View
118
Download
3
Category
Tags:
Preview:
Citation preview
EndNote X5 - introduction Page 2
Contents
1. Opening an EndNote library 4
2. Adding and deleting references 7
3. Searching your EndNote library 13
4. Importing references from online databases 16
5. Using Direct import from an online database 17
6. Importing text files into EndNote 24
7. Checking for duplicate references 30
8. Finding the full text for a reference 32
9. Cite While You Write (CWYW) 33
10. Output styles 41
11. Unformatting citations 49
12. The Traveling Library 51
13. Creating separate bibliographies 53
14. Removing field codes 54
15. Glossary 55
EndNote X5 - introduction Page 3
EndNote
EndNote is one of a range of software packages designed to help researchers keep track of
their bibliographic references. You can compile all your references to books, articles,
websites, etc. into a single database. Exeter also has a licence for Reference Manager,
which is a similar piece of software. There are a number of free referencing software tools
that you may prefer to use.
EndNote is designed for use with Microsoft Word, so that you can use the “Cite While You
Write” (CWYW) facility as you create a document. This can then be used to generate
citations and bibliographies in a wide range of citation styles, such as Harvard, MHRA, etc.,
as well as the preferred styles for over 4,500 academic journals. Because it is widely used,
many of the major databases to which we subscribe, including ISI Web of Science,
Business Source Complete and EBSCO, allow you to export citations directly into EndNote
in your preferred bibliographic style. A range of referencing styles are used within the
University, so please check your subject handbook for the preferred style for your
College/subject.
The program is constantly being upgraded. EndNote X5 can be bought for individual use
from the Software Office for £68. Log on to the IT Self Service Portal
(http://as.exeter.ac.uk/it/helpdesk/selfservice/), click on the Request IT Service link and click
Software, choose EndNote from the drop-down list, and then follow the on-screen
instructions.
Help screens are available within EndNote as you use it; click on Help at the top of the
screen to search for detailed help on specific aspects of the program. The EndNote website
http://www.endnote.com/ includes excellent online tutorials and a guided tour. The
EndNote Tutorial, Guided Tour and Help are useful sources of help. They are supplied with
the software, in the electronic manual (endnote.pdf) in the EndNote folder. On cluster PCs
this can be found by going to Start > All Programs > Microsoft Office > EndNote X5 >
EndNote Manual or EndNote Help. In some clusters, Endnote is not found under Microsoft
Office, but has its own folder – you will see this when you click on All Programs.
The Library's EndNote pages give details of courses available and useful links.
http://as.exeter.ac.uk/library/using/help/general/informationskills/referencingsoftware/
EndNote X5 - introduction Page 4
1. Opening an EndNote library
An EndNote library is a collection of references, each containing the information required to
create a bibliography.
As you start to manage your own references you are recommended to store them all in a
single library to avoid the problems of duplication or misreferencing. There is no limit to the
number of references you can create in an EndNote library, although it is recommended
that you do not exceed 100,000.
When you open EndNote, you will be asked whether you would like to create a new library,
or open an existing one. To create a new library, just give it a file name and save a copy as
an .enl file. If you are working on a University cluster, remember to save it to your University
filespace (U drive) rather than the C drive, otherwise you will lose it when you log out.
EndNote comes with a sample library, to practise on. To open it, look in the program files
for EndNote, locate the Examples folder and double click on the file named
Sample_Library.enl
EndNote X5 - introduction Page 5
Open the file Sample_Library.enl. Your screen should look something like this:
As this screenshot shows, when you first open a library with EndNote, you will see a Library
window made up of three different panes: the Reference List pane, the Tab pane, and the
Groups pane.
The Reference List pane is the main list of references, which occupies the largest
area of the screen.
The Tab pane at the bottom of the screen displays a Preview tab, to view formatted
references, a Search tab to enable you to search through your references, and a
PDF & Quick Edit tab allowing you to view and annotate PDF files in your library
and edit a selected reference in your library without having to open the record. If you
want to view the References in full screen, click on Hide Tab Pane in the bottom
right of the screen; click on Show Tab Pane to open it again.
The Groups pane on the left of the screen shows subsets of your library of
references, saved for easy retrieval. It contains several types of groups: Automatic
EndNote X5 - introduction Page 6
groups (e.g. All References and Trash); My Groups; Online Search; EndNote Web;
and Find Full Text.
Automatic groups provide information about the number of references in your
database (All References) and contents of the Trash folder, where deleted entries
are stored until you close EndNote down. You can also create Custom Groups,
depending on the categories used in your references.
This pane also allows you to connect directly to Online Searches: if you have an
Internet connection open you can link your searches directly to EndNote. For more
details of this facility you should refer to the online manual provided as part of the
EndNote package.
This tutorial only covers the desktop version of EndNote; for details of EndNote Web,
the online web version, refer to the manual.
Find Full Text allows you to search for the full text of the document you are
referencing.
EndNote X5 - introduction Page 7
2. Adding and deleting references
The EndNote library works in the same way as a library catalogue – to retrieve the
references you need you can use the standard tools, such as author/title details, journal
titles or subject keywords. When adding new references it is important to include as much
information as you have available at the time as this will save work later.
To enter a new reference, go to References > New Reference, or use Control +N, or click
the button. This opens a New Reference window; this is shown below, with the
different fields listed on the left (more fields can be found by scrolling down).
By default, a new reference appears as a Journal Article reference; this determines the
fields that are displayed. If you wish to add another type of reference, e.g. a book or
conference paper, select it from the drop-down list.
EndNote X5 - introduction Page 8
Adding bibliographic information
You do not need to enter data into every field; however, to ensure that your bibliography
displays correctly in your work, you should make sure that key fields are completed. These
will vary depending on the type of reference, and may include:
Author, Year published, Title of article, Title of journal, Volume, Issue, Pages.
Fill in as many fields as you can or are likely to need. Some of the most important are:
author’s name, including initials or first names
title of article, chapter, book
journal citation or publishing details, inc. ISBN or ISSN and page numbers
alternate title (e.g. standard abbreviations of journal titles, etc.)
keywords - these are particularly important in retrieving your references.
note fields can also be useful to record your comments on a source or the location if
you have found it in a particular library.
URL or website NB: in most referencing systems it is important to include the date
you looked at a website, as documents published on the internet are likely to move
or disappear without warning.
If you want to link to the full text of an article, it is often worth inserting the DOI
(digital object identifier) as this acts as a stable URL which will find the text on many
electronic journal services.
Adding the names of authors
When you are entering author details and keywords into a new reference, it is very
important to be consistent – this will make your Library easier to search as the number of
references grows!
Autocomplete allows you to be consistent in entering details in the appropriate fields for
author names, journal titles or keywords. When you enter text into one of these fields,
EndNote finds the first matching term and suggests it as the term to enter. The suggested
text appears highlighted after the cursor. Continue typing until EndNote suggests the
correct term, and then press enter to accept it.
EndNote X5 - introduction Page 9
You can also check entries for consistency as you go by pressing the keys Control +1. Just
scroll up and down to see if an author’s name already appears in your Library. When you
enter details of a new author, their name will appear in red. When you save the reference,
the term will be added to your EndNote list and will no longer display in red.
If your article has several authors, enter each name on a separate line – just hit Return to
start a new line.
For corporate authors (organisations or official bodies) put a comma at the end of the name
so that it is treated in the same way as a surname, e.g. European Commission,
Adding your own keywords
It is a good idea to add your own keywords when you enter references. This will make your
library easier to search, particularly as it gets larger. Although citations imported from
bibliographic sources will often include subject words, they may not be the ones you would
have chosen yourself.
Keywords should be entered in the Keywords field. You can enter multiple keywords,
separated by a semi-colon (;). DO NOT use a full colon (:) as the EndNote program will
treat it as part of the word.
You can press Control +1 to select a keyword from the term list of keywords already in
your EndNote library, in order to maintain consistency.
Adding Notes
The Notes field may be used to enter your own comments about a book or article, such as
its usefulness or relevance or even the location for your own personal use (Library, your
office, your bookshelf at home, under the bed…). A separate field is available for Research
notes, if you need it.
EndNote X5 - introduction Page 10
Adding URLs and links to documents
You can link a reference to a URL (web address) or to a document in PDF or other format.
To link to a URL, type or paste a valid URL into the URL field. The URL becomes a
hyperlink (blue and underlined). To open the link go to References > URL > Open URL to
launch a Web browser and take you to the site.
If you want to link to the full text of an article, it is worth inserting the DOI (digital object
identifier) where one is available. This is a stable URL which will find the text on many
electronic journal services.
To link to a PDF document in the File Attachments field, go to References > File
Attachments > Attach File. In the dialogue box, select a file to link to the reference.
The file dialogue includes a check box “Copy this file to the default file attachment folder
and create a relative link”. Select the check box to copy the original file and place the copy
in the DATA\PDF folder that is part of your EndNote library; this means that the file is a
portable link that moves as part of the library. Deselect the check box for EndNote to use
the complete path and filename to look in the original folder for the inserted file.
Note: With the latest version of EndNote (X5) you can view and annotate PDF files in your
library using the new PDF & Quick Edit tab. To attach a PDF file to the reference highlight
the reference and place your cursor inside the PDF & Quick Edit screen. Click the paper
clip icon, and then select Attach PDF from the menu. Select a PDF file and click Open to
insert the file into the reference. As before make sure the check box next to “Copy this file
to the default file attachment folder and create a relative link” is selected. The floating
toolbar within the PDF Viewer Pane will allow you to save and print the PDF, add a sticky
note, highlight text and search the PDF. To save the PDF file, navigate away from the
current reference by clicking on another reference in the library list.
Saving references
References can be saved simply by closing the edit screen. Do this by clicking the close
button (the lower x in the top right of the screen; make sure you don’t close the main
screen!), or selecting File > Close Reference.
EndNote X5 - introduction Page 11
If you close EndNote while reference windows are open, the references are closed and
saved automatically.
Editing references
To edit an existing reference, open the reference and make the necessary changes. You
will be prompted to save the changes when you close the reference.
Alternatively you can use the PDF & Quick Edit Tab in the Tab Pane. Highlight the
reference in the list, choose a field then edit or add information. You will be prompted to
save the changes when you change to another reference unless you choose to dismiss this
option.
Deleting references
Move the selected references to the Trash group, using one of the following methods:
Go to References > Move References to Trash
Drag the selected references and drop them on the Trash group.
The deleted references will be removed from your active library but can still be reinstated by
dragging them back from the Trash group. When you are certain that you want to delete the
references that you have moved to Trash, click on the Trash group in the Groups pane on
the left of the screen, then go to References > Empty Trash.
EndNote X5 - introduction Page 12
Exercise 1: Entering a New Reference
Enter the following journal article reference, using the fields indicated:
Author - Select the following authors from the author term list:
Morehouse, S.I.
Tung, R.S.
Enter your own name as the third author, using this format:
Smith, Peter B.
Year - 1993
Title - Statistical evidence for early extinction of reptiles due to the K/T event
Journal title - Journal of Paleontology
Volume number - 17
Issue number - 2
Pages - numbers 198-209
Keywords - statistical; extinction; reptiles (separate each keyword from the next with a
semicolon)
Finally, look through the fields in the Journal Article reference type and see which would be
most useful to you.
Close the reference; it will automatically be saved (make sure you don’t close the main
screen!)
EndNote X5 - introduction Page 13
3. Searching your EndNote library
It is important to be able to retrieve your references for future use. The search facilities are
similar to those used in most online catalogues.
Quick Search
Use the Quick Search box on the main toolbar at the top of the screen to quickly search
the whole library. Just enter a word or phrase in the search box and press Enter. EndNote
will carry out a general search of all fields.
Search Tab
If you need to carry out a more specific or complicated search, click on the
Search tab in the Tab pane.
EndNote X5 - introduction Page 14
Enter the search term(s) you want to use in the search box and specify which field to look
in. A drop-down box provides a range of options, including author, title, keywords and any
field. The default is to find entries which Contain your search terms but this can be altered
to Is or a number of other possibilities; similarly Boolean operators allow you to select:
And (to search for all selected search terms
Or (to find either of your search terms)
Not (to exclude a search term)
Click on Control +1 to browse the list of terms used in all the main fields (e.g. author,
keyword, journal title, etc.).
The search results are listed in the Reference List pane; the number of references found is
shown in the Search Results group on the left, and is also displayed in the bottom left of
the screen.
The whole library will automatically be searched unless you specify otherwise. If you don’t
want to search all the references in your library, select one of the Custom Groups from the
left hand pane.
To return to the main list click on All References in the Groups pane.
EndNote X5 - introduction Page 15
Exercise 2: Searching an EndNote library
Click on the All References group, then click on the Search tab in the Tab pane.
1. Leaving the field as Any Field, search for the term Fossils.
How many references have you found?
2. How many references are there with Billoski as author, and with the keyword
dinosaurs?
3. How many references were published in 1999 and later? [TIP: Select Year and Is
greater than or equal to]
4. Leaving the fields as Any Field, find out how many references to dinosaur do not
mention extinction. [TIP: Use the Boolean operator Not]
5. How many references with paleontology in Any Field were published in 2004?
EndNote X5 - introduction Page 16
4. Importing references from online databases
There are several ways to enter references into EndNote, other than by manually typing
them; this can save a great deal of time if you find a lot of useful references. If you have
completed a search using an online database such as ISI Web of Knowledge, it is often
possible to export your references directly into EndNote. This option is not available in all
databases. Some databases require text files or filters. These will be treated later on. For
an example of Direct Export from a database go to the next page.
Databases which allow direct export into EndNote include:
EEBO (Early English Books Online)
Historical Abstracts
House of Commons Parliamentary Papers
IBSS (International Bibliography of the Social Sciences)
ISI Proceedings
ISI Web of Knowledge
ISI Web of Science
LISA (Library and Information Science Abstracts)
PsycINFO (psychology and related disciplines)
and these Electronic journals services:
Annual Reviews Inc. (sciences)
Business Source Complete (business, economics, management)
Cambridge University Press
EBSCO EJS (the main link to electronic journals)
IngentaConnect
JSTOR (archive of full text journals in all disciplines)
Oxford Journals Online
Project Muse (humanities and social sciences)
PsycARTICLES (American Psychological Association journals)
ScienceDirect
SpringerLink
EndNote X5 - introduction Page 17
5. Using Direct Import from an online
database
This section describes the basic steps required to import references from the online
databases and electronic journals that support direct import into EndNote.
NOTE: these steps may differ slightly in each database; exercise 3 will allow you to practise
the method employed in ISI Web of Knowledge.
Directly importing references into EndNote
With your EndNote library open, open an Internet browser, and log on to the
Electronic Library from the Academic Services home page at:
http://as.exeter.ac.uk/library/resources/e-resources/elibrary/
Choose Databases or Electronic journals and scroll down to the database you
want to use.
As an example, select Business Source Complete and enter "sustainable tourism"
as your search terms.
Select a few references and click on Add to Folder underneath each entry
Click on Folder View on the right of the screen, or the Folder link at the top of the
screen, reselect the entries you want to save and click on the export icon:
Choose the option Direct Export to EndNote, ProCite, CITAVI, or Reference
Manager and click on Save.
Choose EndNote from the popup window, though if EndNote is the only reference
management software you have installed, it may skip this and automatically open
EndNote.
Select the EndNote library you would like the references to be added to (use
sample_library.enl unless you have already set up your own file).
Note that if you already have EndNote open, the references will be imported straight
into the library that you used last.
Initially, only your imported references will be shown in the Reference List pane.
NOTE: this procedure varies between databases.
EndNote X5 - introduction Page 18
Adding keywords and notes to a batch of references
You may wish to take this opportunity to add keywords or notes for future reference or
searching (e.g. the date and the source where you found the references) to your imported
references, before merging them into your EndNote library. By using the Change and
Move Fields option, you can add notes as a batch, rather than individually.
Ensure that only the references you want to change are showing in the Library
window. These may be newly imported references or the results of a search that
you have carried out.
Go to Tools > Change and Move Fields.
Choose the field, e.g. keywords, that you want to modify and choose one of the
Change options. For example, Insert after field’s text will add your text to any that
is already in that field. Type the text to be added in the text box.
It may be useful to tick the Include a space before the new text box, to include a
space between the new and existing text.
TIP – use a semi-colon (;) to separate keyword entries, and start your entries with a
semi-colon too, so your first term will be separated from any others already in the
field.
Remember that this global update operation cannot be undone in a single process,
although each reference can be changed individually. You will therefore be asked to
confirm before continuing. If you are in any doubt it may be worth making a backup version
of your Library before proceeding.
To view the whole library again, click on All References in the Groups pane.
EndNote X5 - introduction Page 19
Exercise 3: Using Direct Import from an online database
For this example, the citation database ISI Web of Knowledge will be used.
With your EndNote library open, open an Internet browser, and log on to the
Electronic Library from the Academic Services home page at:
http://as.exeter.ac.uk/library/resources/e-resources/elibrary/
Choose Resource type... Databases and click on Find resources.
Select ISI Web of Knowledge from the alphabetical list of results.
N.B. At the time of writing the ISI Web of Knowledge platform does not support Internet
Explorer version 9 browsers. In order to view the results using this version of the
browser, you need to turn on the compatibility mode. To do this: click on Tools menu,
EndNote X5 - introduction Page 20
click on Compatibility View Settings, type ‘isiknowledge.com’ in the text-box and click on
Add
Enter your search terms and click the Search button
A list of results will be displayed
Mark the references you wish to export by ticking the boxes beside them
Click the Add to Marked List icon:
A new Marked List link will appear near the top of the screen.
Click this to see more options for exporting your references.
EndNote X5 - introduction Page 21
Choose the fields you want to export by ticking the boxes in Step 1.
Click on the Save to EndNote button.
Choose EndNote from the popup box, and click on Export.
Select the destination library (Sample_Library.enl).-
Note that if EndNote is the only reference management software you have
installed, it may skip this and automatically open EndNote, importing the
references into the library that you used last.
N.B. These instructions were created using Internet Explorer. If you use Firefox, you may
be prompted to download a file instead – you will need to import that using the instructions
in section 6.
EndNote X5 - introduction Page 22
Exercise 4: Adding notes to a batch of references
Your imported references will initially be displayed by themselves (as below).
Before you merge them into your Library, you may wish to add keywords or notes to
identify them in the future (so that you can search and retrieve them from within EndNote
easily, without having to run your Web of Knowledge search again).
Click Tools > Change and Move Fields
Select Keywords from the In drop-down list, and enter your keywords in the box.
Your keywords could be your search terms, project name, date etc.
TIP: To prevent your new keywords from linking to any existing keywords, it is a good idea
either to precede them with a semi-colon ; or forward slash / e.g. ; dinosaurs; Devon.
EndNote X5 - introduction Page 23
If you want to record research notes, such as the databases or libraries you have used, or
locations of the material, you can use the Research Notes field, e.g. Web of Science;
Victorian project; May 06
Before EndNote attaches the keywords to your records you will be asked to confirm
To see all the references together in your EndNote library, select All References in
the Groups pane
EndNote X5 - introduction Page 24
6. Importing text files into EndNote
Some databases do not have a Direct Export facility. In these cases you will need to save
your references as a text file in a tagged format and then import them into EndNote using
the appropriate import filter. The import filter translates the tags so the data in the text file
goes into the correct fields (author, title, date, etc.) in EndNote. Most online databases have
a “save text” file or “download” file option so that selected references can be saved into a
text file. To find out how to save the text file, look for information in the database’s help
section, e.g. search for “saving citations as a text file”.
There are two things you need to know in order to import text file:
In the database, you need to know the correct output format to use to create the text
file so the right tags are used to describe each field e.g. AU=Author, TI=Title
Before importing the file into your EndNote library, you will need to know which of
EndNote’s import filters corresponds to the output format used.
These databases available from the Electronic Library are compatible with EndNote in this
way:
Cochrane Library (healthcare)
FIAF International Film Archive Database - Webspirs
IoP Journals (Institute of Physics)
Medline (PubMed) (medical) (US National Library of Medicine)
ZETOC (Electronic Table of Contents from the British Library)
None of the major legal databases, including LexisNexis and Westlaw, are designed to
work directly with EndNote, although it is possible that this may change. However, The
Oxford Standard for Citation Of Legal Authorities (OSCOLA) has produced a downloadable
kit for legal researchers, OSCOLA-lite for EndNote, which contains templates for formatting
citations of all kinds http://denning.law.ox.ac.uk/published/endnote.shtml
EndNote X5 - introduction Page 25
Google Scholar Google Scholar can also be customised to work with EndNote:. You will need to configure Google Scholar to send references to EndNote. Then you will be able to send references to EndNote by clicking on the "Import into EndNote" link. Follow these steps to configure Google Scholar to send references to EndNote:
1. Go to the Google Scholar home page at http://scholar.google.com 2. Click on the "Scholar Preferences" link (click on the cog icon in the top far right of the
screen to see the link). 3. Under "Bibliography Manager" select the option "Show links to import citations into"
and choose "EndNote" in the drop down box. 4. Click on the "Save Preferences" button.
Follow these steps to import search results into EndNote:
1. After performing a search on Google Scholar click on the "Import into EndNote" link for the reference you want to import.
2. If you are presented with a window asking if you want to "Open" or "Save" the file, choose to open the file.
3. A "Select a Reference Library" window will appear, use this window to select the EndNote library you want the reference imported into.
EndNote X5 - introduction Page 26
Exercise 5: Creating a text file and importing it into a library
With your EndNote library open, open an Internet browser, and log on to the
Electronic Library from the Academic Services home page at:
http://as.exeter.ac.uk/library/resources/e-resources/elibrary/
Choose subject area Medicine and Resource type Databases, then click on
Find resources.
Select Medline (PubMed) from the alphabetical list.
Enter asthma and childhood as your search terms (or choose your own).
Select a few references and tick in the box to the left of the entry.
Click on Send to. Under Choose Destination select File.
A new part of the drop-down window then appears; under Format choose MEDLINE from the drop-down list
EndNote X5 - introduction Page 27
Click on the Create File button (some browsers may initially block the file and
ask for you to confirm that you wish to receive it – check the line at the top of the
browser window)
Click on Save – this will save the file as pubmed_result.txt
Save the file in My Documents
Return to EndNote and select the library you would like the references to be
added to (use Sample_Library.enl unless you have already set up your own file)
Click File...Import
Choose the file (pubmed_result.txt).
Select the appropriate import filter from the Import Option drop-down list. This
will tell EndNote how to translate the tags, so the filter you choose should match
the source of your data file. To find the right filter, you need to know the supplier
of the data (Information Provider) as well as the name of the database. In this
case you will need PubMed (NLM). If you cannot see the appropriate filter in the
Import Option list, select Other Filters...from the Import Options menu and look
through the list that appears to try to find the correct one.
EndNote X5 - introduction Page 28
Note: EndNote’s import filters are frequently updated and new ones added. A full list of
import filters is available from http://www.endnote.com/support/enfilters.asp
As with the direct download, initially, only your imported references will be shown.
You may wish to take this opportunity to add keywords or research notes before
merging them into your EndNote library (e.g. the date and the source in which you found
the references). Instructions on how to do this are available in Section 5.
EndNote X5 - introduction Page 29
Finding Reference Updates to retrieve additional online data
EndNote can search online for updated record information. Highlight a record and select the
References > Find Reference Updates command. EndNote will search online for updated
data for that record and display it. You then have the option of manually copying and
pasting data between the records, having EndNote over-write your original data with data
from the new record, or having EndNote add new data only to the empty fields in your
original record.
EndNote X5 - introduction Page 30
7. Checking for duplicate references
When downloading references from databases you will often find the same references. As
EndNote makes it easy to check for duplicates, it is always a good idea to check regularly,
especially after downloading a number of new references.
To show how this works, repeat the download procedure from your last search on the
previous screen, then:
Click on All References in the Groups pane (or click on Control +M).
Now choose References > Find Duplicates.
EndNote X5 - introduction Page 31
The Find Duplicates box opens displaying the duplicate items side by side, inviting
you to select which one to keep. At the bottom of the box it tells you when each
reference was added to the library and when it was last updated. The Find
Duplicates feature in EndNote X5 has been enhanced to highlight fields where the
data is different in otherwise duplicate references. This makes it easier to merge
your data into a single EndNote record and then save only that record. For the item
you want to keep, click on Keep this Record.
N.B. Remember not to remove any references that you have already linked to Word
documents.
If you want to delete all duplicates at once rather than individually, close the Find
Duplicates box and any duplicates found will be highlighted in the Reference List
pane.
Highlight the references shown to confirm that you want to delete them.
To delete duplicates go to References > Move References to Trash.
To see how duplicates are detected use Edit > Preferences … > Duplicates. This
also allows you to change the settings, if necessary.
Entries are not finally deleted until the end of your session: they can still be retrieved
from the Trash folder at the top of the Groups pane.
When you log out you will be asked to confirm that you want to empty this folder.
Editing References while Checking Duplicates
When you have selected the References > Find Duplicates command, and you are
viewing duplicate references side by side, you can now use standard editing
functions.
For example, you can copy text from the reference that you do not want to keep, and
paste it into the reference that you plan to retain. Similarly, you can correct errors in
the reference that you plan to retain.
EndNote X5 - introduction Page 32
8. Finding the full text for a reference
Many online databases now supply not only bibliographic information, but the full text of
the document you are referencing. To find the full text for a reference: Highlight a reference (e.g. Chiu) Select References > Find Full Text > Find Full Text You will need to log in with your University of Exeter username and password.
EndNote displays a copyright notice advising you to adhere to downloading and
usage guidelines as required by your information provider
Click OK to begin the Find Full Text search In the left-hand column, under the Find Full Text group set heading, you will see a
Searching group indicating that a search is in progress. This search can work in the
background, so if you had many references selected, you could continue working in
your library When the Find Full Text search is completed, the Searching group is removed.
Depending on the results, you may see a combination of three different groups under
the Find Full Text heading: Found PDF Found URL Not found If a PDF is found a paper clip icon will be added to the reference indicating an
attached file. You can click the PDF & Quick Edit tab to open the PDF in the PDF
Viewer pane If a URL is found the URL will be added to the URL field. The URL will take you to
the provider’s web site where either the full text article is available or you will find
information about how to obtain the full text article.
EndNote X5 - introduction Page 33
9. Cite While You Write (CWYW)
EndNote works with Microsoft Word to help you cite references easily and quickly as you
write, and to produce a paper with properly formatted citations, a bibliography, figures, and
tables. This useful feature is referred to as “Cite While You Write” (CWYW). This guide is
based on EndNote version X5 and Word 2010.
The Cite While You Write function gives you access to EndNote references and formatting
commands via the EndNote tab in Word 2010:
When you choose an option from the EndNote tab, the EndNote program starts (if not
already running) and a Cite While You Write submenu becomes active on the Tools menu
in EndNote, displaying some of the same EndNote commands available in Word:
EndNote X5 - introduction Page 34
In addition, the Insert Citation, Format Bibliography and Return to Word Processor
buttons are always available on the EndNote toolbar:
Inserting citations
A citation is the brief bibliographic information (typically displayed in brackets) in the body of
a paper that refers the reader to a complete reference in the bibliography.
There are two methods to insert citations:
Method 1: Using Find Citation in Microsoft Word
Open the EndNote library that contains the references you wish to cite.
Start Microsoft Word and open the paper you are writing.
Position the cursor in the text where you wish to place the citation.
On the EndNote tab, in the Citations group, click Insert Citation > Find Citation…
The EndNote Find & Insert My References dialogue box appears:
EndNote X5 - introduction Page 35
Type enough search terms in the Find box to enable EndNote to retrieve the
appropriate reference (this could be an author’s last name, a year, a keyword, or any
other combination of terms found in the reference), and click on Find.
From the resulting list of matching references, identify and highlight the reference(s)
you require, and click Insert.
The reference(s) will be inserted in the text of your Word document, and your
bibliography will automatically be generated at the end of your document. The
citations and bibliography will be formatted using the current output style. This
happens because by default Instant Formatting is enabled the first time you use the
EndNote tab. NOTE: Output styles and formatting are covered in a later section.
If you want the author’s name for a citation to appear outside of the parentheses
instead of inside the parentheses for an author-date citation select Insert & Display
as: Author (Year).
If you want a reference source to appear in your bibliography without showing in the
text of the document when using an author-date citation select Insert in
Bibliography Only.
EndNote X5 - introduction Page 36
There is also an option to insert the reference and exclude the author or year from
the reference.
Method 2: Using Insert selected Citation(s) in Microsoft Word
Open the EndNote library that contains the references you wish to cite, and highlight
the reference(s) you want to insert in your text.
Start Microsoft Word and open the paper you are writing.
Position the cursor in the text where you wish to place the citation.
On the EndNote tab, in the Citations group, click Insert Citation > Insert Selected
Citation(s)
The reference(s) will be inserted in the text of your Word document, and your
bibliography will automatically be generated at the end of your document.
Inserting citations in footnotes
You can cite references in footnotes just as you cite them in the body of the document.
In Word, place the cursor at the place in the text where you wish to refer to a
footnote.
In the References tab, click on Insert Footnote.
Position the cursor in the footnote or where you would like the citation(s) to appear.
Insert the citation using either of the methods described above.
Editing and deleting citations Once you have inserted a citation you should not edit or delete it manually, as this will affect
the formatting of the document. EndNote uses a lot of hidden code to make the connections
between itself and Word – click on ALT + F9 in Word to see the code. Click the same keys
again to hide the code once more.
Click on the citation you wish to change.
On the EndNote tab, in the Citations group, click Edit & Manage Citation(s).
This dialogue box appears:
EndNote X5 - introduction Page 37
All of the cited references in the document are listed at the top of the dialogue box.
You can see how often a reference has been cited in the document and you can see
which library it came from.
The drop down menu from the Edit Reference button gives you the following
options:
o Edit Library Reference: this allows you to edit the corresponding reference
in your EndNote library.
o Find Reference Updates: this allows you to find updates for your reference
o Remove Citation: to remove a citation completely click Remove and then OK
o Insert Citation: this allows you to quickly insert a new citation.
o Update from My Library: this enables you to replace the citation in your
document with a different reference from your EndNote library.
EndNote X5 - introduction Page 38
In the lower pane of the Edit & Manage Citations window, there is an Edit Citation
and a Reference tab.
Highlight the citation you wish to edit.
You can make the following changes to the highlighted citation using the Edit
Citation tab
o Formatting: the Default citation can be changed to display as Author (Year).
Exclude Author will omit the author name from the citation and Exclude Year
will omit the year from the citation. Show Only in Bibliography will insert the
reference in your bibliography without a citation appearing in the text of your
document.
o Prefix: Enter any text you want to precede the citation.
o Suffix: Enter any text you want to follow the citation. If you want page
numbers displayed after the citation, no matter which referencing style you
are using, enter them here.
o Pages: Enter page numbers here if you want them to be included in
accordance with the reference style that you are using: i.e. if your reference
style doesn’t use ‘cited pages’ in the citation template, then the page numbers
will not appear. Note that the pp. will be included automatically if you use the
pages field.
o for more information on citation templates (including editing), see the EndNote
manual.
Click OK to implement the change(s) to the citation.
NOTE: as this process edits the in-text citation of a reference, rather than the content
of the reference as it appears in the EndNote library, each cited occurrence of a
reference must be edited individually as required.
The Reference tab allows you to view full details of a reference you have highlighted
in the upper pane.
EndNote X5 - introduction Page 39
Exercise 6: Cite while you write (CWYW)
In this exercise, you will create the following text with in-text citations and a bibliography:
Start Microsoft Word and type in the following text:
So the debate on dinosaur extinction has continued, and duck-billed dinosaurs
have proved particularly helpful.
Position the cursor in the text after the word continued.
On the EndNote tab, in the Citations group, click Insert Citation > Find Citation…
The EndNote Find & Insert My References dialogue box appears. In the Find box,
enter the word dinosaur, and click on Search.
From the resulting list of matching references, identify and highlight the reference
whose author is Moorhouse, and click Insert.
Go to the EndNote library and select the reference with the author Billoski (1993)
and the reference with the author Whiting. TIP: to select both references, highlight
the first reference, scroll to the second, hold down the Control key and highlight the
second reference.
So the debate on dinosaur extinction has continued (Moorhouse 1993) and duck-billed
dinosaurs have proved particularly helpful (Billoski 1993; Whiting 1987).
Billoski, T. V. (1993). "Debate II." Science 77: 5-6.
Morehouse, S. I. and R. S. Tung (1993). "Statistical evidence for early extinction of
reptiles due to the K/T event." Journal of Paleontology 17(2): 198-209.
Whiting, J. R., T. V. Billoski, et al. (1987). "Herding instincts of cretaceous duck-billed
dinosaurs." Journal of Paleontology 75: 112-132.
EndNote X5 - introduction Page 40
Return to your Word document, and position the cursor in the text after the word
helpful.
On the EndNote tab, in the Citations group, click Insert Citation > Insert Selected
Citation(s). This will insert the Billoski and Whiting citations.
Delete the Moorhouse citation
o Click on it
o Go to Edit & Manage Citation(s)
o Click on arrow next to Edit Reference
o Click on Remove Citation
o Click OK.
Click on the Whiting citation, and add page numbers:
o Go to Edit & Manage Citation(s)
o Add page numbers 120-122 in the Suffix box.
o Click on OK.
EndNote X5 - introduction Page 41
10. Output styles
Output (or referencing or bibliographic) styles control the appearance of your in-text
citations and bibliographies. They contain instructions that tell EndNote how to arrange the
information in your references to create citations and bibliographies in the appropriate
layout (i.e. which fields to include, in what order, and what punctuation to use).
You can change output styles to suit any of the major referencing systems (Harvard, MLA,
MHRA, etc.) and over 4,500 house styles for academic journals. These are stored as
individual files under Styles in your EndNote folder. The name of the style refers to the
journal or organization which defined the bibliographic format.
Previewing output styles
You can preview different output styles in EndNote:
Highlight any reference showing in the library window.
Go to Edit > Output Styles.
Three standard bibliographic styles appear by default in the menu:
Annotated generates an Author-Date style bibliography with abstracts.
Author-Date generates a bibliography with authors in alphabetical order and
in-text citations with Author and Year.
Numbered generates a numbered bibliography with corresponding numbered
in-text citations.
To see the full list of available styles, click on Open Style Manager. Any styles you
select from here will automatically be added to your list of output styles in the Edit >
Output Styles list.
Click on any style to see a preview of your highlighted reference in the tab pane at
the bottom of the library window:
EndNote X5 - introduction Page 42
For another way to preview output styles, choose Select Another Style… from the
drop-down output style list on the left of the toolbar.
The Choose A Style dialogue box appears.
Type the name of the style you want in the Quick Search box and press Enter.
If you click on the column headings you can sort the styles by Name (e.g. Harvard)
or Category (e.g. religion).
Click on the Find By... button to find styles by Category.
EndNote X5 - introduction Page 43
When a style is highlighted, click on the Style Info/Preview button for comments
about the style or to preview its appearance, at the bottom of the dialogue box.
When you find the style you want, click Choose to see a preview of your highlighted
reference in that style in the tab pane at the bottom of the library window. By clicking
on Choose you will also add the chosen style to the drop-down output style list.
EndNote X5 - introduction Page 44
Changing output styles
You can change the output style of any in-text citations and bibliography you have included
in your Word document.
In the EndNote tab of your Word document, click the bottom corner arrow of the
Bibliography group:
The Format Bibliography dialogue box appears:
On the Format Bibliography tab, select the output style you require from the drop-
down With output style list.
If the style you want does not appear in the list, click the Browse… button to select
from the full list of output styles.
With your chosen style in the With output style box, click OK.
Your citations and bibliography will be re-formatted to your chosen style.
If you wish to add a title at the top of your bibliography, or to alter the font and size of the
text, use the Layout tab and change the settings to meet your personal preferences.
EndNote X5 - introduction Page 45
The Style Manager
The Style Manager lists all the styles available in EndNote, and allows you to edit them, or
select them as “favourites” for quick access from the drop-down output style list on the
EndNote toolbar. To open the Style Manager, go to Edit > Output Styles > Open Style
Manager…
Editing styles
Although EndNote supplies over 4,500 styles, more are constantly being added. If you can’t
find the style for a particular journal check the homepage and see if it can be downloaded
from the EndNote website at: http://www.endnote.com/. You may also find that the
preferred house style for your College/School is not the current version (e.g Harvard) so
you may wish to customise the version available on EndNote. It is always better to use one
of the styles in the program or to customise from the one closest to your needs:
EndNote X5 - introduction Page 46
In the Style Manager, click the Style Info/Preview button until you can see an
example of a reference at the bottom of the screen. Scroll through the list of
available styles to see if you can find one that is similar to what you need.
Having found a similar style, select it and click the Edit button. The Style window
opens:
Go to File > Save As, give this copy of the style a new name (e.g. one that
corresponds to the same of the journal you want to use it for), and click Save. This
will leave the original style unchanged, in the event that you need to use it later.
The new Style window remains open for you to edit it as you need.
All the options for editing a style are listed on the left side of the Style window. The
first five options (About This Style, Anonymous Works, Page Numbers, Journal
Names and Sections) apply to citations, bibliographies, and citations in footnotes.
The other options are grouped under four headings:
o Citations: items listed here apply only to citations in the body of the text.
o Bibliographies: items listed here apply to the bibliography that EndNote
creates when you format a paper.
o Footnotes: items listed here apply to citations that have been inserted into
footnotes or endnotes.
o Figures and Tables: items listed here apply to EndNote figures and tables
that that have been inserted into a Word document.
Click on an item under the headings to view the associated panel. You may switch
between panels as needed while editing the file. No changes are saved in any of the
panels, however, until you choose Save or Save As from the File menu.
EndNote X5 - introduction Page 47
Templates are the major component of styles. They include the field names and
punctuation organised in the way that EndNote will use to format the references for
that particular style.
There are many options for modifying an output style. For example, you can change
the way your bibliography is sorted, as shown here:
EndNote X5 - introduction Page 48
Exercise 7: changing the output style
In this exercise, you can experiment with different output styles.
In the EndNote tab of your Word document, click the bottom corner arrow of the
Bibliography group:
The Format Bibliography dialogue box appears:
On the Format Bibliography tab, click the Browse… button to select a style from
the full list of output styles.
With your chosen style in the With output style box, click OK.
Your citations and bibliography will be re-formatted to your chosen style.
Try this with a number of different styles to see how the format of your citations and
bibliography changes.
On the Layout tab, add a title to your bibliography, and alter its text font and size.
EndNote X5 - introduction Page 49
11. Unformatting citations
Instant Formatting is automatically turned on when you first use the EndNote tab in Word.
This allows formatting to be done as you insert citations in your document.
However, it is possible to unformat your citations. Unformatting your citations removes the
link to the EndNote library, which is useful if you are working on a computer which doesn’t
have EndNote installed. It removes the bibliography, and leaves the unformatted citations in
place (typically Author’s surname, year and EndNote record number), allowing you to see
what citations you have used, for example: {Alvarez, 1994 #8}
When you have access to EndNote again you can reconnect to the library. Other reasons
that you may need to use this include:
If you’ve made changes to references in EndNote, these will not be carried across to
documents where you have already inserted the citations. To update, you need to
unformat, then reformat the citations.
If you need to combine several documents together that have separate EndNote
bibliographies, you can do this by unformatting, cutting and pasting together, then
reformatting.
If you are having technical issues with the way your citations look, you can try this as
a way of resetting the connection.
It can make the text easier to read when citations are unformatted.
User forums suggest it can help when switching between PCs and Macs.
Unformatting citations
Select the citations you want to unformat:
o To unformat a particular citation, highlight only that citation.
o If it is part of a multiple citation, highlight the multiple citation. All citations in
the multiple citation will be unformatted.
o To unformat a section of the document, highlight that section.
o To unformat the entire document, either select nothing or highlight the entire
document.
EndNote X5 - introduction Page 50
On the EndNote tab, click Convert Citations and Bibliography > Convert to
Unformatted Citations:
If you are unformatting the entire document, this unformats all of the in-text citations and
removes the bibliography.
The unformatted citations appear in the temporary citation format, e.g. {Smith, 1999
#25}
When you unformat citations, Instant Formatting is disabled. To format your document
again, on the EndNote tab click the corner arrow of the Bibliography group. In the
Format Bibliography dialogue box, click the Instant Formatting tab, and click the
Turn On button.
EndNote X5 - introduction Page 51
12. The Traveling Library
Each formatted citation in your Word document is saved with field codes that embed data
in the document about the corresponding EndNote reference. These codes allow EndNote
to format, unformat, and reformat citations within Word. The reference data saved with each
citation includes all fields except Notes, Abstract, and Figure. This facility is known as the
“Traveling Library”, because it enables data from the EndNote library to travel within the
document.
If you have your EndNote library open when you are working on your Word document,
EndNote looks in this library to find the corresponding references when you format and
reformat citations. However, if the library is not available on the computer on which you are
working, or is not open, EndNote uses the Traveling Library for reference information.
This enables you to use your document on computers on which EndNote is not available,
and to share your document and its associated citations with colleagues without each
author having the same EndNote library.
Exporting the Traveling Library to an EndNote library
There may be occasions when you want to copy all the references used in a Word
document to an EndNote library, e.g. when you receive a formatted Word document from a
colleague who has inserted citations from their own EndNote library, and you wish to export
their references (their Traveling Library) to your EndNote library.
Open the document in Word.
On the EndNote tab, in the Tools group, click Export to EndNote > Export
Traveling Library:
EndNote X5 - introduction Page 52
The Export Traveling Library dialogue box appears.
Select the library that you want to import to, either:
o An existing EndNote library: select a library from the drop-down list of
available libraries, or click Browse to locate a library.
o A new EndNote library: you will be prompted to name and Save the new
library.
An alternative way to export a Traveling library to an EndNote library is as follows:
Open both the Word document that contains the Traveling Library, and the
EndNote library.
In EndNote, go to Tools > Cite While You Write [CWYW] > Import Traveling
Library…
The Import Traveling Library dialogue box appears.
Select the library that you want to import to, either:
o An existing EndNote library: select a library from the drop-down list of
available libraries, or click Browse to locate a library.
o A new EndNote library: you will be prompted to name and Save the new
library.
EndNote X5 - introduction Page 53
13. Creating Separate Bibliographies
You may need to create a separate bibliography, i.e. not linked to a Word document.
In EndNote, use CTRL + A to select all your references, or alternatively, hold down
CTRL and click on the references you require.
Right mouse click and select Copy Formatted from the menu options that appear
In Word, put your cursor where you need the bibliography, then Paste.
Note that the references appear in the style that was selected in EndNote. The bibliography
you have just created does not have any dynamic links with EndNote, so you cannot
change the style in the usual way. To ensure the bibliography appears as you require,
make sure the correct referencing style is selected in EndNote before you carry out the
steps above.
EndNote X5 - introduction Page 54
14. Removing field codes
Many publishers require you to submit an electronic copy of your paper. Because the
field codes in your document may be incompatible with the publishing software, you
may be asked to submit a copy of your paper without field codes. You should also
remove the field codes if you want to open your paper in different versions of Word.
Open your formatted Word document.
On the EndNote tab, in the Bibliography group, click Convert Citations and
Bibliography > Convert to Plain Text:
This dialogue box appears:
Because EndNote cannot unformat or reformat your paper once field codes are
removed, the Convert to Plain Text command makes a copy of your document
without codes. The original formatted document containing field codes is retained, so
that you can later insert or delete citations if you wish (e.g. if the publisher requires
amendments).
A copy of the document, without field codes, appears in a new document window,
Click File and then Save (with a different name from the original document).
EndNote X5 - introduction Page 55
15. Glossary
Cite While You Write
(CWYW)
This feature integrates EndNote commands into Word
for quick and easy insertion and formatting of citations,
bibliographies, figures, and tables.
EndNote library The EndNote library is the term for your EndNote
database of references of reference material. The
references are displayed in the Library window. To open
a library, go to File > Open in EndNote.
Figure You can embed graphics and files in an EndNote library
and link them to a paper. You can insert a single graphic
or file into the Figure field of any EndNote reference.
Figures include charts, tables, pictures, and equations
Import filter An import filter contains information about how to import
a text file into an EndNote library from an online
bibliographic database, by mapping the information in
each file to the corresponding fields in EndNote. Each
filter is designed to work with a particular database.
Field A field is a section of an EndNote reference, such as
Author, Year, or Title.
Field Codes Cite While You Write inserts hidden field codes around
and inside your formatted citations in Word. These
codes allow EndNote to format, unformat, and reformat
citations within Word.
Manuscript templates Manuscript templates are used to create Word
documents that conform to publishers’ requirements.
You can select a predefined template from either
EndNote or Word, triggering a manuscript template
wizard.
Record number EndNote automatically assigns a unique record number
to each reference as you add it to your library.
EndNote X5 - introduction Page 56
Reference type An EndNote library can store references from a variety
of different sources, such as books, journals, and
manuscripts. These sources are called reference types.
Each contains specific fields.
Output style An output style is a file that controls the format of in-text
citations, bibliographies, figures, and tables, by
instructing EndNote which fields to print, in what order,
and with what punctuation.
Examples of output styles include Harvard and MLA.
Term Lists Each EndNote library contains term lists for Authors,
Journals, and Keywords. The term lists maintain a list of
the terms entered into the corresponding fields. They
are used to help with consistency of data entry by
suggesting terms as you type.
Text file This is a file generated by a search in an online
bibliographic database, comprising a list of references.
Traveling library When you use Cite While You Write commands (e.g.
inserting citations) in Word, each formatted citation in
your document is saved with field codes that embed
reference data in the document. This is known as a
“traveling library” of cited EndNote references. This
enables you to use your document on other computers
on which EndNote is not available, and to share your
document and its associated citations with colleagues.
URL A URL specifies the location of any resource available
on the Internet (particularly Web pages or FTP sites),
e.g. http://www.endnote.com. You can link a reference
to a URL.
Z39.50 Z39.50 is a protocol for searching and retrieving data
from bibliographic databases. Such databases must be
Z39.50-compliant in order for EndNote to connect
directly to them, and to be searchable by EndNote.
Recommended