University of Cambridge Computing Service EndNote Basic (Online) for Bibliographies Rosemary Rodd 23 May 2014

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1 University of Cambridge Computing Service EndNote Basic (Online) for Bibliographies Rosemary Rodd 23 May 2014 EndNote Basic is a lite version of the reference management program EndNote. It is browserbased with a downloadable plug-in that enables the program to send information into a Microsoft Word document. This course uses computers on which ordinary users cannot run downloaded program files, so the plug-in is already installed for you. On a personal machine you would follow the download instructions and double-click the resulting installer program to set up EndNote Web to insert citations into Word documents. 1. Introduction: using reference management software References can be to many types of information source, such as a book, journal article, manuscript, web page or CD. Typically each different Reference Type will have its own specific reference layout because the information needed to describe it will be composed of a different set of parts: for example a book and a journal article will both have authors, but the journal article won't normally have a specified publisher and the book won't have a journal title. This is why EndNote breaks up the information about each item into fields, each of which relates to a particular part of the information, such as Author or Year. Think of EndNote fields as slots each of which holds a particular section of a complete reference. EndNote output styles tell the program what needs to be done with the contents of each slot: for example that the contents of the Book Title slot should be printed in italics. 1. When you enter information about an Author or Editor into EndNote fields, always type Surname, Forename(s) or Surname, X. Y. where X and Y are initials so that EndNote can tell which is the surname and forename. If an organisation is the author, type a comma at the end of the field so that the whole name is treated as a kind of surname. This will stop British Broadcasting Corporation being printed as Corporation, B.B. which is probably not what you want! 2. By choosing a suitable Output Style you can later choose how you want the information to appear (i.e. Surname, Forename; or Forename Surname), and whether you want Forenames to be abbreviated to initials. Those decisions are made later. 3. Similarly, when entering a Book Title or a Journal Title, you don t need to worry about whether it is eventually to be printed in italics or not. When entering a Year, you don t need to know if the year will eventually be printed with brackets round it. Ranges of pages are just entered as numbers, without deciding whether to put pp. before the numbers. Again, those are the jobs of the Output Style. You just need to enter the information, not any details of how you wish to see it in print. 4. Having produced a Library with some bibliographic entries in it, you now start writing a document with MS Word. When you want to create a bibliographic citation in your document, you use EndNote s searching features to find the correct entry by Author, Title, o r Keyword, and EndNote s powerful Cite While You Write feature then inserts a citation into your text at the correct point and adds a bibliographic reference at the end of the document. The style (contents and layout) of both the citation and of the bibliographic reference depend on the Output Style that has been chosen, and this can easily be changed without retyping. Bibliographic citations can also be entered in footnotes. 5. EndNote provides a large number of Output Styles, including those relevant to many major journals and publishers. 29/10/09 1

2 6. When starting to write a thesis or book, experiment with just a few references, and check that your supervisor or publisher approves of the results. This is particularly important for EndNote Web as it may turn out that it is impossible to follow very complex requirements. 2. Setting up your EndNote Web account 1. Click Finder > Applications > Web Browsing and then the Firefox icon. 2. Go to 3. Click the databases tab then W and scroll down to Web of Knowledge 4. Enter your Raven identifier and password when requested. 5. Click the tab labelled EndNote 6. Click the link labelled register to create a new account. 7. Enter your address and click continue then complete the details requested on the registration form and accept the terms and conditions by clicking I agree. 8. Click Continue again to finish then accept EndNote Basic's terms and conditions. 9. Click the EndNote tab again to open EndNote Basic's Getting Started page which has links to various things that you might want to do using your new account. If you already have an EndNote Basic account, you can use that for this course. The rather convoluted method of getting to the registration page is necessary so that you are recognised as eligible for the enhanced version of EndNote Basic 3. Searching for references online Recent publications, such as journal articles, will almost always be listed in an online database somewhere so you will not need to type them in. To try an online search: 1. Mouse over (do not click) the tab labelled Collect 2. You will see three sub-headings: Online Search New Reference Import References 3. Click Online Search to go to the search menu. 4. If you investigate the pull-down menu you will see a very large number of possible databases to search. Many of these are just library catalogues somewhere, so you will generally want to customise the list to make it more manageable. 5. Click select favorites 6. Select items from the list on the left and click copy to favorites to add them to your custom list. Useful databases to include are probably Newton Library Catalogue, British Library, COPAC, all four Web of Science headings, PubMed. 7. Select COPAC from the pull-down menu on the left and click connect 8. Check the radio button select a range of records to retrieve. 9. Type Fanny Burney in the search box. Click search 10. This finds a lot of references, so edit the number on the right to 20 to retrieve just the first 20 of them. 11. Click retrieve to display your found references 12. At this stage they have not been copied to your personal library. Click the check-boxes beside the reference you would like to store (include CECILIA as one of them) 13. Now pull down the menu Add to group... and select New Group. 29/10/09 2

3 14. Give your group the name Burney (just type it in the box offered and click OK) 15. Click the My References tab, then the All My References link to go to your personal library 16. You should see that the Burney references have been copied to your space 17. Now repeat the searching process for Samuel Pepys 18. Put his references in the group Pepys and return to My References 19. If you click All My References the Pepys and Burney references are all listed, but you can choose to click their groups to show just one or the other of them. 4. Integrating your database of references with an MS Word document 5. Start up MS Word [ Click link at bottom of screen ]. 6. Click this, then Tools > EndNote > Cite While You Write Preferences > Application 7. Choose the EndNote Web radio button and click OK. 8. Click the magnifying glass icon on the floating toolbar to search for a citation in your library. Enter the account details that you set up earlier when requested. 9. In the dialogue box that opens, type in Burney and press Return. 10. The plug-in will connect to your saved citations online and retrieve all those containing the string Burney. 11. Select one or more citations and click Insert. You should see EndNote insert a citation and a formatted reference (which would be the start of your bibliography at the end of your document if you had more text). 12. You can change to a different style by going back to the Word Tools menu and selecting EndNote > Format Bibliography then using the pull-down menu to select another style. Many styles are rather similar, so try Numbered for something that is visibly different. Note that the style preference applies to an individual document so you will need to set it every time you create a new document. If you have several documents all in the same style and you decide you want to have them in a different one then you will need to change the style of each document in turn. 13. You can customise the list of styles in the same way as lists of import options and online databases. Go back to your browser and mouse over the Format tab then Bibliography and Select Favorites in EndNote Online to modify your list of favourite styles. These won t be available within Word until you quit and restart it. Note: On a personal machine you would first need to install the Word plugin in order to add EndNote to the Tools menu. To do this you need to click the EndNote tab labelled Format and then the link Cite While You Write Plug-In. Download the plugin which is appropriate for your machine and follow the instructions in the dialogue box. Setting up the plugin may seem complicated, but it only needs to be done once. 5. Create a bibliography from one of your groups 1. Go back to the page (login again if you logged out or quit) 2. Click the Format tab and then the link Bibliography 3. Click the Select Favorites link (by the Bibliographic style menu) 29/10/09 3

4 4. Highlight in turn the MLA, Harvard, Numbered, APA 6 and MHRA styles and copy them to the favourites list (use the copy to favourites button). 5. From the References pulldown menu (centre screen) choose the Burney group 6. From the bibliographic style menu select Harvard. 7. Select RTF (Rich text) as the file format and click Save then save the file. 8. Open the saved file in MS Word. 6. More sophisticated searching with ISI Web of Knowledge 1. Return to your main page. 2. If you look at the top right of the page you will see a link Web of Knowledge 3. Click the link and wait a few moments while it initialises and a search page opens. 4. Enter Charlotte M. Yonge in the first search box and change the pull-down menu beside it to topic. 5. Use the pull-down menu at the bottom to change the search limit to All Years 6. Click Search 7. Check the select page box. 8. Click the button Save to Endnote online at the bottom of the page (use the pull-down menu which pops up to choose whether to include abstracts or not). Click Send to transfer your results. 9. Web of Knowledge will pass your selected records to your EndNote database and put them in a temporary group labelled [Unfiled]. 10. Wait a few moments, then switch back to your EndNote page. 11. Click the group link labelled [Unfiled] (on the My References tab below All My References heading). 12. Click the check box labelled all to select all of them. 13. Pull down the menu labelled Add to group and select New Group 14. Give it the name CM Yonge and click OK 15. All your unfiled references will be transferred to the new CM Yonge group. 7. Collecting references from a source which does not allow direct connection from EndNote Web This practical uses JSTOR as an example because it is a popular source, but there are many others. In your browser connect to JSTOR via: 1. Search for John Evelyn. Click the left-hand check-boxes to select some of your found references for download. 2. Click Export and then the link labelled RIS file (EndNote, Procite, Reference Manager). 3. Save the file. 4. Return to EndNote Web and click the Collect tab, then the Import References link. 5. Click the button labelled browse and select the file of references which you just downloaded. (They should be in Downloads). 29/10/09 4

5 6. Pull down the menu labelled Import Option and choose JSTOR (this menu can be customised, like the Styles menu, once you have an idea which filters you will use most often). 7. Pull down the menu labelled To and select New Group. Name it John Evelyn. 8. Click the Import button. 9. EndNote will import the references and reply references were imported into John Evelyn group. 10. Click John Evelyn to go quickly to your new group. 8. Remove duplicate references As you harvest references by searching online you may pick up multiple instances of the same citation. To avoid cluttering your library it is advisable to find and remove duplicate entries. If you do this it is important to take care not to delete entries to which you have added your own notes. 1. Click the Organize tab and then the link Find duplicates 2. EndNote Web will display a page of all repeated references with ticked checkboxes by all except the one which was first entered. 3. Click delete to remove the duplicate additions. 4. EndNote Web will now report that there are no duplicate entries, but if you return to the My References tab you can verify that the first created entry of each set of repeats is still saved in the main library. It is advisable to remove duplicates before starting to add any notes to ensure that you don't add them to a newer reference which will be deleted by the command. 9. Entering references manually If you want to include some references which do not exist anywhere in downloadable form it is possible to type them in yourself. 1. Click the Collect tab, then New Reference 2. Click the pull-down menu for Reference Type which is currently labelled generic and have a look at the huge number of possible kinds of item which someone might want to describe with a reference. 3. Try the effect of selecting different kinds of reference type and notice how the possible slots (fields) for the parts of the reference alter for different types (for example a patent will require different fields than a grant). 4. For this exercise you will be completing a reference for an online blog 5. Open a new window in your browser and go to (this is just a suitable example of a blog use a different one if you prefer). 6. In the EndNote web window set the reference type to blog 7. There s no individual person listed as author, so you can either leave that field blank or enter Foursquare Labs, as an example of an organisation as author. Remember you must reverse the forename and surname, so that they are entered as Smith, John rather than John Smith. To prevent the possibility of EndNote Web treating Labs as a surname, put a comma after it to make it clear that Foursquare Labs, is the name of an organisation. 8. The Title of Entry field is the title of the current blog entry 9. The Year field is The Title of Weblog is Foursquare blog 11. There's no Place Published or Editor so leave those fields blank. 29/10/09 5

6 12. The publisher is Foursquare Labs 13. The Access Year and Access Date record the time when you viewed the blog so fill in with today's date. 14. Add any other information you can glean from the blog; for example you should be able to decide on a few suitable keywords. 15. Click the Groups arrow to put your new reference in a suitable group. 16. Cite your new reference in your Word document and see what it looks like. It should be something like (Foursquare Labs, 2013) 10. Capturing references as you browse the Web It is possible to install a button on your browser's bookmarks bar which will enable you to save references into your EndNote Web account when you come across an interesting source online and want to make a note of it. The quality of the saved reference will vary depending on the amount of metadata the information provider has included, and some may need to be completed by hand. Setting up the add-on (Firefox) Click the EndNote Options tab, then the heading Download Installers Click the link on the right, labelled Download Windows/Macintosh You will see a prominent warning that EndNote is trying to download and install a program. Click Allow and then click the Install now button. Restart Firefox. You will see that a new EndNote toolbar has been inserted at the top left of the screen. If you click the button labelled EndNote you will go to your EndNote Basic library. Setting up the button (other browsers) 1. Click the EndNote Web Options tab, then the heading Download Installers 2. Drag the Capture Reference button to your bookmarks bar (you may need to use the View menu to make this visible first). The following exercise demonstrates how you can save references to YouTube videos, which are becoming an increasingly popular way of publishing lectures and demonstrations. You may like to turn down your computer's sound so that the videos play silently while we are in a shared classroom. 1. Go to 2. In the search window, enter Cambridge University. 3. Click on one of the video titles. 4. The video will start to play. Ignore this and click on the Capture icon in the bookmarks bar. 5. A pop-up window will open. Scroll down to view the fields that will be saved into your library. At this stage, you can do some manual additions to the tags. 6. If you scroll down further, you will see that the pop-up lists your existing EndNote web groups. You can check one of these to save the video reference directly into one of these, or create a new group by checking the last box and typing in a suitable name. 7. Check the New Group box and enter the name Cambridge University 29/10/09 6

7 8. By default references are saved into myendnote.com. Click the Save to button to save the reference. 9. Click Close Window to exit from the pop-up and return to YouTube. 10. Click the EndNote button in the toolbar to go to your library. 11. You will see that a new group, Cambridge University has been created. Click its link to view the saved contents. 12. Click the course title to open the reference. You will see that the lecture is viewable as an embedded video within the page. This is a link to the YouTube site, not a copy of the video, and you will not be able to see it if you save the library and view it offline; it is only visible from a computer that is connected to the Internet. 11. Comparison of EndNote Basic and EndNote Desktop EndNote Basic has fewer features than the desktop version and can only store a maximum of 10,000 individual references. It is capable of generating neat and consistent citations and bibliographic entries, but the degree of fine tuning possible with EndNote desktop is lacking (notice the rather clunky all caps titles in some references; the desktop version could have converted them to title case). 12. Notes: 1. Advanced features such as user customisation of output formats are not available on EndNote Basic. However it is possible for the local university EndNote contacts to upload edited EndNote output formats for communal use. if there is an EndNote Desktop style which you would like to use with EndNote Web. 2. The course is run in a teaching room where only Macintosh computers are available, but, because it is browser-based, the program behaves almost exactly the same under Windows except that the add-in is used via a Word tab instead of the Tools menu. 3. Your initial registration to use EndNote Web can only be done successfully from a University machine (because that is how the program tests whether you are eligible to use it without payment). Once you have created an account, your registration remains valid so long as you access it from a University machine at least once every 12 months. 4. To set up EndNote Web as a helper for Word on your own machine, click Format > Cite While You Write Plug-In and download a plugin for Windows or Macintosh as required. 13. Access to EndNote Basic There is no charge to register to use EndNote Basic. If you purchase a copy of EndNote desktop the package comes with a subscription to the enhanced version of EndNote Basic which can be used to synchronise EndNote libraries over several computers and has more storage space. The enhanced version of EndNote basic also offers more output formats, import and search options. Cambridge subscribes to Web of Knowledge, so all University members may set up free enhanced accounts. These will revert to the un-enhanced version if you do not connect from a machine on the CUDN or from a Raven login to Web of Knowledge for 12 months and they don't have unlimited storage like the ones created as a result of creating an account from an EndNote desktop session. 29/10/09 7

8 To use the local styles you need to be logged on from a University machine or use the institutional login link on the EndNote web sign-on page before you sign on with your unique user name and password. We have found that access to full features of the account may also become limited after an upgrade to the Thomson Reuters servers and that logging in from a University machine will fix the problem. You can check when your roaming account is due to revert to a basic one by clicking the Options tab, then Account Information. In the screen shot below, the account has been activated in virtue of both the possession of a licence for EndNote X7 and site licensed access to Web of Knowledge. It will revert to a basic account when the two year free access provided by the X7 licence runs out in August 2015 unless the user logs in from a machine whose ip number falls within their institutional range before that time, authenticates by logging in to Web of Knowledge using Shibboleth (in our case this means logging in using your Raven ID and password), or purchases an upgraded copy of EndNote Desktop. 14. Institutional Association When you create your account for the first time, the enhanced version of EndNote Basic associates you with a particular instutution. In most cases this should be University of Cambridge and this relationship will appear on the dialogue box which allows you to set your favourites for Styles, Connections and Importing, as shown in the screen shot on the next page. Your institutional association determines whether you can access the custom styles uploaded by the UCS and also whether logging on via a University computer will reactivate your roaming account. If you are experiencing problems with this, it's worth seeing if you are able to pull down the menu and select an alternative association. Occasionally something goes wrong and an account may become associated with the incorrect institution: for example some medical students have found their accounts were associated to the MRC rather than to University of Cambridge, meaning that they didn't have access to local styles and connection files. 29/10/09 8

9 15. Further help If you want more individual help, The University Library has a huge amount of information about the best way to do literature searches and use referencing at: If you are unsure about the best way to begin, or how to go about identifying what you need to note in order to reference a particular source correctly, the information on this page should tell you what you need to know. 29/10/09 9

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