Getting Started with EndNoteX3 at ECU

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1 Getting Started with EndNoteX3 at ECU An introduction to EndNote for new users at Edith Cowan University ThesenoteshavebeendevelopedbySilviaTorezaniprimarilytoassistnewECUpostgraduateusersandfor teaching during the EndNote X3 Demonstration workshops. These notes are a summarised version of the EndNote X3 Manual by Thompson Reuters and the notes for the previous EnDNote version prepared by DanielleBradyforEndNoteX1. Silvia Torezani, Research Training Coordinator, Graduate Research School and Centre for Learning and Development.February2010.

2 TableofContents WhatisEndNote? 3 Obtainingthesoftware 3 Sourcesofhelp 3 InstallingEndNoteonWindows 4 Programrequirements 4 EndNoteWeb 4 (Notcoveredinthisnotes) 4 BuildingaNewEndNoteReferenceLibrary 5 Savingyourlibrary 6 Settingthedefaultlibrary 6 Addingreferences 7 Enteringauthorinformation 8 Groups 10 DisplayingandSearching 11 Viewingandediting 11 Sorting 12 Searching 12 Librarymodesandsearchoptions 13 Reviewingyourreferences 16 Deletingunwantedreferences 16 Findingthefulltextforareference 17 SmartGroups 19 GroupSets 20 SettingtheOutputStyle 20 MakingCitationsandGeneratingaReferenceListUsingEndNoteX3andMSWord Using"CiteWhileYouWrite" 22 Makinganintextcitation 23 Makingmultipleintextcitation 23 UpgradingolddocumentswithEndNotecitationsfromapreviousversion 25 Editingcitations 25 Addingspecificpagenumbers 25 Startingasentencewithacitation 26 Addingprefixessuchas"eg."or"seealso" 26 1

3 FieldShading Turningoffinstantformatting UnformattingCitations FindinganddeletingduplicatesintheEndNotelibrary BackingUp Importantfilestobackup

4 WhatisEndNote? EndNote is a program that allows you to store, manage and search for references in a personallibrarysetupbytheuser.youcanorganiseimages,includingcharts,tables,figures and equations as well as attached full text files to your references. When working with Microsoft Word 2003 or 2007 and Open Documents created with Open Office.org Writer you can reference directly from your library into your document and a reference list is instantlycreatedattheendofthedocument.theformatofthecitationsandreferencelist canbesettothestyleofanyjournal. EndNotecansavehoursoftimeasanindividualreferenceneedonlybeenteredonceinto anendnotelibrary.endnotewillreproducethereference,perfectlyformatted,incitations andreferencelists.inadditiontosavingtime,usingendnoteensuresthatthereferencelist is accurate with no missing items. An EndNote library can be added to and used continuouslytoproduceassignments,thesesandmanuscripts. Thefirstthingyouwouldneedtodoiscreateyourpersonallibrarybyaddingreferencesas theyareacquired.thesecondistostartmakingcitationstothatlibraryindocumentssuch asthesesandassignments.weadvisepostgraduatestudentstobeginusingendnotewhen theycommencestudiesandaddreferencestotheirlibraryastheyproducetheirresearch proposalsandliteraturereviews. Obtainingthesoftware Oncampus ECUhasasitelicenceforEndNotewhichmeansstaffandstudentscanusethesoftwareon campus.endnotewillalreadybeloadedonstandardoperatingenvironmentcomputerson campus.forinstallationproblemspleasecalltheitservicedeskonx6000. Athome HomeuseiscoveredbythesitelicenceforcurrentstaffandstudentsofECU.Forhomeuse thesoftwarecanbedownloadedfromitssatthissite: Copiesofthesoftwarearealsoavailablefor3dayloanfromthelibrary(ECUlibrarycallno END) Sourcesofhelp TheECULibrary: The EndNote commercial website (note this site contains some good online tutorials): The complete EndNote Manual is installed as part of the software package and can be accessedunderthehelpfunctiononthemenutaskbar. 3

5 InstallingEndNoteonWindows IfyouareinstallingthisprogramfromaCD,youwillneedtoentertheEndNoteproductkey, if you are upgrading from a previous version, you will also need your previous serial number. You do not need the product key when downloading the program from the IT websiteprovidedabove. Programrequirements Systemrequirements WindowsXP,withatleastServicePack3installed(32or64bitversions) WindowsVista(32or64bitversions) Hardwarerequirements PCwithaPentium(orcompatible)450MHzorfasterprocessor Minimumof256MDofavailableRAM Harddrivewithatleast180MBoffreespace EndNote sonlinesearchandonlinedatabasesrequireaninternetconnectionanda webbrowserinstalled. EndNoteWeb (Notcoveredinthisnotes) EndNoteWebisacollaborationtoolandallowsyoutoshareyourlibrarywithcolleagues online.italsoallowsyoutoaccessyourlibraryfromanywebbrowser. ECU Library staff run handson sessions on EndNote Web. Thomson Reuters regularly schedulesfreewebminarsthatcoverthisspecificfunction,formoredetailsvisiteculibrary andthomsonreuters websites. Once you have installed the program, you will see a prompt message to integrate your EndNote with EndNote Web, do not select next. Instead, click the radio button for the option Do not integrate with EndNote Web at this time or choose cancel. It is recommended that you register and create your EndNote Web library via your university browserbeforeyouintegrateitintoyourregularlibrary. 4

6 BuildingaNewEndNoteReferenceLibrary Tocreateanewlibrary,selectNewfromtheFilemenu. It is best to create a single library and separate sections into Groups instead of having different librariesforeachseparateprojects.itislikelythatyouwillusereferencesacrosslibrariesifusing multipleones,whichmayresultinduplicationofrecordsandpotentialdatacorruption. To save the library, selecta directory from the Save in list. (It is a good idea to save the library in the same directory as your research documents that you will be using with EndNote X3. The default save directory is the EndNote Program directory, which is not convenient for backing up.) Then give the new library a name by typing over Untitled. EndNoteX3willautomaticallyaddtheextension.enl. 5

7 Savingyourlibrary SavingonlyhappensoncewhenyoucreatealibrarythereafterEndNoteX3automatically saveschangestoyourlibraryeverytimeyouenteroreditareference.itisuptoyoutoback upthelibraryregularly.besuretoreadthesectionattheendofthisguideonbackingup becauselossofendnotelibrariesisamajorsourceofstudentangstatecu. Settingthedefaultlibrary EndNoteX3willautomaticallyopenthislibraryeachtimeyoustarttheprogramifitissetas adefaultlibrary.thedefaultlibrarywillalsoopenifyouenterendnotex3fromword.to set the default library, select Preferences from the Edit menu and then click on the Add OpenLibrariesbuttontomakethelibraryyoujustcreatedthedefaultlibrary.ClickOKand thenclosethebox.notethatitisnotagoodideatomakethedefaultlocationausbdrive. Itisbettertohaveaworkinglibraryontheharddiskorinanetworklocationandbackupto ausb. 6

8 Addingreferences Toaddreferencestothenewlibrary,selectNewReferencefromtheReferencesmenu. Youcanalsoclickonthegreenplussymbolonyourtaskbar. Clicking on the Reference Type drop down menu allows the default journal type to be changedtoavarietyofotherkindsofreferences.changingthereferencetypealtersthe fieldsavailabletoenterinformation.forexample,selectingbooksectionwillproducefields for section and book titles. The Book Section reference type is useful to store individual chapterorarticlereferencesfromeditedbooks. 7

9 Files such as pdf versions of journal papers can be stored with the EndNote library by choosingreferencesandthenfileattachmentandthennavigatingtothelocationofthe stored file. The attached file can then be accessed from the File Attachment field in an individualrecord. Enter information into the different fields with no extra formatting such as parentheses, bold or italics. EndNote X3 will format the references later in your chosen output style. However,capitalsneedtobeenteredwherenecessary.UsetheTABkeyorthemouseto movebetweenfields.itisnotnecessarytoenterinformationintoeveryfield. Enteringauthorinformation Althoughauthorinformationcanbeenteredinseveralways,itisbesttousetheauthorlast namefollowedbyacommaandthenanyinitialsseparatedbysinglespace. Bishop,MP Becausethecommaendsthelastname,thisformatwillalsocoverthefollowingauthors eventhoughtheyconsistofseveralwords. desaissy,ckm CommonwealthofAustralia, 8

10 Youcaneitherenterinitialsorthewholefirstnames.EndNoteX3willabbreviatetoinitials whererequiredbythestyleyouchooselater.initialsshouldbeseparatedbyasinglespace only;donotuseperiods. Where there is more than one author, enter each one on a separate line. If you have severalreferencesbythesameauthor,thatauthor snamemustbeenteredidenticallyin eachrecord.otherwiseendnotethinkstheyaredifferentpeopleandwillinsertinitialsinto intextcitationstodifferentiatebetweenthem. If the reference has no author, leave the author field blank. The reference will be alphabetizedbythetitleinthebibliography. TheYearfield.Entertheyearwithnootherformatting.EndNoteX3willadd a or b to theyeariftherearemultiplereferencesbythesameauthorinthesameyearinareference list. EssentialFieldsforElectronicReferences. Forelectronicarticles,booksandwebpages,aURL isrequiredandalsoanaccessdateandyear. TheKeywordsfield. EndNoteX3automaticallysaveswordsyoutypeinakeywordsTerm List.NewwordswillappearredasyoutypethemandwillbesavedtotheTermListwhen you close the reference. Keywords must be separated from each other by a return, backslashorsemicolon.endnotex3alsohasautomatictermlistsforauthorsandjournals. Inadditiontoanewwordappearinginred,EndNoteX3willpromptwiththenearestword fromtheexistinglist. 9

11 When you have finished entering information, close the reference window and the referencewillappearinthelibrarywindow.itisautomaticallysavedtothelibraryfileyou created. Groups EndNote X3 has a new feature which allows you to assign references to custom defined groups.allreferencesareenteredintothemainlibraryfirst.nextcustomgrouptitlescan beenteredbyrightmouseclickingcustomandtypingthegroupname.individualreferences canthenbeassignedtoacustomgroupbyrightmouseclickingonahighlightedreference and choosing: Add reference to: and then selecting the custom group title. Clicking on a customgrouptitlewilldisplayonlythoserecordsinthegroup.allreferenceswillshowthe wholelibrary. 10

12 DisplayingandSearching Viewingandediting Click on the Show/Hide Preview button to view the reference formatted in EndNote's default style. The Preview screen is useful to view the reference information without openingthereference. To edit a reference in your library, simply highlight it (click on it so it turns blue), then doubleclicktoopenthereference.tabtothefieldyouwishtoeditandmakethechanges. Closethereferencewhenfinished. UsethePreviewscreentocheckthatyouhaveenteredinformationintoenoughfieldsto giveyouthecorrectoutputforyourselectedstyle. 11

13 Thedefaultdisplaypreferencescanbechangedtosuittheuser.Itisagoodideatoturnon thedisplayofrecordnumbers.arecordnumberisassignedtoareferenceinchronological orderofentryandisthemeansbywhichendnotex3reorderslistsofreferences.choose PreferencesfromtheEditmenuandclickonDisplayFields,thenchooseRecordNumberfor thedisplayofcolumn5andclickok. Sorting Thelibrarycanbesortedintoorderbyanyfield.FirstchooseSortLibraryfromtheTools menu. Tosortthelibrarybyyear,changethefirstsortcriteriontoyear.Thebuttonsontheright canbechangedfromascendingtodescendingbyclickingonthem. Ausefulshortcutforbasicsortingistoclickontheheadingbaratthetopofthelibrary.If you wish to sort in year order, simply click once on the Year heading. Another click will reversetheorderofthesortfromascendingtodescending. Searching Tosearchforitems,chooseSearchLibraryfromtheToolsmenu.Next,selectthefieldyou wanttosearchin,enterthewordsyouwishtosearchfor,andclickonsearch.formore complexsearches,clickontheaddfieldbuttontoinsertanotherfieldtosearchonanduse and/or/notoptionstorefinethesearch. 12

14 Librarymodesandsearchoptions You can choose from different display modes in the Library window by selecting one of thesefromthetoolbar:integratedlibrary&onlinesearchmode,locallibrarymode,or OnlineSearchMode. There are actually two different workflows. You may want to always work in Integrated Mode,withallgroupsandcommandsavailable,andwithonlinesearchresultsdownloaded directlyintoyouropenlibrary.or,youmaywanttoworkprimarilyinlocallibrarymode, with Online Groups suppressed until you explicitly switch to Online Mode to download referencesintoatemporarylibrary. InIntegratedLibrary&OnlineSearchMode,allgroupsandcommandsareavailable. When you download references from an online database, they are saved directly intotheopenlibrary. In Local Library Mode, the Online Search groups are not available. All local library commandsareavailable.ifyouinitiateanonlinesearchfromthetoolsmenu,the displayswitchestoonlinesearchmode. In Online Search Mode, only the Online Search groups are available. When you download references from an online database, the references are stored in a temporarylibraryuntilyousavethemtoapermanentendnotelibrary.thisallows you to download references from online databases and review them without affecting your local library. Many library commands are not available in Online Search Mode. When you close Online Search Mode, the display changes to Local LibraryMode. Tryclickingonthethreedifferentmodebuttonsattheleftofthetoolbartoseehowthe GroupspanechangesintheLibrarywindow.Tocontinuethetour,clickonthelefticonto select Integrated Library & Online Search Mode, so that all groups and commands are available. 13

15 Thefirststepinsearchinganonlinedatabaseisconnectingtoit. ToconnecttothePubMedDatabase: 1. Go to the Tools menu and select Online Search to see the available list of online databases. You could also look under Online Search in the Groups pane and click more.(thegroupspanewillrememberdatabasesyouhaveconnectedtointhepast for easy access under Online Search. You can also customize a list of favourite databasestosearchbyusingtheconnectionmanager) NOTE: This window displays the connection files available in your Connections folders. A Typical installation installs the 100 most popular connection files, but more than 4,100 connectionfilesareavailablewithendnote. UsetheFindbylisttoquicklyviewvariouscategoriesofdatabasestohelpyoulocatethe onethatyouneed.or,typetextintothequicksearchtextboxandpressenter. 2. SelectthePubMedconnectionfile(youcanstarttypingthefilenametoquicklyjump toitinthelist),andclickchoose.clicktoshowmoreorlessinfoabouttheselected connection file. By selecting that connection file, you have directed EndNote to connect to the U.S. National Library of Medicine s PubMed database. If for any 14

16 reason the connection cannot be established, EndNote alerts you with an error messageandclosestheconnection.see TroubleshootingConnections.Whenthe connection has been established, EndNote displays a Search tab. Note that the search tab is titled, Online SearchPubMed MEDLINE at PubMed (NLM). The PubMedMEDLINEdatabaseisselectedandEndNoteisreadytosearch. Thenextstepistoenterthesearchterm(s)tofindthereferencesyouneed.Searchingan onlinedatabaseisverysimilartosearchinganendnotelibrary,withafewexceptions.let s sayyouareinterestedinfindingmoreinformationaboutfossilsforthesamplelibrary. Toenterthesearchterm(s)andperformthesearch: 1. SetthefieldlistforthefirstlinetoMeSHTerms,andenter fossil intothesearch textfield.thecomparisonlistforonlinesearchesisalwayssettocontains. 2. ClickSearch.EndNotesendsthesearchrequestofftotheonlinedatabase(PubMed MEDLINE, in this example), and a summary of the search results is displayed: The dialog displays the number of references that were found to match your search request,andgivesyoutheoptiontoretrievethem. NOTE:PubMedisupdatedregularly,soyoumayfindadifferentnumberofreferencesthan illustratedhere.iftheresultsetseemstoobig,youcanrefinethesearchtogetcloserto exactly those references you want. Let s refine this search by looking for just those referencesthatincludementionofa trilobite, agroupofextinctmarineanimalsthatwere abundantinthepaleozoicera. 3. ClickCancel,andyouarereturnedtotheSearchtab. 4. SettheoperatoratthebeginningofthesecondsearchlinetoAnd. 5. Inthesecondsearchline,selectAllFieldsfromthefieldlistandtype trilobite as thesearchtext. 15

17 6. ClickSearch.Only14referenceswerefound. 7. For our purposes, limit the download even further. Change the number in the secondboxto 10 tolimitourdownloadtothefirst10records. 8. Click OK to retrieve and save the matching references. The references are downloadedintoyourlibraryandappearbothintheallreferencesgroupandina temporarygroupforthepubmeddatabaseconnection. NOTE:Ifyouwouldprefertosavereferencestoatemporarylibraryfirst,toverifywhich referencesyouwanttosave,youwouldhavebegunbyselectingonlinesearchmode. Reviewingyourreferences Atthispointyoucanperusetheretrievedreferencestomakesureyouwanttokeepallof them.youmayfindthatsomeofthereferencesarenothelpfulforyourresearch.whileyou couldopeneachreferenceindividuallytoscanthroughthebibliographicdata,youcanalso usethepreviewtab. Toquicklylookatthenewreferences: 1. Clickonareferenceinthereferencelist. 2. IntheTabpane,clickonthePreviewtabtodisplayareferencepreview. 3. Onthetoolbar,selecttheShowAllFieldsoutputstylefromtheoutputstylelist. The Show All Fields style is not bibliographic, but represents all of the fields in your references.onthepreviewtab,youcanscrollthroughthedataintheselectedreference. Deletingunwantedreferences Because you are working in the Integrated Mode display, references were downloaded directlyintotheopenlibrary.anyreferencesyoudonotwantmustbedeleted.(ifyouhad downloaded references in Online Search Mode, the references would be in a temporary library;youwouldneedtohighlightthereferencesyouwantedtokeepandcopytheminto apermanentendnotelibrary.) 16

18 Todeletereferences: 1. InthePubMed(NLM)group,selecttwoofthedisplayedreferencesbyholdingdown thectrlkeyandclickingontheindividualreferences.(useshift+clicktoselecta rangeofreferences.) 2. From the References menu, select Move References to Trash. The selected references are removed from the library and put in the Trash group. While the referencesareofficiallynolongerinyourlibrary(theywillnotappearinanyother group or reference list, they are not included in your reference count, and they cannot be cited), they are not completely deleted until you go to the References menu and choose Empty Trash. Until you choose Empty Trash, you can still drag referencesfromthetrashgroupbacktoyouractivelibrary. 3. Because you are sure that you want to delete the references, click on the Trash groupandthengotothereferencesmenutoselectemptytrash. 4. ConfirmthedeletionbyclickingOK. 5. ClicktheAllReferencesgrouptoreturntothefullreferencelist,andonthetoolbar, setyouroutputstylebacktonumbered. IfyouwantedtodoanothersearchofPubMedatthispoint,youcoulddisplaythePubMed group,enteranothersearchstrategy,andclicksearchagain.ontheconfirmonlinesearch dialog, you are asked, Clear currently displayed results before retrieving records? This check box simply removes the previous downloaded references from the PubMed group; theystillexistinthelibrary.itisaneasywaytoseejustthosereferencesdownloadedwith thecurrentsearchstrategy. Findingthefulltextforareference Manyonlinesourcesnowsupplynotonlybibliographicinformation,butthefulltextofthe documentyouarereferencing.inthisexercise,youwillfindthefulltextforareference,and attachthepdffiletothereference. Tofindthefulltextforareference: 1. ClickinthelistofAllReferencesandtype Kelly tojumptothereferencebythe authorkelly. 2. HighlightthereferencebyKellyaswellasthenextreference,bytheauthorKnell. 3. FromtheReferencesmenu,chooseFindFullTextandthenFindFullText. 17

19 4. EndNote displays a copyright notice, advising you to adhere to downloading and usage guidelines as required by your information provider. We will be searching public sources that do not require authentication for access, using the default EndNotesettings. 5. ClickOKtobegintheFindFullTextsearch. UndertheFindFullTextgroupsetheading,youwillseeaSearchinggroup,indicatingthata searchisinprogress.thissearchcanworkinthebackground,soifyouhadmanyreferences selected, you could continue working in your library. When the Find Full Text search is completed, the Searching group is removed. Depending on the results, you may see a combinationofthreedifferentgroupsunderthefindfulltextheading:foundpdf,found URL,andNotfound. Inthiscase,EndNotewasabletolocateaPDFfileforoneofthereferences,butonlyaURL fortheother. Inthereferencelist,youcanseethattheKnellreferencenowhasapaperclipiconnextto it,indicatinganattachedfile. NOTE:Thisfunctiondoesnotalwayswork,asitdependsonthelevelofaccessgrantedby individual databases. For instance, JSTOR does not allow direct full text downloads into EndNote,onlycitationdetails.Youwillalsoneedtousethefunctiononcampusorviathe VPNconnection.Youwillalsoneedtoinputthecorrectuniversityauthenticationdetailson yourendnotepreferences.thedetailsforecuareshowninthescreenshotbelow. 18

20 ItishighlyrecommendedthatyoualwaysusethisfunctionviatheEditmenu,thenselect Preferences,FindFullTextandclickOK. SmartGroups Youcouldcreateacustomgroupandthendragyoursearchresultstothegroup,butasyou enterednewreferencesintoyourlibrary,youwouldneedtomanuallykeepupdatingthe customgroup.instead,createasmartgroupthatupdatesautomatically. TheSearchtabshouldstilldisplaythesearchstrategytofind extinct andthepublication years2000to2008. Tousethesearchstrategytocreateasmartgroup: 1. ClicktheOptionsbuttonandselectConverttoSmartGroup 19

21 AConvertedSearchsmartgroupiscreatedunderthefirstcustomgroupset,Paleontology. 2. Type a new name, Extinct, for the Converted Search title, and press ENTER. If you have already clicked away from the editable title, you can right click on Converted SearchandchooseRenameGroup. Each time a reference is added to the library or edited, the smart group will update as needed. To show all references again in the library window, click on the All References group. CustomGroupsandSmartGroupsareuserdefined.Youcancreateupto500userdefined groups and save them in custom Group Sets. You can easily drag and drop individual referencesorlistsofselectedreferencestoandfromcustomgroups.customgroupsare updatedonlywhenyouspecificallyaddorremovereferences. SmartGroupsaredynamicallyupdatedbyapplyingsearchcriteriatoeachreferenceasitis addedorupdated. GroupSets GroupsetsareindicatedbygroupsetheadingsintheGroupspane.Somegroupsetsare permanent,andcannotberemoved.theseincludeonlinesearch,endnoteweb,andfind FullText.Anewlibrarybeginswithonecustomgroupset:MyGroups.Youcanrenameitat anytime. You can also create any number of additional custom group sets. Custom group sets can containanycombinationofcustomgroupsandsmartgroups,asdescribedbelow. Expandorcollapsethelistunderagroupsetheadingbyclickingtheplus(+)orminus() icon.clickanddragagroupsetheadingtomovethegroupsettoanewlocation. SettingtheOutputStyle Bibliographic styles (called Output Styles in EndNote X3) are sets of instructions about formattingreferencelistsandintextcitations.endnotex3comeswithhundredsofoutput Styles that can format reference lists in a variety of styles to satisfy different journal requirements. TheOutputStyleonlyneedstobesetonceonyourowncomputertoreplacethedefault styleofauthordate,butyoucanchangeitatanytime.forexample,youcouldformatpart of your thesis for a journal paper in a different style. If you are working on multiple computers you may find your Reference List looks different when you open your library. ThismaybebecausesomeoneelsehaschangedtheOutputStyleonthatcomputer.Itis easytochangeback. 20

22 ClickonthedownarrowandchooseSelectAnotherStyleinthestyleboxasshownhere: 21

23 Onceyouhaveselectedthestyle,thePreviewboxwilldisplayselectedreferencesinthe new style. Citations and bibliographies of any new documents in MS Word will then be automaticallyformattedinthechosenstyle. Making Citations and Generating a Reference List Using EndNote X3 andmsword2007 Using"CiteWhileYouWrite" With MSWord 2007 the EndNote tools appear on the ribbon in a separate tab. Do not confusetheendnotetoolswithaseparatefacilitycalledreferencesinmsword

24 These tools allow you to make intext citations from your EndNote X3 reference library whileyouareworkingonadocument.ifyouhavesetyourreferencelibraryasthedefault library,itwillautomaticallybeopenedfrommswordwhenyouclickonthegotoendnote icon. EndNoteX3andMSWordworktogethertomakethecitationsandbibliography.Fromthe EndNote library citations can be inserted back into a document using a matching addin toolbarwithinendnotex3.ifthetoolbarbelowdoesnotappear,turnonthecwyw/addin toolbar under Tools: Show Toolbar. The same commands can be accessed in dropdown stylefromthemainmenuthroughtools:cwyw. Makinganintextcitation EndNoteX3caninsertintextcitationsasyouwriteorinafinisheddocument.Thekeyisto positionthecursoratthepointwhereyouwanttheintextcitation.thisisoftenjustbefore aperiodattheendofasentence,sopositionthecursoronespaceafterthecompletedtext, butbeforetheperiod,andthenselectthegotoendnoteiconfromthetoolbarorribbon. Although this process seems complicated, it will soon become effortless. If you are confused,practisethestepswithasmalldocumentcontainingonlyoneparagraph.youcan makecitationsatanypointinthelifeofadocument.thereferencelistwillbeupdatedeach timeyouenteranewcitation. Makingmultipleintextcitation Tomakemultipleintextcitationsinthesameplace,highlightthefirstofthereferences, then hold the control key down and click on each of theother references (Apple key for Macintosh). 23

25 Next,clickontheInsertcitationiconfromthetoolbarinEndNoteX3.Allofthecitationswill thenbeaddedtotheexistingreferencelist. Multiple references within one citation will automatically be alphabetized by EndNote. Note that the automatically compiled reference list is created at the bottom of the documentusingtheoutputstylepreviouslyselectedinendnote. To alter the layout of the reference listincluding fonts, titles and line spacing click on UpdatecitationsandbibliographyinMSWord

26 Upgrading old documents with EndNote citations from a previous version When the Output Style is changed, existing documents formatted in another style will requireonemanualformattochangetothenewlyselectedstyle.todothis,clickonthe UpdateCitationsandBibliographyiconfromtheMSWordtoolbarinMSWord2007.Check thatthestyleselectediscorrect.inmsword2007thestyleisshownontheendnotetab withouthavingtodoanything).fromthispoint,anytimeyouaddintextcitationstothe document, the citations and reference list will be automatically formatted in the chosen stylewhilethedefaultlocationofthebibliographyisattheendofadocument,itcanbecut andpastedtoanewlocation.thereafter,endnotewillupdatethebibliographyinthenew location.thisisusefulwhereareferencelistisrequiredtocomebeforeappendices. Editingcitations Citationsusingauthordatestyleswillhaveastandardformat.Tomodifytheminanywayit isnecessarytousetheeditcitationproceduretoensurechangesremainwiththecitation. IfyoueditthetextofacitationdirectlyinMSWordthechangeswillbelostthenexttimea referenceisentered(whichautomaticallyupdatesthewholedocument). To edit a citation, click on Edit Citation icon from the MSWord toolbar. An edit box will appearinwhichyoucanchangethecitationattributes.ifyouhavemorethanonecitation inadocument,theoneyouhaveclickedonwillappearinalisthighlightedinblue. Addingspecificpagenumbers PagenumberscanbeaddedtoacitationbyaddingthemtothePagesfield.Ifitisapage range,thenseparatethefirstandlastpagesnumberoftherangewithadash. 25

27 Startingasentencewithacitation To start a sentence with an author name but not have the author name appear in the citationaswell,firstmakethecitationasusual.theneditthecitationasaboveandcheck theexcludeauthorboxandthenclickok.endnotex3willupdatetheintextcitationso thatitappearswithonlytheyearinbrackets. Addingprefixessuchas"eg."or"seealso" Prefixessuchas"eg."canbeaddedtocitationsbyenteringtheminthePrefixfieldofthe Edit Citation box. Text must be entered exactly as it should appear in the final citation includingspaces. Citations can be made and edited at any time in the life of a document. The existing citationsandreferencelistareautomaticallyupdatedaftereverychange.ifyoudonotuse the Edit Citation dialogue box, any changes to the citations will disappear when the documentisformattedagain. FieldShading EndNotecitationsandthebibliographywillbeeasiertoseeinadocumentwiththefield codesshadingturnedoninmsword.inmsword2007,clicktheofficeicon(topleftcorner ofscreen).clickonthewordoptionsbutton(bottomrightofmenu),thenselectadvanced inthelefthandpane.scrolldowntoshowdocumentcontent.nexttofieldshading,click onthedownarrowandselectyourpreferreddisplayoption(i.e.alwaysorwhenselected). Turningoffinstantformatting Every time you enter or edit a citation, EndNote X3 will format and update the entire document.withlargedocumentsthiscantakesometimeandyoumaywishtoturnoffthe instant formatting. This can be done by clicking the Format Bibliography icon and then pressing the Turn off button under the Instant Formatting tab. In MSWord2007 these optionsareaccessedbyclickingthediagonalarrownexttobibliographyontheendnote tab.youcanmanuallyformatatanypointbyclickingontheformatbibliographybutton andthenok.theentiredocumentcanalsobeunformattedtotroubleshootanyproblems. 26

28 UnformattingCitations There are times when it is necessary to Unformat Citations to solve problems. The unformatteddocumentwillshowtemporarycitationsincludingtherecordnumberincurly brackets. The document can be formatted again by clicking on the Update Citations and BibliographyiconinMSWord2007. {Baik,2009#5} FindinganddeletingduplicatesintheEndNotelibrary Ifyouusethesamesearchstrategytosearchmultipleonlinesources,youmayintroduce duplicate references into your EndNote library. There are two methods to identify and removeduplicates: YoucanidentifyanddeleteduplicatesinyourEndNotelibraryafterdownloadingis completed.thisprocessallowsyoutovieweachduplicatebeforedeletingit. Youcandiscardduplicatesduringthedownloadingprocess,asdescribedbelow. Toautomaticallydiscardduplicates: 1. FromtheEditmenu,choosePreferences. 2. DisplaytheDuplicatespanel. 27

29 3. Under Online Search Results, select the Automatically discard duplicates box. Futureonlinesearcheswillautomaticallyusetheduplicatedetectioncriteriaonthis paneltoidentifyanddiscardduplicatereferences.theduplicatesneverappear,and arenotinsertedintothelibrary.thismeansthatthenumberofreferencessavedto yourlibrarycouldbefewerthanthenumberreportedfoundontheconfirmonline Searchdialog. NOTE:Discardingduplicatesappliesonlytothelibrarythatiscurrentduringdownloading.If youareusingintegratedlibrary&onlinesearchmode,itappliestothepermanentlibrary. IfyouareusingOnlineSearchMode,itappliesonlytothetemporarylibrary;youmaystill needtosearchforduplicatereferencesinyourpermanentlibrary. BackingUp Westronglyrecommendthatyoukeepseveralbackupcopiesofyourcriticalcomputerfiles, especiallyyourendnotelibrariesandpapersthatyouarewriting.therearemanywaysthat afilecanbedamaged:cdsandharddiskscanfail,virusescaneraseorcorruptfiles,and,of course,thereisalwayshumanerrorandthepossibilityofaccidentallythrowingawayyour thesisorgrantproposalthedaybeforeitisdue.ifyouhaveanykindofdisaster,bigorlittle, backupcopiescansaveyouhoursordaysofwork.thesimplestwaytomakeabackupisto usethewindowsexplorerorwindowsdesktoptocopyyourfilestoacdorotherportable storagedevice.thiswillworkforyourendnotelibrariesunlesstheyaretoolargetofiton oneofthese.tobackuplargerfiles,orautomatethebackupprocess,useabackupprogram. 28

30 WindowsXPandVistaincludebackupprograms,andtherearealsoanumberofcommercial backupprogramsavailablethatmakeregularbackupseasyandefficient. Theseprogramscanscanyourdiskforfilesthatyoudesignateasimportant,keeptrackof changes, and save you time by copying only the changed files. In addition, they can split largefiles,includingendnotelibraries,amongseveraldisks.ifyoueverneedthosefiles,the backupprogramcan restore themfromthedisks. Importantfilestobackup Thelibraryfileiswhereallofyourreferencesarestored.Notethatexportingdatafromyour libraryisnota backup. Anexportfileisjustatextdocument,whereasanEndNotelibrary isadatabase.makesureyoubackupboththefilewiththeextension.enlaswellasthe corresponding.datafolder.the.datafolderisconsideredpartofthelibrary;itincludes figures,groups,andotherfilesnecessaryforthelibrary. Toeasilysaveacopyofalloftherequiredlibraryfilesandfolders,andsavediskspace,you cancreateacompressedfilename.enlxfile. NOTE: EndNote libraries larger than 4 gigabytes (GB) or 65,535 files (64 K) cannot be compressedwithendnote scompressedlibrarycommand. Tosavetoacompressedlibraryfile: 1. OpenthelibraryinEndNote. 2. From the File menu, select Compressed Library (.enlx) to display a Compressed Librarydialog. 3. Atthetopleftsideofthedialog,select Create. 4. Atthetoprightsideofthedialog,select WithFileAttachments. 5. Inthebottomhalfofthedialog,select AllReferencesinLibrary. 6. ClickNexttodisplayafiledialog. 7. UsethefiledialogtosavetoanEndNoteCompressedLibrary. 29

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