End Note Workbook
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Leeds University Library: Introduction to EndNote X1
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Leeds University Library Training Materials
Introduction to EndNote X1 Contents Aims
Pages 2
About this workbook
2
1. Learning how EndNote works
3
2. Creating a bibliography with EndNote
4
3. Adding references to your EndNote
5
4. Organising your references
7
5. Checking for duplicates
8
6. Manually adding references to your EndNote Library
8
7. Linking to PDF’s and other documents
10
8. Help
10
Optional exercises 9. Using EndNote to search the Library Catalogue
11
10. Practice exporting references from your own subject databases
12
11. Finding new and updated filters for exporting from databases
13
12. Document templates
14
If you require this information in an alternative format (i.e. large print, braille or audio cassette), please contact any library enquiry desk or telephone (0113) 343 5663 and staff will make the necessary arrangements.
Leeds University Library: Introduction to EndNote X1
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Leeds University Library Training Materials:
Introduction to EndNote X1 EndNote helps you collect and store all the references you have found from different sources. With a few clicks of the mouse, you can use your EndNote library to create bibliographies in your Microsoft Word documents and reformat them into your chosen referencing style. Reference Manager and ProCite are similar products from the same company. If you have been using one of these products and wish to change to EndNote, you should be able to import your files into EndNote using the appropriate import filter. EndNote is available on the ISS desktop. A personal copy of EndNote or Reference Manager can be bought from the ISS helpdesk. Refer to this document for more information: http://www.leeds.ac.uk/iss/sales/webpub.pdf
Aims By the end of this workbook you will know how to: • • • • • •
Create an EndNote library Use your EndNote library to create a bibliography in Microsoft Word Manually add references into your EndNote library Automatically add references into your EndNote library Find new and updated import filters Link records in your EndNote library to PDFs and other documents
About this workbook •
• •
This workbook relies on access to 2 practice files; paleo.enl and paleo.doc o If you are not following this workbook in a Library training session, the practice files are available for download from our website at: http://www.leeds.ac.uk/library/training/materials.htm under the section Managing information Things that you need to type are displayed in Courier New bold font Instructions assume that you are using Internet Explorer (the ISS supported Web browser) but you can use any browser
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1. Learning how EndNote works First you need to know how EndNote works and how to manipulate references stored in an EndNote library. Note: these instructions describe using EndNote version X1 on a computer in an ISS cluster. Exercise 1 To open EndNote: Click on Start and select Programs, Miscellaneous, EndNote X1 Once EndNote is open, open the example EndNote library available on your computer by clicking on File>Open>Open library. Use the drop down box near the top of the new window to navigate to and open an example EndNote library called Paleo.enl – this file should be available from your C: drive under Program Files>EndNote X1>Examples (NB If you are not following this workbook in a Library training session or cannot find the file in your C: drive, it can be downloaded from the Managing information section of http://www.leeds.ac.uk/library/training/materials.htm) Open the practice EndNote library paleo.enl. If you see a message about the file being locked don’t worry and click on OK. It just means that any changes you make to it will not be saved after you finish using it. If you try to open an EndNote library which was not created with EndNote X1 a converted file will be created e.g. paleo-converted.enl. You can then ‘save a copy’ of the converted file as paleo.enl and work with it in the usual way. Try sorting the references by clicking on any of the column headings: Author, Year, Title. Clicking on a column heading again reverses the sort option.
• • •
You can show or hide a preview of a highlighted reference by clicking on Show Preview or Hide Preview at the bottom right of the window. You can adjust the width of your columns to make data more visible. Place your cursor (mouse) between two column headings and when it turns into a cross, click and drag to the sides to resize. You can also choose which columns are visible (maximum of 8 at a time) – to do this, go to Edit > Preferences and click on Display Fields. Here, you can choose which fields of information are displayed, and in what order. You can also re-label the column headings by typing an alternative into each Heading box.
2. Creating a bibliography with EndNote The real power of EndNote is using it in combination with Word, to add references to your text and to create a bibliography at the end. EndNote has a feature called Cite While You Write which starts creating your bibliography as soon as you insert your first reference into a Word document. Once installed, EndNote adds a toolbar to Word to give you easy access to the features in EndNote:
The following exercise uses a sample document into which you will insert citations.
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Exercise 2a Start the software by clicking on: • Start • Programs • Miscellaneous • Word with EndNote X1 In Word open the file paleo.doc which should be in your C: drive under Program Files>EndNote X1>Examples. This is a sample document into which you can insert some references. Make sure you also have EndNote running, and open the paleo.enl library you looked at in Exercise 1. In Word, use the
button on the EndNote toolbar to switch into EndNote. Highlight a reference of your choice.
Go back to the window with your Word document open and place your cursor exactly where you would like to insert the citation in the body of the text. Click on
to insert the reference.
Word and EndNote will automatically format the reference, and insert a bibliography at the end of your document (if your bibliography does not appear automatically, try changing the referencing style – this should make the bibliography show – see next exercise.)
Exercise 2b To reformat the bibliography in a style of your choice – in Word click Browse button. Choose one of the styles that are available.
on the EndNote toolbar and select the
Confirm OK and the citations and bibliography will be reformatted – this may take a few seconds.
To search for a particular reference in your EndNote library whilst in Word, first put the cursor where you want to insert the citation, then use the icon. For example, try searching for articles by Doyle, select Insert to add the reference to your Word document. If you have your own copy of EndNote, you can edit the styles and make them look exactly the way you want them. For example, you can change a citation number in the text to superscript1 in a style that is usually in brackets (1), or to change the numbers of multiple authors appearing in the text or bibliography. Information about editing output styles and other more advanced help can be obtained from the Endnote support webpages maintained by the library: http://www.leeds.ac.uk/library/training/endnote/
3. Adding references to your EndNote library EndNote can receive references directly from databases. Some databases have a direct export feature • automatically transfers your database search results straight into your library Some databases allow you to save your results as a text file • from inside EndNote you can quickly import the content of the file into your library The Web of Science database (also known as Web of Knowledge) supports both these methods. Let’s find some references in Web of Science and learn how to use the export and import features. During this exercise you will send the same set of references into your EndNote library twice – this is so you can learn how to remove duplicate references later on.
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First, you will create a new EndNote library. Exercise 3a From within EndNote: Choose File and then New and name your file practice.enl.. Save the file, for example, to your M: drive.
An empty EndNote library will have been created. Let’s enter some references. Searching the Web of Knowledge database Exercise 3b Completely close down EndNote Go to the Library homepage: http://www.leeds.ac.uk/library Under the I want to… section on the left side of the screen, click on Use electronic resources and then click on the link to Web of Knowledge under Quick links to popular e-resources. Click on Take me to the University of Leeds login page Log in using your ISS username and password. In the search box type yorkshire and fossils and click on SEARCH On the result screen select the first 10 records by clicking in the box to the left of each reference. Go to the bottom of the page and look for this section of the screen
Choose Step 2 to include the abstract and then click on the when prompted, and after a few seconds the references will start to export.
button, choose Endnote
You will be prompted to choose an Endnote Library, choose the practice.enl file you created earlier.
EndNote loads the references into your library. You should see a window like this:
At this point only the newly added references are displayed. Any other saved references are still stored, but aren’t visible. At the bottom left of the window you can see the total number of references stored in the library file. To see all references in the file click on the All references heading in the Groups column
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Importing references from a text file Some databases do not have an automatic export feature but may instead allow you to save your references as a text file. You can then import the contents of the text file into your EndNote library. During this exercise you will use the same Web of Knowledge references as in the previous exercise. Exercise 3c Return to the window where Web of Knowledge is running. Click on the Back to Results button and go back to the bottom of the results page. This time you will just save the file. Choose all records from this page then the save as plain text option from the drop down box, then click on the button. Save the file to your M drive Now go into the window with EndNote running. You should still have the practice.enl library open. Go to the File menu and choose Import. You will then see the following screen:
Choose the following: Import Data File: Click on Choose File… and navigate to where you just saved the file from Web of Knowledge (usual default filename is savedrecs.txt). Click on Open. When you have done this, notice that the file name is now shown in the box Import Option:
Click on the drop down box arrow and choose Other Filters…The Import Filter window will open. Scroll down to the Web of Science (ISI) filter and then click on Choose
Leave the Duplicates and Text translation options as they are. Then click on Import You should now only see the latest references imported into your EndNote library. Don’t mix them up with your other references yet.
4. Organising your references Adding notes It is good practice when exporting/importing references to add a note to the records so that you can identify where they came from, or what you plan to do with them. If you want to use the name of the database they came from as your note, it is vital that you do this immediately after they have been imported. If you allow the new references to become mixed up with any others inside your library it is much more difficult to identify them. Exercise 4a In EndNote, you should be able to see only those references that you just imported as a text file from Web of Science. To add a note to just one of your references, simply click on it once to highlight it (not open it). Then choose References>Show Selected References
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Or to add a note to a selection of references, hold down the Control key and click once on each reference you want. Then choose References>Show Selected References. Or to add a note to all visible references, go into Edit and click on Select All. Go into the References menu and choose Change and Move Fields. On the Change Fields tab, choose Keywords from the drop down menu, then type into the box Yorkshire and fossils – Web of Science and today's date. Click on OK, and confirm when asked by selecting OK again. Open one of the references and scroll down to check your entry in the Keywords field. Close the reference.
There are a variety of other fields that you can use to add notes. There are some fields called Custom 1, Custom 2, etc. which are empty and invisible inside an existing reference, until you insert some text in them. Check this quickly, by going back to References, Change and Move Fields. Open the drop down box and look towards the bottom of the list where they should be visible. Organising your references into groups Endnote X1 also allows you to add references to groups. If you are using one library to work on several projects this can be a very useful tool. References can belong to more than one group Exercise 4b In Endnote, click on the All references heading in the Groups column. Highlight a reference by clicking on it, then right click on it and choose Add References To, then choose Create New Group. You can now type in the name of the group in the left hand column. You can add many references at once to a group
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5. Checking for duplicates If you import from more than one set of results, you may end up with some duplicate references in your library. EndNote can help to remove them. Exercise 5 In EndNote select the All References heading under the Groups column and click on the top reference. Select the References menu, then Find Duplicates. Your screen will look similar to this:
Go to Edit > Clear to remove any duplicates, and confirm OK when asked. You should now be left with a unique set of references. NB EndNote will not always manage to find every duplicate reference – different formats for author names, page numbers and journal title abbreviations can all cause duplicates to be missed. If you encounter this problem, either: Sort the library by author or title to spot duplicates by eye or: Because EndNote identifies duplicates by looking for identical information in selected fields, you can try changing the fields it looks in by going to Edit, Preferences, Duplicates and ticking/unticking fields as required
6. Manually adding references to your EndNote library As you have already seen, many databases have the ability to automatically transfer any results you find straight into your EndNote library. However, not all databases have this feature, and sometimes you will need to type in your references by hand. This exercise shows you how to manually add a new reference and how to change details of existing references in your library.
In your practice.enl library Click on References and New Reference.
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When entering references manually, always remember to select the appropriate option from the Reference Type: drop down menu before entering any details. If you don't, the correct field titles (Author, Journal, Volume, etc) will not be available and your bibliography will not format properly. Guidelines for entering new references: • Authors can be entered in the format Bloggs, Jo C. or Jo C. Bloggs • You need to enter your references using capital letters where you would want them to appear in your citations (e.g. Bloggs, Jo C not BLOGGS, JO C. or bloggs, jo c) • Organisation names must be followed by a comma e.g. Department of Health, – otherwise EndNote will assume the last word is an author’s surname and your citations will appear as (Health 2005) instead of (Department of Health 2005) • Where there is more than one author these should be entered on separate lines (use the return key after each author name) • Red text indicates a name which has not been entered into this EndNote library file before • You can move between fields by using the tab key or by clicking on each field with your mouse Exercise 6a From the Reference Type: drop down menu select the most appropriate option, e.g. Journal Article, Book or Electronic Source (there are many more reference types available). Now enter the details for the following book. Don’t forget to use the Return key between author names (see guidelines above). Nield, N.W., Tucker, V.C.T. Pergamon Press.
(1985)
Palaeontology: an introduction.
Oxford:
You should end up with a screen that looks like this:
When you have typed in all the details for the book, close the New Reference window by clicking in the top right hand corner. This saves and files the reference in your library. Take care to just close down the window you have been typing into and not the whole EndNote program.
Exercise 6b Now add the following journal article reference, remembering to select the appropriate reference type: Holmes, B.
(2005)
Extreme paleontology.
New Scientist, 187(2500), p.36-37.
Close the window to save and file the reference. To amend or edit data in practice.enl, double click on a reference to open it and then make your changes.
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7. Linking to PDFs and other documents Exercise 7 ●
Go to the Library homepage and select ScienceDirect from under the heading ‘Use electronic resources’
●
Select the green Search button at the top of the page
●
Search for dinosaurs
●
Save one of the PDF files listed by using the right-mouse button to select the PDF link and choose ‘Save Target As’. Save it to your M: drive, naming it dinosaurs.pdf
●
Go back to EndNote. In your own library (or practice.enl library), highlight a reference
●
Right click on it, and choose file attachments, then attach file, the find the dinosaurs.pdf file and click on Open
Important note: By default Endnote will make a copy of the file and place it in a folder associated with your Endnote Library. If you just want to link to the original make sure you untick the box marked “copy this file to the default file attachment folder and create a relative link” ●
EndNote will give an icon of the PDF document. Check that the document opens, by double clicking on the icon.
You aren’t restricted to linking to PDF files, you could also link to Word files, Excel files etc.
8. Help There are a number of options: 1. The EndNote programme comes with a large PDF manual (EndNote.pdf), explaining everything you might want to know about the software. The manual is available from the folder where EndNote is installed on your PC (e.g. C: drive > Program Files > EndNoteX). 2. Your Faculty Team Librarian can provide support on using EndNote with databases in your subject area – for contact details see: http://www.leeds.ac.uk/library/subjects/ 3. The software suppliers maintain a site, including online discussion forums, at http://www.endnote.com/ 4. The library maintains some support pages for EndNote at http://www.leeds.ac.uk/library/training/endnote/
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Optional exercises 9. Using EndNote to search the Library Catalogue It is possible to search Leeds University Library Catalogue from within EndNote using a connection file. We don’t provide connection files for any other databases. Exercise 9a Open your practice library file (practice.enl) or create a new EndNote library. Go to Tools > Connect, click on Connect again then find Leeds U (for our online catalogue). Ignore any errors about files being on "locked volumes", if any appear, just choose Connect. This will connect to the Library catalogue. You will see a search box like this:
Note: when using this route for searching, you don’t get the normal catalogue interface or the same search options – hence this method can significantly restrict the way you search. Exercise 9b Try a search for a topic that interests you, for example: - Oncology - Stalin - Reverse osmosis - Lifelong learning Type your word or phrase into the first box. Select Keywords from the next drop down box and click on Search. (If you wanted to search for ‘lifelong learning’ and ‘motivation’, you would type lifelong learning into first search box, make sure the drop down box is set to AND and then type motivation into the search box below.) When you have found some results, click on OK and the references will be copied to EndNote – but they're not yet fully imported into your EndNote library. You can choose whether you import individual results or all of them. Select one of your references by clicking on it once. Now hold down the Control button on your keyboard and choose one more reference. Release the Control button. Now click on Copy 2 References To and select the EndNote library you want to send the references to. If you wanted all of the references you would select all the references and then click on Copy All References To instead. Check the references you have just imported.
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10. Practice exporting references from your own subject databases Practice exporting/importing references from a database from your own subject area. Either • choose a database from your own subject area and explore its export/import features (remember not all databases have an automatic export feature) • OR follow one of the examples given in exercises 9a - 9c. These are simple searches designed to generate some results for export – they are not comprehensive search techniques. Most databases have a help section, where there should be some information about exporting your results to a programme like EndNote if this feature is available. Exercise 10a Try a keyword search for motivation and lifelong learning in Zetoc. Close EndNote completely. Go to the Library catalogue and search for Zetoc. Click on the link to Zetoc to enter the database. Choose ZETOC Search at the left hand side, then General Search In the All fields box, type motivation and lifelong learning. Click on Search From the list of results mark some of the references by clicking in the box next to each one. To export the references click on Download. On the following screen, change the format to Short labels then click on Send file. Choose to save the file (called Zetoc-records.txt) to your M drive/desktop. Open EndNote and open the library you want to import into. Go to File > Import. Next to Import data file: click on Choose File… and navigate to where you saved the file containing your results and click on Open. Next to Import Option… click on the drop down menu and select Other filters. A new window opens. Scroll down the alphabetical list and choose the filter Zetoc (either version will work). Leave the other two options as they are and click on Import. Your results will now appear in your EndNote library.
Exercise 10b Try a keyword search for acute kidney failure in Medline. Close EndNote completely. Go to the Library catalogue and search for Medline. Click on the result for Medline / [electronic resource]. Inside the record, click on the link to enter the Medline database. When you see the list of OVID databases, click on the Medline link to the section 1996 onwards. You are now on the Main Search Page. Because you’re just going to perform a simple keyword search for articles that mention a phrase, click in the box marked Map Term to Subject Heading to remove the tick. Now type acute kidney failure into the search box and click on SEARCH. Choose 5 results by ticking their boxes (just to the left of every result in your list) To export those references into your EndNote library, scroll down to the bottom of the screen until you can see the Results Manager.
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Click in the option for Selected References to export every result you ticked. Now, choose how much detail you want to keep for each reference and change the result format to Direct Export. Click on Save. On the next screen choose the option to Export results to Endnote, Procite or Reference Manager and click on Continue. At this point the Endnote program opens automatically. You now need to navigate to and select the EndNote library where these results are to be sent. Transferring your results into your EndNote library can take a few moments. If prompted to choose an import filter to help EndNote format the references, you must choose the filter that corresponds to the database (and provider) you have been using. In this case, choose MEDLINE (OVID) and click on Choose. Your results will now appear in your EndNote library.
Exercise 10c Try a keyword search for students and counselling in Sociological Abstracts. Close EndNote completely. Go to the Library catalogue and search for Sociological Abstracts. Click on the link to enter the database. On the Quick Search screen, type students AND counselling and click on Search. Select 5 of your results by putting a tick in their boxes. To export these results, you need to save them as a text file which you can then import into your EndNote library. So, click on Save, Print, Email. Change the drop down menu from Short format to Full format and choose Text as your document format. Leave file format as PC and click on Save. In the File download window that opens, click on Save and navigate to where you want to save the text file. Unless you change the file name, it will be saved as csaresults.txt. Go into EndNote and open the library where you want to send the references. Go to File > Import. A new window opens. Next to Import data file: click on Choose File… and navigate to where you saved the file containing your results and click on Open. Next to Import Option… click on the drop down menu and select Other filters. Scroll down the alphabetical list and choose the filter Sociological Abs (CSA). Leave the other two options as they are and click on Import. Your results will now appear in your EndNote library.
11. Finding new and updated filters for exporting from databases EndNote uses filters to help it interpret the references you import from other sources. You should check the EndNote web site for new/updated filters if you find that: • •
the filter for the database you want to use is not working properly (information is missing from your references or being put in the wrong place) the filter you need does not appear in the list of choices at the point of import
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Exercise 11 Before you download any filters, you need to create a folder called filters somewhere on your PC (e.g. M drive) – this is necessary because unless you are using your own personal copy of EndNote, you don’t have permissions to save anything in the folder where all the other filters are. From the Desktop, double click on My Computer at the top right of the screen. Select your M drive, then click on File > New > Folder and name it filters. Now go to the EndNote web site at: http://www.endnote.com Click on the link to support and services and then on Import Filters. The easiest way to find your filter is to sort the databases by name. Click on the Sort by drop down menu and change it to Database. Click on Re-sort Files. Navigate to the database name you are looking for by using the links to the next pages 1 2 3 4 … When you find the one you need, click on its FTP link on the right side of the screen. Choose to Save it to the filter folder you just created. Now, because this filter is not saved in EndNote’s usual filter folder, you need to tell it to look in a new location when it’s time to use this new filter. Inside EndNote, go to Edit > Preferences and click on the Folder Locations option. In the centre of this new window, under Filter Folder: click on Select Folder. Use the Drives: drop down menu to navigate to the part of your PC (e.g. M drive) where you created the filter folder at the start of this exercise. Notice that the folders in the small window immediately above now change to show all the folders stored under that section. Navigate to the filter folder you created and then double click on it. In the window to the left, you should be able to see the contents of you filter folder. Click on Select Folder and then click on OK. When you come to download references from the corresponding database, EndNote will now look for a filter in your own filter folder. NB Don’t forget to change the folder location back to EndNote’s original filter folder when you want to use the filters that come with the EndNote software.
12. Document templates EndNote has a range of document templates you can use with Word to help you produce articles in the formats required by publishers. This combines well with the way EndNote can manage your references to speed up the submission of articles, as long as there's a template for the journal you are publishing in. Exercise 12 In EndNote, select Tools, then Manuscript Templates. Open the template for a journal you are interested in. You can then either follow the steps in the Wizard to get started, or click Finish to edit the document manually. You will see the different sections of the article laid out (title, abstract, etc) in the style of the journal selected.
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Leeds University Library Training Materials
Introduction to EndNote X1 Contents Aims
Pages 2
About this workbook
2
1. Learning how EndNote works
3
2. Creating a bibliography with EndNote
4
3. Adding references to your EndNote
5
4. Organising your references
7
5. Checking for duplicates
8
6. Manually adding references to your EndNote Library
8
7. Linking to PDF’s and other documents
10
8. Help
10
Optional exercises 9. Using EndNote to search the Library Catalogue
11
10. Practice exporting references from your own subject databases
12
11. Finding new and updated filters for exporting from databases
13
12. Document templates
14
If you require this information in an alternative format (i.e. large print, braille or audio cassette), please contact any library enquiry desk or telephone (0113) 343 5663 and staff will make the necessary arrangements.
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Leeds University Library Training Materials:
Introduction to EndNote X1 EndNote helps you collect and store all the references you have found from different sources. With a few clicks of the mouse, you can use your EndNote library to create bibliographies in your Microsoft Word documents and reformat them into your chosen referencing style. Reference Manager and ProCite are similar products from the same company. If you have been using one of these products and wish to change to EndNote, you should be able to import your files into EndNote using the appropriate import filter. EndNote is available on the ISS desktop. A personal copy of EndNote or Reference Manager can be bought from the ISS helpdesk. Refer to this document for more information: http://www.leeds.ac.uk/iss/sales/webpub.pdf
Aims By the end of this workbook you will know how to: • • • • • •
Create an EndNote library Use your EndNote library to create a bibliography in Microsoft Word Manually add references into your EndNote library Automatically add references into your EndNote library Find new and updated import filters Link records in your EndNote library to PDFs and other documents
About this workbook •
• •
This workbook relies on access to 2 practice files; paleo.enl and paleo.doc o If you are not following this workbook in a Library training session, the practice files are available for download from our website at: http://www.leeds.ac.uk/library/training/materials.htm under the section Managing information Things that you need to type are displayed in Courier New bold font Instructions assume that you are using Internet Explorer (the ISS supported Web browser) but you can use any browser
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1. Learning how EndNote works First you need to know how EndNote works and how to manipulate references stored in an EndNote library. Note: these instructions describe using EndNote version X1 on a computer in an ISS cluster. Exercise 1 To open EndNote: Click on Start and select Programs, Miscellaneous, EndNote X1 Once EndNote is open, open the example EndNote library available on your computer by clicking on File>Open>Open library. Use the drop down box near the top of the new window to navigate to and open an example EndNote library called Paleo.enl – this file should be available from your C: drive under Program Files>EndNote X1>Examples (NB If you are not following this workbook in a Library training session or cannot find the file in your C: drive, it can be downloaded from the Managing information section of http://www.leeds.ac.uk/library/training/materials.htm) Open the practice EndNote library paleo.enl. If you see a message about the file being locked don’t worry and click on OK. It just means that any changes you make to it will not be saved after you finish using it. If you try to open an EndNote library which was not created with EndNote X1 a converted file will be created e.g. paleo-converted.enl. You can then ‘save a copy’ of the converted file as paleo.enl and work with it in the usual way. Try sorting the references by clicking on any of the column headings: Author, Year, Title. Clicking on a column heading again reverses the sort option.
• • •
You can show or hide a preview of a highlighted reference by clicking on Show Preview or Hide Preview at the bottom right of the window. You can adjust the width of your columns to make data more visible. Place your cursor (mouse) between two column headings and when it turns into a cross, click and drag to the sides to resize. You can also choose which columns are visible (maximum of 8 at a time) – to do this, go to Edit > Preferences and click on Display Fields. Here, you can choose which fields of information are displayed, and in what order. You can also re-label the column headings by typing an alternative into each Heading box.
2. Creating a bibliography with EndNote The real power of EndNote is using it in combination with Word, to add references to your text and to create a bibliography at the end. EndNote has a feature called Cite While You Write which starts creating your bibliography as soon as you insert your first reference into a Word document. Once installed, EndNote adds a toolbar to Word to give you easy access to the features in EndNote:
The following exercise uses a sample document into which you will insert citations.
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Exercise 2a Start the software by clicking on: • Start • Programs • Miscellaneous • Word with EndNote X1 In Word open the file paleo.doc which should be in your C: drive under Program Files>EndNote X1>Examples. This is a sample document into which you can insert some references. Make sure you also have EndNote running, and open the paleo.enl library you looked at in Exercise 1. In Word, use the
button on the EndNote toolbar to switch into EndNote. Highlight a reference of your choice.
Go back to the window with your Word document open and place your cursor exactly where you would like to insert the citation in the body of the text. Click on
to insert the reference.
Word and EndNote will automatically format the reference, and insert a bibliography at the end of your document (if your bibliography does not appear automatically, try changing the referencing style – this should make the bibliography show – see next exercise.)
Exercise 2b To reformat the bibliography in a style of your choice – in Word click Browse button. Choose one of the styles that are available.
on the EndNote toolbar and select the
Confirm OK and the citations and bibliography will be reformatted – this may take a few seconds.
To search for a particular reference in your EndNote library whilst in Word, first put the cursor where you want to insert the citation, then use the icon. For example, try searching for articles by Doyle, select Insert to add the reference to your Word document. If you have your own copy of EndNote, you can edit the styles and make them look exactly the way you want them. For example, you can change a citation number in the text to superscript1 in a style that is usually in brackets (1), or to change the numbers of multiple authors appearing in the text or bibliography. Information about editing output styles and other more advanced help can be obtained from the Endnote support webpages maintained by the library: http://www.leeds.ac.uk/library/training/endnote/
3. Adding references to your EndNote library EndNote can receive references directly from databases. Some databases have a direct export feature • automatically transfers your database search results straight into your library Some databases allow you to save your results as a text file • from inside EndNote you can quickly import the content of the file into your library The Web of Science database (also known as Web of Knowledge) supports both these methods. Let’s find some references in Web of Science and learn how to use the export and import features. During this exercise you will send the same set of references into your EndNote library twice – this is so you can learn how to remove duplicate references later on.
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First, you will create a new EndNote library. Exercise 3a From within EndNote: Choose File and then New and name your file practice.enl.. Save the file, for example, to your M: drive.
An empty EndNote library will have been created. Let’s enter some references. Searching the Web of Knowledge database Exercise 3b Completely close down EndNote Go to the Library homepage: http://www.leeds.ac.uk/library Under the I want to… section on the left side of the screen, click on Use electronic resources and then click on the link to Web of Knowledge under Quick links to popular e-resources. Click on Take me to the University of Leeds login page Log in using your ISS username and password. In the search box type yorkshire and fossils and click on SEARCH On the result screen select the first 10 records by clicking in the box to the left of each reference. Go to the bottom of the page and look for this section of the screen
Choose Step 2 to include the abstract and then click on the when prompted, and after a few seconds the references will start to export.
button, choose Endnote
You will be prompted to choose an Endnote Library, choose the practice.enl file you created earlier.
EndNote loads the references into your library. You should see a window like this:
At this point only the newly added references are displayed. Any other saved references are still stored, but aren’t visible. At the bottom left of the window you can see the total number of references stored in the library file. To see all references in the file click on the All references heading in the Groups column
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Importing references from a text file Some databases do not have an automatic export feature but may instead allow you to save your references as a text file. You can then import the contents of the text file into your EndNote library. During this exercise you will use the same Web of Knowledge references as in the previous exercise. Exercise 3c Return to the window where Web of Knowledge is running. Click on the Back to Results button and go back to the bottom of the results page. This time you will just save the file. Choose all records from this page then the save as plain text option from the drop down box, then click on the button. Save the file to your M drive Now go into the window with EndNote running. You should still have the practice.enl library open. Go to the File menu and choose Import. You will then see the following screen:
Choose the following: Import Data File: Click on Choose File… and navigate to where you just saved the file from Web of Knowledge (usual default filename is savedrecs.txt). Click on Open. When you have done this, notice that the file name is now shown in the box Import Option:
Click on the drop down box arrow and choose Other Filters…The Import Filter window will open. Scroll down to the Web of Science (ISI) filter and then click on Choose
Leave the Duplicates and Text translation options as they are. Then click on Import You should now only see the latest references imported into your EndNote library. Don’t mix them up with your other references yet.
4. Organising your references Adding notes It is good practice when exporting/importing references to add a note to the records so that you can identify where they came from, or what you plan to do with them. If you want to use the name of the database they came from as your note, it is vital that you do this immediately after they have been imported. If you allow the new references to become mixed up with any others inside your library it is much more difficult to identify them. Exercise 4a In EndNote, you should be able to see only those references that you just imported as a text file from Web of Science. To add a note to just one of your references, simply click on it once to highlight it (not open it). Then choose References>Show Selected References
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Leeds University Library: Introduction to EndNote X1
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Or to add a note to a selection of references, hold down the Control key and click once on each reference you want. Then choose References>Show Selected References. Or to add a note to all visible references, go into Edit and click on Select All. Go into the References menu and choose Change and Move Fields. On the Change Fields tab, choose Keywords from the drop down menu, then type into the box Yorkshire and fossils – Web of Science and today's date. Click on OK, and confirm when asked by selecting OK again. Open one of the references and scroll down to check your entry in the Keywords field. Close the reference.
There are a variety of other fields that you can use to add notes. There are some fields called Custom 1, Custom 2, etc. which are empty and invisible inside an existing reference, until you insert some text in them. Check this quickly, by going back to References, Change and Move Fields. Open the drop down box and look towards the bottom of the list where they should be visible. Organising your references into groups Endnote X1 also allows you to add references to groups. If you are using one library to work on several projects this can be a very useful tool. References can belong to more than one group Exercise 4b In Endnote, click on the All references heading in the Groups column. Highlight a reference by clicking on it, then right click on it and choose Add References To, then choose Create New Group. You can now type in the name of the group in the left hand column. You can add many references at once to a group
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5. Checking for duplicates If you import from more than one set of results, you may end up with some duplicate references in your library. EndNote can help to remove them. Exercise 5 In EndNote select the All References heading under the Groups column and click on the top reference. Select the References menu, then Find Duplicates. Your screen will look similar to this:
Go to Edit > Clear to remove any duplicates, and confirm OK when asked. You should now be left with a unique set of references. NB EndNote will not always manage to find every duplicate reference – different formats for author names, page numbers and journal title abbreviations can all cause duplicates to be missed. If you encounter this problem, either: Sort the library by author or title to spot duplicates by eye or: Because EndNote identifies duplicates by looking for identical information in selected fields, you can try changing the fields it looks in by going to Edit, Preferences, Duplicates and ticking/unticking fields as required
6. Manually adding references to your EndNote library As you have already seen, many databases have the ability to automatically transfer any results you find straight into your EndNote library. However, not all databases have this feature, and sometimes you will need to type in your references by hand. This exercise shows you how to manually add a new reference and how to change details of existing references in your library.
In your practice.enl library Click on References and New Reference.
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When entering references manually, always remember to select the appropriate option from the Reference Type: drop down menu before entering any details. If you don't, the correct field titles (Author, Journal, Volume, etc) will not be available and your bibliography will not format properly. Guidelines for entering new references: • Authors can be entered in the format Bloggs, Jo C. or Jo C. Bloggs • You need to enter your references using capital letters where you would want them to appear in your citations (e.g. Bloggs, Jo C not BLOGGS, JO C. or bloggs, jo c) • Organisation names must be followed by a comma e.g. Department of Health, – otherwise EndNote will assume the last word is an author’s surname and your citations will appear as (Health 2005) instead of (Department of Health 2005) • Where there is more than one author these should be entered on separate lines (use the return key after each author name) • Red text indicates a name which has not been entered into this EndNote library file before • You can move between fields by using the tab key or by clicking on each field with your mouse Exercise 6a From the Reference Type: drop down menu select the most appropriate option, e.g. Journal Article, Book or Electronic Source (there are many more reference types available). Now enter the details for the following book. Don’t forget to use the Return key between author names (see guidelines above). Nield, N.W., Tucker, V.C.T. Pergamon Press.
(1985)
Palaeontology: an introduction.
Oxford:
You should end up with a screen that looks like this:
When you have typed in all the details for the book, close the New Reference window by clicking in the top right hand corner. This saves and files the reference in your library. Take care to just close down the window you have been typing into and not the whole EndNote program.
Exercise 6b Now add the following journal article reference, remembering to select the appropriate reference type: Holmes, B.
(2005)
Extreme paleontology.
New Scientist, 187(2500), p.36-37.
Close the window to save and file the reference. To amend or edit data in practice.enl, double click on a reference to open it and then make your changes.
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Leeds University Library: Introduction to EndNote X1
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7. Linking to PDFs and other documents Exercise 7 ●
Go to the Library homepage and select ScienceDirect from under the heading ‘Use electronic resources’
●
Select the green Search button at the top of the page
●
Search for dinosaurs
●
Save one of the PDF files listed by using the right-mouse button to select the PDF link and choose ‘Save Target As’. Save it to your M: drive, naming it dinosaurs.pdf
●
Go back to EndNote. In your own library (or practice.enl library), highlight a reference
●
Right click on it, and choose file attachments, then attach file, the find the dinosaurs.pdf file and click on Open
Important note: By default Endnote will make a copy of the file and place it in a folder associated with your Endnote Library. If you just want to link to the original make sure you untick the box marked “copy this file to the default file attachment folder and create a relative link” ●
EndNote will give an icon of the PDF document. Check that the document opens, by double clicking on the icon.
You aren’t restricted to linking to PDF files, you could also link to Word files, Excel files etc.
8. Help There are a number of options: 1. The EndNote programme comes with a large PDF manual (EndNote.pdf), explaining everything you might want to know about the software. The manual is available from the folder where EndNote is installed on your PC (e.g. C: drive > Program Files > EndNoteX). 2. Your Faculty Team Librarian can provide support on using EndNote with databases in your subject area – for contact details see: http://www.leeds.ac.uk/library/subjects/ 3. The software suppliers maintain a site, including online discussion forums, at http://www.endnote.com/ 4. The library maintains some support pages for EndNote at http://www.leeds.ac.uk/library/training/endnote/
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Optional exercises 9. Using EndNote to search the Library Catalogue It is possible to search Leeds University Library Catalogue from within EndNote using a connection file. We don’t provide connection files for any other databases. Exercise 9a Open your practice library file (practice.enl) or create a new EndNote library. Go to Tools > Connect, click on Connect again then find Leeds U (for our online catalogue). Ignore any errors about files being on "locked volumes", if any appear, just choose Connect. This will connect to the Library catalogue. You will see a search box like this:
Note: when using this route for searching, you don’t get the normal catalogue interface or the same search options – hence this method can significantly restrict the way you search. Exercise 9b Try a search for a topic that interests you, for example: - Oncology - Stalin - Reverse osmosis - Lifelong learning Type your word or phrase into the first box. Select Keywords from the next drop down box and click on Search. (If you wanted to search for ‘lifelong learning’ and ‘motivation’, you would type lifelong learning into first search box, make sure the drop down box is set to AND and then type motivation into the search box below.) When you have found some results, click on OK and the references will be copied to EndNote – but they're not yet fully imported into your EndNote library. You can choose whether you import individual results or all of them. Select one of your references by clicking on it once. Now hold down the Control button on your keyboard and choose one more reference. Release the Control button. Now click on Copy 2 References To and select the EndNote library you want to send the references to. If you wanted all of the references you would select all the references and then click on Copy All References To instead. Check the references you have just imported.
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10. Practice exporting references from your own subject databases Practice exporting/importing references from a database from your own subject area. Either • choose a database from your own subject area and explore its export/import features (remember not all databases have an automatic export feature) • OR follow one of the examples given in exercises 9a - 9c. These are simple searches designed to generate some results for export – they are not comprehensive search techniques. Most databases have a help section, where there should be some information about exporting your results to a programme like EndNote if this feature is available. Exercise 10a Try a keyword search for motivation and lifelong learning in Zetoc. Close EndNote completely. Go to the Library catalogue and search for Zetoc. Click on the link to Zetoc to enter the database. Choose ZETOC Search at the left hand side, then General Search In the All fields box, type motivation and lifelong learning. Click on Search From the list of results mark some of the references by clicking in the box next to each one. To export the references click on Download. On the following screen, change the format to Short labels then click on Send file. Choose to save the file (called Zetoc-records.txt) to your M drive/desktop. Open EndNote and open the library you want to import into. Go to File > Import. Next to Import data file: click on Choose File… and navigate to where you saved the file containing your results and click on Open. Next to Import Option… click on the drop down menu and select Other filters. A new window opens. Scroll down the alphabetical list and choose the filter Zetoc (either version will work). Leave the other two options as they are and click on Import. Your results will now appear in your EndNote library.
Exercise 10b Try a keyword search for acute kidney failure in Medline. Close EndNote completely. Go to the Library catalogue and search for Medline. Click on the result for Medline / [electronic resource]. Inside the record, click on the link to enter the Medline database. When you see the list of OVID databases, click on the Medline link to the section 1996 onwards. You are now on the Main Search Page. Because you’re just going to perform a simple keyword search for articles that mention a phrase, click in the box marked Map Term to Subject Heading to remove the tick. Now type acute kidney failure into the search box and click on SEARCH. Choose 5 results by ticking their boxes (just to the left of every result in your list) To export those references into your EndNote library, scroll down to the bottom of the screen until you can see the Results Manager.
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Click in the option for Selected References to export every result you ticked. Now, choose how much detail you want to keep for each reference and change the result format to Direct Export. Click on Save. On the next screen choose the option to Export results to Endnote, Procite or Reference Manager and click on Continue. At this point the Endnote program opens automatically. You now need to navigate to and select the EndNote library where these results are to be sent. Transferring your results into your EndNote library can take a few moments. If prompted to choose an import filter to help EndNote format the references, you must choose the filter that corresponds to the database (and provider) you have been using. In this case, choose MEDLINE (OVID) and click on Choose. Your results will now appear in your EndNote library.
Exercise 10c Try a keyword search for students and counselling in Sociological Abstracts. Close EndNote completely. Go to the Library catalogue and search for Sociological Abstracts. Click on the link to enter the database. On the Quick Search screen, type students AND counselling and click on Search. Select 5 of your results by putting a tick in their boxes. To export these results, you need to save them as a text file which you can then import into your EndNote library. So, click on Save, Print, Email. Change the drop down menu from Short format to Full format and choose Text as your document format. Leave file format as PC and click on Save. In the File download window that opens, click on Save and navigate to where you want to save the text file. Unless you change the file name, it will be saved as csaresults.txt. Go into EndNote and open the library where you want to send the references. Go to File > Import. A new window opens. Next to Import data file: click on Choose File… and navigate to where you saved the file containing your results and click on Open. Next to Import Option… click on the drop down menu and select Other filters. Scroll down the alphabetical list and choose the filter Sociological Abs (CSA). Leave the other two options as they are and click on Import. Your results will now appear in your EndNote library.
11. Finding new and updated filters for exporting from databases EndNote uses filters to help it interpret the references you import from other sources. You should check the EndNote web site for new/updated filters if you find that: • •
the filter for the database you want to use is not working properly (information is missing from your references or being put in the wrong place) the filter you need does not appear in the list of choices at the point of import
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Exercise 11 Before you download any filters, you need to create a folder called filters somewhere on your PC (e.g. M drive) – this is necessary because unless you are using your own personal copy of EndNote, you don’t have permissions to save anything in the folder where all the other filters are. From the Desktop, double click on My Computer at the top right of the screen. Select your M drive, then click on File > New > Folder and name it filters. Now go to the EndNote web site at: http://www.endnote.com Click on the link to support and services and then on Import Filters. The easiest way to find your filter is to sort the databases by name. Click on the Sort by drop down menu and change it to Database. Click on Re-sort Files. Navigate to the database name you are looking for by using the links to the next pages 1 2 3 4 … When you find the one you need, click on its FTP link on the right side of the screen. Choose to Save it to the filter folder you just created. Now, because this filter is not saved in EndNote’s usual filter folder, you need to tell it to look in a new location when it’s time to use this new filter. Inside EndNote, go to Edit > Preferences and click on the Folder Locations option. In the centre of this new window, under Filter Folder: click on Select Folder. Use the Drives: drop down menu to navigate to the part of your PC (e.g. M drive) where you created the filter folder at the start of this exercise. Notice that the folders in the small window immediately above now change to show all the folders stored under that section. Navigate to the filter folder you created and then double click on it. In the window to the left, you should be able to see the contents of you filter folder. Click on Select Folder and then click on OK. When you come to download references from the corresponding database, EndNote will now look for a filter in your own filter folder. NB Don’t forget to change the folder location back to EndNote’s original filter folder when you want to use the filters that come with the EndNote software.
12. Document templates EndNote has a range of document templates you can use with Word to help you produce articles in the formats required by publishers. This combines well with the way EndNote can manage your references to speed up the submission of articles, as long as there's a template for the journal you are publishing in. Exercise 12 In EndNote, select Tools, then Manuscript Templates. Open the template for a journal you are interested in. You can then either follow the steps in the Wizard to get started, or click Finish to edit the document manually. You will see the different sections of the article laid out (title, abstract, etc) in the style of the journal selected.
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