Introduction to EndNote Workbook

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University of Southern Queensland | Latest edition: 15 March 2011

INTRODUCTION TO

ENDNOTE

WORKBOOK

Toowoomba

Kaye Cumming

Faculty Librarian, Sciences

Phone: (07) 4631 2672

kaye.cumming@usq.edu.au

Toowoomba

Vivienne Armati

Faculty Librarian, Arts

Phone: (07) 4631 2470

vivienne.armati@usq.edu.au

Springfield

Kerrie McLaren

Campus Librarian

Phone (07) 3470 4242

kerrie.mclaren@usq.edu.au

Fraser Coast

Brenda Strachan

Campus Librarian

Phone (07) 4194 3127

brenda.strachan@usq.edu.au

Queries and help: EndNote Blog:http://library.usq.edu.au/wordpress/?cat=13

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INTRODUCTION ............................................................................................................................................... 2PART 1 ENDNOTE - HOW TO START IT AND HOW IT WORKS ...................................................................... 3Open EndNote on your laptop or PC/Mac ................................................................................................................................... 3

Create your first EndNote Library ............................................................................................................................................... 4

Add references to an EndNote Library ........................................................................................................................................ 8

Add references by performing an Online Search of a library catalogue or database through EndNote .................................... 8

What is an EndNote reference? ....................................................... ................................................................. ........................ 10

Add references by searching a USQ subscription database and exporting to EndNote. ............................................................ 11

Attaching the PDF of the article to an existing record in your EndNote Library .......................................................... ............. 13

Import and create records from PDF files................................................................................................................................. 14

Add references to the EndNote library manually ...................................................................................................................... 15

Creating Groups in your EndNote Library ...................................................................................................... 16Creating a subset of your Group Set or a New Group .............................................................................................................. 16

Add references to your group ................................................................................................................................................... 16

Output or Referencing Styles in EndNote ...................................................................................................... 17

Downloading a new output style into EndNote ........................................................................................................................ 18

PART 2 USING AN ENDNOTE LIBRARY WITH WORD .................................................................................. 19EndNote tab in Word ................................................................................................................................................................ 19

Using the Insert Citation option in Word .................................................................................................................................. 20

Editing citations adding page numbers, remove authors name, add see also, or other text ............................................... 22

Adding page numbers .............................................................................................................................................................. 22

Removing the authors name ................................................................................................................................................... 22

Remove an In-text citation ....................................................................................................................................................... 23

Where to get HELP ........................................................................................................................................ 24APPENDIX A: Data entry conventions ............................................................................................................ 25APPENDIX B: Change the display fields in your EndNote library .................................................................... 26

APPENDIX C: Sharing your document ............................................................................................................ 27APPENDIX D: Adding information/editing one or many records in your Library ............................................ 29APPENDIX E: Modify an output style (save as a new style) ............................................................................ 30

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INTRODUCTION

This workbook accompanies our Introduction to EndNote class, held on campus at Toowoomba, Springfield and Fraser Coast. It

covers the basic functions of EndNote. For a comprehensive overview, refer to the EndNote manual which is included with the

software, or the support site for EndNote provided for Queensland universities by the University of Queensland:

http://www.library.uq.edu.au/endnote/ You may also visit the home of EndNote on the webhttp://www.endnote.com/

EndNote is a software tool which allows you to create a database of references which becomes your library. The program allows

you to:

import citations and abstracts from Google Scholar and online databases into your EndNote Library

search a library catalogue and save the details directly to your EndNote Library

manually type references into your EndNote Library

use your database of references (i.e. EndNote Library) to insert in-text citations and create a List of References

automatically when writing a word document (MS Word, Pages09, Open Office)

USQ has a site licence for EndNote in both Macintosh and Windows versions. Refer to EndNotes help page for information

about obtaining and using EndNote at: http://www.usq.edu.au/library/services/staffresearch/endnote/To install EndNote on

your PC, Laptop, go to this section of the Librarys website and follow the links and instructions.

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PART 1 ENDNOTE - HOW TO START IT AND HOW IT WORKS

Follow the instructions provided when you download your copy of the program to your own computer. It is important when

working with operating systems after Windows XP, the program be saved to the following location:

C:\Users\username\Documents\EndNote

Open EndNote on your laptop or PC/Mac

1. Go to Start on your PC/Mac

2. Go to All Programs>EndNote>EndNote program>Click on the black and orange EndNote Icon

3. The next screen you see will offer you these options and the first will be selected by default. Change the selection to Do

not integrate with EndNote Web at this time

4. Go to the final option and then select the FINISH button.

NB. EndNote Web is available to USQ staff and students via the database ISI Thomson, Web of

Knowledge. It allows you to work without the software installed creating a library on the web. You can

transfer references between your PC library and your EndNote web library. If you wish to try it out, go

to the EndNote Web sitehttp://www.endnoteweb.com/enwebinfo.aspand see for yourself

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Create your first EndNote Library

The next screen also offers you three options.

1.

Choose the second optionCreate a new libraryand you are on your way to using EndNote for the first time.

2. You will then need to save your library .

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3. If you are using Windows Vista or Windows 7:

Select the following filepath : C:\Users\Username\MyDocuments\....

(see examples below)

:

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Once you have selected My Documents, create a folder called EndNote. From here you can save your library

(i.e. My EndNote Library) and associated file.

3. If you are using Windows XP or earlier:

Save your library to a location of your choice but remember where you have saved it!

Remember! For safety reasons is recommended that you save one or two copies of your library in different locations. Save themas a COMPRESSED LIBRARY (File/Compressed Library), and remember to update them.

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Once the file is saved, your new EndNote library will open. The outer window is the EndNote program, and the inner window

with three divisions/panes is your EndNote Library (Groups, Library, Preview/Search/Quick Edit.).

We will see how these function as we begin to put records into the library.

LIBRARY

PREVIEW/SEARCH

G

R

O

U

P

S

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Add references to an EndNote Library

We will add our first references. This can be done in three ways:

Online Search in EndNote

Search a library catalogue or database through EndNote. The records appear in the Groups pane, under the name of the

location to which you are connected, (e.g. U Southern Queenslandcatalogue, Web of Science or PubMed, etc.)

Importing citations from external databases

Search a database on the World Wide Web and importing citations to Endnote. The records appear as importedfiles

underAll References in the Groups pane.

Manually typing/pasting reference

Cut and paste or manually type into a New Reference when there is no automated way to import the reference. These

records immediately appear inAll references in the Groups pane.

Add references by performing an Online Search of a library catalogue or database through EndNote

Searching a database through EndNote

1. In your EndNote Library, select the Web of Science in the Groups pane under Online Search

2. The Preview/Search/Quick Editpane, which was previously blank, now displays the name of the databaseISI Citation

Indexes at Web of Science (ISI) i, (see illustration below)

3. In the search boxes type the following search terms: cross cultural communication AND education ANDAustralia and

change the fields to Title/Keywords/Abstract

4. Hit the Search button and the next screen will look something like this:

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5. This search has retrieved 6 results. Click the OKbutton to import these records into your Library. Refer to the image

below

(1) Here in theGroups pane you can see the number of results beside the name of the database/catalogue.

(2) Here in the Library pane you can see the references imported.

(3) Here at the bottom left of the screen EndNote tells you what you are looking at.

(4) Here at the top in the Groups pane, All References group indicates you now have six (6) references in your library.

The Unfiled group indicates that these references have not yet been put into My Group.

Searching USQ Library catalogue through EndNote1. Follow the instructions for downloading the catalogue connection file in the box below.

2. To select the USQ Library catalogue, go to the Online Search icon

3. Enter your search terms in the search boxes.

4. Retrieve 4 records for your EndNote Library. Note how they affect the Groups,

You can import USQ Catalogue records from EndNote, however you must download the

USQ catalogue file to your Online search (i.e. Connections) folder in the EndNote program. Go to

http://www.usq.edu.au/library/services/staffresearch/endnote/usingendnote and follow the directions located there

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Before proceeding, you must check each imported record to be sure the data in each field is

correct. Also you can add data if you wish. To be sure you enter data correctly checkAppendix A

What is an EndNote reference?

Every record in EndNote is similar in that it has fields for data and is displayed in the Librarypane according to the data stored in

those fields. The fields which are included depend upon the type of resource, or reference type, (e.g. book, journal article,

webpage, map, standard).

The following image illustrates how a record is displayed in an EndNote Library.

Open the first record in the library and check it carefully. To open a record click on it once to highlight the record, then doubleclick on it. The display should look something like the example below:

Note the way data is entered in some, but not all, of the fields. Note the way authors/editors names are entered, as well as the

punctuation and capitalization used for different reference types and fields.

Consistency of data entry for each field is VERY important (See Appendix A)

If you would like to change the fields that are being displayed as headings seeAppendix B.

1. Ask yourself some questions about the data entered:

a. Is the Reference Type correct?

b. Does the way the title is written with all capitals or sentence case or some of both, matter?

c. Is there anything I can add to make this easy to find later using the Quick Search function?

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You can move back and forward through the records in your library using the arrows at the top left of the window.

Moving to the next record saves the changes in the previous one.

To close a record you simply click on the inside cross at the top right hand corner. You will be asked if you wish to save

the changes. . (The top cross closes EndNote completely).

To quickly edit a record which is not open: highlight the record (by clicking on the record once) in

your library and use the Quick Edittab in the Preview/Search/QuickEditpane

Add references by searching a USQ subscription database and exporting to EndNote.

1. Go to the USQ Librarys homepagehttp://libcat.usq.edu.au/Select theJournals & databases tab:

2. From the alphabetical list

3. Select the letter A

4. ChooseAcademic Search Complete by clicking on the hypertext link for the name of the database

5. In the first search box, type your search phrase or keyword (use the same one you used before).

6. Hit the Search button and wait for the results

7. Select seven records by clicking on theAdd to foldericon at the bottom of each record

8. Go to Foldericon and click on it to open it

FolderFOLDER

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11. The next screen will appear as below:

12. Click on the Save button. EndNote will open and your references will be downloaded into the Library.

Note the information in the Groups pane (i.e. Imported References; Unfiled). Unfiledmeans your imported records have not

been allocated to a group within your library (refer to Creating Groups in your EndNote Library which we discuss later)

9. Select all records, then

10. Export into Endnote

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Attaching the PDF of the article to an existing record in your EndNote Library

You will notice when you check each record imported from a database, that the URL is included but not the FULL TEXT of the

record. This file, usually a PDF, does not come through with all the other data. To have guaranteed access to the full text of the

article whether or not you have an internet connection, you can attach the pdf to the reference in your EndNote library.

Follow these steps:

In your EndNote Library:

1. Highlight the reference in your EndNote Library for which you want to import the PDF file (from a database not GoogleScholar).

2. Click on the Find Full Text icon in the navigation bar at the top of your EndNote library. This will activate thesearch and sometimes open a screen like this:

3. Log in and select CONTINUE and this screen may appear:

4. Select CONTINUE and you will see this:

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5. Select OK.You will notice this on the bottom left of the GROUPS PANE

It will be followed after a few seconds by either this:

or this:

6. If look back at the highlighted record in the LIBRARY PANE and you will see a paper clip

which indicates a File Attachment.

7. Follow the green arrow and click on the YELLOW FOLDER . The PDF of the document will open immediately.

Follow the same steps as with the previous import checking each record carefullyDONT FORGET TO ADD THE

NAME OF THE DATABASE and ACCESS DATE if you are going to save the record as an ELECTRONIC ARTICLE rather

than a JOURNAL ARTICLE (which is how it is generally imported). SeeAppendix E for information on MODIFYING AN

OUTPUT STYLE

Import and create records from PDF files

If a PDF file contains a Digital Object Identifier (DOI), EndNote should be able to import that file and automatically create a

record for it. PLEASE NOTE: DOIs were introduced in 2000, so many journal articles will NOT have a DOI. (If allocated, the DOI is

located on the first page of the PDF).

To do this:

1. Use the Import function2. Select the PDF file (browse to the location where you have saved it)

3. And choose PDF as the Import option

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4.5. Click on the Importbutton

6. The record and the PDF are both imported into the Library

Add references to the EndNote library manually

There may be a couple of reasons you cannot export results of your research to EndNote.

You have found something on the World Wide Web and it is not possible to send it to EndNote

You have a paper you wrote before you learned to use EndNote and you have a list of references you wish to transfer

to your EndNote library.

To add references manually you can cut and paste or you type directly into the record fields.

Check the Data Entry Conventions inAppendix A for guidance

A. Create EndNote records for the following two citations

a. Jones, SP 2003, Ethical issues, in M Evans & A Smith (eds), Scientific research, 2nd edn, Modern Science

Publishers, London, pp. 25-40. (Note this is formatted in Harvard AGPS 6)

b. Cheung, M. (2010). The globalization and localization of persuasive marketing communication: a cross-

linguistic socio-cultural analysis.Journal of Pragmatics, 42(2), 354-376.

B. Find your own reference to add to your EndNote Library

1. Open the USQ Libraryon your browser

2. Type in the title of a book you know or keywords to find a title you are interested in.

3. Click on the hyperlinked title on this first results screen and go through to the full record that shows publication

details and table of contents, subject headings etc.

4. Go to you EndNote Library

5. Open (new reference)

6. Select the Reference Type and begin cutting and pasting the data.

7. Close the completed record by clicking on the inside cross

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Check the Data Entry Conventions in Appendix A for guidance

Creating Groups in your EndNote Library

Take a look at the group named Unfiled. This is all the

references in your library that have not been allocated to a

group. To help you organise these references, EndNote has

created the option for you to make Groups. To find out more

about Groups go to the help button and type Groups in the

Index search box.

Lets create someGroups Sets and Groups now:

1. Right mouse click in the blue Groupspane or go to Groups in the navigation bar.

2. Select Create Group Set.

3. You will see a box in the Groups pane inviting you to write over the words New Group Setwith your own group set

name like this:

4. Name it Communication

Creating a subset of your Group Set or a New Group

1. In the Groups pane, click on Communication then right mouse click and choose the option to Create Group.

2. Name the Group Cross culturaland note where it is now situated (as a subset of the Group Set:called Communication)

3. Repeat the process for # 2and name the next groupnon-verbal

Add references to your group

1. Be sure you have selected yourAll References group on the left. You should see something like the image below:

2. You have the same number of references in your full library (All References) as you do Unfiled.

3. Select and highlight two or three references from your library (CTRL & left mouse click)

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4. Keep cursor over highlighted records.

5. Drag and drop them into the cross culturalgroup (Alternatively you can right mouse click and choose the option

Add References toand choose the Group.)

6. Now check the Groups pane. It should look something like this:

7. Click onAll Referencesagain.

8. Click back into the cross-culturalgroup

9. You will see the references belonging to these groups are still in your full library.

Output or Referencing Styles in EndNote

The EndNote program will format in-text citations and your List of References/Bibliography/Works Cited according to the

bibliographic Output Style displayed in the EndNote Library window.

Annotated is the style that displays when you create your first EndNote library.

EndNote has a number ofoutput stylesfor you to choose from to format your in-text citations and List of References or

Bibliography. They range from the basic Show allfields through the Numberedto the well- known Harvard*, APA 6th,

MLA and

Oxfordstyles. You can also write you own style by using an existing EndNote output style and modifying it.

To find out more about Output Styles in your EndNote Library, go to the Help icon and type Output Styles Menu

in the search box. Then select the hyperlinked option Style Manager

Lets see what our references look like in the Preview tab of the Preview/Search/Quick Edit pane.

1. Highlight the first record and check the Previewtab. This is a good way to learn how to reference correctly. It is also a good

way to see if you have all the relevant information in your record once you know the components of a citation for different

information sources. It is your responsibility to know the specific details of the output style you are required to use (refer

to USQ Librarys referencing guides located on the librarys homepage).

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For example: although every reference type template has a typical range of fields, a book citation does not

include a URL unless it is an e-book; a journal article has volume number and most times, an issue number. It

also has pages which are not relevant to a book citation. Depending upon the output style, a website may

require the date it is viewed or accessed, (given the instability of websites). It may also include the date it was

last updated for reasons of credibility and currency. There may be a requirement to include a URL or a DOI. A

government website does not always have an author. Maps have requirements for scale and geographic

location but not often an author.

2. Change the Output Style by clicking on the drop down arrow in the OUTPUT STYLE WINDOW

and selecting another from the list. Note the differences and similarities.

3. Choose Select another style. This opens what is called the Style Manager. Select another style, for exampleAPA 6th and hit

the Choosebutton.

*Note: USQs recommended referencing or output style, Harvard AGPS 6 is NOT included in

EndNotes list of output styles (see instructions below). You must go to the USQ Library website

to download it into your EndNote program. USQ Library provides a link to this style at its Using

Endnote page: http://www.usq.edu.au/library/services/staffresearch/endnote/usingendnote

Downloading a new output style into EndNote

Follow these steps to download USQs Harvard AGPS 6:

1. Go tohttp://www.usq.edu.au/library/services/staffresearch/endnote/usingendnote

2. Find the hyperlinkDownload Harvard_AGPS_6and right mouse click on it. Choose either Save Target As or Save

link as (according to your browser)

3. It is important to save the style in the appropriate folder in your EndNote program (e.g.

C:\Users\username\Documents\EndNote\Styles.

4. When the file save is finished, CLOSE the window and return to EndNote

5. Go to the OUTPUT STYLES box and click on the drop down arrow.

6. Choose SELECT ANOTHER STYLE

7. From the list highlight Harvard AGPS6 and then select CHOOSE.Your pane will show any reference in your library in the USQs standard style.

For those who wish to add particular information to an output style for purposes of including Research Notes or

other fields not visible in the default templates, go to the HELP button in EndNote.

Type in OUTPUT STYLES

Select Output Styles menu (double click to display at right)

The options there are: Installing Additional Output Styles and Modifying Style Templates ( also, see

Appendix E).

Related topics also has some useful tips!

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PART 2 USING AN ENDNOTE LIBRARY WITH WORD

We will now work in a word document and insert citations from our EndNote Library.

Before we enter our first citation lets look at the Word 2010 ribbon and how EndNote appears in Word.

Note the three divisions of the tab in Word - Citations, Bibliographyand Tools. Check the contents of each of these sections

and become familiar with their functions

In earlier MS Office package and on a Mac your EndNote toolbar will look something like this:

If you cannot see a tab in your Word ribbon or this toolbar (above) in earlier versions, refer to the EndNote link on the Librarys

homepage for EndNote FAQs and links to support services

http://www.usq.edu.au/library/services/staffresearch/endnote/support

EndNote tab in Word

1. Open a new Word document.

2. Type the following three sentences:

This is an example of communication to be used in the EndNote class. We will be using this text to practise inserting

citations and formatting our document into a number of Output Styles. It should be very useful.

3. To enter the first citation:

a. Place the cursor at the end of the first sentence one space after the last letter and leave a space before the full

stop (i.e. space cursor space fullstop).

b. Go to the Citationssection in the Word ribbon and click on the EndNote icon .

c. If your EndNote library is not open this will start it up.

d. Once you are in your library, highlight one referenceand go to the EndNote toolbars Cite While you Write

(CWYW) icons

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e. Click on the red arrow to insert the citation into your word document. EndNote will take you directly to

your word document. If you have the earlier version of Word you will use a similar icon in the toolbar shown

previously.

4. The citation will appear in one of two forms

Like this (with aformatted in-text citation and List of References)

or like this: (with an unformatted in-text citation markerand without a List of References)

5. To format the latter example, go to the EndNote tab in Wordand the Bibliographysection.

6. Click on Update Citations and Bibliography

Using the Insert Citation option in Word

1. Go to your EndNote Library

2. Select and write down (or remember) the name of one author in your library

3. Return to Word using the Return to Wordicon in the CWYW toolbar

4. In your Word document place the cursor at the end of the second sentence and leave a space before the full stop as

before.

5. Go to the Citations section and select the option Insert Citation

6. Choose Find a Citation. (If you click on the down arrow you will find a choice of options. If you click on the magnifying

glass you will get this same screen).

7. Type in the author you wrote down and click Find

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8. EndNote searches your library and brings up suggestions for you to check as in the screen above. Check the recorddetails in thepreview screen at the bottom then highlight the one you wish to quote and double click or click on the

Insertbutton. You will see your reference appear in the text and in the bibliography as before. Follow previous steps to

format if it does not automatically format the in-text citation in your chosen bibliographic output style

9. Go to the final sentence and insert the cursor in the appropriate place for your next citation.

10. Go to EndNote and highlight TWO or THREE references.

11. Go to the toolbar in EndNote and click on . The two or three citations will appear together. And the individual

authors will appear in the List of References.

This is now how the document looks (formatted in APA 6th

style). If the document is unformatted, remember to click on the

Update Citations and Bibliography icon

ALTERING AN OUTPUT STYLE: If you want to permanently modify some aspect of an output style, you need to

modify the style and then save it as a new style in your styles folder. You can change both the templates for in-

text citations and the List of References. Refer toAppendix E

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Editing citations adding page numbers, remove authors name, add see also, or other text

Adding page numbers

1. In your Word document, place the cursor in the greyed area of the first in-text citation.

2. Select the EndNote tab and in the Citationssection, click on .

3. A window will open (see below), providing you with options to modify the citation and or the reference itself.

4. Ensure that the Edit Citation tab is selected in the lower pane (see below)

5. Enter the page numbers into the appropriate field (see below)

6. Click on OK (see below)

7. The citation should now look like this:

8. You may need to Update Citations and Bibliographyto format the changes

N.B. If it does not display the page number change the Output Style. Some output styles do not use page numbers in

in-text citations.

Removing the authors name

Many times you will use the authors or editors name in the sentence. If you do this you cannot leave it in the in-text citation.

To remove an authors name from the in-text citation follow these steps:

1. Type the author/s name/s in the body of the text:

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2. Place cursor inside greyed area of citation.

3. Go to

4. Ensure that the Edit Citations tab is selected in the window that appears, (see below)

5. tick the box beside the words Exclude author(see below)

6. Click on OK

Update the citations and bibliography and you will see the Authors name has been removed from the in-text citation

, but it still appears in the List of References.

Remove an In-text citation

1. If you have inserted an in-text citation into your document and wish to remove it:

2. Locate the citation you wish to remove (i.e. click somewhere in the citation)

3. From the EndNote ribbon, Select Edit & Manage Citations

4. When the window opens, Select the edit reference dropdown menu

5. From the top pane, select remove citation

The in-text citation and the reference included in the List of References will be removed from the document.

There are many other reasons for you to edit citations and you can find help on this action here at the EndNote

help button. Type in editing, citations to find results.

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Where to get HELP

1. Use the HELP icon in Word and EndNote

2. Refer to the Librarys EndNote pageshttp://www.usq.edu.au/library/services/staffresearch/endnote/default.htm

3. Contact your Faculty Librarianhttp://www.usq.edu.au/library/services/staffresearch/endnote/default.htm

Please note: The Library does not provide training in Microsoft Office Word. You will need

to contact ICT Services for assistance with the using Word.

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APPENDIX A: Data entry conventions

General GARBAGE IN GARBAGE OUT!

Enter data in author, title, journal title, and article title fields using capitalization as specified by your output style.

(e.g., Harvard AGPS 6 - Fractions are as easy as pie: a game of common fractions ; APA 6th -

Fractions are as easy as

pie: A game of common fractions, OXFORD Fractions are as Easy as Pie: A Game of Common Fractions ) EndNote

does not convert lower case to uppercase or vice versa.

Enter ONLY the data required by the field as the field name will be applied in your output style (eg. In Volume and

Issue fields, just enter numerals. The output style will apply appropriate letters vol. v. no. issue etc.) Only when

entering the EDITION must you use letters First edition = 1st.

Author/Editor

VERY IMPORTANT! BE CONSISTENT HERE ABOVE ALL

Enter as much detail on the author/s name/s as you can find ie. All names in full rather than initials. The referencing style

you select will choose initials only where applicable, but it cannot find a full name when there is none entered in the record.

Enter ALL author/editor names, one name per line and more commonly as FAMILY NAME, FIRST NAMES.

EndNote will

o truncate or replace first names with initials, and

o will replace lists of authors with et al as required by referencing/output style

Enter Author and Editor names IN FULL wherever possible ( e.g. Smith, Johanna Matera NOT Smith, J M)

Enter Corporate authors with a comma AFTER the name (e.g. Apple Computer Inc., World Health Organisation, )

Enter multiple-word last names like this: de Gaulle, Charles, van Vonderen, Jessica

Year

Enter the four numbers of the year of publication. If appropriate enter In press or some other notation

Title

Enter the title WITHOUT any punctuation at the end

Just keep typing the title, no matter how long it is. EndNote has word wrap which means it automatically starts a

new line according to its parameters.

Pages

Enter pages as numerals only. Enter page ranges with a hyphen (e.g. 1442-1449 or 1442-9)

Edition

Enter 1st or 2nd and so on in this field

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APPENDIX B: Change the display fields in your EndNote library

Each of these columns displayed in your EndNote Library can be sorted, in ascending or descending order, by clicking on the

column heading. (The default sorting is alphabetical, by author).

One field that is useful to have visible in your Library is the Record Number. This will be invaluable as you add and delete records

and when you are citing the references in any written paper.

To add the Record Number field follow these simple steps:

1. Go the EndNote library

2. Select Edit>Preferences>Display fields

3. Choose Column 6 which is currently the REFERENCE TYPE to overwrite with the field name RECORD NUMBER.

4. In the HEADING column on the right hand side highlight the heading Record Numberand overtype No.

5. Click OK button

6. The fields displayed should now include the record number of each reference

7. Sort by record number by clicking on the column heading. You can then see the latest reference added to your library.

8. Click on the Author column heading to sort by author

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APPENDIX C: Sharing your document

If you wish to submit your paper to your supervisor or for publication you can do so by following the

procedure outlined below. If you dont you will find the recipient cannot effectively edit it.

Saving a clean copy of a document

This is important to do if you are sending a copy to your supervisor or a publisher. This function retains your original document,

with the EndNote coding, but creates an additional clean or code-free document. Your headings and other formatting is still

retained. Once this has been done this copy can never be reverted to see the EndNote connection so you will either need to

reinsert all references using EndNote, or go back to the saved version with coding.

1. Select the Convert Citations and Bibliography option

2. Choose Convert to Plain Text

3. If you are using an earlier version of Word, click on the Convert to Plain text (i.e. remove field codes) icon on your

EndNote toolbar in Word

4. EndNote will open a window with a message like this if you have not yet saved your document. Save the file, or

Continue..

5.

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6. Select OK and you will now have a new word document (check the citations no grey highlighting will appear) as well

as your original formatted document with the EndNote coding included.

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APPENDIX D: Adding information/editing one or many records in your Library

If you want to change or add information to a field in one or more references, you can do this in one process. It is advisable to

make changes when you have newly imported records clearly separate from our main library.

1. Select the record/s you wish to change

2. Go to References>Show Selected

3. Go to Tools>Change and Move fields

4. From the dropdown menu for fields, select the field you want to alter (e.g. Keyword)

5. Select the radio button Insert before fields text

6. Ensure the box Include a space after the new text is ticked, and enter transcultural communication

7. Click on OK

8. Open your references and ensure the keyword has been entered in all references.

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APPENDIX E: Modify an output style (save as a new style)

1. Go to EndNote

2. Ensure that the output style you wish to modify is displayed in the Bibliographic Output Style box

3. From the EndNote toolbar, Select Edit> Output Styles> Edit APA 6th

4. Note the options for editing Citations (in-text) and Bibliography(List of References) in diagram below:

5. You will need to check the requirements of the university and/or your supervisor before altering any

templates.

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6. Once you have altered and saved an output style, you have created a new, personalized style. This style

should be saved in the EndNote styles folder, under a different name. Once this is done you will then need to

select this as your preferred output style (see below)

7. Saved as a New output style called APA 6th

full name style

8. Now saved in the Styles folderin the EndNote program, and needs to be selected in the Bibliographic Output

Styles box in the EndNote Library by highlighting it and clicking on the choose button

9. Style is now selected as the output style in your EndNote library

(For more information, refer to section: Output or Referencing Styles in EndNote)

10. Once you have done this, make sure the style is also selected in your word document and then reformat your

document in the new style.