What's new in EndNote Version 6?

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1 LIBRARY COURSES 2003 ENDNOTE March 2003 What's new in EndNote Version 6? Table of Contents Upgrading to Version New Menu Organization... 2 Working with Images, Graphics and Figures... 4 Inserting Image and Caption Fields... 4 Inserting Graphics and Files... 6 Entering a Caption... 7 Storing and Sharing Image Files... 8 Editing, Replacing, or Deleting Image Files... 8 Inserting graphics or files into a Word document... 9 Moving In-text Figure Citations Use predefined manuscript templates in Microsoft Word Export a traveling library - share references with colleagues. 13 Converting Reference Manager and ProCite databases More Help Information Skills, Learning Services University of Auckland Library Telephone ext Compiled by Rachel Chidlow Parts of this booklet have been adapted and copied with permission from: the EndNote 6 Manual, ISI ResearchSoft,

2 Important Information This booklet is aimed at competent EndNote users who have previously been using either version 4 or 5 of EndNote. If you are new to EndNote it is recommended that you refer to the booklet Using EndNote (V6) with Library Databases available from the Library s EndNote website: and attend the FREE tutorial, more information is available from the website. N.B. EndNote libraries created in earlier versions of EndNote will open normally in version 6. Look out for Useful Tips throughout this booklet, identified by the light bulb icon! Upgrading to Version 6 If you are upgrading your EndNote version, it is recommended that you uninstall earlier versions. Remember to backup any styles, import filters and connection files that you don't want overwritten. If you have installed or created your own styles, filters and connection files these won t be deleted when you uninstall earlier versions, because they don t come standard with EndNote. To uninstall earlier versions of EndNote: Start >> Settings >> Control Panel >> Add/Remove Programmes Where can I get a copy of version 6? The University of Auckland has a site licence for EndNote. The Electronic Campus Helpdesk sells EndNote on CD. You can purchase a licenced copy of the latest version of EndNote for home use for $5 from an Electronic Campus Helpdesk in the Interim Commons, Philson Library or Tamaki Campus. Academic staff should obtain the program from their departmental IT Support Person. Any technical difficulties related to EndNote (such as installation) should be referred to the Electronic Campus Helpdesk phone: (09) ext or

3 New Menu Organization The menu structure in EndNote 6 has been updated; menus are simplified and more consistent with Microsoft Windows standard menu conventions. EndNote 6 Menus: File Edit References Tools Window Help EndNote 5 Menus: File Edit Text References Terms Paper Window Help Menu commands from the Text, Terms, and Paper menus in EndNote 5 are now incorporated into the EndNote 6 Edit or Tools menu. Changes and new menu items: The Edit Menu: Change Text (from the EndNote 5 References menu) Font, Size, Style and submenu structure (from the EndNote 5 Text menu) Show Clipboard has been removed The References Menu: Insert Picture (NEW!) Insert Object (NEW!) The Tools menu: (NEW in EndNote 6!): Spell Check (from the EndNote 5 References menu) Cite While You Write (CWYW) Return to Word Insert Selected Citation(s) Format Bibliography Import Traveling Library (NEW!) CWYW Preferences Manuscript Templates (NEW!) Connect (from the EndNote 5 File menu) Show Toolbar (from the EndNote 5 Edit menu) Recover Library (from the EndNote 5 File menu) Show Preview/Hide Preview (from the EndNote 5 References menu) QuickFind Index (from the EndNote 5 Edit menu) 3

4 Working with Images Images are an entirely new feature in EndNote 6. Here are three likely uses of this feature: You can use EndNote to create a searchable database of images. You can use the feature to store the images or figures you will use in a Word document as a figures list. You can use this feature to store one image per reference, typically this might be a PDF file with the full text of a journal article. Please note since you can only include one image per reference this new feature would not be a good way to store several photos or tables from a single journal article. Terminology: An image can be either a graphic, (.JPG.GIF.TIFF etc) or a file (.DOC.XLS.PPT.PDF etc.). To insert a graphic use Insert Picture, to insert a file use Insert Object. IMAGE Can be either. N.B. Every Image should have a corresponding caption to describe the content of the image. Graphic (also called Figure) e.g.:.jpg.gif.tiff.bmp etc. File e.g.:.doc.xls.ppt.pdf etc. To Insert a Graphic: References >> Insert Picture Used in MSWord as a Figure Appears in a Figure List To Insert a File: References >> Insert Object Not Used in MSWord Does not Appear in a Figure List Inserting Image and Caption Fields Before you can add an image to an EndNote reference you need to make sure your reference type has the fields image and caption. The Image and Caption fields are included in the reference types: Chart, Equation, and Figure. The Image field is not available by default for most other reference types, but it can be easily added to any reference type, e.g. Journal Article. If you add the image field to a reference type you should always also add the caption field. 4

5 To add fields to a reference type: (1) e.g. To add the fields image and caption to the Journal Article reference type (2) From the Edit menu select Preferences >> Reference Types (3) Click on Modify Reference Types, the following screen displays: (4) Scroll across to the right and select the reference type you would like to modify (5) Now scroll down the list of fields until you get to the fields you want to insert, image and caption are at the very bottom. (6) In the corresponding reference type column click in the blank cell and type in the labels you would like to assign to the fields, e.g. image and caption: (7) Click OK to return to the preferences window (8) Click OK to save changes You have now successfully added the fields image and caption to the Journal Article reference type. Use the same steps to add these fields to other reference types, as required. 5

6 Inserting Graphics and Files Notes: You can only insert a graphic or file into a reference that contains the Image field Always use the Insert Picture command to insert graphic files. If you simply copy and paste a graphic, system settings are used and you could ultimately lose colors and other attributes from the original file. Always use the Insert Object command to insert a file. Each EndNote reference can contain only one graphic or file. If you insert a second graphic or file, it will replace the first one. After inserting a graphic, you should always type caption text into the caption field, particularly if you intend to later insert the figure into a Word document figure list. The caption will label the graphic in the figure list at the end of the Word document. The caption also helps you search for the image. Each EndNote reference can contain only one image or file attachment. If you try to insert a second image, the new image will replace the existing image in the reference. To insert a graphic: (1) Open the reference you want to insert the graphic into, from the References menu select Insert Picture (or click the Insert Picture toolbar button). (2) From the insert picture dialog box locate the graphic and Insert it. You need to have saved the graphic somewhere before you can insert it into a reference. EndNote recognizes at least these graphic file types: BMP Windows Bitmap GIF Graphics Interchange Format JPEG JPEG File Interchange Format PNG Portable Network Graphics TIFF Tag Image File Format (3) The image appears as a thumbnail within the reference: 6

7 (4) Double-clicking on the thumbnail launches the associated application to open the graphic file. If you create an image in a drawing program and save it as a graphic file, the native program will not open when you double click on the graphic thumbnail. Windows will look for a viewer application like Paint or PhotoViewer to preview the image. If you want the native application to open, the file should be inserted into EndNote as an object. If EndNote cannot find the application used to create the image, the operating system will display a file application picker for you to identify a program in which to open the file. To insert a file: (1) Open the reference you want to insert the file into, from the References menu select Insert Object (or click the Insert Object toolbar button). (2) From the insert object dialog box click on choose file to locate the file you intend to insert. EndNote allows you to attach a wide variety of file types, including: Audio files (wav, mp3) Microsoft Access, Excel, PowerPoint, Project, Visio, Word Multimedia files (mov, Quicktime) PDF files (Portable Document Format) Technical Drawing Files Text files (txt, rtf, HTML) (3) The file will appear as an attachment, with the program icon and filename. (4) Double-clicking on the icon will launch the associated application to open the file. If you are sharing EndNote libraries with others, you may not have access to the same software. If EndNote cannot find the application used to create the file, the operating system will display a file application picker for you to identify a program in which to open the file. Entering a Caption The caption field displays under the image field in a Reference. Use the caption field for a short description of the graphic or file. You can use the caption text in a search strategy to easily find the graphic if you are intending to insert the graphic into a Microsoft Word document figure list. When you insert a graphic into a word processing document with Cite While You Write, the corresponding caption appears under the graphic in the figure list at the end of your paper 7

8 The Caption field is a text-only field. URLs or path and filenames are not hot linked when entered into this field. Microsoft Word limits the length of a caption to 245 characters; if the Caption stored in your EndNote reference is longer than that, it will be truncated at 245 characters when it is inserted into your Word document. Storing and Sharing Image Files When you insert an graphic or file into an EndNote reference, EndNote creates a data folder in the same folder as your EndNote library. It gives the Data folder the same name as your library, plus.data. For example if your library was named mylibrary.enl the folder where images are stored would be named mylibrary.data. EndNote copies the image file when you insert it into a reference and places it in the DATA folder. Simply putting an image into the.data folder does not link it into a reference. You must use the Insert Picture or Insert Object command. If you move your library to a different computer, or if you want to share your library with someone, remember to copy the.data folder along with the library so that images are included. Editing, Replacing, or Deleting Image Files To edit an image in an EndNote reference: (1) Open the reference, scroll to the Image field, and double click on the image or file icon. This launches the associated application and opens the file for editing. (2) Editing changes are made to the linked file stored in the library's.data folder, and not to the original image file that was inserted. (3) Never rename image files within the.data folder. EndNote assigns each image a unique name that helps link it to a specific reference. To replace an image in an EndNote reference: (1) Open the EndNote reference and Insert the new image. The existing image is deleted from the. DATA folder and is replaced with the new image, OR (2) Delete the old image from the reference, and then Insert the new image. To delete an image from an EndNote reference: (1) Open the EndNote reference, scroll to the Image field, and select the image icon. (2) Press the Delete key. (3) The image is deleted from the library's.data folder and no longer appears in the reference. Each time you insert an image, EndNote places a copy of the image in the DATA folder and links it to the reference. You can insert the same image in multiple EndNote references. Then, if you later edit or delete the image in one of the references, that change or deletion does not affect the other references, which maintain separate copies of the graphic or object file. 8

9 Inserting graphics into a Word document You can insert graphics citations and format a figure list in a Microsoft Word document using Cite While You Write to generate a bibliography. A figure citation is a brief numbered citation in the body of a paper that refers the reader to a complete list of figures at the end of the paper. In-text figure citations are sequentially numbered within the text of the document. To insert a graphic or file into your Word document: (1) Open the EndNote library that contains the figure you wish to insert. (2) In the Word document, position the cursor at the location where you would like the figure citation to appear. (3) From the Tools menu, select EndNote >> Find Figure(s) to display the EndNote Insert Figure dialog. (4) In the Find text box, enter text to identify the reference that contains the image. EndNote assumes an "and" between each word, and will search all fields in your records, including the Caption field. (5) Click Search, and EndNote compares the text to text in your EndNote references and lists each matching reference that contains an image. EndNote displays the Author, Year, Title, and Caption field from each matching reference. Drag the vertical bars between the column titles to display more or less of a field. The Caption field should contain a description of the image. (6) Click on Insert to insert the image and an in-text figure citation into your Word document. If no references match your text, you need to modify your search text and click Search again. Identify, highlight, and Insert the appropriate image. The file types accepted are dependent on your version of Word and other software installed on your computer. For example, some versions of Word will not accept PDF files. 9

10 (7) EndNote places an in-text figure citation at the cursor location. The figure number represents the order of the image in the document., for example: (8) The formatted figure list appears at the end of the document, after the bibliography. Each figure is numbered and displayed along with a corresponding caption (as entered in by you), for example: The field shading appears onscreen only, and can be turned off with Word Options. Do not use Microsoft Word captioning when your paper includes EndNote figure citations and figure lists. 10

11 Notes: You can insert images in an existing manuscript or as you write. Remember to Save your document as you work. Word limits the length of the Caption to 245 characters; if the Caption stored in your EndNote reference is longer than that, it will be truncated at 245 characters. The Instant Formatting that applies to bibliographies does not apply to figures. In-text figures are always formatted as you insert them, but if you move or delete a figure citation in your paper, you must manually select Generate Figure List from the Tools>EndNote 6 submenu to update figure numbering and the figure list at the end of the paper. If more than one in-text figure citation references the same figure with the same caption, those citations are assigned the same figure number, and the figure appears only once in the figure list. You can manually insert a page break between figures if you prefer each figure on a separate page. These page breaks will be remembered if you choose Generate Figure List again. Note: If you open an existing document that already has figure citations in the body (that were not inserted with the Find Figure(s) command), those figures will not be included in the figure list. You will need to add the existing figures to references in EndNote, and then use the Find Figure(s) command to insert them into the document. Moving In-text Figure Citations To move or copy a figure citation in Word: (1) Highlight the entire citation, including the surrounding parentheses. (2) Use Copy or Cut from the Edit menu to copy or move the citation to the clipboard. (You could also use drag-and-drop to move a figure citation.) (3) Move the cursor to the new location. (4) From the Edit menu, Paste the clipboard contents at the new location. (5) From the Tools>EndNote 6 menu, select Generate Figure List to renumber the in-text figure citations and update the figure list. To include figures within the text of the manuscript: Figures are formatted in a list near the end of the manuscript; this placement is based on publisher requirements for the electronic submission of manuscripts. However, you may want the list, or individual figures, to appear elsewhere in your document. Some publishers even require that figures be provided in a separate file. (1) Finalize your manuscript and figure list. (2) Copy each figure, including the label and caption, from the figure list and Paste it in the appropriate position in your manuscript. (3) Do not insert additional figure citations or generate the figure list again within the document. To move a figure list elsewhere in your document, such as before the bibliography: (1) Highlight the entire figure list, especially the very beginning of the list which contains a hidden marker. (2) From the Edit menu, Cut the list to move it to the clipboard. (3) Move the cursor to the new location. (4) From the Edit menu, Paste the clipboard contents at the new location. 11

12 (5) Each time you choose Generate Figure List, EndNote looks for the beginning marker, so the list will be updated in its current location. To provide a figure list in a separate file: (1) Finalize your manuscript and figure list. (2) Highlight the entire figure list, and use the Copy and Paste commands to paste the list into another Word document. (3) Delete the figure list from the manuscript file. (4) Do not choose Generate Figure List again within either document. To delete a figure citation: (1) Highlight the entire citation, including the surrounding parentheses. (2) Press Backspace or Delete. (3) From the Tools>EndNote 6 menu, select Generate Figure List to renumber the remaining in-text figure citations and update the figure list. To delete a figure list: (1) To remove a figure from the figure list, delete the corresponding in-text figure citation. Then, use Generate Figure List to generate an updated list at the end of the document. (2) If you want to completely remove the figure list, first delete all in-text figure citations and update the figure list with Generate Figure List. Then, to completely remove any mention of a figure list, highlight the List of Figures marker and press DELETE. (3) Do not delete a figure directly from the figure list. Remove the in-text figure citation and then Generate Figure List. Using Manuscript Templates EndNote arrives with many Microsoft Word manuscript templates that are set up to conform to submission standards for various publications. The templates are stored in the Templates folder, which is in the main EndNote folder. To simplify setting up the layout of your paper, you can begin by basing your paper on one of these predefined templates. When you use one of these templates to start your paper, many formatting issues are already set up for your target publication, such as proper margins, headings, pagination, line spacing, title page, abstract page, graphics placement, and font type and size. As with bibliographic formats, there are hundreds of variations between publishers. To create a document based on a predefined manuscript template: (1) Start EndNote. (2) From the Tools menu, select Manuscript Templates. (3) In the File dialog, browse to the Templates folder found in the EndNote folder: C:\Program Files\EndNote\Templates (4) Select and open the template named for the publisher to which you intend to submit your paper. A new document in Microsoft Word is opened that is based on the template file, and a template wizard starts to help you set up your manuscript. The first time you launch the template wizard, you may receive a notice about macros. Accept macros to continue with the wizard. (5) Enter the information requested by the template wizard. As you enter information, the wizard places it in all of the appropriate places in the document. The windows that appear, and the information requested, varies depending upon the publisher. (6) To complete the wizard Click Next to continue providing information. If you do not know how to respond to an information request, simply click Next to continue with the wizard. You can later enter the appropriate information in the designated, shaded fields in Word. 12

13 (7) On the final template wizard window, click Finish to close the wizard and start writing! You can click Finish at any time to bypass the wizard and start working in the document. You will need to manually enter information that would have been inserted by the wizard. Clicking Cancel will stop the creation of a new document. The manuscript templates are also available from within Word: (1) Start Microsoft Word. (2) From Word's File menu, select New. (3) Select the EndNote tab to display the templates supplied with EndNote. (4) Select the template you wish to use, select the radio button to Create New Document, and click OK. (5) The EndNote Manuscript Template Wizard will start and will lead you through the process of setting up your paper, as described above. Enter the information requested by the template wizard. (6) When you complete the wizard, you are ready to start writing! To edit a manuscript template: (1) Start Microsoft Word. (2) From Word s File menu, select Open. (3) Navigate to EndNote s Templates folder. (4) Select and Open the manuscript template you wish to modify. Template filenames end with the extension.dot. (5) Make changes to the template, and then save a copy of the file with a new name into the C: \Program Files\EndNote\Templates folder. Changes to a manuscript template may disable the manuscript wizard for that template. The Traveling Library (CWYW) Each formatted citation in your Word document is saved with field codes that embed reference data in the document. Your Word document contains a traveling library of references cited. The first time a citation is formatted, EndNote looks in the open library and finds the corresponding reference. If you later reformat, EndNote again looks for the library and that reference. However, if the library is not available or not open, EndNote will use the Traveling Library for reference information. The reference data saved with each citation (ie. Travelling Library) includes the database name and location and all fields except Notes, Abstract, Image, and Caption. Because reference data is kept with each formatted citation, you can collaborate with other authors on a paper without each author having the same database. Caution: Do not unformat the document if you do not have the original references in your libraries. Unlike formatted citations, unformatted citations require that you have the corresponding EndNote libraries open in order to format references. 13

14 There may be occasions where you want to copy all of the references used in a Microsoft Word document to an EndNote library. Perhaps you received only the formatted Word document from a colleague, and would like to create EndNote references to use later. Or, you may have a large EndNote library, but want to create a smaller EndNote library with only the subset of references used in your paper. To export references from a Word document to an EndNote library: (1) Open the document in Word. (2) From the Tools menu, go to the EndNote 6 submenu and choose Export Traveling Library. (3) On the dialog, select either: A new EndNote library: Select this button and click OK to select a folder and name the new library. - recommended so you can review the records before adding them to an existing library. An existing EndNote library: Select a library from the drop-down list or use Browse to locate the library. (4) There is an alternate way to copy references from your Word document to an EndNote library. Open both your Word document and the EndNote library. Then, in EndNote, go to the Tools menu, select Cite While You Write submenu >> Import Traveling Library. Converting Reference Manager and ProCite databases EndNote can convert Reference Manager and ProCite databases directly, without the need for an intermediary file. The process for converting these file types is different from EndNote's normal importing feature. To convert a Reference Manager or ProCite database to EndNote: (1) From EndNote's File menu, choose Open. A standard Open File dialog appears. If necessary, change the "List Files of Type" settings to "All Files (*.*)", then change to the folder where your Reference Manager or ProCite database is stored. (2) Select any one of the Reference Manager or ProCite data files and click OK or Open. (3) A dialog appears in which you can choose Customize, Convert, or Cancel. Choose Customize to modify the mapping of data from Reference Manager/ProCite fields to EndNote fields. In most cases it will not be necessary to change the field mapping unless you have customized your database or wish to customize the EndNote database. See Modifying Reference Manager and ProCite field mapping Choose Convert to begin conversion of the Database. EndNote suggests a name for the EndNote library that it will generate. You may change the name or location where it the new library will be saved and then click Save. 14

15 Still need more help with EndNote? Refer to the Library s EndNote website: Attend a Library EndNote course, details and available times are on the Library s EndNote web site, or refer to the more detailed guide Using EndNote (V6) with Library Databases also available from the library s web site. The main focus of Library EndNote tutorials is on using EndNote with Library Databases. The Student Learning Centre (students) and Center for Professional Development (staff) tutorials focus more on the use of EndNote when writing a paper. To get a good understanding of how to use EndNote it is recommended that you attend both the Library and Student Learning Centre or Centre for Professional Development EndNote tutorials, if you can. Student Learning Centre EndNote tutorial information available from: Centre for Professional Development information available from: Contact your Subject Librarian for assistance, a complete list of Subject Librarians is available from: 15

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