EndNote: a step-by-step guide

Introducing EndNote

EndNote software enables you to store and manage bibliographic references to books, journal articles, conference papers and other document types in databases or libraries, each of up to 32,000 separate references.

References from a Library can be selected, automatically inserted as formatted citations and bibliography/reference lists into a word-processed document in a preferred style. Standalone bibliographies or reading lists can also be generated automatically from a library of references.

EndNote 7 – What’s New?

EndNote 7 provides the following new features:

• Allows you to create subject bibliographies instantly.Use the Tools-Subject Bibliography function to select your subject search terms from any field of your references.In the generated bibliography the references will be organised alphabetically under your keyword headings.
• Expanded image handling.Users can now insert tables or figures anywhere within a Word document.EndNote 7 allows for the placement of figures and tables according to the rules of the particular output style.
• Enhanced mobile capability.Users of EndNote 7 can download a single EndNote library onto a handheld device and perform a limited range of functions - including entering and storing references.

Obtaining and Installing EndNote Software

Information Technology Services (ITS) at RMIT University provide a software download webpage. The EndNote software, and other software is available from this page for downloading by RMIT staff and students. The following versions of EndNote are available for downloading:

• EndNote 4.0
• EndNote 5.0
• EndNote 6.0
• EndNote 7.0

The Endnote software is also available on CD at the Kay House IT lab (Bldg 48) for $2.

Help Using EndNote

Use the HELP feature within EndNote for help with particular functions. The EndNote Manual is included in Adobe Acrobat (PDF) format with the program and is more comprehensive than the online help.

The EndNote company web site at http://www.endnote.com also provides useful help, tip sheets, an interactive tutorial and additional downloadable connection files and import filters.

Creating a New EndNote Library

In order to use EndNote you must first create a library or libraries:

1. Open the EndNote program on your computer, and close the Select a Reference Library dialog box.
2. Select File, then New.
3. Select the directory in which you will save the new library. At the File Name prompt type in the name of the library, eg trial.enl then click Save.

Adding References to an EndNote Library

References can be added to an EndNote library in four ways:

1. Manually, by typing references into a template.
2. By searching a database via a connection file and saving the references directly into EndNote.
3. By using an import filter to import references saved from a database search into EndNote.
4. By directly importing records from databases that have inbuilt filters.

Adding Records Manually

To add records manually:

1. Open an existing EndNote library.
2. Select References, then New Reference from the top menu bar.
3. Choose a reference type from the References Type menu at the top of the New Reference dialog box. Journal Article is the default reference type.
4. Type data into each relevant field. Use [TAB] to move down to the next field or [SHIFT+TAB] to move back to the previous field.
5. Close the New Reference dialog box by clicking on the close button (x) in the top right corner of the Reference window, or choose File, Close Reference. Added information is automatically saved when you close the window.
6. To add more references repeat the process.

Tips

• Enter authors' names in a consistent format, eg Smith, William or William Smith.
• Each author’s or editor’s name must be entered on a separate line.
• Include a space or period after each initial in an author’s name.
• Do not include any punctuation after the title of a book, book chapter or journal article.
• Include a comma after a corporate author, eg. RMIT University,

Using Connection Files to Search and Retrieve Records from Databases and Online Catalogues

• Connection files provide the means to search library catalogues and bibliographic databases using the EndNote search interface, then to save the retrieved records directly into EndNote.Before searching you must connect to the catalogue or database using the corresponding connection file.
• Searching via a connection file allows basic searching only.
• The EndNote program includes over 250 connection files. Select Edit, Connection Files, then Open Connection Manager to see a list. Neither the EndNote program nor the EndNote web site includes a connection file for searching the RMIT University Library Catalogue.
• Find additional connection files from the Connection Files webpage, including the RMIT University Library Catalogue connection file. Save the file/s you require to the Connections folder in the EndNote program.
• Additional connection files are available at http://www.endnote.com/support/enconnections.asp. Save the file/s you require to the Connections folder in the EndNote program.

To search and retrieve records using a connection file:

1. In EndNote, select Tools, Connect.
2. From the Choose a Connection File dialog box select RMIT University Library, Connect. A Search "Advance at RMIT" dialog box will open, with two search item boxes.
3. In the first search box choose the field to search eg Any Field and enter a search term eg java.
4. In the second search box choose the field to search eg Any Field and enter a second term eg intelligent agents. Add more search item boxes as needed by clicking on the Add button.
5. Select the appropriate search operator - And, Or, Not - to combine search terms.
6. Click on Perform Search. The number of references retrieved will be displayed. Click OK to proceed (or Cancel to return to the search screen and modify the search).
7. The records retrieved will be displayed in a temporary Retrieved References window.
8. To keep all of the records click on the Copy all references to button. Alternatively, select individual records by holding down CTRL and clicking on them, or a range of references [SHIFT+click] then click on the Copy nn References To button.
9. From the drop down list click Choose Library to open an existing library, or New Library to create a new reference library. The references will be added to whichever library you open.
10. When you have finished searching close the Connected to: Advance at RMIT box, then click OK to discard the references in the temporary Retrieved References window.

Using Import Filters to Import Records from Databases

• Before attempting to import records from a database into EndNote using a filter, check that an appropriate filter is available.
• The EndNote program includes a large number of filters. Select Edit, Import Filters, then Open Filter Manager to see a list of over 350 filters. Find additional filters from the Import Filters webpage. Save the filter/s you require to the Filter folder in the EndNote program.
• To choose the correct filter you must know both the database name and the information provider eg in RMIT University Library the TOXLINE database is available from CSA Internet Database Service.Find the provider name by consulting any available online information about the database. Instructions for downloading files from various information providers are provided at Endnote- Support..
• Find additional filters at http://www.endnote.com/support/enfilters.asp. Save the filter/s you require to the Filter folder in the EndNote program.

To import records using a filter:

1. Select a database and carry out your search.Mark the records you want to download. If you are given options, save at least the citation, abstract and subject headings or descriptors, preferably in a format that includes the field labels.
2. Save the records with a.txt file extension, eg. waste.txt
3. Open an existing EndNote library or create a new one, leaving it open.
4. Select File, Import to open an Import dialog box, click on Choose File. Open the saved file, waste.txt
5. Click on the arrow at the end of the Import Option box, and select the option Other Filters. Scroll down the list to TOXLINE and select Toxline (CSA).
6. Click on Import. The saved records will be imported into the EndNote library. Check that each imported reference is correctly formatted, with the correct reference type and details displayed accurately in the correct field.

Importing Records from Databases with Inbuilt Filters

• Some bibliographic databases have inbuilt filters for EndNote. Web of Science, Science Direct and Current Contents Connect and ProQuest are four available in RMIT University Library.
• References from each of these databases can be marked and imported directly into EndNote libraries without first being saved as text files.

To import references from a database with an inbuilt filter:

eg. Web of Science

1. Search the database and mark references that you want to import into EndNote.
2. Select Export to Reference Software - this will launch the EndNote program. (If you are prompted to Open It or Save to File, choose Open It ).
3. Select an existing EndNote library or create a new one.
4. The new references will display on the screen.Check them, then close the window. The references will be incorporated into the selected EndNote library.

Managing an EndNote Library

• To select a reference, click once on the brief entry in the EndNote library. To select more than one reference hold down the CTRL key and click on each reference you want to select.
• To display only a section of a library, highlight the references and select References, Show Selected References.
• To open and display the full details of a reference, double click on the brief entry in the EndNote library.
• To close a reference click the close button in the top right corner of the Reference window, or select File, Close Reference. Any changes to the reference will be saved automatically.
• To preview a reference in the current output style click the Show Preview button at the bottom of the library window.The reference will display in the preview pane. To change the format select Edit, Output Styles, then select a style from the list. For additional styles choose Open Style Manager from the Output Styles menu. Mark the preferred styles to add them to the Output Styles menu.
• To search for specific references or groups of references in an EndNote library choose References, Search Reference. The search window displays two empty search items; add more items as needed by clicking on the Add button. Choose a general search across All Fields in a library, or limit your search to specific fields. Use search operators to combine search statements.
• To add your own identifiers or terms to all references or selected references in a library, choose References, Change and Move Fields. From the drop down menu select the field into which you want to add or change text.
• The first author's last name, year and reference number initially sorts EndNote libraries, and references are interfiled as they are added to the library. To change the sorting order click a column heading, or select References, Sort References.
• To identify and remove duplicate references in a library open the library, choose References, Find Duplicates, and EndNote displays duplicate records. Open the References menu and choose Delete.
• When you delete references, you permanently delete their reference number in the library. Before deleting duplicates, check the reference number to ensure you are not deleting references already cited in a paper.
• Term Lists are automatically generated glossaries that can be checked to ensure consistent entry of terms eg authors’ names. Select Tools, Open Term List, then choose from Authors Term List, Journals Term List, and Keywords Term List to display the appropriate glossary.

Cite While You Write (EndNote 6.0)

The Cite While You Write is a feature that works with Microsoft Word 97, 2000 and XP. It allows you to cite a reference and automatically generate a bibliography without leaving Word.

To Cite While you Write:

1. Open the EndNote library or libraries that contain the references you wish to cite.
2. Start Microsoft Word and open the document you are working on.
3. Position the cursor in the text, where the citation will be entered.
4. From the Tools Menuin Word, select Find Citationsfrom the EndNote 6.0/7.0 submenu. An Insert Citation dialog box will appear.
5. In the Search For text box, enter keyword/s that will identify the required reference you wish to cite. EndNote combines multiple keywords with the “and” operator.
6. Click on Perform Search and EndNote will list matching results.
7. Highlight and Insert citation.

Your citation should now be inserted and formatted both in the body of text and in a Bibliography/References list.

Tips
For footnotes in Word set up the footnote prior to inserting the citation. Select Insert and then Footnote. A numbered footnote will appear. Now insert the citation from EndNote using the instructions above. You will need to set up the footnote for each subsequent citation.

To format the citations from Word

1. In Word select Tools-EndNote 7-Format Bibliography.Within the EndNote Format Bibliography dialog box choose a style from the Output Style drop down menu and click on OK.(If the style you need is not appearing in the drop down menu, go to Endnote and select Edit-Output Styles-Open Style Manager to display the full range of available styles.Click the relevant checkbox to choose a style then close the Style Manager.Your newly added style can now be selected from the Output Style drop down menu.)
2. Citations in the text will be formatted and a bibliography of the cited references will appear at the end of the text.

Adding page numbers to citations

Before inserting page numbers into a citation consult your bibliographic style guide (Harvard, APA, Author-Date etc) for the required layout of page numbers according to your style.

Modify the Citation Style to Include Page Numbers:

1. In EndNote select Edit-Output Styles-Open Style Manager.Highlight the style you wish to modify and click on Edit.
2. Click on Templates which appears listed under Citations.
3. Place the cursor in the appropriate position in the In-text Citation Template (for eg if your style requires a comma and space between Year and Page details then position the cursor after inserting a comma and space).
4. If your style requires 'p.' and 'pp.' before the page number information type in a lower case p and full stop.Click on the Insert Field button and then select Singular/Plural from the drop down menu.Now add a lower case pp and full stop and click on Insert Fieldthen Link Adjacent Text.This will ensure that the software adds the singular or plural forms as appropriate.
5. Finally, click on Insert Field and select Cited Pages from the pop down list.
6. Close the window and select Yes to save.You are now ready to insert page numbers into Word, the above modification only needs to be done once for each style that you use.

Add the Page Number to the Citation in Word

1. In Word insert your required citation.Right click on your in-text reference and select the option to Edit Citation.
2. The EndNote Edit Citation dialog box will appear.At Suffix type in the page number/s of your reference and click OK.

Inserting citations manually into a Word document, and Creating a Bibliography (EndNote 4.0)

To insert citations or footnotes into a Word document:

1. Open both the EndNote library containing the relevant references and the document into which they will be inserted. ALT+TAB to move between the two.
2. In the word-processed document place the cursor where the citation is to appear in the text.
3. In EndNote highlight the first reference to be added to the document.
4. In Word, Select Tools, then Insert Citation(s). A temporary reference - author, date and EndNote library number - is placed into the document. If you want the formatted citation to include a page number, type it immediately following the EndNote number in the temporary reference.
5. Repeat this process to insert all required citations into the text of the document.

To format the citations and create a bibliography:

1. In Word select Tools, then Format Bibliography. When the style confirmation dialog box appears choose a style from the drop down menu and click on Format. (If the style you want is not there, in Endnote select File, then Open Style Manager to display the full range of available styles. Click in the checkbox to choose a style then close the Style Manager.)
2. Citations in the text will be formatted and a bibliography of the cited references will appear at the end of the text.

Note: The above method can also be applied in EndNote 5.0, 6.0 & 7.00, after you have chosen the Unformat Citation option

Creating a Standalone Bibliography

1. Open the EndNote library that contains the references for the bibliography.
2. Decide on the style to be used. Select Edit, Output Styles, then choose from the preferred styles displayed, or Open Style Manager to select from the full range of available styles.
3. Select the references for inclusion in the bibliography.
4. Choose Edit, then Copy Formatted to copy the references to the Clipboard.
5. In Word open the document in which the bibliography will appear, then select Edit and Paste. The bibliography will be displayed in the format of the chosen style, but in a default font. Change the font as preferred.

Creating a Standalone Subject Bibliography

1. Open the relevant EndNote library and highlight the references for inclusion in the subject bibliography (use the References-Search References command if necessary).
2. Select Tools-Subject Bibliography.A list of EndNote fields will appear.
3. Highlight the field(s) that you wish to utilise for subject headings.The Keywords field is most commonly used to set up a subject bibliography.Click OK.
4. A list of the terms found in your selected field(s) will appear.Use the Select All command or highlight individual terms, then click OK.
5. The subject bibliography will format within EndNote.Use the Output Style drop down box to choose the style of your bibliography.Select the Layout button for further formatting options.
6. Use the Print or Save buttons to either directly print your subject bibliography or to save it as a Rich Text File (.rtf).

Linking to Files or Web Sites

EndNote 7 allows you to link records within an EndNote library to other files or sites that are either on your PC drive or on the web.This is a useful way of linking to saved full text journal articles or Word documents in which you have collated quotes or excerpts.

1. Open the relevant EndNote library and then open the record for which you wish to set up a link.
2. Select References-Link To.Find the file you wish to link to and select Open.
3. The address of the file will now appear in the URL field.
4. To access the file click on the file hyperlink or select References-Open Link.
5. To link to a web site simply Copy and Paste the URL into the URL field.
6. To access the web site click on the URL hyperlink or select References-Open Link.

Prepared by: Heather Ross, August 2001
Modified by: Cathy Costa, June 2004

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