EndNote User Guide for University of Nottingham: Referencing and Citing with EndNote X7, Study Guides, Projects, Research of Printing

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EndNote Introduction for

Referencing and Citing

EndNote X

Additional information for University of

Nottingham users

Libraries, Research and Learning Resources

July 2015

Table of Contents

• Section 1: Introducing EndNote Section Page no.
• Section 2: Opening EndNote and Creating a Library
• Section 3: Adding References
• Section 4: Importing references from PDFs
• Section 5: Importing references from databases
• Section 6: Managing references
• Section 7: Linking to and Viewing the Full-text
• Section 8: Creating Groups
• Section 9: Select Other Bibliographic Styles
• Section 10: Using EndNote with Word 2010 and
• Section 11: Syncing your EndNote and EndNote Online Libraries
• Section 12: Exit from EndNote
• Section 13: Further Information
• Appendix: Downloading from commonly used databases

For further information please search for EndNote on the Software Library http://softwarelibrary.nottingham.ac.uk/

EndNote Online

EndNote Online, formerly EndNote Web, is the online counterpart to the desktop software. UoN staff and students can set up an EndNote Online account which will allow you to synchronise your references between the desktop, online (and iPad) so that you can access your references from anywhere (see section 11).

Versions

Update: June 2015

The University currently supports version X7. This version is available across the network. You may have an older version of the software on your office or home computer. Wherever possible, we recommend you work with the same version. However, you should be able open your EndNote libraries in earlier versions and vice versa.

Section 2: Opening EndNote and Creating a Library

The first time you open EndNote, the Welcome Screen offers you more information about some EndNote features which allow you to find, store and share your research and references.

You can set these features up at any time. If you don’t want to explore these options now, simply close this Welcome window. You can return to it by selecting Help on the menu bar.

Note that you can access a huge amount of help and support from this menu, such as the Online User Guide.

For context sensitive help when you are using EndNote, press the F1 key on your keyboard.

EndNote Libraries

EndNote references are stored in a database called a Library. EndNote libraries have the file extension .enl. Each library has a corresponding folder with the extension .Data. This folder will have the same name as the library, and it is where images, PDF files, etc. are stored. If you move, copy, rename or delete a Library remember to do the same with its corresponding .Data folder. The file and data folder must always stay together to ensure that the program works correctly.

Create a library

Go to File then New to make a new library.

You will be asked to save the library to a suitable location, for example to your personal file store on the Z drive or to a memory stick.

Although the software allows you to create as many Libraries as you wish, it is strongly recommended that you only create one library in EndNote.

Tip: Saving your library Don’t save your library in a cloud syncing folder such as DropBox or OneDrive. Thompson Reuters, the publishers of the EndNote software, advise that cloud syncing folders will corrupt your EndNote library over time.

From left to right, the icons are:

 Output Style  Copy to Local Library (Online Search Mode only)  New Reference  Online Search

 Import references  Export

 Find Full Text  Open Link

 Open File  Insert Citation

 Format Bibliography  Return to Word Processor  Synchronise with EndNote Online

 Share Library  Help

 Quick Search Text Box  Show Library Search panel

This guide will cover most of these options. To find out more about what each

command means, go to EndNote Help.

Section 3: Adding References

There are three ways of adding references to your library:

 Type in references manually

 Import bibliographic details from a PDF  Import references automatically from an online database

Create a New Reference Manually

 Choose New Reference from the References menu or

click on the symbol.

 An empty window opens with the words New Reference displayed at the top.

 New references always appear as journal articles but you can select the correct Reference Type for the publication you wish to cite using the drop down menu.

 Enter the information in the relevant fields: author, year, title etc.

 Enter all the author names for a particular reference. EndNote will truncate the list of authors with ‘et al.’ as required by the chosen citation style.

 Move between fields by pressing the tab key.

 Except for authors, no extra punctuation needs to be entered into the reference. EndNote adds the necessary punctuation to the references when it creates a bibliography.  You don’t have to complete all the fields. Some are provided for your own use to help you organise your research by adding notes or attaching files.

 When you have finished entering all the information, close the reference window by clicking on the small cross to save the reference.

Section 4: Importing references from PDFs

EndNote allows you to convert a collection of PDF files into EndNote records.

 Click on File  Click on Import > File

Tip: Entering author names Enter author names as follows:

Surname, initials or full name (remember to put a comma after the surname and separate initials with full-stops), E.g. Smith, J. E. or Smith, John

If you have more than one author, make sure that each author is entered on a separate line.

If you have a corporate author or body, enter a comma after the name to ensure that it is correctly formatted by EndNote E.g. Department of Health,

If the the corporate name includes a comma in the name itself, use two commas E.g. School of English,, University of Nottingham

Tip: Knowing when a reference was added To see when a reference was added or updated view the last updated column or open the reference by double-clicking on it to see the last update displayed in the footer.

Automatic import of PDFs

Also in PDF Handling , you can set up a PDF Auto Import Folder. Tick the Enable automatic importing box. When you are searching for articles, save the PDF files into the specified folder. EndNote will regularly scan this folder and automatically import new PDFs that are found in it.

After EndNote runs the import operation, EndNote moves the PDFs into a subfolder called Import within your Auto Import Folder. This helps you (and EndNote) keep track of what has already been imported into your library.

Section 5: Importing references from databases

You can use EndNote to save references from bibliographic databases or library catalogues by importing them electronically into your EndNote library. Different databases will use different methods.

There are two methods:

 Direct import facility  Saving a file of references which are then imported using an appropriate filter.

For EndNote to understand the reference, the information must be in a tagged format.

 If your database has a direct import facility, these tags will automatically be provided.  If your database requires you to firstly save the references as a file, you will need to save as a text or RIS file which will automatically provide the relevant tags.

Word documents do not have these tags and therefore you cannot transfer references directly from Word to EndNote. Try finding the references again using a database and importing them directly from there.

Note : We do not recommend using the online search option to search bibliographic databases from within EndNote. This is because you would lose the functionality of the database searching system and your search is likely to be less effective.

5a: Direct Export

Importing references from Web of Science

The Web of Science is a multidisciplinary database covering journals and conferences relevant to the sciences, arts, and social sciences. It is used to demonstrate the direct import method to copy references from the database straight into EndNote.

Accessing the Web of Science

 Access the Web of Science via NUsearch , available from the library homepage (http://www.nottingham.ac.uk/library/).

Importing references to EndNote

 Conduct a search and mark some relevant references by ticking the check boxes  Click on the Add to Marked List button.

 The added references will display a

 Click on the Marked List button at the very top of the screen to view the selected references

 Select any extra details as required, e.g. abstract, times cited.  Select Save to EndNote Desktop from the drop-down menu on the right-hand side.

The references will automatically download into the EndNote library that you currently have open. If you don’t already have EndNote open, you will be asked to select the library into which you wish to import your references.

Note: When importing references, both the database that you’re importing from and your chosen web browser will affect the process. If you are using Chrome , the file may download to the bottom left hand corner of your screen. Click the small arrow to Open the file in the EndNote program.

When the import is complete, only newly imported references will show in the Library window. They are put into a temporary group called Imported References where they can be checked. The original references plus the new ones can be viewed under All References.

Tip: Further help For more information on searching databases, see the Studying Effectively website at: http://www.nottingham.ac.uk/ studyingeffectively

 Give your file a File name  From the Save as type drop-down menu, select text file (.txt)*

 Click on Save.

Step 2: Importing the Saved References into EndNote

 Open your library in EndNote.

 From the File menu, choose Import > File or click on the icon and the following window will appear:

1. Click:  Choose... to locate and open the text file of references you have just saved

 Select the file and click Open

2. EndNote now needs to know which format the references from the database are in:  Click on the drop-down menu beside the Import Option.  Choose Reference Manager (RIS). This is the correct format for references from UNLOC.
3. Now select an option from the Duplicates drop down list. (A reference is considered a duplicate if the author, year, title, and reference type match a reference already in the library.) The options are:  Import all  Discard duplicates

 Import into duplicates library

4. Click Import to import the file.

When the import is complete, only newly imported references are showing in the library window. They are put into a group called Imported References where they

can be checked. The original references plus the new ones can be viewed under All References.

Double-click or preview the reference to see if it has imported correctly. Please note that sometimes these import options are not 100% effective and therefore some information may be missing. Sometimes this information may have been put into the notes field, which allows you then to simply copy and paste it into the correct field in the reference.

5c: Importing from NUsearch

 Sign in to NUsearch  Conduct a search

 To export all the results currently displayed on the screen, select add page to e-Shelf (under Refine , to the left of the screen)  To add an individual reference as you browse your search results, under Details select Send to then Add to e-Shelf

 Click on e-Shelf (top left of screen)  From your basket, select the references for export o You can also delete references from list by selecting ones for deleting and then clicking X o You can then select all in a list by ticking top tick box and export all with one click  Choose Export to RIS and click Go  Click OK on the Import to Citation Manager window  If offered ‘Open select this  If offered ‘View downloads’ select this and then click Open

5d: Importing from some other commonly-used databases

As well as UNLOC, a few other databases do not have a direct export option. You should follow similar steps to those described above to save as a file and import. When importing into EndNote you will need to choose the appropriate filter. A filter is usually the name of the database and the supplier. Note that some databases are offered by more than one supplier and so you will need to select the appropriate supplier.

You can browse through your reference library by using the scroll bar, the scroll arrows, or the page down, page up, home, end, and arrow keys.

Editing a Reference

To work with a specific reference you must first select it in the Reference List Panel.

The Reference Panel , which by default appears in the Tab Panel on the right-hand side of the page, allows you to edit your reference. Click somewhere else on the page and you can choose to save changes.

Alternatively, double-click on a reference in the Reference List Panel to edit a reference. EndNote will prompt you to save the changes when the reference window is closed.

Use the Options button to hide empty fields in the record, or display the Ratings tool.

Search for a Set of References

 Click on the Tools menu and select Search Library to open up the search box.

Or  Click the Show Search Panel in the top right-hand side of the screen.

The search panel will appear at the top of the screen. You may need to resize your screen to view all of the panel.

 Type in your Search Term in the first box and select the Field in which you wish to search. Click on the Search button

You can combine searches together using the Boolean operators AND/OR/NOT

To find references for a particular year range:  Type in the start year in a search box  Choose Year from the drop down field list

 Select the appropriate option in the Contains drop-down menu_._ For example, to search for references from 2000 onwards:

 Choose the Year field

 Select Is greater than or equal to from the Contains drop-down menu  Enter 2000 in the search box

The search example below is for references containing the word extinction, published since 1990:

In order to combine more than three searches, extra lines can be added by using the + button.

You can also choose to search by Added to Library or Last Updated and enter a date.

To remove the search panel, click on Hide Search Panel in the top right-hand corner of the screen.

To carry out a quick search, use the Quick Search box at the top of the page and type in your search term.

Sorting References

By default, the references are sorted alphabetically by first author. You can change the order of the displayed fields by clicking on the column headings, e.g. A-Z by author surname, year. You can also do this from the Tools menu:

 Choose Sort Library  Use the drop-down menus to choose the required field(s)  Click on the button to the right of the field to specify ascending or descending order  Click on OK.

Section 7: Linking to and Viewing the Full-text

EndNote provides several ways of linking to the full-text of an article:

Automatic linking

For databases such as Web of Science or PubMed, an html link to the record will automatically be populated into the URL field. If the University subscribes to the full-

For on individual reference in your library, highlight it and click on the find full-text

icon in the top menu bar.

The results of this search will be shown in the menu panel on the left-hand side under the heading Find Full Text.

Additionally, a paperclip icon will appear alongside the reference in your list to indicate the full-text has been found.

You can also initiate a full-text search for a small group of highlighted references in your library.

If EndNote is unable to find the full-text, it will at least try to identify a relevant URL to an abstract or bibliographic entry. This will also be noted in the left-hand menu; specific details will be added to the URL field within the reference.

Watch out: Not 100% fool-proof The full-text may not be found even when we do have a subscription. In these cases, you could attach the file manually.

To check whether we do subscribe to the full-text, click on the References option from the top menu bar and click on the URL option and then OpenURL link. This will take you to the SFX window and clarify whether the full-text is available or not.

Important note: There is an option in EndNote Preferences to Automatically invoke Find Full Text on newly imported references , but this is NOT recommended. If automated bulk downloads are run, it can trigger publishers to see this as robotic downloading and immediately block access to their websites for the whole University whilst the download activity is investigated.

Viewing PDFs

 Select the reference and in the Tab Panel on the right-hand side, you should see the PDF icon.

 Click on the PDF icon to view the PDF within EndNote.

The Layout button in the bottom right-hand corner allows you to change the display of the PDF to suit your computer’s dimensions. You can resize any of the frames to make the area larger.

To make the PDF full-screen click on the button.

The buttons along the top of the screen allow you to:

 Zoom to enlarge/decrease the text size  Highlight areas of the text

 Add Sticky Notes containing your own comments  Underline or Strikeout selected text  Search for terms within the PDF.

If you would prefer to view the PDF in an external package, e.g. Adobe Acrobat, click

on the yellow folder icon at the very top of the page.

Section 8: Creating Groups

It is recommended that you only create one library in EndNote. You can use groups to organise your references into subsets.

Highlighter

Sticky note