1 · web viewgetting started endnote x2 contents 1. introduction 3 1.1 finding your way around...

Rev. ML 20/4/11

GETTING STARTED

EndNote X2

1 of 20 www.EndNote.com Ursula Byrne & Lorna DoddRev. June 2010 by Michael Ladisch Adapted with permission from Thomson © 2006

http://www.EndNote.com/

CONTENTS

1. Introduction......................................................31.1 Finding your way around EndNote....................................................3

2. Creating & Adding Records to your EndNote Library...................................................................5

2.1 Creating an EndNote library.............................................................52.2 Manually entering references...........................................................5

Worksheet 1 .........................................................8

3. Exporting References from Databases into EndNote.................................................................9

3.1 Direct export......................................................................................93.2 Importing references saved from a database....................................93.3 Managing your imported references...............................................10

Worksheet 2........................................................12

4. Using EndNote in Microsoft Word..................134.1 Installing the Cite While You Write files.........................................134.2 Using the Cite While You Write toolbar..........................................134.3 Cite While You Write in Word 2007.................................................15

Worksheet 3........................................................16

5. Printing & Creating Subject Bibliographies...155.1 Printing a bibliography....................................................................175.2 Creating a subject bibliography......................................................17

6. Getting More Help .........................................18



1. Introduction

EndNote is a software application enabling users to manage bibliographic references. References can be entered manually or downloaded from a large range of online databases and library catalogues. Images and objects such as PDFs or spreadsheets can be attached to references. As EndNote contains a large number of citation styles, users can select the style appropriate to their work, including citation styles specific to journal titles. EndNote also contains a ‘Cite While You Write’ (CWYW) feature. This allows users to automatically insert citations and build their bibliography while writing a paper in MS Word or Apple Pages ‘09.

1.1 Finding your way around EndNote

1.1.1 Viewing your LibraryWhen you open your EndNote library, the main display box lists all the references held in the library. You see All References highlighted in the Groups pane on the left.

The fields that are displayed (Author, Year, Title, URL) are the set defaults. These can be changed by customising your Preferences (see 1.1.3).

The bottom left hand corner of the display box tells you how many references are held in the library and how many are currently showing in the display box. A complete number of references are also listed in the Groups pane on the left hand side of the screen, under All References.

Click once on a reference to see it in full. In the bottom right hand corner of the display box is an option to Hide/Show Tab Pane. By clicking Show Tab Pane and selecting the Preview tab you can see how the selected reference will appear in your chosen Output Style.

Double click or press Enter on a selected reference to open up the full record.



1.1.2 Bibliographic Output StylesEndNote contains hundreds of citation styles.

At the top of the screen, on the left of the toolbar, is a drop down menu that allows you to select a Bibliographic Output Style.

To add styles to this list choose Select Another Style … from the drop-down menu.

In the Choose A Style box, select the style you want to add, and click Choose. This style will then be available to use from the drop-down menu. It might take a few seconds until the Choose A Style box appears.

You can also add styles to this menu by selecting Edit > Output Styles > Open Style Manager.

The Style Manager lists all the styles available alphabetically. Select the style you want by ticking the corresponding box and close the Style Manager.

The chosen style will now appear on the drop down menu on the toolbar.

1.1.3 Customising your Preferences To edit your preferences, select Edit > Preferences. This includes:

Changing the display fonts within your library Setting defaults Choosing display fields Choosing criteria for duplicates Spell check

While some of the options in Preferences are basic, others will be useful to those who are using EndNote at a more advanced level.



2. Creating & Adding Records to your EndNote Library

2.1 Creating a LibrarySelect File > New to create a new library. You can save your EndNote libraries anywhere you choose on your hard drive or network. EndNote creates a folder Name.Data and a file name.enl. If want to you copy or move your EndNote library you need to copy both folder and file.

2.2 Manually Entering ReferencesSelect References > New Reference to create a new record.

2.2.1 Selecting the Reference TypeSelect the reference type from the pull-down Reference Type list at the top of the empty record.

2.2.2 Entering DataDo not format the data as you enter it if the formatting would apply to the entire field. For example, do not italicize or bold author names or journal names. If formatting applies to only some words or characters in a field, then you can apply that special formatting using the formatting toolbar. You do not need to enter data in every field.

2.2.3 Individual FieldsAuthors:

Author names can be entered either first name and then last name (e.g., John Robert Smith)

OR Last name, then a comma, then the first name (e.g., Smith, John

Robert). Each author must be on a separate line. Use Enter. Add corporate authors with a comma at the end of their name (e.g.,

University College Dublin,). If you use a name that has been used before in the library, EndNote

will suggest and automatically enter it for you. When what you are typing no longer matches any name previously used in the library, the name will turn red.

Year:This is not a true date field. It is an alphanumeric sorting field. Enter four-digit years. You can also enter text such as “unpublished” or “in press.”



Journal:EndNote will suggest and automatically enter a journal name that matches your typing if there is any in your library already. When what you are typing no longer matches any journal previously used in the library, the name will turn red.

Pages:When entering page numbers do not use p or pp.

Pages can be entered as a full range of pages (e.g., 125-128) OR As a truncated range (e.g., 125-8). EndNote is able to convert the format entered to the format

required in the style.

Date: This is not a true date field. It is a text field and will be shown in

your bibliography exactly as entered. Do not include the year here because if your style calls for date

information, the year will be pulled from the year field.

Short Title:If a full-reference footnote style calls for a shortened version of the title in repeated citations, that information will be pulled from the short title field. This field is generally used only in the humanities.

Alternate Journal:This field is used for the abbreviation of the journal name.

Keywords:Enter keywords with:

A semicolon (;) OR a line break OR a backslash (\) between each keyword.

A keyword could be a single one or a combination of words (i.e. greenhouse gas emissions)

EndNote will suggest and automatically enter a keyword that matches your typing if there is any in your library already. When what you are typing no longer matches any keyword previously used in the library, the word will turn red.

URL:You can copy and paste a URL into this field or type it in manually. By clicking on the URL you will be linked to the web site.

File Attachments: You can insert files from your network or hard drive by selecting

References > File Attachments > Attach File …6 of 20

www.EndNote.com Ursula Byrne & Lorna DoddRev. June 2010 by Michael Ladisch Adapted with permission from Thomson © 2006


In the “Select a file to link to the reference” window select the file and click Open. This will create a copy of the file in the File Attachment field.

Unchecking “Copy this file to the default file attachment folder …” at the bottom of the “Select a file to link to the reference” window will create a link to the file.

You could also just click and drag a file from your Explorer window into the File Attachments field. This will create a copy of the file in the File Attachments field.

EndNote allows you to insert up to 45 PDF, Word, Excel or other documents to each reference.

Figure: To insert a link into the Figure field open the reference, then select

Reference > Figure > Attach Figure … If the file inserted is a picture (i.e. .bmp, .jpg, .gif) you will see a

thumbnail image of the picture There can be only one file linked to the Figure field per record. The Attach Figure feature enables the attachment of images, charts

and tables into the Figure field for later citing using EndNote Cite While You Write

Caption:This field is tied to the Figure field. When the image is inserted into a Word document, the contents of the caption field will be used as the caption for the image in Word.



Worksheet 1:

1. Open EndNote and create a new library. Call it My Library, and save it on the Desktop

Manually enter the reference below. Remember to use the correct reference type!

Book Edward O. Wilson (1993), The Diversity of Life, London:

Penguin.

2. Select an output style not already on the drop down menu on the toolbar.



3. Exporting References from Databases into EndNote

3.1 Direct ExportSome data providers support direct export for some of their databases. Before exporting selected references to your EndNote library check for an EndNote export option first.

When exporting references from a database that supports direct export: Conduct a search and select records. Select the export to EndNote option. You may have to click on a

save/export link first, depending on the layout of the database. If you have an EndNote library open already, references will be

imported into this library. If you don’t have one open:o EndNote will ask which library you wish to import the

references too Open the library you want to import the references to

The references will automatically download.

3.2 Importing References Saved from a DatabaseIf you wish to import references into EndNote from a database that does not support direct export, your search results must be saved as a text file.

Conduct a search and select records. Save your results in .txt, .rtf or .ris format on your computer In your EndNote library select File > Import … At Import Data File click on Choose File … and select the

saved file. At Import Option select the database and the platform that

you used to conduct your search. o If the database and platform you used do not appear on

the list, select Other Filters.o A list with the names of hundreds of databases and the

various Information Providers (platforms) will appear.o Select the database and the platform that you used to

conduct your search and click on Choose. At Duplicates select Discard Duplicates if you do not want

to import references that are already in your library. Click on Import and your references will be imported into

your library.



3.2.1 Import Filter ManagerIf there is a selection of databases you use regularly, you can set them to always appear at Import Option when importing a file.

In your EndNote library select Edit > Import Filters > Open Filter Manager …

The Filter Manager lists the names hundreds of databases and the various Information Providers (platforms) from which they are available.

Tick the corresponding box to select the database and the platform that you used to conduct your search (e.g. CINAHL on OVID; Psych Info on CSA).

Close the Filter Manager.

3.3 Managing your imported referencesWhen you have imported references into your library they will be displayed in the Imported References group at the Groups pane. Click on All References at the Groups pane to see all the items in your library including the newly imported references. References in the Imported References group will stay there until you delete them from the group or until you import a new set of references or until you close EndNote.

3.3.1 Custom GroupsAll your references in a library are stored in the All References group. In order to manage your references better you can create Custom Groups. Select Groups > Create Group and name the new group. Select the references you want to add to this group (e.g. all references from a specific journal or by a specific author) and drag them over to your new custom group. You can also use Edit > Copy and Edit > Paste from the menu. EndNote will only create a copy of the reference; the reference will still be available in the All References group.

3.3.2 ‘In Press’Remember that some references imported into your library may not be published yet and will include ‘In press’ in the record. Once these items have been published it is important to add the appropriate data to the record.

3.3.3 Adding KeywordsIt can be very useful to add your own keywords to your references. When you are importing references each database may use a different term for keywords. For example, if you were gathering data on the traveling community other terms such as travelers, Romany, gypsies and



itinerants could be used. It is therefore important to be consistent with keywords. If at any stage you wish to create a Subject Bibliography, it is the keyword field that is used to classify references by subject.

3.3.4 Removing DuplicatesIf you used a database that supports direct export or did not discard duplicates when importing a text file you might want to remove any duplicate references.

Make sure all the references in your library are displayed. Select References > Find Duplicates. The display box will now only show any references that

appear more than once in the library. Duplicate references will be highlighted.

Select References > Move References to Trash or just press Delete on your keyboard. The duplicates will now be deleted from your library, they will, however, sit in the Trash group unless you highlight the reference there and select References > Empty Trash or just press Delete on your keyboard. References in the Trash group will also be deleted when you close EndNote, but a warning message will pop up before this.

Select References > Show All References to return to your complete library.



Worksheet 2:

Part A1. Open the UCD Library website at www.ucd.ie/library.2. In the FindIt@UCD box type ScienceDirect, check the button

for Databases and click on Search.3. Log in with your UCD Connect Login details or select Guest.4. Click on ScienceDirect to open the database.5. Do a quick search on “Darwinian evolution”.6. Type the term “Darwinian evolution” in the All Fields box, then

click Go.7. Select the first 3 references by clicking the boxes beside them.8. Click on Export Citations.9. On the Export Citations page choose Citation Only as Content

Format and RIS Format (for … EndNote) as Export Format. 10. A small window will open and ask you if you want to Save the

export file or if you want to Open it. Click Open.11. When asked to Select a Reference Library, select the My

Library you created as part of Worksheet One, and click Open.12. If you have already an EndNote library open, the references will

be imported into this library.13. The references from ScienceDirect will appear in the Imported

References group of your EndNote library.14. Show all the references in your library.

Part B1. Open the UCD Library website at www.ucd.ie/library.2. In the FindIt@UCD box type British Humanities Index or BHI,

check the button for Databases and click on Search.3. Log in with your UCD Connect Login details or select Guest.4. Click on British Humanities Index to open the database.5. Type “Darwinian evolution” into the search box, then click Search.6. Select the first 3 references by clicking the boxes beside them.7. Click on the option Save,Print,Email.8. Choose the document format Text, then click Save.9. Save the file with the results on the Desktop (default name is

csaresults.txt)10. Open My Library, and select File > Import.11. At Import Data File click on Choose File and select your

saved file, here called csaresults.txt12. At Import Option you need to select the database (BHI) and

the platform (CSA) that you used to conduct your search. a. If the database and platform do not appear on the list, select

Other Filters.b. A list of hundreds of databases and the various Information

Providers from which they are available will appear.c. Select BHI (CSA) and click on Choose.



http://www.ucd.ie/library

http://www.ucd.ie/library

13. Click on Import and your references will be imported into your library.



4. Using EndNote in Microsoft Word

4.1 Installing the Cite While You Write Files (Word 2003)When you install EndNote it will automatically install two files in your Word Startup folder that allow EndNote and Word to communicate and enabling Cite While You Write (CWYW) in EndNote. After restarting Word you should then see an EndNote menu under your Word Tools menu. You should also see an EndNote toolbar in Word. If you do not see the toolbar, select View > Toolbars > EndNote X2 in Word to make it visible (see below):

4.2 Using the Cite While You Write Toolbar (Word 2003)When you write a paper in MS Word you can use EndNote to insert citations as you go along. Once your chosen citation style is selected in your EndNote library, each citation will be entered in that style. As you enter a citation, the full reference is added to your bibliography as you go along. You can also insert images and objects that are attached to references in your library.

Note: Any changes you make to references in Word will not be reflected in your EndNote library.

Go to EndNoteThis command will take you to the EndNote program, where you can select (highlight) references for insertion into your Word document.

Find CitationThis command will provide a search window where you can enter text that is in any field. You can then select references from a list of those that contain your search terms and insert them into your paper.

Format Bibliography



This command will allow you to change the EndNote style used for your document. It will also let you make other changes to the layout of your bibliography, such as adding titles and changing the line spacing.

Insert Selected CitationThis command will insert references you selected in your EndNote library into your document at the location of the Word cursor.

Edit Citation(s)Use this command to make any changes inside a citation, such as adding page numbers or removing author names from author-date citations.

Insert NotesThis command is rarely used except by Science magazine. Science requires that explanatory notes be numbered as though they were bibliography entries, and then placed in the bibliography. This command will allow you to do this.

Edit Library Reference(s)This command will not by itself make any changes to your library references, so the name is a bit misleading. What this command will do is allow you to quickly access the specific record for any selected citation.

Unformat Citation(s)This command will remove the formatted bibliography and citations and replace all citations with plain-text placeholders that EndNote can match to library records to create formatted citations. This command is commonly used when moving documents between word-processing programs.

Remove Field CodesThis command will create a second copy of the document with all EndNote field coding removed (you can generally recognize field codes such as formatted EndNote citations by their turning grey when you select them in Word). It is used when sending documents to a publisher because the field coding used for EndNote citations can sometimes cause problems for publishers’ page layout programs.

Export Traveling Library



EndNote creates a hidden “traveling” library containing only the references used in each paper. This traveling library is part of the coded information contained in each citation. Use this command to export the references in this traveling library to a regular EndNote library.

Insert FigureThis command will provide a search window much like the Find Citation window where you can enter text that is in any field in the record you want to find. You can then select references from a list of those records with images attached that contain your search terms. A reference to the figure will be inserted at the location of your cursor. The image will be inserted either below the cursor location or in a list at the end of the document, depending on the selected EndNote style.

Generate Figure ListIf you insert a new figure reference, all of the figures in the document will automatically be updated, but if you delete or move a figure reference you will need to force an update of the figure numbering and placement. Use the Generate Figure List command to do this.

Cite While You Write PreferencesUse this command to set preferences for EndNote’s Cite While You Write settings for future documents. (Note: If you use Word as your e-mail editor in Microsoft Outlook, you should leave the Open EndNote when Starting Word option in the CWYW preferences unchecked.)

HelpThis command will let you access contextual help for EndNote.

4.3. Cite While You Write in Word 2007When using EndNote with Word 2007 the toolbar will be installed as a separate tab.

Though the basic functionality of the toolbar is very similar to that of Word 2003, some commands are now collected together under pull down menus, such as Insert Citations, Convert Citations and Bibliography or Export to EndNote. Icons have also a slightly different design.



Worksheet 3:Cite While You Write: Practice Exercise

1. Open a new document in Word, ensuring that your EndNote Library is also open. If you do not see the EndNote toolbar, select View > Toolbars > EndNote in Word to make it visible.

2. Type in some text into your document (any text will do)

3. Click where you want a reference to appear in your text. Click on the Find Citation icon , then search for a reference in your library, by entering a term in the box which appears.

4. Click on the reference you wish to use, then click Insert. The citation will appear in your text, and the full reference will appear at the end of your text, beginning your bibliography.

5. Change the citation style of the document, using the Format Bibliography icon .



5. Printing & Creating Subject Bibliographies

5.1 Printing a Bibliography:To print the entire contents of your library as a bibliography:

Choose Edit > Select All. All references in your library should be highlighted.

Select File > Print. References will be printed in the currently active Bibliographic

Output Style

5.2 Creating a Subject Bibliography: Select Tools > Subject Bibliography. From the subject fields box click on Keywords to select it and click

OK. To include all items in your library in the bibliography click Select

AllOR To include one or more keywords in your bibliography click on each

keyword to select it. Click OK to view your Subject Bibliography. You now have the option to Change the Output Style, Print or Save

the subject bibliography.



Getting More Help:

UCD Library online support for EndNote:http://www.ucd.ie/library/endnote

UCD Library contact: Michael Ladisch E: [email protected]: +353 (0)1 716 7530

OR Your Liaison Librarian

Official EndNote Website: www.endnote.com



http://www.endnote.com/

mailto:[email protected]

http://www.ucd.ie/library/endnote

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