A Beginner's Guide to

EndNote X3 for PC

ContentsPage

  1. Introduction4
  2. What will you learn in this tutorial? 4
  3. What is EndNoteX3 and why should you use it?5
  4. Guide to installing EndNoteX3 for PC 7
  5. Help options7
  1. Starting EndNote & creating a library of references8

2.1Creating a new EndNote library8

2.2Changing your Display Fields9

2.3Opening your EndNote library 9

  1. Creatinga New Reference9
  2. Manually creating references 9
  1. Direct Export of References from a Database13
  2. Web of Knowledge13
  3. Importing downloaded references using a filter14
  4. Importing references with PubMed14
  5. Importing References using Google Scholar 15

5Connections Files, and Filters15

5.1Searching the British Library Catalogue15

5.2Searching an Online Database from within Endnote16

6Working with References in EndNote17

6.1Sorting your Library17

6.2Adding Information to references17

7Searching your EndNote Library18

7.1The Search Tab19

7.2Quick Overview of Search Tab19

8Grouping References in Library20

8.1About Groups and Group Sets20

8.2Types of Groups20

8.3The Groups Pane21

8.4Using Groups in EndNote21

8.5Creating Custom Groups22

9Using EndNote with Word22

9.1 Viewing references in a Particular Style22

10Cite While you Write with Word24

10.1Inserting citations and creating a bibliography with CWYW24

10.2Formatting your bibliography and citations in word25

10.3Formatting a citation and create a bibliography25

10.4Reformatting with different styles26

11Editing Citations26

11.1Safely formatting citations26

11.2Deleting citations27

12Footnotes & Endnotes28

12.1To cite a reference in a footnote or EndNote28

12.2Footnote Templates28

13Creating a Travelling Library 30

13.1Exporting references from word documents to an EndNote Library30

14Removing Field Codes or Convert to Plain Text for Publishing from Word31

14.1Removing Field Codes31

14.2To remove field codes and save formatted citations as text32

14.3To remove all Microsoft Word Field Codes32

15Backing up Files32

  1. Introduction

1.1What will you learn in this tutorial?

By the end of the tutorial you will:

Know what EndNote is and if you need to use it

Know where to get help

Create EndNote libraries and populate your libraries with references

Perform basic tasks in EndNote

Use EndNote with MS Word to create your bibliography

1.2What is EndNote X3 and why should you use it?

EndNote is a bibliographic reference manager that can help you:

  • Store, manage, organise and format bibliographic references to be used in your research papers and publications.
  • Automatically create and format citations and bibliographies for your research papers.

EndNote can be a timesaver if you are:

  • Preparing literature reviews, lengthy essays, dissertations or theses.
  • Preparing papers for publication.

EndNote is quite a complex product that requires the user to invest time in learning how to use it before embarking on their project.If you have only a few references to cite, such as for an undergraduate assignment, it may be easier to format citations and bibliographies in your word processor.

1.3Guide to installing EndNoteX3 for PC

1.3.1System Requirements

Please ensure that your personal computer/laptop meet the following programme requirements:

System requirements:

Windows XP, with at least Service Pack 3 installed

(32 or 64 bit versions)

Windows Vista (32 or 64 bit versions)

Hardware requirements:

A personal computer with a Pentium (or compatible)

450-MHz or faster processor

A minimum of 256 MB of available RAM

A hard drive with at least 180 MB of free space

In order to use EndNote’s Online Search feature for searching online databases, an Internet connection isrequired. To use the Open Link command to access a website, you also need a Web browser installed

Word Processor Compatibility:

As of June 2009, EndNote for Windows is compatible with:

  • Microsoft Office Word 2003 or 2007 for Windows
  • Open Document Format (ODT) documents created withOpenOffice.org Writer
  • RTF files created with most word processors, including: Microsoft Word, WordPerfect, OpenOffice.org Writer, StarOffice, and WordPad

Microsoft Word:

EndNote installs Cite While You Write commands in Microsoft Word.

Word 2003 displays anEndNote submenu of commands on Word’s Tools menu.

Word 2007 displays Cite While You Write commands on an EndNote tab.

Cite While You Write allows EndNote to format citations and create a bibliography for the document that is open in Word. You can format, unformat, and reformat a document - without exiting your word processor.

In order for Cite While You Write to install properly, Microsoft Word 2003 or 2007 must be correctly installed on your computer prior to installing EndNote. However, make sure that the Word application is closed before attempting to install Cite While You Write.

If a supported version of Microsoft Word is installed on your computer, the appropriate Cite While You Write files areinstalledautomatically for the current user when you run the EndNote installation. This feature can be used with a shared copy of Word or on a network.

1.3.2Upgrading from an earlier EndNote version

  • Before you begin, back up any custom styles, import filters, and connection files that you do not want overwritten.
  • We strongly recommend that you uninstall any earlier version of EndNote before you install EndNote X3. See “Uninstalling EndNote”

NOTE: If you have purchased EndNote, during installation, you will need to enter both your new EndNote X3 product key, which is found in the EndNote X3 CD packaging or on the order confirmation for your digital product, and your old EndNote serial number. (The Demo version of EndNote does not require these.)

  • Install the upgrade just as you would a new installation. By default, EndNote X3 is installed into the C:\Program Files\EndNote X3 folder.
  • If Setup detects an earlier copy of the EndNote program in the installation folder, it alerts you and gives you two options. If you continue with the installation to install EndNote X3 into your existing EndNote folder, Setup removes the older EndNoteapplication and word processor support files. You need to select what it should do with the styles, filters, and connection files from your older copy of EndNote. No matter which option you choose, your libraries will not be deleted; nor will any non-EndNote files in the EndNote folder.

1.3.3Installing EndNote X3

Please note: You may only download EndNote to a Trinity College Dublin-owned personal computer or laptop. Personal licences may be purchased for a reduced fee for non-college owned personal computers and laptops. Please go to the following URL to purchase your Personal License - note, this link will only work on campus:

In order to install software you will need to have administrative rights on your machine. If you are using a shared computer, please contact IS Services to obtain administrative details.

To download the EndNote software go to

Follow the steps outlined on the website carefully.

Follow the instructions on screen to complete the installation.Use the Next button to move forward between the installation dialogs.

Welcome:Thank you for selecting EndNote!

Read Me Information: Read breaking news about this version of EndNote.

End User Licence Agreement: You must select “I accept the license agreement” in order to continue with installation

Select Installation Type:It is recommended that you select Complete installation.

Select Destination: By default, EndNote is installed in the C:\Program Files\EndNoteX3folder.Choose the Browse button to change the folder selection.

Ready to Install: Click Next to complete the installation.

1.3.4Checking your installation

1.To run EndNote, click the Start button, choose All Programs,select EndNote, and then choose EndNote Program.

2.Next, a dialog may ask you to open a library file. You can create or open an EndNote library, or choose Cancel or Close.

3.To check the version number of EndNote, choose About EndNotefrom the Help menu. Click the splash screen to clear it.

4.If you have trouble accessing the program, repeat the installation steps to verify that the program was correctly installed.

5.To see whether Cite While You Write is correctly installed, startMicrosoft Word In Word 2003, click on the Tools menu and you should see EndNote commands on an EndNote X3 submenu.

6.In Word 2007 you should see an EndNote Tab:

7.Check the EndNote support page for new connection files:

8.Check the Library’s EndNotesupport page TCD customised styles, filters and connection files.

1.4Help options

This guide will provide you with a basic introduction to using the EndNote software.As you begin to use the product you may require further assistance.The following help options are available:

1.In EndNote, select help from the menu bar.You can either browse the contents or select to search on a particular topic. Alternatively press the F1 key.

2.EndNote contains an extensive manual which is available via the Start menu on your PC (Select Start/Programs/EndNoteX3/EndNote Manual) or locate the .pdf file in the EndNote folder on the C drive of your PC (you need administrator privileges to access the C drive of any college owned PC or laptop). To view the manual Adobe Acrobat Reader must be installed on the PC.

3.Check the Library’s EndNote page.

4.Check the EndNote support page for news on, styles and patches

5.Contact your Subject Librarian - see

  1. Starting EndNote & Creating a Library of References

2.1Creating a new EndNote Library

  1. Left click on the Start button in the bottom left hand corner of the computer screen.
  2. Choose All Programs>EndNoteEndNote Program.
  3. EndNote will start and a dialog box will appear asking you to create a new library or open an existing library.
  4. Select to Create a new EndNote Library and click the OK button.

  1. In the New Reference Library dialog box, type My EndNote Libraryas the File Name and save to your Desktop.You have now created a library called: My EndNote Library.enl
  1. Once you have saved the library, it appears as an empty library showing 0 out of 0 references.
  1. Click the grey X in the right hand side of the window to close the library.

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Tips

If you are using computers in the Public Access Computer Rooms (PACRs) on campus never save to the computers’ desktop or C drive as your files will be cleaned off at the end of the day.Instead save your EndNote library to your storage media (memory stick, CDROM) or to your filestorage on the college network.If you are saving to your college PC or laptop create a folder somewhere on your computer where you will save all EndNote libraries to.

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2.2Changing your Display Field

  1. To change your display fields select Edit -> Preferences (A splash up box will now appear)
  2. Edit the Columns so that they have the following Fields:
  3. Column 1: Record Number
  4. Column 2: Author
  5. Column 3: Title
  6. Column 4:Year
  7. Column 5: Research Notes
  8. To change the Field which is displayed in each column, click on the downward arrow and you will be able to scroll up and down to select the fields you want.

  1. To confirm these changes simply click on ok.

2.3Opening your EndNote Library

1.Left click on the Start button in the bottom left hand corner of the computer screen.

2.Choose All Programs, EndNote, EndNote Program.

3.EndNote will start and a dialog box asking you to create a new library or

open an existing library.Select to Open and existing EndNote Library, click on the Browse button.Locate the My EndNote Library.enl file, select the library and then click on the Open button.

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Tips for Opening your Library

  • If EndNote is already open, to open your library:
  • From the top menu, select File, Open, Open Library, select the library you wish to open.

Use the shortcut Ctrl+O

Click on the Open Library icon and select the library you want to open.

3.Creating New References

3.1Manually creating references

  1. From the top menu select References, New Reference.

  1. Pull down the Reference Type menu to display the list of available publication types.There are many pre-defined Reference Types available in EndNote. The most frequently used are Journal Article, Book, Book Section (Book Chapter), Theses & Conference Proceeding.For this example select Journal Article.
  1. Type the details of the following citation to a journal article in the New Referencewindow following the example below:

Susan M Smith & Tom O’Dowd. (2007) “Chronic diseases: what happens when they come in multiples?”, British Journal of General Practice, vol. 57, no. 537, pp. 268–270URL:

Research Notes: EndNote Training, Chapter 1

Use the Tips that follow to give you guidance.

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Tips for entering information into the reference fields:

Author/Editor Names:

  • Care must be taken when typing in the Author(s) name(s).It must be in the correct format:
  • Enter the surname first, followed by a comma then the forename(s)/ initial(s) separated by spaces e.g. Darwin, Charles or Smith, John J or Murphy, P T
  • The comma indicates to EndNote where the author(s) Surname ends.It is not necessary to enter punctuation after the author(s) initial(s) as EndNote will amend the format depending on the output style selected.There should be a space between each forename and/or initial.The need to enter forenames or initials will be dictated by the reference style you will use for your work.
  • You must enter the author(s) names as they would usually be spelled e.g. for the author Susan M. Smith the correct entry is Smith, Susan M and not smith, susan m.If no capitalisation is used none will appear in the output style*. (*There are some exceptions to this e.g. the Harvard citation style capitalises the Authors names)
  • Enter the author(s) names one per line, press [Enter] to start a new line within the Author Field.
  • If there is no author leave the line blank.
  • If you do not know all the authors, then the last author entry should be typed as et al.,
  • For multiple-word last names enter as Surname, Forename(s) Initial(s.The entry for Charles de Gaulle,will read de Gaulle, Charles
  • For authors with titles e.g. Snr, Jnr, III etc., enter as Surname, Forename, Title. For example:The entry for Albert Smith Jr. will be Smith, Albert, Jr.
  • Place commas at the end of corporate authors’ names e.g. Microsoft, or Apple Computer Inc.,

Other Fields:

  • To move from one field to another use [Tab] to move down or [Shift+Tab] to move up.
  • Enter years as a four digit number, for example 2007, 1997
  • Enter titles without a period or punctuation at the end.Allow the title to wrap within the field, DO NOT USE ENTER.It is best practice to capitalise the title as you would like it to appear in your bibliography.Be consistent with capitalisation.If possible, follow the guideline(s) for the reference style(s) you are likely to use.
  • The full journal name should be entered in the field Journal Name.For abbreviated formats use the Alternative Journal field.
  • Page ranges can be entered as complete (1223-1229) or abbreviated (1223-9) ranges.The style used to create the bibliography will amend the page numbers to be either full, abbreviated or first page only.Do not use commas for page numbers in the thousands e.g. 1223 not 1,223.
  • Do not enter punctuation, labels, or text styles that are normally part of a bibliographic style.
  • For editions, enter as 3rd, 5th etc.

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  1. When you have entered the details for the article, click on the grey X in the right hand corner of the screen.The reference is automatically saved for you.You also have the option to save the record by clicking on File -> Save. You should now have one reference displayed in you’re myEndNote Library.enl file.To view or edit the saved reference, double click on it.
  1. The record has been given a unique identifier, Smith, 2007#1.Each subsequent reference will receive its own unique number.

4.Exporting and Importing References from databases

4.1 Direct Export from the Web of Knowledge

A search result can often be exported directly from a database into an EndNote Library using a “Direct Export” feature.

  1. From the TCD Library Information Resources page ( locate the

entry for Web of Knowledge.

  1. In the Topic field enter your search terms“Crime Scene Forensics”
  2. Mark records of interest.
  3. Click Submit.
  4. Click on the icon to view your marked list.
  5. From the following screen, click export to reference software.
  6. If EndNote is not open, it will be launched automatically prompting you to locate and select a library.If

EndNote is running the references will be exported to the front window.

  1. Double click a reference to view what has been transferred from the database.
  2. Close the reference after viewing.
  3. Close the Library by clicking the grey X. These references are now saved in the My EndNote Library.enlfile.

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Tips

  • You should always carefully check the content of the database record against what has been transferred into the EndNote library.
  • It may be useful to a add a note to the record to state which database the records come from, what date the database was searched and perhaps the search terms used.To globally edit to your records, select References, Change and Move Fields.From the drop down menu by In, select the relevant field and enter your notes.For example, select Name ofDatabase and enter ISI Web of Knowledge.
  • To merge the records with the others in your library select [Ctrl+M].Or click on X in the right-hand corner of the screen to close the window and automatically have the records merged into your library.

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4.2Importing downloaded references using a filter

Not all databases will allow you to directly export information from the database into your EndNote Library.If the Direct Export option is not available (PubMed, SciFinder Scholar, Emerald) the results can be downloaded as a .txt file and then imported into an EndNote library using an Import Filter file (.enf).The filters, specific to the particular database and supplier are configured to extract relevant information from the database record and transfer the information into the appropriate fields in the EndNote library.

To import a text file from PubMed please follow these instructions:

A] Direct Import of Files into EndNote

Importing PubMed files into EndNote – Part I

1)Access PubMed from the TCD Library website a good starting point and resource page.

2) Perform your PubMed search. e.g. “swine flu”

3) To mark specific citations for downloading, click the box next to each citation you want to select. To save all the citations in the list, do not select any and PubMed will automatically include all.

4) The following setting will need to be changed and a command used: