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What this introductory guide should enable you to do
- Create an Endnote library
- Enter bibliographic data manually
- Import reference data into EndNote
- Find the right filter
- Search remote databases with EndNote
- Export references from databases directly into EndNote
- Search an EndNote library
- Cite references and create bibliographies in Word documents
What is EndNote?
EndNote is database software designed for cataloguing your personal
library of journal articles and other documents and for streamlining the
citing procedure in the preparation of publications and thesis. It allows
you to store records retrieved from bibliographic databases (e.g. Current
Contents), to search these records as you would a bibliographic
database and to insert citations and bibliographies in Microsoft Word documents
according to any designated style. Similar software include ProCite
and Reference
Manager.
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Aim: To create an EndNote library of articles, books, etc, which
you can add to manually or by electronic transfer, search and
use to cite in your publications or thesis.
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Create a new EndNote library
- Open EndNote
- From the File menu, select New
A dialogue box opens, headed New reference library.
- Select drive/directory/folder where you want to save the library
- Name and save the library file (it will have the extension .enl)
Open an existing EndNote library
Once the library has been created and saved, EndNote will remember that
the library exists.
To open an existing library
- From the File menu, select Open
The saved library's file name should be displayed.
If the library is not displayed, select Open Library and locate
the library file in the drive/folder.
Transfer records between EndNote libraries
- Open both libraries
- From the Window menu, select Tile
- Drag-and-drop the records between libraries
Search an Endnote library
- Open the Endnote library that you wish to search
- Click on the Search button
on the top tool bar.
A search window will appear enabling you to search the open library.
Enter bibliographic data manually
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Aim: to make an EndNote record of an item in your personal
library (eg, a journal article) by typing in the details manually.
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Create a new record
With the relevant library open...
- From the References menu, select New Reference
A New reference window opens ready for data entry
- Select the appropriate reference type from top right drop-down menu
(book, journal article, thesis, etc)
- Enter data as appropriate
- Closing the window will automatically save the record to the open
library
- Type the author's family name first, followed by a comma and initials
or given name, eg Bruce, C.D. or Bruce, C D or Bruce, Christine
- Press Enter after typing an author's name so that each author
appears on a new line
A note on accuracy
It is important to ensure that the data in fields that are likely to
appear in a reference are entered accurately and in the correct format.
For a journal article these fields include the Author (see below), Year
(4-digit), Title (full article title), Journal (journal title), Alternative
Journal (standard abbreviation of journal title), Volume, Issue and Pages.
Import saved records into EndNote
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Aim: to import a record found in a bibliographic
database (eg. a record found in GeoRef via CSA) into an
Endnote library.
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This procedure varies depending on the source. See below for specific
examples. The basic steps are always:
- select the records from the bibliographic database
- save these records as a text (.txt) files
- import the file into your EndNote library using a filter appropriate
to the file source
The procedure for saving records ready for importing into EndNote differs
between databases. This guide describes saving records from CSA,
SilverPlatter,
Ingenta and SciFinder databases. (It is important to know which database
you are using as well as the supplier of the database). As a general rule, you
will want to save the complete record as a 'plain text' or 'text'
or 'ASCII text' file with a .txt extension and the records should
be presented in tagged format.
About filters
Why is a filter needed for importing?
In order for an import to work properly EndNote needs to know exactly
what data to put into what field, ie. the article title into
the Title field, the author's name into the Author field etc. Because
there is no standard way of presenting records in bibliographic databases
EndNote requires a translation of the format used by each particular
database. The filter does this translation.
Does EndNote provide all the filters I need?
EndNote comes with a supply of filters for a large range of databases.
However, not all of these filters work. They can either send data into
the wrong fields or not import at all.
How do I obtain more filters?
The library has obtained or created working filters for most databases
used at the University of Tasmania. Inquire at Science.Reference@utas.edu.au.
See also Help and problem solving below, p. 10. When you
obtain a new filter file, place it in the EndNote/Filters folder and it
will then appear in the Filter Manager window.
Filters for MacIntosh
Filter files are often incompatible with the Macintosh file identification
system. To convert filters for Macintosh usage, follow University
of Queensland instructions which involves downloading a file available
at the University of Maastricht.
When is a filter not required?
1. When the database offers Direct Export. Web of Science, ProQuest and
Science Direct databases allow you to export records
directly into your EndNote library (see Direct export
to EndNote).
2. When you connect directly to a database or library catalogue via EndNote. By using a 'remote connection' to
a database,
retrieved records can be imported directly into your library (see Search
databases and library catalogues through EndNote).
Save records from CSA databases
- Perform a search in a CSA database
- Mark the citations that you want to save/print/e-mail
- Click on the Save/Print/Email Records button
- Click on the Save button
Internet Explorer users:
- The text of the records are shown in the browser window
- From the File drop-down menu, select "Save As..."
- A Save Web Page window appears
- You may wish to change the name of the file
- Save as a text (.txt) file (to your desktop or an accessible folder)
See Import records into EndNote library
for instructions
for importing the saved data into your EndNote library.
Save records from SilverPlatter (WebSPIRS) databases
SilverPlatter (or WebSPIRS) is the most common information provider
for our subject-specific databases.
- Mark the required records that you want to save
- Click on Save button at top of window
A page titled Save Records is displayed
- Choose from 'Which records do you want to save?'
- From 'Which fields?', select All fields
- From 'Include . . .'
- Remove check mark against Search history
- Ensure Record number and database name is checked
- Ensure Field labels is checked and showing 'Short Labels'
- Click on Save Records button at top of screen
Netscape users:
- A Save As... window appears
- Change the file name to one with a .txt suffix
- Save to appropriate folder
Internet Explorer users:
- A File Download window appears
- Ensure that 'Save this file to disk' is checked and click on OK
- A Save As... window appears
- Ensure that the file name has a ".txt" suffix (ie. Change
the ".dat" to ".txt"
- Save to appropriate folder
- Click on Close when the download is complete
See Import records into EndNote library
for instructions
for importing the saved data into your EndNote library.
Save records from Ingenta
- Mark the required records that you want to save
- Click on Marked list from the left column of the page
- Click on Display for download (ASCII)
The text of your records shows in a new browser window.
- Use CTRL+S to save the records
A Save As window appears
- Change the file type to 'text' and ensure the file name has
a .txt suffix
- Save to appropriate folder
See Import records into EndNote library below for instructions
for importing the saved data into your EndNote library.
Save records from SciFinder
- Mark the required records that you want to save
- Click on Save As button in the top menu
- A Save As window appears
- From Save as type drop-down menu, select 'Tagged format' and
name the file
- Choose folder to save the file to and click Save button
See Import records into EndNote library below for instructions
for importing the saved data into your EndNote library.
Import records into Endnote library
First you need to choose the correct filter for the database you are
using. In choosing the filter you need to know the name of the database
(for example, GeoRef, Ingenta, SciFinder) and the name of the information
provider (for example: CSA, SilverPlatter for WebSPIRS databases).
- From the Edit menu, select Import Filters and then Open
Filter Manager
The EndNote Import Filters window appears
- Scroll down the alphabetical list of databases to find the correct
database (type in the first letter of the database to drop to that
point in the list)
- If there are multiple entries for a database ensure you choose the
correct information provider (for example, SilverPlatter)
- Tick the box for the appropriate filter
- Close the window
You only have to select a filter in the Filter Manager once
- next time you open EndNote the filter will already be selected.
- Open your EndNote library that you want to import to
- From the File menu, select Import
The Import window appears:
- Select the appropriate filter from the Import Options drop-down
menu (all filters that are selected in your Filter Manager will
be listed)
- Click on Choose file
- Select the text file containing the records which you saved
- Select either "Import All" or "Discard Duplicates"
from Duplicates drop-down menu
- Click on Import
If the import is successful the freshly imported files will be displayed
in a list. It is a good idea to check the individual record to ensure
data has been sent to the right fields. Do this especially when you are
using a filter for the first time. Minor corrections can be made by cut
and paste. If the import fails, see above About
Filters. To see your complete library again select Show All
from the Reference menu.
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NB. Abstracts are not imported from Ingenta - if you wish
to add the abstract to your EndNote library, copy the text from
the record in your browser window and paste it into the EndNote
record.
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Direct export to EndNote
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Aim: to use the facility available in Web of
Knowledge, ProQuest and Science Direct databases that allows the direct export of records into your
EndNote library.
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Direct Export from Web of Knowledge databases
Web of Knowledge databases include Current Contents, Web of Science,
CAB Abstracts and INSPECT.
Direct Export from Current Contents Connect
First, open EndNote and open and search Current Contents Connect
From the search results screen ...
- Mark records required
- Click on Update List
- Click on My List at the top of the page
On the Personal Interest Checklist page
- Click on Select format, sort order, and action (or just scroll
to the bottom of the page)
- Click on Export to ProCite/Ref Manager/EndNote
EndNote will now engage, presenting a dialogue box Select a Reference
Library
- Select your library and click Open (you must do this even when
your library is already open)
Direct export from Web of Science
First, open EndNote and open and search Web of Science
From the search results screen in Web of Science...
- Mark records required
- Click on Submit Marks
- Click on Marked List at the top of the page
On the Marked Records page
EndNote will engage presenting a dialogue box Select a Reference
Library
Direct export from ProQuest
First, open EndNote and open and search ProQuest
From the search results screen in ProQuest ...
- Mark the required records that you want to save
- Hover the mouse over Results & Marked List and select Marked
List & durable links
- The screen shown here is then displayed
- Click on Export citations
- From the page that is then presented, click on "Export directly
to ProCite, EndNote or Reference Manager."
EndNote will engage presenting a dialogue box Select a Reference
Library
- Select your library and click Open
- Your records will be displayed in a list.
- NB. Only the page number
that the article starts on is included.
- Check each individual record and make any minor adjustments.
- To see your complete library again select Show All from the Reference
menu.
Direct Export from Science Direct
First, open EndNote and open and search Science Direct
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Mark records that you wish to export
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Click on Export Citations link at the top of the list of search
results
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From Export drop-down menu select either Citations or
Citations + Abstract
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From File Format drop-down menu ensure that "RIS format
(for ...EndNote) is selected
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Click on Export button
EndNote will engage presenting a dialogue box Select a Reference
Library
Search databases and library catalogues through Endnote
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Aim: to search bibliographic databases and library catalogues
through the EndNote search interface so that retrieved records
can be imported directly and easily.
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Only databases set up with Z39.50 interfaces can be searched using the
EndNote search interface. Many library catalogues are searchable in this
way and this can sometimes be the only way to import records of books.
All you require for searching these databases/catalogues is the right
Connection File. Some connection files are provided with EndNote
and others the Library can provide. The EndNote search interface usually
offers a more restricted search functionality when compared to the database/catalogue's
own search interface, but if you know exactly what you are looking for,
it does provides an easy way to import records.
Installing a new connection file
The connection file for the University of Tasmania catalogue is available
from the Library. When you obtain a new connection file place it in the
EndNote/Connections folder and it will then appear in the Connection
Manager window.
Selecting a connection file
- From the Edit menu, select Connection Files and then
Open Connection Manager
The EndNote Connection Files window appears
- Scroll down the alphabetical list of databases/catalogues
- Tick the box for the required file (U of Tasmania)
- Close the window
You only have to select a connection file in the Connection Manager
once - next time you open EndNote the connection will already be selected.
Using Connect to search the University of Tasmania catalogue
- Open your EndNote library
- From Tools drop-down menu, select Connect
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U of Tasmania should appear in the submenu (if you have installed
it and then selected it in the Connection Manager)
- Select U of Tasmania
- A Search 'unitasdb at University of Tasmania Library' window
appears
- Run a search, being careful to select the appropriate searchable fields
- Click OK in the Confirm remote search window
- The search result will be loaded and viewable in a temporary window
To transfer records to the EndNote Library:
- From the temporary window Click on Copy # References To
- Select library to transfer selected references
Using Connect to search PubMed
EndNote Connect for PubMed provides an effective search interface and an
efficient means of importing records into your library. Adapt the above
instructions for Using Connect to search the University
of Tasmania Library catalogue to search PubMed.
Citing References and formatting bibliographies using Word
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Aim: To use Cite While You Write (CWYW) to cite references
from your EndNote library while preparing a document
in Word or other word processing software |
Selecting an output style
In EndNote, select the referencing style (called "output style" in EndNote) that you want to use from the Style Manager:
The EndNote Styles window appears listing a range of bibliographic
styles
Close window. The tool bar contains a drop-down menu that displays the
Output Style/s that you have selected from the Style Manager. (If the
tool bar is not visible, the Show Toolbar options are listed in the Tools
drop-down menu).
Citing references in a Word document
To activate the CWYW tool bar in Word:
The CWYW toolbar will appear on the right-hand of the Word toolbar. This
can be detached into a floating toolbar, providing the complete range of
commands. The commands can also be accessed from the Tools drop-down
menu:
To Cite While you Write:
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Position the cursor where you wish to insert a citation
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Click on the magnifying glass icon of the CWYW toolbar or
From the Tools drop-down menu, select EndNote 6 then click
on Find Citations
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An EndNote Insert Citations window appears
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Use an author name or keyword to search for the required citation
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Click on Insert button at the base of the window
The citation will appear in the required output
style and the complete reference will appear at the end of the document.
Continue to add citations as you type
Changing an existing output style:
In Endnote;
- Select an output style (instructions above)
- Return to your Word document
- Click on the numbered list icon in the CWYW toolbar or
From the Tools drop-down menu, select EndNote 6 then click
on Format bibliography
- The EndNote Format Bibliography window appears
- Confirm that the required style is shown
- Click on the OK button
You are able to select another style within this window by clicking the Browse
button and clicking on the required style.
Creating an 'independent' bibliography or
reading list using drag-and-drop
This procedure enables you to create bibliographies independent of an
associated paper.
From an EndNote library
- Use Ctrl-Click to select the items that you want for a bibliography
- Select the required style ('Annotated'
style includes abstracts)
- Open the Word document
- Reduce EndNote window so that you can see the Word document behind
- With your mouse clicker and Ctrl key held down, drag-and-drop the
selected references into the Word document.
(The EndNote manual outlines other procedures that may be useful for
different purposes)
Help and problem solving
Local help
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Contact the Science Library:
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Science.Reference@utas.edu.au
phone ext 7217
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Subscribe to the UTas EndNote mailing list:
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with no subject, your signature turned off, and include the words
subscribe end-note in the body of the message.
This mailing list will be used to share information, seek help
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and issues from the Library.
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