GETTING STARTED WITH ENDNOTE

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1 GETTING STARTED WITH ENDNOTE This guide is designed to take you through the basics with EndNote software, from creating and saving an EndNote reference library, through populating that library with references - manually and by using import filters, direct export from databases and online search tools and inserting those references into your Microsoft Word document using the Cite While You Write functionality. 1. Create an EndNote X4 Library Open EndNote: From the Start menu click All Programmes Find EndNote in this list and select it then click EndNote Program If you are opening EndNote for the first time, you will be presented with a grey box asking you to choose to create a new free EndNote Web account, integrate with an existing EndNote Web account or Do not integrate at this time Click Cancel at the bottom of the box, or select Do not integrate and click Next You will be presented with options to Learn About EndNote, Create a new Library or Open an Existing Library: Click the Create a new Library image and follow the steps to get started If you have used EndNote before, follow the steps below to create a new library for today s session: Saving a Library: 1) Click File then New 2) Browse for an appropriate location to Save in e.g. your H: drive 3) Type a File name e.g. practice

2 To begin with, your Library will appear empty: Create a new reference manually (BOOK): 1. Click the New Reference button Alternatively, press Ctrl-N (or click References then New References) 2. Select the type of reference in this case a Book Click in each field to add details NB when entering details in the author field, the separate authors need to go on separate lines! 3. Enter the following information into the appropriate fields, then click File and Save then close the reference window (you can always open it again to edit if you need to): Author(s): Tom Strachan Andrew P Read Year: 2004 Title: Human molecular genetics 3 Edition: 3rd City: London Publisher: Garland

3 4. Repeat steps 1-3, but this time start a new reference as a Journal Article rather than a book and fill the following fields as follows. Save and close the reference when done ready: Author(s): Nathan Blow Year: 2009 Article title: How to get ahead in imaging Journal: Nature Volume: 458 Issue: 7240 Pages: Preview your reference in your chosen style Click on a reference in your library (the journal article or book) The Preview appears in the box at the bottom of your library. The example below is set to Numbered style: Use the style drop down on the EndNote taskbar at the top, to change style e.g. Numbered or Annotated, or Select Another Style to choose from a range of output styles e.g. Harvard

4 The book reference should appear in your selected style in Preview when selected. In this case in Harvard style: Key points Close your EndNote Library to save it Creating references manually is slow and prone to human error, so we recommend you download ready-made records and then open them to edit if needed e.g. to convert a book reference to a book chapter reference You can open any reference to edit details in any field, add notes and files, etc. The next activity explores the process for downloading ready-made records from the Library catalogue and databases from within EndNote itself Online Search 2. Using the Online Search function What is the Online Search function? A tool for connecting to databases from within EndNote It enables you to search and retrieve records from: o Databases e.g. PubMed o Library catalogues e.g. University of Bath [U Bath] It is limited to basic search options, therefore it is better to search a database directly taking advantage of its more powerful search and refine features, before exporting references into EndNote Therefore, you are more likely to use Online Search for University OPACs (Online Public Access Catalogues) You can download references and delete unwanted references

5 Starting an Online Search Step 1: open your EndNote Library Use the File Open options from the grey menu bar at the top Select and open your practice library Step 2: Click the Online Search button o (Alternatively, from the grey menu bar click Tools then Online Search) You are presented with the Choose A Connection box (see overleaf) Browse for U BATH and click Choose This opens the search connection to our Library catalogue:

6 In this example we want to find Campbell s Biology textbook in its 8th edition (2008). In a normal catalogue search you could search with Author and Title keywords e.g. Campbell and Biology to find the item record and shelfmark. The catalogue results list would look like this: This is how it appears in the catalogue The same goes for keyword searching using the Online Search from within EndNote: Step 3: Enter keywords into the fields: o Author: Campbell o Title: Biology Click the Search button when ready Step 4: Select and download the first ten results o In the example below, 23 records have been found and the Retrieve records from/through has been changed to display 1 through 10. If you try and retrieve large numbers of records at one time, it will be very slow!

7 Step 5: Preview results to find the right one! Hint the publication date in the Year column for the 8 th edition of Campbell s Biology book is 2008 Step 6: Highlight the records you do not want: o Press Ctrl and click individual results or hold Shift to click across a range of results to select several Right click your selections and select the option to move them to Trash Step 7: Right click the Trash group Click Empty Trash Click to confirm the deletion Return to All References to see the remaining record as part of your Library: Each resource you use with Online Search appears under the Online Search heading in the My Library pane. For quick access, simply click on the one you want to set up the search box. You can remove these short-cuts by rightclicking them and selecting to delete group.

8 3. Downloading references from databases DIRECT EXPORT Many databases let you save and export references into EndNote There are two main methods: Direct Export automatic transfer Filter manual transfer Direct Export is quickest and easiest The following example makes use of Web of Knowledge Direct Export from Web of Knowledge Step 1: Connect to Web of Knowledge 1. Open your web browser 2. Go to the Library website ( 3. Follow the databases a-z link (or use the Quick Search for databases) 4. Browse or search databases for Web of Knowledge 5. Connect to Web of Knowledge Step 2: Run a search 1. Run a basic topic keyword search of your choosing e.g. for stem cell and therapy 2. Tag a few records in the results list using the tick boxes e.g. 3. Click the Save to EndNote, RefMan, ProCite button 4. Select EndNote as your chosen software 5. EndNote automatically opens and the records transfer to your chosen EndNote library Step 3: keep or discard references Right click and transfer any unwanted references to Trash Close the EndNote library to save imported references Key points Databases are increasingly moving to Direct Export. Many use it already, including: Web of Knowledge Business Source Premier Dialog DataStar IEEE Xplore OVID databases e.g. PsycInfo, Embase Google Scholar

9 4. Downloading references from databases IMPORT USING FILTERS Manual transfer requires you to save references from a database as a text file A filter is then used within EndNote to Import these records This is demonstrated in the following activity using PubMed Downloading references from PubMed Step 1: Connect to PubMed 1. Open your web browser 2. Go to the Library website ( 3. Follow the databases a-z link (or use the Quick Search for databases) 4. Browse databases for PubMed 5. Connect to PubMed Step 2: Search and select results 1. Run a basic keyword search e.g. for embryonic stem cells 2. Tag a few records in the results list, e.g. 3. Click the blue Send to: link at the top right of the results page 4. From the options box, select File from the Choose Destination options and from the Format drop-down choose MEDLINE 5. Click Create File 6. Click Save to save the text file (then select to save it to your H drive or desktop) and once the download is complete, Close the dialogue box Step 3: Open EndNote From the Windows Start menu select All Programmes Select EndNote then click EndNote Program

10 Step 4: Import references Click the Import button Click File to browse for and select your saved PubMed (pubmed_result.txt) file e.g. desktop or H drive Set Import Option to PubMed (NLM) - filters can be chosen from a list by first selecting Other Filters Set Text Translation to ANSEL Click the Import button: Step 5: keep or discard references Right click and transfer any unwanted references to Trash Close the EndNote library to save imported references Key points Several databases still use manual transfer using a filter to import references into EndNote, for example these include: PubMed ACM Digital Library Beilstein MathSciNet Zetoc Each database using manual transfer uses a specific filter and text translation setting Check out the EndNote X3 downloading references from databases guide for import instructions for each database: Link through to Library training materials, guides & videos for EndNote: You can now start learning how to insert citations and references in Word PART 2 Follows

11 5. Cite While You Write (CWYW) Inserting References into Word EndNote and Word EndNote is configured with Microsoft Word. The EndNote toolbar in Word enables you to Cite While You Write (CWYW) You can insert selected references as short citations in the text and full citations in a reference list at the end Citations in the text appear in the style selected, as annotations or numbers e.g. (Smith, 2009) or 1 or [1] etc. On the Word ribbon there should appear an EndNote X4 tab. Click this to display the CWYW ribbon: Inserting references Open Word and type a short paragraph of text, ready to add citations Step 1: Insert references (A) 1. Open EndNote X4 from the All programmes menu, or click the Go to EndNote button in Word 2. Highlight a reference from your library by clicking it 3. Click the Insert Citation button and Insert Selected Citation(s) (this button is available within EndNote as well as on the Word toolbar) Step 1: Insert references (B) 1. Click the Find Citation button and Find Citation 2. A search box opens 3. Enter keywords to search references in your EndNote library e.g. Campbell (for the Biology book) or imaging (for the Blow s article) 4. Click Search 5. Select reference 6. Click Insert

12 NB clicking the arrow on the Insert button gives options to insert the citation in the text excluding either Author or Year (or both). This gives more flexibility in how you construct the sentence where you cite the reference e.g. you may exclude the Author so it does not appear in brackets in the citation, so that you can refer specifically to the author by name in the sentence. You can always insert the citation as normal then edit it later see part two of this CWYW worksheet. NB if you are using a numbered rather than an annotated style, you will simply be inserting a number in superscript into the body text, which refers to the numbered list of full references at the end of your document. Step 2: Choose citation style 1. To apply a style to your citations/references click the Style: drop-down list and choose a style, e.g. Annotated 2. You can automatically change the style at any point by selecting from this list 3. The Select Another Style drop-down option gives you the full list of styles, including e.g. Harvard Step 3: Format bibliography For each citation you add in the text (be it in author/date or numbered style), you will get a full version of the reference in the chosen style at the bottom of the document. This will automatically update in alphabetical order (for annotated styles) or numeric order (for numbered styles). You may wish to automatically add a title for this reference list and force it with a page break to appear on a separate page(s) at the end of your work: To add a title for your reference list or bibliography: 1. Click the Bibliography Preferences button: 2. Click the Layout tab in the formatting box 3. Type in a heading e.g. Bibliography or Reference List 4. Set the text font and style you want this to appear in 5. Click OK To separate your bibliography or reference list using a page break: 6. Click just before your Bibliography (or Reference List) heading as it appears in your Word Document 7. From the Word ribbon, click Insert 8. Click the Page Break button

13 6. Cite While You Write (CWYW) Editing Your Citations You can edit your citations in various ways. The following are simple edits that you may wish to try: 1. Add/remove Author or Date from annotated citations in the text 2. Add page numbers to (annotated style) citations in the text 3. Insert your citations as footnotes 1: Hiding author and date You may wish to hide the author or date in a citation to match your writing style, for example normal annotated citations appear with both author and date in parentheses: It has been shown that 2+2=5 (Smith, 2009). However you may want to cite like this: Smith (2009) argued that 2+2=5. In 2009 it was discovered that 2+2=5 (Smith). Here are some simple steps to achieve this: 1. Insert a citation 2. Highlight the citation 3. Click the Edit and Manage Citation(s) button: 4. Tick either Exclude Author or Year: 5. Click OK 6. Change your sentence to incorporate the element excluded NB if you are using an annotated style and want a full bibliography in your Word document i.e. including all the books and papers you read, not just those you have directly cited, you can insert the citations and hide both author and year to make them invisible within the text, but still have the full version of the reference at the end. 2: Inserting page numbers 1. Where you refer to an exact quotation or figure, you can include a page number 2. Highlight the citation 3. Click the Edit Citation(s) button 4. Type a comma, space and page number into the Suffix box 5. Click OK (Strachan and Read, 2004, p.10) Bibliography STRACHAN, T. & READ, A. P Human molecular genetics, London, Garland.

14 3: Citations as footnotes You may prefer to give full citations in footnotes on the page cited 1. Click in the text where the numbered citation will go 2. Click the References tab 3. Click Insert Footnote 4. Insert your citation into the foonote in the usual way, e.g. From the EndNote X4 ribbon click Insert Citation and insert chosen citation THE END! Additional help and training Check out the EndNote guides and videos provided by the Library: BUCS provide guides and training sessions: Access the EndNote Getting Started Guide: Official guides and webinars: You can also ask for help from: Your Subject Librarian BUCS help desk (technical support) DS/May 2011 Information correct at time of going to print EndNote screenshots (c) copyright 2011 Thomson Reuters

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