EndNote: How to install EndNote

Transcription

1 EndNote: X3 EndNote: How to install EndNote Preparing to install EndNote X3 EndNote software is not backwardly compatible a library file created or converted to a higher version cannot be used in a lower version. Griffith University currently uses version X3 (v13). If you already have a previous version of EndNote installed on your personal computer or laptop, it must be completely uninstalled before updating. This will not affect any existing libraries. Click on the Start button, point to Settings, then click on Control Panel. Double-click on Add or Remove Programs. Click on the EndNote version from the alphabetical list, then click Remove. Follow any prompts. After the program is uninstalled, use My Computer or Windows Explorer to go to C:\Program Files\. Ensure that there is no EndNote folder remaining. Close My Computer and open Microsoft Word. Ensure that the EndNote tab has been removed (or toolbar in Word 2003). Compatibility issues Please note - you should install EndNote X2 or later only if: you are a Windows user with Word 2003 or later OR you are a Macintosh user and you have Word 2004 or later. Downloading EndNote X3 In a browser, log in to the Griffith Portal. Select Computing from the navigation bar on the left of the page. Select Software under the Popular Links heading. Click the Download Mirror button. Scroll down the page until you see EndNote X3 for Win (or Mac) and check the box beside Download to the right of the screen. Scroll to the bottom of the screen and click Download Selected. Click Save to save the installer file to your computer or click Run to download and install the software.

2 Related QuickNotes EndNote: Installing Griffith U connection file and AGPS Harvard style Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

3 EndNote: X3 EndNote: Installing other style and connection files Griffith U connection file In order to download references from the Griffith University Library Catalogue you will need to install the Griffith U connection file. In a browser, log in to the Griffith Portal. Click on Library from the navigation bar on the left of the page. Click on Library homepage under the Library heading. Click on the Workshops and Training icon. Click on Self-help resources from the navigation bar on the left of the page. Click on EndNote from the navigation bar on the left of the page. Click on the Griffith University catalogue connection file link under the Getting Started heading. In the File Download dialog box, click Save. Browse to save the file to C:\Program Files\EndNote X3\Connections Click Save. NOTE: You may also like to save a copy onto your USB removable drive so that it is available at a variety of computers. The Harvard style file The inbuilt EndNote style named Harvard is not formatted as expected by some academics at Griffith University. A better match is the style called AGPS (Harvard) from the Australian Government Publishing Service. In a browser, log in to the Griffith Portal. Click on Library from the navigation bar on the left of the page. Click on Library homepage under the Library heading. Click on the Workshops and Training icon. Click on Self-help resources from the navigation bar on the left of the page. Click on EndNote from the navigation bar on the left of the page. Click on the AGPS Harvard EndNote style link under the Getting Started heading. In the File Download dialog box, click Save. Browse to save the file to C:\Program Files\EndNote X3\Styles Click Save.

4 NOTE: You may also like to save a copy onto your USB removable drive so that it is available at a variety of computers. More Connection Files, Output Styles and Filters A number of commonly used connection files, output styles, and import filters can be found on the Support For Research EndNote page: To find many more connection files, output styles, and import filters, go to Related QuickNotes EndNote: How to install EndNote Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

5 Endnote: X3 Endnote: Edit Library Window Display When a library is opened in EndNote, it is displayed as a list of references. Information displayed in the library window includes the first author s surname, the year of publication, as much of the title as will fit in the window, and if available, a URL. Up to eight fields can be displayed in the library window. To change the fields displayed in the library window: Select Edit, Preferences to open the EndNote Preferences dialog box. Select Display Fields category. Click next to the column field to be added. Select the field to be displayed. Click the column heading. Type a name for the column heading, if required. Click. Toolbars Group pane Tab pane Status bar Figure 1: EndNote Library window A tab pane can be displayed at the bottom of the library window. Two options are available: a preview tab and a search tab. The preview tab can be used to display a selected reference using the active bibliographic style. The search tab can be used to search local libraries or remote databases. Click the required tab to display the selected pane. To show or hide the tab pane: Select Tools, Show Tab Pane or select Tools, Hide Tab Pane or click click on the Status bar or on the Status bar.

6 Related QuickNotes EndNote: Selecting and Viewing References EndNote: Groups Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

7 EndNote: X3 EndNote: Entering References An EndNote library can contain an unlimited number of references. To add a new reference into a EndNote library: Open the required library. Select References, New Reference to open a New Reference window. Click the Reference Type drop down menu to select the appropriate reference type. Type the appropriate information in the fields of the reference. Press Tab to move forward through the reference fields. Press Shift + Tab to move back through the reference fields or click on the required field to enter information. Close the reference window. Reference Type drop down menu Active field Figure 1: New Reference window

8 Related QuickNotes EndNote: Field Entry Rules EndNote: Linking to Electronic Resources EndNote: Editing and Deleting References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

9 EndNote: X3 EndNote: Field Entry Rules Author Fields Enter the full name if possible. EndNote can abbreviate names as required. Names can be entered in the following formats: Lastname, Firstname/Initial Middlename/Initial Firstname/Initial Middlename/Initial Lastname Enter each name on a separate line. Separate initials with a space or a fullstop. Enter all authors names. EndNote can truncate the list with et al. or and others if required by the bibliography style. If all the authors names are unknown, enter et al. or and others as the last author, followed by a comma. Enter corporate authors names followed by a comma. Do not enter any other commas in the name. Australia. Treasury Department, Enter multiple word last names in the following format: Garcia Marquez, Gabriel Enter author names with elements such as III in the following format: Getty, J. Paul, III Title Fields Do not press Enter while entering titles. Allow titles to wrap to the next line of the window. Do not include any punctuation at the end of the title. Capitalise titles as they are to appear in bibliographies and citations. Date and Year Fields Enter year as a four-digit number, such as Enter dates as they are to appear. EndNote does not reformat dates. Pages Field Enter page ranges in either of the following formats: The format of the page numbers depends on the bibliography style selected. Do not enter commas in the Pages field. Keywords Field Be consistent - use a semi colon or backslash to separate entries in this field. Another option is to enter each keyword on a separate line.

10 Related QuickNotes EndNote: Creating References EndNote: Editing and Deleting References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

11 Endnote: X3 Endnote: Selecting and Viewing References It is possible to view the full record for each reference in a library. The number of windows open at any one time depends on the amount of memory available. To view the full record of a reference: Select the required reference. Select References, Edit References or double click the required reference. To show or hide empty fields in a reference window: Open the required reference. Click or click. To close a reference window: Select the reference window to be closed. Select File, Close Reference. Selecting References It is sometimes necessary to be able to select individual references or groups of references in order to be able to print or work with them. To select a single reference: Click on the required reference. To select a sequential group of references: Click on the first required reference. Hold down Shift and click on the last required reference. To select a non-sequential group of references: Click on the first required reference. Hold down Ctrl and click on each required reference. To deselect highlighted references: Click on a different reference. To display selected references in a library window: Select required references. Select References, Show Selected References.

12 To hide selected references in a library window: Select references to be hidden. Select References, Hide Selected References. To display all references in a library window: Select References, Show All References. The table design style can be found in the Design tab on the Word 2007 ribbon. The table heading style presents headings in a bold format. Related QuickNotes EndNote: Library Window EndNote: Sorting References EndNote: Groups EndNote: Printing Reference Lists Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

13 EndNote: X3 EndNote: Sorting References The Sort option is used to sort references in a library and also to specify a customised sort order for a bibliography as part of a bibliographic style. By default, the library window is sorted alphabetically by the first author s surname. To sort references by other fields: Open the required library. Select Tools, Sort Library to open the Sort Options dialog box. Click to display the list of fields. Select the field to be sorted by. Click on the button to the right of the field to specify either ascending ( ) or descending ( ) order (see Figure 1: Sort Options dialog box ). Repeat to add other fields to sort option or click to display the list of fields. If required, select None to remove fields from sort option. Click. NOTE: Libraries can also be sorted by clicking on the column headings in the library window. Ascending order Descending order

14 Figure 1: Sort Options dialog box Related QuickNotes EndNote: Library Window EndNote: Selecting and Viewing References EndNote: Searching for References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. 9 May 2011 CRICOS No E

15 Prepared by: INS, Learning and Teaching Last modified: May May 2011 CRICOS No E

16 EndNote: X3 EndNote: Editing and Deleting References Editing References References in EndNote can be edited individually, or globally as a group. To edit a single reference in a EndNote database: Open the required library. Double click the required reference or highlight the required reference. Press Enter or select References, Edit Reference. Press Tab to move forward through the reference or press Shift + Tab to move back through the reference or click on the required field to enter information. Edit the information in the required fields. Close the reference window. A new dialog box is displayed. Click to save the changes or click to remove the changes. NOTE: Click Do not display this message again to stop displaying the dialog box. Deleting References References can be deleted individually or in groups. To find and move references to the Trash: Open the required library. Select the reference(s) to be deleted. Press Delete. To delete references: Select the Trash group. Select References, Delete Trash References. Click.

17 Related QuickNotes EndNote: Creating References EndNote: Field Entry Rules Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

18 EndNote: X3 EndNote: Duplicate References Importing references from a number of different sources could mean the same reference is imported more than once. EndNote can list possible duplicate references for deletion. EndNote defines duplicate references if the contents of the author, year, title, and reference type fields are identical. To remove duplicates: Open the required library. Select References, Find Duplicates. The library window displays any suspected duplicate references. Select the reference(s) to be deleted. Press Delete. NOTE: References should be checked before deleting them. Other fields than the ones displayed in the library window may contain differing information. To change how EndNote defines duplicates: Open the required library. Select Edit, Preferences to open the EndNote Preferences dialog box. Select Duplicates category Select the fields to be compared for duplication. Click. Related QuickNotes EndNote: Editing and Deleting References EndNote: Importing References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May 2011 CRICOS No E

19 EndNote: X3 EndNote: Searching for References The Search tool enables searching for references in EndNote libraries and remote databases according to specified criteria. To find a specific reference in a library: Open the required library. Select Tools, Search Library or Click the Search tab in the Tab pane. The Search tab is opened. Specify the required search options. Click. Any references matching the specified search will be displayed. All other references will not be displayed. Quick Search Search tab Figure 1: Search tab EndNote also provides a Quick Search text box on the main toolbar to quickly search the active library. The Quick Search tool searches all fields in the EndNote library. To use the Quick Search tool: Open the required library. Click in the Quick Search window on the main toolbar. Type the required term and press Enter. Any references matching the specified term will be displayed. All other references will not be displayed.

20 Related QuickNotes EndNote: Selecting and Viewing References EndNote: Sorting References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

21 EndNote: X3 EndNote: Exporting from Library Search References can be exported directly from Griffith University Library Search results to EndNote X3*. Note: Internet Explorer does not support exporting of references to EndNote X4 in the Griffith University environment. Please use Mozilla Firefox browser. Mozilla Firefox can be downloaded for free from To export a reference from Library Search into an EndNote library: Open EndNote. Ensure the LibrarySearch tab is highlighted on the Griffith Library webpage Enter keywords for your search (you may restrict search options by choosing books, ebooks and/or journal articles. Click Search. Mark appropriate references by hovering mouse over top right hand corner of record until you see the save this item icon. Save this item Figure 1 Library Search Window Click Save this item. Items will be automatically saved to a temporary file which appears at the bottom right hand corner of the screen Click EndNote tab Close Clear Folder Figure 2 Saved Items Window Click Endnote tab

22 * If you are in Griffith University environment a dialog box will appear click OK. The saved references will be exported to your EndNote library. Figure 3 Dialog box - Opening summon Click close or to close window. Note: there is an option to clear records from the saved items after you have exported your references to EndNote OR you can close the saved items box and continue your research adding more items as you find them and exporting them to EndNote as one group. Related QuickNotes EndNote: Checking Import Requirements EndNote: Duplicate References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

23 EndNote: X3 Importing References EndNote is designed to work with the labelled output of bibliographic databases. If the results of a database search are saved to a text file, including field labels, they can be imported into EndNote for use in the creation of citations and bibliographies. When importing references into EndNote, it is recommended that they first be imported into a new library. The references can then be imported from one library to another, as required. To import a file of references into an EndNote library: Open or create the required library. Select File, Import to open the Import dialog box. Click to open the Open dialog box. Locate and select the required file. Click. Click to display the drop down Import Option list. Select the required import option or select Other Filters to display the Filter Manager. Select the required filter. Click. Click to display the drop down Duplicates list. Select the required duplicate option. Click. The successfully imported references will be displayed in the library window. Figure 1: Import dialog box

24 Related QuickNotes EndNote: Duplicate References EndNote: Exporting from Library Search Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

25 EndNote: X3 EndNote: Copying References References can be imported, or copied from one library to another. To copy references from one EndNote library to another: Open the library with the required reference(s). Select the reference(s) to be copied. Select Edit, Copy. Open the library into which the reference(s) is to be copied to. Select Edit, Paste or Hold down the left mouse button then drag and drop the references to the required library window. Related QuickNotes EndNote: Importing References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May 2011 CRICOS No E

26 EndNote: X3 EndNote: Groups Groups can be used to break a library into subsets (or groups). References that are not part of the group are not displayed. There are two types of groups: Automatically generated groups including All References, Search Results, Transferred References and Duplicated References. Custom groups created by the user. Up to 500 custom groups can be created in a single library. Each reference can only be added to a group once although it can be added to as many groups as required. References can be deleted from groups as required. Deleting a reference from a group does not delete it from the library. Deleting a reference from a library deletes it from any groups it has been added to. To hide or display the Group pane: Select Groups, Hide Groups or Select Groups, Show Groups. To create a group: Display the Group pane. Select Groups, Create Group. A new group is added to the list of custom groups in the Group pane. Type the name of the new group. To add references to a group: Select the reference(s) to be added to the group. Select Groups, Add References To, then select the required group or Drag the selected reference(s) over the required group. To remove references from a group: Display the group with the reference(s) to be removed. Select the required reference(s). Select References, Remove References From Group. A dialog box may be displayed. Click to delete the selected reference(s). NOTE: Click Do not show this message again to stop displaying the dialog box.

27 To remove a group: Display the Group pane and select the group to be removed. Select Groups, Delete Group. A dialog box may be displayed. Click to delete the selected group. NOTE: Click Do not show this message again to stop displaying the dialog box. Related QuickNotes EndNote: Library Window EndNote: Selecting and Viewing References EndNote: Editing and Deleting References Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

28 EndNote: X3 EndNote: Adding Citation and Reference Lists to Word Documents One of EndNote s most useful features is the ability to integrate with word processing applications. After creating an EndNote library database, references can be cited within the body of a Microsoft Word document, and a reference list automatically generated from the citations. The format of the citations and reference list is dependent upon which bibliographic style is selected in EndNote. To add a citation and reference list entry in Word from EndNote: Open a document in Word. Position the cursor where the citation is to be inserted. Select Endnote X3 Tab, Find Citation References dialog box. Type the term to search for, such as the author's name. Click. Find Select the reference to be cited from the list of retrieved references. Click., to open the EndNote X3 Find & Insert my A formatted reference to the citation will be displayed in the document and a reference list entry will be added to the end of the document. NOTE: EndNote and the required library must be opened before adding citations. Figure 1: EndNote Find Citations dialog box in Word

29 Related QuickNotes EndNote: Editing Citations EndNote: Bibliographic Styles Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

30 EndNote: X3 EndNote: Editing Citations EndNote can only format citations according to the default format as indicated in the selected style file. Individual citations can be edited to exclude the author or year from a citation, or page numbers included. NOTE: Citations that are not edited as indicated revert back to the default format if a different style is selected or if the citation field is updated (when the document is opened, for example). To edit a citation in Word: Position the cursor in the citation to be edited. Select Endnote X3 Tab, Edit Citation(s). The EndNote X3 Edit Citation dialog box is displayed. Select the required option(s), including: Exclude author. Exclude year. Click. Figure 1: EndNote X3 Edit Citation dialog box in Word NOTE: If the pages number isn t showing, it may be due to the style you are using. Try using the suffix field instead.

31 Related QuickNotes EndNote: Adding Citations and Reference Lists to Word Documents EndNote: Bibliographic Styles Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E

32 EndNote: X3 EndNote: Changing Bibliographic Styles When citations and reference lists are formatted in a Word document, they are formatted according to the currently selected style in EndNote. The current style can be identified on EndNote's toolbar. If the selected bibliographic style is not suitable, it is easy to change the format of both the citations and the reference list. To change the selected bibliographic style in Word: Open a document in Word. Add the required citations. Select Endnote X3 Command Tab. Select the Dialog Box Launcher in the Bibliography group. The EndNote X3 Format Bibliography dialog box is displayed. Select the required style from the With output style: drop down list. Click. Related QuickNotes EndNote: Adding Citations and Reference Lists to Word Documents EndNote: Editing Citations Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May 2011 CRICOS No E

33 Endnote: X3 EndNote: Cite While You Write Options Cite While You Write (CWYW) options enable users to easily create citations and generate reference lists in Word documents. To enable or disable the automatic generation of reference lists in the current document: Open the required document in Word. Select Endnote X3 Command Tab, Select the Dialogue Box Launcher from the Bibliography group The EndNote X3 Format Bibliography dialog box will appear. Select the Instant Formatting tab. Click click to disable the automatic generation of bibliographies or to enable the automatic generation of reference lists. Click. Related QuickNotes EndNote: Adding Citations and Reference Lists to Word Documents Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May 2011 CRICOS No E

34 EndNote: X3 EndNote: Displaying EndNote Options in Microsoft Word If EndNote s toolbar and menu options are not displaying in Word after installation, the following steps can be used to get the tools to appear in Word. To add EndNote options to Word: Click (Start), Control Panel to open the Control Panel window. Double-click Add or Remove Programs to open the Add or Remove Programs window. Select EndNote X3 from the list and click Change to display the EndNote X3 Setup dialog box. Select the Repair Option and click Next to run the Setup. Click Finish when the process finishes. Start EndNote and open an EndNote library. Start Word and the EndNote X3 Command Tab should be displayed on the Ribbon. Figure 1: Endnote X3 Setup Dialog Box

35 Related QuickNotes EndNote: Adding Citations and Reference Lists to Word Documents Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Learning and Teaching Last modified: May May 2011 RICOS No E

36 EndNote: X3 EndNote: Printing Reference Lists Reference lists can be generated with EndNote, without having to add citations to a Microsoft Word document. To print a reference list in EndNote: Select and display only the references to be included in the reference list. To select a single reference: Click on the required reference. To select a sequential group of references: Click on the first required reference. Hold down Shift and click on the last required reference. To select a non-sequential group of references: Click on the first required reference. Hold down Ctrl and click on each required reference. To deselect highlighted references: Click on a different reference. Select File, Print to open the Print dialog box. Make any changes as required. Click. NOTE: All output is formatted according to the applied style. The format can be seen in the reference preview panel. The style file must be edited in order to modify the format of the references. Related QuickNotes EndNote: Selecting and Viewing References EndNote: Adding Citations and Reference Lists to Word Documents EndNote: Bibliographic Styles Help menu within EndNote. See for links to QuickNotes, password information, filter, connection and style files. Prepared by: INS, Teaching and Learning Last modified: May May CRICOS No E

37 EndNote: X3 EndNote: FAQs This document is intended to provide information to allow LITH to assist clients logging calls relating to common problems experienced with EndNote. EndNote s toolbar and menu options are not displaying in Word after installation To add EndNote options to Word: 1. Click Start 2. Select Settings 3. Click Control Panel to open the Control Panel window. 4. Double-click Add or Remove Programs to open the Add or Remove Programs window. 5. Select EndNote X3 from the list and click Change to display the EndNote X3 Setup dialog box. 6. Select the Repair Option. 7. Click Next to run the Setup. 8. Click Finish when the process finishes. 9. Start EndNote and open an EndNote library. 10. Start Word and the EndNote X3 Command Tab should be displayed on the Ribbon. What can I do if Word shows long codes where my citations and references should be? EndNote places 'field codes' in the background of your Word document wherever a citation or reference has been inserted. These codes do not normally show in Word, unless field codes are for some reason set to be displayed. You can 'turn off' field codes in a document by pressing the ALT key and the F9 function key simultaneously. This should reinstate your citations and cause the field codes to disappear. If you always find the same problem, please do the following while accessing Word 2003: 1. Click the Tools Tab. 2. Select Options. 3. Click on the View tab. 4. Refer to the Show section. 5. Make sure field codes is NOT selected. 6. Click on OK. If you always find the same problem, please do the following while accessing Word 2007: 1. Click on the Office button in the top left corner. 2. Click Word Options. 3. Select Advanced. 4. Scroll down to Show document content and make sure the box next to Show field codes instead of their values is unchecked. 5. Click on OK.

38 How to I remove field codes to submit plain text copy? The Cite While You Write codes can be removed. Word saves your document without embedded formatting codes, so you can submit your paper to a publisher or share your final paper with a colleague using a different word processor (including a different version of Word). To remove the field codes Word 2003: 6. Save any changes to original document. 7. In Word, from the Tools menu, go to the Endnote X3 submenu 8. Select Remove Field Codes 9. A warning message will appear. Click OK to proceed. A copy of the document, without field codes, appears in a new document window. 10. Save this document with a new name. To remove the field codes Word 2007: 11. Save any changes to original document. 12. In Word, select the EndNote X3 tab 13. Click the Convert Citations and Bibliography button. 14. In the pull-down menu select Convert to Plain Text. 15. A warning message will appear. Click OK to proceed. A copy of the document, without field codes, appears in a new document window. 16. Save this document with a new name. Note: If you are working with master and subdocuments in Word, the Remove Field Codes or Convert to Plain Text command warns that it will strip codes from the original documents. You should first manually save copies of the master and subdocuments, and then remove codes from the copies. The copy does not contain Cite While You Write field codes, so you cannot reformat with Cite While You Write. To reformat, start with the original document, which retains field codes. Prepared by: INS, Learning and Teaching Last modified: May May CRICOS No E