EndNote was designed to facilitate the management of a large number of references stored on one's computer. It could also facilitate the citation searching within different databases. The basic elements in EndNote are the LIBRARY and the REFERENCE.
The Reference is the bibliographic information collected for a source. The Library is the collection of such references.
NOTE: This guide uses is based on EBSCOHost databases. Databases from other providers may
have different commands.
EndNote Libraries
At opening, you can choose between opening a new EndNote library or open an existing library.
You may also select not to see this message again, in which case you can create or open a library using the buttons on the menu bar or using the options available in the File menu.
The first steps in creating a new EndNote Library are to name it and save it in a folder of your choice. EndNote will add .enl extension automatically. An EndNote Library consists of two parts: the library data folder and the library file.
The new library appears as an empty EndNote library, Showing 0 out of 0 references.
Within a library, one can easily control the reference style by using the Output Styles dropdown menu or select it from the Edit menu. A document may be reformatted using the same option.
EndNote lets you see and set preferences for many features. To view and change preferences, choose Edit>Preferences. The Preferences dialog box appears, listing categories of preferences on the left side.
There are few options to close a library:
EndNote References
Each EndNote reference stores the bibliographic information required for citing it as well as additional information. The information is stored in fields (Author, Title, Year, etc.) which can be modified or deleted. The citation style (such as APA) used for displaying references in a library may be seleceted from the Bibliographic Output Style list. References are automatically saved when they are closed.
Create New References - Manually
From the References menu, choose New Reference (Ctrl+N) or click the New Reference icon from the menu bar. Select the Bibliographic output style. This opens an empty Reference window.
Choose a reference type from the Reference Type list at the top of the window.
Enter bibliographic data into each of the fields in the reference. When you are finished, close the reference to save it and add it to the library. One can enter other information as necessary.
Create New References - Export references from bibliographic databases
Some databases include an option to save bibliographic information directly into EndNote libraries. The quality of the information transfers depends on how accurately is the bibliographic information of each item.
Select the database from the library web page and search on the topic of interest. Click on the desired article title from the results list. The bibliographic information can be directly exported into an EndNote library by clicking the Export button.
Select the option Direct Export to EndNote, Procite, or Reference Manager.
Select the EndNote library you wish to save to bibliographic information to and click Open.
The item will be listed in the library:
To restore viewing all references in the library click the All References group or choose Show All References (Ctrl+M) from the Reference menu.
Create New References - Importing Citations from Bibliographic Databases
This option is not available off campus. |
EndNote allows direct searching of online databases using the same search interface as for the EndNote libraries. The search interface permits a basic search that is not intended to replace the advanced search options available using the search interface of a database.
From the Tools menu choose Online Search and select the New Search command from the submenu. Select the database that you would like to search, and click Choose. If the database you want to search is not listed with the Online Search command, choose Tools>Online Search>New Search, select the desired database, and click Choose to make the connection.
In order to be able to actually connect to a database make sure to select the one offered by the provider that Smith Library subscribes to.
You may be required for user ID and password. Leave it blank.
Once the connection has been established, an empty Retrieved References window opens and EndNote’s Search window appears.
Once the references appear in the Retrieved References window, you may browse through them and transfer the ones that you want to keep to your EndNote library. By checking the references of interest you may discover better search terms to refine your search.
Retrieved references that you want to keep should be transferred to a new or existing library using one of the following methods:
Select the references and click the Copy References To menu at the top of the window. Choose the library.
choosing Paste from the Edit menu.
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Working with EndNote References
Double-click on a reference to open it. When opened, you can edit within any field of the reference. To remove, change, or add fields to a reference, click Change and Move Fields from References submenu.
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References in an EndNote library can be sorted by author, year, title, etc., by clicking on the field tab at the top of the library window, by selecting Sort from References submenu, or by using the Sort button
on the menu bar.
Within an EndNote library, references may be grouped using Add References To or Groups from References submenu.
One may collect bibliographic information for figures, tables, and charts by choosing the Figures or Charts or Tables from the Reference Type. The figures, tables, and charts may be included in the Figure field of a reference but is is mandatory to use Figure>Figure Attachment from References submenu, or, when the reference is opened, click-right on the Figure field and then select Figure Attachment. To make available the full text version of a document within an EndNote library, use the same steps as above to get tothe File Attachments option. The File Attachments will save a copy of the full text document within the EndNote library data folder, and thus, the full text document becomes available on any computer that the library will be opened on.
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To search for reference(s), choose Search References (Ctrl+F) from the References menu or click the binocular icon on the toolbar.
The Search window appears, displaying three empty search lines. The search line contains three elements: the search term, the field to be searched, and the comparison operator. The search lines may be combined using Boolean operators. More options are available at the bottom of the Search window.
All matching references are displayed in the Library window, in the current library sort order. If no references in the library match your search request, EndNote displays “No matching references were found.”
The Search dialog remains on top but it can be dragged to another position, used to run another search, or closed.
When you are finished working with the found references, click the All References group or choose Show All References (Ctrl+M) from the References menu to restore all references to view, or start another search.
The result of the search can be saved using the Save Search button at the bottom of the Search window. Enter or edit the name and click Save. The search files would be saved with the extension .enq in a folder of your choice.
Cite While You Write
EndNote is integrated with Microsoft Word for an easy and quick way to cite references, figures, and tables while writing a paper. EndNote also helps to create manuscripts and bibliographies in the proper format.
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In Word 2007, EndNote has its own tab including three groups of commands:
Citations group, for working with citations,
Bibliography group, for controling the bibliography, and the
Tools group.
Documents
The Instant Formatting option is turned on by default which means that when a citation is inserted, the citation is formatted and the bibliography is updated at the end of the document. Formatting refers to some invisible field codes that EndNote includes with each inserted citation, "translating" the bibliographic information, selected output style, or chosen template requirements into computer language. A formatted paper includes a Traveling Library of references cited. An unformatted document includes the temporary citations in curly brackets, has no bibliography included, and has instant formatting turned off . To turn on the Instant Formatting use the small arrow in the right corner of the Bibliography group and choose Instant Formatting tab, click on the Turn On button and then OK.
To unformat an entire document either select nothing or highlight the entire document and click Convert Citations and Bibliography and select Convert to Unformatted Citations. To unformat a citation, the particular citation needs to be highlighted and then click Convert Citations and Bibliography and select Convert to Unformatted Citations.
Citations
1. Find and insert citation without leaving a Word document
- Place the cursor at the location where the citation is needed
- Click Insert Citation and then Find Citation from the Citations group
- Select the library to search in and then enter text to identify the reference in the Find text box and click Search
- Identify, select, and Insert the appropriate reference(s)
2. Insert references selected in EndNote
- Place the cursor at the location where the citation is needed
- Click Go to EndNote from the Citations group
- Highlight the desired reference(s) in the EndNote library
- Click Insert Citation and then Insert Selected Citation from the Citations group
3. Finding and inserting from highlighted text
- Enter text to identify the reference to be cited and highlight that text
- Click Insert Citation and then Find Citation from the Citations group
4. Using drag-and drop or Copy and Paste
When both Word and EndNote are opened, you can
- drag selected citations from the EndNote library and drop them into your paper at the desired location, or
- copy citations from the EndNote library and paste them into the document
Position the cursor at the desired position within the footnote or endnote created from the Word 2007 buttons and insert citations as you normally would.
Figures and tables are formatted either after the paragraph where cited or in a list at the end of the manuscript. The placement is determined by the current output style. Figure citations are numbered sequentially and appear in paranthesis, as in (Figure 1).
- Open the EndNote library and the Word document. With cursor at the right position, choose Find Figure from the Insert Citations submenu.
- In the Find Figures dialog box enter text to bring up matching references that contain the figure.
- Click Insert.
To customize a citation (for example, exclude author or year in the in-text citation), first highlight it and then choose Edit Citation(s) from the Citations group or click Edit Citation(s) icon on the toolbar. Any changes made in the in-text citation would not affect the corresponding reference within the bibliography. To move or copy a citation, highlight the entire citation (including surrounding delimiters) and use Cut or Copy from the Word's Edit submenu and Paste it at the new location.
To delete a formatted citation, highlight it and then choose Edit Citation(s) from the Citations group or click Edit Citation icon on the toolbar. Make sure that the right citation is highlighted in the left column of the Edit Citation(s) dialog box and click Remove, and then OK.
Bibliography
If you need to change the layout of the bibliography (for example, to have double-spaced lines) use the small arrow in the right corner of the Bibliography group and choose Layout tab from the Format Bibliography window.
If the Instant Formatting is turned off and the bibliography is not automatically updated when inserting citations, use Update Citations and Bibliography from the Bibliography group.
To delete a bibliography, the Instant Formatting needs to be disabled. Then, select the bibliography and delete it.
The option Convert to Plain Text from the Bibliography group makes a copy of your document without the field codes.
Using Manuscript Templates
EndNote supplies many predifined Microsoft Word manuscript templates to ease electronic submissions to publishers. The existing templates can be edited or you can create your own template.
To open a template from within Word 2007
With your Microsoft Word opened:
- Click the Office button and then New.
- Select My templates from the Templates list and click on the EndNote tab. Select the template of your choice, select Create New Document, and click OK.
If the EndNote tab is not available, then
- Select New From Existing from the Templates list and navigate to the Templates folder within the EndNote software folder and open the template of your choice.
The EndNote manuscript template wizard will start, as described earlier, and will lead you through the process of setting up your paper.
To open a template from within EndNote
With the EndNote opened:
- Select Manuscript Templates from the Tools menu
- Select and open the template of your choice from the Manuscript Templates window. The Template Wizard window will open.
- Enter the requested information and click Next to continue providing information. It is possible to continue with the wizard even though not all the required information is filled in. Click Finish to close the wizard.
With your Microsoft Word opened:
If the EndNote tab is not available, then
- Select New From Existing from the Templates list and navigate to the Templates folder within the EndNote software folder and open the template of your choice.
- Make the changes and save a copy of it with a new name.
For more templates check http://www.endnote.com/support/entemplates.asp.
Tips and Hints
Special characters can be entered into EndNote using any of the methods:
Type the character on the keyboard
Copy the character from another Window program, and paste it into EndNote
If characters do not appear as they should in EndNote, you may need to change the display font to a Unicode font. For this, choose Edit>Properties >Display Fonts option.
When emailing the EndNote library choose File>Send To>Compressed Library. This action will compress the library and the data folder in a file with the extension .enlx. To restore it, simple open it using EndNote (version X or later) to extract the .enl file and the .data folder, and then open the .enl file.
Some databases will not allow direct export to EndNote but will allow saving citations as a text file. To import these files into EndNote follow the steps:
- Choose File>Import
- Click Choose File button and browse to the text file location
- Select the filter from the Import Option. If the filter is not listed, choose Other Filters. With the filter selected, return to the Import dialog box.
- Select an option from the Duplicates list
- Choose a Text Translation option if necessary
- Click Import.
NOTE. Word documents saved as text files can be imported into the EndNote libraries after special TAB-delimeters are inserted into text. See EndNote software help for information on the TAB-delimeters.
There are few ways to create a free-standing bibliography if necessary.
- Use EndNote’s File menu to choose Export. The new bibliography can be exported as text file, RTF, HTML or XML format. You can export either all of the references in the current references list, or only the selected ones.
NOTE. The Export command exports only text; images are not included.
- Drag-and-drop to transfer a bibliography to a new Word document
- Copy formated references and paste them into a Word document
If you are collaborating with other colleagues that use the same version of Word as you are, then you can share a formatted document at it is because of the Traveling Library. The Traveling Library is created at the same time with your formatted document. In this case, you or your colleagues can reformat references in your Word document even when the original EndNote library is not available.
If you are collaborating with other colleagues that use a different version of Word as you are, then you need to remove the field codes to share your document. By removing the field codes, the document will be saved as a text document and does not allow reformatting because the in-text citations are no longer linked to the EndNote library.
It is recommended to use Convert to Plain Text from the Bibliography group to make a copy of your document without codes but save a copy of your formatted document as well.
If you get an error message when trying to open an EndNote library that means that the library is damaged. The damage is not necessarily due to any of your actions. The best protection against loosing data is to make regular backup copies of your libraries. However, it is possible to recover most of your data following theses steps:
- Close the library if currently opened
- Choose Recover Library from the Tools menu and click OK.
- Select the library that need to be repaired from the dialog window and click Open. EndNote will create a copy of the damaged library, adding suffix Saved to its name.
The easiest way to make a backup is to make a copies of your files on portable devices. If the EndNote libraries are too large to fit those, use a backup program. Both the .enl file and the DATA folder need to be backed up in the same folder.
For more help, check the EndNote Help or contact the library reference desk at 860-465-4699 (x54699 on campus) or toll-free at 1-877-587-8694, or fill out an email request form.
Or, contact Daniela Solomon, x55550, email solomond@easternct.edu.
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© 2007 ECSU |
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Last Updated 05/08/08 |
