USING ENDNOTE X2 SOFTWARE

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1 USING ENDNOTE X2 SOFTWARE EndNote X2 is a bibliographic management software and is used to: 1. create bibliographic records of the materials that you have read or selected for your assignments or projects; 2. import bibliographic records of the materials that you have located in online databases; 3. format citations, references and bibliographies according to a specific citation style. The objectives of this EndNote X2 tutorial are as follows: 1. create an EndNote library; 2. add references to the EndNote library either by manually entering references in the EndNote libraries or by importing references from online databases into EndNote libraries; 1. CREATING AN ENDNOTE LIBRARY A. i. If you are accessing EndNote for the first time, the following screen will appear. Click on Create a new library icon/tab. ii. In the pop up dialog box enter file name e.g. Online Marketing Strategy, choose a location for saving the library eg. Removable Disk (E:) and click on save tab. 1

2 B. i. If you have accessed EndNote previously, the following screen will appear. Choose New from the EndNote File menu. ii. In the pop up dialog box enter file name e.g. Online Marketing Strategy, choose a location for saving the library e.g. Removable Disk (E:) and click on save tab. Note: EndNote library filenames are automatically given the extension.enl (for EndNote Library). Each library has an.enl file and a.data folder associated with it. It is important to always move, copy, rename, and delete both the main.enl file and the corresponding.data folder for each EndNote library. 2

3 The filename you enter appears in the top left hand corner of the window. At the bottom left corner of the window, the words "Showing 0 of 0 references" indicate that your new EndNote library is empty. 2. ADDING REFERENCES TO A LIBRARY There are two ways to add references to an EndNote library: A. adding references manually, e.g. records from the library catalogue; B. importing references from online databases into EndNote libraries. A. Adding References Manually i. From the EndNote References Menu, choose New Reference. 3

4 ii. In the New Reference dialog box, choose the type of reference you are creating from the Reference Type drop down menu. Note: It is important to choose the appropriate reference type for proper formatting of your references and bibliography. iii. Click to select a field (author, year, title, etc.) into which you want to enter information. Type in the information, and then go on to the next field. If you don't need information for a field, you can leave the field blank. Note: Entering the information in the fields is not a simple data entry process. 1. You would need to be aware of the elements that are needed to write a reference. E.g. The elements of a reference for a book are author or editor, title and subtitle, publisher, place of publication, year of publication. E.g. The elements of a reference for a journal article are author, article title and subtitle, journal title and subtitle, year of publication, volume and issue number, page numbers. 2. To avoid errors, you would need to be aware of the rules of the bibliographic citation style that is recommended by your faculty. Tips The Tab key is used to move between fields. The Enter key acts as a separating character within a field - e.g. where you want to enter 2 or more authors. Authors and editors should be added in the format Lastname [comma] Firstname [and/or] Initial... e.g. Gollum, Gary G. Each author s or editor s name must be entered on a separate line. 4

5 When entering corporate authors (e.g. International Labour Organization) place a comma at the end of the full name to signal that the full corporate name constitutes the "surname" for searching and sorting purposes. If you do not enter a comma, EndNote will assume your author's surname is Organization, with first names International Labour. Do not include any punctuation after the title of a book, book chapter or journal article. In the volume and issue fields, enter only the relevant numbers. Do not enter v. or vol. New authors, journal titles and keywords display in red as you enter them. E.g. Enter the following record which is from USP Library catalogue iv. Close the New Reference window. The reference will now appear in your EndNote library. B. Importing References from Online Databases into EndNote Libraries 'Importing' is the term used to describe the method of directly transferring references from online databases into an EndNote library, without having to manually type in each record. 5

6 Note: 1. Although this method can save you time, it is important to understand that importing is not possible from all databases. E.g. ProQuest, EBSCOhost, ISI Web of Knowledge and Jstor are some USP Library online databases which facilitate direct exporting of references to Endnote. 2. Also importing is seldom entirely accurate. It is therefore essential that you always check the quality of any references you have imported, and edit where necessary. Importing is usually straightforward, and generally involves the following steps: i. selecting the EndNote library you wish to export the records to; ii. searching a database; iii. marking the records you want to save; iv. selecting the database's direct export option. E.g. 1. To import references from Proquest i. Open the selected Endnote library where you wish to save the references. ii. Search the database by entering search terms e.g. online marketing strategy and selecting necessary preferences such as Full text documents and Scholarly journals. Select references (you can select more than one reference) that you want to import into EndNote by clicking in the boxes. Do not open the record as you would not be able to find the export tab. Click on Export tab. iii. Click on Export directly to ProCite, EndNote or Reference Manager. - this will launch the EndNote program. 6

7 iv. The new references will be directly exported from the online databases and will be incorporated into the selected EndNote library. E.g. 2. To import references from Business Source Premier (EBSCOhost) i. Open the selected Endnote library where you wish to save the references. ii. Search the database by entering search terms e.g. online marketing strategy. Select one reference at a time that you want to import into EndNote by clicking onto the record. Click on the Export icon. 7

8 iii. Click on Direct Export in RIS format and click save tab. iv. The new reference will be directly exported from the online databases and will be incorporated into the selected EndNote library E.g. 3. To import references from Jstor i. Open the selected Endnote library where you wish to save the references. ii. Search the database by entering search terms e.g. online marketing strategy. Select references (you can select more than one reference) that you want to import into EndNote by clicking in the boxes. iii. Choose Export Citation tab and then select RIS file format. Choose the Open option in the pop up dialog box. 8

9 iv. The new references will be directly exported from the online databases and will be incorporated into the selected EndNote library. E.g. 4. To import references from Google Scholar ( i. Open the selected Endnote library where you wish to save the references. ii. Access Google Scholar, and to the right of the Google Scholar search box, click on Scholar Preferences. iii. Scroll down to the Bibliography Manager option, click on Show links to import citations into and select EndNote from the drop down menu, then click on Save Preferences. 9

10 iv. Enter search terms, then select results that you want to export by clicking on Import into EndNote. v. When the file download window appears, click Open. 10

11 vi. The new references will be directly exported from Google Scholar and will be incorporated into the selected EndNote library USP Library, Nov

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