EndNote - Introduction

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1 Library Services EndNote - Introduction EndNote X7 is a program which helps you to store, manage and search for bibliographic references in a personal database. You can attach full-text PDF articles to references. You can also take advantage of EndNote s Cite While You Write facility to insert citations (references) in a Word document and generate a list of references at the end of the document in a wide variety of styles. This guide explains how to run EndNote on the LJMU network or via LJMU s off-campus applications service how to create an EndNote library how to add references to an EndNote library manually how to create references from journal article PDFs how to store full-text articles with references in an EndNote library how to search for freely available full-text articles how to export references from certain databases directly into an EndNote library how to perform searches in certain databases from within EndNote how to download and import references from major databases into an EndNote library how to cite references from an EndNote library in a Word document and generate a reference list automatically with Cite While You Write. A guide to more advanced features of EndNote is available separately. It explains how to assign references to groups within an EndNote library how to print off selected references from an EndNote library how to set up EndNote to scan new PDFs of articles automatically how to rename PDF files how to annotate PDF files how to use a manuscript template wizard to prepare an article for submission to a journal how to add references to PowerPoint slides 1

2 Further help with EndNote is available via the Help menu within the program. The EndNote website includes a useful KnowledgeBase at A number of organisations have made videos illustrating many of the features described in this guide available on Youtube. Accessing EndNote Running EndNote X7 on a networked PC at LJMU An EndNote X7 tab appears on the ribbon within Word 2013 on a student or staff Windows 7 PC on the LJMU network. Click on this, then on Go to EndNote on the ribbon in Word and finally, click on the EndNote icon on the taskbar. Select Create a new EndNote library or Open an existing EndNote library. If these options do not appear, choose New or Open from the File menu in EndNote. Running EndNote X7 within the off-campus applications service The off campus applications service and how to access it are described here: Important notes To use the Direct Export facility described later in this guide within off-campus applications, launch EndNote before attempting to export results from Discover or any other database. Making a backup copy of your EndNote library It is always a good idea to make a back-up copy of your EndNote library regularly. The neatest way to do this is via the Compressed Library (.enlx) option on the File menu in EndNote. This saves your MyEndNoteLibrary.enl file, its associated.data folder, and all of its contents to a single compressed file. Check that Create, With File Attachments and All References in Library are selected before taking the next step and saving a compressed version of your library. 2

3 Creating a Compressed Library File 1. Open your library in EndNote. 2. From the File menu, select Compressed Library (.enlx) to display a Compressed Library dialog box. 3. Use the radio buttons to determine these options: Specify whether you want to Create a compressed library or to Create & the library. Specify whether you want to save file attachments with the library or not. Specify whether you want to save all references to the compressed library, only the selected (highlighted) references, or only the references in a specific group or group set. Click Next to display a file dialog. 4. Save the compressed library to a folder on your hard drive. You can rename the file if you wish. 5. If you selected the Create & option, EndNote will launch your default system, create a new message, and attach the compressed library file to the . Add the address of the recipient, the subject, and message. Click the Send button. Restoring a Compressed Library File 1. Use EndNote to open the.enlx file via Open on the File menu, which will extract the.enl file and the.data folder to the same folder where the. enlx file is located. 2. Use EndNote to open the.enl file as normal to use the library. 3

4 The EndNote toolbar The toolbar in EndNote X7 Move the mouse cursor along the toolbar to discover the function of each button. EndNote libraries EndNote stores references in files referred to as libraries. To create a new library, select File, New... In the New Reference Library dialog box, choose your M: drive and enter a filename if you do not wish to give your library the default name My EndNote Library and then click on Save. In addition to the above library file EndNote will create an accompanying folder, e.g. My EndNote Library.data. When creating a back-up copy of your library, be sure to keep a copy of both the library file and the folder. To open an existing EndNote library, start EndNote and then select File, Open and select the appropriate drive and library. To change the layout of the library on the screen, click on the Layout icon in the bottom right hand corner of the EndNote window. To switch to the layout illustrated on page 5 below, tick Groups Panel Left and Reference Panel Bottom Split. Adding references to an EndNote library There are several ways to add references to an EndNote library: Type them in individually Let EndNote scan PDFs of articles Export search results from a database Conduct an online search from within EndNote Search a remote database, download selected references into a text file and import them into EndNote through the appropriate filter. In each case the first step is to open the library. From the File menu choose Open, Open Library. Click on the appropriate library and then on Open. 4

5 Typing in references Click on New on the References menu or on the New Reference button on the EndNote toolbar. The EndNote template for a reference to a journal article 1. EndNote provides input templates for references to over 40 types of material. Journal Article is the default reference type. Click on the Reference Type drop-down menu to select another reference type, if necessary. If you change the reference type, click in the Author field of the selected template before you start typing details. 1.1 Choose Electronic Article rather than Journal Article as the reference type, if you wish to include a URL in the reference and want it to appear in the final reference in your Word document. 1.2 Choose the Book section reference type to store details of a chapter in a book. 2. Type in the author s name. a) Author names can be entered in either first middle last or last, first middle order, e.g. John Edward Smith or Smith, John Edward. If you enter last name first, be sure to include a comma between the author s last name and initials or last name and first names. EndNote will reduce full first names to initials, if the style you choose for your reference list requires it. As you type, EndNote will suggest names already in your library which are similar to the one you are entering. To accept a suggested name, press the Tab key. If you are entering a new name, keep typing until you have completed the name and then press Return. New authors names appear in red until the reference has been saved. b) If an item has more than one author, press Return when you have entered the first name and enter the second name on a second line in the author name field. Omit the word and between the names or et al. after the last name. c) If the item has a corporate author, e.g. Department of Health, add a comma after 5

6 the name of the organization, i.e. Department of Health, This will ensure that the organization s name is displayed correctly. 3. Press the Tab key or click in the next field to move through the reference. 4. Enter all details in plain text, i.e. omit brackets, extra punctuation, bold, italics or underlining. EndNote adds these automatically where necessary when it generates a reference list in the style you select. 5. To avoid gaps within a reference, take care not to include any unnecessary spaces as you type in details. 6. Close the reference window when you have entered all the relevant details and confirm that you wish to save it. To add further references repeat steps 2-6. To insert accented or other non-standard characters in a reference, use the Windows Character Map program. This is available via Start, All Programs, Accessories, System Tools, Character Map. Select the character you need, copy and paste it into the relevant location in the reference. To amend a reference, double click on the entry in the library window to open it. Make the necessary changes, close the reference window and click Yes to save the changes. To preview a reference in a particular style, click on it and then click on the Preview tab in the bottom left hand corner of the window in which the open library is displayed. To change the style, choose a new one from the drop-down menu to the left of the EndNote toolbar. 6

7 Creating EndNote records from a collection of PDF articles If you already have a collection of journal articles in PDF files, Endnote may be able to create records for them. This only works with PDFs created recently by publishers who embed bibliographic data (typically a DOI) in the documents. EndNote is able to retrieve details of articles from the international DOI database. 1. Place all the PDFs in one folder. 2. Open your Endnote library. 3. Click on File. 4. Click on Import. 5. Click on Folder. 6. Import Options > PDF should already be selected. If not, use the dropdown menu to select PDF or Folder 7. Check the Duplicates option. Select your preference. 8. Click on Choose 9. Find the folder containing your PDFs and click on it. 10. Click OK. 11. Click on Import 12. A copy of any PDFs with embedded DOI data will be imported to new records with matching bibliographic data. 13. Other PDFs will be added to individual default journal article records and the file name of the PDF will be listed in the title field. Click on the PDF & Quick Edit tab in the bottom pane to enter details of the items in their records manually. Annotating PDF files To highlight text or to attach a note to a PDF attached to an EndNote record, click on the open PDF button on the toolbar above the PDF article display To add sticky notes or highlight text click on the sticky note or highlight button on the PDF reader toolbar. To hide sticky notes and text highlighting on a PDF, right click on the text of the open PDF and select Hide Notes/Markup from the menu. To restore them select Show Notes/Markup from the menu. Storing full text articles in your EndNote library It is possible to store PDF articles and other documents within your EndNote library as well as their bibliographic details. To attach a PDF file to a reference, right click on the entry in the library window, select Attach File and browse to find the file. The PDF files are stored in the PDF sub-folder within the.data folder which accompanies your EndNote library. 7

8 Opening PDFs attached to references in EndNote To open a PDF file which is attached to a reference, select the reference and then click on the Open File button on the EndNote toolbar. This opens Adobe Reader which displays the PDF. To open a hyperlink which is attached to a reference, select the reference and then click on the Open Link button on the EndNote toolbar. This opens Internet Explorer which displays the appropriate web page. PDFs attched to EndNote records can also be viewed via the PDF and Quick Edit tab in the bottom pane of the EndNote window. Searching for free full-text articles from within EndNote Some journal articles are freely available from websites. To check whether any of those recorded in your library fall into this category 1. Select the reference(s) within your EndNote library. 2. Click the Find Full Text button on the EndNote toolbar. Click Continue/OK if a warning message about Copyright relating to downloading full text articles appears. The progress and results of the search are displayed on a line below the Preview/Search pane. If EndNote finds a free version of the full text of the article in PDF, it will attach a copy of the file to the File Attachments field within the appropriate reference in your EndNote library. If EndNote finds an article which is freely available in HTML, it will add a hyperlink to the article to the URL field within the appropriate reference. N.B. This facility does not pick up articles available to members of LJMU through paid subscriptions. A paper clip icon to the far left of a brief entry in your library indicates that a PDF file is attached to that reference. You may attach more than one hyperlink or PDF to a reference. Exporting references direct from databases Discover and many of the individual databases which LJMU subscribes to offer a Direct Export option which allows you to search within the database, select references and then transfer them to your EndNote library in a matter of seconds. If you want to use this facility when running EndNote within off-campus applications, launch EndNote before attempting to export references from a database. Individual databases which offer the Direct Export facility include ScienceDirect, Scopus, Web of Science, Medline, CINAHL, Sport Discus, Academic Search Complete, Business Source Complete, Emerald, IEEE Explore and COPAC. Typically, the process involves selecting the references in your search results (by ticking boxes or adding them to a folder in the case of Discover and Ebsco databases), clicking on a Direct Export button, selecting the level of detail for each reference (typically citation only or citation and abstract) and EndNote or RIS as the format for the references. 8

9 If you have EndNote running already and a library open, the exported references will be added to that library. If EndNote is not already running, it will be launched, your library will be opened and the references added to it. If you have more than one EndNote library, you will be prompted to choose the library you want the references to be added to. If an Open or Save option appears after you click to direct export references from a database, select Open to launch EndNote. Special notes about exporting references If you are asked to select a filter after clicking Direct Export, choose RefMan RIS. Titles in some references you export may be in capitals. To correct this once you have the reference in your library, open it, select the contents of the title field, click on the Change case button and choose the option you need. Searching a database from within EndNote EndNote provides a collection of Connection files which allow you to connect to certain (Z39.50 compliant) databases on the worldwide web, perform simple searches for references and add them to an EndNote library. Members of LJMU can use this feature to search PubMed and a number of American and British university library catalogues including LJMU s library catalogue. To see the full list of available Connection files, click on more at the bottom of the list under the Online search heading on the EndNote screen. Although the full list of files includes Connection files for many of the databases to which LJMU subscribes, many of these are only compatible with the American versions of the databases and not with those available in the UK. The following instructions describe how to search online in integrated library and online search mode, i.e. with the third button on the toolbar in EndNote selected: To connect to LJMU s library catalogue to retrieve references to books 1. Click on more under the Online search heading. Select Liverpool John Moores U from the list of connection files and click on Choose. EndNote will then open a Search Liverpool John Moores U window. 2. Type your search term(s) into the box. 3. If the set of results seems too big, refine the search by adding another term or limiting it to word(s) in titles. 4. To add another term to a search, click Cancel to return to the Search tab. 5. Set the Boolean operator at the beginning of the second search line to And. 6. In the second search line type in another search term. Click Search. 7. Change the number in the second box, if you do not wish to download all the references found. 8. Click OK to retrieve and save the results of your search. The references are 9

10 downloaded into your library and appear both in the All References group and in a temporary group for the Liverpool John Moores U database connection. You can halt the retrieval process at any time by clicking the Cancel button on the Search tab. Records that have been processed up to that point will have been added to your library. To connect to PubMed (the US National Library of Medicine s public access version of Medline, the major medical index) 1. Click on PubMed (NLM) from the list of services under the Online Search heading. EndNote will then open a Search PubMed Medline at PubMed (NLM) window. No username or password is required for PubMed. 2. Type your search term(s) into the box. 3. If you need to refine a search, add another term or limit the search to article titles or MeSH headings. 4. To add another search term, click Cancel to return to the Search tab. 5. Set the Boolean operator at the beginning of the second search line to And. 6. In the second search line, select Any Field from the field list and type in another search term. Click Search. 7. If you want to accept fewer than all the results of a search, change the number in the second box. 8. Click OK to retrieve and save the matching references. The references are downloaded into your library and appear both in the All References group and in a temporary group for the PubMed database connection. You can halt the retrieval process at any time by clicking the Cancel button on the Search tab. Records that have been processed up to that point already exist in the library. The temporary PubMed (NLM) group will be reset to 0 references when you close the library. Reviewing your search results Once you ve retrieved references, you can look through them to decide which ones you want to keep. You could open each reference individually to scan its details. Alternatively, you can use the Preview tab as follows: 1. Click on a reference in the reference list. 2. In the Tab pane, click on the Preview tab to display a reference preview. 3. On the toolbar, select the Show All Fields output style from the output style list so that all the information in the references is displayed. On the Preview tab, you can scroll through the data in the selected reference. 4. Journal titles are abbreviated in PubMed references. To discover the full form of a journal title, type the abbreviation given in the PubMed reference into the box on the following web page: 10

11 5. To replace an abbreviated journal title with the full title, select Change Text on the Edit menu. Enter the abbreviated title, e.g. J Adv Nurs, in the Search for: box and the full title, e.g. Journal of Advanced Nursing, in the Change the text to: box. Click on Change. EndNote will report the number of references in which it has found the abbreviated title. Click OK to replace the abbreviated title with the full title in each of the references found. 6. Open a reference and change the reference type from Journal Article to Electronic Article, if the reference includes a URL which you want to appear in the reference when you use it in a Word document. Deleting Unwanted References 1. Within the group of references you have just downloaded, select the displayed references which you wish to delete by holding down the CTRL key and clicking on the individual references. (Use SHIFT+click, or click and drag, to select a range of consecutive references.) 2. From the References menu, select Move References to Trash. The selected references are removed from the library and put in the Trash group. The references are now officially no longer in your library. They will not appear in any other group or reference list, they are not included in your reference count, and they cannot be cited. They are not completely deleted until you go to the Groups menu and choose Empty Trash. Until you choose Empty Trash, you can still drag references from the Trash group back into your active library. 3. If you are sure that you want to delete the references, click on the Trash group and then go to the References menu to select Empty Trash. 4. Confirm the deletion by clicking OK. 5. Click the All References group to return to the full reference list. If you wanted to do another online search at this point, you could display the group of references retrieved by your last search, enter another search strategy, and click Search again. On the Confirm Online Search dialog, you are asked, Clear currently displayed results before retrieving records? Ticking this check box removes the previous downloaded references from their temporary group; they still exist in the library. It is an easy way to see just those references downloaded with the current search strategy. Importing references downloaded from a remote database into an EndNote library If the database you are searching does not offer the Direct Export option, you can probably download the references you want to a.txt file and import them into your library through one of the filters which EndNote includes. References must be saved in plain text files in layouts which EndNote s filters can recognise. To access the File menu in Internet Explorer 9, press Alt + F Some of the databases to which LJMU subscribes are available through more than one service provider. This list is annotated to show which filters to choose to import references successfully. 11

12 ASSIA (ProQuest) Biosis Previews (SP) CINAHL Plus with Full Text (EBSCO) Compendex/ INSPEC (Engineering Village 2) ERIC (EBSCO or ProQuest) GeoBase (Engineering Village 2) JSTOR (RIS - Ref Man) Medline (EBSCO) MLA International Bibliography (EBSCO) PsycINFO (EBSCO) SportDiscus (EBSCO) Links to the above services are available via the Databases A-Z option on the Electronic Library page General notes about downloading As you select a filter from the list of databases within EndNote, notes on the format to choose when downloading and any changes you might need to make to records after downloading are often displayed in the Comments box at the bottom of the list display. Please note that downloaded references must be saved in plain text files. Some services may download references into a file with the extension.dat or.ris rather than.txt. EndNote can also handle these formats. If a downloaded reference to a journal article includes a URL which you want to appear in the reference when you use it in a Word document, open the reference in EndNote and change the reference type from Journal Article to Electronic Article. Preparing references from CINAHL Plus with Full Text, Medline, SportDiscus, PsycINFO, ERIC or MLA International Bibliography 1. Add the references you wish to save to a folder. To do this, click on the Add to Folder link each result in the display. 2. Save the references you ve added to your folder a. Click on the folder icon on the toolbar, which now has items. b. Select the references and then click on the Export button above the list of references. c. Choose Generic Bibliographic Management Software as the format and save the file in a convenient location. When the references are displayed in a new browser window, choose Save as from the File menu and change the file type to.txt. 12

13 Preparing references from the ISI Web of Science 1. Tick the boxes next to the references you wish to save. Click the more options link. 2. Select Save to Plain Text from the Save to other Reference Software drop-down menu. Please note that the Save to EndNote, RefMan, ProCite option does not work due to the way in which EndNote X2 and Word 2007 are configured at LJMU. 3. Click on Save. The system will name the file of references savedrecs.txt unless you change it. Preparing references from British Education Index (Now via ProQuest) 1. Select the references you wish to download. 2. At the bottom of a page of results, choose a Display Format (level of detail) and select RefMgr, ProCite, EndNote as the Output Format 3. Change the numeric file name allocated by the system to something more meaningful, if you wish, but be sure to save the file as an RIS Formatted File, i.e. with the extension.ris. 4. Choose Reference Manager (RIS) as the import filter for the file of downloaded references. Preparing references from JSTOR JStor allows you to download references in the RIS format. These can be imported into EndNote via the RIS - RefMan filter. 1. To download a single reference from JStor, click on the Export this Citation link below the reference within your JSTOR search results which you wish to download. Click on the EndNote, ProCite, Reference Manager (download RIS file) option link and save the file. Unless you change it, JSTOR will name the file citations.ris. Do not change the.ris file extension. 2. To download a group of references from JSTOR, create a free MyJSTOR account, if you have not already done so. Tick the boxes to the left of the references you wish to download. Click on Save citation(s) (Requires login) and login to your MyJSTOR account. Select the references you wish to download and click on Save Citation(s). Downloading references from full-text journal services ScienceDirect 1. Tick the boxes next to the references you wish to download. 2. Click on the Export Citations buton above the search results display. 3. Select either Citations Only or Citations and Abstracts as the Content Format. 4. Select RIS format (for Reference Manager, ProCite, EndNote) as the Export Format. 5. Click on the Export button, then on Save and select the location and filename you wish to use. The file will be saved with a.ris extension. 6. When importing the downloaded references into EndNote, choose the 13

14 Emerald Fulltext Swetswise 14 Reference Manager (RIS) filter. 1. Tick the boxes next to the references you wish to download. 2. Click on the Go button to the right of Add to the marked list Session Marked List. 3. Select Marked List from the left hand menu to view the references selected. 4. Click on the Download (ASCII) link. 5. Click on the File menu in Internet Explorer. Select Save As and then Save as type Text File (*.txt). 6. When importing the downloaded references into EndNote, choose the Emerald filter. 1. Click on the Download results link above the list of results. 2. Select the details you wish to download for each reference. 3. Choose EndNote as the default download file type. 4. Click on download. 5. When importing the downloaded references into EndNote, choose the EndNote Import filter. Academic Search Complete or Business Source Complete 1. Add the references you wish to download to a folder within Academic Search Complete or Business Source Complete 2. Click on the folder containing the references. 3. Click on the Export icon. 4. Select the Generic bibliographic management software option and save the file in plain text (.txt) format. 5. When importing the downloaded references into EndNote, choose the Acad Search Comp or Bus Source Comp filter, as appropriate. Importing downloaded references into EndNote References saved from databases are imported into EndNote via filters. Choose Import on the EndNote File menu or click on the Import button on the EndNote toolbar. 1. Click on Choose File in the Import dialog box to locate and open the file containing the references you wish to import. 2. Select the appropriate filter from the drop-down Import Option list. Most of the filters needed to import references from databases available to members of LJMU are listed under Other filters 3. Refer to the list above, if you are unsure which filter you need to select to import references successfully. 4. Select an option from the Duplicates list. Import All imports all references, including duplicates. You can identify and discard duplicate references later. Discard Duplicates imports all references except duplicates. A reference is considered a duplicate if the author, year, title and reference type match a reference already in the library. Click Import to import the references.

15 5. Leave the text translation option on its default setting. 6. Once a batch of references has been imported, only the newly imported references are displayed in the Library window. A group named Imported References appears in the list of groups. To display all the references in a library, click on All References on the groups list. It is possible to import references from different databases into a single EndNote library provided that each set of references is imported through the appropriate filter. Deleting references from your library To delete references from your library, display All References and click on the reference(s) you wish to delete. Choose Move References to Trash from the References menu. If you do not empty the Trash, by choosing Empty Trash from the bottom of the References menu, before closing EndNote, the program will ask whether you wish to empty all records from the Trash. To restore records in the Trash to your library, display the Trash group, select the references you wish to restore and drag them over to the All References group. 15

16 Citing references in a Word document and generating a list of references EndNote has an extremely useful Cite while you write feature which allows you to access the references in your EndNote library as you write a Word document. You can then hop from Word to EndNote, select references from your EndNote library whenever you wish, hop back into Word and incorporate the references into your Word document in a style of your choice. If you have collected references from a number of different databases, your library may contain some duplicate references. Before you start writing a document in Word and adding references via Cite While You Write, it is worth checking your library for duplicate references and deleting any that you find. To do this, click on References, Find Duplicates within EndNote. If EndNote finds duplicate references it will open them for you to check and choose the one which you wish to keep. The EndNote X7 tab in Word 2013 To insert a reference in a Word document: 1.1. Check that Instant Formatting in On 1.2. Place the cursor at the point in the text where the reference should appear Click on the EndNote X7 tab within Word Click on the Go to EndNote button under the EndNote X7 tab Click on the brief entry for the reference in your EndNote library Click on the Insert citation button on the toolbar within EndNote. It may take a while for the selected reference to appear in your Word document Each time you insert a reference an appropriate brief citation appears in the text and a full entry is added to the reference list at the end of the document To insert several references at the same point in a document, select the entries in your EndNote Library and click on the Insert Citation button on the toolbar in EndNote. To select consecutive references, click on the first one, hold down the shift key and then click on the last reference required. To select a number of non-consecutive references, hold down the Ctrl key and click on each of the references required If the author s name or the year of publication already appears in the sentence which contains the citation, you can hide it in the brackets in the text by highlighting the citation in the Word document, clicking on Edit & Manage Citation(s) under the EndNote X7 tab and choose the appropriate Formatting option(s). Click OK to implement the change(s) to the citation. 16

17 To add a page number to a citation, highlight the citation in the Word document, click on Edit & Manage Citation(s) under the EndNote X7 tab and enter the page number(s) in the Suffix field not the Pages field. Include any spaces or punctuation which you wish to appear between the year and the page number(s), e.g., p.123. Click OK. 2. To remove a citation from a document, highlight it, click on Edit & Manage Citations 17

18 under the EndNote X7 tab. The reference you have highlighted in your Word document will be highlighted in blue in the EndNote X7 Edit & Manage Citations dialog box. Click on the down arrow to the right of the Edit Reference button and then click on Remove citation. 3. This ensures that the citation is removed cleanly from your text and from the list of references at the end of the document (unless you have referred to it elsewhere in the document). 4. To indicate a secondary reference, enter brief details of the item cited in the prefix box so that they appear in front of the standard reference in your text. Include a note of the relevant page in the Suffix box. 5. Choose Save from the File menu in Word. 6. To change the style of the references in your Word document, choose a new style from the drop-down list of styles in the Bibliography group If necessary, you can change the font and/or size of the text in your reference list to match that in the body of your essay, by clicking on the small arrow in the bottom right hand corner of the Bibliography group under the EndNote X7 tab (Bibliography Preferences), clicking on the Layout tab and then selecting the appropriate font and size from the drop-down menus. Click OK to apply changes made There are also options under the Layout tab to add a title to a reference list, change line spacing within and between entries on the list and change the depth of the indent for the second and subsequent lines within entries. 18

19 Using the Vancouver style in EndNote In this style journal titles are abbreviated in accordance with a standard list used in Medline. These abbreviations are contained in a so-called medical journals term list supplied with EndNote. If you are importing the list into an EndNote library which already contains references, you will need to first delete the existing terms in your library s journals term list. To do this: 1. Open your EndNote library. 2. Click on Tools on the menu bar. 3. Choose Open Term Lists and then choose Journals. 4. Click anywhere in the window where the journal titles are displayed. 5. Press Ctrl+A to select all terms. 6. Click on the Delete Term button to delete all the terms. 7. Close the Term Lists dialog box. Importing the Medical Journals term list 1. Open your EndNote library. 2. From the Tools menu, choose Define Term Lists 3. Click on Journals terms list, then click on Import List 19

20 4. Select the Medical list and click Open. 5. Click on OK. 6. Close the Term Lists window. Modifying the Vancouver output style The next step is to modify the Vancouver output style so that it uses the abbreviated journal title when formatting your reference list 1. From the Edit menu in EndNote, select Output Styles, and Edit Vancouver. 2. Highlight Journal Names in the column on the left. 3. Click in the Abbreviation 2 check box on the right. 4. Close the Vancouver style window and save the style with a new name, e.g. Vancover abbreviated titles. 20

21 Using the LJMU History (modified MHRA) style in EndNote 1. Open your Word document and your EndNote library. 2. Select LJMU History as the style within EndNote and on the EndNote ribbon in Word. 3. On the References tab in Word, click the diagonal arrow within the Footnotes group and make the following selections and click Apply. If Apply is greyed out, click Cancel. 4. Type some text into your Word document until you need to insert a citation. Leave the cursor where you wish to enter the citation. 5. Go into your EndNote Library and highlight the reference you wish to cite. 6. Go back to your Word document and click on Insert Footnote in the Footnotes group on the References tab in Word to create a footnote in your Word document. 21

22 7. With your cursor still in the footnote, go to EndNote and click on the Insert Citation button on the toolbar to insert the reference. When you start writing a new document, the bibliography may appear above the footnotes on the first page of the Word document, but it should move down the page and towards the end of the document as your writing progresses and the document grows longer. You may need to click on in the Bibliography group on the EndNote X7 tab in Word to reformat your document so that the bibliography appears at the end. 8. If you enter a new footnote in the text between two existing ones, they will be renumbered in the order in which they appear in the text, i.e. if you insert a new footnote between existing footnotes 7 and 8, they will be renumbered 7, 8 and Removing a footnote is a two stage process. a. Highlight the reference in the footnote at the bottom of the page and delete it via the Remove Citation option under Edit and Manage Citation(s) in the Citations group under the EndNote X7 tab in Word. b. Highlight the footnote in the text and press the Delete key. 10. To add a page number to a footnote, highlight the reference in the footnote and click on Edit and Manage Citation(s) in the Citations group under the EndNote X7 tab in Word Enter the page number in the Pages box, e.g. 11. To create a secondary reference like the one in footnote 4 below 22

23 a) Insert a reference to the item you have consulted in a footnote. b) Click on the footnote and select Edit & Manage Citation(s) under the EndNote X7 tab in Word. c) Enter details of the item quoted in the Prefix box, e.g TNA INF1/724. Memorandum by the International Broadcasting and Propaganda Enquiry, 21 June 1939 quoted in and a note of the page number in the Pages box. d) Click OK and this information will wrapped around the original footnote. e) You may need to select the title of the item in the notes within the footnote and set them in italics. Selecting text in a footnote is easier if you first enlarge the text by means of the Zoom control in the bottom right hand corner of the Word window. Splitting a bibliography into categories of materials, e.g. primary and secondary sources Once you have entered citations in a Word document, you can, if you wish, assign the references to categories, e.g. primary or secondary sources, to produce a bibliography which is split into sections. Click on Categorize References and select Configure Categories Click on the reference(s) in the list on the right and drag and drop them on the appropriate category and click OK. 23

24 Click again on Categorize References and select Group References by Custom Categories To add another category, click on Categorize references, Configure categories and then on the + next to Category Headings. Type the name of the new category in the empty box which appears at the bottom of the list of category headings. Initial single bibliography at the end of the document References Calder, Angus, The People's War. Britain , Pimlico, London, 1969 Mackay, Robert, Half the Battle. Civilian Morale in Britain during the Second World War, Manchester University Press, Manchester, 2002 McLaine, Ian, Ministry of Morale. Home Front Morale and the Ministry of Information in World War II, George Allen & Unwin, London, 1979 The same bibliography after the references have been assigned to categories Primary Sources or Secondary Sources. 24

25 References Primary Sources Calder, Angus, The People's War. Britain , Pimlico, London, 1969 McLaine, Ian, Ministry of Morale. Home Front Morale and the Ministry of Information in World War II, George Allen & Unwin, London, 1979 Secondary Sources Mackay, Robert, Half the Battle. Civilian Morale in Britain during the Second World War, Manchester University Press, Manchester, 2002 Frequently Asked Questions Why isn t the name of the organisation displayed correctly in my reference list? If you enter the name of an organisation (a corporate author) in the author field in an EndNote reference, be sure to add a comma immediately after the name, e.g. Liverpool John Moores University, If the name of the organisation includes a comma, e.g. Department for Business, Innovation and Skills insert a second comma immediately after the one in the name rather than at the end of the name, e.g. Department for Business,, Innovation and Skills Why hasn t EndNote displayed all the details I ve provided in the references it s produced? Some styles will not display all the details you provide about items. If a reference to a journal article includes a URL which you want to appear in the reference in a Word document, try opening the reference in EndNote and changing the reference type from Journal Article to Electronic Article. I ve amended a reference in my EndNote library since I used it in a Word document. How can I get the change to appear in the Word document? With your EndNote library and Word document open, check that the appropriate style is selected in both programs. Click on Update Citations and Bibliography in the Bibliography group under the EndNote X7 tab in Word. The reference I ve inserted looks strange, e.g. {Smith, 1981 #18} rather than (Smith, 1981). Check on the EndNote X7 toolbar in Word that Instant formatting is on. Rob Caley, Avril Robarts Library December

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