Referencing: EndNote Quick start

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The small print

Prerequisites Time in the classroom is precious – it is an opportunity for you to interact with the workshop leader and other participants through questions and discussions and to share your experiences and concerns. To make the most of this time we sometimes ask you to carry out learning activities ahead of the workshop so that everyone comes into the class with the same basic knowledge. We keep this prior learning to a minimum and often make use of Lynda.com videos. Lynda.com videos can be accessed by University members anytime, anywhere, through a browser or app.

The workshop description will tell you if any prior learning is required. If you don’t have an environment where you can do this learning, you can come along to one of our ‘Lynda Labs’. These are scheduled every week, and are a quiet space where you can work through Lynda.com videos or other workshop resources.

If you arrive at a workshop without having done the prior learning, the workshop leader may suggest that you come back on another session.

Copyright Pamela Stanworth makes this booklet and the accompanying slides available under a Creative Commons licence (BY-NC-SA: Attribution-NonCommercial-ShareAlike).

The Oxford University crest and logo and IT Services logo are copyright of the University of Oxford and may only be used by members of the University in accordance with the University’s branding guidelines.

About the workshop designer Pamela Stanworth has over a decade’s experience working on formal documents, theses and reports with researchers and departments across the University. She brings a pragmatic approach to managing research reading and building documents that are effective, reliable and sustainable.

Pamela’s roots are in engineering, working with blue-chip industrial companies, technical consultancy and small businesses. Her commitment in teaching and consulting is to enable people to use appropriate technology in their work, efficiently and to a high standard.

Revision history Version Date Author Comments

1.0 March 2017 Pamela Stanworth Created

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About this workshop

This workshop is a first look at EndNote - a tool for storing and managing references and creating bibliographies.

What you will learn This course will help you learn to use EndNote to create a library of references and insert citations in a Word document. It is a single session, covering time-saving techniques and automations, and provides tasks for hands-on practice.

We will discuss how to create a library to manage your references and research reading. You need a range of tools for searching online and downloading references.

We work through ways of inserting dynamic references from your library into a word-processed document, both in line with the text and in footnotes. We will explore how EndNote helps with formatting the citations and building a bibliography, and try out the wide variety of output styles.

We will include pointers to other workshops and further resources that will help you go on later to manage your research reading and to achieve more advanced document formatting.

What you need to know The ideas and techniques covered in this workshop will apply to a range of tools. We will demonstrate using EndNote, which is widely used. However, the concepts will be the same or similar, whichever reference manager app you decide to use.

I will assume that you have made a start using the tool you have chosen to use to manage your research reading. With your chosen tool, you will need to be able to:

Create a reference in a library

Search online for references and download into your library

Navigate around a word-processed document

“Cite while you write”, inserting citations in text or in footnotes as appropriate

Apply a variety of output styles for citations and bibliographies in a document

Navigate the commands and menus, using Help as necessary

The resources you need Sample documents that you can use to experiment with will be available, but you may like to bring along your own.

Unless you have been told otherwise, there will be a computer available for you to use, with EndNote and Word installed.

You can bring along your own laptop with your preferred app installed if you want to – just bear in mind that I am not an expert in every app (although I am sure that between us we will be able to sort most things out!).

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Learning Objectives

This workshop has the following learning objectives:

Learning Objective One – Creating a new library

Learning Objective Two – Some settings

Learning Objective Three – Collecting references using EndNote’s

Learning Objective Four – Online search and direct export

Learning Objective Five – Working with reference details

Learning Objective Six – Inserting citations in a Word document

Learning Objective Seven – Working with citations

Learning Objective Eight – Bibliography in a Word document

Learning Objective Nine – Output styles in a Word document

Study Videos During the workshop, I will point you to a variety of resources that will help you in achieving these objectives.

Videos to support these topics are available from Lynda.com and from the EndNote channel in YouTube. Find the playlist for this course in the ITLC Portfolio: visit http://portfolio.it.ox.ac.uk and search for “EndNote Quick Start playlist”.

Watching these videos requires an Oxford University account with Lynda.com. Read about Lynda.com here: http://portfolio.it.ox.ac.uk/resource/lyndacom/lyndacom-welcome-about-these-videos-and-learning-resources

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Learning Objective One – Creating a new library A library is your database for collecting references. Start EndNote and create a new library file. (If an existing library or a message about an “unexpected library” appears, close or cancel it.) For today, save the library in your home drive H:/

When, later, you create your own library for real work, think about a suitable location – where will you save it? What will be your strategy for making frequent backup copies of your library?

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Learning Objective Two – Some settings

In your new EndNote library, check that you have selected Integrated library mode: .

Websites for Learning Objective 4 (below): An article in the ITLC Portfolio gives clickable links to the websites you will use in this course – use Mozilla Firefox or Chrome to visit http://portfolio.it.ox.ac.uk and search for “EndNote quick start”.

Web browser apps: Some database websites do not work well with Safari, and some do not work well using Internet Explorer. If downloading does not seem to work well, try using another web browser such as Firefox. Some websites, notably Proquest, use pop-ups for the exporting process, so make sure your browser is allowing this.

VPN: A number of online services are restricted to authorised users such as members of the University of Oxford, or they provide a better search experience for members. VPN is a tool for proving your status as a member of the University. If your computer is not plugged in by ethernet cable to the network in a University building, you should run VPN before searching. Read more about VPN in the IT Services website.

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Learning Objective Three – Collecting references using EndNote’s built-in search tool Use the Groups panel in EndNote to connect to the Web of Science. Search for items with British dinosaur in the title, and download about 15 references.

Review the list and delete some references, leaving about 10 which look interesting – notice that these have already been downloaded into your library and are accumulating permanently in the All References group.

Look through the list of libraries which EndNote could connect to. Search the U Oxford connection for 2012 items with dinosaur bones in the title, and download a few.

Examine the references that have arrived in your library: at this point you would usually make any edits needed to tidy up the data, and delete any unwanted references.

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Learning Objective Four – Online search and direct export Each bibliographic website has its own layout, so choose some that interest you from the list given in our Portfolio article online (review the settings in #2 above).

For each search, visit the website and practice collecting a few relevant references in the Folder/e-Shelf/Trolley/etc, then send them into your EndNote library using whatever command is provided to Export/Import/Send/Download/etc.

If asked, use one of the formats provided such as Direct Export in RIS/Send to Citation Manager/PubMedNLM/Push To RIS.

Do not be distracted by options of EndNote Web or EndNote Online.

After each search, examine the references that have arrived in your EndNote library, editing or deleting some as needed. They accumulate in the All References group.

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Learning Objective Five – Working with reference details Close your new library, then open paleo2.enl.

Edit the Alvarez reference using the Reference panel – correct the author’s name to Alvarrez. Examine the other fields available and think about how you would use them as you organise your own reading.

Open the Chang reference in a separate window, and make further edits, such as adding another author Tessa Cooper. Add your own remark about this article, in the Research Notes field.

Notice that this is a newspaper article: look through the list of other reference types available.

Add a new reference: a book by John Titcombe, “A practical approach to field studies”, 2013.

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Learning Objective Six – Inserting citations in a Word document Open the Word document Advances in Paleontology.docx.

Insert a citation to the work by Tacitus of 2012, at a suitable point among the text on page 1.

Use a different method to insert a citation to Billoski’s book of 2012 at another suitable point.

(Optional) Create a footnote, then insert a citation in the footnote - cite Bethune, 2001. You might prefer to use the document Further Advances in Paleontology with Footnotes.docx, as it already has some footnotes.

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Learning Objective Seven – Working with citations At a suitable point on page 2, create a multiple citation by inserting 2 citations together. Notice the way EndNote manages the punctuation.

Identify one of those references in the EndNote library, and edit it there, changing the spelling of the author. In the Word document, update the citation and notice the spelling has been revised.

In EndNote, review the list of the references cited in this document. This list will be updated automatically as you add and remove citations in the document.

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Learning Objective Eight – Bibliography in a Word document Examine the bibliography which appears at the end of the document.

Add some more citations among the main text. Notice the way the bibliography changes.

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Learning Objective Nine – Output styles in a Word document Use the Style control in Word and find out what output style is currently applied to the document. This governs the format of citations, footnote citations and bibliography.

Use the Style control to apply the Annotated style, and notice the differences in the document.

View the list of other styles available. Apply Vancouver and examine its effects. Try some other styles, and think about which one/s you will use in your own writing.

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Further information

Getting extra help

Clinics

The IT Learning Centre offers bookable clinics where you can get pre- or post-course advice.

About Lynda.com

Lynda.com is free to all members of the University. Visit courses.it.ox.ac.uk/lynda and sign in with your Single Sign-On (SSO) credentials. Some courses recommend pre- and/or post-course playlists of Lynda.com videos to support your learning. You can watch these anywhere, anytime, and even download them onto a tablet or smartphone for off-line viewing.

If you need a quiet place to work through playlists away from distractions, the IT Learning Centre offers frequent Lynda Labs that you can book onto.

About the ITLC Portfolio online

Many of the resources used in the IT Learning Centre courses and workshops are made available as Open Educational Resources (OER) via our Portfolio website at http://portfolio.it.ox.ac.uk.

About the IT Learning Centre The IT Learning Centre delivers over 100 IT-related classroom-based courses, and gives you access to thousands of on-line course through Lynda.com.

Our team of teachers have backgrounds in academia, research, business and education and are supported by other experts from around the University and beyond.

Our courses are open to all members of the University at a small charge. Where resources allow, we can deliver closed courses to departments and colleges, which can be more cost-effective than signing up individually. We can also customize courses to suit your needs.

Our fully-equipped suite of seven teaching and training rooms are available for hire for your own events and courses.

For more information, contact us at courses@it.ox.ac.uk

About Academic IT Services The IT Learning Centre is part of Academic IT Services (AcIT). AcIT engages with the University in all aspects of the use of IT for teaching, learning and outreach, including the development of the University’s Virtual Learning Environment (WebLearn), research data management advice, technology enhanced learning, and digital media services including the Replay lecture capture service. If you think AcIT can help you, contact us at academicit@it.ox.ac.uk

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Pamela Stanworthpamela.stanworth@it.ox.ac.uk

Referencing: EndNote Quick start

Your safety and comfort are important

Where is the fire exit?

Please tell us if anything doesn’t work

The toilets are along the corridor outside the teaching rooms

The rest area has vending machines and a water cooler

Resources for your learning

Activities for you to practice todayIn the course handbookWork at your own pace!Be selective

Video playlists with today’s topics

Follow-up workContinue with exercises after the sessionBookable Course Clinics later

Course topics

A library of references Connecting to on-line resourcesDownloading references

Collecting references from research websitesSearching online

Editing reference detailsReference types

Citing references in a Worddocument

Citations in footnotes

Formatting citations

Output styles

Bibliography

(using EndNote as installed)

Getting started Build a library of references

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Create text … insert citations Creating a new library

New library

Choose a location (home drive H: for today)

Assign a useful filename

Remember: back up library files frequently

Some settings

View the Search panel

Use Integrated mode for searching

If not using the University network, use VPN to get better search results

(see Learning Objective 2)

Method 1: EndNote searching online

EndNote can search sources online

Choose a database in the Groups panel, or 

click more…

Tools|Online Search or           

Set up criteria

Importing the found references

Search results are imported immediately into library

Check and delete any unwanted references

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Hidden slide

EndNote Quick Start

Learning Objectives One, Two and Three

Finish at 9:45 please

If you want to continue with the exercises, you could …

Copy today’s Exercise files to a memory stick

Download the files (and more) from the ITLC Portfolio at http://portfolio.it.ox.ac.uk

Download the “Step By Steps”

Method 2: Collecting references online

Online search and direct export

Visit individual websites & portalsEvery site is differentNote some databases don’t connect using Safari (try FireFox)

Use the site’s own toolsto search and exportReferences are sent directly into EndNote

Today’s exercises use web links

Find them in the ITLC Portfolio:http://portfolio.it.ox.ac.uk

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SOLO and OxLIP+can send directly to EndNote

PubMed and Google Scholar can export to EndNote

Got references in hand-typed text?

Re-acquire references from your usual database

Use Find Reference Updates to fill in gaps

Try Hubmed: www.hubmed.org/citation.htm

EndNote Quick Start

Learning Objective Four

Finish at 10:15 please

Working on a reference

Check and edit a reference

Edit in the Reference panel

Or double-click to open a separate window

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Author names

Use the form Surname, FirstnameOne author per line, using <Enter>An organisation: put a comma after

Bloggs, JosephDean, Jane Pde Havilland, OLlewellyn Bowen, LThe British Museum,

More details

Complete as many fields as possible

Titles – enter in consistent case(may be capitalised automatically in citations)Dates – be consistentResearch Notes for your notes (up to 8 pages of text)Web address - URL or DOI, creates a clickable link

My Rating starsRead/unread status… and lots more

Adding a new reference

New reference

Choose a reference type e.g. Journal article or Book

Type details for each fieldUse <Tab> and <Enter> keys

The data is saved as you close

EndNote Quick Start

Learning Objective Five

Finish at 10:45 please

Citing references in a document Using EndNote with Word

EndNote is an Add-In for Word

Citations are inserted directly

And formatted automatically

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Inserting a citation in a document“Cite While You Write”

Click the position in the Word documentSelect reference/s in EndNote and

Or use Find Citation in Word

Citation appears among the text

Multiple citations ;

Citations in footnotes

Inserting…Create a Word footnote

Then insert an EndNote citationor

Ibid. or short form appears as needed

Working with citations in a document

Removing a citationSelect the whole citation including any brackets

Updating citationsCitation updates automatically if reference is editedForce update using

References citedIn EndNote, a citation report appears for each document

Bibliography in the document

A list of the references cited

EndNote builds it at the end of the document

Fuller details than in-text citationThe format and fields included depend on the output style

Updated automatically

Formatting citations in a document Output styles

Controls the way reference details are presentede.g. Author-date, MLA, Numbered etc.Which fields, punctuation, text formatting?Affects citations, bibliography and footnotes

Apply an output style in each document

Different styles to suit each publication

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Choosing an output style

Range of reference styles already availableBrowse the list in the Styles dialogPreview to find a suitable style

Download 100’s more from EndNote website

Style By Example website:http://editor.citationstyles.org/searchByExample/

Or create your own output style (later course)

More about EndNote

Obtaining EndNote software

Oxford University campus licence for EndNoteask your departmentor get your personal copy from IT Services Online Shopor from Adept or Bilaney Consultants

Websites for more informationwww.endnote.com/www.bodleian.ox.ac.uk/bdlss/resources/endnotewww.adeptscience.co.uk/www.bilaney-consultants.co.uk/our-products/endnote.html

Other citation software is availablee.g. RefWorks, EndNote Online

Other reference managementcourses

EndNote – Managing your research reading

EndNote – Designing citations and bibliographies

EndNote – Start to finish… using Windows or Mac

EndNote Quick Start

Learning Objectives: the remaining exercises

Finish at 11:15 please

This presentation is made available by Pamela Stanworthunder a Creative Commons licence:

Attribution-NonCommercial-ShareAlikeCC BY-NC-SA

pamela.stanworth@it.ox.ac.uk