ENDNOTE BASICS by Darren Cronshaw

Transcription

1 ENDNOTE BASICS by Darren Cronshaw Students are encouraged to access a copy of Endnote and NVivo10 for the lecture/workshop on software and research, so they can work and practice on it. Endnote is available for purchase online, or a free trial download is available at NVivo may be purchased, or in the first instance it is better to download a free trial version at If you use the free downloads, do so a fortnight before the lecture (and not more than a month before the lecture) and start playing with them beforehand and come with your questions. And feel free to start to work through these workshop notes of Endnote Basics (drawing largely on Ross Langmead s tutoring). 1 WHAT IS IT? Endnote is bibliographical database software with many uses. My supervisor at Whitley College (University of Divinity), Ross Langmead, introduced me to it and it has saved me hours (and literally weeks and perhaps months of work). These notes are largely from Ross seminar. You enter details of references (such as author, title or date) in database fields and it spits them out in various formats to comply with different standards for citation. You can organise all your references with Endnote, store your notes, insert footnotes in your papers, create bibliographies, search online library catalogues and databases, and keep track of all your reading. You can customise Endnote almost infinitely if you need to. It becomes your ever- present companion program, running alongside your word processor (particularly Microsoft Word). A bibliographical database is almost a must for postgraduate students these days, not only to organise their references and notes but also to format footnotes consistently and generate their bibliography automatically. Once you get this software you wonder how you ever did without it, just like the word processor. It is available for both PC and Mac. There are other brands, such as Reference Manager, ProCite and Bookends, and Nota Bene (an integrated word processor and bibliography manager). Word 2008 and later versions also come with a very basic citation manager. Endnote, however, is the market leader and is available without cost to MCD research students, and I only know and use Endnote. Its basically a semi- automatic database manager and bibliography- maker that is an invaluable resource for postgraduate research. Copyright 2015 Australian College of Ministries. All rights

2 2 HOW DO I GET IT? You may have already downloaded a 30- day trial version or accessed the full version. The normal retail price otherwise for EndnoteX7 is $399 (or $345 to download), or $179 ($169 to download) for full- time students (see An upgrade is $159 ($139 to download) if you have an earlier version serial number. Endnote is now up to Version X7. I use X6, and have used Versions x5, x3, 10, 7, 5 and 4 and maybe 3 but I cannot recall. They all work with the same format but as the software has developed it has added extra utilities and helpful add- ons. Later versions follows the Unicode system of characters, which may be important for some disciplines such as biblical studies. Later versions can read libraries in earlier versions (they are backwardly compatible ), but earlier versions can t read everything in versions since 8 (they are not forwardly compatible, due to the new Unicode standard and other new features). More technical information is to be found on the Melbourne University site ( or the Endnote site ( 3 WHAT CAN IT DO? a Store bibliographic details It can store details of a reference of any type, e.g., article, book, chapter, thesis, audio- visual, map, web page. There is a wide range of fields within each record: not just author, title and so on, but also edition, translator, abbreviated journal name, series editor and so on. You can customise it endlessly too. It s easy to use.

3 b c d Store notes You can enter up to 5000 words per reference in the abstract and/or notes fields, plenty for notes on most references. It is even enough space to paste parts. Later you may search notes for words or phrases. Select lists using indexes You can enter key words as indexing words, and easily extract all references with those key words. The search engine is quite powerful and flexible, which is necessary when you eventually get a large library of references. Produce references in whatever format you need In the Chicago style, for example, footnotes look like this: Dietrich Bonhoeffer, The cost of discipleship (London: SCM, 1959). In the Chicago style your bibliography references will look like this: Bonhoeffer, Dietrich. The cost of discipleship. London: SCM, The APA style (that missiology and sociology tends to prefer) produces a bibliography formatted like this: Bonhoeffer, D. (1959). The cost of discipleship. London: SCM. You can define new styles or modify existing ones. Research theses usually use Turabian style, based on Kate Turabian s book, A manual for writers of research papers, theses and dissertations, 1 which outlines the Chicago set of conventions. I think all research students should have a copy and use it. It is important to set this up correctly examiners notice when your referencing style is precise and consistent (or not!), especially in this class. e Search and import from online catalogues and databases You can search and import reference details from online catalogues, not just finding where books are but save time typing them in. 4 GETTING A LIBRARY GOING Here are some basic instructions. Have a go at practising each step, and consult me if you have any issues or questions. a Start a library 1 Kate L Turabian et al., A manual for writers of research papers, theses, and dissertations: Chicago style for students and researchers, 7th ed. (Chicago: University of Chicago Press, 2007). Some research students use an alternative, such as the Society of Biblical Literature (SBL)/Journal of Biblical Literature (JBL) style. Note that the style is complex. As a result, Endnote can t do it all automatically (see <

4 Go to File > New. Give it a name and save it to somewhere in your documents, not applications this is so that it gets backed up more often.

5 b Make sure this library opens automatically Go to EndnoteX_ > Preferences > Libraries. Select Add Open Libraries. c Choose a style to use Go to Edit/Output Styles and choose a style (from the options). This determines e.g. whether a journal article will appear on bold, italics or underlined, and whether issue numbers are in (parentheses). Different styles are available for different fields or journals, and can be customised to suit. A common one is Chicago 15thA, which matches the 15th edition of the Chicago Style Manual. (If there are none to choose from, go to Edit/Output Styles/Open Style Manager and mark some of those you might use. Close the Style Manager and try again.)

6 d Open the preview panel Click on the triangle at the bottom left of the library window to open an area where you ll be able to see how your style will work. e Enter a reference Go to References/New Reference. Enter details, using little punctuation and plain font. Select whether book, journal article, electronic article, book section or whatever. Close it. It should be visible in the library. If you select it, the formatted version should be visible in the preview panel.

7 f Enter some other (varied references) Enter another varied reference; journal, thesis, edited book or book section. g Enter them into a word document Open a word document. Click on the reference in endnote you want to input. Go to tools, Endnote X and Insert Selected Citation (or use the shortcut bar or key).

8 h Format a bibliography Go to tools, Endnote X_ and Format a Bibliography. i j Check your preferences Check the formatting and if you want to change anything do it under preferences or output styles in Endnote X_. Unformat the citations, reformat the bibliography and see how your new bibliography looks. Repeated citations Repeated citations can be automatically abbreviated if you choose. (Select this in Edit > Output styles > Chicago 15thA > Footnotes > Repeated Citations > tick use short form ) e.g., First footnote: Kate L Turabian, John Grossman and Alice Bennett, A manual for writers of term papers, theses, and dissertations, 6th ed. (Chicago: University of Chicago Press, 1996).

9 Second footnote: Turabian, Grossman and Bennett, A manual for writers, p. 45 k l Repeated citations You can also use an author- date method for in- text citations, and adjust formatting preferences for that. Indexing help Enter key words with each reference and then you can search for references that contain them.

10 m Import references from online sources using filters Using an online search in the left- hand column, search for books and reference details in your local library. (Do this is a separate library, or your library may got overfill with references you do not want.) There are files called filters and connections which enable Endnote to talk to collections such as the Library of Congress or the ATLA Religion Database, and most major university library catalogues. You can search by name or title, for example. When you find the reference you want, you simply drag it across to your Endnote library (and clean it up if you have different ways of entering things). It saves typing out the details. If you are interested in the connection files for libraries of other theological colleges that are available online and the ATLA Religion Index at EBSCO, some of which are hard to locate publicly, you can download a collection from or University library websites. To install them, you need to find the connections folder on your hard disk (probably in the Endnote folder) and put them there. Then in Endnote, go to Edit/Connection Files/Open Connection Manager and mark the new ones so they appear in the menu. Then use them in Tools/Connect. View YouTube on online searching n Import references using your Mobile Phone App Download the free Application RefScan and use it to scan books and import their reference details. o p Choose which fields to display Go to Preference/Display Fields. The usual is to display at least Author/Date/Title. Set the folder locations Three folders come with Endnote, holding the Styles, Connections and Filters. You can leave them near the Endnote program, or move them to amongst your data so they are backed up more often. Once that s done, go to Preferences/Folder Locations and nominate where they are to be found. Endnote needs to be pointed in their direction. 6 OTHER COMMENTS a You usually have to type in your references the first time Of course, you may find your references in a good library catalogue or in Google Scholar, and not have to type them.

11 But as with all databases, you are encouraged to spend a bit of time getting your first few references right and establishing your own conventions, because to change later is time consuming. It s slow at first, but becomes more useful over time. b c Most people build one big library gradually Once you ve started you generally add references one by one as you go. For most people it s easier to have one big library, and select sub- sets of it as needed. It s so fast and convenient to find a reference that it doesn t matter if a library has thousands of references. (This saves codes being mixed up from different libraries at a later date.) You can customise it endlessly but you don t have to A novice can use Endnote quite well by sticking to the well- known styles that come with the program, such as Chicago, MLA or APA. But if you read manuals well or have a knack for customising things to suit you, you can make Endnote your own. Endnote s Australian distributors (Crandon) offer good help. You can: Check out their Frequently Asked Questions page ( them at <support@crandon.com.au>. Ring them on d Back up your Endnote library often Your Endnote library soon becomes one of your most critical files. To lose it would be a disaster. So back it up often and variously. I keep my library with the rest of my data, not with the application, so it is backed up every time I back up my data, and this is all saved on to my Dropbox (and backed up elsewhere). It is a good idea to save it regularly with a date on it, e.g., Darren s library then continue using the undated version, Darren s library. When I was researching I also ed it to my desktop computer, kept it on two USB Keys (one at the college library and one at home) and have saved an older version on a relative s computer. (I did similar saving with my thesis at regular intervals.) You can back up to a Dropbox, but best not to use the Dropbox files rather use a file on your hard drive. e Help available on the web The University of North Carolina has a good online tutorial on Endnote, to help you get going. It can be found at The University of Queensland is most helpful. Its Endnote homepage is at support/endnote. It has tutorials, connection files (particularly Australian ones) and other resources. It runs an discussion list on Endnote difficulties.

12 The Endnote web site at has connection files, technical support and an discussion list on Endnote difficulties Darren Cronshaw (03) These notes are adapted, with permission and appreciation, from: Ross Langmead, Endnote basics MCD Postgraduate seminar NVIVO QUALITATIVE RESEARCH SOFTWARE Australian College of Ministries (Sydney College of Divinity) Research Workshop Presenter: Darren Cronshaw Another software program is NVivo (10). I used this for my qualitative research. The training is worth doing (1 or 2 day seminars), though it is expensive so best if you can get in on some other university s training. The old way of collecting data was to use index cards and then apply coding to categorise what different issues the interview transcripts applied to. Some people still like using this kind of manual approach. But NVivo collects all your interview transcripts, and allows you to annotate comments on your transcripts, and code it to different issues (e.g. small groups, mission, innovation, leadership). These categories or nodes become a kind of bucket to collect anything that relates to that issue. It helped me identify major issues, and collect everything relevant to that in one place (as I wrote chapters or sub- chapters). Watch You Tube 7Ms Questions and comments?