Managing your References using EndNote X7 (PC): getting started

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1 [Type here] Managing your References using EndNote X7 (PC): getting started This workshop is an introduction to using EndNote X7 on a Windows PC. EndNote is a bibliographic database program designed to help you store, organise and retrieve your references. It helps you to format your references according to your chosen referencing style. You can also use EndNote with Word to insert references as you write your document. This workshop covers using EndNote version X7 with Word 2007 and Word If you are using an earlier version of EndNote, refer to the Managing your references using EndNote X6 workbook. Last updated: By Maggie Symes [November 2016] Files required for this workshop This document and the associated files are available from System and software EndNote is available for PC/Windows and Macintosh but this workshop is aimed at PC users. This workshop uses Word 2007 or 2010 and EndNote X7. This document and other Information Services documents are held online on our website:

2 University of Brighton Information Services Contents Creating Your Own EndNote Library... 3 Creating Groups in Your Library... 3 Adding References to Your Library... 3 Importing References from the Online Library... 7 Importing References from another EndNote Library & PDFs...11 Searching for References in the Library Choosing a Bibliographic Style for Your Library Customising a bibliographic style Outputting References Inserting References into Word documents Unlinking your Word document from EndNote Moving your library between computers Further help Keyboard Shortcuts...21 Page 2 November 2016

3 Creating Your Own EndNote Library Getting started with EndNote X7 (PC): This section explains how to start your EndNote library and create some references. Exercise 1. Start the EndNote program and create a library Double click on the EndNote icon on the desktop or, from the Start menu, choose All Programs. Select EndNote and then choose EndNote Program. A dialogue appears asking you to open or create a reference library. Click on Create a new EndNote library and click OK. A dialogue box will open, asking you to save your new library. Give it a name and save it to your documents. You have now created your own EndNote library and are ready to start adding references. Creating Groups in Your Library You can create up to 500 custom groups to help organise your references within your EndNote library. Your groups are listed alphabetically in the taskbar on the left-hand side of the screen. Exercise 2. Creating a Group To add a new group, from the Groups menu select Create Group. Enter the group name in the blank box which will appear in the task-bar on the left-hand side of the screen. You can then drag-and-drop to copy individual references into your custom group. Smart groups are groups built with search strategies e.g. Author, Journal title, rating or keyword and are updated as you add references to and edit references in your library. To create a smart group, select Create Smart Group from the Groups menu. A search dialog appears. Enter a name for the group, then your search strategy, and then click Create. The Smart group appears under My Groups together with any references relevant to your search terms. Adding References to Your Library There are a number of different ways you can add references to your EndNote library. November

4 University of Brighton Information Services Exercise 3. Importing a reference from the Library Catalogue Note: Different browsers.e.g. Firefox, Internet Explorer, work in different ways when it comes to importing references from databases into EndNote. Click on the link to the Library Catalogue from the Online Library and search for a book by author, title or keyword. From the results save the reference you want to export to EndNote using the Save button In the pop up screen, under the Export link, select EndNote Desktop. A dialogue box appears with the option to Open or Save File. Select Open. The reference will automatically be imported into the Imported References folder in your EndNote library. In Internet Explorer a dialogue box may appear. Select EndNote Exercise 4. Importing multiple references from the Library Catalogue Click on the link to the Library Catalogue from the Online Library and search for a book by title, author or keyword. From the results save the references you wish to export to EndNote by selecting the Save button and then entering a title into the New list field. Click Save. Go back to your search results and save a few more records in the same way. In the menu bar at the top of the screen, select My Lists. The number in brackets indicates how many lists you have created. Scroll to the bottom of your screen and select Endnote Desktop from the Export as menu. Click Export. A dialogue box appears with the option to Open or Save File. Select Open and your references will be automatically imported into your library. In Internet Explorer a dialogue box may appear. Select EndNote. Exercise 5. Manually adding a reference You can also manually add references to your Endnote library by typing them in. To add a new reference select New Reference from the References menu or click the New Reference button on the toolbar (or use CTRL+N). Page 4 November 2016

5 Getting started with EndNote X7 (PC): Choose the appropriate reference type from the Reference Type drop-down menu and enter the relevant details in each field. To save the reference either CTRL + S or close the reference window by clicking the cross in the right-hand corner. Author/Editor. Names need to be entered in the correct format: Names should always be entered in full (not just initials). If there is more than one author press ENTER and type the next author on a new line. When adding corporate authors put a comma after the name. E.g. Arts Council of England, to ensure that the entire name is treated as a first name. When you enter a term that is not already in the library, it appears in red to indicate that it is a new term. When you close or save the reference, that term is added to the term list and will no longer display in red. Use CTRL + 1 to display the term lists for author, journal title and keyword. Exercise 6. Using the Figure Reference Type EndNote allows you to store figures/images in your Library. You can also add an image, figure or illustration to a reference. Note that only one image attachment can be held in a reference. If a second image is added, it will delete the first. Once you have attached an image, the file will be stored in the.data folder. Click on the New Reference button and change the Reference Type to Figure. In the Created By field, type Film and Sound Online, (don t forget the comma). In the Title field, type Worms image. Scroll or tab down to the Caption field and type Worms. Note. The information entered in this field will appear underneath your image in any Word document you import your image into. Go to the References menu and select Figure > Attach Figure or select the drawing pin icon from the toolbar. November

6 University of Brighton Information Services Click Choose File, locate the Worms image and click Open Scroll down to the Figure field you will see that your picture has been attached. Save the new reference either using CTRL + S or clicking the cross in the top-right corner. Exercise 7. Attaching a PDF to a reference Double-click to open a reference. From the References menu, select File Attachments > Attach File or select the paper clip icon from the toolbar. In the dialogue box that opens, locate uni.pdf and click Open the file is inserted into the File Attachments reference field. Save the Reference window you will see that the reference has a paperclip, indicating that a file has been attached. This pdf can be annotated and the comments saved. Exercise 8. Marking as Read/Unread & Rating a Reference Use the toggle buttons to apply a Read or Unread status tag to the current reference. EndNote automatically saves your selection. You can also apply a rating to a reference to signify the importance of the current reference to your research. Page 6 November 2016

7 Getting started with EndNote X7 (PC): Open a reference. Apply up to five stars (or none) by clicking a dot in the Rating field at the top of the reference window. Save the reference either using CTRL + S or clicking the cross in the topright corner. Importing References from the Online Library Most online databases allow you to import references directly to your EndNote library. Exercise 9. Importing references from OneSearch Using the OneSearch search box, run a search and add the references you wish to export to EndNote into a folder by clicking on the add to folder icon. Click on the folder at the top of the screen which contains your selected references from OneSearch and select EndNote from the Export as menu. A dialogue box will appear with the option to Open or Save File. Select Open, select with EndNote and the references will be automatically imported into your library. In Internet Explorer a dialogue box may appear. Select EndNote. Exercise 10. Importing references from Web of Science (WoS) November

8 University of Brighton Information Services Run a search within the database and select your reference(s) by clicking in the check box. Click on the Save to EndNote desktop option above the search results. Choose the export format and then a dialogue box will appear with the option to Open or Save File. Select Open, select with EndNote and the references will be automatically imported into your library. In Internet Explorer a dialogue box may appear. Select EndNote. You may want to include the download date for the reference scroll down the reference window to find the Access Date field and enter today s date. Close the reference window then click CTRL+M to show all references. Exercise 11. Importing references from an EBSCOhost database If you are using one of the following EBSCO databases: Art Full Text Allied and Complementary Medicine [AMED] British Education Index Business Source Premier CINAHL Communication & Mass Media Complete Criminal Justice Abstracts ERIC GreenFILE Hospitality & Tourism Index Library & Information Science & Technology Abstracts PsycInfo SportDiscus Run a search in the database and select the references you wish to add to EndNote by clicking on the Add to folder link below the reference. Select the folder from the top-right of the screen to view your selected references. Click on Select all then on the Export icon. Select Direct Export in RIS format then Save. Page 8 November 2016

9 Getting started with EndNote X7 (PC): A dialogue box will appear with the option to Open or Save File. Select Open, select with EndNote and the references will be automatically imported into your library. In Internet Explorer a dialogue box may appear. Select EndNote. Exercise 12. Importing references from a ProQuest database If you are using one of the following ProQuest databases: Abstracts in New Technologies & Engineering (ANTE) Art Bibliographies Modern, British Nursing Index (BNI Design and Applied Arts Index (DAAI) International bibliography of the Social Sciences (IBSS) International Index to Performing Arts (IPPA) Linguistics & Language Behavior Abstracts (LLBA) ProQuest Hospital Collection Run a search in the database and select the reference(s) you wish to add to your EndNote library by clicking in the boxes next to each reference. Click Export/Save in the tool bar at the top of the screen. An Export window will open and select EndNote, Citavi or Reference Manager and click Continue. A dialogue box will appear with the option to Open or Save File. Select Open, select with EndNote and the references will be automatically imported into your library. In Internet Explorer a dialogue box may appear. Select EndNote. Exercise 13. Importing references from Google Scholar It is best practice to follow the Google Scholar link to a University of Brighton subscribed resource and then import the reference details from that source; however it is also possible to export directly from Google Scholar Run a search in google scholar ( then select the Cite option underneath the result November

10 University of Brighton Information Services Choose EndNote. A dialogue box will appear with the option to Open or save File. Select Open, select with EndNote and the references will be automatically imported into your library. Exercise 14. Importing references using EndNote s Online Search You can use EndNote s Online Search feature to search for references in library catalogues and databases. In the top menu bar there are 3 different search mode option, from left to right;, Local Library Mode, Online Search Mode (Temporary Library) and Integrated Library and Online Search Mode It s important that you select the Online Search Mode (Temporary Library) as this will allow you to select and copy the references that you want into your EndNote library. If you are in another mode then it will automatically put all the retrieved references from your online search into your EndNote library. Choose Online Search Mode (Temporary Library). From the Tools menu select Online search. Search for and select Web of Science, PubMed, British Library etc from the list then click Choose. The Online Search appears at the top of the screen. Run a search.a dialogue box will tell you how many records have been retrieved click OK. The results will now appear in the lower half of the screen. To select the reference you want to copy to your EndNote library, click the Copy to your local library icon from the menu bar at the top of the screen, or select and right click on the reference, select Copy References To and select your library. Page 10 November 2016

11 Managing your References using EndNote X7 (PC): getting started Click on the Integrated Library and Online Search button in the menu bar to return to your library where the imported reference can be found under Copied References. You can search many databases such as PubMed and Web of Science whilst in EndNote in this Online Search Mode (Temporary Library). Importing References from another EndNote Library & PDFs You may want to import references from another library for example, you may be collaborating on a project and someone else has a library of references that would be useful to you. Exercise 15. Importing the Bungee Jumping example library With your own Library still open, go to File > Import. Click Choose File, locate the library you wish to import and click Open. For the Import Option, select EndNote Library from the drop-down menu and click Import all references from other Library are imported into your library. Note that initially, only the imported references are displayed in the library window To display all references in your library, click CTRL+M. Exercise 16. Importing PDFs to your EndNote library This feature allows you to convert existing collections of PDF files into EndNote references with minimal typing and copying by extracting Digital Object identifiers (DOI) from PDF files. The full text of the article is also imported into the File attachments field. From the File menu, choose Import > File. In the dialogue box click Choose. Find and select the PDF article called Mentoring. Select the PDF import option from the Import Option list. Select an option from the Duplicates list: Import All: Imports all references, including duplicates. Discard Duplicates: Imports all references except duplicates. Import into Duplicates Library: Duplicate references are imported into a library called File-Dupl.enl, where File" is the name of the library into which you are importing. Printed Monday, 21 November 2016 Page 11

12 University of Brighton Information Services Choose a Text Translation option. The default value is No Translation. This option allows you to specify the text character encoding of the file you import, so that extended characters transfer correctly. You should verify the setting with your database provider. Some U.S. databases that contain extended characters require ANSI-Latin1 or UTF8. MARC format files may require ANSEL translation. You might be able to use No Translation for text files that do not contain any extended characters. Click Import to import the file. The details from the PDF will be imported into the corresponding fields and the full text article will be imported into the File attachments field. The new record is stored in the Imported References group. Select the reference and add it to one of your groups. To display all references in your library, click CTRL+M. To import a folder of PDF articles, from the File menu, choose Import > Folder, and follow instructions given above. Note that you can also import PDFs into your library by dragging and dropping the PDF file from your documents folder or desktop into the Endnote library or reference window. Searching for References in the Library As your library grows in size you may it useful to use the search tool to locate specific references, or a group of references. Exercise 17. Using the Search tool To quickly search your entire Endnote library, use the Quick Search box in the toolbar at the top of the screen. Enter a word or phrase and select Enter. To limit your search to particular fields e.g. Author or Keyword select Search Library (Ctrl +F) from the Tools menu or click in Search tab in the Tab pane at the bottom of the screen. The Search tab appears, displaying several empty search lines. Page 12 November 2016

13 Managing your References using EndNote X7 (PC): getting started Use the drop-down menus to restrict your search to particular fields and enter your search terms. Select Search. EndNote displays only the results of the search in the open Library window. To view all the entries in the library again, select All References from the left-hand pane or click CTRL+M. 7 Choosing a Bibliographic Style for Your Library EndNote provides many bibliographic styles for you to choose from. You may already be familiar with some of these, for example, MLA, Harvard and APA 6 th. Exercise 18. Choosing a bibliographic style Click on a reference to highlight it and click the Preview tab to display the detail. The Preview pane shows the reference in more detail and formatted in your chosen bibliographic style. Note that if EndNote is being run for the first time on your computer, it will say No bibliographic style initialized in the preview pane. Once you have selected a style (see point 2), the reference will be shown in the preview pane. Click Select Another Style from the drop-down menu. Note that EndNote will remember any styles that you use and will store them in this menu. Locate the style you want from the list, highlight it and then click Choose. Printed Monday, 21 November 2016 Page 13

14 University of Brighton Information Services 8 Customising a bibliographic style You can modify the bibliographic styles in EndNote using the instructions that follow. Exercise 19. Modifying Endnote s Harvard style Go to Edit > Output Styles > Open Style Manager. Select Harvard and click Edit - this opens up a Harvard style Window. To change the initials of subsequent authors so that they appear in front of the surname, go to Bibliography > Author Name and in the Other Authors box select John Doe. Save your change using Ctrl+S. Repeat the process for Editor Name. To replace the & with and go to Author Lists and in both boxes, replace the & with and. Make sure that you keep the comma and also a space before and after the and. Repeat the process for Editor Lists then save your changes using CTRL+S. To remove the brackets from the year, go to Bibliography > Templates and remove the brackets then CTRL+S. In this example we will only remove the brackets for the Journal Article reference type. For your own library, you will need to make this change for all reference types that you use. The style contains special formatting characters that tell EndNote how to output the Bibliography the vertical bar (or pipe ), the diamond and the caret Pipe. Pipe. Used to force a separation. As a default, EndNote associates plain text and punctuation with the adjacent field, or if there is a space, the preceding field. The character is used to force it to be associated with the following field instead. Diamond. Produces a non-breaking space, which stops text and punctuation being printed if the associated field is blank. For example, Edition ed. Prints the characters ed. After the Edition number if there is one but if there is no Edition ed. is not printed. Caret. For singular and plural options. For example, p.^pp. Pages will output p. 23 for a single page and pp for multiple pages. Similarly, Ed. and Eds. 9 Outputting References You can print one reference, all the references, or any selection of references, and they can be printed in any bibliographical style. Your references can also be exported for use in other applications. Page 14 November 2016

15 Managing your References using EndNote X7 (PC): getting started Exercise 20. Printing References Select a bibliographic style of your choice from the drop-down list. To print a selection of references, use SHIFT+Left-click to highlight a group of adjacent references and CTRL+Left-click to highlight nonadjacent references. Go to File > Print Preview to view your selection. Click Close to return to your Library. Exercise 21. Subject Bibliographies A general bibliography is a continuous listing of citations in a particular order, for example alphabetical order. A subject bibliography is made up of smaller listings, each appearing under a distinct heading; usually a keyword. Use the Groups menu, All References or the Search box to display only those references you wish to include. Select Subject Bibliography from the Tools menu, and scroll down to highlight those field(s) whose content you wish to use as subject headings eg. Keyword, author. Select OK. Select those individual terms you wish to include as subject headings, or chose Select All. Click OK to display your formatted subject bibliography on the screen. Click on the Layout button to modify the layout and style of your subject bibliography, add title etc. Use the Terms button to modify the term selections, format and display. Exercise 22. Exporting References Go to File > Export. In the next dialogue box, give the file a name. For Save as type, select Rich Text Format (*.rtf), then click Save. Printed Monday, 21 November 2016 Page 15

16 University of Brighton Information Services Note that all the References that are in the active window are exported, regardless of any highlighting. If you only want some of them exported, highlight the references you want to export and go to References > Show Selected References. The RTF file type can be opened with most applications. It contains your selected EndNote references formatted in your chosen bibliographic style. 10 Inserting References into Word documents Cite While You Write allows you to insert formatted references into your document and at the same time, create a bibliography at the end of the document. Exercise 23. Using Cite While You Write Keep your EndNote Library open but minimise the window. In a Word document, click on the EndNote tab to display the Cite While You Write tools and then select Preferences. In the Preferences dialogue box, select the Applications tab and then select EndNote. Select OK. Place the cursor at the relevant point in your document click Insert Citation. A Find Citation(s) dialogue box will open up. Search for a reference in your EndNote library, select the relevant reference by highlighting it then click Insert. The citation will then appear in the text. Repeat this process throughout your Word document at the relevant places in the text to add in more citations. You should now also have a list of cited references at the end of your document. Exercise 24. Editing a citation Add a prefix/suffix to a citation. Page 16 November 2016

17 Managing your References using EndNote X7 (PC): getting started In the Word document, select the citation by clicking on it then select Edit Citation(s) from the EndNote toolbar. The following options are available under the Edit Citations tab remove author, remove year, add a prefix or add a suffix. To add page numbers to a citation use the Suffix box and select OK. Note: the Pages box may not be compatible with some bibliographic styles so we do not recommend you use this field. Adding multiple citations. To insert multiple references in one in-text citation, use CTRL to select the appropriate references from the EndNote database. In the Word document, select Insert Selected Citations. The citation, containing multiple references, will now appear in the text. Exercise 25. Inserting references whilst in EndNote You can also insert references into a Word document from EndNote this method may be useful if you can t remember which reference you want to insert. It gives you the option to return to EndNote to search for the reference. In your Word document, place the cursor where you want to insert the reference and click Go to EndNote on the toolbar. From your EndNote library search for a reference using the Quick Search option in the top menu bar of your EndNote library. Highlight the reference and click ALT+2 to insert it into your Word document. This also works for inserting multiple references. Printed Monday, 21 November 2016 Page 17

18 University of Brighton Information Services Exercise 26. Using Curly Brackets temporary citations Another way to insert references into your Word document is to use curly brackets { }. EndNote uses curly brackets as temporary citations. You may find them helpful if you are writing a document and you don t want to keep stopping to insert references. In your Word document place your cursor at the relevant point in the text. Type in first author s last name, the year of publication, and the record number for that reference in curly brackets. You ll see that your temporary citation is converted immediately to your chosen referencing style and formats the citation in the text and adds it to the bibliography at the end of the document. Note: If you find that the year has been omitted from your formatted citation, change the EndNote setting. To do this, go to the EndNote Edit menu and select Preferences. Then select Formatting and un-tick the tick box for Omit Author/and/or Year from formatting Exercise 27. Inserting footnotes into your document If you need to insert citations as a footnote into your Word document you have to insert the footnote into the document before you add the citation. From the Word References menu click Insert Footnote Leave the cursor where it is (in the Footnote) and find your citation as previously described using Insert Citation (Exercise 22). The Citation is now inserted in the Footnote, and the same reference is also automatically formatted for your bibliography and included in the Bibliography at the end of your Document. 11 Unlinking your Word document from EndNote Once you have completed your referencing, you will need to unlink your Word document from your EndNote Library before you send it to a publisher. EndNote calls this removing field codes. Page 18 November 2016

19 Managing your References using EndNote X7 (PC): getting started Exercise 28. Removing Field Codes Form the EndNote menu, click Convert Citations and Bibliography. Select Convert to Plain Text. This will make a second copy of the file one without any field codes. This means that if the publisher requests any changes, you can return to the version with the codes and can repeat the unlinking process. You need to remember to keep both copies of the file! 12 Moving your library between computers If may find that you need to move your EndNote library between different computers. Or you may need to send a copy of your library to a colleague. Or you may just want to make a back-up copy. The best way to do this is to save your library as a single compressed file. This will save the complete library, including the.enl file as well as its associated.data folder and all of its contents. You can easily restore (unzip) the compressed library with EndNote. Exercise 29. Creating a compressed library file Open your EndNote library. From the File menu, select Compressed Library. Ensure that you have selected Create, with File Attachments and All References in Library. Use the file dialog box to save your library as an EndNote Compressed Library. To restore your compressed library file, go to the File menu and select Open. Locate your compressed EndNote library (.enlx) and click Open this will extract the.enl file and the.data folder to the same folder where the.enlx file is located. Use EndNote to open the.enl file as you normally would to use the library. Printed Monday, 21 November 2016 Page 19

20 University of Brighton Information Services Exercise 30. Synchronising your Endnote library with Endnote Online Endnote Online is the web based version of EndNote. The most significant benefit is the facility to access your EndNote library from any computer with an internet connection and you can synchronise the references in your EndNote desktop library with your EndNote online library. This process is always initiated from EndNote. Anyone can create a free online EndNote account but in order to access the UoB customised styles it's necessary to register using the following steps. 1. Select the Web of Science database from the Online Library. 2. Click on the Sign-In link at the top of the page and on the next screen click on Register. (If you have already registered for Web of Science then you can use the same login to access Endnote online). 3. This will take you to a registration page which you will need to complete; you will be asked to supply an address and a password. This does not need to be your university and password. 4. Once registered you can click on the EndNote tab at the top of the page and enter your address and password on the login page to online EndNote account. 5. Any time after registering you can access Endnote online by going direct to the EndNote website at: To start the sync process, go to the Tools menu in EndNote and select Sync or click the sync icon in the toolbar. The first time you do this you will need to provide details of your EndNote Web account. Once you have done this each time you select Sync the process will happen automatically. Where there are no corresponding groups to synchronise to, EndNote will put them in unfiled groups. You can then drag and drop them to the appropriate group or create a corresponding group. In the Edit menu select Preferences and then Sync to set your preferences for synchronizing. Choose to set it to automatically synchronise when you open or close the programme or after a set period of time. Exercise 31. ipad Synchronising your Endnote Online library with EndNote for the You can link and sync your EndNote Online library to the EndNote App for the ipad. Page 20 November 2016

21 Managing your References using EndNote X7 (PC): getting started Download the EndNote app and sign into your EndNote Online account via the app. Once you are signed in touch the sync button. References and custom groups from your EndNote Online library will now sync with your EndNote for ipad library. 13 Further help Adept Scientific who distribute EndNote have produced an EndNote Tutorial Movie. It demonstrates connecting to a remote database, downloading records, and importing these records as citations into a paper. EndNote also publish a series of online Tip Sheets for EndNote There is also guidance about using the EndNote app for the ipad. For help with EndNote, go to the Online Library, select Subject Guides, then EndNote Keyboard Shortcuts CTRL+O CTRL+S CTRL+C CTRL+X CTRL+V CTRL+Z CTRL+N CTRL+W CTRL+F CTRL+F4 TAB TAB+SHIFT CTRL+A CTRL+E CTRL+D CTRL+M CTRL+P SHIFT+ left-click CTRL+ left-click Open a library Save Copy Cut Paste Undo Open a new reference window Close the reference window Search references Close the library window Select the next reference field Select the previous reference field Select all references showing in the library window Edit/open a reference Delete a reference Show all references Print selected references Select a range of references Select more than one reference Printed Monday, 21 November 2016 Page 21

22 University of Brighton Information Services Page 22 November 2016

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