Using EndNote X4 to Manage Bibliographies

1 Using EndNote X4 to Manage Bibliographies A Guide to EndNote by Information Services Staff of UTS Library University of Technology, Sydney University Library (April 2011 Version) 1

2 Section Table of Contents Page 1. What is EndNote? 3 2. Starting EndNote and opening a Reference Library 3 2.1 Reference libraries 2.2 Opening a reference library 2.3 Creating a backup copy of your reference library 2.4 Adding references manually to your reference library 3. Managing the references in your Reference Library 5 3.1 Editing references 3.2 Creating Groups of references within your reference library 3.3 Searching your reference library 3.4 Removing duplicate references 3.5 Merging several reference libraries together 4. EndNote and the Full text of references 7 4.1 Attaching files (PDF and other formats) to references 4.2 Importing PDF files directly into your EndNote library 4.3 Setting up SFX links to full text 5. Reference Styles 9 5.1 Reference styles at UTS 5.2 Adding more reference styles 5.3 Customising a reference style 6. Saving references from UTS Library Catalogue and Journal Databases 12 6.1 Connection files & Online searching 6.2 Direct export from some journal databases into EndNote 7. Transferring references into your Document and creating a Bibliography 15 7.1 Inserting in-text citations 7.2 Creating a bibliography and changing reference style 7.3 Adding page numbers to in-text citations 7.4 Other changes to in-text citations 7.5 Unformatting a document 7.6 Removing Field Codes 7.7 Making a list of references from your library as a stand-alone bibliography 8. Inserting Figures and Captions into your Document 20 8.1Attaching a Figure to a reference in your EndNote library 8.2 Inserting (and referring to) a Figure in your document 8.3 Changing the Figure attached to an EndNote reference 9. EndNote Web 22 10. Editing EndNote Preferences 23 2

3 1. What is EndNote? EndNote is a software program that stores and organises your references (that is, your citations, not the documents themselves). References can be transferred into a Word document, automatically generating correctly styled in-text citations and an end-of-paper reference bibliography. The version of EndNote covered by this Guide is EndNote X4. The versions of Word covered are 2007 & 2003 (Windows) and 2008 & 2004 (Macintosh). UTS Library s EndNote web pages can be reached from the Library Home Page via the Referencing and Writing link on the lower left of the screen. EndNote must be downloaded and installed onto your computer from these web pages, and is only available (at no cost, login required) to UTS staff and students. 2. Starting EndNote and opening a Reference Library 2.1 Reference libraries References (ie citations) are saved in a Reference Library. You can create more than one, but it s normally best to store all your references in a single reference library, even if they are being used for several unrelated projects (you can use Groups to organise them: see Section 3.2). 2.2 Opening a reference library Initially EndNote asks if you want to create a new reference library or use an existing one. To create a new library, select that option, give it a name, select a location (which could be a USB), and click on Save. Once EndNote is open, you can create a new library by clicking on File, New. Choose a name and location, and click on Save. To open an existing library, go to File, Open. 2.3 Creating a backup copy of your reference library Regularly make a backup copy of your reference library! There are two ways to do this: 1. With a reference library open, click on File (in EndNote s menu bar), then Save a Copy and use the drop down menu to choose where to save the backup copy (choose a different disk). It s a good idea to add the date into the name of the backup library. A backup of the.data folder containing any attached files (see Section 4.1) is created automatically. 2. Alternatively (and probably better), click on File, Compressed Library to create a single file (eg for emailing) containing both your library and any attachments. Double click a compressed library to restore the original library and its.data folder with attachments (see Section 4.1). 3

4 Open attachment icon (see Section 4.1) Style window showing selected style New reference icon (green plus sign) Preview window showing selected reference in the selected style Figure 1: EndNote reference library 2.4 Adding references manually to your reference library Click on the New Reference icon (the green plus sign). This brings up a new, blank reference template (see Figure 2 on the next page). Use the drop down menu at the top to choose the appropriate Reference Type. Type in, or cut-and-paste, your reference details. Leave as many sections blank as you wish. When adding Authors or Editors: o Always add the family name first, then a comma, a space, and then first name(s) or initials. o If there is more than one author or editor, each must be on a separate line. o Add all of them: your chosen reference style will know how to abbreviate lists of authors. o If an author is an organisation eg Department of Finance place a single comma after the last word of the organisation s name eg Department of Finance, Close and save the new reference template. The new reference is now in the reference library. 4

5 Figure 2: New reference template showing drop down with different reference types, and fields for entering citation details 3. Managing the references in your Reference Library 3.1 Editing references To edit a reference, double click on it in the reference library to bring up its template. You can add or delete data, or change reference type. Then close the template window and save changes. Use the Research Notes field for your own notes summaries, what useful features they contain, and so on. You can add as much information here as you wish. Use the Hide Empty Fields/ Show Empty Fields option on the top right of the reference to hide/ reveal any empty fields (note that this will affect all the references in your library). 3.2 Creating Groups of references within your Reference Library Right click in the My Groups area on the left of your library (on a Mac, click while holding down the Control key) and select Create Group to create and name a new Group. 5

6 Copy a reference into a Group by selecting it in All References and then dragging and dropping it onto the Group name. A reference can be copied into many Groups if you wish. Click on the name of a Group to display just the references that have been added to that Group. Groups just contain copies of the references in All References. If you delete a reference from a Group, or even the entire Group, the references it contained will still be in All References. (But if you delete a reference from All References it is also deleted from all the Groups it was in). Right click in the Groups area and select Create Group Set to create a Group Set to help you organise your Groups. Dragging a Group onto a Group Set moves it into the set. You can also create Smart Groups: this allows you to specify in advance certain properties for all the references in the Smart Group (eg certain words appearing in certain fields). References with these properties are automatically added to the Smart Group. The Unfiled group always shows those references that have not yet been added to any group. 3.3 Searching your reference library With your reference library open, click on All References and then the Search tab at the bottom of the library. Use the drop down menus to select which fields of your references to search. There are boxes you can check to force Match Case or Match Word (as opposed to just a text string). 3.4 Removing duplicate references Click on References (in EndNote s menu bar), then Find Duplicates. Pairs of duplicates are displayed, allowing you to delete the ones you don t want. Deleted duplicates are moved to Trash. 3.5 Merging several reference libraries together Open the reference library you wish to become the main library, or alternatively create a new, empty library that will become the main library. Click on the File in EndNote s menu bar, then Import, File, and choose another reference library as your Import Data File. Using the Import Option drop down menu, choose EndNote Library, then click on Import. This also imports any attached files. Alternatively, you can select and then copy and paste references from one library to another. 6

7 4. EndNote and the Full text of references 4.1 Attaching files (PDF or any other format) to a reference First find and save the file (to the Desktop, or elsewhere, it doesn t really matter). Drag the icon of the saved file and drop it onto the reference in your EndNote library. Alternatively, right click on the reference you want to attach the file to (on a Mac, click while holding down the Control key), and choose File Attachments, Attach File... Choose your file and then click in Open. A paperclip symbol appears next to each reference with an attached file. To open an attached file, select the reference and click on the yellow Open File icon in the menu bar (see Figure 1). You can attach more than one file to a reference, and they can be in any format. You can see which files have been attached to a reference by opening it and scrolling down to the File Attachments field. You will see icons for any attached files. Deleting any of these icons deletes the attached file it represents. Once you have attached a file you no longer need the original you saved in the first dot point above. Attaching a file copies and stores it in a folder that was automatically created when you created your reference library: it has the same name as the library, followed by.data (instead of.enl). This folder contains all your attached files (so it is very important!) and is stored on your computer with its reference library. It is automatically copied and backed up when you use File, Save a Copy or File, Compressed Library to create a backup copy of your reference library (see Section 2.3). The.Data folder also contains details about any Groups you have set up (see Section 3.2). 4.2 Importing PDF files directly into your EndNote library (new in EndNote X4!) If you have saved PDF files but do not yet have references for them in your EndNote library, EndNote X4 allows you to import these directly into your EndNote library, automatically creating an EndNote reference from data in each PDF, and then attaching the PDF to it. This can be done for individual PDFs, or for a whole folder of saved PDFs. Save your PDF files into a folder or to some other location. In EndNote, click on File, Import. o If using Windows, choose File... or Folder... Then select an individual file or your folder, set Import Option to PDF, and click Import. 7

8 o If using a Mac, select the file or folder you wish to import, set Import Option to PDF File or Folder, and click on Import. You ll see the new reference(s) in your library, each with the appropriate PDF attached. Note that if the original PDF was not created from a digital source, for example if it was a scanned document, the reference that is created will have mostly empty fields and these will need to be filled out with data from its attached PDF. 4.3 Setting up SFX links to references You can set up SFX links in EndNote which can take you to the full text of articles via the library s databases. This has the advantage that you don t need to store the full text anywhere; but the disadvantage that you must be connected to the internet; and accessing full text via SFX can be time-consuming. Also, there won t be a link to full text if the library doesn t have access to it. In EndNote, click on Edit (EndNote X4 or other version in a Mac), Preferences, Find Full Text. Ensure the OpenURL box is ticked, and in the OpenURL Path box type: http://sfx.lib.uts.edu.au/sfx_local Click on OK to save these changes. Select a reference in your library, and then click on References, URL, OpenURL link. This opens the SFX window and provides a link to the full text (if UTS Library has access) and to the library catalogue which also has links to the full text (and hard copy). 4.4 Find Full Text icon The Find Full Text icon in the toolbar is supposed automatically to search for and attach the full text to a selected reference, but it will only locate the full text if there is a free version somewhere on the Web. Because for most articles this is not the case, it very often fails to locate any full text. Nevertheless, if you have many references, it is worth selecting all the references in your library and clicking on this icon: you may be lucky and find a few full text articles this way. 8

9 5. Reference Styles 5.1 Reference styles at UTS Many areas of UTS use the reference style Harvard (UTS) which is derived from the Australian Government Publishing Manual. The Faculty of Law uses the AGLC style which is based on the Australian Guide to Legal Citation (3 rd edition, 2010). The current reference style in EndNote is shown in the style window at the top of the library (see Figure 1). EndNote comes with many reference styles to choose from. To see them, use the style window s drop down menu to Select Another Style. Most of EndNote s styles are based on the preferred style of various journals. Choosing a style adds it to the drop down menu in EndNote s style window. You can add as many as you wish. Initially, Harvard (UTS) and AGLC may not be in the Select Another Style list (though there may be other versions of Harvard which you should not use). You can add Harvard (UTS) or AGLC to the list by following instructions on UTS Library s website: from the Students tab, choose Discover your Library Referencing & Writing EndNote Referencing Styles. 5.2 Adding more reference styles You can also add more styles from EndNote s website by clicking on Edit, Output Styles, Open Style Manager and then on the Get More on the Web button in the bottom right corner. Download individual styles by clicking on the Download link next to each. If a download window appears, select Open (Internet Explorer) or Open with EndNote (Firefox recommended for Macintosh. If the style just downloads on a Mac double click on the downloaded file). The style then opens in EndNote: click on File, Save As. Edit the style name if necessary (there might be some unwanted text or symbols) and then click on Save. Close the style window in EndNote and then use Select Another Style to select it. 5.3 Customising a reference style Reference styles in EndNote are easy to customise. To edit a reference style, first select it in the style window. Then click on Edit (in EndNote s menu bar), Output Styles, then Edit your selected style. The Edit Style window appears. You will see many options in the column on the left of the Edit Style window (see Figure 3): 9

10 Figure 3: Edit style window, showing Bibliography templates Anonymous Works: some references do not have an author, and so have an empty Author field. This option tells EndNote how to cite such references in text and in your bibliography. Sections: you can have reference lists at the end of each section of your document, at the end of the document, or both. Citations - Templates: shows how references are cited within the text of your document. Citations - Ambiguous citations: if some references have the same first author and the same year, this option lets you choose how to distinguish between them. Citations - Author Lists: if a reference has several authors, this option lets you choose how the list of authors is displayed when you cite the reference in text. Citations - Sort Order: if you are citing several references in the same place, this allows you to choose how they are ordered (for example, alphabetically by author, or chronologically). 10

11 Bibliography - Templates: shows how your references are displayed in your bibliography. Each reference type has its own template; many styles just support a few reference types. o Insert new fields into a template using the Insert Field button on top right. o Create a template for a new reference type using the Reference Types button. o Change text to (or from) italic, bold, or underlined, using the relevant icons. o Place quotation marks, brackets, commas or other punctuation where needed. o Insert your own text. If the inserted text refers to a Field, you should link it to the Field with a Link Adjacent Text symbol by using the Insert Field button. This is so that if the Field happens to be empty your text will not appear. For example, if your template has Vol. Volume, using a Link Adjacent Text symbol to link vol. to the field name Volume stops vol. appearing if the Volume field of a reference is empty. Bibliography - Author Lists and Editor Lists: allows you to specify how references with multiple authors or multiple editors are displayed in your bibliography. Note that editors of Edited Book references are treated as specified under Author Lists. Editor Lists only governs editors in references with both authors and editors, eg Book Section references. Bibliography - Layout: allows you to add text, fields (eg Research Notes) or blank lines, before or after each reference in your bibliography. Also controls if references are indented. Bibliography - Sort Order: allows you to specify how your bibliography is ordered, for example by order of appearance (used for a numbered style), or alphabetically by author. Footnotes: determines the appearance of references that are cited in footnotes: either the same as the in-text citations, the same as the bibliography, or in some other, customised format. Use Word s Insert Footnote feature (this is under the References tab in Word 2007) to add footnotes to your document, then use EndNote s Insert Selected Citation(s) icon to cite references in the footnotes just as you would in the main text. Figures and Tables: whether figures or tables appear in-text or at the end (see Section 8). 11

12 6. Saving references from UTS Library Catalogue and Journal Databases 6.1 Connection files & Online searching References can be electronically transferred to your reference library from UTS Library Catalogue and other library catalogues using Online Search with Connection Files. EndNote comes with many connection files for library catalogues and journal databases, but due to access restrictions by commercial databases, it is not possible to use most of EndNote s database connection files. However, connection files work fine with library catalogues and some databases such as PubMed, because access to these is usually free. There are two methods of using Online Search: Local Library Mode icon AND Online Search Mode icon (method 1) Integrated Library & Search Mode icon (method 2) Copy to Local Library icon (used in method 1) Figure 4: Online searching In the first method, click on the Online Search Mode icon in the menu bar (see Figure 4) and select a library from the Online Search list (you may have to click on more to see the full list). UTS Library is listed as U Technology Sydney. If you don t see U Technology Sydney, go to the library s EndNote web pages and find the FAQ that shows you how to add it to the list of connections. You can get connections to many other library catalogues by clicking on Edit, Connection Files, Open Connection Manager. Then click on the Get More on the Web button in the 12

13 bottom right corner. This will take you to the full list on EndNote s website. You can download individual files by clicking on the Download link next to each. In the download window, select Open (Internet Explorer) or Open with EndNote (Firefox recommended for Macintosh. If the connection just downloads on a Mac, double click on the downloaded file). The connection file then opens in EndNote: click on File, Save As. Edit the connection name if necessary (there might be some unwanted text or symbols) and then click on Save. Close the connection file window in EndNote and then click on more... in the Online Search area of EndNote to select it. Once you have selected an online search, you ll see its search window replacing the preview window underneath your EndNote library. Select which fields to search, and type in your search terms. Then click on Search. The Confirm Online Search box will appear with the number of retrieved titles. Make sure your list of titles is not too large less than 40 is best then select OK. You may need to modify your search (eg by adding extra search terms) to get the number of results down to a reasonable quantity. Choose the results you want to keep by holding down the Control key (on a Mac: the Apple key) on your keyboard and clicking on them. Then click on the Copy to Local Library icon to add these to your reference library (the icon is just to the right of the style window). Always check recently transferred references for errors. Return to your reference library by clicking on the Local Library Mode icon. You can click on the Integrated Library & Online Search Mode icon instead, but this deletes your online search results set (this is fine - you should no longer need these). In the second method, click on the Integrated Library & Online Search Mode icon (see Figure 4 above) and choose an online search as above. All found references are automatically added to All References and to the appropriate Online Search Group. You will need to delete any reference you don t want to keep by deleting from the Group: this also sends that reference from All References to Trash. This method is simpler but you will end up doing a lot of deleting which can be very annoying and time-consuming, and which is avoided by the first method. 13

14 6.2 Direct export from some journal databases into EndNote Many journal databases allow direct export of citations directly into EndNote. The table below gives instructions for some common databases. Macintosh users are strongly recommended to use Firefox as a browser when direct exporting. Academic Search Premier, Business Source Premier, CINAHL, ERIC and other EBSCOhost databases: Add citations (ie click on Add to folder links); click on Folder View in right margin; select items and click on the Export icon. Select Direct Export to EndNote etc, click on Save. AGIS, APAIS and other Informit databases: Select citations; click on Save; retain Complete Record and Short Field Labels settings, change Output Format to EndNote Direct. Click on Save Records. Expanded Academic ASAP, Legaltrac, and other Gale databases: Select citations until the Marked Items icon appears next to Search History in the top right of the screen. Click on this icon, then on the grey Citation Tools icon (top right corner). In the Export to third party software section choose EndNote and click on Export. Select Open from the File Download window. Google Scholar (http://scholar.google.com): click on Scholar Preferences link in top right corner. Scroll to Bibliography Manager section at bottom of the page and use drop down menu to choose Show links to import citations into EndNote. Click on Save Preferences. Each search result will now have an Import into EndNote link. Click on this link and then on Open or Open with EndNote. HighWire Press: Select citations; select Download to citation manager button just above first citation; click on Go button. Click on Download citations to citation manager link; choose EndNote. Select Open from the File Download window. You may need to edit Journal titles (these are sometimes downloaded in abbreviated format). IEEExplore: Select citations; click on Download citations icon, choose Citation & Abstract and EndNote, ProCite, RefMan. Click on Download citation button. You may need to change some reference types to Book Section to see conference title in the Alternate Journal field. JSTOR: select citations, click on Export Citation link. In the Select a format section, click on the RIS file (EndNote etc) link, then on Open. OVID Databases (Medline, AMED, BIOSIS, Compendex, INSPEC, PsycINFO, etc): Select citations; click on Export icon just above results list. Choose Export to EndNote and Complete Reference. Click on Export Citations. If asked to Choose an Import Filter scroll until you find the database name followed by (OVID). You may need to change some reference types. If you don t see your filter, go to EndNote s website and download it: www.endnote.com/support/enfilters.asp Project Muse: Select citations; click on Save Marked Results button; click on View Saved Results. In the Export marked results to section, select EndNote; then click on Export button. ProQuest Databases (including ABI/ Inform): Select citations; click on Export button just above first citation; click on Export directly to ProCite, EndNote or Reference Manager. ScienceDirect (Elsevier): Select citations; click on Export citations button; set Content Format to Citations and Abstracts; leave Export Format as RIS format; click on Export. Scopus (Elsevier): Select citations; click on Export icon just above first citation; set Export format to RIS Format; set Output to Complete format. Then click on Export button. Web of Science, Current Contents, and other ISI Databases: Select citations; then click on Save to EndNote, RefMan, ProCite button. Then click on Export button if necessary. 14

15 7. Transferring references into a Word document and creating a bibliography Installing EndNote automatically creates an extra toolbar in Word 2003 and on a Mac, or an extra tab in Word 2007. The icons in the toolbar or the tab enable Word and EndNote to communicate. 7.1 Inserting in-text citations Open your Word document. You should see the EndNote Toolbar (Word 2003 or Mac) or EndNote X4 Tab (Word 2007) see Figures 5 & 6 below. Place your mouse pointer over each of the icons in the toolbar or under the tab to show its function. The current style of the Word document is indicated in the Style window in Word 2007, and can be changed using the drop down menu as in your EndNote library. In Word 2003 or Mac, click on the Format Bibliography icon to change the style of the Word document. Style window in Word EndNote X4 tab Bibliography preferences icon (very small!) Click here to Insert Citations Figure 5: Word 2007 for Windows with EndNote tab Return to EndNote and choose the reference you wish to insert. To select more than one reference at a time, use the Control key on your keyboard (on a Mac: use the Apple key). Return to Word and place the cursor in the document where you wish to cite the reference(s). 15

16 Format Bibliography and Insert Selected Citation(s) icons Figure 6: Word 2008 on a Macintosh with EndNote toolbar In Word 2003 or Mac, click on the Insert Selected Citation(s) icon in the EndNote toolbar. In Word 2007, click on the EndNote X4 tab, then Insert Citation Insert Selected Citation(s). (Make sure you click on the Insert Citation text and not the magnifying glass icon above it). The selected citation(s) will appear as an in-text citation at the cursor in the document, and also in full in a reference list created at the end of the document. EndNote usually automatically formats in-text citations into your chosen style, and automatically creates a bibliography from the inserted citations. This is called Instant Formatting, or Cite-While-You-Write (CWYW). Instant Formatting can be switched off and on in Word 2003 or a Mac by clicking on the Format Bibliography icon in the EndNote toolbar, or in Word 2007 by clicking on the small Bibliography Preferences icon (see Figure 5). Then click on the Instant Formatting tab (it s the third one). Use the Turn On/ Turn Off button to switch instant formatting on or off. Instant Formatting is switched off automatically if you Unformat your document (see Section 7.5). 7.2 Creating a bibliography and changing reference style EndNote normally creates the bibliography automatically, but if any citations have not been automatically formatted in Word 2007, click on Update Citations and Bibliography. In Word 16

17 2003 or a Mac click on the Format Bibliography icon in the EndNote toolbar: a window appears allowing you to choose a reference style from a drop down menu, then click on OK. All the temporary format citations in the document will be formatted in this reference style. A bibliography of your references is also created at the end of the document. To change the reference style of your document in Word 2007, just change the style in the style window. In Word 2003 or a Mac, click on the Format Bibliography icon in the EndNote toolbar, select a new style from the drop down menu (or Browse), then click on OK. 7.3 Adding page numbers to in-text citations Click on the formatted citation in your Word document. It should be greyed out this is due to hidden field codes that enable Word and EndNote to communicate. Click on the Edit & Manage Citation(s) icon in the EndNote toolbar or tab. The EndNote Edit & Manage Citations window then appears (see Figure 8). In Harvard (UTS) style you can type page numbers into the Pages box, and then click OK. However, these page numbers are not always displayed in other reference styles. An alternative method, which works in all reference styles, is to type page numbers, plus any associated text and punctuation, into the Suffix box (eg type:, p. 9). Then click on OK. Select a citation (so that it is grey) and then click on Edit and Manage Citations to Edit the citation (eg to add text or page numbers for quotes). This brings up the Edit Citation Window, Figure 8 below. Figure 7: Editing a Citation in Word 2007 for Windows 17

18 Type in your Prefix, Suffix or Page numbers. Use Exclude author to hide author surnames. Use the Edit Reference dropdown to remove unwanted citations. Then click on OK. Figure 8: Edit & Manage Citations window 7. 7.4 Other changes to in-text citations Remove a citation by selecting it in the list and then using the drop down Edit Reference menu to select Remove Citation. Then click on OK. Instead of (Trainor 2001), you may want your formatted reference to read differently. To make the changes listed below, highlight the reference, click on Edit & Manage Citation(s), follow the instructions in square brackets below, then click on OK: o according to Trainor s (2001) discussion [Tick the Exclude Author box] o this discussion in 2001 (Trainor) leads to [Tick the Exclude Year box] o this discussion (see also Trainor 2001) leads to [Type see also plus a space into the Prefix box] o this discussion (Trainor 2001, for example) [Type, for example (note the comma and space before for ) into the Suffix box] 18

19 o in 1956, Brown (cited in Trainor 2001, p. 89) said that [Type cited in into the Prefix box, and, p. 89 into the Suffix box or 89 into the Pages box] o Reference to Trainor hidden in text, only appearing in bibliography [Tick BOTH the Exclude Author and Exclude Year boxes. This is not advised, because it is difficult to relocate in-text citations hidden in this way. One way is to unformat your document (see Section 7.5)] 7.5 Unformatting a document It is sometimes useful to save your Word document unformatted it takes up much less disk space this way because EndNote s hidden field codes (these are what cause inserted text to show as grey when you click on it) are not present in unformatted documents. To unformat a document, click on the Unformat Citation(s) icon in the EndNote toolbar (Word 2003 or Mac) or Convert Citations and Bibliography Convert to Unformatted Citations (Word 2007). The bibliography disappears, and in-text citations have temporary format like {Smith, 2000, #37}. To restore the formatting (and so also the field codes), click on the Format Bibliography icon in the EndNote toolbar (Word 2003 or Mac) or Update Citations and Bibliography (Word 2007). Your EndNote library must be open when you do this. Unformatting switches off the instant formatting (CWYW), so you may need to switch this back on: see the last dot point in Section 7.1. 7.6 Removing Field Codes Once you are ready to publish your document, you can create a clean version of it, without any of EndNote s hidden field codes (these are what cause all the inserted text to show as grey when you click on it), but retaining the properly formatted citations and the formatted bibliography. A clean version is often required by publishers of journal articles. To create a copy of your document, without field codes, in Word 2007, first click on Update Citations and Bibliography and then on Convert Citations and Bibliography Convert to Plain Text. In Word 2003 or a Mac, first Format Bibliography and then click on the Remove Field Codes icon in the EndNote toolbar. Your original document, with the field codes, is still preserved: this is still the main version of your document and it is important to save this. If you need to add more citations, or edit 19

20 citations or the bibliography, you will need to do this in the original document using EndNote, and then create a new copy without the field codes. 7.7 Making a list of part or all of a reference library as a standalone bibliography in Word To make a list of all (or just some) of your references, first open your reference library. Use the style selection window in EndNote s Main Toolbar to choose the reference style you require (see Section 5.2). Note that Annotated style displays citation abstracts, while Show All style displays all the information on each reference card. Sort the library in the order you wish by clicking on one of the library s display fields tabs (normally, you would sort alphabetically by author so you would click on the Author tab). Select the references you want to display (or use <Ctrl + A> to select them all). Right click on any selected reference and choose Copy Formatted from the menu that appears (on a Mac, instead of right clicking, click while holding down the Control key). Paste the copied references in a Word document where you want the bibliography to appear. 8. Inserting Figures with Captions into your document EndNote allows you to attach figures to references, in formats such as jpg, gif, tiff and bmp. These figures can be inserted by EndNote into your Word document, automatically adding a caption to the image, and an in-text citation, for example (Figure 83). The actual images are stored outside your reference library in the same.data folder that contains any attached PDF files (see Section 4.1). A linked mini-image appears in the Figure field of the relevant reference card. Unlike attaching files (Section 4), only one figure can be attached to each reference. 8.1 Attaching a Figure to a reference in your EndNote library Open the reference and click on the Attach Figure icon (the icon looks like a notice-board pin). Use Choose File to locate and choose the graphic you wish to attach. You should see a mini-image of the graphic appear in the Figure field of your reference. Type the image caption into the Caption field. Leave this field empty if you wish. Close the reference and save changes. You ll see a tick in the Figure column of your library (you may need to change your Display Fields to show the Figure column: see Section 10). 20

21 Note: you cannot edit your caption field text once you have closed and saved the reference, except by deleting the inserted figure (see last dot point in Section 8.2 below), then changing the caption in your EndNote reference, and then reinserting the figure. 8.2 Inserting (and referring to) a Figure into your document Go to your Word document, and place your cursor where you want the in-text figure citation, eg (Figure 83), to appear. Then in Word 2003 or Mac click on the Find Figure icon in the EndNote toolbar. In Word 2007 click on Insert Citations Find Figure. Type a word from any field of the reference (including the caption) into the Find box, and click on Search. EndNote will find all image references containing this word in any field. Select the reference with the figure you want to insert and click on Insert. The in-text figure citation, eg (Figure 83), is inserted in the text. The figure itself, with caption, will be at the next paragraph break, or at the end of the document, depending on the style. As you insert more figures, more figure citations will be inserted into the text, and the figures and captions will appear. Figures and figure citations are automatically renumbered to preserve correct numerical order throughout the document. The inserted images can be manipulated (eg made larger or smaller) in the same way as you would with any normal image in your document text. To delete a figure, highlight its in-text figure citation (not the figure itself), eg (Figure 83), including parentheses, and then delete it. Then click on Format Bibliography (Word 2003 or Mac) or Update Citations and Bibliography (Word 2007) to remove the figure itself. 8.3 Changing the Figure attached to an EndNote reference Open the reference and attach the new figure. This automatically replaces the old image in both your reference and the file containing the figures themselves. 21

22 9. EndNote Web EndNote Web is a web-based EndNote library. You can transfer references between your main EndNote library and your EndNote Web library, and insert references into Word from EndNote Web. There is a good EndNote Web tutorial on Endnote s website, at: www.endnote.com/training/ To use EndNote Web you must first register online: go to the Web of Knowledge database (via the Find Databases link on the library homepage) and register via the My EndNote Web link. You must have an email address and you choose your own password. Once you have registered, you can log in to your EndNote Web account via the link in Web of Knowledge, or directly via www.myendnoteweb.com You can add, edit and group references in your EndNote Web library more or less like you do in your main EndNote library. However Direct Export from databases into EndNote Web only works from Web of Knowledge and one or two other databases. The best way to add references to your EndNote Web library is to transfer them from your regular EndNote library (see below). After registering you should open EndNote and click on the configure link under EndNote Web in the left margin of your library. In the preferences window that appears, make sure you see, or type in, the following: o In the URL box: http://www.myendnoteweb.com:80/ o In the E-mail Address box: the email address you used to register o Type in the password you created when you registered. Then click on OK. This allows transferral of references between your main EndNote library and your EndNote Web library, using the EndNote Web, Transfer option in EndNote. To insert references into a Word document directly from EndNote Web, click on Preferences in Word s EndNote tab/ toolbar, then the Application tab. Use the drop down menu to select EndNote Web, and make sure the EndNote Web subscription details are the same as in the EndNote preferences listed above. Then click on OK. You ll see some of the EndNote icons change in Word. To insert a citation use the Find Citations icon to search your EndNote Web library and then insert it. Note that the list of styles in EndNote Web is not the same list as in EndNote, although both have many in common such as Harvard (UTS), AGLC (UTS) and APA. 22

23 10. Editing EndNote Preferences EndNote can be customised in several more ways by choosing Edit in the EndNote menu bar at the top of the page (choose EndNote X4 or other version on a Mac instead Edit), then Preferences. A particular reference library can open automatically when you start EndNote, by clicking on Libraries in the Preferences window and then adding the file location of your library. Change the default reference type (from Journal Article) by clicking on Reference Types. Create a new reference type, or modify existing reference types, by clicking on Reference Types, and then on Modify Reference Types. You can also Import a whole set of new reference types, for example the legal reference types used with the AGLC (UTS) style. Use Sorting to ignore certain words in titles or in author names when ordering your bibliography (eg you may want de Gaulle to be ordered with the G surnames rather than with the D surnames). Use Change Case to force EndNote to use certain capitalisations, eg to keep UTS all upper case. This is only needed for reference styles which have capitalisation built into the style: Harvard (UTS) and AGLC leave words as you enter them so this isn t an issue in these styles. Use Display Fields to change what is displayed in the columns of your reference library. For example, you may wish to display the Record Number. Record numbers are allocated when references are added to a library, so your most recently entered references will have the largest record numbers and can thus be easily identified. You may also wish to display the Figure column, which shows which references have attached figures. Find out where EndNote s filters, styles and connection files are stored by clicking on Folder Locations. You can change these locations if you wish. Use EndNote Web to set your EndNote Web details (see Section 9). Note: Don t register online from here instead, register via the Web of Knowledge database (see Section 9). Use Find Full Text to set your Open URL Path (see Section 4.3). 23