The Basics of EndNote. Endnote Training (Desktop Client Version) Brian Erb

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1 Endnote Training (Desktop Client Version) Brian Erb EndNote is a program that allows you to collect bibliographic references in a library, organize and manage those references, and ultimately put them in the body of a paper and in a reference list in a desired citation format. The Basics of EndNote I. Creating a new library II. Organization and creating a group III. Importing references from an external database. (Academic Search Premiere) IV. Moving items to a group and viewing a group V. Searching a database from within EndNote VI. Finding the Full-Text of an citation in your Endnote library VII. Features of a Reference (viewing, editing, moving, deleting, attaching PDFs) VIII. Adding New Records Manually IX. Placing references in a paper and formatting a bibliography: Selecting an output style and managing output styles. X. Placing references in a paper and formatting a bibliography using Cite While You Write (CWYW) from within Word. XI. Changing the output style of a completed paper. XII. Editing or deleting an in-text citation after it is placed. A preliminary note: This handout attempts to provide the new EndNote user with the basic skills necessary to import citations and place them in a paper in a given citation format. As with most software, there is usually more than one way to accomplish a given task and as you use EndNote you will discover menu bar and icon shortcuts for many of the commonly used tasks explained in this document. In addition, Endnote has many advanced capabilities not covered in this handout. A good working assumption with a product like EndNote is that if you find a capability you wish it had, there is a fair likelihood that it can be done, so explore the menu and toolbars.

2 I. Creating a new library 1. When you first download EndNote, you will have display that has toolbars at the top and will have a large blank area. This area will display your references once you have references in your library. 2. You must first create a library to get started. A library is a collection of references that can then be organized into groups that might correspond to different project, subjects, or any organizational scheme you wish. Your libraries will be stored on your computer. 3. To create a new library, click the File tab, then click New. A dialog box will appear prompting the creation of a new library. Feel free to name it however you wish. I am going to create a library called Paleo Diet as I am going to do research on paleolithic diet plans. Make sure to keep the.enl file extension on the library name. It will be saved in your Documents folder and the file will look like this in your directory. When you need to open this library in a later session, you just go to File and Open and browse for the file.:

3 II. Organization and Creating a Group 1. Now that you have created a library, your library screen will be enabled. Note the organizational features in the left side bar. There is a fixed group called My References which will contain all your library references. Also note the Trash and Unfiled groups. Items that are deleted spend some time in Trash before permanent deletion and items not put into a specific group are unfiled. The last set of items you imported will always be in the imported references group. Items can thus be found in more than one group at a time. Also note that you can search some databases from within Endnote for ease of import, but you may have limited use of subject heading searchability. Also note a My Groups area that will display groups you create for organizing references. 2. Most Endnote user find it useful to set up Groups to accommodate references for a given project, by a given author, on a given subject, or however you wish to organize your library. I am going to create a group called Loren Cordain to accommodate references I am going to locate authored by CSU HES professor Dr. Loren Cordain, a prolific researcher and writer on paleo diets. 3. Click the Groups tab, then select Create Group. 4. Under the My Groups heading, there will be a blank field where you can type the name of your new group and press enter. Now I have Loren Cordain listed in My Groups. Now when I import references, I can file the appropriate ones in the group I have created.

4 III. Importing references from an external database. (Academic Search Premiere) You can import references to EndNote that you find in external databases such as the CSU Morgan Library catalog, Academic Search Premier, Web of Science, PubMed, etc. by saving your results list in an EndNotereadable format to your computer and then importing them to your EndNote account. The mechanics will differ somewhat from database to database, but the principle is the same. I am going to do a search in Academic Search Premier for articles by Loren Cordain and I am going to export them to EndNote. This is the basic process in each database, but a few specifics may differ. 1. Execute the search in Academic Search Premier 2. Add the results you wish to keep to your folder (this capability exists in most databases, but the terminology may differ). 3. Go to the folder to view the results you are going to export.

5 4. Select items to export, the click Export 5. In Academic Search Premier, select Direct Export in RIS format. Click Save. A dialog box may appear prompting you to save or it may just download to the location you have preset in your browser (often the Downloads folder). You may see a download message at the bottom of the screen. Opening the download should shoot the citations straight to your EndNote account. If this doesn t work, continue with steps below. 6. Return to your EndNote window. Select File then Import File

6 7. A dialog box will appear prompting you to browse for the file you just saved from the database. Browse and select it. Then select the import option from the list that corresponds to the file format or the database it came from (in the case of databases with a fixed format). EndNote can t read the file correctly if it doesn t know how it was saved. Press Import.

7 8. Your items should now appear in your library. Keep in mind they remain unfiled until you move them to a Group. 9. Clicking on a reference will show the full reference in the preview pane at the bottom. IV. Moving items to a group and viewing a group You can move a citation to a group by clicking on the reference (hold down ctrl while clicking to select multiple references), then select the Groups tab and select Add References to and then select the Group. You can select all references in a list by clicking on a reference in the list, then using the Edit Select All tab. Note that citations can be in more than one area at a time.

8 You can now see my library is organized as follows: I have 3 total references in my library. I can click on All References to view my entire library as a list. I also have those 3 references in my Imported References group (this is the last file I imported). And I moved those references to my Loren Cordain group. As I import more references, the numbers will all change. You click on whichever group you wish to view. V. Searching a database from within EndNote 1. You will note a list of databases in the EndNote sidebar. This allows you to search the CSU library catalog anddatabases from within EndNote using a standardized search box and easy importing. Keep in mind that databases that rely heavily on controlled vocabulary (subject headings) for precise searching may lose some precision in search design in this format

9 2. Click on the database you wish to search (for this example, PubMed) 3. A search box will appear in the preview pane at the bottom of the window. Enter your search terms and criteria. 4. Your search results will be added to your library and grouped in your unfiled references. You can add the ones you wish to keep to a group as explained above. The ones you don t wish to keep can be deleted by clicking a reference (hold down ctrl while clicking to select multiple references) and then right clicking and selecting Move References to trash OR clicking the References tab and Move References to trash.

10 VI. Finding the Full-Text of a citation in your EndNote library You can search for the full text of an article citation in your library through CSU databases and electronic journal subscriptions. You must first make sure your full text preferences are set. 1. Go to the Edit menu, then select Preferences Note: The settings outlined in steps 2 and 3 can be cut/paste into your settings from the EndNote Libguide at under the Configuring Endnote tab. 2. Your Find Full Text preferences should be set as in the example to the left. Make sure all selections are checked and that the OpenURL path is: Authenticate with URL should be: 3. Your URL and Links preferences should be set as in the example to the left. ISI Base URL should be: way.cgi The Open URL Arguments should be:?sid=isi:wos&aufirst=aufirst &aulast=aulast&issn=issn& isbn=isbn&atitle=atitl&title =TITLE&volume=VOLUME& issue=issue&date=date& spage=spage&epag This should be the default on most CSU copies of EndNote.

11 4. Once the preferences are set, you can rightclick on a selected reference and choose Find Full Text in the menu. EndNote will then search CSU collections to see if the PDF can be obtained. If it is available, it will be attached to the citation in your library as a clickable PDF icon and a link to the PDF will be shown. 5. In the lower left menu pane you will see a list of found and not found PDFs from your previous full-text searches. Clicking on the menu will show the citations under each heading in a list.

12 VII. Features of a Reference 1. The group you are viewing will be displayed in a brief record format. You can click a reference to see a summary citation in the preview pane. 2. Double clicking a reference will display a window with the full citation (It will contain all the information imported, including the abstract, and will often require extensive scrolling to view the entire record.) 3. If you right click on a record, you will get a menu of things you can do with that record, such as edit (it you want to change information or add notes), move it, etc. When you edit a record, you will be able to click and type in any of the fields.

13 4. If you have a PDF of an article saved on you r computer, you can save it in the reference using the File Attachments Attach a File selection in the right click dropdown menu. A dialog box will appear where you browse your computer for the file. VIII. Adding New Records Manually If you need to add a record manually (such as a web page or a book chapter), you can fill out the fields in a blank form. 1. Click the References tab and select New Reference

14 2. Use the dropdown to pick the reference type so it will display the fields appropriate to that reference. 3. Then simply click in the field areas below the field name and type the information. 4. When finished, select File and Save. Alternately, closing the New Reference window will prompt you to save the reference. It should then appear in your library and you can move it to a group.

15 IX. Selecting an output style and managing output styles. Before you place citations in a paper and format the bibliography, you want to select an output style so Endnote will know what citation format you are going to use. 1. To access the output style manager, Click the Edit menu, then Select Output styles. 2. You will note you have a short list of common output styles easily accessible. The one that is checked is the current default for both the display in EndNote and for formatting a paper. 3. To change the default, click on a different style in the list. 4. If you want to add a new style to your short list, click Open Style Manager 5. The output style has an alphabetical master list of output styles, both standard ones and styles associated with specific journals. Check an output style and it will appear in your short list. Uncheck any you wish not to display in your short list. 6. If you need a style you don t see, you may be able to download it from the EndNote website by clicking Get more on the web. 7. If you need to make changes to an existing style, you can do so by clicking Edit. 8. You can create your own output style by selecting New Style in the original Output style dropdown menu.

16 X. Placing references in a paper and formatting a bibliography using the Cite While You Write plug-in in Word. The Cite While You Write (CWYW) Word plug-in is a utility that allows you to work between your word document and your EndNote library from within Microsoft Word. 1. So long as you downloaded Endnote after you downloaded Word, it will automatically place an EndNote X5 tab in your Word toolbar. 2. To place a citation in your paper, make sure the cursor is where you want the citation to go in the paper. 3. Click the Insert Citation button. 4. A window will appear that allows you to keyword search your citations and a list of matches will display. Select the citation you want to insert and then click Insert 5. EndNote will insert an in-text citation formatted in your selected output style in your paper and add the reference to your reference list at the end, ordered as the output style requires. You can edit details such as the font size, etc. in the reference list.

17 XI. Changing to a new output style in a completed paper 1. You can change to a new output style at any time by using the dropdown menu in the EndNote tab in Word. More styles can be accessed in the Style Manager by selecting Select Another Style. The items that appear in the brief list are selected back in EndNote by checking them off in the Output Style Manager under the edit tab. 2. Make sure to Update Citations and Bibliography after you have selected the new style. XII. Editing or deleting an in-text citation after it is placed. 1. If you need to edit the format of an in-text citation to meet a convention of your output style that is uncommon or is hard to edit in the style template, you can edit the appearance of an in-text citation in the document using the Edit and Manage Citations tab. An example might be if you need to remove an author name in the case of it being already in the text: Smith (2013) states that. 2. If you click on the citation you wish to manage, the

18 list will highlight the citation you have clicked on, otherwise, it will show the list of citations in the paper from the top. You can highlight the reference you wish to edit and then use the formatting dropdown and editable boxes at the bottom to edit the reference in the paper. You can select Edit Reference in the dropdown menu to edit the reference in your EndNote Library. 3. To delete a reference, use the dropdown next to the reference and select Remove Reference. This will remove the reference as well as the field code that sits behind it and will remove it from your reference list. This is the most reliable way to delete a reference as it makes sure the hidden code that sits behind it is also removed. Need more help? See our Endnote Guide at:

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