Introductory Course EndNote X2 for PC users. University of Otago Library.

Introductory Course EndNote X2 for PC users University of Otago Library www.library.otago.ac.nz/endnote on-campus type endnote in web browser address bar July 2009 1

Course Objectives: Create a new EndNote library: name, save, re-open. Input citations manually (type them in) View and edit citations o change output style Export directly from a database into EndNote (one-step) Use Import Filters to export / import citations (two-step process) o export citations from a database into a text file o import text file contents into EndNote Discuss Connection Files. Import citations into a document o automatically create bibliography Edit and/or remove citations from a document What is EndNote? o o o o Saves and manages citations (primary function) can also include abstract and notes, links to fulltext of the article Automatically generates bibliographies Applies any citation style to references Where is it? Student Desktop. Save EndNote Library to S drive Import Filters, Connection Files are stored on uni network and regularly updated. Your computer / laptop. Purchase EndNote CD (for PC or Mac) from ITS $40 incl. GST for the academic year. Annual renewal required Download Import Filters and Connection Files separately from www.endnote.com and/or www.library.otago.ac.nz/endnote Online tutorial www.endnote.com/training/tutorials/endnotex2/endnote_x2.asp 2

TABLE of CONTENTS A. INTRODUCTION TO ENDNOTE... 4 1. Create an EndNote library... 4 2. Input references manually into your EndNote library... 5 3. Apply an output style to your references.... 7 B. FIND AND TRANSFER REFERENCES INTO ENDNOTE... 8 1. Direct Export: Find and export references (one step)... 8 2. Using Google Scholar with EndNote... 11 3. Import Filter: Find and transfer references (two-step)... 12 Step One: Export from database, creating text file... 12 Step Two: Import text file into EndNote library... 13 4. Connection files: not recommended except to confirm reference... 14 5. Link to FullText of article via EndNote... 14 6. Grouping References... 16 C. USING YOUR CITATIONS IN DOCUMENTS & WRAP-UP... 17 1. Insert citations into Word 2007 documents... 17 2. Change citations (remove, edit)... 18 ADDITIONAL TIPS & HINTS... 19 3

A. INTRODUCTION TO ENDNOTE Section Overview Create an EndNote Library. Manually input references. Change citation style. 1. Create an EndNote library a. Open EndNote Either displays grey screen, ready to create library, or may create an untitled one b. Go to the top menu on your screen select File New c. Name and save this library Browse to desktop, give the file your name, select <Save> d. Notice different parts of screen: menus, toolbar, citation list section and citation preview and search sections (all empty at the moment.) EndNote X2 toolbar Add a new Reference 4

2. Input references manually into your EndNote library e. Select menu References New Reference (or Ctrl + N) f. Inspect various Reference Types (book, journal article, blog, others) g. Select Book and create a simple record: Author Smith, John Bruce OR John Bruce Smith Year 2008 Title Life in Queenstown City Dunedin Publisher Otago University Press 5

h. Close the New Reference window to reveal the EndNote library, now populated with a single record Double-click reference to reveal full record again i. Note that your data was saved automatically (autosave) j. If there is more than one author start each on a new line. Practise by adding your own name as the second author to this book reference k. If there is an organisation as author write its name followed by a comma, or two commas if you are referring to a part of the organisation e.g. University of Otago, e.g. University of California,, Berkeley l. Close the Reference window m. Close and re-open your EndNote library (autosave) Practice exercise: Create another new reference, a journal article with the following details. (Or make up your own.) Author Anna Carson Article title Effects of Dietary Fatty Acids on Mental Health Journal title Brain Year 2007 Volume 56 Issue 12 Pages 28-35 Note: The use of capital letters for article and chapter titles, book and journal titles, will depend on the citation style used by your department or supervisor. 6

3. Apply an output style to your references. n. Notice the default citation style set on your machine o. Use the drop-down menu to change the style p. Choose Select Another Style.. from drop-down menu to see what others are available q. Apply Chicago 15 th B, or APA 5 th, or your preferred style r. Note how the citation changes appearance s. Note - you must know your style well - changing the style does not affect which words begin with capital letters, eg. article title and title words t. Apply New Zealand Journal of Ecology u. If you know what style your department uses, set it to that style Note: Check your style s comments and limitations until you become familiar with them. Consult Citation Styles on the Library homepage Styles are stored on the university network. Most styles come with the EndNote CD. They do not change often, but if you are publishing to a journal, you should check the EndNote website for possible changes to the style. Also, you may need to download an output style from www.endnote.com. For comments and limitations about individual styles: Go to menu Edit Output Styles Open Style Manager. Find your style and then choose <Edit>. The styles comment box is much bigger and easier to read. 7

B. FIND AND TRANSFER REFERENCES INTO ENDNOTE Section Overview Use Direct Exports to transfer citations directly from databases to your EndNote library. Use Import Filters to export / import citations between databases and your EndNote library. Discuss Connection Files. Watch demo of linking to an article from within EndNote records. Link fulltext of an article to the EndNote library record. Group your references. 1. Direct Export: Find and export references (one step) Wherever possible, use Direct Export to transfer citations into EndNote. a. In web browser, find Library Homepage and select Article Databases b. Select Academic Search Complete in Popular Databases (left-hand box) c. Choose Advanced Search d. Set it to find music AND health (two search boxes) e. Limit results to Full Text and Scholarly (Peer Reviewed) Journals f. Run your search 8

g. Below each record click Add to folder. Select three citations this way h. Once this is done, a right side menu bar Folder has items appears. Also, the Folder at the top right-hand corner looks full i. Select the folder at top right of screen, or click <Folder View> on the right, to view the three selected citations j. Select all citations and choose to Export (white page with green arrow) k. At the next screen, leave it on default settings: (e.g. Save citations to a file formatted for: Direct Export to EndNote, etc.) 9

l. Click <Save> button. This transfers the citations into the EndNote library of your choice. (If necessary, it will open EndNote.) You may get this window if you are using Firefox. If you do, just click <OK> m. Your file will show a temporary Importing window then your records display in your EndNote library as a Group of Imported References n. If prompted, select your EndNote Library from the Desktop, or where you saved it to. (This step depends on how your EndNote access has been set up.) o. View the three new citations. Double-click a citation to reveal the populated fields. Note: check the results for errors! Look for additional information: abstract, notes, link to FullText Hide or Display Empty Fields Edit citations as necessary Click All References to display all references in the library, or Choose menu References Show all References (or Ctrl + M) Practice Exercise: In your web browser, find the Library homepage and select Article Databases. Select ProQuest 5000 from the list of popular databases (left-hand box). Do an advanced search for FullText, Scholarly articles: o physiotherapy and acupuncture (or topic of your choice) Export four citations directly to your EndNote library. Check the results for errors. Display all your references in the library. Be ready to explain how you did these steps. Tips: 1. Record Number is a useful field to display for sorting purposes later. If the first field in your library is not Record Number go to Edit>Preferences>Display Fields> and change the Column field to be Record Number. Click <Apply> then <OK> 2. Last Updated or Added to Library are useful fields to display for editing purposes 10

2. Using Google Scholar with EndNote The University of Otago pays Google to display links to fulltext articles so you will often see Otago Article Linker displaying after a record. Click this link to access the html or pdf file. Save the file to your desktop then drag the file into your EndNote library record. See more detail under Part B: Section 5. Transferring citations from Google Scholar 1 into EndNote is very easy, from both Internet Explorer and Firefox. The first time you wish to do this, you need to set up your preferences within Google Scholar (you need do this only once on your computer). To set preferences: a. Go to Google Scholar http://scholar.google.com/ b. Choose> Scholar Preferences (to the right of the search box) c. Scroll down to >Bibliography Manager d. Move radio button to <Show links to import into> e. Choose> EndNote from the pull-down menu <Save Preferences> To export from Google Scholar into EndNote: a. Go to Google Scholar via Article Databases (login if working off-campus) b. Type your search and view results c. If you have set your preferences for EndNote, with each citation you will see the following link: Import into EndNote d. For your citation, choose <Import into EndNote>, only one reference at a time e. The default option should be set to Open with and select <OK> f. Select a Reference Library find your EndNote Library and select <Open> g. Your file may show a temporary Importing window then your records display in your EndNote Library as a Group of Imported References h. The citations will now appear in your EndNote Library (remember, to reveal all your citations choose <Ctrl + M>) or click All References Practice Exercise: Select at least 2 more References from Google Scholar and Import into EndNote. Check the records for errors as you may have the ability to connect to the PDF and edit the details right now. 1 For more information about using Google Scholar, both on and off-campus: http://www.library.otago.ac.nz/pdf/google_scholar_tips.pdf 11

3. Import Filter: Find and transfer references (two-step) Some catalogues and databases do not export directly to EndNote so you will need to download some special filters. If you are trying this tutorial on your home computer or laptop please pause now and follow the download instructions from the Library website at www.library.otago.ac.nz/endnote/. Frequently used filters you will need to add are Otago Library Catalogue, Te Puna, INNZ, and possibly Emerald and PubMed. Once installed restart EndNote and continue with this tutorial. Step One: Export from database, creating text file a. In your web browser, find the Library Homepage and open the Catalogue b. Choose <Advanced Search> c. Search for: garden? AND histor? (two search boxes) d. Select three results, by ticking boxes on the left e. Click <Export> f. C h e c k E x C h f. Check Export format displays as EndNote Citation and selected titles and authors below g. <Click to Export> h. You will now see a text file of the records in the web browser 12

i. If using Internet Explorer, choose FileSave As to the Desktop as a text file: garden.txt - if using Firefox choose menu FileSave Page As click <Save> j. Leave the web browser and return to EndNote Step Two: Import text file into EndNote library k. In EndNote, check you are in the right library and select menu File Import. l. Click <Choose File>. In the Desktop folder, locate<garden.txt file. m. Set Import option to Otago Library Catalogue>. If this Import filter option is not listed, select Other Filters and find it in the list 13

Note: these filters are updated on the university network. For your own laptop or computer, you need to download and update them. 2 n. Leave Duplicates and Text Translation choices unchanged o. Select <Import> NOTE: Check the results for errors! You may need to click <Show Empty Fields> to add information p. Re-sort references by clicking on grey headings (Author, Year, Title) Practice Exercise: In the web browser, go to Article Databases Select Index New Zealand from the list of popular databases (left-hand box) Run an advanced search for articles about whale watching (or topic of choice) Select three citations, choose Citation download, then click Print/Save to save the file called tourism.txt to your Desktop Import the text file using the Index New Zealand (INNZ) filter. If it does not appear choose Other filters then select INNZ from that list Check the citations are correct Set the EndNote library to display all references Note: If you use PubMed or OVID request special helpsheets for use with EndNote from www.library.otago.ac.nz/endnote/index.html 4. Connection files: not recommended except to confirm reference They connect directly to databases from within Endnote, but you lose the finetuned search options available via database interfaces. However, some sources (Bodleian library, for example) do not support import filters. In those cases, connection files are the only way to extract citations. To learn more, refer to EndNote Help, contact ITS HelpDesk or attend ITS training course. 5. Link to FullText of article via EndNote a. URL (link to article online in database) Within your EndNote Library: double-click a citation to view fields Find the URL field 2 Import filters are already installed on student desktop machines. Import filters can be downloaded from the library website if using a laptop from www.library.otago.ac.nz/endnote/ 14

Selecting this link will take you back to the database where you located the article citation (e.g. Academic Search Complete) Note: If you are off-campus, you may need to connect to EZ Proxy before reaching the database b. PDF (link to local copy of article) Within your EndNote Library: choose (highlight) citation to link to PDF Click the <URL> which takes you to the PDF source Open the PDF file from the database window. Save the PDF to your desktop Find and drag the PDF from your desktop onto this record 3 The paper clip attachment icon now displays on the left-hand side of the citation in your EndNote library. Open the citation (double-click) and view PDF within the EndNote record If you remove the PDF from the original folder, it will be stored in the associated EndNote data folder. 3 Documents and images (up to 45) may also be included in your EndNote Library. 15

6. Grouping References EndNote X2 allows you to group references into Customised or Smart Group sections. A maximum of 500 groups per Library is permitted. Customise the name for, e.g. Chapter 1, Chapter 2, or keep groups for separate research papers or topics in a project, e.g. Psyc 486, PHIL 490. The side bar shows All References which is your entire library. Create a New Group and Add References to it: From the Groups menu select Create Group OR right-click Custom Groups in the left bar and select Create Group Type the new group name then click <Enter>. e.g. Chapter 1 The new group contains no references yet Click on All References to return to your entire library Select two References by highlighting them. Use your CTRL key if they are side by side, or positioned apart in the list Drag the selected References to the new group, OR go to Groups>Add References to>chapter 1 Smart Groups Smart Groups differ from Custom Groups as they are based on selected search terms from within your EndNote library or within a Custom Group, using the new Search tab in the lower pane. Save the results as a new Smart Group for later analysis and reference. Select all records or select required records. Go to Groups>Create Smart Group. The Smart Group will dynamically update itself as you add/remove references to your library that match your search. 16

C. USING YOUR CITATIONS IN DOCUMENTS & WRAP-UP Section Summary Insert selected citations from EndNote into your Word 2007 document, ie. Cite While You Write. Edit citations to add page numbers. There is a new ribbon tab for EndNote X2 users. Check behind commands with a pull-down arrow for more actions, e.g. Find Citation is part of Insert Citation. 1. Insert citations into Word 2007 documents a. Open a Word document and create some practice text b. Position cursor before a full stop and insert a space c. Go to your EndNote X2 ribbon tab and select Insert Citation Find Citation d. Type your required author, or e to get all the citations in the library, or use a keyword e. Select a citation from the list and choose <Insert> f. Your in-text citation is displayed in parentheses 4 and the full reference appears at the end of the document Note: It is recommended that you leave the document unformatted until you are ready to print. This leaves the citations in a raw, working state, instead of looking complete, but it reduces likelihood of corrupting the document. To unformat document: Select EndNote X2 tab Convert Citations & Bibliography Convert to Unformatted Citations Citation and record number are displayed in curly braces in your Word 2007 document There is no bibliography at the end of the document To format document: Select EndNote X2 tab Bibliography Follow instructions for each tab to format your document Note: braces have changed to parentheses, record number is hidden, and the reference is in the bibliography at the end of the document Practice Exercise: 1. Try inserting some references from your EndNote library into a piece of practice text 2. Add one of the authors again in the same paragraph. Read on below for how to edit this repeating author 4 If using Chicago A citation style you must insert a superscript number in-text then insert the in-text details in the new footnote area. 17

2. Change citations (remove, edit) a. Unformatted: i. Remove Delete the entire citation, curly brackets and all. ii. Edit Citations should be correct from EndNote as they are, but to add page numbers to an in-text citation where quoting: 1. Find the citation you would like to edit 2. Go to the end of the citation, just before the closing curly bracket 3. Type @, followed by the page numbers (e.g. @22-23). 4. When you format the document, it will automatically add the appropriate pages or pp. as appropriate for the style 5. If text is required before or after the reference add within the braces and resave the document changes b. Formatted: i. Remove Just deleting a citation will leave behind hidden field codes. To remove citation and field codes: 1. Select the in-text citation it is now highlit in dark grey 2. Go to EndNote X2 tab Edit Citation(s) 3. Press <Remove> and <OK> ii. Edit Citations should be correct from EndNote as they are, but to add page numbers to an in-text citation where quoting: 1. Select in-text citation in document 2. Go to EndNote X2 tab Edit Citation(s) 3. To the right of Pages: type the page number(s) you wish to insert. Do not type the word page(s) 4. Press <OK> (Not <Insert>) 5. If text is required before or after the reference add to the Prefix or Suffix box, e.g. as cited in then press OK Further Assistance and Training ITS 3 hour classes ($15.00) see handout at Help Desk ITS Help Desk or Library i Desk referral 1:1 assistance with specific enquiries 18

ADDITIONAL TIPS & HINTS 1. EndNote X2 toolbar Import Export Online Search Insert Citation Format Bibliography Return to Word Processor file 2. Finding references in EndNote You may wish to find a particular citation within your EndNote Library. To do so: a. Within EndNote, go to the Search tab in the lower pane b. Type word(s) you wish to search, in either Any Field, or a selected field c. Choose <Search Whole Library> 3. Quick Search EndNote X2 offers a Quick Search box on the top menu bar find References by keyword author or title, etc. instead of using the advanced Search tab in the lower pane. 4. Suppressing unwanted fields You may prefer to suppress citation fields which are unused (this can make it easier to view the populated fields on a single screen). To do so: a. Within EndNote, double-click a citation to reveal the full record b. Above the citation, on the right-hand side, select <Hide Empty Fields> c. Click again, to reverse this process, and <Show Empty Fields> 5. Sorting references f. Within your EndNote screen of References click on the grey headers, e.g. Author to sort in alphabetical order, or Year, or Record Number. If you click a second time it sorts in reverse order. g. Sorting by Record Number is helpful to locate the latest References added to your list, if you have not renamed a column header as Added to Library, or Last Updated. 6. Finding and deleting duplicate citations When searching a variety of databases, it is possible to import the same citation more than once. This can become a problem in large EndNote Libraries, with hundreds of citations. It is important to be able to find these duplicates, choose the most complete citation, and delete the duplicate citation. To do so: a. Within EndNote, go to <References> and select <Find Duplicates> b. Any duplicate citations will display c. Check the record contents before selecting the citation(s) you wish to delete d. Go to References and select <Move References to Trash> (Ctrl + D) 19

Note: The Record Number assigned to a deleted Reference will not be re-used so if sorting by Record Number there will be gaps eventually. Note: If using Online Search the Edit-Preferences-Duplicates can be set to automatically discard duplicates already in your Library. 7. Find Full Text If you want to check for free PDF fulltext of your EndNote Library records go to References>Find full text. Copyright restrictions may disallow access to some subscriber-only fulltext. 8. Emailing your EndNote Library (plus your PDFs) If you are on dial-up internet access at home it may be easier to search for, and save, citations to a University EndNote Library (access via the Start menu). You can then email this Library to yourself, and merge it with your existing EndNote Library. Any PDFs which have been dragged into your Library will also be included. To do so: a. Create and populate an EndNote Library via the Student Desktop b. Choose File>Send to>compressed Library save new file to Desktop c. This file looks slightly different to the.enl file this file ending is.enlx d. Attach this.enlx file to an email and send (to yourself) e. On your own computer, double-click the emailed Library to open f. Copy/paste the emailed citations into your local Library g. All citations, plus any associated PDFs will now appear in your preferred EndNote Library. Note: When tested, the PDFs compressed to email, although when the initial PDFs were large, the file was still quite large. 9. Formatting your Bibliography in Word Once your citations have been transferred into your Word document you may wish to format your bibliography, e.g. add a title and change the spacing between citations. All formatting can easily be done in Word, as usual. Further tips: a. Check all imported citations, to eliminate any errors b. Layout looks best with no additional line spaces within each citation, but with at least 1.5 line spacing between citations c. Text font and size can also be managed from within Word Note: If further editing is required, but the EndNote styles disallow, you can Remove Field Codes once the document is finalised in Word. You cannot return to your original document with Field Codes in place. 10. Print only your Bibliography in Word 2007 Select all your references in your full EndNote Library or Customised Group Library. Ensure the correct output style is displaying. FileExport and save as a rich-text formatted (.rtf) file. Open your file in Word 2007. It will display in alphabetical order by author, no matter which column you last sorted your references by. This is useful for visual correction. 20

11. Printing a Bibliography sorted by type of reference E.g. Journals then books then conference papers You need to change the sorting order by altering the Output Style preferences. Go to Edit >Output Styles (e.g.) Edit APA 5 th. Go to Bibliography>Sort Order click <Other> choose first sort by Reference Type, then Author, Year 12. Online Search Search an online database from within EndNote X2. In the Groups pane on the left, select the connect file you want to use from the favourites list. Click on more to bring up a list of all available connect files. Select the database you want to search from the list. References from an online search are automatically brought to your EndNote library. Note: The Library recommends you use the powerful database search capabilities by searching in the database then exporting selected records to your EndNote Library. 13. Changing fonts from pasted references If you have pasted parts of a reference from another document in a different font to your EndNote Library they will look different in the Preview pane, and your bibliography later. Return to the detailed record view and highlight each reference part, resetting the font to the default of Plain Size 12 point (or whatever you have for your Library). If this has happened over many references you can reset your entire Library using these steps: a. Open Your EndNote Library and change the Output Style to <Refer Export> b. Select All your Library references c. Select FileExport and save to your desktop as a text file AND change the output style to <Refer Export> d. Open a New Library e. Select FileImport. Choose your text file. Choose <Refer/BibIX> as the Import filter option f. Click <Import> g. Change your new Library back to your preferred output style h. You should now have a Library without standard font settings i. You will need to re-save your PDFs and drag them to the new Library records 21