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Introduction to Endnote X1 and Endnote Web Practical Workbook

Medicine & Health Sciences Faculty Team

Information Services

University of Nottingham

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Introducing EndNote

EndNote is a reference database--it specializes in storing, managing, and searching for bibliographic references in your private reference library.

EndNote is a bibliography maker--it builds lists of cited works automatically. Use

EndNote to insert citations into word processing documents and later scan those documents for in-text citations to compile a bibliography in any format that you need.

EndNote is an online search import tool--it provides a simple way to capture references from online bibliographic databases, library catalogues etc and import them directly into EndNote.

The University of Nottingham has a site licence for Endnote and the software can be used via the Novell Applications Launcher on PCs in the libraries, Computing Centre and other Computer Rooms. If you use a University PC, you can install the Endnote software. Contact MHS-IT-Support@nottingham.ac.uk to make a request for the installation. For further information see http://www.nottingham.ac.uk/is/services/software/is-machines/appls/endnote.phtml For off-campus use a personal licence is required. Students can purchase a copy at http://edustore.adeptscience.co.uk for approximately £66.

Contact details: Adept Scientific plc, Amor Way Letchworth Herts, SG6 1ZA. UK

Tel: 01462 480055 Fax: 01462 480213 e-mail: info@adeptscience.co.uk More information about Endnote and a free demonstration version can be obtained from the

EndNote web site at http://www.endnote.com/

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Introduction to the EndNote Library

Start EndNote and use a sample library

During the session, you will be using Endnote on the NAL. A sample Endnote Library has been made available, in order for you to practice using some of the features of Endnote

1. From the NAL menu click Microsoft Office & Tools and then click on the Endnote X1 icon in the right hand box to start the package.

2. Click on cancel, to open Endnote. Endnote needs to be open to enable access to the Sample Library

3. Once Endnote is open, go to File >Open >Open Library 4. Browse to Endnote_examples on Apps2 5. Click on Paleo.enl and click on open. A message will inform you that you cannot

save changes, click through this. 6. To be able to practice using the Endnote library you will need to save a copy of it.

Go to File >Save a copy. Save the file to your personal space on the Z drive.

Creating your own Endnote Library

1. When opening Endnote for the first time, Endnote will automatically default to give you the option to „Create a new Endnote Library‟ Click on OK or choose to „Open an existing Endnote Library‟. You can set the default to open an existing library once you have created one.

2. Type in a filename for your library eg Newrefs and save the file. 3. Start adding references to your new library. There are two ways of adding

references:- Typing in references manually Importing references automatically from an online database

Opening the Endnote program on your own PC

1. Go to Start >Programs 2. Follow the instructions as above for creating your own Endnote Library

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Create a New Reference Manually

Choose New (Ctrl+N) from the References menu. An empty Reference window opens with the words "New Reference" displayed at the top. New references always appear as journal articles but can be changed to any other type of

reference using the Reference Type menu at the top of the Reference window.

Enter the information in the relevant fields: author, title, date etc. Move between fields by pressing Tab. No extra punctuation is entered into the reference; EndNote adds the necessary punctuation and text style changes to the references when it creates a bibliography.

Close the Reference window by clicking the cross in upper right-hand corner of the window, or by choosing Close Reference (Ctrl+W) from the File menu. All information is automatically saved when you close a window. Your new reference should now appear in the Library window. You have now created a library by inputting references manually. The next set of exercises look at handling references in a library.

Displaying references When you open a Library you see the Library window listing all of the references that the library contains.

The parts of the reference which are displayed in this brief view are usually; author surname, year, title, reference type and URL. . If you highlight a particular reference and select the „Show preview‟ option in the bottom right hand corner of the screen, more detail is shown in the lower half of the window. You can browse through your reference library by using the scroll bar, the scroll arrows, or the Page Down, Page Up, Home, End, and Arrow keys .

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Select & Open a Reference To work with specific references you must first select them in the Library window by double clicking on the required reference. The Reference window opens to display all of the information associated with the reference. This is where you enter or edit information for a reference. The citation information displayed at the top of the Reference window (eg. Veenema, 2001 #8) is used by EndNote to match citations in a word processed document to references in a library. (See using Endnote with a Word Processor on page 12).

To view the rest of the reference, use the mouse to scroll down through the Reference

window, or press the Tab key to move forward from one field to the next. Press Shift+Tab to move backwards through the fields. The window may also be resized by clicking and dragging the lower right window corner. To reposition the window, click on the title bar and drag the window to the desired location.

Closing and saving a reference

Close a reference by clicking the cross in the upper right-hand corner of the Reference window. You can also choose Close Reference (Ctrl+W) from the File menu. EndNote automatically saves all changes made to a reference when the Reference window is closed.

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Search for a Set of References

Choose Search...(Ctrl+F) from the References menu, use the Quick Search or click on the binoculars icon. Use the quick search to enter a keyword in or click on the binoculars to use the advanced search. Advanced search Type in a search term in the first search item field/box.

Select where you want the search term to be found using the drop down menu next to Any Field, e.g., Any Field, Author, Title.

To find references from 2000 or later, type „2000‟ in the second search box. Choose Year from the Any Field list box in the second search item box/field. Choose Is greater than or equal to from the third drop-down menu box. Search terms can be linked with AND, OR or NOT . The Add Field button allows you to add another search term to your search strategy, click More Options to locate this button. A new window will appear showing just the references which match the search.

To return to the full set of references in your library, select All References from the Groups Panel.

Print the Found References

In order to print references as a standalone bibliography, first select a reference style (see Select Other Bibliographic Styles) eg Author-Date or Numbered. Highlight the references you wish to print out, using the Ctrl-Alt keys to select more than one reference.

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Choose Print from the File menu. A standard print dialog will appear. Click OK to begin printing. Use the Print Preview option to review the format before printing.

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Sort References

References can be sorted from the display window. The references below are sorted alphabetically, but by clicking on the header (e.g. Year, Title) references can sorted.

The Sort command can also be used to sort the references in the Library window.

By default, the library window is sorted alphabetically by first author. To sort references by other fields, choose Sort References from the References menu.

Use the drop-down menus to choose the field(s) to be used for sorting. Click on the button to the right of the field to specify ascending or descending order. Click OK to sort.

Sort by author, year or title by

clicking on the header

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Organise your references using groups You can assign references into different groups to help you to organise your Endnote Library. For example if you want to group all your references for Chapter 1 of your thesis together. To ensure the Groups Panel is displayed on the left of the screen, go to Tools >Show Groups

To create a Group go to References >Groups >Create Group To assign references to different groups, right click on the reference in the top window. You can then create a new group or choose a group you have already to assign the reference to

Create a new group or choose

an existing one

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Click on the group name to display the references you‟ve

assigned to a particular group

Click on the Group name to view the references you have added to

this group

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Select Other Bibliographic Styles Bibliographic styles are templates that are used to control the appearance of references in a bibliography. A set of standard styles is already installed in the Endnote software. There are two ways of selecting bibliographic styles. Method 1. To view the styles available click on Edit, Output Styles and then Open Style Manager in Endnote. A list of journals for which output styles are available is displayed:

Click on the column headings to sort by Name or Category. Click in the boxes to the left of the names to select styles for a list of “Favourites”. These

will appear in the Output Styles list under Edit in Endnote. By clicking on the “Less/More Info” button you will be able to see the full details of a style.

To modify a style select Edit. You will only be able to edit reference styles if you have Endnote loaded directly on your PC. You cannot edit reference styles if using the networked version of Endnote

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Method 2. From the main toolbar in the Endnote opening screen, the drop-down menu display box lists the available bibliographic styles. If the style required is not listed, choose Select another style. Select the style required and click on Close. This style will now appear in the list.

Importing references from databases You can use Endnote to save references from bibliographic databases. Some databases allow you to automatically download references straight into Endnote (direct export), whilst others require you to save your references as a text file and then import them into Endnote

as a separate file using the appropriate „import filter‟. The following exercises describe saving references from two databases, two using a direct export feature and one using saved text files and import filters. We do not recommend using the Connection Files option, which searches bibliographic databases from within Endnote. This is because you would lose the functionality of the database searching system and your search is likely to be less effective. Some Connection Files require a username and password which the University does not have access to.

Importing references from MEDLINE (Ovid) This method uses a simple direct export button to copy references from MEDLINE (Ovid) straight into Endnote. Log into MEDLINE at http://gateway.ovid.com/athens , choose the alternative login and then select Nottingham. Login with your University computer username and password. Select MEDLINE from the list of databases, conduct a search and mark some relevant

references. The Results Manager appears to the left of your list of results. Select which fields you would like to export by clicking the relevant button. Click the Direct Export option in the Citation Format box and then click on Save in the Action box.

Change the Output style

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From the next screen, select Export results to Endnote, Procite or Reference Manager and click Continue You will then be prompted to select the appropriate BMS package. Choose Endnote from the Dialog box and then select the Endnote Library into which you wish to import your references ( eg Newrefs) and the references will be imported for you into the chosen

database. Then return to MEDLINE and logoff from the database.

Importing references from Web of Knowledge

This method uses a simple direct import button to copy references from the Web of Knowledge database straight into Endnote.

Go to Web of Knowledge at http://wok.mimas.ac.uk Conduct a search, mark some relevant references using the check boxes to the left of the references.

Click on the More Options link or scroll to the bottom of the screen.

Click on More Options

Select the amount of bibliographic information you wish to import into Endnote

Choose the Direct

Export option

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Select any extra details e.g., abstract or full record. Click on the link to Save to Endnote.

The selected references should automatically be exported. You will then be prompted to select the Endnote Library into which you wish to import your

references (eg. Newrefs) and the references will be imported for you into the chosen database.

Remember to return to Web of Knowledge to logoff.

Importing from PubMed

This method involves saving references as a text file and then importing the file into Endnote using a filter.

Log into Pubmed at http://www.pubmed.gov

Perform a search and mark some relevant references.

Change the Display option to „MEDLINE‟ (this will reformat the references) and change the Send to option to ‘File’. XP may prevent you from downloading the file automatically. Click on the yellow bar at the top of the screen to allow the download.

Save the file as a text file and select ‘All Files’ at the „Save Type As‟ drop down menu.

To Import

References

into Endnote

To import a text file into an EndNote

library: 1. Open the library into which you want to import the references. 2. Choose Import...

from the File menu.

3. Click Choose File... to locate and open the file of references you want to import. All files, except for EndNote libraries, must be plain ANSI or ASCII text files. Select the file and click OK.

Click on Save to Endnote

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4. Select the appropriate import option from the Import Option list. The Import Options include the built-in options (EndNote Library, EndNote Import, etc.) as well as any filters that are in the selected filter folder. If you don't see the option that you need, choose „Other Filters‟ from the Import Options

list. Find the PubMed (NLM) option, and double-click it. It is important at this stage that you identify the right database and the correct supplier, e.g., OVID, NLM, CSA. Please contact Library staff if you are unsure about any of these details. 5. Select an option from the Duplicates list. (A reference is considered a duplicate if the

Author, Year, Title, and Reference Type match a reference already in the library.)

Import All

Discard Duplicates

Import into Duplicates Library

6. Click Import to import the file. When the import is complete, only newly imported references are showing in the Library window. To display the whole Library, choose „Show Selected References’ from the References menu.

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Using EndNote with Word This demonstrates using the Add-in facility which inserts EndNote commands to the Word Tools menu to give you direct access to your references while typing your document. The Add-in enables EndNote to do all of the bibliographic formatting work to the document that is currently open.

Specific instructions for UoN networked PCs In order to view the Endnote toolbar in Microsoft Word XP so that bibliographies can be compiled, it is necessary to open the software packages in the following order:

1. Make sure that Microsoft Word is closed down.

2. Launch EndNote by its icon (you may then close it if you wish). This detects Microsoft Word and places EndNote add-in files into Word‟s Startup folder.

3. Now launch Word (from its icon in the Microsoft Office folder) and select View/Toolbars. The EndNote toolbar will appear in this list.

4. Display this toolbar and click on various buttons on it to interact with EndNote.

Insert an EndNote Citation into the Paper Open your Endnote Library. Start Word from the Microsoft Office and Tools menu on the NAL and open an existing paper or begin typing a new paper.

To add in a reference, from the Tools menu, select Endnote and then select Find Citation(s) Enter text to search for the reference you require. Select the appropriate reference to insert in the document and double click on the reference to insert it into the Word document. The Cite While You Write feature in Endnote means that your bibliography will be automatically created at the end of your document as you add in citations. Remember to save your Word document as you add in each citation.

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To format again with a different bibliographic style:

From the Tools menu, Choose EndNote, then Format Bibliography (See above diagram). A Format Bibliography dialog box appears allowing you to select a particular style. Change the “With output style” selection to begin formatting the paper and bibliography in a new format.

To output according to the style of a particular journal not listed, click Browse and select the style required. Alternatively, go back into EndNote, select Edit, Output Styles, Open Style manager and select the preferred style. These will then be displayed in the window above.

To edit a citation in your document If you‟re using an author-date style e.g. Harvard, you may want to change amend your citation to fit in with the sentence you are using. For example:

“This was verified by Smith (Smith 1998) who wrote about this theory in detail” You may prefer to write this as:

“This was verified by Smith (1998) who wrote about this theory in detail” If you wish to change your citation in this way you will need to use the Endnote toolbar. Choose Tools>Endnote>Edit Citation

To exclude the author, tick the exclude author box. Citations can also be edited in other ways; information may be added, for example page numbers

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Exit from EndNote

Exit from EndNote by choosing Exit from the File menu, or press the key equivalent: Ctrl+Q.

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Endnote Web Endnote Web is available on the internet to all University of Nottingham staff and students. The differences between the two are displayed in the table below.

Compare features: EndNote Web EndNote

Save references + +

Organize & edit references + +

Storage capacity (number of references) 10,000 unlimited

Import from many databases and OPACs + +

Cite & format papers with bibliographies + +

Create & save advanced searches +

Customize views & displays +

Edit reference import filters & output styles +

Use term lists for auto-entry +

Cite tables, figures, & equations +

Work Offline (anytime/anywhere) +

Local Personal Files and Documents +

High Performance Desktop Environment +

From: http://www.endnoteweb.com/encompare.asp

Using Endnote Web on networked PCs To use Endnote web on University PCs and to ensure it works correctly with Word, open from the NAL. Go to Microsoft Office and Tools folder Click on the link for Endnote Web The first time you use Endnote Web you will need to register to obtain a free account. If you have already registered with the Web of Science you can use the same account.

Transferring references between Endnote Web and

Endnote If you wish to transfer references between Endnote and Endnote Web, you can use the Transfer references tool from within the full version of Endnote. Choose Tools >Endnote Web Follow the instructions on screen to either transfer references to Endnote Web or from

Endnote Web to Endnote.

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Importing references into Endnote Web from databases

Direct Export References can be imported directly into Endnote Web from Web of Knowledge by selecting the Save to Endnote Web button.

Importing

Records To import records

from Medline. Make the following selections from the results manager Result format: Reprint/Medlars Actions: Save

Save the text file.

Select

Reprint/Medlars

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To import the records into Endnote Web, select the Import link. Select the file you‟ve saved and then choose the correct filter which is Medline Ovid.

For more information on using Endnote Web see: http://www.endnoteweb.com/ http://scientific.thomson.com/webofknowledge/endnoteweb/

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Appendix 1

Guide to fields in Endnote

Author Enter author and editor names one name per line. Endnote can abbreviate names, so for maximum flexibility enter the authors surname with a comma followed by first name. If you only have the initials remember to put a full stop between initials: E.g. Smith, Andrew James Smith, A.J. When entering corporate authors place a comma after the name. The author field has a Term List

Year Enter the four numbers of the year of publication e.g. 1999. Title Do not press the ENTER key while typing titles into Endnote; allow long titles to just wrap to the next line. Journal title Enter the full title of the journal. The journal title field has a Term List. Pages Page ranges can be entered as complete as (1442-1449) or abbreviated (1442-9) Date Some journals have a date of publication, particularly weekly journals. Use this field if you want to include this information. Input it as you would like it to appear in your reference. Short title Use the Short Title field to enter abbreviated versions of the regular title which should be used as part of an in-text citation or a footnote citation. This is a common request for many of the humanities styles which use a shortened form of the title in the citation to help

identify which reference is being cited. Alternate Journal Name This field is useful when importing references from databases. Some databases will import the abbreviated form of the journal title into this field, thus allowing you to update your journal term list. DOI Use this to insert the Digital Object Identifier, which is unique to each electronic journal article. This information may be added when you import records into Endnote. Label Free to use for what you want. Keywords

Use this field to add keywords which you want to associate with the reference. You can use the Endnote search command to search for keywords and use this to retrieve records from your Endnote Library. The Keywords field has a Term List.

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Abstract This field can be populated when importing references from a database which includes abstracts. Searching will also retrieve words included as part of the abstract. Notes The notes field is often used to deposit any data which doesn‟t appear to fit anywhere else in a record, when importing records from databases. For this reason we don‟t recommend

using it for making notes as it isn‟t always free, use the Research Notes field instead. Research Notes This is a good field to use for your own notes about articles. E.g. If you have a copy of the article or if it was recommended by someone. URL You can use the URL to link to the full text of an article online, or link to a file on your

computer, or to a website File Attachments Use this to attach any files to your reference. This can include PDFs of the full text of a journal article, word documents etc. Access Date and Last Modified Date You can use these fields for your own record keeping. You will need to make a manual entry to update the field.

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Appendix 2

Importing a Journal Term List If you have a copy of Endnote installed on your own PC you can customise it by importing and customising Term Lists. If you regularly use PubMed to import references this is a useful feature to take advantage of. PubMed always uses the abbreviated form of journal title so if you use an output style which requires the full journal title you would need to go through your references in the Endnote library and amend them. However, by importing the Medical journal term list, which consists of full journal titles plus their associated abbreviated forms, you can overcome this problem by amending the output style to select the full title. It is recommended that you delete any existing terms from your journal term list prior to importing the new list.

To delete the existing terms in the journals term list: 1. Tools > Open Term Lists > Journals Term List 2. Click the first title in the list 3. Hold down the SHIFT key 4. Click on the last title in the list to select all titles 5. Click Delete Term

To import the journal term list, use the following instructions: 1. Tools > Define Term Lists 2. Click on the Lists tab 3. Highlight the journals list 4. Import List > Open

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5. C:\Program files\EndnoteX\Term Lists\Medical.txt 6. Click Open

If you look at the Journals term list now it should look similar to below

To ensure standardisation, you may want to remove the automatic updating of the term lists that occurs when references are imported. To switch off the automatic updating:

1. Edit > Preferences 2. Term Lists 3. Uncheck Update lists when importing or pasting references

If you do this you will need to check through any references you import from databases, ensure the references are correct before manually updating your term lists. Go into each record and amend as necessary, any new terms will appear in red – ensure they are standardised as you would like. After you have done this you can then manually update your term lists. To manually update your term lists:

1. Tools > Open Term Lists > Journals Term List 2. Select the Lists tab 3. Highlight Journals, Author, Keywords etc 4. Update List

To change your Output style so that the full journal title is shown: 1. Edit > Output styles 2. Edit ….. style 3. Click on Journal names 4. Select Full journal name 5. Close to save