An Introduction to EndNote X3 for Windows

Transcription

1 MURDOCH UNIVERSITY LIBRARY TRAINING 2010 An Introduction to EndNote X3 for Windows Disclaimer & Copyright Notice 2010 Murdoch University

2 AN INTRODUCTION TO ENDNOTE X3 FOR WINDOWS SECTION A - INTRODUCTION pp. 1-2 WHAT ENDNOTE CAN DO ENDNOTE X3 FOR WINDOWS REQUIREMENTS & COMPATABILITY SECTION B - THE BASICS pp STARTING ENDNOTE & OPENING AN EXISTING LIBRARY Screen layout / Library Sort Order / My Library and Groups / Preferences Opening and closing references ADDING REFERENCES TO YOUR LIBRARY Option 1 - Typing references into EndNote Conventions for entering data Example Exercise Attaching PDFs Option 2 - Connecting to catalogues/databases directly through EndNote Option 3 Exporting references from databases into EndNote Option 4 - Importing references from databases into EndNote using filters Option 5 - Importing text files of references from existing documents Inserting Images SECTION C pp CREATING BIBLIOGRAPHIES Cite While You Write (CWYW) Inserting citations into documents with EndNote X3 More formatting styles Formatting the bibliography manually Editing Individual Citations Creating an independent bibliography SECTION D p. 16 OTHER FUNCTIONS Deleting references Searching within your library Changing the Library s default sort order SECTION E pp OPENING A NEW ENDNOTE LIBRARY CLOSING A LIBRARY BACKING UP YOUR ENDNOTE LIBRARY WHERE CAN YOU GET THE ENDNOTE SOFTWARE? BACKWARD COMPATIBILITY FURTHER ASSISTANCE SECTION F p. 19 LIBRARY ENDNOTE WEB PAGES This guide uses many excerpts from

3 WHAT ENDNOTE CAN DO SECTION A. INTRODUCTION EndNote Can Integrate the Following Tasks: 1. Organize references in a database 2. Create bibliographies automatically in your word processor 3. Search bibliographic databases on the Internet 1. Organize references in a database: Create an unlimited number of databases: Store an unlimited number of records (recommendation not to exceed 100, 000) per database. There are 45 defined reference types (plus 3 undefined types) with up to 52 fields for entering bibliographic data. Includes hundreds of import filters: Import downloaded references into your EndNote database using EndNote's import filters. Launch a web browser: Link your references to full-text articles or other material on the World Wide Web. Term Lists: Maintain lists of important terms (journals, authors, etc.) for consistent data entry. Searching: Search on specific fields (author, journal) or conduct complex searches using Boolean and comparative operators. Global Editing: Use the Change Text and Change Field commands to modify existing references. Sorting: Sort references on up to five fields in ascending or descending order. Running EndNote on a Network: Use EndNote on a network and share databases across mixed platforms. 2. Create bibliographies automatically in your word processor Create 1-step bibliographies in Microsoft Word and WordPerfect: Using the EndNote X3 Cite While You Write (CWYW) feature, you can insert citations and format bibliographies from within Word and WordPerfect. Includes up to 3700 bibliographic styles: EndNote comes with 3700 bibliographic styles for a variety of journals. Each style can be modified, or you can create new styles. 3. Search bibliographic databases on the Internet Using EndNote's Connect...and Search... commands, you can search some online databases just as easily as you can search your EndNote database on your computer. Search remote bibliographic databases using EndNote's simple search window--no need to learn multiple search interfaces. Drag and drop references instantly to your own EndNote database in one simple step. No additional importing required. You can also search online databases directly and import references into EndNote, which can then be used to create bibliographies! Elaine Tay & Merrilee Albatis Murdoch University March

4 ENDNOTE X3 FOR WINDOWS REQUIREMENTS & COMPATIBILITY System Requirements Windows XP with Service Pack 3 or later (32 or 64 bit versions) Windows Vista (32 or 64 bit versions) Hardware Requirements Personal computer with a Pentium (or compatible) 450-MHz or faster processor Minimum of 256 MB of available RAM Hard drive with at least 180 MB free space An internet connection if you wish to use EndNote s Online Search feature, the Find Full Text feature. To use the Open Link command to access a website, you also need a web browser installed. Word Processor compatibility: As of Sept Endnote for Windows is compatible with: Microsoft Word 2003 or 2007 for Windows Open Document Format (ODT) documents created with OpenOffice.org Writer RTF files created with most word processors including Microsoft WORD, WordPerfect, OpenOffice, StarOffice and WordPad EndNote X3 for Macintosh Macintosh EndNote X3 runs under the Macintosh operating system versions 10.4.x (tiger) and 10.5.x (Leopard). For word processing EndNote X3 for Macintosh is compatible with Microsoft Word 2004 and Elaine Tay & Merrilee Albatis Murdoch University March 2010

5 SECTION B. THE BASICS STARTING ENDNOTE X3 & OPENING AN EXISTING LIBRARY a. Open the EndNote software on your computer. For this workshop we are working with an existing sample library [Sample_Library_X3] you can find this in the Examples folder within EndNote. b. There is no limit to the number of libraries you can create (assuming you have enough disk space), but it is strongly recommended that you keep all the refs you cite in your papers in one library. c. Use the scroll bar, Page Up/Down, Home, End and Arrow keys to browse and navigate through the library. The Screen Layout At the very top of the screen the version of EndNote is displayed along with the Library s name i.e. [Sample_Library_X3]. Beneath these is the main Toolbar, the icons of which provide quick access to commands such as opening a new EndNote library, printing, cutting and copying, etc. Included here is a box displaying the default bibliographic formatting style i.e. Annotated. At the other end is a Quick Search option. The Library window displays the following 3 main areas, which you can see above. The Library references in the main area of the screen. Elaine Tay & Merrilee Albatis Murdoch University March

6 The My Library (and Groups) pane on the left of the window. This lists various groups of references for easy retrieval. The Preview/Search (Tab) pane displayed at the bottom of the references. This allows you to preview formatted references or perform searches within the Library or online databases. In the bottom left hand corner of the screen the number of references within the Library is displayed. How is your EndNote Library Sorted? The references within your EndNote Library are sorted alphabetically by the first author s surname and first initial, the year, and the order in which they were entered. The main columns on display in the library window are Author, Year, Title, Journal, Ref Type, URL and Last Updated. There are two additional columns on the very left side of the screen. The first of these is the figure column (Fig+), which identifies (with a tick) those references which include some kind of image in the reference. Immediately adjacent to this is attachments column (indicated by a paper clip icon), which identifies those references with a file attached in the reference. My Library Pane and Groups The My Library pane gives you access to all your references within an open library and also lists groups of saved references. The first 3 are permanent groups. All references displays all the references in the open library any time you want to return to the complete library click on this option. Unfiled lists any references that are not part of a custom group, while Trash contains those references which have been deleted from the library but not yet permanently eliminated. You can also create custom and smart groups within this pane. Custom groups are built by adding references to a group and the groups will be listed alphabetically in this pane. Smart groups are those compiled automatically and based on searches. You can create up to 500 custom and smart groups in a single library and you can drag and drop references into groups. To find out more about Groups refer to Chapter 9 Using Groups in the EndNote manual. 4 Elaine Tay & Merrilee Albatis Murdoch University March 2010

7 EndNote Preferences To view or change the EndNote preferences: From the Edit menu, choose Preferences. Here you can set a favourite library (to open automatically) and change library display fonts (including selecting Unicode fonts such as Arial Unicode MS) which support Japanese script. See Chapter 20 of the manual for more information on setting preferences. Opening and closing references 1. To view the full details of a reference, double-click it from the main library window - use the Brinklov reference as an example. 2. The reference window will then open displaying all the details associated with the selected reference see some of these details below. This is where you enter or edit information for a reference. 3. In the blue coloured title bar at the top of the Reference window, the first author's surname, the year, and the EndNote record number appear i.e. [Brinklov, 2009 #71]. Each reference in an EndNote library is assigned a unique EndNote record number - these are used to help EndNote match the citations in your papers to the corresponding reference library. Once a record number has been assigned, it cannot be used again in the library. 4. The toolbar includes icons such as Open link and Open file. If the reference includes URL links or attached files you can use these icons to easily connect to items. 5. Below the toolbars you will see the Reference Type drop down box, which will display again the type of reference currently open in this case a journal article. 6. Below this is the main window with the reference details displayed in fields such as Author, Year, Title, Journal, Volume, etc. Use the scroll bar to view the entire reference, or the TAB key to move between fields. 7. To the left of Reference Type (in the Toolbar area) are two buttons - a left arrow button and a right arrow button. These will move you through the remaining records in the library alphabetically backwards or forwards. The Reference Type will change if a new type of reference is displayed. 8. A Hide Empty Fields option is available in the top right corner of the screen. 9. To close the reference window click on the 'x' box in the right-hand corner of the Reference window. EndNote will automatically save all changes/additions for a reference when the reference window is closed. Elaine Tay & Merrilee Albatis Murdoch University March

8 Adding References to Your Library Bibliographic data is entered into an EndNote library by completing a template that has the proper fields displayed for a given type of reference. EndNote has 45 reference types including journal article, book, electronic source, and conference proceedings, with up to 52 fields for entering data, such as abstract and notes. You can customize the reference types to add fields of your own, and each EndNote database can store an unlimited number of references, but it is recommended not to exceed 100, 000. Each field in a reference can accommodate up to 64 KB, or approx. 16 pages of text. You can add references to your EndNote library by: 1. Typing (or copying and pasting) references into a reference window 2. Connecting to library catalogues and online databases directly from EndNote 3. Importing text files of references downloaded from online databases 4. Importing text files of references from existing documents Option 1 Typing references into EndNote a. Click on the New Reference icon from the Toolbar see below. b. This will open a new reference window like the one below with the name New Reference at the top. c. The default Reference Type is Journal Article. This can be changed by clicking on the adjacent down arrow and selecting another option. Note: You may also copy and paste detail (from elsewhere) into the appropriate fields within a new reference window template. You may then need to edit the data to ensure it follows the correct conventions (as described on the next page). 6 Elaine Tay & Merrilee Albatis Murdoch University March 2010

9 Conventions for entering data Authors Each author should be input on a separate line 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. However, if you have the Suggest Terms as You Type feature of the term lists turned on, EndNote suggests author names based on the assumption that the names are being entered with the last name first - recommended format being: Surname, First name or initial(s) e.g. Watson, Peter e.g. Watson, P. e.g. Watson, P.N. Use full first names whenever possible For multiple-word names like Leonardo da Vinci, enter the last name first i.e. da Vinci, Leonardo Enter corporate authors as: Corporate name, e.g. Murdoch University, Australian Government, The comma after the corporate name ensures that EndNote correctly files your reference within your library. Year Enter the year of publication with 4 digits e.g Title Enter titles in sentence case where only the first word and proper nouns are capitalised. Do not use the <Return> key when inputting a title or this will be output in your bibliography. EndNote has automatic wrap round. Other Punctuation There is no need to enter bolding, italics, parentheses etc. These will be automatically inserted when your EndNote bibliography is created. Note: Names appear in red to indicate that the name is new in the library. Exercise Enter the following article details as a new reference- use the Tab key to move between fields. Author: Weishampel, D.B. Grigorescu, David Year: 1991 Title: Dinosaurs of Transylvania: Island biogeography Journal: Volume: 7 Issue: 2 Research & Exploration Pages: Keywords: Zoogeography; Tectonics When you finish entering the details, close the window to save the reference. You should see the newly added reference highlighted within your sample library! Elaine Tay & Merrilee Albatis Murdoch University March

10 Attaching PDFs You can attach almost any type of file to the File attachments field of a reference. To attach a PDF to our own reference by Weishampel: Open the reference by Weishampel Right mouse click and select the option File Attachments and then Attach file from the pop-up boxes presented. This will then open the Select a file to link to the reference box. Notice the check box Copy this file to the default file attachment folder and create a relative link make sure that this is selected (i.e. ticked) because this will instruct EndNote to make a copy of the file and store it within the library this way you always have access to the attached file, even if you move the library. Find the PDF file GettingStartedGuide (located within the EndNote X3 folder) Double click on the file to select it. If you now scroll down to the File Attachments field, you will see a link to the PDF guide! Close the window to save the reference with the PDF attached. You can attach up to 45 different files to a single reference. Option 2 Connecting to Library catalogues and online databases directly through EndNote It is possible to connect to and search some Library catalogues and online databases directly through EndNote and then retrieve selected references directly into your EndNote Library. You can choose from different display modes in the Library window by selecting one of the following options from the toolbar : Integrated Library & Online Search Mode This mode will always give you access to all the groups and Library commands available. Refs from online searches will be downloaded directly into your open library. Local Library Mode In this mode your Online Groups are not available. All local library commands are available. If you click on the online search icon from the Toolbar, the display will switch to Online Search Mode. Online Search Mode You only have access to the Online Search groups in this mode. When you download refs from an online database, the refs are stored in a temporary library until you save them to a permanent library. This allows you to download the refs from online databases and review them without affecting your local library. Many library commands are unavailable in this mode. When you close the Online Search Mode, the display will change to the Local Library Mode. 8 Click the 3 different modes from the toolbar to see how the Group pane changes in the window. Elaine Tay & Merrilee Albatis Murdoch University March 2010

11 Return to the default setting by selecting the Integrated Library & Online Search Mode so that all the groups and commands are available. Example: Searching the Murdoch Library Catalogue through EndNote a. From the Toolbar, now select the Online Search icon shown below: b. This will open the Choose A Connection window as shown below. Here you are presented with preconfigured connection files to remote bibliographic databases and library catalogues, some of which will be unavailable to you. c. Scroll this list, locate and connect to Murdoch University Library (Catalogue). d. At the Remote Password box leave the details blank and click on Ok. When the connection is established, an Online Search MURDOCH OPAC at MURDOCH OPAC pane opens at the bottom of the screen. Perform a search in the Library catalogue (see the example below) click the Search button to process the search. Elaine Tay & Merrilee Albatis Murdoch University March

12 e. If references are found EndNote will display a Confirm Online Search box. Decide how many references you want to retrieve. Click OK to retrieve the references into a new window. f. Open a sample of references to see the details. The references are downloaded into your library and appear both in the All References group and in a temporary group for the Murdoch connection (see the Online Search Groups pane). How to add only selected references to your Library If you are not sure whether you will want all the references retrieved by a search added to your Library, you should use the Online Search Mode. Perform the search in this mode and then add selected references to your Library in the following way: Use the ctrl/shift keys to select the refs you want to add to your library Right mouse click on the screen and from the pop-out window select Copy References to select your open library, a new library or a library of your choice. Note: The EndNote software does not include a default connection file for the Murdoch University Library Catalogue. A connection file for the Library s catalogue can be downloaded from the Library s EndNote web pages see page 20 of this guide. Option 3 Direct export of references from databases into EndNote In some databases you will be able to export references from the database directly into EndNote. Databases include AcademicOneFile, BiomedCentral, Current Contents Connect, Informit databases, JSTOR, Ovid, ProQuest, ScienceDirect, Scopus, Web of Science and Google Scholar. Check the database you use to see if this option is available - look for an export or output option that includes EndNote! Option 4 Importing references from databases into EndNote using Filters If you cannot export references directly from your database to EndNote, then you may be able to import saved references into EndNote using an EndNote filter. Note that EndNote filters do not exist for every database and you will only be able to use filters for databases where Murdoch has access to the database. To check whether an EndNote filter exists for a particular Murdoch database: 1. Open the EndNote Edit menu 2. Select Import Filters 3. Select Open Filter Manager This will open the [EndNote Import Filters] window, which (alphabetically) lists the 100 most popular filters, but there are hundreds available with EndNote. For example, scroll the list to see if there is a filter for the PubMed database. When you find the filter, highlight it and note any download instructions in the Comments box at the bottom of the screen. Now scroll the list to see if there s a filter for the ERIC database. You will need to use the Get more on the Web button from the filters window to find and download other filters including ERIC. 10 Elaine Tay & Merrilee Albatis Murdoch University March 2010

13 Example: Importing references from databases into EndNote using Filters ERIC 1. Search the ERIC database and mark records to be saved as usual. 2. When you have marked the records you want, click on the Save/Print/ button located at the top of the list of records. 3. At the Save/Print/ screen, save the records in full format give the file a name and save it as a text file on your computer. 4. A Download Complete box will then appear. Click on Close to close the box. 5. In EndNote, open the library you wish to import the records into. 6. From the Toolbar click on the Import button shown below. 7. You will then see an Import box similar to the one below. 8. Click the Choose File button, locate the file you saved to your computer, and open it. This will import the file into the Import Data File field. 9. You will then need to find the correct Import Option (i.e. filter) for the database. Click on the adjacent down arrow and select Other Filters. The Choose An Import Filter box will then open scroll the list and find the filter you need (e.g. ERIC) and choose it or double-click on it. 10. The filter will then appear within the Import Option as shown below. Elaine Tay & Merrilee Albatis Murdoch University March

14 If you wish to avoid importing references you may already have in your library, you can select the Discard Duplicates option from the Duplicates field. Leave the Text Translation field as it is i.e. No Translation. 11. Click on the Import button to import the ERIC records, which will display in a new EndNote window. Open a sample of the references and check that they have been correctly imported. Note that there is now an Imported References group in the Groups pane on the left. The references have also been added to your library - see All References. 12. The references have also been added to your library - see All References. The last reference added will be highlighted within the library. Option 5 Importing text files of references from existing documents If you have a small existing bibliography (up to 50 references or so), the EndNote manual recommends that you add these to EndNote manually, either by typing them in, or by copying and pasting each one into your library. However, if you have a large number of references you may be able to import the references into EndNote using a series of steps outlined in the EndNote manual in Chapter 7 see Creating Structured Text Files that EndNote Can Import. Inserting Images You are also able to embed figures, charts, tables, equations and picture files into an EndNote library. For details please refer to the section Inserting Figures in Chapter 5 of the EndNote manual - Entering and Editing References. 12 Elaine Tay & Merrilee Albatis Murdoch University March 2010

15 SECTION C CREATING BIBLIOGRAPHIES Cite While You Write (CWYW) Windows EndNote installation Installation of the EndNote X3 programme will automatically install either the CWYW support for Word 2003 or 2007, Open Document Format documents and most RTF files created with most word processors, including: MS Word, WordPerfect, OpenOffice.org Writer, StarOffice and Word Pad. For other word processing packages and for Macintosh EndNote installation please see the EndNote manual. The CWYW feature allows you to easily and quickly insert citations and create bibliographies as you write, and have access to EndNote s references and formatting commands directly from MS Word s Tool menu. Note: You should install EndNote after you have installed WORD! Inserting citations into documents with EndNote X3 Open the document into which you wish to insert citations. For this workshop open the EndNote Netscape word document (located within the EndNote folder). There are 2 ways to insert citations within this document. a. Option 1 - Click in the spot within the document where you wish to insert a citation - leave a single space before the cursor. b. Select the EndNote X3 tab in word and then click on the From the EndNote Toolbar click on the Find Citation(s) icon see below. c. Enter the term dinosaurs [or tectonics] into the EndNote X3 Find & Insert My References search bar and click on the Find button. You should retrieve a number of references - highlight any one of these references to see the full citation details display in the bottom window. d. Select one or more references to insert into your document. To insert non-consecutive references, hold down the Ctrl key while selecting the references required. To insert consecutive references, hold down the shift key while you point and click on the first and last reference wanted. e. Click on the Insert button and the reference(s) will be inserted into the word document (at the correct spot) and as a final citation - a bibliography will also automatically format (as a result of the CWYW feature). Elaine Tay & Merrilee Albatis Murdoch University March

16 a. Option 2 Place your cursor in another spot within your document and again leave a single space before the cursor. b. Use the EN Go to EndNote icon on the toolbar to return to your EndNote library (or to start-up EndNote on your computer). c. From your library select the citation(s) that you wish to insert into the document and then click on the Insert Citation icon from the Toolbar see below. More bibliographic styles Default bibliographic styles display within EndNote in the Toolbar area e.g. Annotated, Author-Date, Numbered and Show All. To view and select from other styles: In EndNote - a. Open the Edit menu, highlight Output Styles, and from the pop-out box select Open Style Manager - this will open an [EndNote Styles] window listing the most popular bibliographic styles that are provided as a default with the EndNote software. More than 3700 styles are available use the Get More on the Web button to locate and download individual styles. You can then select an individual style by scrolling the list provided and ticking the appropriate box. b. As an alternative select Unmark All to de-select any selected styles and click on the Find by button to see a list of subject categories. c. Click on any one of these categories (e.g. Business) to see a list of popular, relevant styles for the subject. d. To preview any of these styles, highlight the style and click on the Style Info/Preview box. Examples of the style will then display in the bottom half of the window. e. If you decide you want access to all of the specific subject styles currently displayed, select Mark All. f. Close the window to save the settings and return to your library. Formatting the bibliography manually Now that you have selected a particular set of subject styles return to the sample word document. a. From the EndNote X3 toolbar click on the Styles drop-down list you should now see your newly selected subject bibliographic styles. b. Select a style from this new list note that doing this automatically updates your bibliography to the new style. Note: In EndNote you can also add individual styles to your default style list by using the drop down style bar on the toolbar, and clicking Select Another Style. Highlight the style you want from the Choose A Style box, and then click the Choose button. Existing styles can also be modified and new bibliographic styles created using EndNote s style editor. 14 Elaine Tay & Merrilee Albatis Murdoch University March 2010

17 Editing individual citations You may need to edit particular citations to include further details such as page numbers. To do this you must edit use the EndNote Edit Citations option you must not manually edit the citations directly from within your word document, as any edits you make in this way will not be saved by EndNote! To edit a citation: Right mouse click on the citation you wish to edit, select Edit Citation(s) and then More (or use the author options) from the dialogue-box that opens. This will open the EndNote X3 Edit Citation box which offers you the following options for editing the citations: Exclude Author: Select this to omit the author name from the formatted citation. Exclude Year: Select this to omit the date from the formatted citation. Prefix: Enter text here to print immediately before the citation text (spaces are significant). Suffix: Enter text here to print after the citation text (spaces are significant). Pages: Enter page numbers here to print as Cited Pages. To print, the Cited Pages field must be listed in the citation template or footnote template of the output style. Note: For those styles which do not support a Cited Pages field in the template, an alternative option (to modifying the template) is to use the Suffix field to enter pages which you want to appear after the citation text! If you do this, you will usually also need to leave a space before inserting a p for page or pp for pages. For further information on editing citations refer to Chapter 11 of the EndNote manual. Creating an Independent Bibliography There may be times when you need to create an independent EndNote bibliography i.e. one without an associated document. There are a number of options for doing this but one of the easiest options is to copy the formatted references the steps for doing this are outlined below. Copying formatted references You can use the Copy Formatted command to quickly create and copy a bibliography that you can then paste into a word processing document. The references are sorted and formatted according to the output style you have selected. What you need to do: 1. Select the style you want to display as the default bibliographic style in EndNote. 2. Select the desired references from within your EndNote library. 3. Open the Edit menu and select Copy Formatted. 4. Open a blank word document and Paste the references into the document. Printing References You can use the Print command to print references directly from EndNote. This is a quick way to put your references on paper, but note that no special layout options are provided. To print directly from EndNote: 1. Select all the references you wish to print within your EndNote library. 2. Select the style you want from the Output Style menu. 3. Consecutive references will be printed in the order in which they appear within the library. Individually selected references will be printed in the order in which they were selected. 4. Open the File menu and select Print. By default, EndNote will only print the selected references. To print all the references showing in the library window, change the print range option to All. Elaine Tay & Merrilee Albatis Murdoch University March

18 SECTION D Other Functions Deleting References The quickest way to delete a reference from within your Library is to highlight (i.e. select) the reference and use Ctrl-D, or right mouse click and select Move References to Trash from the pop-up box. Both will do exactly the same thing i.e. remove the reference from your Library to Trash in the left My Library pane. To permanently delete the references right mouse click over Trash and Empty Trash. Caution: When you delete a reference, you delete its record number in that library forever. Even if you paste the reference back into the same library, it is assigned a new, unique record number. This may cause incompatibilities with older papers that have citations that use old record numbers. We strongly recommend that you do not delete references that have been used in papers that you might want to reformat later, and keep backups of your libraries! Searching Within Your Library As your reference library begins to grow, you might find it useful to be able to search for particular references within your library (by keyword, author, etc). The quickest way to do this is to use the Quick Search box shown below on the Toolbar. This will allow you to do some basic searching of your EndNote Library. More advanced searching can be performed from the Search pane at the bottom of the Library screen. Changing the Library s default sort order Click on any of the field column labels i.e. Author, Year, Title, Journal, Ref Type, URL (or the figure or attachments columns) to change the sort order. e.g. Clicking on Author will re-sort the Library so that the references display Z to A under the first Author s surname a second click will change this back so that references display A to Z. Other sort options are available under Tools and Sort Library. 16 Elaine Tay & Merrilee Albatis Murdoch University March 2010

19 Opening a new EndNote library SECTION E During this workshop you have been working with the sample EndNote X3 library. When you are ready to begin, you will need to open a new (empty) library ready for you to starting working in. To do this: 1. Open File within EndNote and select New. 2. Select the directory you wish to save your library to, provide a name for your library (e.g. Thesis), and then click the Save button. Your new EndNote library will then open ready for you to commence work in. When you are next ready to work within your library, the new library will list as an option within the Open an existing EndNote library starting window. Closing a library Open File and select Close Library, or alternatively, click on the x box in the top right hand window of the library. Any open libraries will also close automatically when you quit EndNote and references will remain as they are stored i.e. you don t have to specifically close the library first in order to save your references! Backing up your EndNote library This is critical. Make several backup copies of your EndNote libraries and any papers you are working on - backup regularly and of course whenever you add or modify references. You should backup: The EndNote library (and the corresponding.data file which is in the same folder as the library) Any modified styles, filters, and connection files Any associated word processing documents Any other important documents Only the EndNote library can be backed up from within EndNote to do this: 1. Open File and select Save a Copy 2. Select where you want to save the file (i.e. library) to, provide a name for the file, and click on the Save button. To backup all other files (e.g. Styles, Filters, Connections, etc) and any other important documents you should use File Manager, Windows Explorer or DOS. Note: You can also use File Manager, Windows Explorer or DOS to backup the actual EndNote library. For full details refer to Appendix A of the EndNote Manual - Making Backup Copies of Your EndNote Files. Elaine Tay & Merrilee Albatis Murdoch University March

20 Where Can You Get the EndNote Software? Murdoch University has an EndNote site licence which allows staff and students to have access to the software for on and off campus use. The off campus use is strictly for university research and coursework use only. Copies of the software may be obtained from the IT Service Desk in the Library. Backward Compatibility EndNote X3 is backwardly compatible with versions back to version 8, but is not compatible with EndNote versions 7 or earlier. If you need to work collaboratively with peers check which version of EndNote they are using! Further Assistance Within EndNote refer to the Help Menu indicated by the? icon in the main Toolbar. Refer to the EndNote Manual which is available online with the software. To access the manual: Click Start on your Windows task bar In the pop-up menu, select Programs Select EndNote in the next pop-up menu Click EndNote Manual in the final pop-up menu Visit the EndNote Web site at: and specifically Join the EndNote Discussion Forum - see Browse the EndNote list archives at 18 Elaine Tay & Merrilee Albatis Murdoch University March 2010

21 SECTION F Library EndNote Web Pages Locating the Murdoch Library catalogue connection file Locate EndNote on your computer and save the Murdoch Library connection file to EndNote s Connections folder you may choose to rename the connection file to something of your choice e.g. Murdoch Library Catalogue. Once the file has been saved you will be able to connect to the Library s catalogue through EndNote. Elaine Tay & Merrilee Albatis Murdoch University March