EndNote Basic Workbook for School of Management

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1 Information Services & Systems EndNote Basic Workbook for School of Management (Also known as Endnote Web or Endnote Online) February 2016

2 Contents Introduction Registering for EndNote Basic Entering references manually a Entering a book reference b Entering a journal article c Adding a publication where the author is a corporate author (i.e. an organisation, institution or government department) Editing references Sorting references Organising references in groups Sharing groups Using EndNote Basic with Word a Insert a citation with Cite While You Write b Adding page numbers to a citation c Hiding part of a citation d Removing a citation Changing the style of citation Importing references into EndNote Basic a Searching a database from within EndNote Basic b Importing a file of references into EndNote Basic from EBSCO Business Source Complete c Importing a file of references into EndNote Basic from ProQuest Business Collection EndNote Basic Plugins Adding further publication types manually a Mintel Oxygen market research report b Dataset (company financial data) from the FAME database c Data results from the FAME database d Item from Wiley IFRS Further help with EndNote Basic

3 Introduction EndNote Basic is a web-based application which will help you to: Store and organise the references you find during your research Automatically insert citations into a Word document and create fully-formatted reference lists EndNote Basic is also called EndNote Online or EndNote Web. This workbook will guide you through all the main features of EndNote Basic. It should take about 50 minutes to complete. By the end you will be able to: Create your own EndNote Basic account Enter references manually Edit references Use EndNote Basic to search academic databases (EBSCO, ProQuest) and import references. Sort your references and organize them into groups Share groups of references with colleagues Insert citations in Word Edit and delete citations and references Change your citation style Import references from the library catalogue and EBSCO Business Source Complete 1 Registering for EndNote Basic Registration is free and available to all staff and students at Swansea. Go to Click the link saying Create an account. On the next screen enter your address and click Continue. Fill in the user registration form then click I Agree to accept the EndNote Basic terms and conditions of use. 2

4 2 Entering references manually 2a Entering a book reference Click the Collect tab then click New Reference Use the drop down menu to change the Reference Type to book. Enter the following reference using the text in boxes: Author: Malhotra, N.K. Birks, D.F. When you start to type, a larger box will open which allows you to use formatting such as bold, underline, etc. It is not usually necessary to do this as EndNote Basic will format your references when needed but it can be useful if you want to do something different from a standard style. Title: Market research: an applied approach Year: 2007 Do not put a full stop at the end of the title EndNote will add punctuation when needed. Place published: Harlow Publisher: FT Prentice Hall Edition: 3 rd. You always need to enter basic information (such as author, title, edition and publication date) which you would need to cite in your bibliography. There are also optional fields (such as keywords, call number, notes, etc) which you can use if you find them helpful. EndNote Basic will automatically save your reference as you go along but you need to click the Save button to finish. 3

5 2b Entering a journal article Click the Collect tab then click New Reference Use the drop down menu to change the reference type to Journal Article. Enter the following reference: Author: Palmer, A. Koenig-Lewis, N. Type each author on a separate line - use the return/enter key to move to a new line. Title: The effects of pre-enrolment emotions and peer group interaction on students satisfaction Year: 2011 Journal: Journal of marketing management Volume: 27 Issue: 11/12 Pages: Save the reference then click the My References tab to see your full list of references. 2c Adding a publication where the author is a corporate author (i.e. an organisation, institution or government department) Click the Collect tab then click New Reference Use the drop down menu to change the reference type to book (or web page if your publication is online). Enter the following reference: Author: Office of National Statistics, [NOTE: you must enter a comma at the end of the author s name when it is not a personal name.] Title: UK Trade: statistical bulletin Year: 2011 City: London Publisher: ONS URL: Access Date: 10 th November

6 3 Editing references It is easy to go back to an EndNote Basic entry to correct mistakes or add more information. Click the blue title link for the book by Malhotra in order to open in edit mode Click in the title field and change Market to Marketing 4 Sorting references Click the My References tab to see all your references if they are not already showing. You can use the Sort by: menu at the top to sort your references. Try changing the order to Year newest to oldest to sort your references in order of publication date. Click First Author A to Z to return to a list sorted alphabetically by author. Clicking the Author, Year and Title column headings is a shortcut for sorting the references. 5 Organising references in groups You can collect related references in groups. You could have a group for a specific module, or for each chapter of a dissertation. Putting a reference in a group does not remove it from your list of All My References, so a reference can be in more than one group. Click the Organize tab. Click the New Group button. A window will open asking you to enter a name for your group. Type Dissertation and click OK. You should get a group like the one below. You can now put some references into your new group. Click the My References tab. Check boxes to select some of the references for Dissertation 5

7 Just above your list of references you will see an Add to group box. Select the Dissertation group using the down arrow here. At the left of the screen you will see a My References box listing the groups you have in your library. You should see one for Dissertation with a number of references next to it. Click the blue Dissertation link to see the references in this group. 6 Sharing groups You can share specific groups with other EndNote Basic users. This may be useful if you are working on a collaborative assignment. Click the Organize tab. On the Manage My Groups page, click the box in the Share column to tick it, then click the Manage Sharing button for the appropriate group. On the next screen click the link that says Start sharing this group. A pop-up window will appear where you can enter the addresses of anyone you wish to share the group with. You can also decide to give each person Read & Write or Read Only access. A small icon appears next to any groups which you are sharing. 6

8 7 Using EndNote Basic with Word 7a Insert a citation with Cite While You Write EndNote Basic s Cite While You Write feature allows you to use the references stored in your EndNote Basic library to create citations, footnotes and bibliographies in a Microsoft Word document. Note: you will need to download EndNote plugins for Word the first time you use Cite While You Write on a computer see section 10 in this workbook - Endnote Basic plug-ins. Open Word and create a new document. Go to the EndNote tab and click Preferences. Click the Application tab and change this to EndNote Online. A dialog box will ask you for your address and EndNote Basic password enter these. You should see a toolbar like the one below. Type the following: Researchers agree Click Find Citations. Type malhotra in the search box and click Find. Highlight the reference Marketing research and click Insert. EndNote Basic will insert a citation (author and year) into your text and add the full reference at the end of your document. Type: It is interesting to note that other researchers have discovered Click Find Citations and insert the reference by Palmer & Koenig-Lewis. (Note that you may need to type spaces and punctuation in your text after the citations are inserted.) 7b Adding page numbers to a citation Sometimes you may want to add a page number(s) to a citation, if you are quoting directly or making a specific reference to something in the text. Click the Malhotra citation to highlight it, then click the Edit Citation(s) button in the toolbar. The EndNote Basic Edit and Manage Citations box appears. In the Pages: box, type 20 (You may need to vary the spacing and punctuation if you are not using APA 6th). Click OK. Your citation will now display the appropriate page reference. 7

9 Note: use the Suffix: box to enter page numbers, not the Pages: box for some styles. 7c Hiding part of a citation If an author s name is already mentioned in your text, it is normally omitted from the citation. Add the words As Palmer and Koenig-Lewis suggest to your document, then insert a citation to the journal article by Palmer & Koenig-Lewis. Your text should now read: As Palmer and Koenig-Lewis suggest (Palmer & Koenig- Lewis, 2011) Highlight the citation then click the Edit Citation(s) button on the toolbar. Click in the Exclude author box to tick it, then click OK. Your text should now read: As Palmer and Koenig-Lewis suggest (2011) Note: it is only this occurrence of the citation which has been changed. If you insert a citation to Palmer & Koenig-Lewis elsewhere in your document, the full citation will still appear. You can Exclude year as well using the same method. You can also exclude the Author and/or Year when you first Insert a citation. 7d Removing a citation Click the citation to Palmer then click the Edit citation(s) button on the toolbar. From the Edit Reference menu at the end of the selected citation, choose Remove Citation then click OK. 8

10 Note: this removes the citation from your text but does not delete the reference from your EndNote Basic library. If it is the only citation to this reference in your text, it will also remove it from the list of references at the end. You should always use Edit citation(s) to remove citations from your text. Just deleting them in Word will have unpredictable effects. 8 Changing the style of citation Next we will change the style of the references. In the Style: box select the APA 6th Swansea style. You may need to choose Select another style to find it. The text citations will automatically be updated to APA style 9 Importing references into EndNote Basic Some databases can be searched from within EndNote Basic and the references found can be saved to an EndNote Basic group. For some other databases the method is different: you search the database separately, save the references to a file on your computer and then import these references into EndNote Basic. This section gives you an example of each method. (Our Library Blackboard pages have more information about which method to use for all the databases at Swansea.) 9a Searching a database from within EndNote Basic The Swansea library catalogue can be searched from within EndNote Basic. Click the Collect tab then click Online Search. 9

11 Select Swansea U in the drop down menu. This gives a link to Swansea University s catalogue. (If you do not see this option, click the Select Favorites link, find Swansea U on the All list, click to highlight it then click the Copy to Favorites button. It should then appear in the drop down menu.) Click the Connect button. You will now see some search boxes where you can type your search terms. It is possible to change the search options next to In: so that you search for an author, a date or a keyword but for this exercise we will do a simple search leaving the option set to Any Field. Type operations management in the first search box (select Title) and Slack in the second row (select Author) and click the Search button. You will see a screen telling you how many references you have found in the library catalogue. The books you found will be listed. Select the most recent reference and select Dissertation group from the box which says Add to group. This will add the references to your EndNote Basic database. 10

12 9b Importing a file of references into EndNote Basic from EBSCO Business Source Complete Go to EBSCO Business Source Complete via (listed under B in the A-Z of databases section) and login with your Swansea University username and password. In the search box type financial crises. Click the Search button. In the list of results click the blue folder icon for any two references, then Folder View In Folder View, select both references, then click on Export 11

13 On the Export Manager screen, select Direct Export to EndnoteWeb, then Save. The screen will revert to Endnote Basic. Go to My References > All My references and you will see two new references from EBSCO. 9c Importing a file of references into EndNote Basic from ProQuest Business Collection. Go to ProQuest Business Collection via (listed under P in the A-Z of databases section) and login with your Swansea University username and password. In the search box type financial crises. Click the Search button. Select a few items 12

14 Go to Export/Save and select the Endnote option Click Continue. The downloaded file appears in the bottom-left of the screen save to your Desktop (the file will be saved as a RIS file.) In EndNote Basic, go to the Collect tab and select Import References File: Select your RIS file by browsing Import Option: Select ProQuest To: Select a group OR New group. 10 EndNote Basic Plugins You will need to install EndNote Basic Plugins that first time you use the Cite While You Write feature on a new computer. If you are using a university PC, go to Swansea University Unified Desktop and double click the EndNote plugins (online) icon. 13

15 If you are using your own PC or laptop rather than a university one, go to your EndNote Basic account, click the Options tab then click Download Installers to install the appropriate software for your machine. Installation instructions can be found on the download screen. 11 Adding further publication types manually 11a Mintel Oxygen market research report Reference type: Web page Complete the following fields: Author Title Year URL e.g. 11b Dataset (company financial data) from the FAME database Reference type: Web page Complete the following fields: Author (Financial Analysis Made Easy, ) Title (Title of company followed by :company financial data ) Year Access year: e.g Access date: e.g. April 20 URL e.g. 11c Data results from the FAME database Reference type: Web page Complete the following fields: Author (Financial Analysis Made Easy, ) Title (e.g. Data derived from: Construction companies in Wales with a turnover exceeding 10,000) Year Access year: e.g Access date: e.g. April 20 URL ( 11d Item from Wiley IFRS Reference type: Web page 14

16 Complete the following fields: Author ( International Accounting Standards Board, ) Title (e.g. International Financial Reporting Standard 7 ) Year current year URL 12 Further help with EndNote Basic More information can be found on our Library Blackboard pages at: You can also contact your Library subject support team for School of Management: 15

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