EndNote X7 Basics Guide (Mac)

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1 TSRI, 400-S EndNote X7 Basics Guide (Mac) Contact Angela Murrell Outreach and Instruction Librarian Kresge Library Download site Must be TSRI faculty, postdoc, student, or staff Use your TSRI account (Without part) to sign in EndNote Training Guide Page A. Set Up EndNote Web New Library Import Journal Term Lists Set display fields Read/Unread Settings Duplicate record handling Setting Default Libraries...5 B. Importing records Web of Science PubMed (Manual Importing) SciFinder Scholar...9 C. Search databases from with EndNote...10 D. Find Full Text Setting PDF preferences Finding Full Text...12 E. Exporting References...13 F. Sharing Libraries...14 G. Global Changes...15 H. Using Groups...16 I. CWYW...17 J. Format paper (for non-word, non-papers)

2 A. Getting Started 1. EndNote Web The first time you open EndNote X7, you will see an EndNote Web option box. EndNote Web is a web-based version of EndNote that you can access from any Internet computer. EndNote Web is now fully synced with the desktop EndNote. If you already have a personal account in Web of Science, this is also your EndNote Web login. You can also create or connect your EndNote Web account to the desktop in the future. Click Cancel. 2. Create a new Library Open EndNote Select Create a new EndNote library in the window that opens (or choose New from the File menu) Click OK. In the next window, enter a name in Save As:. Select location (use desktop for this training) in Where:. You can select Save as Package to combine the.enl and.data folder. However, this is not recommended if you will be sharing this with Windows users. Click Save

3 3. Import Journal Term Lists (required step, best before entering citations, do for each library) Adding these will allow standard journal titles and abbreviations to link together. Go to Tools > Open term Lists > Journal Term List Click on the Lists tab. Be sure Journals is highlighted, then click Import List The lists should be found in Applications\EndNote X7\Terms Select one. (medical.txt for biologists, chemical.txt for chemists) Click Choose. Repeat the process for the other list(s) you wish to add. Click Close when done. To edit Journal terms, click on the Terms tab. Highlight a journal name and click Edit term. You can add or edit abbreviations Close the Term List window when done

4 4. Set Display Fields Go to the EndNote X7 menu and select Preferences Select Display Fields from the left menu Choose the field displayed from the pull down list for up to 8 columns displayed. You may also select [Do not display] to exclude a column. You can remove the Read/unread fields and rating fields here. You may also change the heading name for the column. The default is the Generic name for the field selected. Click Save. 5. Read/Unread settings - 4 -

5 6. Duplicate record handling Select Duplicates from the left menu Mark the fields to be compared when EndNote looks for Duplicates The fields must match exactly: abbreviations do NOT match full journal names. Decide if EndNote should Automatically discard duplicates when searching online. This does not apply when searching outside of EndNote. 7. Setting Default Libraries Select Libraries from the left menu Next to the text When EndNote starts: the pull down gives several options Set how you want EndNote to handle opening libraries. Note: Be careful when using Open the most recently used library if you tend to pass a library back and forth on , you may not be editing the copy of the library you think you are!! - 5 -

6 B. Importing records into EndNote Recommended: Use Firefox or Netscape. 1. Web of Science 2. Mark records from your search 3. Select EndNote from the Send To: option menu. 4. In the pop up, choose Full Record 5. Click Send 6. Click Cancel when complete For Firefox: select Open with: and choose the EndNote program at Applications > EndNote X7 > EndNote X7 If the file does not automatically import, or for Internet Explorer or Safari: A.ciw file will be saved. Locate the file. (Location set in Preferences of Safari) Or select Show in Finder from Downloads window Drag the file to the EndNote icon in the Dock, OR Right click (or hold the ctrl button and click) on the file. Select Open with then select Other Then select EndNote X7 (located in Applications > EndNote X7 > EndNote X7) - 6 -

7 7. PubMed First open the EndNote library. Go to PubMed and perform your search. Next, Mark the citation(s) you wish to save to EndNote. Click on the arrow next to the Send to: link. Select Citation Manager (note: limited to 200 records at a time) o If you choose File instead, you have to choose Format as Medline Click Create File. For Firefox users: Select the Open with option and click on Choose Locate the EndNote program (Applications > EndNote X7 > EndNote X7 ) Click Open. Then click Ok

8 Select PubMed (NLM) from the list in the Choose an Import Filter window. Click Choose. For IE or Safari users: A nbib file will be saved to your computer. Go to EndNote: o Select File >Import. o In the Import box that opens, select the file (usually called citations.nbib ). o Use the pull down list next to Import Options. o Select Other filters o Then select Pubmed (NLM). o Click Import

9 8. SciFinder Web Search SciFinder as usual. Once you have marked the citations you wish to import. Click on Export on the menu bar of the result set. Name the file. Under For: select Citation export format (*.ris). Click Export. Depending on the browser you are using, a popup window may appear. For FireFox: Mark Open with and click Choose Select the EndNote Program Click OK. For Safari: click SAVE. Go to EndNote, File>Import Select the file. Choose Reference Manager (RIS) as the Import Option Click Import - 9 -

10 EndNote X5 Basics (Mac) C. Search databases from within EndNote If you are on the TSRI Network, you can connect through EndNote to our databases that have connection files. Be sure you use the database name and the provider from the list below: Medline (OVID) Web of Science (ISI) PubMed (NLM)-free First the library should open in My Library mode. If not you can go there by clicking on the old Mac icon. If you close the library in My Library mode, the library will open in My Library mode the next time you open it. Then select the Online Search Mode (Globe) then click on the database: PubMed(NLM) If the database you want is not listed under Online Search click more Or use Tools> Online Search > New Search to begin an online search. o Highlight the database and click CHOOSE o No password is required, so click OK and the database should open. Perform the search Results are imported into a temporary window Select the desired reference(s) Go to References > Copy references to then select the library Hint: To save time, use the combined mode when you know only 1 record will be found, i.e., you have the PMID. But be careful, ALL results go directly into the Library

11 D. Finding Full text 1. Set PDF Preferences a. PDF attachments: Go to the EndNote X7 menu and select Preferences Select URL& Links from the left menu This box is checked by default, which will create copies of PDFs and store them in the library. If you uncheck this box, adding a PDF file will only create a link to its current location on your computer. (Does not apply to PDFs found with Find Full Text feature.) 2. Finding Full Text NOTE: This feature is set to automatically run in the latest update to EndNote X7. This could be an issue with computing times and license restrictions!! Go to EndNote X7 >Preferences > Find Full Text and uncheck the box to automatically enable this feature. a. Using the Find Full Text feature Highlight one or more references. Go to References > Find Full Text > Find Full Text The search will run in the background. In some cases a URL will be added to the URL field instead of a PDF

12 b. Set SFX as the OpenURL tool: You can set up EndNote to use the Kresge Library s OpenURL tool, SFX, if the built in Find Full Text feature does not find anything. This will not only help you find more PDFs but also facilitate ordering via ILLiad, Kresge Library s interlibrary loan service. Go to the EndNote X7 menu and select Preferences Select Find Full Text from the left menu Uncheck to turn off automatic Find Full Text Check the box next to Enable OpenURL. Delete current text in OpenURL Path: box. Type in: Click Apply. c. Using the OpenURL Link resolver Highlight a reference, Then go to References > URL > OpenURL Link. A window will open with the SFX services. If electronic access is available, it will be the first link. Otherwise, use the link to ILLiad to order articles we do not own. (See a librarian for more information.)

13 E. Exporting references 1. Export references Selected references can be exported directly from EndNote into an RTF. If any references are highlighted only those will export. To print all be sure all references are showing (References > Show all References) Or search for certain references using a keyword, author, keyword, etc. Or use the COMMAND or CTRL key to highlight more than one reference. Then References > Show Selected References Go to File > Export Be sure to note the location the file is saved. Name the file. Save file as type: Rich Text Format to have a word processing ready formatted list. Select Output Style. Click Save. Now go to Edit > Output Styles and select the style, it should now be in the drop down list. Finally, go to File > Print F. Sharing EndNote Libraries EndNote is designed as a single-user software, however, there may be times when you wish to share your library, for example with an admin who will add records to your library. 1. Compressed Library With the library open, go to File>Compressed Library (.enlx) You have the option to Create or Create & (will open Entourage) and the option to include attachments (be mindful of copyright!) Then choose which references: All references in the Library, or you may send only a Group, or some selected references. (Sending references this way maintains the Record Number, which is essential when working with Word documents.) Click Next Choose where to save the compressed library

14 2. EndNote Online/ Basic EndNote now comes with a free 2 year access to EndNote online, an online version of EndNote that you can sync with your desktop library (only one library can be synced) but you can share groups with collaborators. This is great for keeping your library up to date on several computers. You can assign read and read/write access to your groups so collaborators can add or remove references from your shared group. You can use Cite-While-You-Write directly from the Online version and you and your collaborators can cite from the shared group online. HOWEVER, the group you share will not sync to the other users desktop version. It will sync on your desktop, but it will only be available to them online. They can add the records to their library, but this could change the record number. To set up your EndNote Web account: Open the library you want to sync with the web version. If you already have a Web of Science alert account, that is also your EndNote Web login. To sign up for an EndNote Web account, go to Tools > Sync Click the Sign up button and follow the instructions to register for an account. This information should be populated in the Sync menu. Go to EndNote X7 menu >Preferences Select Sync Click Enable Sync Enter your and password you used to create the EndNote Online account. Select your sync preferences. 3. Another option is to put the library on a shared drive. Only one user will be able to open EndNote at a time, and all users must have permissions to read and write to it (see IT for more information about permissions)

15 G. Global Changes There are times when it would be useful to make a change to a set of references in a library, or even to all references in a library. Here are a few examples. CAUTION: There is no Undo feature for these global changes. Be sure to read all windows before clicking OK. 1. Edit > Change text This will change the text (like a find/replace) in any field or in a selected field. Great for misspellings or adapting subject terms 2. Tools > Change and Move Fields Used for adding the same term(s) to multiple records at once, or moving the contents of a field to another in multiple records. Be sure to select the field, e.g., Keywords o Keywords is a special field that gets indexed (like Author and Journal ) so you want to be sure new terms are on a separate line, or separated by a semicolon ; Use the Insert Special drop down menu to put a Carriage Return between entries. Click OK Read the pop-up window to be sure it is only editing the records you are showing Click OK

16 H. Using Groups EndNote X7 allows you to group references within a library. 1. Custom Groups Highlight the references (hold the ctrl key while marking several references). Go to Groups > Add References to Choose a Group listed or select Create Custom Group. Type in a name (for new group). 2. Using Smart Groups You can also set up Smart Groups that will automatically update with new records you import when the search criteria match. E.g., author is lerner, r Set up a search (e.g., author Contains learner, r), click Search Click on the gear button next to the Search button. Select Convert to Smart Group. Type in a name for the Smart Group. 3. Using Group Sets For an extra level of organization, EndNote X6 allows you to create Group Sets, which are simply folders for placing multiple Groups and/or Smart Groups together. Go to Groups>Create Group Set. Type in a name for the new Group Set. Drag Groups and Smart Groups to the Group Set

17 I. CWYW - Cite While You Write Cite While You Write (CWYW) is a feature in EndNote that allows you to insert citations into a paper and format the MS Word, or Apple Pages 09 document to the journal publication style requirements of hundreds of journals and publishers. Please refer to the additional handout for your word processor. All the functionality is the same, but some of the tools names and how you access them may have changed from older versions of EndNote. NOTE: If you use any other word processing program use the Format Paper tool to format an.rtf document. J. Format Paper (for use with unsupported word processed documents) When using another word processing software, insert references into the paper in the following format: {author last name, year #reference number} Example: {Agah, 2005 #105} The reference number is found in the header of the record in the EndNote library. This number can also be displayed in the Display Fields showing at the top of the library. To do this, go to EndNote > Preferences and choose Display Fields. Select Reference Number from near the top of the pull down menu list

18 When the paper is finished, save it as an rtf (rich text format) file. Close the paper. Open the EndNote library the references from the paper come from. Go to Tools > Format Paper> Format Paper. Select the rtf file you just saved. Select the Output Style. Click Format. The default name will be the paper name with the output style name tacked on (for example: mypaper-acs). This is recommended. (To format in a different style you will need to have the original unformatted file.) Choose Where to save the file and click Save. To save in another Output Style format, repeat these steps with the original, unformatted rtf file

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