ENDNOTE JUMPSTART

  • Connie Rinaldo (617) 495-4576

    • Dorothy Barr (617) 495-2475

      This document can be found at EndNote Jump-start

    1. The Basics:
      • What is Endnote?
      • How to create a new library of references
      • How to sort and search in a library of references
      • What is a style?
    2. Customizing Endnote for the way you work
      • preferences
      • linking to full-text documents or resident files from Endnote
    3. Creating quick bibliographies
    4. Using Endnote and Word together
      • inserting and editing citations and Endnote library references in Word documents
      • writing a paper using Word and Endnote
    5. Modifying styles
    6. Downloading search results using filters and use Endnote as a search interface.

    The Basics

    What is Endnote and Why Should We Use It?

    Endnote is a database program for managing and manipulating bibliographic references. It was built to make creating and formatting bibliographies in research papers easy and flexible. With the most updated version, you can also manage images and figures and link to full text at Harvard. Records can be typed into a new or existing library of references, imported from an appropriately formatted download, and in some cases downloaded directly from a search. Using Endnote and Word or Word Perfect, you can generate formatted bibliographies automatically within a paper or on their own. There are many specific editorial styles available, including many journal-specific styles.

    We will demonstrate these capabilities and give you an opportunity to try everything using Endnote 9.

    Summary

    • Use Endnote to make bibliographies for web sites and course-related handouts.
    • Use Endnote to store bibliographies of interest to you.
    • Share Endnote reference libraries.
    • Use Endnote when writing research papers.

    Create a New library

    1. Open Endnote
    2. Choose Create a new Endnote Library, click OK and then name the library
    3. To begin entering references, choose New reference in the References menu. New for the MacIntosh: lots of icons, including for new reference, insert picture, spell check and insert object

    **Note** The default reference style is a journal article.

    Look at the reference type options in the drop-down menu.

    Enter a journal article:

    Jaarola, Maarit and Jeremy B. Searle. 2002. Phylogeography of field voles (Microtus agrestis) in Eurasia inferred from mitochondrial DNA sequences. Molecular Ecology 11(12), December 2002: 2613-2621

    Author names can be entered “Maarit Jaarola” or Jaarola, Maarit but only one author to a line. Pressing Enter will give you a new line in the same field; The Tab key moves you to a new field.

    Close window when finished with a reference.

    Now enter the book (CTL-N or New reference or icon)

    Change reference type to book (can always change it later but you may miss some fields as you enter data). Scroll through the fields to see what is different.

    Adair, Robert K. 1990. The physics of baseball. Harper & Row, New York. 110 pp.

    Next look at an already created library and Sort and Search.

    1. To view a library of references: Open Endnote, (if not already open), click Browse, select example folder and select Paleo.enl or go to the File menu, select Open and select Paleo.enl. (Endnote9–Examples—Paleo.enl)
    2. To Sort while viewing a reference library, click on the column heading. Click once for ascending order; click again for descending order. Try it. Alternatively, in the References menu, select Sort References. This will set the default order of sorting.
    3. To find an author, click on the author column and type a few letters in quickly. Try “bet”; you can also do this in the other fields. Click on title and type in “we”.
    4. To Search for a set of references, from the References menu choose Search References (CTRL-F). Search for “mammal” Now we have two references. In References menu, choose Show all references (shift-cntrl-M) to get the whole library back.

    Now try “extinction and Year contains 1990″

    If you want to look at the details of a reference, double-click on it or press Enter. You can get to a reference using letters or the arrow key.

    **Note** In the upper left corner of a record there is an identifier that is used to match citations in a paper to references in an endnote reference library.

    Changing Preferences

    Open Endnote, under the edit menu, choose preferences. Check out the long list of preferences. We will review many of these so that you can make Endnote work to your specifications.

    **Please note**: If you modify reference types or change other preferences and later move the data to another computer, you will need to redo the modifications because information about preferences is stored in the registry files of the local computer.

    Automatically open a library:

    1. The first option is “libraries”. Here you can assign a particular library to open automatically. Choose Paleo.enl as the one to open. Now close out of endnote and open it again to see the change.

    Modify Reference Types:

    1. Review the generic reference type; it is a fixed type.
    2. To add new fields to a reference type, choose “reference type” and click on “modify reference types”. Move around the reference types to see what fields are included. Now, let’s add “Publisher” to the journal article type. In the “journal article” column, scroll until you see “Publisher”. Type “Publisher” or the term of your choice (”Scalper”)
      into the empty field. Save the changes and look at a reference and scroll
      down to see the added field.
    3. Make a custom field by choosing a blank field and typing in a name: “date of acquisition”.
      Return to a reference to see new field. Add data.
    4. Make a custom reference type.
    5. Select desired fields and type into unused reference type (there are 3, if you want more, you will have to use a pre-defined reference type and modify it.) Click ok and return to reference library. Choose new reference type and scroll through fields.

    Change Display Fields

    1. In preferences list, click on display fields. These are the fields that display as headings in the library window. Change them around; add custom field

    OpenURL: See this
    link     for
    more on linking to full text from Endnote.

    1. Open Edit menu and choose Preferences.
    2. Click on Open URL.
    3. Click in the box ‘Enable OpenURL.’
    4. Delete any text already in the ‘OpenURL Path’box.
    5. Type in this address: "http://sfx.hul.harvard.edu/sfx_local"
    6. Leave the Arguments in the box below. Click on OK.

    Open a reference in an endnote library.

    1. Open a record and then in Reference menu choose Open URL Link.
    2. SFX will check the available databases to see if any of them have the full text article. The HOLLIS catalog may lead to a full-text article even if the URL is not listed on the SFX screen.

    Linking to a URL or PDF from Within an Endnote Record

    Linking to a PDF

    1. Open a record in an endnote library.
    2. Select the “Link to PDF” field from which you want to link
    3. In the “References” menu, choose “Link to PDF”
    4. Find the file you want to link to and select it. (Caution: the link will only work as long as the file isn?t moved)

    Linking to a URL

    1. Open a record in an endnote library.
    2. Select the ?URL? field.
    3. Type in the URL you want to link to (As you know, urls often change. For links to articles you?re better off using the Open URL option as this will keep track of these changes).

    Attaching an Image or an Object to a Reference

    Adding an Image

    1. Open a reference in an endnote library.
    2. Select the ?Image? field.
    3. Under References select ?Insert Picture??
    4. Find the picture you want to include (one already saved onto your computer) and click Open to add it to the reference (the image can be moved later and it will remain in your reference).
    5. If you want a caption for your picture, you can put that in the ?Caption? field

    Adding an Object

    You can add many kinds of objects to a reference, but each reference can only have one attachment. If you add an attachment to a reference that already has one, the new one will replace the old one.

    Types of files you can attach: audio or video files, Word, Excel or Powerpoint documents., text files

    1. Open a reference in an endnote library.
    2. Select the ?Image? field. (no matter which field you select, the object will be placed in the Image field)
    3. Under References select ?Insert Object??
    4. Choose the file you want to include and click Open to add it to the reference. An icon of the file type will appear in the Image field. When you click on the icon the file will open (the file can be moved later and it will remain in your reference).
    5. You can add a caption if you?d like to describe the attached file.

    Making Uniform Changes to Multiple Records

    1. Make sure only the records you want to change are showing in the library window.
    2. Under the References Menu, choose Change and Move Fields
    3. Select the field you want to change from the drop-down menu.
    4. Select the change you want to make and type text into the box if you are adding text to a field. Click OK

    To Move text from one field to another, choose the “Move Fields” tab, select the from and to fields and then select the action. Click OK.

    Creating Bibliographies

    Subject Bibliography Tool

    1. Under the Tools menu select Subject Bibliography. If you only want to use part of your library of references, do a search first.
    2. Highlight the field you want to use to arrange your bibliography, e.g. keywords. Click OK.
    3. Select the terms you want in the bibliography list.
    4. Bibliography is produced with labels as chosen on screen 1.
    5. Can choose output style, sorting style, title for bibliography.
    6. Then print or save. (There is no remove duplicates in the tool.)

    Using WORD

    1. Open both Word and Endnote.
    2. Go to Endnote and Open the Endnote library that contains the references for your bibliography.
    3. Select the references you wish to copy. To select multiple, adjacent references, use the SHIFT key; for multiple, non-adjacent references, use the CRTL key.
    4. Make sure to select the bibliographic output style (eg. Evolution) for your references using the drop down menu to the right of the main EndNote toolbar.
    5. First just try Copy and you will see the endnote “identifier”.
    6. After highlighting all of your citations, select Copy Formatted from Endnote’s Edit menu.
    7. Now return to Word and place the cursor where you would like the bibliography to appear.
    8. Select Paste from Word’s Edit menu (or use CTRL-V): a bibliography formatted in the style you have chosen!

    Inserting & Editing Citations in Word Documents

    To insert a new citation and move between Word and EndNote

    1. Open a document to which you want to add citations and a bibliography. Choose the place in your Word document where you want to insert a citation.
    2. From the Tools menu select EndNote and then Go to EndNote.
    1. This will take you back to the EndNote library that you have open. If you do not already have EndNote open, it will open EndNote, and you will have to choose the Library that you want to use. Select the reference that you want to insert.
    2. Find the reference and click on it to highlight it.
    3. Open the Cite While You Write menu in EndNote and select Insert Selected Citation(s). The citation should appear at your cursor position in Word.
    4. Alternatively, begin by selecting one or more citations in your Endnote library. From the Cite While You Write menu choose Return to Word. Move your cursor to where you would like the selected references to appear in your Word document. From the Tools menu, select EndNote and Insert Selected Citation(s).

    Search for EndNote references and insert them without leaving Word.

    1. Open the EndNote libraries that contain the references you wish to cite.
    2. Open the Word document and position the cursor at the location where you would like the citation.
    3. From Word’s Tools menu, go to the EndNote submenu and select Find Citation(s) to display the EndNote Insert Citations dialog.
    4. In the Find text box, enter text to identify the reference you wish to cite. EndNote assumes an “and” between each word, and will search all fields in your records.
    5. Click Search. EndNote compares the text to text in your EndNote references and lists the matching references. If no references match your text, you need to modify your search text and click Search again.
    6. Highlight the appropriate reference in the list and Insert.

    Editing an Endnote Citation in Word

    1. To edit a particular citation, highlight the citation in your Word document,
      then choose Tools–>Endnote–>Edit
      Citation(s)      . The Edit Citations dialog box allows
      you to omit author and/or year from citations, or to add prefix or suffix
      text (such as page numbers) to citations.
    2. You may also edit the corresponding references in EndNote by highlighting the citation in your Word document and then choosing the Edit Library Reference(s) option.

    Creating & Formatting Bibliographies in Word Documents

    You may have noticed that Endnote actually created a bibliographic entry for us when we inserted a citation. This is thanks to its Instant Formatting feature that allows you to Cite While You Write.

    EndNote uses the currently selected style to format citations and update the bibliography each time a citation is inserted. However, if you want to change the style or layout of references, you can use the Format Bibliography command.

    Modifying a Style

    1. From the Edit menu, choose Output Styles and “Edit Harvard”.
    2. Click on “Templates” under Bibliography.
    3. Click on the “Reference Types”: this will show a list of the available reference types.
    4. Select “Electronic Source”
    5. Insert Fields using the “Insert Field” drop-down menu.
    6. Insert additional text.
    7. Insert special characters.

    Traveling Library

    If you have written a paper in Word and created the bibliography using Endnote, you can then share this bibliography with the “Traveling Library” option.

    1. Open the document in Word.
    2. From the “Tools” menu, select “Endnote” and choose “Export Traveling Library.
    3. Choose either “existing endnote library” and then select the library OR open and name a new endnote library (recommended).

    An alternative method is to open both the Word document and the selected Endnote library. In Endnote “Tools” menu, choose “Cite While you Write” and select “Import Traveling Library”.

    Importing Records to EndNote

    There are several ways to import bibliographic information to your EndNote library. We will demonstrate three methods today. One method to import records to EndNote is to first have those records on your machine in a format that is readable by EndNote using a specially designed filter. Endnote provides filters for many databases, you can modify existing filters or design your own. Another method to import records to EndNote using a filter is to download directly from a database. Not all databases offer this option and even within those that do there is some variation in how the method works. We will demonstrate record importing using HOLLIS and Biosis Previews and CAB Abstracts on Ovid to demonstrate.

    HOLLIS (Filter)

    First you must obtain the HOLLIS filter.

    1. Open your preferred browser and connect to
      the HOLLIS
      Catalog      ).
      Choose HELP.
    2. Scroll down to Working with Search Results and select Endnote Filter. Download the filter. The filter must reside in the Filter folder within the Endnote program folder so make sure you move it there.

    Now that the filter is available, we can return to search HOLLIS and save references for importing into Endnote.

    1. Perform your search; select the records you want to save from the results list by clicking the checkbox next to the record. Or click Add to List while looking at the full record display. Click Results List to teturn to your list of records.
    2. Select the Add to List button. Click OK.
    3. Click on View List.
    4. Click on Print/Save/Send.
    5. Choose MARC tags (use with EndNote) from the pulldown menu, then push the Print/Send/Save button.
    6. Click Print/Save Selected button and and a text file will appear. Under the browser “File” menu, choose “Save page as”. It will have a .txt extension in some browsers, possibly a .cgi extension in others. Save the file somewhere easy to find, like the Desktop.
    7. Open EndNote>File–>Import.
    8. Browse for the file that you have just saved. Highlight the file and click Open.
    9. In the the Import Option menu browse for the appropriate filter for your file - in this case the HarvardMarc filter. If it is not in the short list (and it won’t be the first time you want to use it) select Other Filters and browse through the alphabetical list.
    10. A pull down menu under Duplicates offers the ability to automatically Discard Duplicates, Import to a Duplicates Library or Import All. Leave the Text Translation pull down set at No Translation.
    11. Click the Import button.
    12. The citations have now been imported to the library and are listed separately from the other citations in the library. To see all the records in this library select References>Show All References or use the keyboard command Ctrl M.

    Most online databases now offer the option of downloading in a format suitable
    for bibliographic software. Many filters are present in the EndNote software
    (see Filters folder or look in File–>Import).
    If you find a database for which a filter is not already present in the list
    go to the Endnote Support
    Page     and search for an appropriate filter. If it doesn’t exist, you can
    request that EndNote build it or you can build it yourself.

    PsycInfo on EBSCOhost (Filter)

    1. Run your search as you normally would.
    2. In the results list, click the Add button to the right of the citation, under the little folder icon. This adds the citation to your folder. Repeat until you have added all citations that you want to the folder.
    3. Click on the Folder: it is above the results, on the right hand side of the screen. It will say Folder has items
    4. Click the Export button
    5. On the next screen, choose Direct Export to EndNote, ProCite, or Reference Manager, click Save
    6. You then are prompted to choose which EndNote library you want to put your references in. (If you use Firefox as your browser, you will first get a dialogue box, asking if you want to save to disc, or open with Web Export Helper choose Web Export Helper
    7. Choose the library, click Open and the references are imported into your EndNote library. You will only see the newly-imported references at this time. To see all references in the library, choose Show All References under the References menu, or hit Ctrl+M.

    BIOSIS PREVIEWS or CAB ABSTRACTS on Ovid (Filter)

    1. Go to the Biosis Previews database in Ovid.
    2. Perform a search and select several results by clicking the checkboxes next to the records of interest.
    3. Scroll to the Citation Manager that is at the bottom of each page of results in Ovid. Choose the fields you want to import (complete reference recommended).
    4. In the box to the right, under Citation Format select the Direct Export radio button. Click on the Save button in the Action column. The file is saved as a .cgi file.
    5. Open the Endnote library of references to add these new references to.
      Choose File–>Import. Select your file (probably saved
      as “ovid.cgi”). Then select the BIOSIS Previews (OVID) filter and click Import.

    PubMed (Filter)

    1. Do a search in PubMed.
    2. Select your citations.
    3. In the drop-down menus choose Display MEDLINE and Send To File.
    4. The file will be saved as pubmed-result either directly into a text editor or as a .txt in your download file.
    5. In EndNote, choose Import, select the PubMed (NLM) Filter and click Import.

    Importing Records Using a Connect File

    EndNote allows users to bypass the search interface of many databases and connect directly using the Z39.50 protocol. This type of search has similarities to the old HOLLIS telnet connection. There are advantages to this type of connection - it is generally very fast and there are no intermediate download steps. The disadvantage is that you may lose the power of the search interface. Only a few databases at Harvard allow this connection because Harvard’s paid databases are filtered through a proxy server and direct connections are not available.

    HOLLIS

    To enable a search in HOLLIS with a direct connection, you need to add a connection file for HOLLIS to the Endnote Connection folder

    1. Open HOLLIS, click on “Your Account”, sign in with your ID and PIN.
    2. Click on the “Endnote/Z39.50″ box and follow the instructions.
    3. Make sure the Harvard-Marc.enz file is in the Endnote–>Connection Folder.

    To search using the Connect file:

    Go to EndNote-aTools–>Connect.

    If the Harvard Marc connection file is not in the short list (and it won’t be the first time you need to use it) choose Connect again and a list of all connection files will appear. Choose the Harvard-mac file.

    The EndNote search box will appear but it will be labeled “Remote Search HOLLIS Catalog at Harvard”. Do your search. Note that the search is very fast but does not have all of the options you have if you search HOLLIS directly. Be careful–you may have thousands of results. HOLLIS will time out if you try to view/download more than 200 at a time.

    Click OK and you will see a list of results and you can filter these. Select the references you want to copy and in the right corner, there is a drop down menu that will allow you to choose the library to which the references should be downloaded.

    PubMed

    1. Open EndNote>Tools>Connect>Connect>PubMed (NLM).
    2. Set your search parameters as previously shown.
    3. Click the Search button.
    4. A dialog box will open showing the number of records recovered in the search. You can choose to download all or a contiguous selection of these records. Click OK.
    5. The records will be downloaded to a Connected to: window. After downloading, the records may be copied and pasted directly from this window into an open library or you may use the Copy References to button at the top of the window to select a library. References to be copied over may be selected using the options shown previously.
    6. Once the records are copied to a library the connection to the database may be closed. When closing the Connected to: window a warning dialog box will appear asking if you want to discard the references retrieved. Click OK.
    7. If the Search window is left open when the Connected to: window is closed, the search will be redirected to the library where the new records were downloaded.

    The Connection files to some databases will allow cutting and pasting of searches that were derived from the database interface. This allows a Z39.50 search without the loss of the original database search capabilities. An example of this from PubMed will be shown.

    Links:

    © 2005-2009 President & Fellows of Harvard University. The Ernst Mayr Library: 26 Oxford St. Cambridge, Massachusetts. (617) 495-2475