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EndNote X4 Arizona Health Sciences Library , University of Arizona What is EndNote? Millions of researchers, scholarly writers, students, and librarians use EndNote to search online bibliographic databases, organize their references, images and PDFs in any language, and create bibliographies and figure lists instantly. The Library Screen 1. Output Styles: this is where you can change the Output Style 2. Column Heading: by clicking on the different headings, you can change how EndNote sorts your references 3. Search Box: use this field to search for references by Keyword, Author Name, Year, etc. 4. Groups: make it easy to break a large library into smaller subsets or groups 5. Find Full Text: this shows the status as you search for Full Text 6. Preview: shows a preview of a selected reference 7. Hide/Display Preview: click this arrow to open of close the Preview - Search - Quick Edit window

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Page 1: EndNote X4 - Arizona Health Sciences Libraryahsl.arizona.edu/sites/ahsl.arizona.edu/files/page... · After EndNote is installed on a system with Microsoft Word already installed,

EndNote X4

A r i z o n a H e a l t h S c i e n c e s L i b r a r y , U n i v e r s i t y o f A r i z o n a

What is EndNote?Millions of researchers, scholarly writers, students, and librarians use EndNote to search online bibliographic databases, organize their references, images and PDFs in any language, and create bibliographies and figure lists instantly.

The Library Screen1. Output Styles: this is where you can change the Output Style2. Column Heading: by clicking on the different headings, you can change how EndNote sorts your references3. Search Box: use this field to search for references by Keyword, Author Name, Year, etc.4. Groups: make it easy to break a large library into smaller subsets or groups5. Find Full Text: this shows the status as you search for Full Text6. Preview: shows a preview of a selected reference7. Hide/Display Preview: click this arrow to open of close the Preview - Search - Quick Edit window

Page 2: EndNote X4 - Arizona Health Sciences Libraryahsl.arizona.edu/sites/ahsl.arizona.edu/files/page... · After EndNote is installed on a system with Microsoft Word already installed,

A r i z o n a H e a l t h S c i e n c e s L i b r a r y , U n i v e r s i t y o f A r i z o n a- 2 -

Create an EndNote LibraryWhen you first start EndNote, a dialog box appears that allows you to open a reference libarary or EndNote opens your most recent Library, depending on how the preferences are set to your copy of EndNote. You can also open a Library from the File menu.

• go to >File• select >New• name your file and save to a

location

Groups and Group SetsGroups allow you to break a large library into subsets for easier viewing. A group points to a subset of references that already exist in the library. Some Groups are automatically made in EndNote.

You can organize your references further by creating multiple groups in custom Group Sets. You can create any number of custom group sets for a specific project or search.

Smart Groups use search criteria to dynamically update groups as existing references are edited or new references are added to the library.

• add a Group by go to ‘Groups’ and selecting the type of group you would like to add

• you can also right-click in the Group area of the window pane to get the drop down menu

• once you’ve done a search, you can drag and drop your references from the imported area to any of your groups

EndNote’s Online SearchIt is recomended not to use EndNote’s online search as it is very limited. It does not allow you to do a more advanced search such as using ‘Limits’.

EndNote PreferencesYou can customize how EndNote works to your preference, such as Fonts, Duplicates, EndNote Web, Finding Full Text and Folder Locations.

• go to >Edit• select >Preferences• make your choices

Importing from PubMed• perform your search in PubMed• after checking the checkbox next

to the desired references, click on the ‘Send To’ drop down arrow and select ‘File’

• from the expanded menu that, select ‘Medline’ for the Format

• click ‘Create File’• note where the file is saved• in EndNote, click of ‘File’, then ‘Import’ and finally ‘From

file’• locate the file you saved from

PubMed and click ‘Open’ then ‘Import’

• EndNote puts imported references into the ‘Imported References’ group in ‘My Library’

• always move your imported references to a group before doing another import as it will overwrite references from previous searches

Importing from Ovid• in Ovid, perform a search and check the references you

want to export• click on ‘Export’ at the top of

the list• the ‘Export Citation List:” menu

appears• select ‘EndNote’ from the

‘Export to’ drop down • in the ‘Select Fields to Display’

choose ‘Complete Reference’• click the ‘Export Citation(s)’ button• in EndNote, go to ‘File’, ‘Import’ and ‘From File’• choose the file you

exported from Ovid• in the ‘Import

Option’ field, choose Medline(OvidSP), you may need to choose ‘other filters’ and find the Medline(OvidSP) from the drop down menu

• find your file, click ‘Open’, then ‘Import’• always move your imported references to a group before

doing another import as it will overwrite references from previous searches

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A r i z o n a H e a l t h S c i e n c e s L i b r a r y , U n i v e r s i t y o f A r i z o n a- 3 -

• with your library list displayed, enter a word or phrase, author name or even the year

• press ‘Enter’

IMporting from CINAHL (Ebsco)• perform your search in CINAHL (Ebsco) through

www.ahsl.arizona.edu• click on ‘Add to Folder’ for each

reference you wish to export• click on ‘Folder’ at the top• select the references by checking

the box to the left of the articles listed• click ‘Export’ on the right• choose ‘Direct Export to

EndNote...’• click ‘Save’• if EndNote is not open, it

will open and you will see your imported references

Importing from Web of Science• perform your Web of Science (ISI Web Knowledge)• check the references you want to export• go to the bottome of the page to the ‘Output Records’ menu

and check ‘Full Records’• click on ‘Save to EndNote...’ button,

this should automatically send the file to EndNote

• to manually import: go to EndNote, File, Import and select the file

• change ‘Import Option’ to ‘Web of Science (TS)’ and click ‘Import’

• move the references to a permanent folder

Sorting Your References• go to >Tools >Sort Library• a menu appears, make your choices• click ‘OK’• OR• click on the column headings: Author,

Year, Title, Journal, Ref Type or URL to sort by that Heading.

• if you click the same heading again, it will sort in the reverse

Quick Search• to quickly search your entire library, use the Quick Search

text box on the Main toolbar.

Using Search TAb - Advanced Search• make sure you have ‘All References’ highlighted in your

library before starting any search• select the ‘Search Tab’ in the tab pane at the bottom of

EndNote or use CTRL + ‘F’

• this search tool allows to to combine fields of search, such as Title, Author, Year, keywords, etc.

• when you are finished working with the found references, click the All References group or choose Show All Reference (CTRL + M) from the References menu to restore all references to view, or start another search

Find & Retrieve Full TextWhen you retrieve the full text of a referenced work, it is saved to the File Attachments field as a relative link (the file itself is stored in the current library’s .DATA folder). The file is saved in its native format, usually a PDF file.

When the full text is downloaded and attached to a reference, an file attachment icon (paperclip) appears in the File Attachment field of the reference

• select the reference(s) to which you want to add full text

• go to the >References >Find Full Text >Find Full Text OR right-click the reference to bring up the menu and select ‘Find Full Text’ twice

• If you have entered an OpenURL address and authentication URL under Find Full Test preferences, you may be directed to a login web page

• EndNote begins searching for and downloading full text for the selectged references. This happens in the background, but you can see this in the ‘Groups Pane’ as it searches under ‘Finding Full Text’

Page 4: EndNote X4 - Arizona Health Sciences Libraryahsl.arizona.edu/sites/ahsl.arizona.edu/files/page... · After EndNote is installed on a system with Microsoft Word already installed,

A r i z o n a H e a l t h S c i e n c e s L i b r a r y , U n i v e r s i t y o f A r i z o n a

Contact Us!Information Services: 520-626-6125

Tessie O’Talley: [email protected]

Arizona Health Sciences LibraryThe University of Arizona

1501 N Campbell AvePO Box 245079

Tucson AZ 85724-5079

- 4 -

April 2011Tessie O’Talley

AHSL Software Brochures This brochure and others are available in PDF format at:

www.ahsl.arizona.edu/services/classes/index.cfm

Transfering ReferencesThis feature allows you to transfer references (including file and figure attachements) from an EndNote Desktop library to an EndNote Web libary and vice versa.

Before you begin to transfer make sure you have the proper settings entered into the Preferences under the EndNote Web section. You must have your login information set in this preference.

• from and EndNote Desktop library...• select ‘All References’ or a particular ‘Group’ from the

‘Group Pane’• go to >Tools >EndNote

Web• the ‘EndNote Web Transfer

References’ menu opens• select the web folder you

wish to transfer to or from• choose either ‘Transfer References from Web to Desktop’

(default) or ‘Transfer References from Desktop to Web’• make any further choices from the menu then click

‘Transfer’

Inserting References Into WordAfter EndNote is installed on a system with Microsoft Word already installed, a Tab will appear in Word called EndNote X4. From this tab you can insert citations, go to EndNote, Edit & Manage Citations, choose the Bibliography style, export to EndNote and set your EndNote X4 Cite While You Write preferences.

As you write your article in Word or after an article has already been written, you can add your citation(s) from the EndNote X4 tab.

• have your EndNote libary open• from Word, insert the cursor at the end of a sentence where

you wish to insert a citation

• click the EndNote X4 tab in word and select ‘Insert Citation’

• search for your citation • OR• have the citation(s) selected in EndNote• from Word, select the down arrow in ‘Insert

Citation’ and choose ‘Insert Selected Citation(s)• in Word, note your citations have been inserted in the

selected Bibliography Style

Changing the Bibliographic Style• from Word select the EndNote X4 tab, to change from the

existing style...• click the drop down arrow under ‘Style’• choose from the list• OR• if your style is not in the quick list,

choose ‘Select Another Style’• there are many Bibliographic styles

to choose from and more may be available at the EndNote web site

• after selecting the style, Word immediately changes the whole document to the desired style