ENDNOTE X1 EndNoteX docx EndNote X1 1/8/2010

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1 ENDNOTE X1 1/8/2010

2 MACQUARIE UNIVERSITY LIBRARY Course Notes prepared by: Macquarie University Library Copyright Macquarie University 1/8/2010 page ii

3 Table of Contents Table of Contents... ii ENDNOTE X Course Aim... 5 Learning Objectives... 5 INTRODUCTION... 6 The EndNote Library... 6 EndNote Manual... 7 Creating, Opening and Saving Libraries... 7 ADDING, EDITING, SORTING AND SEARCHING FOR REFERENCES...10 Adding a New Reference...10 The Reference Template...11 The EndNote Library Window...16 Editing a Reference...16 Searching for a Reference...17 Sorting references...18 Creating Groups of References...19 USING ENDNOTE WITH WORD...20 Output Styles...20 Adding an EndNote citation to your Word document...21 Formatting the Bibliography...22 Editing In-text Citations...23 Other Functions...25 PRINTING FILES...26 Create and print an independent bibliography...26 Printing individual references...26 BACKING UP YOUR LIBRARY...27 IMPORTING/EXPORTING DATABASE SEARCH RESULTS TO ENDNOTE...28 Direct Export...29 Importing...34 CONNECTING TO LIBRARY CATALOGUES...38 Connecting to Macquarie University Catalogue through EndNote /8/2010 page iii

4 FURTHER HELP...41 APPENDIX 1: CITATIONS...43 APPENDIX 2: ENDNOTE PREFERENCES...44 APPENDIX 3: ADDING IMAGES & FILES...48 APPENDIX 4: IMPORTING BIBLIOGRAPHIC LISTS INTO ENDNOTE...49 APPENDIX 5: USING MANUSCRIPT TEMPLATES...51 APPENDIX 6: ETHICAL & LEGAL ISSUES /8/2010 page iv

5 ENDNOTE X1 Course Aim Learn features of to manage in-text citations and produce bibliographies. Learning Objectives 1. Create, open and save a library. 2. Add a new reference to your library manually, edit a reference, search for a reference and sort references. 3. Use EndNote with Word to create in-text citations and to format a bibliography in a required bibliographic style (e.g. APA 5 th or Harvard). 4. Import references to EndNote from databases using EndNote Filters and/or Direct Export. 5. Import references from Macquarie University Library catalogue using an EndNote connection file. 6. Identify EndNote Help options. Note: These notes have been written using with Windows XP and Word System requirements runs under the following operating systems: Windows 2000 Windows XP 2002 Windows Vista Mac OS X (10.4.x 10.5.x) Word processor compatibility is compatible with the following word processing software: Microsoft Word for Windows 2000, XP, 2003, 2007 Microsoft Word for Macintosh X ( ), 2004 Check the manual for complete information on system compatibilities. 1/8/2010 page 5

6 INTRODUCTION With you can: Create a library to organise, store and manage your references (citations). Add references to your EndNote library from online databases and library catalogues by either: 1. Using EndNote filters to import a saved reference file 2. Direct Export 3. Connecting to library catalogues to download selected references to your EndNote library. Insert citations into your Word document whilst automatically creating a bibliography in your required style. The EndNote Library An EndNote library is a collection of references, each containing the information required to create a bibliography. Additional information can also be stored in these references, such as keywords, abstracts and notes, which can help you to manage and identify references relevant to your research. There is no limit to the number of references you can create in an EndNote library. It is recommended that the number not exceed 100,000 to maintain efficient performance managing the database. There is no limit to the number of libraries you can create, assuming that you have the memory space to store them. However, we recommend that you keep all the references you cite in a paper or thesis in one main library, as merging the bibliographies can be tricky. By default the library window displays a paperclip and fig+ icon for attached files (images, graphs and attachments), and the Author, Year, Title, Journal, Reference Type and URL of each reference, which are sorted in alphabetical order by the first author. Each library is a separate file that can be moved, copied, renamed or deleted. If you are moving or copying your library, you need to move or copy the library file (with the extension.enl) and the associated Data (extension.data) folder. Both the library and the data will have been saved in the same location. 1/8/2010 page 6

7 EndNote Manual When you load a copy of the EndNote program you are also given access to the full EndNote manual. The manual provides all the information you need to get started or find out specific answers to questions. The EndNote guided tour Chapter 3 is a great place to start. To open the manual in your computer, select Start then the menu Programs EndNote EndNote Manual. Creating, Opening and Saving Libraries It is possible to create more than one library and to have more than one library open at the same time. To open EndNote and create a new library 1. Select Start then the menu Programs EndNote EndNote Program. 2. Select the Create a new EndNote library radio button. 3. Click the OK button. 4. Select the location where you want to store this library (e.g. to your A: or C: or other drive) from the Save in drop down list. Enter a name for the file in the File name field. 5. Click the Save button. Note: EndNote libraries are created with the format filename.enl with the filename being the name you assign. enl is the file extension for an EndNote Library. Save your library file/s to a location that will make it easy for you to retrieve them later. 1/8/2010 page 7

8 Your new library will look like this and is now ready for you to add your data. EndNote library name Number of references in To create a new library from within EndNote 1. Select the menu File New. 2. Select the location where you want to save this library (e.g. your A: or C: or other drive) from the Save in drop down list. Enter a name for the file in the File name field. 3. Click the Save button. To open an existing library from Startup 1. Open EndNote by selecting the menu Start Programs EndNote EndNote Program 2. Select the Open an existing EndNote library radio button. 3. Click the Browse button. 4. Select the location where you previously saved the library from the Look in drop down list. 5. Select the library file name in the File name list and click the Open button. To open a library from within EndNote 1. Select the menu File Open. 2. A list of file names for recently opened libraries is listed underneath Open Library. Select the required library name from the Open menu to open the library, or select Open Library to browse for the library. To close a library * Select the menu File Close Library. OR *Click the small X in the top right corner of the EndNote library window. 1/8/2010 page 8

9 Exercise 1 Creating, closing and re-opening a new library 1. Open EndNote by selecting the menu Start Programs EndNote EndNote Program. 2. Select the Create a new library radio button and click OK. 3. From the Save in drop down list select the location where you want the library to be saved. 4. Name your library, e.g. test.enl, in the File name field. 5. Click the Save button. 6. Close the library by selecting the menu File Close Library. 7. Re-open the test.enl library by selecting the menu File Open test.enl. 1/8/2010 page 9

10 ADDING, EDITING, SORTING AND SEARCHING FOR REFERENCES Most of the functions you will use when working with references in your library can be found under the menu References. This menu allows you to add, edit and delete references. It also offers the EndNote search and sort functions. Adding a New Reference References can be added electronically from databases and the library catalogue (see notes later in this handout). To add references manually the EndNote library must be open. 1. Select the menu References New Reference or press the shortcut keys CTRL+N. This opens a new reference template. 2. The default Reference Type on a New Reference template is Journal Article. If you require a different Reference Type, select another Reference Type, e.g. Book, from the Reference Type drop down list. It is possible to amend and/or create new Reference Types. Check Appendix 2 in this handout. 3. To add the information into the template, click in the appropriate field (Author, Title, etc.) and start typing. Use the Tab key to move between fields. 4. To save the information select the menu File Save or click the X in the top right corner of the New Reference template. 1/8/2010 page 10

11 Reference Type drop down list Spell Check EndNote has a spell check feature which will check the spelling in all fields except Author, URL, Figure, and File Attachments. This is not an automatic feature, but one which you need to perform manually. To set Spell check preferences for Endnote: 1. In EndNote select Edit Preferences Spell Check Options 2. Tick the boxes for spelling options and select language type. Click OK. 3. Open the EndNote record(s) you wish to check. If you want to check only a portion of the text, highlight only that text. 4. Select from the EndNote menu Tools Spell Check. 5. If EndNote finds a word that is not found in the selected dictionaries, it displays a Check Spelling dialog. The Reference Template Some fields have rules for how information should be entered. Author and Editor Names Author and editor names must be entered with one name per line. If an author s name is too long to fit on a single line, just let it wrap to the next line as you type it. Author names can be entered either with the last name followed by a comma and the first name, or the first name followed by the last name. For example: o Smith, Brian OR 1/8/2010 page 11

12 o Brian Smith EndNote can abbreviate first and middle names, so for maximum flexibility enter whole names whenever possible. If you are entering initials instead of full names, be sure to type a period or a space between initials, (for example Fisher, J.O. or J O Fisher ), otherwise EndNote interprets the initials as a single name Jo. Corporate Authors When entering corporate authors, put a comma after the name o e.g. BHP Billiton, Make sure that you do not have any commas in the name because all text before a comma is interpreted as a last name. Dates Enter dates as you would like them to appear in your references. EndNote does not reformat dates. Using et al. or Similar Abbreviations o Enter all author names for a particular reference. EndNote will truncate the list of authors with et al. or and others as required by the bibliographic style. Anonymous Works o If a reference has no author, you should leave the Author field blank. Do not enter Anonymous. The style that you use to format the bibliography determines how anonymous references are treated. Complex Author Names o o For multiple-word last names, like Charles de Gaulle, enter the name with the last name first, such as: o e.g. de Gaulle, Charles o e.g. Van Gogh, Vincent Entering a name this way ensures that both words de and Gaulle and Van Gogh will format as the last name. Enter authors with titles, such as Jr. or III, as Last, First, Title. For example, Alfred Smith Jr. must be entered as: o e.g. Smith, Alfred, Jr. Diacritics Use the symbols or Unicode characters from Word. In Word 2007 click Insert Symbol More Symbols. Highlight the required symbol and click Insert into a Word document. e.g. Gműr, Leonhard Copy and paste the character into EndNote. Titles (includes Title, Secondary Title, Tertiary Title, Alternate Title) o o Enter title without a period at the end. Capitalize the title in the same way that it needs to be capitalized in the bibliography. 1/8/2010 page 12

13 Pages Page ranges can be entered as complete ( ) or abbreviated (1442-9) ranges. The style used to create the bibliography can change the page numbers to be either full or abbreviated page ranges, or show just the first page. Do not enter commas in the Pages field for page numbers in the thousands. Edition The text of the Edition field is not modified by EndNote for your bibliographies, so be sure to enter 1st, 2nd, and so on for this field if that is what you need in your bibliography. Check the EndNote Manual for more information on entering data. Additional Fields In addition to the core fields of Author, Title, Journal, Pages, etc. there are a number of fields in the template that can be utilised to assist you in your research process and tracking. Examples of uses for these fields are: Call Number: Can be used to store library call numbers or your own classification system. Label: Can be used as an additional field for categorising references according to your unique system (group a, b, c) or for recording the location of a hard copy of the particular item (3rd shelf, 2nd left, under the bed in the blue box!). Keywords: Keywords indicate key topic coverage of each reference. Electronic databases and print indexes assign standardised keywords to each citation, however you can also assign additional and/or unique keywords to improve retrieval relevant to your research. Research Notes: Use the Research Notes field to add your own information about the resource. For example a quote from the article, book etc could be added in the Research Notes field, along with its page reference, to allow you to easily track the important element of that particular reference. You can also cut and paste text into this field. Capacity is about 16 pages. Notes: The Notes field is commonly used by databases when exporting citations to EndNote. Data in exported citations that does not have a field location will go into the Notes field by default. Do not use the Notes field for your personal annotations; always use the Research Notes field for these. URL: When a URL (web address) is entered in this field it becomes a dynamic link. Either copy and paste or type the web address into the field. Clicking on the address link will then open the web page in your web browser. File Attachments: The File Attachments field can store the path to files on your computer (such as graphics, word processing documents, and PDF files). Click on the document s icon to open for viewing. Multiple files can be stored in this field. To create the link to a file location: 1. Double click the reference to open it. 2. Place the insertion point in the File Attachments field. Select the menu References File Attachments Attach File. 3. Locate the file you want to create a link to from the dialog box.. 1/8/2010 page 13

14 4. Select the file name in the File name list and click the Open button. An icon representing the file will now appear in the File Attachments field To open the file from EndNote: 1. Open the reference. Double click the icon in the File Attachments field in the reference template. OR 2. Select the reference then select the menu References File Attachments Open file. Storing files with the Library Whether the file is linked to its original location (absolute path) or to a copy saved with your library (relative path) is determined by the default PDF setting. provides the option of saving your PDF files in a PDF folder inside the DATA folder attached to the library. To check whether this has been enabled, or to select this option, click on Edit Preferences URLs & Links. The box labelled Copy new file attachments to the default file attachment folder and create a relative link needs to be checked. Using this option, EndNote will copy the file from its existing location on your computer and store it in a folder attached to the Library. For more information on file linking see pages in the manual. To delete an attachment, open the Reference, scroll to File Attachments field and click to highlight the attachment icon. Click Edit Clear. 1/8/2010 page 14

15 Exercise 2 Adding and Editing a Reference From EndNote open your Library by selecting the menu File Open Open Library or by pressing the shortcut keys CTRL+O, then navigating to the location where your library is saved. Click the Open button. 1. Select the menu Reference New Reference or press the shortcut keys Ctrl+N. 2. Select your Reference type from the Reference type drop down list. 3. Type in the reference details, e.g. Author, Title, etc. 4. Close and save the new entry by clicking the X in the top right corner of the New Reference template. 5. Double click this reference to re-open it. 6. Place the insertion point in a field to make changes and/or additions, e.g. Pages, Date, etc. 7. Close and save the entry by clicking the X in the top right corner of the New Reference template. 1/8/2010 page 15

16 The EndNote Library Window The EndNote library window is a template made up of columns. EndNote provides a sample library (paleo.enl) for you to use to assist in developing your EndNote skills. To open the Paleo sample library: 1. From EndNote, select the menu File Open Open Library. 2. Navigate to the EndNote folder, usually in the Program Files folder on the C: drive, then double click the Examples folder. 3. Select the file name Paleo.enl from the File name list and click the Open button. Editing a Reference 1. Double click the reference to be edited or highlight the reference and select the menu References Edit References. This will reopen the Reference template. 2. Edit the reference by placing the insertion point in the appropriate field and deleting or adding the information required. 3. To save the information select the menu File Save or click the X in the top right corner of the Reference template. 1/8/2010 page 16

17 Searching for a Reference 1. Select the menu References Search References or press the shortcut key CTRL+F to display the Search dialog box. 2. There are three empty Search fields that allow for a combination of search terms. You can add extra search fields by clicking on the More downward arrows in the bottom left of the screen and then clicking on the Add Fields button. Select the appropriate Boolean operator radio button to combine your terms (And, Or, Not). 3. Type your search term/s in the Search field/s, e.g In the Search In drop down list, selecting Any Field from the list will search for the search term/s in all reference fields or you can choose to search a specific field by selecting the field name from the Search In drop down list, e.g. Year (further examples include: author or title or keywords you have assigned relevant to your research). 5. In the filter drop down list, selecting Is from the list will display fields where the field content exactly matches the search term/s or you can choose to search for a wider range of field content by selecting the appropriate filter type from the Filter drop down list, e.g. Is less than or equal to (further examples include: Is greater than or Contains ). The filters are effective for both alphabetical and numerical fields. 6. Click the Search button. In the above examples, a search for references with the Year less than or equal to 2003, would produce all references pre Important Note: The search results list appears to be in a separate window. This is not the case. When you perform certain functions in EndNote, such as searching, the references that do not match the search query are hidden with only the matching results showing. 1/8/2010 page 17

18 All References tab Current search results tab and library To redisplay the content of your entire EndNote library select the menu References Show All References or click All References in the Groups section or press the shortcut keys CTRL+M. Sorting references EndNote libraries are set up to sort by the first author s last name, year, and record number by default. When you add a new reference, or modify an existing reference, EndNote automatically files it in the default sort order. You can change the sort order at any time, and EndNote will remember the current sort order until you change it. To change the sort order of your references: 1. Select the menu References Sort References. 2. Select one or more field names from the Field drop down lists in the Sort Options dialog box. Select the field names in the order you want the references sorted with the top drop 1/8/2010 page 18

19 down Field list being the field that the records will be sorted by first e.g. you may want to check how many references you have made to a particular Journal, therefore, you select Journal for the first field and volume for the second. (You do not have to use all five drop down Field lists.) 3. Click the button to the right of each field to indicate ascending or descending order. 4. With the field names in the order desired, click OK. Creating Groups of References allows you to add references to Groups, which are a subset of your library. Some groups are automatically created by EndNote e.g. All References, Search Results, Transferred References. You can also create your own custom groups to add references to e.g. Chapter 1, Chapter 2. Each library can contain no more than 50 customised groups. A reference can be added to more than one Group. If a reference is deleted from a custom group it is not deleted from the library. Creating a new Group To create a new Group: 1. Select the menu References Groups Create Group. 2. Click right on New Group and select Rename Group 3. Type the name of the new Group in the box. 4. The Group will be added to the Groups panel. 5. To delete a group, click right on a group name and select Delete Group and Delete Groups Adding a reference to a Group provides two ways of adding references to Groups. 1. You can drag and drop a reference from your library into a Group. OR 2. You can go to the menu References Add References to and select the Group. 1/8/2010 page 19

20 USING ENDNOTE WITH WORD The Cite While You Write (CWYW) function allows you to cite references and create bibliographies in your word-processed document in the bibliographic style (called Output Style in EndNote) you require for your writing or presentation. It is a good idea to preset your Output Style selections before commencing work with Word. You need to know your required Output Style. Check departmental course requirements or guidelines for authors. Note: Additional styles are available from the EndNote website including APA 6 th. Go to and select Output Styles. Locate American Psychological Association 6 th. Click right on Download and Save Target as.. Place the style into the Endnote styles folder on your computer, similar to: C:Programs/Program Files/Endnote X1/Styles. Output Styles Output Styles are used to guide EndNote in the layout and formatting of reference information for citations and bibliographies. EndNote comes with a large number of pre-formatted styles including APA 5, Harvard, MLA. However, only four default styles are initially showing in the Current Style drop down list on the Main toolbar when the program is first loaded. Default Output Styles You can add the styles you will need to the Current Style drop down list on the Main toolbar by presetting your styles selection using the Output Style Manager: 1. Select the menu Edit Output Styles Open Style Manager. 1/8/2010 page 20

21 2. Tick the checkbox next to an Output Style name, to select it, e.g. Harvard, and repeat for each Output Style you will use regularly. 3. Close the Style Manager dialog box by clicking the X in the top right corner. 4. With your EndNote Library open, click the Show Preview button in the status bar at the bottom right corner of the screen or select the menu Tools Show Preview. 5. Click on a reference in the library and select the required Output Style from the Current Style drop down list on the toolbar. You can now see how the selected reference will appear in your document bibliography in the Preview panel at the bottom of the library window. 6. Select other styles from the Current Style drop down list on the toolbar to see the changes reflected in the Preview panel. Preview panel Adding an EndNote citation to your Word document When working with EndNote and Word you must use the functions provided by EndNote to insert required references from your EndNote library into the text of your document. When the program is installed on your computer EndNote functions are added to the Tools menu in Word. Note: If the EndNote functions are not added to the Tools menu in Word when the EndNote program is installed: a) In Word, click the Office Button (top left)/word options/add-ins/manage Disabled Items and click Go. Shut down Word and Reopen Word and Endnote. b) If this does not work, and the item appears as Disabled in the Manage Disabled Items click to highlight it and click Enabled. Shut down Word and Reopen Word and Endnote. c) If there are still problems follow instructions at To start adding citations to a document, open Word and your EndNote library. From in Word, click Endnote on the toolbar or use the shortcut keys Alt+1. You can press these shortcut keys to switch between the two programs or use the icon in Word. Select the bibliographic style you wish to use in Word. 1/8/2010 page 21

22 To insert an in-text citation 1. Place the insertion point where you want the citation to be inserted into your Word document. 2. Click Insert Citation icon on the tool bar 3. In the Find Citation box type the letter a to select the whole library. 4. Highlight the required citation 5. Click Insert The citation will be inserted in the text of your Word document and will also be added to the list of references at the end of the document (depending on the selected bibliographic style). The bibliography will move down the page as move text is inserted. To use a style with footnotes, in Word on the toolbar 1. Click References Insert Footnote 2. The cursor and footnote number moves to the bottom of the page. 3. Click on the Endnote tab in Word and click Insert Citation Find Citation, type the letter a to select the whole library 4. Highlight the required citation 5. Click Insert Formatting the Bibliography To format your paper in a style different to the one currently selected (e.g. from APA 5 th MLA) or to refresh the bibliography in its current style: to 1. In Word, select the EndNote tab and click the arrow on the right in the Bibliography section, or press the shortcut keys Alt+3. Arrow 1/8/2010 page 22

23 2. Select another bibliographic style from the With output style drop down list. 3. Click the OK button. This function also allows you to address the layout of the bibliography including a title, font size, spacing and indents. Editing In-text Citations Manual editing of citations inserted using EndNote will not work so it is essential that you use the Edit Citation(s) function available from the EndNote tab in Word. Edit options include: merge citations remove citations omit or add the author and year fields add prefixes, suffixes & page numbers. Spaces between the prefix or suffix and the reference, must be inserted at this time. To edit a citation 1. In Word highlight the citation you wish to change (click the citation to select it). 2. In Word select the tab EndNote Edit Citations 3. At the next window, if the citation includes multiple citations, select the appropriate citation from the Citations in the document list. Note that the last few words in your document just prior to the inserted citation are showing. 1/8/2010 page 23

24 4. Choose your edit option under the Formatted Citation heading including Exclude Author, Exclude Year, add Pages etc. See the following for information on adding page references. 5. Click the OK button. Examples where you might use this include: a. Smith s theory (Smith, 2008) Normal in text citation b. Smith s theory (2008) - Exclude author c. The 2008 theory (Smith) Exclude year d. The theory (Smith, 2008 p.4) Enter p.4 in the suffix field. Leave a space before the p. Important Note: To add page numbers to in-text citations it is not possible to utilise the Page Numbers field unless the style template has been set up to include Cited Pages. See instructions below. However, you can add page numbers at this point, by entering the information into the Suffix field. eg. p.24 Modifying an Output Style Citation template to include page numbers in in-text citations 1. In EndNote select the menu Edit Output Styles Open Style Manager. Select the style you require from the styles list by clicking on it then click the Edit button. 2. Click Templates under Citations. 3. Place the insertion point in the appropriate position in the In-Text Citation Template. Insert a space after the last field. 4. Click the Insert Field button and select Cited Pages from the list. 5. Close the dialog box by clicking the X in the top right corner and then click the Yes button to save the change. 1/8/2010 page 24

25 Other Functions Edit Library References in EndNote from Word Select citations in your Word document, then select the tab EndNote Edit Library Reference, or press the shortcut keys Alt+5, to return to EndNote to make changes to the EndNote record(s) directly from Word. Remove Field Codes to Share Documents EndNote uses field codes to link the word document to EndNote references. You may need to remove the field codes in order to share a document with others (such as a publisher or colleague). The field codes may be incompatible with the publishing software or software being used by your colleague. The Remove Field Codes command makes a copy of your document with field codes removed, whilst retaining your original version with field codes. Note: If you are working with Master/Sub documents this command removes codes from the original documents. Make sure you save a master copy of your original document with EndNote codes and work on a copy to remove the field codes. To remove field codes 1. Open your document in Word. 2. Select the tab EndNote Convert Citations and Bibliography Convert to Unformatted Citations. 3. Save the document under a new File name. Exercise 3: Inserting citations and creating a bibliography 1. Create and save a new document in Word. 2. Open the Paleo library in from the C\:Program Files\EndNote\Examples folder. 3. In Word, select the menu EndNote Insert Ciation Find Citations. Insert a citation from the Paleo library. 4. Check the bibliography at the end of the document to see if it has been added (if the style you are using has a bibliography). 5. Save and close the document. 1/8/2010 page 25

26 PRINTING FILES Create and print an independent bibliography References in an independent bibliography will be sorted in the order in which they appear in the main library window in EndNote. Option 1 1. In EndNote select the menu References Sort References to sort the library list to your requirements. Click the Sort button. 2. Select the menu Edit Output Styles, then select the required Output Style from the list. 3. Select the menu File Print. Click the Print button to begin printing. Option 2 Follow the first 2 steps listed above then: 1. In EndNote select the menu File Export and save the bibliography to your preferred location, in Rich Text Format (.rtf) file type. 2. It is now ready for printing or transfer via etc Option 3 1. Select the required references. 2. In EndNote, select the menu Edit Output Styles. Select the Output Style required from the list. 3. Select the menu Edit Copy Formatted to copy the references. 4. Open a document in Word and select the menu Edit Paste. 5. Save the document. It is now ready for printing or transfer via etc. This file type will retain all formatting from the style and create a document that can be opened and edited in almost any word processor. Use this option if you would like to be able to customise headers, footers, heading titles, etc. in your bibliography before printing. Printing individual references To print references directly from EndNote: 1. In your EndNote library, highlight the reference/s required. 2. Select the required Output Style from the Current Style drop down list on the Main toolbar (e.g..apa 5 th ). 3. Select the menu File Print. 4. Click the Print button. 1/8/2010 page 26

27 BACKING UP YOUR LIBRARY As with any important file it is vital you keep back copies of your library. If something happens to your computer causing loss of the EndNote program and/or its information you can simply load your backup copy of the library and continue working. To create an exact copy of your library: 1. With a library open in EndNote, select the menu File Save a Copy. 2. Name the new library and navigate to the location where you want to save it. 3. Click the Save button. 4. Ensure both the Library and the Data file have been saved. This should happen automatically. 1/8/2010 page 27

28 IMPORTING/EXPORTING DATABASE SEARCH RESULTS TO ENDNOTE We have worked through adding references to a Library manually however it is possible to load selected references directly to an EndNote library from research databases and catalogues. There are three ways of transferring citation information from an electronic research database into an EndNote Library: Direct Export Allows for direct transfer of information from the database to your EndNote library. This is only available for a select range of databases, and requires live connection to the Internet and the EndNote program installed on the computer. Importing Saved Files Saving the required references to a text file and then importing the file into EndNote using an appropriate Filter. This method is good for databases that do not offer Direct Export, or for when you are not on a computer that has the EndNote program installed. Connection to Catalogues Connecting from within EndNote to Library catalogues using the EndNote Search dialog box and transferring required citations into your library. The connection function which utilises the EndNote search tool, is very limited in its capabilities. Help with research databases Honours, postgraduate students and staff of Macquarie University can obtain assistance on identifying and using databases by contacting the librarian for their division. Contact details are available at 1/8/2010 page 28

29 Direct Export Currently EBSCO, Informit, JSTOR, OVID, Proquest, Science Direct, Scopus, Web of Knowledge, and a number of other databases, offer a direct export link to EndNote that enables the downloading of references directly into an EndNote library, without the need for saving these to a text file first. To perform this function: 1. Open EndNote. 2. Connect to the Internet. You will need to have a live connection in order for Direct Export function to work. 3. Perform your search in your chosen database. Instructions for the Direct Export process for the main databases are listed below. Direct Export from EBSCOhost Databases in EBSCOhost include: Academic Search Premier, Business Source Premier, Communication Mass Media Complete, Econlit, Film and Television Literature Index, MLA International Bibliography. Click select EBSCOhost and then click EBSCOhost web to view a full list of databases. 1. From the results list, save the citations you require to your EBSCOhost Folder by clicking the Add to folder icon under each record. 2. Click the Folder at the top of the page 3. Click Select all to confirm selection 4. Click the Export icon (with green arrow) 1/8/2010 page 29

30 Export 5. Select the Direct Export to EndNote and click Save. 6. At the Select a Reference Library box, select the EndNote library in which you wish to save the records 7. Click the Open. Note: Direct Export with EBSCOhost is not perfect and data may be filtered into incorrect fields. Where records have been exported into a Generic Reference Type you can get good results by simply changing to the correct Reference Type for the record, e.g. journal article. However, you should always check that data has moved into the correct fields, and you may still need to move data around within the reference. Alternatively save the references as a.txt file and use the Import process to import to your Library. See the next section on Importing to EndNote. Direct export from Informit databases Databases include A+ Education, Australian Public Affairs Full Text, AGIS Plus Text, Family & Society Plus, Meditext. View a complete list of Informit databases at 1. In the database search results list select records by clicking in the checkboxes 2. Click on the Save button at the top of the results list 3. At the Fields to save box, select Complete Record 4. At the Output fields box, select EndNote direct 5. Including search history (keywords used in the search) is optional 1/8/2010 page 30

31 6. Click Save Records 7. At Select a Reference Library select the EndNote Library in which to place the records 8. Click Open Direct Export from JSTOR To export records one at a time: 1. At the results list click Export this citation for each record that you require 2. Click Export Citations into EndNote, Procite or Reference Manager 3. At the download box click Open 4. At select a Reference Library select the EndNote library you wish to store the records in 5. Click Open Multiple citations Single citation To export a number of records at once requires registration: 1. At the results list click the check boxes for the records to be selected 2. Click Save citation(s) Requires Login 3. Click Register and fill out the form. 4. Once Registered click My JSTOR at the top of the page 5. From the roll out menu of My JSTOR select Saved Citations 6. Click Select 7. Click Export Article Citations 8. Click EndNote, ProCite, Reference Manager 9. Click Open 10. Select the EndNote Library in which to place the references 11. Click Open 1/8/2010 page 31

32 Direct Export from OVID Databases OVID databases include BIOSIS Previews, PsycBOOKS, PsycEXTRA, PsycINFO, Index to Foreign Legal Periodicals, Wilson Index to Legal Periodicals, International Bibliography of the Social Sciences. View a full list of OVID databases from 1. From the database results list select the records you require by ticking the check boxes on the left of each citation. 2. At the top of the results list click Export 3. Select Endnote from drop down list. 4. Click Export citations. 5. Select your Library and click Open. Direct Export from ProQuest Databases are ProQuest Dissertations and Theses and ProQuest ANZ Newsstand 1. In the search results list mark the checkbox for required records 2. Select Export 3. Select Export Directly to ProCite, EndNote or Reference Manager 4. At Select a Reference Library select the EndNote Library you wish to place the records in 5. Click Open 1/8/2010 page 32

33 Direct Export from ScienceDirect 1. From the results list select the records you require by ticking the checkboxes on the left of each citation. 2. Click the Export Citations button at the top of the list of search results. 3. Select the following: In Content Format select either Citations Only or Citations and Abstract In Export Format select RIS format (for Reference Manager, ProCite, EndNote). 4. Click the Export button. 5. At Select a Reference Library, select the EndNote library in which to place the records and click Open. Direct Export from Scopus 1. Mark the check boxes for the records to be selected 2. Click Output (at the top of results list) 3. Select Export and Export format RSI format (Reference Manager, Procite, EndNote) 4. Select an Output option 5. Click Export 6. Click Open 7. At Select a Reference Library, select the EndNote Library in which to save the records 8. Click Open 1/8/2010 page 32

34 Direct export from Web of Science 1. From the database results list click the check boxes on the left of the required records. 2. Click Save to EndNote, Refman, ProCite (at the top of the results list) Save to Endnote 3. Click Export 4. Select the EndNote Library in which to place the records 5. Click Open 1/8/2010 page 33

35 Importing Importing a saved database filter into EndNote Not all databases support Direct Export and there may be times when you don t have a copy of the EndNote program on the computer you are using. When this happens you can still transfer the references to your EndNote library using EndNote's Import process. When importing your citations into your Library, EndNote Import Filters converts your list of saved references and filters them into the field structure of the EndNote reference templates. Selecting the right Import Filter is critical to the successful import of the data. Import Filters are unique to individual databases and library catalogues and there are over 570 filters that are included with the EndNote program. A filter is selected to match two critical elements: 1. The name of the Import Filter matches the name of the database originally searched (e.g. ERIC) 2. The Information provider (vendor/supplier) is the one through which Macquarie University Library purchases the product. Other libraries may purchase the same database through a different vendor. An example of this is the database called ERIC to which Macquarie University Library subscribes to from CSA. ERIC is the name of the database used, and CSA is the vendor of the product. View the list of major Information providers and click a specific provider to view the list of databases at: Check with Library staff if you are unsure about the details of a database you have used. Usually the vendor of the database is displayed at the top of the database search page. First Steps To use the Import process you will first need to save the database citations you require to a text file. While databases may differ in the method of saving the files, the process for importing to EndNote follows some basic steps: 1/8/2010 page 34

36 1. Search the database, e.g. ERIC. 2. Tick the check boxes for the records you wish to transfer to your EndNote library and click Save, Print, at the top of the results list. Select the Format and click the radio button for Text. Format Text Save Save Save as.txt 3. Save these records as a text file (.txt). Save them to your preferred location for easy retrieval (e.g. Desktop: or C: drive) 4. Import the file into your EndNote library using an Import Filter that matches the database searched. See instructions below for the import process. It may not be obvious how to correctly save some results. Factiva for example, you need to Select Headline lead paragraph..click the Save icon and then select Article format. See notes on saving results at the Filters page You can also use the database Help screens or check with library staff if you are unsure about the process required to save your references to a file. 1/8/2010 page 35

37 Pre-selecting Import Filters In EndNote you can add the Import Filters you will regularly use to the Import Option drop down list. Do this by pre-selecting your Import Filters from the Filter Manager dialog box: 1. Select the menu Edit Import Filters Open Filter Manager. 2. Tick the checkboxes next to the names of the databases you will use regularly to select them, e.g. ERIC (CSA). 3. Close the Filter Manager dialog box by clicking the red X in the top right corner. 4. Your selected Import Filters will now be readily available when you next Import a file of references. Importing References Once you have selected and saved your required references to a text (.txt) file and selected the filter: 1. Open your Library in EndNote. 2. Select the menu File Import. 3. Click the Choose File button. Choose File Import Option = which filter? 4. Locate the drive (eg desktop) where you saved the reference (.txt) file. Select the reference file name and click the Open button (your file name will now show in the Import Data File field). 5. In the Import Option drop down list select the Import Filter you require. If the required filter is not listed, select Other Filters from the list. This will open the Filter Manager dialog box from where you can select the Import Filter to match the database you were searching. 6. Once you have selected the Import Filter click the Choose button to return you to the Import dialog box. 7. Select an option from the Duplicates drop down list: Import All: Imports all references, including duplicates. Discard Duplicates: Imports all references except duplicates. 1/8/2010 page 36

38 Import into Duplicates Library: Duplicate references are imported into a library called File-Dupl.enl, where File is the name of the library into which you are importing. You can double check these are true duplicates before discarding. 8. Click the Import button. The citations will now appear in your EndNote library. Note: You can delete the.txt file on the desktop (or wherever they were saved) once you have imported the references into your library. Doing this will save space on your computer! It is important to check the quality of the data that is transferred, as not all filters offer perfect results. There will be times when you may need to move the imported data around into the correct fields. Remember, if you are unsure about the database you are using, check with Library staff. If No Filter is Available in EndNote If no filter is available with EndNote there are a number of support sites that may provide you with access to an Import Filter that you can download into your EndNote program. Check the Macquarie University EndNote filters page EndNote web site and click Filters (on left) to see a list of filters available for download. A number of universities also make specific filters available. Search the database name and EndNote filter on Google or other search engines. Where no filter is available, or the database does not support EndNote, manual entry or cut and paste is the only option! Exercise 4: Importing citations to EndNote 1. Search a database e.g. Sociological Abstracts and save citations to a.txt file. 2. Open EndNote and Edit Import Filters Filter Manager and select Sociological Abs (CSA) by clicking the box beside it. 3. In EndNote, create a new Library File New. 4. In EndNote select the menu File Import and navigate to where your saved reference file is located (desktop). 5. From the Import Option drop down list, select the Import Filter required, e.g. Sociological Abs (CSA). 6. The filter must match the database name and provider you used for your keywords search. 7. Select an option from the Duplicates drop down list, e.g. Import All. 8. Click the Import button. 1/8/2010 page 37

39 CONNECTING TO LIBRARY CATALOGUES Connecting to a library catalogue allows you to search the catalogue using the EndNote search interface and then download any citations required, into your library. EndNote supplies preconfigured connection files for a number of library catalogues around the world. To view these in EndNote click Edit Connection Files Open Connection Manager. Select Macquarie U by clicking the adjacent box. Important Note: Macquarie University Library does not support or develop Connection files other than providing a Connection file for the Macquarie University Library catalogue. The EndNote connection file search function is very limited in its capabilities. You can also use the actual catalogue and associated tools to obtain more relevant search results, but records require careful checking. This may also be useful for Asian languages. See the filters list at and instructions for Macquarie University Catalogue Filter. Connecting to Macquarie University Catalogue through EndNote 1. Open EndNote and select Tools Online Search New Search 2. Select the Macquarie Connection file Macquarie U from the list by highlighting and clicking Choose When the connection has been successfully established, EndNote opens a Connected to: dialog box and displays the Search dialog box. 1/8/2010 page 38

40 Search the Catalogue 1. Type in your search terms and click the Search button. 2. EndNote sends the search request off to the remote catalogue and the summary of the search results is displayed in the Confirm Remote Search dialog box. Refining your search If you have received a large number of results you can refine your search in the following way: 1. Click the Cancel button. Return to the Search dialog box and add extra keywords or parameters as required. Retrieving References 1. To retrieve references, indicate the number of references required in the From and through fields. 2. Click the OK button. 3. Click the Close button in the search box. 4. The citations are downloaded and appear in the Connected To dialog box. You can halt the retrieval in progress by clicking the Pause button in the status bar at the bottom right of the Connected To dialog box, or by pressing the Escape key (Esc). 1/8/2010 page 39

41 Saving required Citations 1. Select the citations you want to download to your EndNote library. To select nonconsecutive citations, hold down the CTRL key and click, to select consecutive citations, hold down the SHIFT key and click. 2. To create a new library for the references, select Copy References To New Library. Type in a File name for the library in the File name field and click the Save button. 3. To save the references to an existing library, select the menu Copy References To Choose Library, navigate to the libraries location, select the File name then click the Open button. 4. Once the library is opened, the references will import into that location. Close the Connected to: dialog box. A message box will appear to check whether you want to discard the retrieved references. As the selected references have been imported into an EndNote library click the OK button to close the Connected to: dialog box and discard the retrieved references. Close the Search dialog box. 5. The citations will now be in the chosen EndNote library. For further information about Connections read Chapter 17 in the EndNote manual. 1/8/2010 page 40