Getting started with EndNote online

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1 [Type here] Getting started with EndNote online This workshop is an introduction to using EndNote online, a web based version of the desktop software EndNote, which is a bibliographic database programme designed to help you store, organise and retrieve your references. It helps you to format your references according to your chosen referencing style. You can also use EndNote with Word to insert references as you write your document. Last updated 10 th November 2015 This document and other Information Services documents are held online on our website:

2 University of Brighton Information Services Contents What is EndNote?... 3 Registering for EndNote online... 3 Creating and Sharing Groups... 3 Using Online Search... 4 Importing references from the Library Catalogue... 4 Importing references from Online Library databases... 6 Adding References using the Capture button... 9 Adding References Manually...10 Attaching files to a reference...10 Importing references from Aspire...11 Synchronizing desktop and online EndNote libraries...11 Searching for References in your EndNote library...11 Creating a Bibliography...12 Cite While You Write...12 Mac...14 Formatting your References...14 Mac...15 Installing the Endnote Plug-In...15 Installing the Endnote Plug-in for Mac users...16 Installing the Firefox extension...16 Page 2 Last Updated 10 th November 2015

3 Getting started with Endnote online What is EndNote? EndNote allows you to create, store and organise your references in personalised bibliographies and use these bibliographies in essays, dissertations and theses in whichever style you require. The web-based service is available to all staff and students registered at the University Brighton as part of our subscription to EndNote. It offers most of the facilities that EndNote does with a few exceptions and a few extras. The most important benefit is the facility to access your EndNote library from any computer with an internet connection. Note that you will need to renew your registration after one year. Registering for EndNote online Anyone can create a free online EndNote account but in order to access the UoB customised styles it's necessary to register using the following steps. 1. Select the Web of Science database from the Resources A-Z list on the Online Library. 2. Click on the Sign-In link at the top of the page and then select Register from the drop-down menu. (If you have already registered for Web of Knowledge then you can use the same login to access Endnote online). 3. This will take you to a registration page which you will need to complete; you will be asked to supply an address and a password. This does not need to be your university and password. 4. Once registered you can click on the EndNote tab at the top of the page and enter your address and password to access your online EndNote account. 5. Any time after registering you can access Endnote online by going direct to the EndNote website at: and select the option Login. Creating and Sharing Groups EndNote stores the references you collect in Groups; the default group is named Unfiled and this will appear if you have not yet created any groups. Printed Tuesday, 10 November 2015 Page 3

4 University of Brighton Information Services Exercise A Creating a Group for your references To create a new group for your references, click on the tab marked Organize at the top of the screen. Then select Manage My Groups. Click on New Group and enter a name for your group of references. Click OK. Endnote enables you to work collaboratively by sharing your groups. You can choose whether to give colleagues Read only access or Read & Write. Click the Share tick box then click Manage Sharing. Click Manage sharing and enter the details of the people you are going to share with in the blank box. Select either Read Only or Read & Write then click Apply. Using Online Search You can use EndNote to search directly for references from the PubMed or Web of Science database or connect to COPAC for searching library catalogues. COPAC is a joint catalogue of 24 major university research libraries in the UK and Ireland including the British Library. Exercise B Searching library catalogues using Online Search From the Collect tab, select Online Search and then select COPAC from the list and click Connect. Carry out your search, select Retrieve and from the list of results, tick the reference(s) you want to add. From the Add to group drop down menu select your group and click on My References to view the reference you have added to the group. Importing references from the Library Catalogue You can also import selected references directly from the University of Brighton catalogue. Page 4 Last Updated 10 th November 2015

5 Getting started with Endnote online Exercise C Importing references from the Library Catalogue Click on the link to the Library Catalogue from the Online Library and search for a book by title, author or keyword. From the results save the reference(s) you want to export to Endnote by using the Save button located in each result. In the pop up screen, under the Export link, select Endnote Web. The record will be imported into your EndNote web library. The reference will be saved automatically to the Unfiled group. You can save it to a group later by selecting a group from the Add to group drop down menu. Exercise D Importing multiple references from the Library Catalogue Click on the link to the Library Catalogue from the Online Library and search for a book by title, author or keyword. From the results save the references you want to export to EndNote by selecting the Save button and then entering a title into the New List field. Click Save. Go back to your search results and save a few more records in the same way. In the menu bar at the top of your screen click on My Lists. The number in brackets indicates how many lists you have created. Scroll to the bottom of your screen and select Endnote Web from the Export as menu. Click Export. The record will be imported into your EndNote web library. Printed Tuesday, 10 November 2015 Page 5

6 University of Brighton Information Services The reference will be saved automatically to the Unfiled group. You can save it to a group later by selecting a group from the Add to group drop down menu. Importing references from Online Library databases There are different ways of importing references from a database into EndNote depending on the database you are using. Exercise E Importing references from One Search Using the OneSearch search box, run a search and add the references you want to export to Endnote into the folder by clicking on the add to folder icon located in each record. Click on the Folder at the top of the screen which contains your selected references from OneSearch and select EndNote from the Export as menu. A dialogue box will appear with the option to Open or Save File. Select Save. Your references will be saved into your PC downloads folder as an.ris file. In your EndNote library, select the Collect tab and click on Import references. Use the Browse button to locate the saved file on your PC downloads folder Select the Refman RIS filter from the list of import filters. Select the group to import to and then click on Import. Exercise F Importing references from Web of Science database Page 6 Last Updated 10 th November 2015

7 Getting started with Endnote online Run a search within the database and select your reference(s) by clicking in the check box. Click on the Save to EndNote online option above the search results. Your references will automatically be sent to the Unfiled group in your EndNote library. Exercise G Importing references from Ebsco databases If you are using one of the following EBSCO databases: Art Full Text Allied & Complementary Medicine Database [AMED] Business Source Premier CINAHL Communication & Mass Media Complete Criminal Justice Abstracts GreenFILE Hospitality and Tourism Index Library & Information Science & Technology Abstracts PsycInfo SportDiscus Run a search in the database and select the references you wish to add to EndNote by clicking on the Add to folder link below the reference. Click on Folder in the toolbar at the top-right of the screen to view the selected references. Click on Select all then click on the Export icon. Select Direct Export to EndNote Web and then Save. Your references will automatically be imported into the Unfiled Group in your Endnote Web library. Exercise H Importing references from ProQuest databases If you are using one of the following ProQuest databases: Printed Tuesday, 10 November 2015 Page 7

8 University of Brighton Information Services Abstracts in New Technologies & Engineering (ANTE) Art Bibliographies Modern British Nursing Index (BNI) Design and Applied Arts Index(DAAI) International bibliography of the Social Sciences (IBSS) International Index to Performing Arts (IPPA) Linguistics & Language Behavior Abstracts (LLBA) ProQuest Hospital Collection Run a search in the database and select the reference(s) you wish to add to your EndNote library by clicking in the boxes next to each reference. Click Export. Select EndNote, Citavi or Reference Manager from the drop-down list. An Export window will open. Choose Export to: EndNote, Citavi or Reference Manager and click Continue. A dialogue box will appear with the option to Open or Save File. Select Save. Your references will be saved into your PC downloads folder as.ris file. In your EndNote library select the Collect tab and click on Import References. Use the Browse button to locate the saved file on your desktop. Select the Refman RIS filter from the list of import filters. Select the group to import to and then click on Import. Exercise I Importing references from SAGE Journals Online Select SAGE Journals Online and run a search. Select the reference(s) you wish to add to your EndNote library by ticking the Check Item box and then click the ADD citations button on the right of your screen. Select the option Save/Print/ /Download and click on Download to Citation Manager. Select Endnote Web from the Citation Manager Formats menu. Your references will automatically be imported into the Unfiled Group in your Endnote Web library. Page 8 Last Updated 10 th November 2015

9 Getting started with EndNote online If this process doesn t work, select the option Click here to download and save the file. The file will then open as plain text document, choose the option File > Save Page as and save the document to your desktop. In your EndNote library select the Collect tab and click on Import References. Use the Browse button to locate the saved file on your desktop. Select the Refman RIS filter from the list of import filters. Select the group to import to and then click on Import. Adding References using the Capture button The Capture tool can be useful for creating references from those databases that don t have an import option with Endnote or for creating references for web pages, such as blogs, that you are using for your work. Exercise J Adding a journal article with the Capture tool From the Options tab, select Download Installers. Drag and drop the button into your Bookmarks bar. In some browsers, you may need to right-click and select "Add to Favourites" or "Bookmark This Link". Search for the website you want to add to your library and click the Capture Reference button in your toolbar. A new reference window will open with the details of the website you wish to save. It is very important you fill in any missing information that is required for a complete reference. Scroll down to the bottom of the window, select a group if appropriate, then select my.endnote.com and Save to. Printed Tuesday, 10 November 2015 Page 9

10 University of Brighton Information Services Note this will work in Construction Information Services, British Standards and Google Scholar plus other databases and websites. Adding References Manually Exercise K Adding manual references to your group Click on the Collect tab at the top of the screen and select New Reference. Change the reference type by selecting from the drop down menu and enter the data in the appropriate bibliographic fields. In each field a text box appears for you to enter the data and as soon as you click anywhere outside the box EndNote will automatically save the data you have entered. Once data has been entered into at least one field you have the option to save the reference to a group. Click on the arrow for Groups below the Bibliographic Fields at the bottom of the page. Click on the box next to the group to select it and the reference will be saved to this group. References can be saved in more than one group and if you don t select a group the new reference is automatically saved to the Unfiled group. Attaching files to a reference EndNote allows you to attach files to your references. There is no restriction on the size of a file attached to a reference, but the total storage capacity for one account is restricted to 2GB. To attach a file to a reference, click on the File Attachments icon, then select Attach Files. Click Browse to select the file(s) you would like to upload. When the files are selected, click Upload. Page 10 Last Updated 10 th November 2015

11 Getting started with EndNote online Importing references from Aspire From the reading list in Aspire select Export then Export citations from the links at the top of the list. Select Save File in the next window. Go to your Endnote library and from the Collect tab select Import References. Browse for the RIS file in your downloads and choose RefMan RIS as the import filter. Synchronizing desktop and online EndNote libraries You can synchronize EndNote references and groups across the desktop, online and ipad versions using Sync. The Sync process is initiated through EndNote desktop and automatically synchronizes both libraries so that they match exactly and you have identical groups and references. Each time you add or remove references or groups the changes are updated. To start the sync process, go to the Tools menu in EndNote desktop and select Sync, or click the sync icon in the toolbar. The first time you do this you will need to provide details of your EndNote online account. Once you have done this, each time you select Sync the process will happen automatically. Where there are no corresponding groups to synchronize to, EndNote will put them in unfiled groups. You can then drag and drop them to the appropriate group or create a corresponding group. Searching for References in your EndNote library There is a quick search box at the top of the page to allow you to search for references within your library. You can enter a word, truncated word (using*) or a phrase (in inverted commas) and you can also combine terms using a + sign and spaces between the words. Exercise L Using Quick Search Printed Tuesday, 10 November 2015 Page 11

12 University of Brighton Information Services Click on the My References tab and, using the Quick Search box on the lefthand side of the screen, enter your search terms e.g. Author, keyword etc. The results will be displayed with the search word/s in red in the full record. The references in your groups can be sorted by clicking on the title of the fields, e.g. author, year, title and it will sort the references accordingly. There are more options for sorting in the Sort by drop-down box. Clicking on the title of the reference will display the full reference details and you then have the opportunity to edit the reference by clicking on the relevant field. Creating a Bibliography EndNote allows you to output your references in a selected bibliographic style eg. Chicago, Harvard, MLA which can then be printed, saved or ed. Exercise M Creating a bibliography Select the Format tab and then Bibliography. Select a group of references and choose the bibliographic style. Select rtf as the file format and then select Preview & Print to see how your printed bibliography will appear. You can also choose to save your bibliography and it can then be opened as a Word document. Cite While You Write Cite While You Write allows you to insert formatted references into your document and at the same time create a bibliography at the end of the document. To create the EndNote tab in Word on your own computer follow the instructions for Installing the Endnote Plug-In at the end of this document. Exercise N Inserting references into Word documents Page 12 Last Updated 10 th November 2015

13 Getting started with EndNote online Windows In a Word document, click on the EndNote tab to display the Cite While You Write tools and then select Preferences. In the Preferences dialogue box select the Applications tab and then select EndNote online to select your web-based Endnote library. You ll need to enter your details of your EndNote online account. Select OK. The toolbar will then change to the EndNote online toolbar and your online EndNote library is connected to your Word document. Place the cursor at a relevant point in your Word document and click Insert Citations. A Find Citation(s) dialogue box will open up in your online EndNote library. Search for your reference in your EndNote library, select the relevant reference by highlighting it then click on Insert. The citation will then appear in the text. Repeat this process throughout your Word document. You should now have a list of cited references at the end of your document. Printed Tuesday, 10 November 2015 Page 13

14 University of Brighton Information Services Mac In Word, select View, then Toolbars, then select EndNote to display the EndNote toolbar. Select Tools from the EndNote toolbar, then select Cite While You Write Preferences. In the Preferences dialogue box select the Applications tab and then select EndNote online to select your web-based Endnote library. You ll need to enter your details of your EndNote online account. Select OK. The toolbar will then change to the EndNote online toolbar and your online EndNote library is connected to your Word document. Place the cursor at a relevant point in your Word document and click Insert Citations. A Find Citation(s) dialogue box will open up in your online EndNote library. Search for your reference in your EndNote library. Select the relevant reference by highlighting it then click on Insert. The citation will then appear in the text. Repeat this process throughout your Word document. You should now have a list of cited references at the end of your document. Formatting your References Exercise O Change the format of your citations and bibliography Page 14 Last Updated 10 th November 2015

15 Getting started with EndNote online Windows Click on the drop down menu next to Style. You can choose the relevant referencing style to apply to your bibliography from the list. To see the complete list of styles click on Select another style at the top of the list. Note: if you have created a Favourites list in EndNote only those styles will appear. Mac Select the option Configure Bibliography from the EndNote toolbar. You can choose the relevant referencing style to apply to your bibliography from the list. To see the complete list of styles click on Select another style at the top of the list. Note: if you have created a Favourites list in EndNote only those styles will appear. Exercise P Edit a citation In your Word document, highlight the citation you wish to add edit, then select Edit Citation(s) from the EndNote toolbar. The following options are available under the Edit Citations tab remove author; remove year; add a prefix; or add a suffix. To add pages numbers use the Suffix box and select OK. Note: the Pages box may not be compatible with some bibliographic styles so we do not recommend you use this field. Further help Further information about EndNote can be found on the EndNote Web website at: Information Services has produced an online subject guide to EndNote and this is available at: Installing the Endnote Plug-In The university computers have been set up so that Endnote and Word will work together. You will need to install the Endnote plug-in on your own computer; this is Printed Tuesday, 10 November 2015 Page 15

16 University of Brighton Information Services also known as the Cite While You Write plug-in. You should also close Word and Outlook. From the Format tab click the Cite While You Write Plug-In button tand select Download Windows (for Macintosh users, see below ) Click Save. When it has finished a Download Complete message will appear; click Run. An Endnote Setup dialog box will appear. Exit any other programs before continuing. Read each screen and click Next to continue. When the software has been installed successfully click Finish. An EndNote tab should now appear in Word. Installing the Endnote Plug-in for Mac users Follow step 1 above and select Download Macintosh. The Endnote Installer window will appear in the Downloads window. Drag and drop the Endnote installer icon over the Applications folder icon. Open the Applications folder and open the Endnote Installer window. Click Open to confirm you want to open the installer. Close all other applications. The Endnote installer window will appear, click Next. Installing the Firefox extension This extension can be added to the web browser Firefox to allow direct export in to EndNote online from Web of Science or other providers that supports export to EndNote. 1. From the Options tab, select Download Installers. Under 'Firefox Extension,' click the Download Windows/Macintosh link. I f FireFox prevents the download, click Edit Options to add as a trusted source. 2. Click the Install Now button when prompted to confirm software installation. If prompted, select Run. This will launch the installation program.if prompted, select whether or not you would like EndNote to import direct export files from data provider web sites. Do not select EndNote online if you wish to continue exporting references directly to EndNote desktop. Click the Restart Firefox button. Page 16 Last Updated 10 th November 2015

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