Workbook & Guide. Endnote Desktop ( access via campus network or via Virtual Desktop service) Endnote Online ( web based version)

Transcription

1 Reference Management using Endnote, Desktop Workbook & Guide Aims and Learning Objectives By the end of this workbook & guide you will be able to: import bibliographic references from external databases and create references manually; explain the importance of housekeeping within your reference library; organise your reference library to reflect your individual research needs; store and annotate PDFs automate the insertion and formatting of citations and bibliographies in Microsoft Word; Did You Know? There are two separate Thomson Reuter Endnote products: Endnote Desktop ( access via campus network or via Virtual Desktop service) Endnote Online ( web based version) Users can opt to use either or both products. Most users set up Endnote Desktop for on campus use and synchronise it with Endnote Online for off campus use. There is also a free Endnote app for ipads available on the App Store. 1

2 Contents Before starting 2 Endnote Library: a first view 3 1 Accessing Endnote desktop 4 2 Create a library 4 3 Set up groups 5 4 Collecting references 6 5 Working with PDFs 12 6 Choosing a reference style 13 7 Create a reference list 14 8 Writing a paper write & cite Editing citations Sync-ing Endnote Desktop / Endnote Online 18 Further support 19 Appendix 1 Database Import instructions 20 2

3 Matters to consider before you get started: Where will I do most of my work on, off campus or both? Do I wish to use both Endnote products? [we would suggest yes!] Will I be working alone? Do I wish to share my Endnote Library with others? Will I be using PC or a MAC? Do you have access to Word or Open Office (or Pages for the MAC)? Where are you going to keep your Endnote backups? And just before we get started.. Citation databases are only as good as the information they contain. Rubbish in means rubbish out..! Endnote libraries need managed, like any filing cabinet. Reference managers cannot do absolutely everything. The user should always check their references for accuracy. 3

4 Endnote Library : a first view Groups Search panel Reference panel References Screen layout control 4

5 1 : Accessing Endnote Desktop on campus EndNote X7 is a desktop application, and as such must be installed. All Edinburgh Napier classroom and office PCs have access to the application and also include the Microsoft Word plug-in to allow inserting citations from EndNote. From your desktop Start menu, go to All Programs > Applications > Core and then click on EndNote X7 to install the application. Thereafter, you will be able to access EndNote from the toolbar that will now be visible when you open up a Word document. In Word look for the Add-ins option on the ribbon at the top of the screen. Please note: you may need to restart your device for these changes to take effect. To use Endnote on personal devices off campus, access Endnote Desktop via the university s Virtual Desktop Service OR use Endnote Online OR purchase an individual EndNote X7 licence from the supplier. 2 : Create a Library From the Getting Started window click on the Create a new library button or go to File menu > New Library. Save your library in your Documents folder. An EndNote library consists of two parts with the same name but different extensions: The main library file with the.enl extension (eg Choc.enl) An additional library folder with the extension.data (eg Choc.data) Notes Although it is possible to create multiple libraries it is recommended you keep all references in one library. [ You can only sync one library with Endnote Online] If you need to copy, move or back-up an EndNote library, you must ensure both these files are retained. 5

6 3: Set up Groups Each reference may be assigned to one or more groups. Groups help you to manage references for multiple projects/papers, and make it easier to locate references when inserting citations. Creating and editing groups Manage groups using the Groups menu or by right-clicking on an existing Group Set: Right click menu Note Deleting a Group or Group Set does not delete the references it contains. Deleting a reference when viewing a Group removes it from the group but does not delete the reference from the library. Smart Groups have references added automatically based on user-defined criteria Adding References to Groups 1 View All References and select the references you wish to assign to a group (CTRL allows multiple selection of non-adjacent items) 2 Choose Groups > Add references to and select the group Tip You can also drag selected references onto the group folder, or use right-click on any of the selected references Managing Duplicates Adding references from many sources may result in duplicate references. To prevent any issues when inserting citations, EndNote can locate duplicates for you to delete. Choose References > Find duplicates Note: References deleted from the Duplicates list are removed from the whole library. 6

7 4: Collecting References You can add references to your library in the following ways: Import PDFs. Import records from Google Scholar Import references from an online database Import records from LibrarySearch (and a range of other international library catalogues) Manually enter references 4A Importing PDFs and associated data If you already have PDFs of full text articles on your computer, you can start by importing them into your EndNote library. With your library open go to File > Import to import one PDF, or a folder of PDFs.. PDF files are converted into EndNote bbiliographic records by extracting DOI information from the PDF files, matching it with data from CrossRef ( ) and capturing bibliographic content from there. For this to work, the article will need to contain a DOI number eg doi: /j.physbeh

8 4B: Importing records from Google Scholar Note: you can only export references one at a time via this route! Configure Google Scholar to send references to EndNote: Go to the Google Scholar Click on Settings Under Bibliography Manager, select Show links to import citations into and choose EndNote from the menu Click on the Save button Now open Endnote and do a Scholar search. To import search results into EndNote: After performing a search on Google Scholar, click on the Import into EndNote link under the reference you want to import. If you are presented with a window asking if you want to "Open" or "Save" the file, choose to open the file. A security box will appear. Click Allow to allow the reference to be imported Tip: You can also change the Google Scholar settings to show links to where full text is available at Edinburgh Napier. Go to Settings > Library Links > type Edinburgh Napier in the search box. Tick the Edinburgh Napier box underneath and Save your settings for that session. From your Scholar search results, Choosing View full text will link to Edinburgh Napier full text. 8

9 4C: Import references from academic databases Many academic databases give you the ability to export references to your EndNote library. Look for the option to save, export, or send to EndNote in the database. The EndNote option might also be labelled as RIS. Choose results then export Most databases now support direct export into Endnote. However, some databases still require you to save the file to your device, then import the data into Endnote. If you have to do this, use the RIS export option where possible. Appendix 1 of this document gives step-by-step export instructions for the main Edinburgh Napier database search platforms. Finding Full text for database references Endnote can also search for the full text of articles just retrieved from a database. From Endnote choose Edit > Preferences > Find Full Text 9

10 Tick all the boxes, especially the DOI box Now find full text using the toolbar option at the top of your library, or highlight your references, right click and choose Find Full Text Highlight refs and find full text Successful full text downloads will attach the PDF to the reference automatically. Attach ful text on campus and the system will pull in all references that the university has paid subscriptions to (it will recognise your staff/student login details). It will not find all PDFs - they may not be open access or the university may not subscribe to the journal you require. 10

11 4D: Importing references from Edinburgh Napier s LibrarySearch You can save references from LibrarySearch and import them into Endnote either individually, or in multiples. Importing Multiple Records Sign in to LibrarySearch. Perform a search Click on the icon to save multiple items to your eshelf Go to your e-shelf. Select the items to export and select Push to RIS (not Endnote) Click Go Save the RIS records to your device by clicking OK. Now go to Endnote and File >Import using the RIS import filter. E-Shelf After import into Endnote check them for accuracy not all fields eg date, come across from LibrarySearch. 11

12 4E: Manual entry of references To enter a new reference manually: Choose References > New Reference Select the appropriate Reference Type (to ensure the correct fields are shown) Complete the fields needed for citations/references as a minimum Choose File > Save (or Close the reference and choose to Save when prompted) Notes Authors must be Surname, Forename with multiple authors on separate lines. Leave out most punctuation eg. full stops, italicisation, bold etc the formatting of the various bibliographic styles will take care of this. Put a comma on the end of institutional authors eg Scottish Government, Edinburgh Napier University, Choose the correct reference type Enter authors on separate lines. New authors in your library show in red 12

13 5 : Working with PDFs PDFs within Endnote can be viewed and annotated. Highlight your reference and access it from the reference panel on the right of your library. Reference Panel Open PDF to annotate with sticky notes. The notes are searchable. To annotate a PDF Open the PDF from the Reference panel and use the Open PDF icon. Use the highlighter and sticky note options in the PDF window to make your annotations 13

14 6 : Choosing an Endnote referencing style EndNote includes over 3,000 referencing styles, including APA, MLA, Harvard and also styles for a wide range of academic journals. Additional styles can be downloaded and you can also edit them yourself and store them on your local PC. To locate an available referencing style: From the Bibliographic Output style list choose Select Another Style Locate and select the style in the list and select Choose 14

15 7 : Create a simple Reference List / Bibliography Endnote can create a stand-alone reference list or bibliography of automatically formatted references. Open a Word document Open your Endnote library. Choose the Output style that you wish from the drop down menu on the toolbar. Highlight the references you wish to include in your list. Go to Edit > Copy Formatted Paste the references into your word doc. Check the reference list for accuracy. Note: Want to see a reference list with abstracts showing? Choose Output Style = Annotated. 15

16 8 : Writing your paper Your EndNote Desktop installation includes the Cite While You Write (CWYW) plug-in, and extra MS Word tab for working with EndNote. Citations may be inserted either from MS Word or from EndNote. This places references within your text and simultaneously constructs a reference list at the end of your document Open a Word document. From MS Word, open Endnote using the Endnote option on the top toolbar The Endnote toolbar will display in Word. Choose the output style you want. To insert a citation from inside Word, click on Insert Citations on the EndNote toolbar. Search your Endnote library for the correct reference by entering keywords or author names in the search box as illustrated below. o OR 16

17 To insert citations directly from Endnote, choose Go to Endnote and highlight the reference(s) you wish to insert. The citation is automatically added to Word. This may take a moment or two to complete be patient. Your bibliography will be created simultaneously at the end of your Word document as you write. Note: On completion of your paper, references should always be checked for accuracy, Are they all in the format they should be? Do they look complete? Do the authors read correctly especially institutional/corporate authors e.g. Scottish Government. 17

18 9 : Editing Citations Endnote citations within Word contain hidden field codes. This means you cannot simply delete or edit the citation using normal Word operations such as the delete key. You must use the special Endnote options provided. To edit citations: Within Word, place the cursor inside the citation to be edited On the EndNote tab in Word choose Citations > Edit & Manage Citation(s) Within the edit dialogue box, edit the reference as you require, or remove it To remove a citation Use the same dialogue box above. Choose Edit Reference > Remove. This will delete the citation and the associated field codes. Note: If a reference re-appears when you open Word the next time, you have used the delete key in Word in error. 18

19 10 : Sync your references in Endnote Desktop and Endnote Online You can automatically sync your desktop and web-based references, attachments, and custom groups, so one can be accessed from the other. Tip: It is easier to set up sync-ing once you have set up Endnote and your groups, and before your library grows in size. Always follow the supplier s latest instructions for sync-ing. EndNote Sync: EndNote X7.1 and Later 19

20 Further Support, Documentation and Training Written guides Endnote X7 - supplier s full online user guide Quick Guide You Tube Thomson Reuter Endnote Lots of video clips with tips and how to do in Endnote Supplier Support Endnote support Please search the supplier support pages and knowledge base OR, contact your School subject librarian first. Many Endnote queries are local issues and can be dealt with here, without the need to contact the supplier. 20

21 Appendix 1 Edinburgh Napier University Database Service Providers and Import Filters - instructions Database / Service Provider EBSCO Emerald Google Scholar JSTOR Instructions Select the records that you want to retain by clicking on the Add to folder option below each reference. Click on Folder view link towards the right of the screen Select the items that you wish to import. Click on Export icon Choose Direct Export to EndNote, ProCite, or Reference Manager and click Save Select the Endnote library you wish the references to go in and the references should download. Tick selected results, then click on Add to the marked list/session Marked list and Go View your marked list from the menu on the left of the screen Tick chosen references and then select Export Options Choose Direct Export to EndNote and open the file Your reference(s) will now be saved in your chosen library Click on Scholar Preferences and scroll down to Bibliography Manager Choose EndNote from the drop down menu and save preferences Return to searching Google Scholar. Each result should now have an Import to Endnote option. Click on this option and choose Open. Open the Endnote library you wish the references to go in and the references should download NB References from Scholar can only be imported one at a time Mark the articles you wish to save Click on Export Citations. Select RIS format Open the file and your reference(s) will now be saved in your open Endnote library 21

22 OVID Mark the articles you wish to save and choose Keep Selected from top or bottom of results screen. Select All and click Export At the next screen, click Export results to EndNote. Choose Export results to Endnote and click Export Citations Open the Endnote library you wish the references to go in and the references should download. Proquest Pubmed Science Direct Web of Science Tick chosen results Click Export. Export to Endnote and continue. Save the file as a.txt. file in a suitable location Go to EndNote and open your library. Select File > Import Click on Choose file to browse for the reference file you have just saved Click on the drop-down Import Option menu. If the correct import filter is not in the list [Ref Man RIS], select Other filters and browse for it. Click on Import The reference(s) will now be added to your chosen library. Mark the articles you wish to save. Click on the Send To drop down menu and choose File and Format = Medline. Save the file as a.txt. file in a suitable location Go to EndNote and open your library. Select File > Import Click on Choose file to browse for the reference file you have just saved Click on the drop-down Import Option menu. If the correct import filter is not in the list, select Other filters and browse for the Pubmed filter. Click on Import The reference(s) will now be added to your chosen library. Mark the articles you wish to save Choose Export Citations at the top of the results list Choose Content = Citations and Abstracts; Export Format = RIS. Click Export. Open the Endnote library you wish the references to go in and the references should download. Tick chosen results Click on Save to Endnote (not Save to Endnote Web) If your chosen Endnote library is already open, references will download automatically. 22

23 Wiley Interscience Mark the articles you wish to save Choose Export Citations from the top of the result list.. Choose Format = EndNote and Export Type = Citation and Abstract. Choose Submit to export your references. Save the file as a.enw. file in a suitable location Go to EndNote and open your library. Select File > Import Click on Choose file to browse for the reference file you have just saved Click on the drop-down Import Option menu. If the correct import filter is not in the list, select Other filters and browse for the RefMan Ris filter. Click on Import The reference(s) will now be added to your chosen library. Zetoc Mark the articles you wish to save. Click Download (top or bottom of screen) and choose Short labels from the Format menu. Choose Just tagged records from the Download menu. Click Send File and Save Save the file as a.txt. file in a suitable location Go to EndNote and open your library. Select File > Import Click on Choose file to browse for the reference file you have just saved Click on the drop-down Import Option menu. If the correct import filter is not in the list, select Other filters and browse for the Zetoc (MIMAS) filter. Click on Import Note. Importing problems. While EndNote has import filters for most databases, you may find there is not a filter that matches the particular database you wish to import from, or that the filter does not appear to work. In this case, you can try using another filter - RIS is regarded as the generic import filter for Endnote, - or you can add the references manually. 23