© September 2012

Endnote @ HKU

Workshop II Manage your library

Managing PDF Files 1. Find PDF Full Text p.2–3

- Find full text documents

2. Attach PDF p.4-6

- Open link to locate the PDF

- Link PDF file to a reference

3. Import PDF Files p.7

- Convert a collection of PDF files into EndNote references

Groups 1. Difference between custom and smart groups p.8

2. Create a custom Group p.9

3. Create a smart Group p.10

Add new references 1. Search and watch smart groups grow - Direct Export (ISI Web of Science) p.12 - Direct Export (Scopus) p.13

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Discover Organize Write & Cite http://lib.hku.hk/endnote

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Endnote Workshop III 2 HKU Libraries

Managing PDF Files I

Highlight the reference(s) you would like to find full text. Note: For all references: Hold down Ctrl key + A. For individual references: Hold down the Ctrl key and click the references. For a range of references: Hold down the Shift key.

Click on the Find Full Text icon.

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Exercise 1 Find PDF Full Text

Scenario: You have an Endnote library. Is there an easy way to find the PDF full text of the

articles and attach them along with each reference?

Note the Find Full Text copyright and usage practice

Use the Find Full Text feature to locate full text to references in the library. PDF full text may be attached if the article is subscribed by HKUL. Maximum 250 records at a time.

Endnote Workshop III 3 HKU Libraries

Section I: Managing PDF Files

Wait while searching is in progress 4

Once Find Full Text is completed, Endnote will display: ● Found PDF: Number of PDFs found. ● Found URL: If EndNote cannot find the full text, the article URL may be inserted. ● Not Found: Number of records with no PDF/URL attached.

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6 A paper clip icon will be shown against the record with the PDF attached.

Number of PDF files found = ______

Endnote Workshop III 4 HKU Libraries

Section I: Managing PDF Files

Press on the Open Link icon (Or, use the shortcut key CRTL + G)

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If HKUL has an electronic subscription to the article, you might see the Full text icon. 3

Retrieve and save the document. 4

Exercise 2 Attach PDF

Scenario: The Find Full Text feature is not able to find the PDF files for some of the

references. Is there a way to manually attach the PDF full text to a reference?

Locate and attach the PDF full text to this reference: Neaves, L. E., Zenger, K. R., Prince, R. I. T., Eldridge, M. D. B., & Cooper, D. W. (2009).

Landscape discontinuities influence gene flow and genetic structure in a large, vagile Australian mammal, Macropus fuliginosus. Molecular Ecology, 18(16), 3363-3378.

1 Highlight the reference. Note that the reference has a durable URL.

Step 1: Open link to locate PDF

Endnote Workshop III 5 HKU Libraries

Section I: Managing PDF Files

Select the PDF file you have saved in Step 1.

Step 2: Link to PDF full text

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Highlight the reference in your library.

From top bar menu, select References > File Attachments > Attach File.

4 A paper clip icon will be displayed against the reference.

Endnote Workshop III 6 HKU Libraries

Section I: Managing PDF Files

5 To open the PDF file, you can either: Either: From top bar menu, select References > File Attachments > Open File.

Note: 1. Another way to insert file attachments is to drag and drop the file onto the reference in either the Library window or the Reference window.

2. You can insert other file types, e.g. Word, Powerpoint, Excel files. 3. Up to 45 files per reference. 4. All file attachments are kept in the Data Folder of the corresponding Endnote library.

Or: In the full record, locate the PDF file under the File Attachments field.

Endnote Workshop III 7 HKU Libraries

Exercise 3 Import PDF Files

Scenario: Before you began using Endnote, you already have saved a folder of full text articles

in PDF format. Is there an easy way to input these references into your Endnote library?

Import a folder of PDF files to your library. PDF files with a valid Digital Object

Identifiers (DOI) will be converted into EndNote references.

Select File > Import > Folder (Note: To import a single PDF file, select File > Import > File)

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Choose the folder “PDF files” from S:Endnote Workshop III

Click on Import 4

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Select PDF as the Import Option. 3

Files with DOI contain the basic bibliographic information.

5 The files with no DOI have the pdf filename under the title field.

The paper clip icon indicates the PDF files have been imported to the library.

Endnote Workshop III 8 HKU Libraries

Section II: Groups

Groups II

Custom Groups Smart Groups

Create the group Manually add references to a group.

Specify criteria - references meeting the criteria will automatically be added to the group.

Updates Done manually ● The group will not be updated

unless you manually add or remove references.

Updates automatically ● Dynamically update the group

as new references are added to the library.

Applications (Some examples)

● Keep a list of good readings ● Remind yourself that this list

requires special attention.

● Group references matching certain keywords

● Group references by publication period.

Number of groups Maximum 500 groups (custom and smart groups combined)

1. Difference between Custom and Smart Groups

Scenario: Your Endnote library contains references on different topics or purposes. To get more organized, you would like to create subsets and group the references.

Solution: Groups feature is great way to organize your references, especially for huge

Endnote libraries. There are two types of groups: Custom and Smart Groups.

Endnote Workshop III 9 HKU Libraries

Section II: Groups

Exercise 4: Create a Custom Group

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From top bar menu, select Groups > Create Group 1

Enter name of the group.

3 Find the references and then add them to this group by selecting Groups > Add References To > A custom group (Note: Or, you can Drag and drop it to the group)

(a) Create a custom group by the name “5-star readings” (b) Add the following references to this custom group

Begg, G. S., Reid, J. B., Tasker, M. L., & Webb, A. (1997). Assessing the

Vulnerability of Seabirds to Oil Pollution: Sensitivity to Spatial Scale. Colonial Waterbirds, 20(2), 339-352.

Cardellicchio, N. (1995). Persistent contaminants in dolphins: An indication of chemical pollution in the mediterranean sea. Water Science and

Technology, 32(9-10), 331-340.

Hall, M. A. (1998). An ecological view of the tuna-dolphin problem: impacts and trade-offs. Reviews in Fish Biology and Fisheries, 8(1), 1-34.

Endnote Workshop III 10 HKU Libraries

Section II: Groups

Create the smart group for Dolphins

Exercise 5: Create a Smart Group

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From top bar menu, select Groups > Create Smart Group 1

(a) Change group name (b) Enter search criteria

Create two smart groups: (a) Seabirds (b) Dolphins

(c) Click on Create

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Create the smart group for Seabirds

Number of references in the smart groups: Dolphins = _________ Seabirds = _________

Note: Removing a reference from a smart group will delete it from the library.

Endnote Workshop III 11 HKU Libraries

Add New References III

Smart groups grow Remove duplicates

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Search Databases

Endnote Library Grows

Scenario: You have created your custom and smart groups in your library. Today, you are going to search in two other databases, and therefore, new references will be added to the library. Will the groups be updated automatically?

ISI Web of Knowledge

Scopus

Endnote Workshop III 12 HKU Libraries

Section III: Add new references

Scroll to the bottom of the page, and then choose Select records to be exported

Exercise 6 Search and watch smart groups grow

Database: ISI Web of Knowledge Method: Direct Export

1 Access ISI Web of Knowledge HKUL Homepage > Electronic Resources > Key English E-resources > ISI Web of Knowledge

2 Enter your search statement

3 Mark the desired records

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Click on Endnote button. 6

7 Click on Export

Select output format 5

Endnote Workshop III 13 HKU Libraries

Section III: Add new references

Select RIS format as the Export format. (Note: You can also change the output, e.g. Complete format)

1 Access Scopus HKUL Homepage > Electronic Resources > Key English E-resources > Scopus

2 Enter your search statement

(b) Click on Export 3 (a) Mark the desired records or

all records on this page

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Click on Export

Exercise 7 Search and watch smart groups grow

Database: Scopus Method: Direct Export

6 Click on Open

Endnote Workshop III 14 HKU Libraries

Section III: Add new references

Questions on Endnote?

On-site: Information Counter Level 3, 3/F Main Library.

Telephone: 2859-2203

Email: hkulref@hkucc.hku.hk

Wiki@HKUL: kb.lib.hku.hk/wiki/Endnote

A great place to share experience in the use of Endnote and to explore the FAQ on this wiki platform!

WIKI@HKU

Training and Support: lib.hku.hk/endnote/support.html

Learn from the online tutorials and quick guides!

Use of HKUL E-resources is restricted to purposes of research and education. Other uses and excessive downloading are strictly prohibited. Violators will lose library privileges, face disciplinary actions and may be prosecuted.

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