Exercise #1: Create and Revise a Smart Group

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1 EndNote X7 Advanced: Hands-On for CDPH Sheldon Margen Public Health Library, UC Berkeley Exercise #1: Create and Revise a Smart Group Objective: Learn how to create and revise Smart Groups to automate the organization of your references in EndNote. 1. Open the EndNote library, ENX7Adv.enl, on your desktop by double-clicking on it.! If you do not see this on the desktop, let the instructor know. 2. From the Groups menu at the very top of your EndNote window, select Create Smart Group. 3. The Smart Group window will open.! In the Smart Group Name box, type Obesity.! Leave the Author and Year boxes blank.! In the box next to Title Contains, type obesity. 4. Click Create. You should instantly see this group populated with the 17 references from your library that have obesity in the title. Any new reference(s) added to this library that meet(s) this smart group s criteria (i.e., has the word obesity is in the title) will automatically be added to this group. 5. In the My Library column on the left, Obesity (17) should appear under My Groups. 6. Right-click on the title of this smart group (Obesity) and select Edit Group. 7. Click the + to the right of the word Obesity in the Title Contains box to add another search field box. 8. Click on And; change And to Or. 9. Change the second drop down box from Any Field to Keywords July 10, Page 1

2 10. Type obesity into the box to the right of Contains and click Save. 11. You should instantly see 21 more references added to the group from your library. These 21 references have obesity as a keyword, but not in the article title. There should now be 38 total references in your smart group. Finished early? Search Your Smart Group: 1. If you do not see the Search Panel above your references, click Show Search Panel. 2. In the left-side column, click Obesity (38) to select your smart group (if it isn t already selected). 3. The search window should indicate Search Whole Group. 4. In the search box next to Title, type child. 5. Leave the Author and Year fields blank. 6. Click on Search. You should now see 6 references remember these are references from your smart group, not from your entire library. 7. Click on Hide Search Panel to make the search options disappear, if desired. July 10, Page 2

3 EndNote X7 Advanced: Hands-On for CDPH Sheldon Margen Public Health Library, UC Berkeley Exercise #2: Annotating a PDF in an EndNote Library Objective: Learn how to highlight and write notes on a PDF stored in EndNote and how to search for those notes. 1. Under My Library (left side column of EndNote), click All References (90). 2. Click on Title in the column name. This will sort the references alphabetically by title. 3. Find the article titled "Building capacity for childhood obesity prevention...". 4. Select (click on) the reference. 5. In the right pane, click on the PDF icon: (You may need to click through the triangles to see this) 6. Click on (which only appears after you click the icon in step 5) to open the PDF in the reference window. 7. Scroll down the text and find some interesting text. 8. Highlight the interesting text by selecting the text with your mouse, then click in the toolbar near the top. Click elsewhere in the document to deselect the text. Now, we ll use Sticky Notes to add comments to the PDF. 9. Click the Sticky Note icon in the toolbar: 10. Double-click your mouse at any point in the article text; a Sticky Note will appear, and July 10, Page 3

4 a comment box will open. 11. Type Use this in my paper in the Sticky Note comment box. 12. Close the Sticky Note comment box by clicking on the 13. Click on (top left of the PDF window) to save your changes. To remove a sticky note, right click on it and select Delete Annotation, but DO NOT do this today. To the PDF, click on and EndNote will launch your default program if it can find it, but DO NOT do this today. 14. Close the PDF by clicking on the bottom (near top right corner) Finished early? Search Your EndNote Library for Sticky Note Comments 1. Under My Library, click on All References (90). 2. If you do not see the Search Panel above your references, click on Show Search Panel. 3. Click on Author 4. Scroll up to select PDF Notes 5. In the PDF Notes search box, type Use this in my paper. Make sure the other search boxes are clear. 6. Click on Search. 7. You should get back 1 reference in your Search Results. You cannot use the Quick Search (very top of the EndNote window) to search within PDF files. July 10, Page 4

5 EndNote X7 Advanced: Hands-On for CDPH Sheldon Margen Public Health Library, UC Berkeley Exercise #3: Modifying Output Styles and Creating Bibliographies Objective: Use Export to create an independent bibliography in a specified output style from your EndNote library. See how to modify an output style. Create a subject bibliography. 3a: Modify a Style; Export an Independent Bibliography 1. In EndNote, go to Edit > Output Styles > Open Style Manager Type chi to find the Chicago 16th Footnote output style and select (highlight) it. 3. Click on Edit (bottom right side of the window) 4. Under the File menu, select Save As... Change the word Copy in "Chicago 16th Footnote Copy" to "Test" so the new name is "Chicago 16th Footnote Test" 5. Click Save. It is always a good idea to make a copy of a style BEFORE you start changing it in case you need to go back to the original. 6. Under Bibliography (left side pane), click on Templates. 7. In the right portion of the Bibliography screen, go to Journal Article 8. In the Journal Article box, click your cursor right after Pages and before the period dot. 9. Click the Insert Field button on the top right. 10. Scroll down you may need to click on the triangle and select Abstract. 11. Click the Insert Field button again. July 10, Page 5

6 12. Select Forced Separation (should be near the very top of the list). 13. Use the right arrow on the keyboard to move to the right of the period. 14. Click the Insert Field button again. 15. Select End of Paragraph (should be near the very top of the list) 16. You should see the word Abstract and the paragraph mark appear at the end of the text under Journal Article: 17. Go to File - Save. 18. Close the Citation style by clicking the bottom gray x in the upper right corner. 19. Close the Style Manager by clicking the bottom gray x in the upper right corner. 20. Click on All References (90) then go to File - Export 21. Make sure the Save in: location is Desktop. 22. Change the File name: to Chicago.txt. 23. Leave the Save as type as Text File (*.txt) 24. Change the Output style: to Chicago 16th Footnote Test. If you don't see it, click Select Another Style, find it, select it, and click Choose. 25. Uncheck the Export Selected References checkbox at the bottom of the dialog box if it is checked. 26. Click Save. 27. Minimize all windows so you can see your desktop 28. There should be a text file on your desktop named Chicago. 29. Open this file by double-clicking on it. You should see all the references in your library with the abstract at the end of each reference. Each reference should start on a new line. July 10, Page 6

7 3b: Create a Subject Bibliography 1. In Endnote, go to the Tools menu and then click on Subject Bibliography 2. You can create a bibliography from any combination of fields. For this exercise, scroll down towards the bottom and select Keywords then click OK. 3. Click the # Records column heading twice to sort the list in inverse frequency order. 4. Click on each keyword(s) that has at least 20 records. 5. Click OK. You should have 14 terms selected. 6. Click Print Preview at the bottom of the box that appears. You can flip through the pages by clicking on Next Page to see each keyword, with the number of corresponding references next to it, followed by the references. Please do NOT print this list. 7. Click Close (at the middle top), then click Close (bottom right of box) again. Finished early? 3c: Create an Independent Bibliography Using Copy Formatted 1. Go to Word and open a new, blank Word document. 2. Go back to EndNote. 3. In EndNote, from the Bibliographic Output Style drop-down list under References, select the Chicago 16th Footnote Test output style. 4. Click any reference in your library, then go to Edit > Select All, then Edit > Copy Formatted. 5. Go back to Word document and click your mouse at the top of your new document. 6. Click on Paste from Word s Home tab. 7. Look at your document; the references should appear in the output style you selected in EndNote. 8. Close Word. You do not have to save this file. July 10, Page 7

8 EndNote X7 Advanced: Hands-On for CDPH Sheldon Margen Public Health Library, UC Berkeley Exercise #4: Advanced Cite While You Write Features Objective: Learn how to insert figures, charts, or tables into your manuscript to provide new content or help clarify your manuscript content, and how to modify in-text citations. 4a: Inserting Figures and Charts/Tables: 1. Open a blank Word document and type a sentence of anything you wish. 2. Click the EndNote X7 tab. 3. Click on Insert Citation (NOT the image above Insert Citation). 4. A small window will appear, click on Insert Figure If you do not see a list of figures, type the letter a in the search box and click Find. You should see 2 figures available to cite in your document. 6. Click on County-Level Map... then click Insert to add this table to your Word document. It may take a moment to get into your Word document. 7. Type another sentence and insert the other figure to your Word document. Charts and Tables are handled similarly to figures when adding them to a Word document (i.e., use the command Find Figure...). However, in your EndNote library, charts and tables are Reference Type: Chart or Table. Figures are Reference Type: Figure. 4b: Modifying an In-Text Citation: Occasionally you may wish to change how EndNote formats an in-text citation. 1. In your Word document, click the EndNote X7 tab. 2. Make sure the Style: selected is Author-Date. If it is not, click the EndNote X7 tab and use the drop down box next to Style: to select Author-Date. 3. At the very beginning of a new sentence, before you type any text, insert a citation by: a. In Word, click the EndNote X7 tab, and click the magnifying glass over the words Insert Citation. b. Click on Banks 1999 Physiology and... c. Click Insert 4. After the citation type the following text: July 10, Page 8

9 have a different opinion. (Make sure there s a space before the word "have") 5. Right-click on the formatted citation (e.g., (Banks 1999)) in Word and select Edit Citation(s). 6. Select Display as Author (Year). 7. Right click on Banks (1999) and select Edit Citation(s) - More 8. In the Suffix box, type:, p. 123 (Make sure there is a space after the comma) If you don't see the Suffix box, click on the Edit Citation tab. 9. Click OK. Your new sentence should look something like this: Banks (1999, p. 123) have a different opinion. Please delete the files that you made for this class from the training PC desktop: 1. EndNote Library: ENX7Adv.enl and the ENX7Adv.Data folder 2. Your Word document(s) 3. PDF document(s) Thank you! July 10, Page 9

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