Reference Management using Endnote, Desktop. Workbook & Guide. Aims and Learning Objectives. Did You Know?

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1 Reference Management using Endnote, Desktop Workbook & Guide Aims and Learning Objectives By the end of this workbook & guide you will be able to: import bibliographic references from external databases and create references manually; explain the importance of housekeeping within your reference library; organise your reference library to reflect your individual research needs; store and annotate PDFs automate the insertion and formatting of citations and bibliographies in Microsoft Word; Did You Know? There are two separate Clarivate Analytics Endnote products: Endnote Desktop ( access via campus network or via Virtual Desktop service) Endnote Online (online version ) Users can opt to use either or both products. Most users set up Endnote Desktop for on campus use and synchronise it with Endnote Online. There is also a free Endnote app for ipads available on the App Store. 1

2 Contents Before starting 2 Endnote Library: a first view 4 1 Accessing Endnote desktop 5 2 Create an Endnote library 5 3 Set up groups 6 4 Collecting references 7 5 Working with PDFs 13 6 Choosing a reference style 14 7 Create a reference list / bibliography 15 8 Writing a paper write & cite Editing citations Sync-ing Endnote Desktop / Endnote Online 19 Further support 20 Appendix 1 Database Import instructions 21 2

3 Matters to consider before you get started: Where will I do most of my work on, off campus or both? Do I wish to use Endnote products across several devices? Will I be working alone? Do I wish to share my Endnote Library with others? Will I be using PC or a MAC? Do I have access to Word or Open Office, or Pages for the MAC? Where are you going to keep your Endnote backups? And just before we get started.. Citation databases are only as good as the information they contain. Rubbish in means rubbish out..! Endnote library data needs managed, like any filing cabinet. Reference managers cannot do absolutely everything. The user should always check their references for accuracy. Working with big word processed files, e.g dissertations, PhDs? Endnote recommends breaking these into smaller documents during drafting e.g. chapters. 3

4 Endnote Desktop Library : a first view Groups Search panel Reference panel References Screen layout control 4

5 1 : Accessing Endnote Desktop - On Campus EndNote X8 requires installation from the university network onto your university PC.. All university PCs have access to the application. This includes the MS Word plug-in to allow insertion of citations from EndNote. Download the desktop version from Start > All Programs > Applications > Core > EndNote X8. Initial application may take several minutes be patient. Access is also available via Zenworks on your desktop taskbar./ Thereafter, access EndNote from the above routes, or via the Endnote ribbon at the top of MS Word.. Please note: you may need to restart your device for these changes to take effect. To use Endnote on personal devices off campus, access Endnote Desktop via the university s Virtual Desktop Service OR use Endnote Online, OR make a personal purchase, via the university licence, of an individual EndNote X8 licence from the supplier for your own computer. 2 : Create an Endnote Library Go to File menu > New Library. Save your library on your university H: Drive to allow for off campus access to your data. An EndNote library consists of two parts with the same name, but different extensions: Notes The main library file with the.enl extension (eg Choc.enl) An additional library folder with the extension.data ( eg Choc.data) Although it is possible to create multiple libraries it is recommended you keep all references in one Endnote library. [ You can only sync one library with Endnote Online] If you need to copy, move or back-up an EndNote library, you must ensure both these files are retained. 5

6 3: Setting up Groups You can create groups and group sets to organize your library. Each reference may be assigned to one or more groups. Groups help you to manage references for multiple projects/papers, and make it easier to locate references when writing & citing. Creating and editing groups Manage groups using the Groups menu by right-clicking on MyGroups Group Sets : projects are organized under group sets, eg MyPhD Groups : references are organized in groups within a group set. Eg PhD_Chapter1 Smart Groups Smart groups are based on pre-determined search criteria. Right click menu Notes: Deleting a Group or Group Set does not delete the references it contains. Deleting a reference when viewing a Group removes it from the group but does not delete the reference from the library. Adding References to Groups 1 View All References and select the references you wish to assign to a group (CTRL allows multiple selection of non-adjacent items) 2 Choose Groups > Add references to and select the group Tip You can also drag selected references onto the group folder, or use right-click on any of the selected references Managing Duplicates Adding references from many sources may result in duplicate references. To prevent any issues when inserting citations, EndNote can locate duplicates for you to delete. Choose References > Find duplicates Note: References deleted from the Duplicates list are removed from the whole library. 6

7 4: Collecting References You can add references to your library in the following ways: Import PDFs. Import records from Google Scholar. Import references from an online search eg a database. Import records from LibrarySearch (and a range of other international library catalogues). Manually enter references. 4A Importing PDFs and associated data If you already have PDFs of full text articles on your computer, you can start by importing them into your EndNote library. With your library open go to File > Import to import one PDF, or a folder of PDFs.. PDF files are converted into EndNote bibliographic records by extracting DOI information from the PDF files, matching it with data from CrossRef ( ) and capturing bibliographic content from there. For this to work, the article will need to contain a DOI number eg doi: /j.physbeh

8 4B: Importing records from Google Scholar Open Endnote Desktop and go to Google Scholar Single references Click the Cite icon (quotation mark) below the Scholar reference and choose to send to EndNote. If Endnote is open the reference will download Multiple references (you must login to your personal Google account first) Login to Google Scholar Mark records using the Star icon below each Scholar reference Select My Library (top right) at the top of your Library list use the checkbox to select all references Choose to Export to Endnote (downward arrow) and choose the Endnote option If Endnote is open the references will download Scholar Tip: You can alter Google Scholar settings to show links to Edinburgh Napier full text journals. From Scholar menu, choose Settings > Library Links Type Edinburgh Napier in the search box. Tick the Edinburgh Napier box and Save your settings for that session. Search Scholar. From your Scholar search results, choosing will link to Edinburgh Napier full text. 8

9 4C: Import references from academic databases Many academic databases give you the ability to export references to your EndNote library. Look for the option to save, export, or send to EndNote in the database. The EndNote option might also be labelled as RIS. Choose results then export Most databases now support direct export into Endnote. However, a few databases still require you to save the file to your device, then import the data into Endnote. If you have to do this, use the RIS export option where possible. Appendix 1 (p21) of this document gives step-by-step export instructions for the main Edinburgh Napier database search platforms. Finding Full text for database references Endnote can also search for the full text of articles just retrieved from a database. From Endnote choose Edit > Preferences > Find Full Text Tick all the boxes, especially the DOI box 9

10 To improve your chances of retrieving full text from our subscribed resources when off campus, complete the OpenURL path and the Authenticate box as follows: OpenURL Authenticate with Now find full text using the toolbar option at the top of your library, or highlight your references, right click and choose Find Full Text Highlight refs and find full text Successful full text downloads will attach the PDF to the reference automatically. Attach full text on campus and the system will pull in all references that the university has paid subscriptions to (it will recognise your staff/student login). It will not find all PDFs - they may not be open access or the university may not subscribe to the journal you require. 10

11 4D: Importing references from Edinburgh Napier s LibrarySearch You can save references from LibrarySearch and import them into Endnote either individually, or in multiples. Importing Multiple Records Open your Endnote Library first. Sign in to LibrarySearch. Perform a search Click on the icon to save multiple items to your favourites Go to My Favourites (top right). Select the items to export and Push to Action (.). Select Export to RIS (not Endnote Online) Click Go. Save the RIS records to your device by clicking Download. After import into Endnote check them for accuracy not all fields come across correctly from LibrarySearch. 11

12 4E: Manual entry of references To enter a new reference manually: Choose References > New Reference Select the appropriate Reference Type at the top of the record (to ensure the correct fields are shown) eg book, journal, newspaper, report, website. Complete the minimum fields needed for your chosen bibliographic output style. Choose File > Save (or Close the reference and choose to Save when prompted) Notes for manual entry Authors must be Surname, Forename with multiple authors on separate lines. Leave out most punctuation eg. full stops, italicisation, bold etc Endnote s formatting of the various bibliographic styles will take care of this. Put a comma on the end of institutional authors eg Scottish Government, Edinburgh Napier University, Choose the correct reference type Enter authors on separate lines. New authors in your library show in red 12

13 5 : Working with PDFs PDFs within Endnote can be viewed and annotated. Highlight your reference and access it from the reference panel on the right of your library. Reference Panel Open PDF to annotate with sticky notes. The notes are searchable. To annotate a PDF Open the PDF from the Reference panel and use the Open PDF icon. Use the text options eg highlighter, sticky note etc in the PDF window to make your annotations 13

14 6 : Choosing an Endnote referencing style EndNote includes over 3,000 referencing styles, including APA, MLA, Harvard, Oscola and also styles for most of the major academic journals. Additional styles can be downloaded and you can also make and edit styles yourself and store them on your local PC. To locate an available referencing style: From the Bibliographic Output window choose Select Another Style These are pulled from a university network drive so can take time to appear. Locate and select the style you want in the list and select Choose All references will now be produced in the chosen style 14

15 7 : Create a simple Reference List / Bibliography Endnote can create a stand-alone reference list or bibliography of automatically formatted references. Open a Word document Open your Endnote library. Choose the Output style that you wish from the drop down menu on the toolbar. Highlight the references you wish to include in your list. Go to Edit > Copy Formatted Paste the references into your word doc. Check the reference list for accuracy. Note: Want to see a reference list with abstracts showing? Choose Output Style = Annotated. 15

16 8 : Writing your paper Your EndNote Desktop installation includes the Cite While You Write (CWYW) plug-in, an extra MS Word tab for working with EndNote. Citations may be inserted into your document either from MS Word or from EndNote. This places references within your text and simultaneously constructs a reference list at the end of your document Open a Word document. From MS Word, open Endnote using the Endnote option on the top toolbar The Endnote toolbar will display in Word. Choose the output style you want. To insert a citation from inside Word, click on Insert Citations on the EndNote toolbar. Search your Endnote library for the correct reference by entering keywords or author names in the search box as illustrated below. OR 16

17 To insert citations directly from Endnote, choose Go to Endnote Highlight the reference(s) you wish to insert and on the Endnote toolbar choose Insert Citation The citation is automatically added to Word. This may take a moment or two to complete be patient. Your bibliography will be created simultaneously at the end of your Word document as you write. Note: On completion of your paper, references should always be checked for accuracy, Are they all in the format they should be? Do they look complete? Do the authors read correctly especially institutional/corporate authors e.g. Scottish Government. 17

18 9 : Editing Citations Endnote citations within Word contain hidden field codes. This means you cannot simply delete or edit the citation using normal Word operations such as the delete key. You must use the special Endnote options provided. To edit citations: Within Word, highlight the citation you wish to edit On the EndNote tab in Word choose Edit & Manage Citation(s) Within the edit dialog box, edit the reference as you require, or remove it To remove a citation Use the dialog box above. Choose Edit Reference > Remove. This will delete the citation and the associated field codes. Note: If a reference re-appears when you open Word the next time, you have used the delete key in Word in error. 18

19 10 : Sync your references in Endnote Desktop and Endnote Online You can automatically sync your desktop and web-based references, attachments, and custom groups, so one can be accessed from the other. This aids access to your Endnote library across all your devices. Tip: It is easier to set up sync-ing once you have set up Endnote and your groups, and before your Endnote library grows in size. Tip: Always follow the supplier s latest instructions for sync-ing. EndNote Sync: EndNoteX8 See The Little EndNote How-To Book (X8) - page 60. Read this section first before acting! 19

20 Further Support, Documentation and Training Clarivate Analytics guides You Tube videos Clarivate Analytics Endnote Supplier Support Endnote support Please search the supplier support pages and knowledge base, then contact your School subject librarian first. Many Endnote queries are local issues and can be dealt with here, without the need to contact the supplier. 20

21 Appendix 1 Edinburgh Napier University Database Service Providers and Import Filters - instructions For most export operations it helps to have Endnote open first. Database / Service Provider Instructions EBSCO On the results screen, select the records you want by clicking on the blue folder to the right of each reference. Click orange folder towards the right of the results list. Select the items you wish to export and choose Export Choose Direct Export to EndNote, ProCite, or Reference Manager and click Save If your Endnote library is already open, references will download immediately. JSTOR Mark the articles you wish to save using the checkbox to the left of each item. Click on Export Selected Citations, top right of the results list. Export the RIS file If Endnote is open the download will take place automatically. OVID Mark the articles you wish to save and choose Export at the top of the results list. Choose Format = RIS (not Endnote) and change the Fields to suit Click Export If your Endnote library is already open, references will download immediately. Proquest Mark the articles you wish to save using the checkbox to the left of each item. Click Save at top of results list Choose RIS option. Choose the formats you wish to export and continue If your Endnote library is already open, the references will download immediately Pubmed Mark the articles you wish to save. Click on the Send To drop down menu and choose Citation Manager. Create File If your Endnote library is already open references will download immediately 21

22 Science Direct Mark the articles you wish to save Choose Export at the top of the results list and select Export to RIS If your Endnote library is already open, references will download immediately. Web of Science Mark the articles you wish to save Click on Save to Endnote Desktop If your Endnote library is already open, references will download automatically. Wiley Online Library Click on the individual article you wish to save On the individual article screen choose Tools and Export Citation Choose Format = EndNote and Download If your Endnote library is already open, references will download automatically. Zetoc Mark the articles you wish to save. Click Download (top or bottom of screen) Choose Format = Short labels. Choose Download = Just tagged Click Send File Save the notepad file as a.txt. file in a suitable location Go to EndNote and open your library. Select File > Import Click on Choose file to browse for the reference file you have just saved Click on the drop-down Import Option menu. If the correct import filter is not in the list, select Other filters and browse for the Zetoc (MIMAS) filter. Click on Import Note. Importing problems. While EndNote has import filters for most databases, you may find there is not a filter that matches the particular database you wish to import from, or that the filter does not appear to work. In this case, you can try using another filter - RIS is regarded as the generic import filter for Endnote, - or you can add the references manually. 22