Keeping A Bibliography with EndNote X4Keeping A Bibliography with EndNote X4 4 Why use EndNote? Introduction The aim of this document is to provide an overview of the essential features

Keeping A Bibliography with EndNote X4

Student Guide

Edition 6 January 2011



Edition 6, January 2011

Document number: 3749


Preface

This is a beginner’s guide to EndNote. EndNote is a bibliographic database used to collect and manipulate references, download references from the web and, in conjunction with Microsoft Word, generate bibliographies in manuscripts. This guide is part of a series of introductory tutorials, which are particularly aimed at undergraduate students using the open-access labs. The series includes Producing a Thesis in Word.

This document is also used on a taught course intended for staff and postgraduates.

The document was produced with the assistance of the University’s IT Literacy Programme, which aims to ensure that every student has the opportunity to use Information Technology wherever it is appropriate. It was published by Information Services.

Catherine Koppe

December, 2010

If you require this document in an alternative format, such as large print, please email [email protected].

Copyright © IS 2011

Permission is granted to any individual or institution to use, copy or redistribute this

document whole or in part, so long as it is not sold for profit and provided that the

above copyright notice and this permission notice appear in all copies.

Where any part of this document is included in another document, due acknowledgement is required.


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Contents

Introduction ......................................................................................1 Why use EndNote? ................................................................................ 1 Before you start ...................................................................................... 1

Viewing a library ...............................................................................2 Opening a library .................................................................................... 2 The library window and EndNote toolbars .............................................. 3 Sorting references .................................................................................. 4 Selecting, opening and closing references ............................................. 4

Selecting a reference ......................................................................... 4 Opening a reference .......................................................................... 5 Closing a reference ............................................................................ 6

Managing references .......................................................................6 Searching the library .............................................................................. 6 Grouping references ............................................................................... 7

Custom groups .................................................................................. 7 Smart groups ..................................................................................... 8

Deleting references .............................................................................. 10 Printing references ............................................................................... 11 Copy formatted ..................................................................................... 11

Choose an output style .................................................................... 11 Copy the references ........................................................................ 12

Linking a file to a reference .................................................................. 12 Adding a URL to a reference ................................................................ 13 Finding full text for references .............................................................. 13

Adding an OpenURL server ............................................................. 14

Adding references .......................................................................... 14 Entering a new reference ..................................................................... 14 Online search ....................................................................................... 16 Exporting references from online databases......................................... 17

Finding references in a bibliographic database ................................ 17 Exporting references to EndNote ..................................................... 17

Importing References Using Endnote Filters ............................... 18 Downloading References from PubMed ............................................... 19 Importing References from Google Scholar .......................................... 20

Features of Google Scholar ............................................................. 21

Cite While You Write in Word ........................................................ 22 Inserting citations ................................................................................. 22 Changing the bibliographic style in Word .............................................. 23 Editing an existing Bibliographic style ................................................... 24 To modify/edit an existing style in EndNote .......................................... 25 Editing citations .................................................................................... 26

Reformat the bibliography ................................................................ 26 Remove author or date from an in-text citation ..................................... 26

Add page numbers to a citation ....................................................... 27 References in footnotes ....................................................................... 28

Final notes ...................................................................................... 30


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Backing up your EndNote libraries ....................................................... 30 Critical files to backup ...................................................................... 30

EndNote Web ....................................................................................... 30 Getting your own copy of EndNote ....................................................... 30 Getting help with EndNote .................................................................... 30

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Introduction

The aim of this document is to provide an overview of the essential features of EndNote.

In this guide, you will be shown how to:

Create and manage EndNote libraries. Input references manually. Use EndNote to connect to external bibliographic databases or to import search

results from those databases. Use EndNote's Cite While You Write in conjunction with Word, to create citations and

bibliographies. Change the output style of any bibliography thus created.

Why use EndNote?

EndNote is a reference and image database. It allows you to create your own reference library. You can store, manage and search through your references.

EndNote also formats citations and figures in Word with Cite While You Write. The bibliography and figure lists appear as you insert citations in your document, directly from your reference library.

Endnote can import bibliographic records and other data from a variety of online services and library databases. It can also act as an online search tool, directly searching online bibliographic databases and retrieving the references directly into EndNote.

Before you start

This guide uses screenshots from Word 2010 on Windows 7. These may vary on Mac computers. See EndNote X4 Help on the Mac for further details.

The following conventions are used throughout this guide. For instructions you give to the computer or output you see from it:

Text you have to enter is written in this font.

Menu commands and button names are shown in bold.

Keyboard key names are enclosed in square brackets: for example, [Enter]. The [Return] key on the PC - the large key to the right of the main part of the keyboard - performs the same function as [Enter]. The [Backspace] key is usually immediately above [Return], marked with a left-pointing arrow.

Steps to follow are indicated by:

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Viewing a library

An EndNote library is a collection of references which you may have entered manually, or collected from some external database source.

Opening a library

Start EndNote on your computer. If you get a prompt to create an EndNote Web account click Cancel. In the Getting Started with EndNote window, click on the icon to Open an existing

library.

Usually, you would either create a new library or open an existing one from your My Documents folder. However, for this workbook we will use an example library called Sample_Library_X4.enl.

Select Open an existing library, the My Documents folder will open and a list of folders displayed. Locate the Endnote X4 folder, double click to open.

Note: An EndNote file (or library) has an .enl extension as in the icon shown below. Each library also has a data folder (for example, Sample_Library_X4.Data) saved in the same location. You shouldn’t make any changes to the data folder.

Select Sample_Library-X4.enl

Sample_Library_X4 will open, and you’ll see a list of all the references contained in the library.

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The library window and EndNote toolbars

When you open a library, you see the Library window, which consists of the Reference List pane, Groups pane and Tab pane, plus a Toolbar.

The Reference List pane shows the basic details of the references in your library, such as author, year, and title.

The Groups pane (on the left) displays the groups within your library. The first three groups are permanent. Below these you can create group sets to organize up to 500 Custom, Smart and Combination groups. Also in the Groups pane, are Online Search favourites, Endnote Web and Find Full Text.

The Tab pane (at the bottom) has Preview and Search and Quick Edit tabs. The Preview tab allows you to see more details of the selected reference, formatted according to the current output style. Output styles are the templates that EndNote uses to format your citations and bibliography – for example Annotated or Author-Date. Output styles that you use frequently can be accessed from the Bibliographic Output Style menu in the toolbar. Quick Edit Pane will display the contents of the highlighted reference, allowing you to access the fields in the reference and edit them.

As well as the Bibliographic Output Style menu, the toolbar also contains buttons that let you access other frequently-used features of EndNote. Move your mouse cursor over any button in the toolbar to find out more about that button.

Groups Pane Tab Pane Reference List pane

Bibliographic Output Style Toolbar

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Sorting references

References can be sorted by clicking on the column headings (such as Author, Year, or Title) in the Reference List pane.

Click the Year column heading to see the references sorted in ascending order based on the year of publication.

Now click the Author column heading to return the sort order of the library to an alphabetical list sorted by the author names.

Click again to sort in descending order instead, and once more to return to ascending order.

You can also sort references using multiple columns at once.

From the Tools menu, choose Sort Library... From the first drop-down menu choose Year, and from the second drop-down menu,

choose Author. Click OK.

The library is now sorted chronologically by year, and within each year, references are sorted alphabetically by author.

Click the Author column heading to return the library to being sorted only by author name (ascending).

Selecting, opening and closing references

Selecting a reference

To work with specific references you must first select them in the Library window.

Scroll down the list and left-click (Mac: click) once to select the first Argus reference. In Windows, you can also get to this reference by typing arg without pausing between letters.

The selected reference is highlighted in blue. Now that the reference is selected, there are a number of things you can do with it, such as view its contents, copy, cut, delete, or edit it.

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Opening a reference

Open the reference to view the contents by pressing the [Enter] key. You can also open a reference by selecting Edit References from the References menu, or by double-clicking on it.

The Reference window opens to display all of the information associated with the reference. This is where you enter or edit information for a reference.

To view the rest of the reference, use the mouse to scroll down the Reference window, or press the [Tab] key to move forward from one field to the next. Press [Shift + Tab] to move backwards through the fields.

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Closing a reference

Close the reference by clicking the Close button on the Reference window.

If you have made any changes to the reference you should save before closing it by selecting Save from the File menu.

Managing references

Searching the library

EndNote can easily search the references in your library. In this example we will search for all references about extinction that were published in 1990 or later. Make sure that the All References group is displayed.

From the Tools menu, choose Search Library. Alternatively, click on the Search tab in the Tab pane.

Leave the first search item blank. Set the second search item to And, Year, Is greater than or equal to, 1990. Set the third search item to read And, Title, Contains, extinction.

The Search tab should now look like this:

Click the Search button. EndNote displays the references that meet the search criteria.

Close Button

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The status area at the bottom of the Library window will show the number of references retrieved. (You are looking at the same Sample_Library_X4 as before, but EndNote has restricted the view to display only the results of the search.)

Select Show All References from the References menu (or click on All References in the Groups pane) to see all the references in the Sample_Library_X4 library again.

Grouping references

EndNote X4 allows you to organise references into groups – these can be viewed in the Groups pane at the left of the library. A reference may be in more than one group at once.

Custom groups

Custom groups contain the references that you assign to them.

To create a new custom group:

Click on the Groups menu, choose Create Group.

A new group appears under Custom Groups in the Groups pane.

If it is not already selected double-click on the group name to edit it, type Extinction and press [Enter].

Select the references you want to put in the Extinction group (press [Ctrl] (Mac: [Cmd]) to select multiple references).

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Open the Groups menu, choose Add References To, then Extinction. Alternatively, you can drag references into groups.

The number in brackets to the right of the Extinction group name (in the Groups pane) will update to show the number of references in that group.

Click on Extinction in the Groups pane to display only the references in the Extinction group.

Click on All References to display all the references in the library.

To remove a reference from a group:

Click on Extinction in the Groups pane. Select and remove references

Biloski 1987

Biloski 1993

Schwartz 1990

Go to the Groups menu, choose Remove References from Group. Alternatively,

select the reference and press [Delete] (Mac: [Backspace]). Click Delete in the confirmation window.

The references are removed from the group, but not deleted from the library.

Smart groups

This feature allows you to create groups quickly from your library using a specific set of search terms. It will automatically add any additional references that you add to your library to the group if they meet the set criteria.

Go to the Groups menu and choose Create Smart Group. Change the search terms to Any Field, Contains, evolution. Click the Create

button.

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A new smart group is created containing all the references that have the word evolution in any field. The default name is New Smart Group.

Double-click on New Smart Group in the Groups pane to edit it, type Evolution and press [Enter]. Alternatively, highlight the group and choose Rename Group from the Groups menu.

Note: If you delete a reference from a Smart Group it will be moved to the Trash.

Combo Group

It is possible to combine Custom and Smart groups under a single group to better organize your EndNote references. Use AND, OR, and NOT logic to create new, useful combined group sets. Save references in Custom and Smart groups, and then save these sets of groups as a combined group set.

To create a combination group:

In the Groups pane, click on any of the groups in the Group set. From the Groups menu, choose Create from Groups. In the Group Name field, type Paleontology Combo Group. Go to the Include References In fields. In the first field, choose Earth Studies from

the Group set. In the second field, choose Exocene, and then select the Or operator. In the third field, choose Excavation, and then select the Or operator. Lastly, in the fourth field, choose Fossils, but then select the Not operator.

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Click the Create button to save your changes. Your combo group should appear in the Groups pane.

Your combined group should contain 48 references from the following Custom groups and Smart groups.

Earth Studies Exocene Excavation Fossils

denotes a Custom Group denotes a Smart Group denotes a Combination Group

Notice that your combination group shows three references in the Fossils group. However, because we used the Not operator to exclude references from this group, those references do not appear in the combination group. Moreover, duplicates are excluded from the combination group.

Deleting references

To delete a reference:

Make sure All References is selected in the Groups pane. Select the reference you want to delete.

Go to the References menu, choose Move References to Trash. Alternatively, press [Delete] (Mac: [Backspace]).

Combined Group

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EndNote keeps deleted references in the Trash group, which can be seen on the Groups pane. To empty the Trash group and permanently delete these references:

Go to the References menu, select Empty Trash.

If there are references in the Trash group when you exit EndNote, you will be prompted to delete them.

Printing references

Use the Print command from the File menu to print references directly from EndNote. This command is intended for use as a quick way to put your references on paper - no special page layout options are provided.

The currently active (topmost) window affects which references are printed with the Print command. If a library window is displayed, EndNote will print the selected (highlighted) references in the output style selected in the Bibliographic Output Style menu. If an individual reference is open for viewing, EndNote prints only that specific reference as displayed on the screen with field labels.

Copy formatted

The Copy Formatted option allows you to copy references formatted in your chosen bibliographic output style into your Word document.

Choose an output style

The name of the style usually refers to the journal or publisher that has defined the bibliographic format. The Nature style, for example, is based on the format required by the journal Nature.

Click the Bibliographic Output Style menu in the toolbar at the top of the library window. Choose Select Another Style….

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Select Nature from the list of options in the Choose a Style window. Click Choose.

Copy the references

Select all of the references in the Extinction custom group:

Click on the Extinction group in the Groups pane. Select the first reference in the References List pane, hold down the [Shift] key and

click on the last reference. Select Copy Formatted from the Edit menu. Open a new document in Microsoft Word. In Word, click on the Home Tab and select Paste from the Clipboard group.

The references from the Extinction group will be copied into Word formatted in Nature style.

Linking a file to a reference

You can link any file to a reference. This is particularly useful if you have access to an electronic copy (PDF) of an article referenced in your EndNote library.

Select a reference in your library by clicking once to highlight it. From the References menu, select File Attachments, then Attach File…. This will

open a dialog box where you can select a file from your computer. Select a PDF file. (There is one called EndNote.pdf in the C:\Program Files\EndNote

X4 folder (Mac: GettingStartedGuide.pdf in Macintosh HD, Applications, EndNote X4) that you can use for practice.).

Make sure the Copy this file to the default file attachment folder and create a relative link box is ticked (it is by default). Click Open.

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A paperclip icon will appear next to the reference in the library window to show that the reference has an attachment. The file will be copied to the Sample_Library_X4.Data folder in your My Documents (Mac: Documents) folder.

Once you've added a PDF, you can open the article directly from EndNote:

Select the reference in your library. Go to the References menu and choose File Attachments, Open File. This option

is only available when the selected reference has a file attachment.

Adding a URL to a reference

Most reference types have a field for the reference's URL, so you can type (or copy and paste) an online article's URL into EndNote just as you would enter the author, title, and other information.

Add a URL to a reference:

Open a reference in your library by double-clicking on it.

Scroll down to the URL field and enter http://www.ed.ac.uk

Go to the File menu and choose Save.

Close the reference.

The URL you have just entered will appear in the URL column for the reference in the Reference List pane.

Once you've added a URL you can open the article directly from EndNote:

Select the reference in your library Go to the References menu and select URL, Open URL.

This option is only available when the selected reference has a URL.

Finding full text for references

EndNote X4 can attempt to download full text PDFs for the references in your library. However, this feature has a very limited success rate. It works best for recent articles that the University of Edinburgh has electronic access to, but even then often fails to find full text.

Select the reference with author Turner. Click on the Find Full Text button on the EndNote toolbar.

Watch the progress in the temporary groups (Find Full Text (Searching…) and Find Full Text (Found) in the Groups pane.

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In the reference list, you can see that the Moss reference now has a paper clip icon next to it indicating an attached file.

Adding an OpenURL server

If you add the University’s OpenURL server into EndNote this is usually more helpful in finding full text articles than the Find Full Text option.

Go to the Edit menu (Mac: EndNote X4), choose Preferences..., then Find Full Text. Tick the Enable OpenURL box, delete the text in the OpenURL Path: box and type http://openurl.ac.uk/athens:edu/

Click OK (Mac: Save, close Preferences). Right-click (Mac: [Ctrl] and click) a reference in your library, choose URL, then

OpenURL Link.

Your browser will open and display the article if the University of Edinburgh has electronic access to it. You may be prompted to log in to EASE. If you get a page with the title findit@edinburgh the search was unsuccessful.

Adding references

Entering a new reference

In the Sample_Library_X4.enl library, click on the References menu and select New Reference.

An empty Reference window opens with the words New Reference displayed at the top. New references are set to type Journal Article by default.

http://openurl.ac.uk/athens:edu/

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Click the Reference Type box and choose Book. The reference’s fields change to those relevant to a book.

You are now ready to enter reference information beginning with the author names. Author names should be entered Last, First Middle such as ‘Jacobson, Carol Margaret’.

When entering multiple author names, each one must be on a new line.

With the cursor in the Author field, type: Jacobson, Carol. As you type, EndNote will suggest names that are already in your library. The name you are entering is a new author in this database, so keep typing until you complete the name and then press [Enter].

The name appears in red text to indicate that it is a new name in the Author term list for this library. When you save and close the reference, it will be added to the Author term list and the red text will change to black.

Now enter the second author's name: Roe, Jennifer. This author is already in the Sample_Library_X4.enl, so as you start typing the last name, you will see EndNote complete the name for you.

Press the [Tab] key to accept EndNote's suggested author name, and move to the Year field. In the Year field, type: 1999.

Continue entering the reference as shown below, using the [Tab] key to move to the next field. (If information is not provided for a particular field, leave that field empty.)

Title: Impacts of meteorites on Earth

City: New York

Publisher: Blackcourt Press

Number of Pages: 100

Abstract: The impact of a meteorite hitting Earth millions of years ago may have led to the extinction of some marine life.

No extra punctuation (such as parenthesis around the year) or text styles (such as bold or italic) are entered into the reference. EndNote adds the necessary punctuation and text style changes to the references when it creates a bibliography.

Save the reference by typing [Ctrl + S] (Mac: [Cmd + S], or by choosing Save from the File menu.

Close the reference window by clicking the close button or by choosing Close Reference from the File menu.

Your new reference should now appear highlighted in the library window.

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Online search

EndNote can automatically import references from external databases.

Go to the Tools menu and select Online Search. . . or click on the Online Search

button.

Select U Edinburgh and click on the Choose button.

The search tab now says Online Search – Library Catalogue at University of Edinburgh.

Change the first menu to Any Field, type tyrannosaurus into the first search box, make sure the other two search boxes are blank.

Click Search. Click OK to download the references.

Only the references you have just downloaded are displayed in the library window. Note the status area at the bottom left of the Library window.

The references are automatically added to your library. You should check them while they are displayed separately and delete any you don’t want.

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Exporting references from online databases

Some bibliographic databases allow you to export references directly into existing EndNote libraries.

Finding references in a bibliographic database

This example uses the multidisciplinary Web of Knowledge (WoK) bibliographic databases as an example of exporting search results.

In your web browser, log in to MyEd at www.myed.ed.ac.uk. Go to the Library tab and click the Find articles in databases link. Click on the link for Databases A-Z, then W, Web of Knowledge. When the Web of Knowledge page has loaded, type hydrogen sulphate

in the Topic search box and click on the Search button.

Exporting references to EndNote

Select a few records by clicking on the tick-boxes to the left of each record, then click on the Save to EndNote, RefMan, ProCite button at the top of the page.

If you are using Internet Explorer you may get a Did you notice the Information Bar? message. If this happens, click Close, then click on the Information Bar at the top of the web page and choose Download File…

If prompted, choose to Open the file with EndNote X4.

The computer will switch to EndNote and the imported references will be displayed in the open library.

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Importing References Using Endnote Filters

Online searching, is the easiest way to retrieve references from online databases, but not all information providers offer the Direct Export option.

If you have access to an online bibliographic database or a university catalogue, you can use EndNote’s import filters to import text files. There are hundreds of filters included with EndNote; each one is designed to read a specific format from a specific information provider

In the example below, references will be exported from Pubmed and imported into the Endnote library. The Pubmed filter should be selected from the Import Filters in Endnote.

From the Edit menu in Endnote

Select Import Filters

From the sub menu

Select Open Filter Manager

Another dialog box will appear asking you to select an Import Option.

Highlight PubMed (NLM) make sure the box on the left is ticked

Click the small ‘X’ at the right hand side of this window to close

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Downloading References from PubMed

Perform your search in PubMed.

http://www.ncbi.nlm.nih.gov/pubmed/

When the Pubmed page is displayed

Type in subject hydrogen sulphate. Click Search. Check the boxes next to references you want to save.

Once you've chosen your references,

Select File from the Send To menu at the upper-right hand corner of the search results.

Select MEDLINE from the Format dropdown menu.

Click the Create File button

A dialog box will appear prompting you to either "Open" or "Save" the text file

that you are creating.

Choose Save. This saves the references in text file, pubmed_results.txt.

Go to Endnote.

From the File menu select Import then File.

In EndNote X4, open the library in which

Send to Menu

http://www.ncbi.nlm.nih.gov.libproxy.lib.unc.edu/sites/entrez?holding=uncchlib_fft_ndi

http://www.ncbi.nlm.nih.gov/pubmed/

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the saved file will be imported. Under the File menu, choose Import to launch the Import pop-up window.

Choose the txt file you just saved in the box next to Import File; Select PubMed (NLM) as Import Option; you may either Import All or Discard the

Duplicates. Select your preferred option from the Duplicates pull-down menu (by default, a reference is considered a duplicate if the Author, Year, Title and Reference Type match a reference already in the library).

In the Text Translation box, leave it to No Translation. Click the Import button

Your references will be imported into your EndNote library.

When the import is complete, only newly imported references are displayed in the library window. To view all of the references in your library, select Show All References from the References menu.

Importing References from Google Scholar

Google Scholar provides a simple way to broadly search for literature. From one place, you can search across many disciplines and sources.

Google Scholar allows users to search for digital or physical copies of articles, whether online or in libraries. Scholarly searches will appear using the references from full-text journal articles, technical reports, preprints, theses, books, and other documents, including selected Web pages that are deemed to be scholarly. Because most of Google Scholar's search results link directly to commercial journal articles, a majority of the time users will only be able to access a brief summary of the articles topics, as well as small amounts of important information regarding the article, and possibly have to pay a fee to access the entire article.

Google Scholar is as easy to use as with the regular Google web search, especially with the helpfulness of the advanced search option, which can automatically narrow search results to a specific journal or article. The most relevant results for the searched keywords will be listed first, in order of the author's ranking, the number of references that are linked to it and their relevance to other scholarly literature, and the ranking of the publication that the journal appears in.

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Features of Google Scholar

1. Search diverse sources from one convenient place 2. Find articles, theses, books, abstracts

3. Learn about key scholarly literature in any area of research

Google Scholar requires to be configured to enable references to be sent to Endnote.

Follow these steps

Go to the Google Scholar home page at

http://scholar.google.com

Click on the Preferences link. This is at the top right hand side of the screen. From the drop down list select Scholar Preferences. Under Bibliography Manager select the option Show links to import citations into

and choose EndNote in the drop down box. Click on the Save Preferences button.

Follow these steps to import search results into EndNote:

After performing a search on Google Scholar click on the Import into EndNote link for the reference you want to import.

If you are presented with a window asking if you want to Open or Save the file, choose to open the file.

A Select a Reference Library window will appear, use this window to select the EndNote library you want the reference imported into.

http://scholar.google.com/

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Cite While You Write in Word

Cite While You Write is a part of the EndNote application that integrates with Microsoft Word to easily and quickly cite references and create a paper with properly formatted citations and a bibliography. Cite While You Write gives you access to EndNote references and formatting commands via an Endnote X4 Tab in the Word 2010 ribbon.

Output styles determine how the references look in printed output. Your publisher or department may specify which output style you use, or you can choose from any of EndNote's more than 1,000 styles.

Inserting citations

Create a new document in Word. Enter text as though you were writing a paper:

The fossil in question was generally regarded to be the 220 million year-old remains of tyrannosaurus. Several years ago, however, this

hypothesis was overturned by the discovery of yet another species

Now you are ready to insert a citation.

Click on the Endnote X4 tab in the Word ribbon, click on the downpointing arrow beside Insert Citation from this window choose Find Citation.

The EndNote X4 Find Citation(s) dialog appears.

Type Morehouse in the Find box and click Find.

EndNote lists the references that include the search term. In this case, a single reference matches the search.

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Click Insert to insert the selected reference as a citation.

EndNote inserts the in-text citation, adds it to a bibliography at the end of the paper (if the chosen style includes a bibliography), and formats it in the Author-Date style, which you previously selected in EndNote.

Add more text to the paper:

It is now the undisputed progeny of the species at hand

Click on the Endnote X4 tab in the Word ribbon, click on the downpointing arrow beside Insert Citation from this window choose Find Citation.

Type the date 1987 into the find box and click Find.

EndNote lists the matching references.

Scroll down the list of matching references, select the reference by the author Turnhouse, and click Insert.

Note that this reference is also added to the bibliography, which is sorted alphabetically according to the Author-Date style.

Changing the bibliographic style in Word

You can format your citations and bibliography as many times as you like, changing the output style each time, according to the specifications you require.

From the Endnote X4 tab, click on the downpointing arrow from the Bibliography group.

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The Format Bibliography dialogue box appears, which allows you to select a bibliographic style. Styles contain instructions for how EndNote should format the citations and bibliography.

Select the Format Bibliography tab, if it is not already selected. Click the Browse button. Select Nature, click OK. (You may find the Nature style

more easily if it you click on the Name heading in the Styles window to sort the styles alphabetically.)

Click OK to reformat the paper.

EndNote automatically replaces the existing citations with Nature style citations and regenerates the bibliography. The Nature style has superscript numbers as the in-text citations and the bibliography is ordered numerically. Changing the output style in Word will automatically change the output style of your library in EndNote.

Editing an existing Bibliographic style

EndNote Styles collection contains more than 4500 bibliographic styles at http://www.endnote.com/support/. Any output styles you download must be saved into the Styles folder of the EndNote program on your C: drive. If you do need to create your own, try to find a style as similar as possible to the one you want to create in order to minimise the amount of editing required.

You can view existing styles

Go to the Edit menu Select Output Styles Then Open Style Manager

Format Bibliography Tab

Output Style

http://www.endnote.com/support/

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A list of styles will be displayed

To view a style

click on the Style Info/Preview button

To modify/edit an existing style in EndNote

From the Styles window, select the style you want to edit Click on the Edit button .

Look at the style panel on the left hand side of the Style window.

Citations setting governs the layout of your citations in the body of your text.

Bibliography settings govern the layout for the list of references at the end of your document.

The Templates options for Citations and Bibliography are the main place to edit the structure of your references.

Note that fields such as author, year, title etc. are shown together with the punctuation and other text that forms a reference in a bibliography.

Before editing - save the style with the name of the journal for which you want to create the new style. Select Save As from the main EndNote File menu, giving the style the name of your journal e.g. Naturenew and save it in the EndNote Styles folder.

You can change any field or formatting that is in a particular reference type. You can add new fields or delete existing ones. Once you have made the modifications to the style, apply it to your document. See instructions for Reformat the Bibliography below.

Preview of selected style

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If you are using Edinburgh University main library open access machines, follow this procedure.

From the My Documents folder, create a sub folder, call it My Endnote Styles

From the EndNote program, go to the Edit menu and select Preferences

From the EndNote Preferences window choose Folder Location

From the Style Folder area, click Select Folder

Locate the My EndNote Styles sub folder

This address will now be displayed in the Style Folder box

Follow instructions above for Modifying Existing Styles.

Editing citations

Never edit any part of an EndNote citation directly in Word. If you want to change the author, title, or some other part of a reference, go back to EndNote, find the reference in your library, and make the changes there. (For the most part, any changes you make to a reference in EndNote will be correctly updated in your Word document). However, if you change both the author and the year of a reference in EndNote, it will no longer be recognised as the same reference in Word and it will not be updated.) To update references in your Word document, it may be necessary to re-format the bibliography.

Reformat the bibliography

Select the EndNote Web tab from the Word Ribbon Select Update Citations and Bibliography

Remove author or date from an in-text citation

Some bibliographic styles give you the option to either include both author and date in a citation (i.e. ‘(Smith, 1999)’) or include the author's name in the text with just the date in parenthesis (i.e. ’as demonstrated by Smith (1999)’). You can create the second style of citation by editing a citation to remove the author's name:

Reformat your citations in the Author-Date style. Click on the Turnhouse citation in your document. Clicking on the citation will

highlight it in blue. From the Endnote tab, in the Citations group, select Edit & Manage Citation(s)

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The Edit Citation window appears. To remove the author from the highlighted citation, tick the box next to Exclude author.

Note that in the top section of this dialog box there a list of all of the citations in the document, so you can use this list to edit several citations at once without having to find them in your document.

Click OK.

Add page numbers to a citation

Some bibliographic styles give you the option to include page numbers in citations. The Author-Date style does not support page numbers.

Format your document in the APA 6th style (this style supports page numbers). Click on the Morehouse & Tung, 1993 citation in your document.

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From the Endnote tab, in the Citations group, select Edit & Manage Citation(s) The Edit Citation window appears. Type 201 in the Pages: box. Click OK.

The in-text citation will be updated to read Morehouse & Tung, 1993, p. 201.

If the style you are using doesn’t support page numbers and you want to have them to your in-text citations you should consider switching to a different output style. If you are supposed to include page numbers in your citations in a particular document, but the style you are using doesn't support them, then you are probably using the wrong bibliographic style. Your department can give you advice on the preferred styles for your subject area.

If you cannot switch to a different output style but still want to include page numbers, you can get around the problem by putting the page numbers in the Suffix: box, located just above the Pages: box in the Edit Citation window. You will have to format the page numbers yourself and make sure you use the correct page numbering style throughout the paper.

References in footnotes

You can use EndNote to create footnote citations, but not all of EndNote's output styles are designed to work as footnotes. Two styles which do work as footnotes are Author-Date and Chicago 15th A, so if you wish to experiment with footnotes, you should reformat your bibliography to use one of these output styles. (EndNote also has many other output styles that will work as footnotes, so ask your department which style you should use.)

Open a new Word document. Format your document in the Chicago 15th A style. Type in some text.

Before you insert the citation, you need to create the footnote using Word's footnote feature:

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From the References tab click on the downpointing arrow in the Footnotes group. The Footnote and Endnote dialog box appears. You can change the location of

your footnote (bottom of page or below text) and the numbering style of the footnote if you wish.

Click Insert (Mac: OK). Word will create the footnote and automatically place your cursor in the body of the footnote.

Now you can insert the citation in the footnote just as you would insert a citation in the body of the document:

From the Endnote X4 tab click on the downpointing arrow beside Insert Citation, from this window choose Find Citation.

Search for the citation you wish to insert, select it from the list, and then click Insert.

The full citation will appear in your footnote, and it will also appear in a bibliography at the end of the document. Subsequent footnotes citing the same reference on the same page will be abbreviated as "Ibid." The numbering of footnotes is handled by Word, so you will need to use Word's footnote features if you wish to change the numbering style (for example, to re-number the footnotes from 1 in each new chapter of the document).

APA 6th Style

New features in APA 6th style include specific handling of references with eight or more authors. See the example of a reference below displaying 9 authors.

The citation will be displayed as

The reference in the bibliography will look like this.

Displaying the first 6 authors followed by ellipses and the last author.

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Final notes

Backing up your EndNote libraries

We strongly recommend that you keep several backup copies of your EndNote libraries and papers that you are writing.

Critical files to backup

EndNote libraries: The library is where all of your references are stored. EndNote libraries have an .enl extension.

.Data folder: The .Data folder in the same folder as your library, it contains any files attached to your references.

Word processing documents: The papers you have written that include EndNote citations should be kept with the copies of your EndNote files.

EndNote Web

EndNote Web is an online version of EndNote. Staff and students at the University of Edinburgh can sign up for a free EndNote Web account at www.myendnoteweb.com. If you enter your EndNote Web account details into EndNote you can transfer references between EndNote and EndNote Web at the click of a button, and may also improve the success rate of EndNote’s Find Full Text option.

To enter you EndNote Web account details in to EndNote:

Go to the Edit menu and choose Preferences. Choose EndNote Web or click on Endnote Web (configure…) in the Groups Pane

and enter your EndNote Web email address and password into the appropriate boxes.

More information on using Endnote Web can be found in IS Skills Documentation Catalogue

http://www.ed.ac.uk/schools-departments/information-services/services/help-consultancy/is-skills/catalogue/text/endnote-web-intro

Getting your own copy of EndNote

Many Schools at the University have a site licence for EndNote, which allows them to install it on any department-owned computer. Copies of EndNote for your own computer are available to buy via the University. See http://webdb.ucs.ed.ac.uk/software/refman.cfm for details.

Getting help with EndNote

In EndNote:

Go to the Help menu and select Contents (Mac: EndNote X4 Help).

From this point, you can scroll through the Contents and type in a request through the Index or Search (Mac: Ask a Question) options.

Contact the IS Helpline:

Email: [email protected]

Phone: +44 (0)131 651 5151

http://webdb.ucs.ed.ac.uk/software/refman.cfm

mailto:[email protected]