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Introduction to EndNote (for PC-users)

Helene N. Andreassen, PhD

University Library of Tromsø

Revised 05.05.15

endnote.com

EndNote as a reference management tool

• EndNote is an application that allows you to collect and organise all your

references in one database.

• EndNote is used with word processing software such as

– Microsoft Word

– Pages (plug-in download: http://support.apple.com/kb/HT6009)

– (OpenOffice, LibreOffice)

• Readers recommended for PC-users: Firefox or Explorer

– Chrome sometimes requires references to be saved in the download folder

– The first time you do an import, check the box saying that all reference files

should automatically be opened with EndNote

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Course objectives

• Set up an EndNote library (database) and collect references.

• Import references from external databases (e.g. Library Search/Oria).

• Search for and organise references in your EndNote library.

• Insert references into a Word document using references from your

EndNote library.

• Edit citations and reference lists.

• Prepare the document for publication.

endnote.comuit.no/ub/endnote

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Installing EndNote on your own computer

• UiT: Acquisition of a University-wide site license for EndNote, making it

available to all students and employees.

– This includes private computers.

– An EndNote app (ipad) is available for purchase (App Store).

• For download and installation instructions, see

http:/uit.no/ub/endnote/software

• Do you already have EndNote installed?

– If older version, upgrade to EndNote X7.3 (latest version)

• In the event of any technical problems, contact Orakelet (UiT IT support)

www.uit.no/orakel

orakel@uit.no

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Syncing your library to EndNote Web from all your

computers

• If you wish to use your EndNote-library on several devices, the versions on device A and B must always be synchronized.

– Recommendation: Use EndNote Web to synchronize.

• Free EndNote Web account 2 years

• Create an EndNote Web account:

– Click the blue Sync button at the top in the library window

– Choose «Register»

• Settings for sync can always be changed from the preferences menu: Edit Preferences Sync

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Setting up an EndNote database (Library)

• Open EndNote:– From the Start menu, under All

Programs

– Advice: Pin the EndNote icon to the dock

• Create a new database:– Create a New Library

OR

– File New

• Name your library:– .enl-file (HeleneNA.enl)

– A .Data-folder is created automatically, with the same name as the .enl-file (HeleneNA.Data)

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Good advice we REALLY think you should follow

• Avoid confusion and stay organised by sticking to 1

single EndNote library

• Make sure you know where the EndNote library is

saved. Take frequent backups

– .enl

– .Data

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These 2 elements must always be together!File Compressed Library (.enlx) Save (to external device)

Choosing a reference style

• Disciplines and journals have different customs or specific demands for

citation and reference style

– Bachelor or Master student? Ask your supervisor!

• EndNote contains many different predefined styles (Output Styles).

– The active style is displayed in the style drop-down.

– The Preview tab will show you how a highlighted reference will appear in a

reference list in the active style.

– Other styles can be selected from the drop-down menu.

– If you cannot find the style you want, click Select Another Style and select the

desired style from the list.

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Registering references manually

• Different data is entered depending

on the chosen reference type.

• Go to References New

Reference

• Choose Reference type

– Book

– Journal Article

– Book Section

• The reference editing window

displays the fields appropriate for

the selected reference type.

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BookSANDEL, M. 2012. What Money Can’t Buy,London, Allen Lane.

Book sectionBARTON, M. E. & TOMASELLO, M. 1994. The rest of the family: the role of fathers and siblings in early language development. In:GALLAWAY, C. & RICHARDS, B. J. (eds.) Input and interaction in language acquisition. Cambridge: Cambridge University Press.

Journal articleGOCKING, R. 2011. The adjudication of homicide in colonial Ghana: The impact of the Knowles murder case. The Journal of African History, 52, 85-104.

(Style: Harvard)

Fields in the reference’s editing window- Book Section example

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Author: Carlomagno, Sergio ; Iavarone, Alessandro (ONE NAME PER LINE)

Year: 1995

Title: Writing rehabilitation in aphasic patients

Editor: Code, Chris ; Müller, Dave (ONE NAME PER LINE)

Book Title: Treatment of aphasia

Place Published: London

Publisher: Whurr

Pages: 201-222

Fields that simplify the retrieval of the reference:

ISBN: 1870332334

Call Number: 616.855 Tre

Label: EndNote-course

Keywords: Aphasia, Rehabilitation, Writing (ONE KEYWORD PER LINE)

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Saving a reference

• There is no separate save button in EndNote. There are two ways of

saving a reference:

1. File Save

2. Ctrl + s

• When you register several references it is important to not write in the

same editing window (then you will overwrite what you have already

written).

– When you have finished the registration of a reference and saved it,

close the reference’s editing window (ctrl + w).

– To register a new reference, open a new (and empty) editing

window (ctrl + n).

– Etc.

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Exercise 1

Registering references manually

• Enter a reference of the type Book into your EndNote library. The fields highlighted in red in the example below must be filled in.

• Note: Instead of the example given here, you can enter a book reference relevant for your own studies/research.

Reference type: Book

Author: Wolfe, Michael

Year: 1993

Title: The Conversion of Henry IV

Place Published: Cambridge, MA

Publisher: Harvard University Press

Call Number: UBT/KS, 944.031 Wol

Key Words: 16th century, Henry IV, France

(NB! Only one key word per line, no comma needed)

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Exercise 2

Importing references from an external database

and into your EndNote library

From Library Search (uit.no/ub)

HENDERSON, H. 2005. The Swedish table. Minneapolis: University of Minnesota Press.(Style: Harvard)

1. If you want a book that is not in Tromsø, search in All libraries. You can borrow books from other libraries, for free.

2. Find the reference by clicking on one of the sub-menus.

3. Click Actions EndNote OK Open.

4. The reference is now in your EndNote library.

5. Double check that the reference is imported with the correct reference type

6. Double check that all required fields are correctly filled in.

References can be imported to EndNote from Library Search/Oria and most other databases (uit.no/ub). The exact procedure will vary from database to database.

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Exercise 2 (cont.)

Importing references from an external

database/journal into EndNote

From a journal

Reid, Richard. "Past and Presentism: The

'Precolonial' and the Foreshortening of

African History." The Journal of African

History 52, no. 02 (2011): 135-55.

(Style: Chicago 16th B)

1. Search for the journal title in Library

Search/Oria.

2. Click Actions EndNote OK

Open.

3. In Oria, click View online and

download the pdf.

4. Double click the reference in EndNote.

Click the paper clip icon in the top

menu. Browse your way to the pdf.

– Alternative: Drag and drop the pdf

onto the reference

5. The pdf file is now part of your EndNote

library and can be read/edited directly in

the pdf menu.

The reference can also be imported

directly from the editor’s web page.

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Finding articles in full text (pdf)

• If an article is available, free or via the University Library, Endnote can retrieve it and download it to your EndNote library. Note: For this to work, the reference must already be entered into your EndNote library.

• To increase the probability of success, make the following changes in the settings:

– Go to Edit Preferences and select Find Full Text in the left hand menu in the Preferences window

– Check the box next to ‘Open URL’ and add the following URL to the field after ‘Open URL Path’: http://sfxeu09.hosted.exlibrisgroup.com/sfx_ubto

– Click OK.

– How to find a full text: In the EndNote-library, highlight the reference and click the Find Full Text icon.

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How to search for references by topic and export several

simultaneously to EndNote (SCOPUS example)

1. Go to www.uit.no/ub and locate the database Scopus

2. Open Scopus and add search terms (Add search field).

3. Apply limiters etc. as appropriate (e.g. date range, subject area).

4. Tick boxes for each of the references you want (or all by ticking the top

line box).

5. Click Export.

i. Choose RIS format (EndNote, Reference Manager).

ii. Choose Citations and abstract information.

iii. Click Export.

• This works in a similar manner in other databases (e.g. JSTOR and

PubMed). Details may vary.

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Organising and searching references the

EndNote library

• You can sort references in your own library window by clicking the

various column headings (Author, Year, Title).

• Group: Create and define your own groups of references

– Group Create Group Name your group (e.g. «Thesis») Click Enter.

– Highlight references in the reference list and drag them across to your group (alternatively: right click the highlighted references Add References To Choose

your group).

– Remove a reference from your group: Highlight it, click Groups Remove

References from Group.

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Entering citations and reference list

in Word (Cite While You Write)

• Insert Citations: Insert references into the text.

– Find Citation(s): Opens for searches in the EndNote program while you are still in

Word. Type a search term or part of it (e.g. Swedish or Henderson). Select a reference

and click Insert.

– Insert Selected Citation(s): Insert the reference(s) highlighted in the EndNote program.

• Style: Change the active style in the drop down menu.

• In the EndNote program there is a temporary group that contains the references

used in the open Word-document. The group has the same name as the Word-

document.

See EndNote menu in the Word document.

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Editing citations and reference

list in Word (Cite While You Write)

• Edit Library Reference(s): Edit the reference in the EndNote program.

– Update Citations and Bibliography: Update citations and references in the Word-document with changes made in the EndNote library.

• Edit and Manage Citation(s): Edit in-text citations.

– Exclude Author: Remove author name from the reference in the text.

– Display as: Author (Year): Put the author name outside the parentheses

– Suffix: Insert for instance page number

– Prefix: Insert for instance «cf.» (do not forget a space after the inserted text)

– Useful shortcut: right click on the reference and go to Edit citations

• Note: Any edits to citations and reference lists must be made via the EndNote menu in Word exclusively. Attempts to edit “manually” will fail, and may cause problems.

See EndNote menu in the Word document.

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Exercise 3

Inserting and editing citations and references in Word

1. Open the document About Language

2. In Word, choose a relevant reference style

– If the style is not in the list, activate the style by going to EndNote Select another style [style name] Choose.

3. In Word, insert references (you decide which ones) to replace the numbers in [square brackets].

i. Insert one reference to replace [1].

ii. Insert two references to replace [2].

iii. Insert one reference to replace [3] and insert the same reference to replace [4].

iv. Insert several references to replace [5] and [6].

4. Insert page numbers on [1] and [2]

NOTE: To delete a reference

– Edit & Manage Citation Edit reference Remove citation

5. Delete one reference from [2] and one reference from [5]

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Exercise 3 (cont.)

Inserting and editing citations and references in Word

6. Hide the author name of [1].

7. Place the author name in [4]

outside the parentheses.

8. Insert “cf.” in front of the

references in [5] (use the Prefix

field. NB! Remember the space

after).

9. In the EndNote-program: Change

the year of [6]. Update thereafter

the reference list in the Word

document.

10. Change Output Style (style box in

the EndNote menu) to APA 6th or

other.

13. Change layout of the reference list

(Bibliography Layout).

i. Line spacing: 1.5

ii. Space after: 1

If you finish early, search relevant

references in order to start building

your own EndNote library.

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Combining Word-documents with separate

lists of references

• In each Word document (A and B):

– Click Convert Citations and Bibliography Convert to Unformatted

Citations

– The references in the text should be displayed as {curly brackets

#EndNote-number}, and the reference list should be invisible.

• Copy the text from Word document B into Word document A, and click

Update Citations and Bibliography

– The references in the text should now look «normal», and the lists

from the two documents should now be presented as one single list,

ordered in line with the selected reference style.

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Exercise 4

Combine Word-documents

• Use the document About

language (from exercise 3)

1. Click Convert Citations and

Bibliography Convert to

Unformatted Citations (list

of references now invisible).

2. Open a new Word-

document and insert some

text and references

3. Click Convert Citations and Bibliography Convert to Unformatted Citations (list of references now invisible).

4. Copy the text and references from the new document and paste it below the text in About language.

5. In the document containing both texts, click Update Citations & Bibliography.

6. The references in the text should now be normal, and there should be a correctly ordered list of references in the end.

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Converting a Word document to plain text

• Some journals might have very particular requirements for citations and

reference lists, which may make it hard to find an exactly matching

EndNote style. One solution is to perform some minor manual edits.

• It is often also a good idea to convert a document to plain text before

you submit it as a manuscript (at least before the final submission).

• Convert Citations and Bibliography Convert to Plain Text.

– A copy of your document is created where the EndNote codes are removed.

– The copy can be edited and saved.

– The original document is preserved, including the EndNote field codes.

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In the event that you need some help

• Start by searching EndNote’s own help menus, FAQs and database (or do a simple Google search)

– http://endnote.com/support/faqs

• Check out the University Library’s EndNote pages:

– uit.no/ub/endnote

• Send an email to endnote@support.uit.no

• Meet us at the library reference desk:

– Alta Trine Sandmo Tuesdays/Thursdays 8-11.30

– Culture and Social sc. Helene N. Andreassen Thursdays 12-14

– Science and Health Sissel H. Hansen Tuesdays 8-10

Grete Overvåg Thursdays 14-17

– Psychology and Law Torstein Låg Tuesdays 14-16.30

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Extra:

Select and edit styles in Style Manager

• To find the reference style you are looking for

– Edit Output Styles Open Style Manager

– Style Info/Preview: Displays references in the different styles.

• Other styles can be downloaded from EndNote’s web pages, from journals etc.

Go via Open Style Manager Get More on the Web

or http://endnote.com/downloads/styles

• Styles can be edited and thereby suit your needs.

– Edit Output Styles Open Style Manager, choose a style Edit.

– After editing, save the edited style: File Save As Style name: [Style] copy

– Some of the things you can edit• How in-text citations look (Citations)

• How references in your reference list look (Bibliography)

• How references in your footnotes look (Footnotes)

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Extra:

Sort references in Smart Groups

• Smart Group: Groups that will automatically update when new references are added to the library (particularly useful if you work on the same topic for several months/years).

– You can use the various fields (e.g. author, keywords) to specify what references are included in your smart group. Combined specifications (author AND keyword) or no specification (“any field”) can also be used.

• Subject (title, keyword)

– Smart Group Aphasia: “Any field contains Afasi” Or “Any field contains Aphasia”

» If a new reference with Afasi or Aphasia in the title or as a keyword field is added to the library, it will automatically be added to the smart group Aphasia.

• Quick Search vs. Search: simple vs. advanced searches in the library.

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Extra exercise:

Create a Smart Group

Follow the steps and create a Smart Group for references about the king Henry:

1. Import the following reference from Library Search:

WOLFE, H. 1993. The Conversion of Henry IV: Politics, Power, and Religious Belief in Early Modern France, Cambridge, MA, Harvard University Press.

2. Go to Groups Create Smart Group.

3. In the field Smart Group Name, write Henry.

4. Specify inclusion criteria (= the content of the smart group):

– Choose Keywords + Contains + insert Henry

5. Click Create.

6. Smart Group «Henry» should now contain 1 reference (Wolfe, 1993).

7. Import the following reference from Library Search:

LOVE, R. S. 2001. Blood and religion : the conscience of Henri IV, 1553-1593, Montreal, McGill-Queen's University Press.

7. Smart Group Henry should now expand to contain 2 references.

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Extra:

Export references from Google Scholar to EndNote

• In Google Scholar

– Choose Settings

– Under Bibliography manager, tick Show links to import citations into

… Choose Endnote

– Click Save

• This only needs to be done once per reader.

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Extra:

How to enter public documents?

• There are no simple rule for how to cite and register public documents

– Different disciplines have their own ways of doing things, and the

reference styles might have their own rules.

• Example: Government documents

– Select Reference Type Book or Government Document

– When the author is not a person, insert a comma after the text in the

Author field.

• Example: Acts

– Select Reference Type Legal Document

– The short version is registered in the Author field, followed by a

comma. The entire title of the act is registered in the Title field.

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Extra:

Importing references through a connection in

EndNote

1. Select a database under Online Search,

e.g. Library of Congress.

2. EndNote will automatically connect to

the database (Connecting to Host).

3. Use the search fields to specify your

search.

4. Click Search

5. To download all hits, click OK.

6. It is recommended to immediately go

through the list and delete (Move to

trash) those references you do not want.

• For other databases: more… OR Tools

Online Search Select database

Connect.

– If you experience problems in connecting

to a database, tell us!

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Extra:

Import pdf’s you have already saved

• Several methods

– Grab the pdf and drag it over to EndNote. The pointer will get a little “+” down to the right. Drop the pdf.

– Select File Import File or Folder

• You can import entire folders, including sub-folders.

• EndNote can create group sets, that (approximately) correspond to the folder structure.

– You can adjust the settings for pdf handling in Preferences: Edit Preferences PDF handling

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Important: Homework!

• If you contact us, we expect you to be up to speed on what we have

gone through today.

• From experience, we know that one quickly forgets unless one starts

using EndNote actively soon after the introduction course.

• So, practice a bit during the coming week!

– Register references manually.

– Import references from databases, like Library Search/Oria and

Scopus.

– Insert references in a Word document.

– Edit references in Word.

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Good luck in using EndNote

(and remember, help is always just around the corner)

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