EndNote X6 Workshop Michigan State University Libraries

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1 EndNote X6 Workshop Michigan State University Libraries Contents What is EndNote?... 2 Building an EndNote Library... 2 Starting EndNote... 2 Manually Entering References... 3 Importing References from Databases... 4 Importing PDFs... 5 Searching and Downloading References from within Endnote (Online Search/Connection Files)... 6 Annotating PDF Documents... 7 Creating Custom, Smart, and Combination Groups... 8 EndNote X6 and Full Text... 9 Using Cite While You Write to Insert Citations and Create Bibliographies Microsoft Word Editing and Customizing Individual Citations Changing Bibliography Formatting EndNote X6 and EndNote Web EndNote Web Account and Login Syncing EndNote X6 and EndNote Web Setting Up Sync on Multiple Computers Collaboration with EndNote Web Collect References in EndNote Web Direct Export Online Search New Reference (Manual) Import References Additional Features Updating Filters, Output Styles and Connection Files Sorting and Searching for References Finding Duplicates Importing References from Other EndNote Libraries EndNote Support and Services Last Update: 10/10/14 HHC

2 2 What is EndNote? EndNote is a citation management software tool that allows you to: Collect and organize your citations and documents into an EndNote library. Make a bibliography by inserting citations directly from your EndNote library into your word processing document (Microsoft Word). Format your paper s references or bibliography automatically using the citation style of your choice (APA, Chicago, etc). Share citation collections for collaborative research and authoring. Building an EndNote Library An EndNote library is a collection of references There is no limit to the number of references you can enter into an EndNote library There is no limit to the number of libraries you can create. However it is recommended that you use a single library rather than create separate libraries for separate projects. You can open more than one library at a time Each library is a separate file that can be independently moved, copied, renamed, or deleted Starting EndNote When you first open EndNote, you will have the option to either: 1) Create a new library or 2) Open an existing library. If a library has not been created, select the Create a new EndNote library radio option and select OK. The File menu allows you to create or open a library any time after EndNote is started. Click on File, New to create a new library. Name your library. EndNote libraries always have.enl as the extension. Endnote also creates a folder with the same name as your library and a.data extension. This is where any file attachments in your library are stored. Do not forget to move the.data folder if you move your Endnote library.

3 3 Manually Entering References To add a reference manually, click on the References menu and select New Reference. You may also click on the New Reference icon (paper with green + sign). A New Reference window will open. The default reference type is usually journal article but many other formats are available (e.g., book, newspaper article). Click on the Reference Type drop-down menu to change to another format. Type as much information as you can into the reference (author, title, keywords, notes, etc.). Links to full text can be inserted in the URL field or full text of articles, figures, etc can be stored directly in the File Attachments field. Up to 45 files can be attached to a reference. When you have entered all the information, click the X in the upper right corner of the window. This saves the reference to your library. Tips: When entering names of authors, you can enter either the last name first or first name first. EndNote will automatically put the last name first in your bibliography. You can enter multiple authors by selecting the Enter key after each author name. When entering the names of corporate or government authors, end the name with a comma to prevent EndNote from treating the name as it does a person. For example: United States. Congressional-Executive Commission on China., You can edit references by double clicking on a reference in your EndNote library. You can mark references as read or unread, as well as give them ratings, by right clicking on them. Use the tabs at the top of the preview pane to view a reference, see how it appears in the selected citation format, and view attached PDF files. Most of the edit functions available in an open reference window can also be performed in the preview pane.

4 4 Importing References from Databases References can be imported from databases or indexes such as Web of Science, Medline or PsycInfo and many others available from the MSU Libraries. There are different ways to import citations from databases depending on each index or database. Direct Export Some databases allow you to import your citations directly into your EndNote library using the Direct Export feature. Basic steps for importing citations from a database: a. Search a database. Select and mark citations. b. Select the Save, Export or Download option. c. Select the Direct Export to Endnote option if available. (If Endnote is not specifically mentioned, click on the generic Save or Export or Download link or icon.) d. A new window opens with the heading Select a Reference Library. Select the EndNote library where you want to save the citations. For some direct export to Endnote databases, this is the last step. e. For other databases, you will need to select an import filter. A filter is a file that tells EndNote how to transfer information from your citations correctly into an EndNote library. Each database needs a different filter. Importing References as Text Files Another way of importing references into Endnote is by saving your citations from a database as a file (usually a text file) to import into EndNote. To do this, connect to the database, search for citations, mark to export, and then save/download them as a file. Different databases have different instructions for doing this. After saving your file of citations, follow these steps to import them into your library: a. Open your EndNote Library. select the File Import File b. Click on the Import icon or c. Click on Choose File and find the.txt file you saved. d. For Import Option, select the correct filter for the references you want to import. A filter is a file that tells EndNote how to transfer information from your citations correctly into an EndNote Library. e. Click Import.

5 5 Tips: The filter will match the name of your particular database, along with the name of its vendor/information provider (make certain both of these match exactly from which your references came as there are many vendors/information providers of the same database and each requires a unique filter). If you don't see your database and vendor/information provider immediately, choose Other Filters under Import Option and look for it. If it doesn t appear in this list, you may have to download the most recent filter, either from EndNote or sometimes the database. Always check that citations have been exported/imported correctly into EndNote. If this does not happen, your filter is probably out of date and needs to be updated. See end of handout for further information. For step-by-step instructions on downloading citations from specific databases into Endnote, see: (Downloading Citations from MSU Databases tab) Importing PDFs This feature is only available in Endnote X4 and later and is used when you already have a collection of PDF files saved that require entering into an Endnote library. This option only works if the PDF includes a DOI in the text. Example of article PDF with DOI: a. Place all PDFs in one folder. b. With a library open, in the Endnote X6 toolbar select File > Import > Folder to open the Import Folder window.

6 6 c. Select Choose and find the folder of PDFs. d. For Import Option: select PDF e. Select Import to start the import process. Searching and Downloading References from within Endnote (Online Search/Connection Files) Databases can be searched directly from within EndNote itself. Examples include library catalogs, Web of Knowledge and PubMed. This is the only way to download citations from the MSU Library catalog. Most databases and indexes cannot be searched from within EndNote. 1. In the Endnote X6 toolbar, select Tools > Online Search or the Online Search button. 2. Highlight the database and information provider to search.

7 7 3. Select the globe icon to create a temporary library to review search results before inserting them into your library. This may be selected by default. 4. The search pane is available at the top of the screen. Enter your search terms and select Search. 5. When the search is completed, a window appears with the number of references found. Click OK to view search results. Review the results and highlight to select items to be added to your library. Right-click and select Copy References To to add the selected citations to your library. Annotating PDF Documents EndNote X6 supports PDF document annotation. You can highlight text or add sticky notes within the document. Sticky notes attached to a PDF can be included in an EndNote search. To annotate documents: 1. Open the PDF viewer and go to the section where you would like to add a note or highlight. Select the desired area of text. 2. To highlight the text select the Highlight Text icon from the toolbar. The selected text will be

8 8 highlighted in yellow. 3. To add a note, select the Sticky Note icon from the toolbar. Double-click the comment bubble that appears to display a text box. 4. Enter your comment(s) in the text box. To close it select the small x in the top right corner. 5. Click the Save PDF icon in the toolbar to save any annotations made. Creating Custom, Smart, and Combination Groups EndNote X6 offers many ways to organize your references into groups (which are similar to folders or subsets). Groups can be created using custom, smart, or combination group options. References can be included in multiple groups, and deleting them from a group does not remove them from your library. Creating a Custom Group To manually organize references into a custom group, follow these steps: 1. In your EndNote library, Click on the Group menu. Choose Create Group. 2. A blank box will appear where you can enter a name for the custom group. Hit Enter when you ve finished entering your group name. 3. Select then drag references from your EndNote Library to a Custom Group. The references you selected will now appear in this group. Hold down the control key (Ctrl) to select more than one citation. Note: The grouped references will remain in your All References list as well. Creating a Smart Group To organize your references automatically into a group based upon selected criteria, follow these steps: 1. In your EndNote library, click on the Group menu. Choose Create Smart Group. 2. A search box will open in which you can enter keywords and terms. Click on Create. EndNote will then create a smart group containing only those references that match your keywords. 3. Under Smart Groups, the label New Smart will appear. Right click on it to rename the group. Creating a Combined Group To combine references from multiple groups into one, follow these steps: 1. In your EndNote library, click on the Group menu. Choose Create From Groups. 2. A search box will open in which you can choose which groups to combine. Note that you can select from Boolean Operators AND, OR, and NOT. Click on Create. EndNote will then create a smart group containing references from your other custom or smart groups. Creating a Group Set Groups can be organized into different Group Sets, which are similar to folders that store your groups. To create a new Group Set, in your EndNote library click on the Group menu and choose Create Group Set. To add a new group to a set, select the name of the set and then create a new custom, smart, or combination group.

9 9 EndNote X6 and Full Text Endnote X6 can be configured to search for and download the full text of articles in libraries. To configure this option 1. Go to Edit > Preferences > Find Full Text 2. In the new window, check the OpenURL box. 3. In the OpenURL Path: box, replace the default with: In the Authenticate with URL box, add 4. Check all the boxes ( ISI, DOI and PubMed) 5. Click OK and Apply After making the changes, highlight and select all references in the library for which full text is desired. In the Endnote toolbar, go to References > Find Full Text. Note: this will not find 100% of the online full text available at MSU. Use the library catalog to locate the full text of articles for the other citations.

10 10 Using Cite While You Write to Insert Citations and Create Bibliographies Microsoft Word Open both your EndNote library and the word processing document. 2. Start writing your paper. To add citations from your EndNote library, go to EndNote and select the citations you want. Hold down the control key (Ctrl) to select more than one citation. 3. Go back to your paper, choose the EndNote tab. (To change from Endnote to Endnote Web, use the Preferences option). 4. Select the Insert Citations icon on the left. Choose the appropriate style (APA, MLA, etc.) from the Style dropdown. Editing and Customizing Individual Citations Some citation styles require page numbers in the in-text citation. Alternatively you may wish to exclude the author or year from the in-text citation if this is already included as part of the narrative. 1. Place the cursor in the citation to modify. 2. Click Edit & Manage Citation(s).

11 11 3. The Edit Citation window opens. 4. Enter page numbers in the Pages: line. 5. Use the Formatting: drop down menu to exclude authors or year. 6. Click OK when done. Changing Bibliography Formatting Click on the arrow at the bottom right of the Bibliography button. The Format Bibliography window will open. Select the Layout tab. Format the bibliography section of your paper using the Font, Size, Line Spacing options. The Bibliography title section is used to title the bibliography section of your paper. Click OK when done

12 12 Endnote Web Users. Download and install the Cite While You Write Plug-In from the Format tab in Endnote Web. See above for how to insert and edit citations and bibliographies.

13 13 EndNote X6 and EndNote Web EndNote X6 allows for easy syncing with EndNote Web. EndNote Web is available through the ISI Web of Knowledge databases, which you can access through the MSU Libraries. This section will explain how to sync your EndNote and EndNote Web libraries only for information on how to use EndNote Web please attend one of our EndNote Web training sessions. EndNote Web Account and Login To use EndNote Web, you must register for a free account. The following steps will help you login or set up an EndNote Web account. Note: The purchase of EndNote X6 comes with a free 2-year subscription to EndNote Web, while MSU users have free access as long as they are at MSU. It is important that you use the following steps to create an EndNote Web account, instead of registering through EndNote X6, in order to identify you as an MSU user. 1. Go to the MSU Libraries homepage: 2. Select E-Resources (found under Quick Links or by going to the Resources tab) 3. Click on Web of Science, listed under Commonly Used E-Resources. Or, access through other ISI Databases (CAB Abstracts, Biological Abstracts, etc.) 4. In Web of Science, select My EndNote Web or Sign In located in the top, white toolbar 5. If you already have an account, enter the and password you registered with and Sign In 6. If you don t have an account, select Register and follow the registration steps. After creating an account, Endnote Web can also be accessed at: Syncing EndNote X6 and EndNote Web Once you have created an EndNote Web account you can synchronize it with your EndNote X6 library. The first time you synchronize EndNote X6 and EndNote Web you will be asked if you want to create a compressed copy of your library as backup. It is highly recommended that you do so, in case problems occur with the synchronization. To set up synchronization: 1. Click the Sync button in the toolbar (or select Sync from the Tools menu). 2. Enter your EndNote Web address and password to login to your account. Click OK to begin the synchronization process.

14 14 3. The synchronization process may take a while, depending on how large the library is. For the first synchronization EndNote copies all references in each library to the other. This may result in duplicates if references are in both X6 and EndNote Web these can be removed later. 4. Custom groups, including file attachments, will sync to EndNote Web but group sets, smart groups, and combination groups will not. Groups in EndNote Web will sync to X6 and appear in the Unfiled group set. 5. It is important that groups in X6 and EndNote Web do not have the same name to avoid confusion after the sync is complete. Groups that appear in both X6 and Web can be merged. If the group in Web has sharing options, leaving them on. After the sync select the appropriate group in the Unfiled group set and move the references from the X6 group to here. The original X6 group will be empty and should be deleted. The merged group can then be moved into the proper group set. 6. If a conflict occurs, a Sync Conflict group will appear in the X6 Groups panel. This is a result of editing a reference in both X6 and Web between synchronization, and EndNote does not know which one to keep. Select the group to open the Resolve Sync Conflicts dialog and remove the conflicts. After the initial synchronization, you can set Sync preferences by going to Edit > Preferences > Sync.

15 15 Setting Up Sync on Multiple Computers If you have EndNote X6 installed on a second computer, EndNote Web can be used to synchronize your references on both of them. References and custom groups will be duplicated, but group sets, smart groups, and combination groups will not. To sync with a second computer: 1. Create a copy of your library by going to File > Save a Copy > Save with a new name. You MUST make sure to rename the copy, otherwise you will delete all the references from your EndNote Web account and original X6 library when you set up the sync. 2. Sync your original library with EndNote Web to make sure it is up to date. Close the original library. 3. Open the copied library and delete all references and custom groups. Do not delete group sets, smart groups, or combination groups. If an error appears about a deleted group being necessary for establishing a combination group, make a note of it to set up the relationship again later. 4. Close the library and copy the.enl and.data files to the second computer. 5. Open the copied library on the second computer. Choose Sync and login to EndNote Web. 6. After the synchronization is complete all your groups will appear under Unfiled group set and can be moved to the proper group set. Relationships for combination groups can be reestablished. Future synchronizations will also include updates to your groups.

16 16 Under the Organize Tab (shown below), you can: Collaboration with EndNote Web Manage your groups: Here you can create, rename, delete, and share your groups with other EndNote Web users (see above). Sharing EndNote Web groups is great for collaborative projects! See Others Groups: See groups that have been shared with you (from other EndNote Web users). You can make these groups visible in My References by selecting the Show checkbox. You can hide them from My References by deselecting the Show checkbox (see below).

17 17 Collect References in EndNote Web Direct Export A few databases allow you to export directly to Endnote Web. These include Web of Science, EBSCO, etc. Look for a Save, Export or Download to Endnote Web option after doing a search and marking citations. In the Collect Tab in EndNote Web, you can add references 3 ways: 1) Online Search: connects directly to library catalogs and selected databases. This is probably the option you ll use the least. 2) New Reference: manually enter references that you don t have electronically 3) Import References: Import saved results from database searches or references from EndNote directly to EndNote Web. This is probably the option you ll use the most. Online Search Make sure you re in the Online Search section of the Collect Tab a. To add references via online searches of library catalogs and selected databases, select the library catalog or database from the dropdown (see above). The MSU Libraries Catalog can be searched by selecting Michigan St U. Use Customize this list to see all catalog and database options for online searches. b. Enter your keyword(s) and select the appropriate dropdown menus (ex: Author/Title/Subject). c. Select Search d. The next screen tells you how many search results were retrieved. Select Retrieve to view these

18 18 results. e. Select the checkboxes to the left of items that you want to add to your bibliography. Save your selections by selecting an option from the Add to Group dropdown menu above your results. f. You can save references to a group you ve already set up, a new group, or keep them in the unfiled section of My References New Reference (Manual) Make sure you re in the New Reference section of the Collect Tab a. Select Reference Type (book, journal article, etc.) from the dropdown b. Fill out as many of the bibliographic fields as you can c. Select Save. Manually entered references are initially placed in the Unfiled section of My References but can be moved to any group of your choice later. Import References Make sure you re in the Import References section of the Collect Tab You may import references from EndNote into EndNote Web (Select the Importing From EndNote? link for directions). Another way to import references into Endnote Web is by saving your database citations as a file (usually a text file) to import into EndNote Web. To do this, connect to the database, search for citations, mark citations to export/save, and then choose either the Export or Save/Download option (varies by database). Finally, save/export the citations to your computer. EndNote Web seems to work best with text files (.txt). Directions for Importing References from saved database searches: 1. Go to the Import References section of the Collect Tab (see above) 2. Find the File you saved from your database search by selecting Browse. Locate the file on the

19 19 computer you re using and click OK. 3. Select the Filter that matches the database and vendor you searched. Example: CINAHL (EBSCO). These filters put your file in the correct format for EndNote Web. Select the Customize this List link to only show databases you use the most. 4. From the To: dropdown, select the new, current, or unfilled group to send your references to 5. Click on Import

20 20 Additional Features Updating Filters, Output Styles and Connection Files Always check that citations have been exported/imported correctly into EndNote. If this does not happen, your filter or connection file is probably out of date and needs to be updated. Updating filters, styles and connection files: a. Find new filters at new styles at or new connection file at b. Save to the filters, connections or styles folders in your Endnote program folder. This is usually in the Program Files folder on your C:/ drive. Filters and styles can also be customized or created. Sorting and Searching for References Once you have references entered into your library, you can sort them or search for them using all fields. To sort and search for references, click on the Tools menu and choose from the following options: Search Library or Sort Library. Finding Duplicates To find duplicate references in your library, click on the References menu, and then select Find Duplicates. Importing References from Other EndNote Libraries Another feature of EndNote is the ability to import references from other EndNote libraries. To do this: 1. Open the EndNote library into which you want to import the references. 2. Click on the File menu and select Import. 3. The Import window will open. Click on Choose File and select the EndNote library you wish to import. Under Import Option, select EndNote Library. From the Duplicates drop-down menu, you can choose whether or not you want to import all references, eliminate duplicate references, or import duplicate references into the duplicates file. Then click on Import. EndNote Support and Services Endnote support line: Endnote Support Page: MSU Libraries EndNote training page: -Includes instructions for downloading citations from specific databases into Endnote. Contact the MSU Libraries EndNote Instructors: