INTRODUCTION TO ENDNOTE

EndNote is one of a number of referencing software programs that are available today. It allows users to:

• Create, organise and maintain a personal database of references called an EndNote Library.

• Manually insert references or download them from other databases into your library

• Enter references into documents and • Generate a bibliography in the correct style for publication.

EndNote is available for Windows and Macintosh computers, and the two versions are very similar. CQUniversity has negotiated a site licence for EndNote, which permits staff and students of the University to use the software both at work and at home. For support and information on how to obtain the software, see our LibGuide at: http://libguides.library.cqu.edu.au/endnote This guide aims to show you the basic skills required to get started using the latest version of EndNote. It does not cover everything you will ever need to know. The help screens in EndNote are very useful and they can be accessed by clicking on the Help

option on the menu bar at the top of the screen or the Help button on the toolbar of your EndNote library.

Assistance can also be obtained by emailing cqulibrary@cqu.edu.au

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Downloading Endnote: To download on to your home computer or laptop, please go to Services for Students or Services for Staff on the IaTD help page http://www.cqu.edu.au/it-help . You will then be able to select EndNote from the software section on the relevant page. Please read and follow the instructions carefully. Email tasac@cqu.edu.au or call 1300 666 620 should you experience any difficulties.

Opening EndNote:

1. Go to Start> All Programs> EndNote>Click on the EndNote Program Icon.

It will look like this:

You should then see the following screen:

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Once you have created a library you will no longer see this box when you log in (EndNote will automatically go to the last library that was opened on your computer).

Click the Create a new library graphic.

You will see a dialogue box similar to the following image:

New Library In the Save in box, select the folder where you wish to save the library. In the File name box, type a name for your library. Click on Save.

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You should see a new library window, like this:

New Library Window

An EndNote Library is divided up into several areas or panes:

• The Toolbar at the top of the library • Library of References • A Groups pane on the left • A Preview, Attachment, PDF & Reference (Quick Edit) pane

These panes assist you in managing your library.

Library of references will appear in this pane.

Groups pane This pane displays the Reference (editing available), Preview, PDF & attachments.

Toolbar.

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Backing up your Library:

It is very important to make back-up copies of your library regularly and store them on another drive. An easy way to back-up your library is to go to: • File option on the toolbar • Select Compressed Library.

When EndNote creates the library, it will also create a .DATA folder which contains various files connected with the library (PDF’s, Groups). When you compress the library, EndNote will include the .DATA folder. If you do not save the .DATA folder with you library .enl file you will not be able to open your pdf attachments or see your groups. Entering References Manually: To manually insert a reference into your library, Click on the New Reference button

on the library toolbar. You should now see a new reference window:

New Reference Window

Reference Type

Fields

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Note that Journal Article is the default Reference Type. Click on the arrow at the right of the Reference Type box to select a different reference type (e.g. Book, Conference Proceedings, Map, Web Page, etc.). Please note that Book Section is to be used for a book chapter, or a conference paper published in a conference proceedings. The Author, Year, Title, etc. are known as Fields within a Reference Type. Use the Tab key to go from one field to the next, or click in the next field with the mouse when typing in relevant information. When you have finished typing in the data for your reference, it should look something like this:

Reference for a Journal Article Close the reference by clicking on the lower X button in the right hand corner of the toolbar (not the top X of the library window). Closing also saves the reference.

To quickly edit a reference already in EndNote, use the Reference tab in the tab pane of the Library window.

Close and Save the reference by clicking on the lower X.

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Alternatively, double click on the reference and the reference will open as shown above. Opening the reference will provide you with more editing options such as, bolding, italics and case change.

It is important to follow the guidelines for data entry, consistency is the key.

Tips for Entering Data (for more go to http://libguides.library.cqu.edu.au/endnote)

• If there is more than one author, each author must be entered on a separate line • Preferred method for entry of authors and editors is to enter Family Name, First

Name • Corporate Authors must be entered with a comma at the end eg. Queensland

Health, • Enter the full journal title or consider downloading a Journals Term List for your

subject area • Do not add punctuation to the end of the title and ensure there are no blank

spaces after entering in details • Use Capitals within the reference, as you would like it to appear in your

bibliography GROUPS: References can be sorted into Groups. Group Sets can be created which act like a subject heading to place your groups under. To set up a Group Set, click on Groups on the top menu bar, and select Create Group Set from the drop-down menu. This will open a box in the Groups Pane on the left-hand side of the library window, where you can type a name for the group set. Use the Create Group option to create groups with in a Group Set OR in the group pane right click on the Group Set and then choose the option to Create Group.

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Creating a Group Set

There are several ways to add a reference to a group:

• highlight/select the reference/s in the library window, then Drag and Drop selected reference/s into the group name in the Groups Pane OR

• right-clicking on the reference, select Add References To and select the group OR

• go to the Groups drop-down menu on the main toolbar, select Add References To and then select the name of the group

You can set up Smart Groups. These groups have an inbuilt search query. When a new reference is added to your library, it is checked against the search query. If it matches, it is automatically added to the smart group. It is now also possible to combine groups through the Create From Groups option. Groups can be added, deleted and changed without affecting the All References area of your library. If you delete a reference from the All References area then it will no longer appear in a group.

Group Set

Groups

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Exporting from Databases: Many databases allow you to select records and then send them directly to your EndNote library. This is called "Direct Export".

With some databases, this feature works very well. However with certain databases you will find that the records do not import accurately and they need to be edited after import. Exporting using Ebscohost:

• Using Discover It! via the Library Home page and run a search.

• From the results list, click on the Add to Folder link below each relevant result

• Now go to Folder View and select all the items you want to export,

• Click on the Export icon:

• Select Direct Export to EndNote, Procite, CITAVI, or Reference Manager:

• click the Save button:

This will activate the direct export process. Your last used Library should open with the references in it. Depending on your browser, you may see a dialog box asking you what to do with the references. If so, you should choose to open the file. EndNote uses a helper application called ResearchSoft Direct Export Helper to import the references into your EndNote library. In the library window you will see only the references which you have just imported. They have been placed in a temporary Imported References group. To see all references in your library, click on the All References group in the Groups Pane of the library window. It is important to check each reference to make sure the data entered is in the correct format, edit accordingly.

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Setting up to Export from Google Scholar:

• Open Google Scholar • Go to Settings

• Scroll down to Bibliography Manager and select EndNote from the drop down list

• Click on Save

Now when you search in Google Scholar an Import to EndNote link will appear under each reference. Example below:

Import into EndNote option now

available.

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Please note: It is important to check each reference to make sure the data entered is in the correct format, edit accordingly. Attaching a File to a Reference: The PDF of a document will generally not be automatically imported with a reference. There are several ways that you can attach a file. Try the Find Full Text option (this will not find all documents but it is a good place to start).

• To activate this option you must highlight a reference/s • Go to the Find Full Text icon on the toolbar

• The search process will be visible at the bottom of the Group Pane

Preferences can be set to work with the Library’s authentication server. A detailed information sheet is available from the tutorial tab on our EndNote LibGuide: http://libguides.library.cqu.edu.au/endnote

Find Full Text search results.

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Manually attach a file to a reference:

• Save the PDF to the desktop or folder • Open your library

o Go to the Reference Pane, and select the Attachment feature to locate the file on your computer

OR

o Drag and drop the file onto the relevant reference OR

o Right click on the reference>File Attachments>Attach file Import files or folders of files: This is useful if the reference is not already in your library and the PDF has a DOI:

• Go to File>Import>File or Folder • Select Choose to locate the Folder or File • Use the drop down box to select PDF for the Import Option • Click Import

Please be aware that if there is no DOI then it is likely that the PDF will be entered and attached with only the title you have given it and you will have to manually add the rest of the data into the required fields.

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Sorting and Searching an EndNote Library: To sort by Author, Year or Title, click on any column heading. To place in the reverse order click on the column a second time. To arrange columns in order of your choice, simply drag and drop the header where you want it. To delete or add a column to your library, right click in the header bar to view options and tick or un-tick to suit your preference. To quickly find a reference use the Quick Search box on the toolbar. EndNote will search for a string of letters in relation to the search term. EndNote also provides a more sophisticated search function. Click on the Show Search Panel to display the Search Pane at the top of the library.

All fields may remain empty except title and attachment.

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Searching an EndNote Library

Selecting an Output Style: An Output Style denotes how the reference is formatted in your Reference List. Output styles can be selected in an EndNote Library by using the Styles drop down box.

If the style that you are wanting is not listed go to:

• Select Another Style • Browse for the style you are wanting • Highlight the chosen style • Click Choose

Advanced Search Pane

To sort library, click on any column heading. Use the drag and drop functionality, re-arrange the order of the columns. Right click on a column header to open preferences to remove or add a column.

Quick search box

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More styles are available from www.endnote.com/support/enstyles.asp You can get to this page in your Endnote Library this way:

• Edit> Output Styles • Open Style Manager • Get More on the Web

Creating a Bibliography/Reference List:

• Select the references you require (hold down the Ctrl key or Shift key and highlight the references using your mouse click)

• Check that you have the specific style you want appearing in the Styles box

• Right Click on your mouse, then select Copy Formatted.

• Paste the references into a Word document.

OR As in previous versions of EndNote :

• select your references • select your style • click on the export button

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• save the exported references as a Rich Text Format file • view the file by opening the word document you have just saved.

Creating a Reference List

Using EndNote with a Word Processor: The Cite While You Write (CWYW) allows Word users to insert references as you type a document, and automatically generate a bibliography. To open the EndNote Toolbar in Word, select the EndNote tab:

Save as a Rich Text Format.

Save in a suitable location, and give it a meaningful name.

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Entering an in-text citation: Option1.

• Place your cursor where you want the citation to appear • Click on Go to EndNote

• Locate and highlight the relevant reference/s in your EndNote library • Click on the Insert Citation Icon

• The citation will appear in the text of the document and in a List of References at the bottom of your document

Option 2.

• Place your cursor where you want the citation to appear • Click on Go to EndNote

• Locate and highlight the relevant reference/s in your EndNote library • Click on the Return to word Processor Icon

• In your Word document, go to Insert Citation • Click on Insert Selected Citation

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Option 3.

• Place your cursor where you want the citation to appear • Click on Insert Citation • Select Find Citation

• Enter your search terms • Click Find • Highlight the relevant reference/s • Use the arrow next to Insert to select insert options required

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As you enter citations, the bibliography/reference list will appear at the bottom of the document. Editing citations:

• Click on the in-text citation you want to edit • Click on Edit & Manage Citation(s)

• Type in the text or page number in the relevant boxes • Click OK

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Remember to save any changes to your word document. Edit & Manage Citation options can also be activated by Right clicking on the in-text citation. This method allows you to easily remove the authors name from inside the in-text brackets.

Type information into the relevant boxes.

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• Select the option that is relevant to you

Deleting a Citation:

• Do not use the Delete or Backspace keys on the keyboard. • Click on the in-text citation • Click on Edit & Manage Citation(s)

• The selected citation will be highlighted • Click on the arrow beside Edit Reference • Select the option to Remove Citation ( you can insert a another citation to an

already existing in-text citation in the same way, just choose Insert Citation to get the search and find option)

• Click OK

Choose from these options to edit the in-text citation.

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EndNote will remove the citation and reformat the list of references. Remember to Save the changes to your document.

Turning Instant formatting off:

It is recommended, if you are creating a large document or need to be doing a lot of copy and pasting with in the document that you turn off the instant formatting tool during the writing process.

References in your document will appear like this:

Use this arrow to turn Instant formatting off.

On completion use the Update Citations and Bibliography option.

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On completion of the document, use the Update Citations and Bibliography option to reformat your document. In text citations will appear as below and the reference list will be visible at the end of the document:

Please note that if you choose to use this option, you can still use the Insert Citation function but other editing of the citation eg. adding page numbers or deleting citations need to be keyed in or added using the EndNote toolbar once the document is reformatted. Correcting Details in a Reference: When you see the references formatted in your bibliography, you may notice errors that you made when entering the details in your EndNote library. To correct these errors, go back to your EndNote library, open the reference, and correct it. Then close the reference to save the changes. To correct the reference in your Word document, click on the Update Citations and

Bibliography button on the ribbon. EndNote will reformat the references and the bibliography will be corrected.

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Removing the Field Codes: If you wish to submit your paper for publication, you must first remove all field codes, as they could interfere with the software used by the publisher. Go to the Convert Citations and Bibliography button on the ribbon and click on the arrow to select Convert to Plain Text:

You will see a warning message, explaining that this will preserve your original document (with EndNote field codes) and create a new, unsaved document (without EndNote field codes). Click on the OK button to continue. Save the new document under a new name, and send that version for publication. Keep the original document, as that it is the master copy which you will have to use if you wish to add or remove any references using EndNote. Backing up a Library: The best way to back up your library is to use the Compressed Library function. From within your opened Library:

• Go to File>Compressed Library (.enlx) • Select appropriate options • Click Next and save in a location of choosing.

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It is recommended that you keep a number of backup copies of your library and document. One copy of each should be located at a separate location. Useful Web Addresses: CQUniversity Library EndNote Libguide http://libguides.library.cqu.edu.au/endnote • Installation advice and Tutorials • Extra filters, connection files and styles • Links to frequently asked questions sites

Official EndNote Site http://www.endnote.com/ • Updates and patches for the EndNote software • Answers to frequently asked questions • Video tutorials on using EndNote • Extra filters, connection files and styles • Style Finder

EndNote Discussion Forums http://forums.thomsonscientific.com/ts/ • Communicate with other EndNote users • Search previous postings

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