can do this in one process (globally). It is advisable to make changes when you have newly imported records clearly separate from our main library. 1. Select the records you wish to change by highlighting them first 2. Go to References/Show Selected 3. Go to Tools/Change/Move and Copy fields 4. From the dropdown menu for fields, select the field you want to alter (e.g. Keyword) 5. Select the radio button Insert before fields text 6. Ensure the box Include a space after the new text is ticked, and enter transcultural communication (as in the example) 7. Click on OK Open your references and ensure the keyword has been entered in all references. 33 P a g e

33 APPENDIX F: MODIFY AN OUTPUT STYLE (SAVE AS A NEW STYLE) 1. Go to EndNote 2. Ensure that the output style you wish to modify is displayed in the Bibliographic Output Style box 3. From the EndNote toolbar, Select Edit/Output Styles/Edit APA 6th Note the options for editing Citations (in-text) and Bibliography (List of References) and Footnotes in diagram below. You will need to check the requirements of the university s referencing style guides and possibly consult your supervisor before altering any templates. EndNote will not allow you to overwrite an original style. Once you have altered and saved an output style using a new name, this style is saved in the EndNote Styles folder. 34 P a g e

34 To begin using the modified style, go to the Output styles window and select this as your preferred output style (see below) Give the file a significant name e.g., APA 6th full name style Go to your word document and if the style is not selected, choose it, and the document will update with the modifications evident. 35 P a g e

35 APPENDIX G Library search (for textbooks mainly) Search the USQ Library To find books and other resources we hold at USQ Library follow these steps (see image below). This time we will use the Online search mode. This will create a temporary library that allows you to copy only the required references into your local library. The temporary library will be discarded when you do a new search or when you close the EndNote program. N.B.: Remember there are two modes of online searching to choose when using EndNote X8 the Online Search mode (as mentioned above) and the Integrated Library & Online Search mode (which automatically adds the searches to the unfiled folder and includes them in the total references list the icon is the world within the folder image ). Go to the Groups pane and Online Search. Select the word more and a new window will open. Type the letter u on your keyboard to get quickly down the alphabetical list to the file for U Southern Queensland. Click on the file and then select CHOOSE. This will connect EndNote to the USQ Library Search. Please Note: This does not work with USQ Student computers. It works on home laptops or computers. The search harvests resources online and in print from our USQ Library and available to all USQ staff and students. 36 P a g e

36 The results for your search will be displayed and this time you can select OK to display all results. (Note: if you have too many results consider refining the search by adding another search term or applying date limits. Retrieve the records from your search by clicking OK. THIS IS NOT A PERMANENT SEARCH. The results will disappear if you do not transfer them to your LOCAL library. To keep any of the references it is necessary to select and copy the references into your local library. To copy a reference, highlight the required reference and right mouse click on this reference. Select Copy Reference To and then select the name of the library to paste the reference into your library. You can now revert back to the Library mode you favour INTEGRATED or LOCAL 37 P a g e

37 Using the Online search through EndNote is not a good way to undertake research nor to have good imported EndNote records. It is useful mainly for textbooks and they records must still be edited carefully. For a more effective but still amateur search go to Library Search and add records to the folder then export them to EndNote. This way you can see the abstract or blurb relating to each record and gain a better idea as to the relevance of the resource to your task. For the best research results and best EndNote imports go to a specialised subject database (e.g., EBSCO, Taylor & Francis, Science Direct, Web of Science, Google Scholar). 38 P a g e

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