EndNote Workshop. King Abdulaziz University. Center for Teaching & Learning Development. Done by: Jamilah Al-Amri

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1 King Abdulaziz University Center for Teaching & Learning Development Done by: Jamilah Al-Amri

2 Introduction EndNote is a software program, available for Windows and Macintosh, used to manage bibliographic citations. Time-saving features allow you to transfer groups of references retrieved from online bibliographic databases into your EndNote database and create bibliographies in a variety of formats using Microsoft Word or WordPerfect. This handout is designed to get you started using EndNote; it contains step-bystep instructions on how to perform basic tasks. For more detailed instructions, or instructions on more complex tasks, please refer to the EndNote user guide (available in print or as a PDF file in the folder in which EndNote is installed) and EndNote's online help system. Note: EndNote is available free to KAU graduate students, faculty, and staff members. Visit The Teaching and Learning Development Center for further information and installation instructions. Objectives In the EndNote workshop, attendees will get started using EndNote in their research and writing. Specific topics include: Parts of an EndNote Library. Creating an EndNote Library. Three ways to bring references into EndNote. Entering References Manually. Editing, searching, sorting and deleting references from databases. Working with EndNote output styles. Import saved search information to EndNote. Connect to a library catalogue through EndNote. Use EndNote's Cite While You Write tools to insert formatted references and lists of works cited in Microsoft Word documents. 2

3 Referencing and Harvard Style Referencing and Its Importance Referencing, or citing, means acknowledging the sources of information and ideas you have used in an assignment (e.g. essay or report). This is a standard practice at university. It means that whenever you write an assignment that requires you to find and use information from other sources; you are expected to reference these resources in your writing. Sources could include books, journal or newspaper articles, items from the internet, pictures or diagrams. The Two Most Common Types of Referencing Systems The two most common types of referencing systems used are: Author-date systems such as the Harvard system, APA and MLA Numerical systems such as Chicago or Turabian, Vancouver and Footnote Which referencing system to use Follow the system that is specified for your course. Look in your course handout materials or if still unsure, check with your lecturer for the system that is required. The Harvard Referencing System The Harvard system is the most commonly used system of referencing worldwide. Harvard referencing system is made up of two components: Citation: shown each time you use it in the text of your essay or paper and provides brief details of the author and year of publication. e.g. (Gibson, 1980) or "as discussed by Gibson (1980)" References: listed once in the reference list at the end of the essay or paper and provides details to help readers check each source. e.g. GIBSON, S How to 3

4 Citation When you refer to, or quote, the work of other people in your own work this is a citation; you are citing someone else's ideas. A citation in your text must always be immediately followed with some details about the source you have used. These details then refer the reader to a reference. Reference A reference is a piece of text that lists all the information a reader needs in order to identify and locate the source that you have cited in your work, organized alphabetically by the first author's last name. The list should be written in alphabetical order by the first author's last name and include the initials of each author's first name(s). Arrange any references with the same author by the year of publication. Reference List and/or Bibliography All the references for a piece of work (discussed above) can be collected together and put in a list at the end of the main text (before any appendices). This is a reference list. It allows all your references to be gathered together in one place and makes it easy for a reader to find the details of a specific source. Sometimes you are requested to give a record of the information you have read for background reading. If you have read a source but did not cite it in your work the reference for this item should go in a bibliography along with all the items you would normally put in your reference list. A bibliography is an extended reference list and is organized alphabetically at the end of your work. Some people use the terms reference list and bibliography interchangeably. If you are in doubt what is required, ask your tutor. Running notes Running notes collect together the references for all the citations found on a single page or within each chapter. They are either placed at the bottom of each page and are called "footnotes" or at the end of each chapter and are called "endnotes". 4

5 What is EndNote? EndNote is a bibliographic reference manager, which allows you to maintain a personal library of all your references to books, journal articles, theses and websites. It also allows you to search online bibliographic databases and library catalogues and import these references directly into EndNote. You can then effortlessly reproduce those references in your own writing assignment, thesis, article or reading list in hundreds of different bibliographic styles. EndNote s Cite While You Write feature automatically formats citations, figures, and tables in Microsoft Word to produce a complete bibliography with intext references. Open an Existing EndNote Paleo Library EndNote X comes with a sample library named Paleo.enl (.enl is the file extension that denotes an EndNote library). 1. When you start EndNote, a dialog box prompts you to open a reference library. You can also open an existing library by going to File Open and then selecting the library you wish to open from a list. 2. To open Paleo.enl, Select Open an existing EndNote library from the dialog box and be sure that Paleo.enl is visible in the drop-down menu library. If it isn't, you can Browse.. in order to search for it.

6 3. Paleo Library is shown below. When you open the Paleo library you see the Library window listing all of the references that the library contains: Parts of an EndNote Library Menu Bar Choose an Output Style Tool Bar List of References Preview Pane No. of References in library Hide/Preview Button 6

7 New Reference Connect Import Output Styles Export You can browse through your reference library by first selecting a reference, and then using the scroll bar, the scroll arrows, or the PAGE DOWN, PAGE UP, HOME, END, and ARROW keys. Create an EndNote Library 1. Start EndNote. You will be prompted to create a new library, or select an existing library (as shown below). 2. Choose Create a new EndNote library and click OK. 3. In the Save in dropdown box, navigate to the folder in which you would like to save your new library. 4. In the File Name box, enter the name for your new library, and click the Save button. 7

8 5. A new, blank library will be displayed in the main EndNote window, as shown: Once you've created your library, you're ready to import, or manually enter references. 8

9 Bringing References into EndNote There are three ways to bring references into EndNote: Entering References Manually: in this method, references are typed or copied and pasted into the EndNote Library field by field. Importing References There're two ways to import references into Endnote 1. Import as a Text File: Search the data source as usual, saving the results as a text file, then bring the references into EndNote using an import filter. 2. Direct Export: When you are searching some databases via the web, you will find that they allow you to select records and then send them directly to your EndNote library. The database locates your EndNote software and asks you to choose the EndNote library. It will then transfer the records to your library. With some databases, such as Web of Science, this feature works very well. However with certain databases you will find that the records do not import accurately. In such cases, you may find it better to download the records and use a filter to import them, or to search the database from EndNote using a connection file. Direct Connection: In this method, you use EndNote to connect directly to a data source, typing your search parameters into a window in EndNote, and bringing selected references from your search results into your EndNote Library. Entering a Reference Manually To enter a new reference into an EndNote Library: 1. Select References New Reference from the on screen drop-down menu top-left. 2. Select the appropriate readymade reference template (there are 39 versions) for each entry from the reference type dropdown at the top of the window (Journal Article, Book Section, Book, and so on). Different references types have different available fields, so choose the type first, before you enter any information. 3. Enter bibliographic data into each of the fields, adding as much information as possible, checking the accuracy of details carefully whilst 9

10 following the basic rules. 4. When you're finished entering the reference, click the X button at the top right of the New Reference window to return to the Library window. EndNote will automatically save the record. Notes on Entering References Manually Do not include formatting and punctuation when entering data manually into a reference. For example, you don not need to use italics or quotation marks in titles or put "Vol." before a volume number. EndNote will put the information in the proper format automatically for the output style you select. There are some guidelines to follow for entering references manually. Here are a few of the most important ones: Author Field: - Enter author and editor names one name per line. If a name is too long to fit on one line, just continue typing-the text will warp automatically. - Press (Enter) after each author name to add another author. - You can enter author names as (FirstName LastName) (e.g., Fred Smith) Or (LastName, FirstName) (e.g, Smith, Fred). Entering in the second format is preferable because it will enable EndNote to "auto-complete" a name for you if you have entered that name before. - Authors with titles such as "Jr." or "III" should be entered in this format: (LastName, FirstName, title) (e.g., Smith, Fred, Jr.). - For corporate authors, enter a comma after the name of the organization (e.g., U.S. Department of Energy,). This will ensure that EndNote interprets the corporate author as a last name and alphabetizes it properly. 10

11 - If you do not know the author's name, leave the author field blank (Do not type Anonymous, unless Anonymous is printed on the title page of the work). - For multiple authors, enter all of the author names. If a bibliographic format requires the use of "et al." if you do not know all of the author names. Year Field: Use four digits. Title Field: - Enter titles on one line, even if they are very long. If a title is too long to fit on one line, just continues typing-the text will warp automatically. - Do not add a period or other punctuation at the end of a title. EndNote will add formatting punctuation to your references automatically depending on the output style you've chosen. s Field: You can enter page ranges as full (e.g., ) or abbreviated (e.g., ). EndNote will format these properly depending on the output style you've chosen. Link to PDF: - You can create a link to a PDF document from within the reference window. - Scroll down until you see the Link to PDF field. - Right Click on the field. - A new menu will open. Select the PDF option. - Select Link to PDF and select the file from your computer that you wish to link to. Editing a Reference To Open a Reference for Editing: - Double-click the reference. - Menu Bar References Edit References. - Right Click anywhere in the library Edit References. The Reference window will appear to make changes. When you're finished editing. Click the X (close) button at the top right of the Reference window to 11

12 return to the Library window. EndNote will automatically save the changes to your record. Unique Record Number Close to Save Choose Reference Type Authors names can be entered either way but note use of comma Hide / Show Empty Fields Titles will appear exactly as input Hiding Empty Fields When looking at an open reference. Click the double triangle icon to toggle between Hide Empty Fields and Show Empty Fields. Initially, EndNote displays all fields in a reference. Click Hide Empty Fields to view only those fields that contain data. This setting is remembered until you click the icon again. Deleting a Reference To Open a Reference for Editing: - Menu Bar References Delete References. - Right Click anywhere in the library Delete References. - Delete Key from the Keyboard. Click to select the reference, click the references menu, and click Delete References. When prompted, click OK to complete the deletion. Sorting References can be sorted by any field: author, title, date, reference type, and so on. To sort references by author, title, or date, click that field in the gray bar at the top 12

13 of the library window. When you open a library, it automatically sorts itself alphabetically by author. However you can sort your references on any of the fields in the record, e.g. author, title, year, label. Click on the Sort Library button toolbar. The following screen will appear: on the main Searching To search an EndNote Library for specific references, click the References menu and then, click Search References. You can use the search window to specify what text you re looking for in what fields, or search for words or phrases in any field. Working with Output Styles Output Styles (or.ens files) are sets of instructions that tell EndNote how to format the bibliographic entries and citations it creates from references in a library. These instructions sets have been developed for specific writing styles (such as Chicago), disciplines or academic organizations (such as APA, MLA, or IEEE), and for individual publications (such as the Journal of the American Medical Association or Sociological Quarterly). Checking the Output Style To get information on a style, 1. Click the Edit menu, select Output Styles, and then click Open Style Manager. 2. Scroll to the style you wish to use, and click the name of the style to show the information associated with it. 13

14 3. Check to see whether the style is the version you need, and whether there are any limitations to the style you selected. In the preceding example, the style is based on the 5 th edition of MLA Style Manual. The comments explain that the page references will need to be adjusted for some bibliographic entries. 4. Click the X in the upper left corner of the EndNote Styles dialog box to close it. Downloading an Output Style To download an output style from the web: 1. Surf to the site that contains the style (.ENS). Many are available on EndNote s web site. 2. Find the hyperlink for the style you wish to download. Right-click the hyperlink, and choose Save Target as. 3. In the Save In drop-down box, navigate to C:\Program Files\ EndNote\Styles and click Save. 14

15 Note: If EndNote is running, you may need to close and restart it in order to use the style you ve just downloaded. Applying an Output Style To see what style is currently being applied to the references, click the Edit menu, select OutputStyles, you find the applied style is checked. To change the current style, 1. Click the Current Style dropdown box on the right side of toolbar. In the example shown, the current style is MLA. 2. If the style you want to use appears in the dropdown list, choose it; otherwise, click Select Another Style (as shown above). 3. In the Choose Style dialog box, scroll to find the style you want, click it, and then click the Choose button. To see what a bibliography entry formatted in this style will look, click a reference in the library window to select it, then click Show Preview in the lower right corner of the library window, as shown: A preview panel will appear in the window, displaying the formatted entry for the selected reference. Editing an Output Style Editing a style requires a general understanding of how styles work and the components of a style. EndNote User Guide will help you become familiar with the terms. To modify style template, go to Edit Output Styles Edit "Output Style Name". 15

16 Citation Template Click on Templates under the Citation heading to view the Citation panel. This template tells EndNote how to format the in- text citations in the body of your paper. Use the Multiple Citation Separators section of this dialog to specify the punctuation to separate multiple citations in your papers. Bibliography Templates Click Templates under the Bibliography heading to see the templates for how those references are formatted. Reference Type Templates: The rest of the templates in the style tell EndNote how to format specific reference types, such as journals, books, and book sections. If a check mark appears next to a reference type in the Reference Type list, a template is already defined for it (you can edit the template). Author Lists: The Author Lists panels under the Bibliography headings let you specify exactly how the authors are to appear in the formatted bibliographic references. Author Names: There is an Author Names panel for bibliographies and, These settings are for choosing how author names should look for example, whether the first or last name should come first, whether there should be a comma after the last name, and how the names should be capitalized. Title Capitalization: This lets you enter one style of capitalization for the titles in your bibliographic reference. Importing References Depending on which databases you use, this may be the fastest way to add references to your Endnote library. It will allow you to utilize the search features of each database to produce targeted search results. Its another way to bring references into EndNote automatically. Direct Export from a Database: The process of importing citations from a database into Endnote will vary depending on the database you are searching. Some databases are set up with a "direct export" option that will send your selected references directly into Endnote as an Endnote file (.enl). Some of these databases include Web of Science and Science Direct. 16

17 In general, to use a direct export feature in a database, you will want to follow these steps: - Perform your search within the database. - Mark the references you want to export. - View your marked references. - Select the direct export option for EndNote (Will be called different things in each database). Import References as Text File Using Import Filters: Other databases you will need to save your selected references as a tagged file (this will normally be a file with file extension.txt) and then import them from the text file into EndNote using an import filter. What is Import Filters? Import filters are files that tell EndNote how to interpret the reference data that you have downloaded and saved fom a database. Saving Citations for Import To save references from a database for importing into EndNote, follow these general steps: - Perform your search within the database. - Mark the references you want to export. - View your marked references. - Save the references as a tagged text file. How you do this will vary depending on which database you are using. Some database-specific helps for saving references can be found in the "help" features of individual databases and on the EndNote databases page of the library's website. Note: Check the EndNote user guide for download instructions for specific data sources. Using Import Filters To use an import filter: 1. Search the data source as you normally would. 2. Save the search results as a text file (some databases may require you to the search, which you can then save as a text file) on a pin-drive or your computer's hard drive. 3. Open your EndNote Library. 4. Click the File menu, and the click Import. 17

18 5. In the Import dialog box (shown above), click the Choose File button. Browse to the saved search text file, click it, and then click the Open button. 6. Click the Import Option dropdown list, and choose the import filter you wish to use. If the one you want doesn't appear in this list, choose Other Filters for a complete list of filters available. 7. Click Import to bring the records from your search into EndNote. Direct Connection With a direct connection, you can perform a search on a data source on EndNote, and download your "hits" directly to your EndNote Library. Some connections, especially those to commercial databases, require a login; others do not. Connections to library catalogs such as university library catalogs and national libraries, and PubMed do not require a login. Note: In order to connect directly to data sources with EndNote, your computer must be connected to the Internet. 18

19 Connecting to a Library Catalogue with EndNote 1. Click the Tools menu, choose Connect, and click Connect. 19

20 2. In the dialog box (shown above), scroll to find the University of Hull connection file. Click it to select it, and click the Connect button. A search window will be displayed. 3. In the search window, enter your search criteria. The example above shows a search for a reference Walt Whitman as the author for example. 4. Click the Perform Search button to start the search, and wait for the search results. Once the search is completed, one of two dialog boxes will appear, as shown here: 5. If no references were found, click OK to return to the search window; close the search window and start a new search (by clicking the Tools menu, clicking Connect and choosing the connection you want). If references were found, click OK to view the references. 6. To review the details of a reference, double click it to display it in a reference window. 7. Select the references you want to bring into your EndNote Library. a. To bring all the found references into your EndNote Library, skip to step 8. b. To select a group of continuous references, click the first one, hold down the Shift key, and while holding down the Shift key, click the last reference. c. To select several discontinuous references, click the first one, hold 20

21 d. down the Ctrl key, and while holding down the Ctrl key, click all the other references you wish to select. 8. Click the Copy References To button, and select the library name from the drop-down list. Using Cite While You Write in MS Word One very useful feature of EndNote is Cite While You Write (CWYW), which enables you to insert formatted citations and build formatted lists of works cited within your documents with a click of a button. Once EndNote is installed, the CWYW tools appear in a toolbar at the top of the MS Word window, like this: If you don t see these tools at the top of the Word window, right-click on the toolbar area and click EndNote on the right-click menu. If EndNote is not one of the available choices on the right-click menu, click the Tools menu and then click Templates and Add-ins. Under Global Templates and Addins, find and check EndNote.CWYW.dot. If that choice isn t available, click the Add button, browse to the EndNote installation folder (usually in C:\Program Files\EndNote), find the EndNote.CWYW.dot file and select it, then check the checkbox for it and click OK. Inserting citations To use CWYW tools, you must first start EndNote and open the EndNote Library (.ENL file) you want to work with. You can start EndNote as you normally would, or click the Go To EndNote button ( Citing a Single Reference ) on the toolbar in Word. To insert a single-reference citation in your Word document, 1. Add a Works Cited heading (or use whatever wording you like) at the very end of your document. (CWYW will add a list of works cited at the end of the document automatically when you insert citations.) 2. Switch to EndNote and choose the Output Style you wish to use from the dropdown list in the EndNote toolbar. 3. Click on the specific reference you want to cite to highlight it. Leave EndNote running, with this reference selected. (You can minimize the EndNote window or click the Word button in the toolbar at the bottom of the screen to return to Word without closing EndNote.) 21

22 4. Switch back to Word, and click the Insert Selected Citation(s) button ( ). CWYW will add the citation in the text, and will add a bibliographic entry at the end of the document. 5. To add a page reference to the citation, click on it and click the Edit Citation(s) button ( ). 6. In the EndNote Edit Citation dialog box, type the page number(s) in the s text box, and click OK. Citing Multiple References To insert a multiple-reference citation in your Word document, 1. Add a Works Cited heading (or use whatever wording you like) at the very end of your document. (CWYW will add a list of works cited at the end of the document automatically when you insert citations.) 2. Switch to EndNote and choose the Output Style you wish to use from the dropdown list in the EndNote toolbar. 3. Click on one of the references you want to cite to highlight it. To select additional references, hold down the Ctrl key and click them. Leave EndNote running, with these references selected. (You can minimize the EndNote window or click the Word button in the toolbar at the bottom of the screen to return to Word without closing EndNote.) 4. Switch back to Word, and click the Insert Selected Citation(s) button ( ). CWYW will add the citation in the text, and will add a bibliographic entry at the end of the document. 22

23 5. To add page references to the citation, click on it and click the Edit Citation(s) button ( ). 6. In the dialog box, click the first reference to select it, then type the page number(s) for that reference in the s text box. Click the second reference and repeat the process as needed. Click OK to save the changes to the reference. (The example above shows pages 75-6 cited for the Soliday reference.) (Re) formatting Citations in Word To change the formatting of CWYW references and the list of works cited in Word, click the Format Bibliographies button ( ) on the CWYW toolbar. Choose the formatting style you wish to use from the Output Style dropdown list, and click OK. Note: If the Output Style you wish to use doesn t appear in the dropdown list, click Cancel, and then switch to EndNote. In EndNote, click the Style dropdown list, choose Select Another Style, click the style you wish to use, and click Choose. 23

24 Return to Word, click the Format Bibliographies button ( ). The style you chose will appear in the Output Style dropdown list. For More Information Here are some additional sources of information about EndNote: The EndNote User s Guide is a well-written resource that provides a great deal of information for both beginning and advanced users of EndNote. The EndNote web site, is the place to find updated versions of connection files, import filters, output styles, and the EndNote program itself. Tip sheets, a technical support database, and utility programs for repairing damaged EndNote Libraries and converting from other bibliography management tools to EndNote are also available from the Support & Services area of this site. The EndNote users list, is another excellent source of information and problem-solving ideas. To subscribe, follow the instructions at 24

25 Definitions Term CWYW Definition Cite While You Write. A set of tools included with EndNote that work with Microsoft Word, and allow you to insert properly formatted citations and lists of works cited automatically. EndNote Connection (.enz) A set of instructions used by EndNote to connect directly to a data source (using a Z39.50 connection). Some connections (those to commercial data sources, for example) require a login; others, such as the connection to the KU Library Catalog (and many other university libraries), do not. EndNote Connections have an.enz file extension. EndNote Filter (.enf) A set of instructions used by EndNote to import saved search information from a specific data source (such as the MLA Bibliography on the Silver Platter platform). EndNote Filters have an.enf file extension. EndNote Library (.enl) A database file, containing references that are imported, hand-entered, or downloaded through a direct connection to a data source. An EndNote Library can contain an unlimited number of references, as well as images and other data (images are stored in a separate data file that is created when the library is created). EndNote Libraries have an.enl file extension. EndNote Style (.ens) A set of instructions used by EndNote to create bibliography entries formatted for a specific style (such as APA or Chicago) or publication (such as the New England Journal of Medicine). EndNote Styles have an.ens file extension. EndNote Compressed Library (filename.enlx). A complete EndNote library (the filename.enl file as well as its associated.data folder and all of its contents) saved to a single compressed filename.enlx file in order to easily back up the library or send a copy to a colleague. This file can only be restored by EndNote version

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