Introduction to EndNote Workbook - Library

INTRODUCTION TO ENDNOTEWorkbookOverviewEndNote is software that allows you to store, organise and manage your references in a database calledan EndNote library. These references can be linked to your word documents to instantly create in-textcitations and bibliographies in the referencing style that you require.SoftwareEndNote software can be downloaded from the Library’s EndNote guide: Library homepage / Guides /Endnote / SoftwarePart 1: Setting up your EndNote LibraryAn EndNote library is a collection of references. All elements of a reference i.e. author, title,publisher, journal details etc. As well as the PDF, notes, abstracts and tables can be saved together.Creating an EndNote LibrarySave all your references in ONE library.1. Open the EndNote program2. Select Create a new library3. Name and save your libraryNote:EndNote will automatically create a .DATA folder for your new library. Do not delete this folder, EndNoteuses the .DATA folder to store term lists and any attachments (pdfs, images etc.) saved in your library.Entering References into an EndNote LibraryReferences can be added manually or imported from databases.Punctuation• Do not include any punctuation or formatting eg. brackets ( ), or quotation marks “”• Text should remain as ‘plain text’ unless a special font is required for a term or character eg.species names may need to be italicisedAuthors• Enter one author per line, separate initials with a fullstop and a space eg. Smith, M. T.• Include a comma after the surname. The comma is important as it identifies the surname• For corporate authors include the comma after the last word eg. World Health Organisation,• Do not use hyphens in first names eg. Mak, Wai Ming not Mak, Wai-Ming• Hyphens can be used in surnames / family names eg. Toh-Sung, Li• Authors such as de Young, eg. enter as de Young, J. R.Other fields• Use the keywords field to describe the content of the reference. Enter one keyword per line.• Use the URL field to add a live URL link.• The Notes, Research Notes, and Abstract fields can store many pages of text• Use the File Attachments field to store PDF files and other file typesPage | 2

INTRODUCTION TO ENDNOTEWorkbookTyping References into an EndNote LibraryEndNote contains inbuilt reference types including book, conference proceedings and journalarticles. Additional reference types can be created1. From the References menu, select New Reference2. Use the drop down menu to change the reference type to match your reference eg. journal article3. Type information into the appropriate fieldsTerm ListsTerm lists help maintain consistency and accuracy. Terms lists are automatically created for theAuthor, Journal title and Keywords fields. Additional term lists can be created.To insert a term from a term list1. In the reference window, select the field you wish to enter the term into eg. Keywords2. From the Tools menu, select Open Term Lists / Keywords Term List. Keywords previously used willbe listed3. Double click on a term to copy it into the field you have chosen in the reference windowAbbreviated journal titlesSome referencing styles require abbreviated journal titles. Enter the full name of the journal in thereference and then add the journal title abbreviation to the Journals Term List. When creating yourbibliography you can choose to display either the full or abbreviated journal title.1. From the Tools menu select Open Term Lists / Journal Term List2. Click on a journal title, click on Edit Term3. Type in the journal title abbreviation in the Abbreviation entry box4. Click on Close to close the Term Lists boxImporting a journal title listEndNote contains lists of journal names and abbreviations a range of disciplines. These lists canbe imported into your Library’s Journal Term List.In EndNote1. From the Tools menu, select Open Term Lists / Journals Term List2. Click on the Lists tab / Import List3. Locate the Term List folder e.g. (C / Program Files / EndNote / Term Lists)4. Select the required list, click Open5. Click OK, close the Term List box, then click Open6. View the journal list from the Tools menu, select Open Term Lists / Journals ListFile AttachmentsUse the File Attachments field to store PDF files and other file types.Attach a file1. Open the reference2. Click in the File Attachments field3. Right click and select File Attachments4. Browse for the fileNote: A copy of the original file is saved in the DATA folder.Page | 3

INTRODUCTION TO ENDNOTEWorkbookFigure and CaptionThe Figure field in any reference type can contain one graphic file. Use the Figure ReferenceType to store a graphic. A related Caption field appears directly under the Figure field in areference for a short description of the image or file.Attach a figure1. Open the reference2. Click in the Figure field3. Right click and select Figure4. Browse for the fileNote: A copy of the original file is saved in the .DATA folder.Importing References into an EndNote LibraryDatabase records can be imported directly into your EndNote Library.Instructions for individualdatabases are available from the EndNote guide: http://uow.libguides.com/endnoteSee: Importing references into EndNoteImporting Summon records1. Search Summon, then mark records to be saved – top right of each record2. Select Saved Items – bottom right of the screen3. Select EndNote and OpenImporting ScopusRecords1. Search Scopus, then markrecords to be saved2. Click on Export3. Select RIS format4. Choose preferred Outputeg. Abstract format5. Click on Export and OpenNote: Imported References is a temporary group within your EndNote Library. It is replaced each time anew set of references are imported and is deleted when the library is closed.Page | 4

INTRODUCTION TO ENDNOTEWorkbookSaving References into GroupsGroups enable you to organise your Library into smaller groups for easier viewing. A group is asubset of references that exist in your main library.Deleting a reference from the subgroup does not delete it from your main library. However,deleting a reference from All References will delete it from all groups in your library.To create a new group and add References1. Right click on My Groups2. Select Create Group3. Name your group4. Select references to be copied into the Group5. From the Groups menu, select Add References toSmart GroupsSmart groups use search criteria to automatically update groups as existing references are editedor new references are added. Create smart groups from the Group menu.To create a Smart group1. Right click on My Groups2. Select Create Smart Group3. Name your group. Add search criteria, click CreateSearching for References1. From the Tools menu, select Search Library2. Select specific fields to search such as author, keyword or journal title3. Enter search terms. Additional search boxes can be added using the Add buttonNote:EndNote truncates automatically eg. evaluat will retrieve references with evaluate, evaluation,evaluatingCopying References between Libraries1. Select the references to be copied2. From the Edit menu, select Copy3. Open the library to which you want to add the references. From the Edit menu, select PastePage | 5

INTRODUCTION TO ENDNOTEWorkbookPart 2: Linking Word with your EndNote LibraryCite While You Write links Microsoft Word and EndNote references to instantly create in-textcitations and bibliographies in the referencing style that you require.EndNote Referencing StylesThe EndNote output style controls the way bibliographic data such as an author's name, journal orbook title is displayed in your bibliography. EndNote includes many commonly used referencingstyles (Output Styles) such as Author-Date, APA and MLA as well as styles for specific journals.Additional styles can be downloaded from the EndNote website.Note: Author-Date is the closest to the Harvard style used at UOW.Selecting a Referencing Style: Example Author-Date1. From the Edit menu, selectOutput Styles/ Author Date2. Additional styles are listed in theStyle Manager3. From the Edit Menu, selectOutput Styles / Open StyleManager4. To select an Output Style click inthe box to the left of the stylename5. Close the dialog box6. The selected style is added toyour Output Styles listThese are the default stylesThe selected Output Style (BMJ) isadded to the listPreviewing a selected style1. Single click on a reference in your EndNote library2. Click on the Preview tab in the far right panel to display the reference in the selected Output style.Page | 6

INTRODUCTION TO ENDNOTEWorkbookEditing a Selected StyleTo change how references will appear in your document (ie. in-text citations and bibliography),modifications to the Output Style must be made within EndNote.1. Select the style you want to edit in the styles window2. From the Edit menu, select Output Styles / Edit Author-Date3. Editing options are listed on the left-hand sideEditing a templateEdit the bibliography template to modify how references will appear in your bibliography.1. Click Templates under the Bibliography heading2. Each reference type has a separate template3. Highlight the part of the template to bechanged ie. Journal4. From the Edit menu, selectStyle / Italics and deselectUnderline5. To save changes close theTemplates Window box.Click Yes, name your styleand save6. To view changes select yoursaved style from the stylemanagerAdditional Reference TypesDefault reference typesPage | 7

INTRODUCTION TO ENDNOTEWorkbookOutput style bibliography templatebibliographyDocumentThe style of the reference in thewill match the style in the template.In this example the Journal is underlined inthe template and is therefore underlined inthe documentAdding a template1. Select Newspaper Article from the Reference Types drop down menu2. A new blank template for that reference type is added at the bottom of the default list3. Highlight and copy the contents of the Generic template4. Paste into the blank template. Fields associated with the new template will automatically be assigned5. To save changes close the Templates Window box. Click Save when promptedAdding fields to a template1. Place the cursor in the template where the new field is to be displayed2. Click on the Insert Field button and select the appropriate field eg. URL3. To save changes close the Templates Window box. Click Yes and then Save when promptedTable 1: EndNote Special Formatting CharactersSymbol Name Purpose How to create• Space Makes a space in the citation Press space bar| Forcedseparation◊^LinkAdjacentTextSingular/Plural termSeparatorDivides the citation into sections that are not dependanton other parts of the citation (e.g. issue number andpage numbers). These sections may or may notcontain any information.Links parts of the citation together to act as a singleunit and automatically creates a spaceA common example is to link punctuation with text e.g.|:◊Pages |If page numbers are not provided in the reference ofthe EndNote library, associated punctuation will notProvides either singular or plural labels for editor/s orpage number/se.g. |:◊p. ^pp. ◊Pages|. will show as: p. 23.OR: pp. 23-27. in the citation.Click on Insert Field.SelectForced Separation.Click on Insert Field.Select Link AdjacentText.Click on Insert Field.SelectSingular/Plural.`AccentgraveSometimes you may need to use text in a template thatis also a field name, for example URL. To forceEndNote to interpret a word as text enclose it with theaccent grave character, eg. `URL`This character isfound in the upperleft corner of mostkeyboards on thesame key as the tilde(~).Page | 8

INTRODUCTION TO ENDNOTEWorkbookSaving a Style to use on another ComputerIf you do not have a dedicated computer or use a computer that has security settings that won’t allow youto modify the style template you will need to save your style template to USB, then redirect EndNote toread from it.Saving a style1. Edit the output style as required. Name and save the style when promptedA copy of your modified output style will be saved to My Documents2. Open My Documents and locate the style file. The file will have an .ENS extension3. Paste the file into a folder titled Styles on your USBAccessing a styleIn EndNote1. Select Preferences from the Edit menu2. Click on Folder Locations3. Click on Select Folder, select the e: USB drive4. Double click on Styles folder5. Click on Select Folder6. Click on Apply, then OKInserting Citations from an EndNote Library into a Word DocumentAn example of a Word document with in-text citations and a bibliographyWilliams (1988) claims another problematic area of student learning is the development of professional values andunderstanding of clients’ and colleagues’ needs. A study in the context of veterinary science (Heath 1990, p.34)found that both teachers and students regard these aspects of professional competence highly, but students andnovice veterinarians complain that they feel inadequate in their dealings with clients and superiors (Barnett 1983;Watkins 1983).BibliographyBarnett, S. A. (1983). "The theory of biology. A case study." Studies in Higher Education 8: 23-32. Heath, T. (1990).Education. Boston, McGraw-Hill Higher EducationWatkins, D. A. (1983). "Depth of processing and the quality of learning outcomes." Instructional Science 12: 49-58.Williams, B. (1988). Review of the Discipline of Engineering. Canberra, Australian Government PublishingService.To cite references and create the bibliography1. Open the EndNote library2. Open your Word document, place the cursor in the text where the citation is to appear3. Select the EndNote tab and click on Insert Citation / Insert4. In the Find box enter the author’s name (eg. Smith), click Find5. Click Insert and the selected citation will appear in your document, and the full reference added to thebibliography at the end of the document6. The in-text citation and bibliography will automatically format in the selected output stylePage | 9

INTRODUCTION TO ENDNOTEWorkbookModifying In-Text CitationsModify in-text citations to include page numbers, see also references or exclude an author’s name1. Click on the citation, to highlight it2. From the EndNote toolbar select Edit & Manage Citation(s)3. Select from available options, then click OKInsert See also inthe Prefix fieldInsert page numbersin the Suffix fieldNote: The Pages field is used for footnoting stylesExclude the authorusing the drop-downtools menuInserting a Figure, Chart, Diagram or TableA graphic or file from the Image field of an EndNote reference can be inserted into a document.1. Open your Word document, place the cursor in the text where the image is to appear2. Select the EndNote tab, click Insert Citation / Figure3. Locate the appropriate citation4. Click Insert and the selected image will appear in your document5. The figure number will appear within the textPage | 10

INTRODUCTION TO ENDNOTEWorkbookFormatting the BibliographyThe bibliography may be modified. Modifications include text font and size, bibliography title, line spacingand indents.1. Open your Word document2. Select the EndNote tab, click on Bibliography arrow3. Click the Layout tabGive the bibliography a headingInclude spaces between referencesRemove hanging indents(Change to 0.000 cm)Creating an Independent BibliographyIn EndNote1. Highlight the required references2. Click on Edit / Copy Formatted3. Open a Word document and PasteRemoving Field CodesRemove EndNote field codes from a Word document to enable the document to be opened on acomputer that does not have the EndNote program. Some publishers require the removal of field codesprior to article submission.In Word1. Select the EndNote tab, click on Convert Citations and Bibliography / Convert to Plain Text2. At the prompt, click OK3. A new document will be created without EndNote coding, leaving the original with EndNote codingSaving a Compressed copy of your EndNote LibraryYou can save your complete library to a single compressed file to easily back up your library, send acopy to a colleague or to move between different computersIn EndNote1. Click on File / Compressed Library(.enlx)…2. Select required option3. Choose a location to save the Compressed Library4. Save compressed LibraryNote: The compressed file contains both the .ENL library and the .DATA folder and its contents.Page | 11