Rev. ML 20/4/11

GETTING STARTED

EndNote X2

CONTENTS

1. Introduction

1.1 Finding your way around EndNote

2. Creating & Adding Records to your EndNote Library

2.1 Creating an EndNote library

2.2 Manually entering references

Worksheet 1

3. Exporting References from Databases into EndNote

3.1 Direct export

3.2 Importing referencessaved from a database...... 9

3.3 Managing your imported references

Worksheet 2

4. Using EndNote in Microsoft Word

4.1 Installing the Cite While You Write files

4.2 Using the Cite While You Write toolbar

4.3 Cite While You Write in Word 2007...... 15

Worksheet 3...... 16

5. Printing & Creating Subject Bibliographies

5.1 Printing a bibliography

5.2 Creating a subject bibliography

6. Getting More Help

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.

1.1Finding your way around EndNote

1.1.1 Viewing your Library

When 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 Paneand selecting the Preview tab you can see how the selected reference will appear in your chosenOutput Style.
  • Double click or press Enter on a selected reference to open up the full record.

1.1.2 Bibliographic Output Styles

EndNote 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 aBibliographic 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 selectingEdit >Output StylesOpen 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 Library

Select File >Newto 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 References

Select References >New Reference to create a new record.

2.2.1 Selecting the Reference Type

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

2.2.2 Entering Data

Do 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 Fields

Authors:

  • 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 …
  • 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 fieldopenthe reference, then select ReferenceFigureAttach 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 Export

Some 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:
  • EndNote will ask which library you wish to import the references to
  • Open the library you want to import the references to
  • The references will automatically download.

3.2 ImportingReferences Saved from a Database

If 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,.rtfor .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.
  • If the database and platform you used do not appear on the list, select Other Filters.
  • A list with the names of hundreds of databases and the various Information Providers(platforms) will appear.
  • 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 Manager

If 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 FiltersOpen 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 references

When you have imported references into your library they will be displayed in the Imported References group at the Groups pane. Click on All Referencesat the Groups paneto 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 Groups

All 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 Keywords

It 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 Duplicates

If 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 ReferencesFind Duplicates.
  • The display box will now only show any references that appear more than once in the library. Duplicate references will be highlighted.
  • Select ReferencesMove 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 ReferencesEmpty Trashor 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 ReferencesShow All References to return to your complete library.

Worksheet 2:

Part A

  1. Open the UCD Library website at
  2. In the FindIt@UCD box type ScienceDirect, check the button for Databasesand clickon Search.
  3. Log in with your UCD Connect Login details or select Guest.
  4. Click on ScienceDirectto open the database.
  5. Do a quick search on“Darwinian evolution”.
  6. Type the term“Darwinian evolution” in the All Fields box, then clickGo.
  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 ofyour EndNote library.
  14. Show all the references in your library.

Part B

  1. Open the UCD Library website at
  2. In the FindIt@UCD box type British Humanities Index or BHI, check the button for Databasesand clickon Search.
  3. Log in with your UCD Connect Login details or select Guest.
  4. Click on British Humanities Indexto 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 calledcsaresults.txt
  12. At Import Option you need to select the database (BHI) and the platform (CSA) that you used to conduct your search.
  13. If the database and platform do not appear on the list, select Other Filters.
  14. A list of hundreds of databases and the various Information Providers from which they are available will appear.
  15. Select BHI (CSA) and click on Choose.
  16. 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 >ToolbarsEndNote X2 in Word to make it visible (see below):