EndNote

Windows Version X

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1988-2006 Thomson ResearchSoft, all rights reserved worldwide. No part of this
publication may be reproduced, transmitted, transcribed, stored in a retrieval system,
or translated into any language in any form by any means, without written permission
from Thomson or Thomson ResearchSoft.
Trademark Information:
EndNote is a registered trademark of Thomson. Cite While You Write is a trademark
of Thomson. Palm OS, Palm Powered, HotSync, and the HotSync logo are trademarks
or registered trademarks of PalmSource, Inc. Palm, PalmOne, Treo, Tungsten, and Zire
are trademarks or registered trademarks of Palm, Inc. Microsoft and Windows are
registered trademarks of Microsoft Corporation. All other product and service names
cited in this manual may be trademarks or service marks of their respective companies.
NOTICE REGARDING LEGAL USE OF DOWNLOADED REFERENCE DATA
EndNote gives you the capability to import references from online databases and store
them in your personal EndNote libraries. Some producers of online reference databases
expressly prohibit such use and storage of their data, others charge an extra fee for a
license to use the data in this way. Before you download references from a database, be sure
to carefully check the copyright and fair use notices for the database. Note that different
databases from the same provider may have varying restrictions.

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Table of Contents

Chapter 1 Welcome to EndNote

Introducing EndNote ...................................................................................... 19
About This Manual ......................................................................................... 19
Customer Services ........................................................................................... 20
Online Help and Release Notes......................................................... 20
Register Your Copy of EndNote........................................................ 20
Customer Service ................................................................................ 21
Technical Support ............................................................................... 21
International Customer and Technical Support .............................. 21
The EndNote Web Site ....................................................................... 22
The EndNote-Interest Email Forum.................................................. 22
ADA VPAT .......................................................................................... 22
Whats New in EndNote X ............................................................................. 23

Chapter 2 Installing and Upgrading EndNote

Before You Install EndNote........................................................................... 27
Program Requirements ...................................................................... 27
Word Processor Compatibility .......................................................... 27
EndNote for Palm OS Requirements ................................................ 28
Installing EndNote .......................................................................................... 29
Custom Installations ....................................................................................... 30
Selecting Components ........................................................................ 31
Upgrading from an Earlier EndNote Version ............................................ 32
Backing Up or Replacing Files........................................................... 32
Opening and Converting Old EndNote Libraries ........................... 33
Using Old Style, Filter, and Connection Files .................................. 34
Checking Your Installation............................................................................ 34
Checking Microsoft Word Support ................................................... 34
Automatically Updating Files ....................................................................... 35
Uninstalling EndNote..................................................................................... 36

Chapter 3 The EndNote Guided Tour

Introduction to the Guided Tour.................................................................. 39
Are You Ready? .................................................................................. 40
Part I: Introduction to an EndNote Library ................................................ 41
Start EndNote...................................................................................... 41
The Library Window .......................................................................... 43
Preview References............................................................................. 43
Sort the References ............................................................................. 45
Select and Open a Reference.............................................................. 46
Close the Reference ............................................................................ 47
Related Sections .................................................................................. 48

3
 Part II: Setting EndNote Preferences ........................................................... 49
Open the Paleo Library ...................................................................... 49
Access EndNote Preferences ............................................................. 49
Set a Default Library .......................................................................... 49
Change the Library Display Font...................................................... 50
Related Sections .................................................................................. 51
Part III: Entering References ......................................................................... 52
Open the Paleo Library ...................................................................... 52
Create a New Reference ..................................................................... 52
Enter References That Contain Images............................................. 56
Related Sections .................................................................................. 60
Part IV: Searching Remote Databases ......................................................... 61
Open the Paleo Library ...................................................................... 62
Connect to a Remote Database .......................................................... 62
Search the Database............................................................................ 63
Save the References ............................................................................ 66
Related Sections .................................................................................. 68
Part V: Importing Reference Data into EndNote....................................... 69
Open the Paleo Library ...................................................................... 69
Search the Database and Save the References ................................. 69
Choose the Correct Import Filter and Import into EndNote .......... 71
Summary of Output Formats and Corresponding Import
Options ................................................................................................ 73
Direct Export from Web Pages .......................................................... 74
Related Sections .................................................................................. 74
Part VI: Searching an EndNote Library and Printing Directly from
EndNote ............................................................................................................. 75
Open the Paleo Library ...................................................................... 75
Search for a Set of References............................................................ 75
Preview and Print the Found References ......................................... 77
Related Sections .................................................................................. 79
Part VII: Using EndNote While Writing a Paper With Microsoft
Word ................................................................................................................... 80
Open the Paleo Library ...................................................................... 80
Open a Microsoft Word Document................................................... 80
Cite EndNote References ................................................................... 81
Select a Bibliographic Style................................................................ 84
Edit a Citation ..................................................................................... 86
Insert Figure Citations ....................................................................... 87
Related Sections .................................................................................. 91

Chapter 4 Introducing the EndNote Library

The EndNote Library ...................................................................................... 95
Important Points About Libraries ..................................................... 95
Back Up Your Libraries...................................................................... 96
The Library Window....................................................................................... 96
Navigating in the Library Window .................................................. 98
Showing a Reference Preview ........................................................... 99

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 Resizing the Library Window ..........................................................101
Library Display Font .........................................................................101
Changing Display Fields ..................................................................102
The Library Window Sort Order .....................................................103
Creating Libraries...........................................................................................103
Creating a New Library ....................................................................104
Saving a Copy of a Library...............................................................105
Saving a Compressed Copy of a Library ........................................106
Setting a Default Library ..................................................................106
Opening, Closing, and Deleting Libraries ................................................107
Opening a Library .............................................................................107
Multiple People Opening One Library............................................108
Closing a Library ...............................................................................109
Deleting a Library .............................................................................109
Recovering a Damaged Library .......................................................110
Sharing EndNote Libraries Across Different Versions and
Applications ....................................................................................................111
Compatibility between EndNote 8, 9, and X ..................................111
Opening and Converting Old EndNote Libraries ..........................111
Creating a Library from ProCite or Reference Manager ...............112
Converting an EndNote X Library for ProCite, Reference
Manager, or an Earlier Version of EndNote ...................................113
Transferring Libraries Across Platforms ...................................................114
From Windows to Macintosh ...........................................................115
From Macintosh to Windows ...........................................................115

Chapter 5 Entering and Editing References

Introduction.....................................................................................................119
Important Points About References ................................................119
The Reference Window.....................................................................120
The Window Menu ...........................................................................121
Previous and Next Reference Commands ......................................121
Finding Text in a Reference..............................................................121
Changing the General Display Font ................................................122
Selecting References ..........................................................................123
Opening, Closing, Saving, and Deleting References..............................125
Opening References ..........................................................................125
Closing References ............................................................................126
Saving References..............................................................................126
Reverting References ........................................................................126
Deleting References...........................................................................126
Creating a New Reference ............................................................................127
Overview............................................................................................127
Changing the Default Reference Type ............................................128
Choosing a Reference Type ..............................................................128
Tips for Choosing the Right Reference Type ..................................128

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 Entering References ...................................................................................... 129
Using Term Lists with Data Entry .................................................. 129
Author and Editor Names ............................................................... 130
Year .................................................................................................... 132
Titles .................................................................................................. 132
Journal Names .................................................................................. 132
Pages .................................................................................................. 133
Edition ............................................................................................... 133
Date .................................................................................................... 133
Entering Dates for Record Keeping ................................................ 133
Short Title .......................................................................................... 134
Original Publication ......................................................................... 134
Reprint Edition ................................................................................. 134
Reviewed Item .................................................................................. 135
ISBN/ISSN ........................................................................................ 135
Electronic Resource Number ........................................................... 135
Call Number...................................................................................... 135
Label .................................................................................................. 135
Keywords .......................................................................................... 136
Notes and Abstract ........................................................................... 136
URL (Uniform Resource Locator) ................................................... 136
Link to PDF ....................................................................................... 137
Image and Caption ........................................................................... 138
Font, Size, and Style ......................................................................... 139
Plain Text........................................................................................... 139
Keyboard Commands ...................................................................... 140
Cut, Copy, Paste Text in the References......................................... 140
Using Drag-and-Drop Within a Reference ................................. 141
Copying and Pasting Complete References ................................... 141
Entering Several Articles from the Same Source ........................... 142
Entering Special Characters......................................................................... 143
Entering Characters with Diacritical Marks .................................. 143
Using Character Map ....................................................................... 144
Inserting Images ............................................................................................ 145
Selecting the Appropriate Reference Type .................................... 145
Inserting Graphics ............................................................................ 146
Inserting Files ................................................................................... 147
Entering a Caption ........................................................................... 148
Opening the Image File.................................................................... 149
Storing and Sharing Image Files ..................................................... 149
Editing Image Files........................................................................... 149
Deleting or Replacing Image Files .................................................. 150
Spell Checking ............................................................................................... 150
Starting Spell Check ......................................................................... 151
Spell Check Options and Dictionaries ............................................ 151

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Chapter 6 Searching Remote Databases with EndNote
Introduction to Searching Online Databases ...........................................155
How Does It Work? ...........................................................................155
What EndNotes Searching Offers ...................................................155
Quick Overview ................................................................................156
Selecting a Connection File..........................................................................156
Access-Restricted Databases ............................................................156
Free Databases ...................................................................................158
Picking Your Favorite Connection Files..........................................158
What if Your Database Isnt Listed? ................................................160
Searching a Remote Database......................................................................160
Establishing the Connection.............................................................160
Remote Database Searching (Overview).........................................161
The Library Search List.....................................................................162
Available Search Options .................................................................162
Boolean Searches ...............................................................................163
Searching EndNote Fields vs. Remote Database Indexes..............164
Remote Database Search Limitations ..............................................165
Changing the Focus of the Search....................................................165
Running Multiple Searches ..............................................................166
Retrieving and Saving References..............................................................166
The Retrieved References Window .................................................167
Saving References to a Library ........................................................169
The Connection Status Window ......................................................169
The Log File .......................................................................................170
Searching Web of Science.............................................................................172

Chapter 7 Importing Reference Data into EndNote

Importing Reference Data into EndNote...................................................177
General Importing Instructions ..................................................................178
Import Options ...............................................................................................179
Importing References Downloaded from CD-ROMs and Online
Databases .........................................................................................................181
Getting Data in the Right Format ....................................................181
Choosing the Correct Import Filter .................................................182
Output Formats with Import Options/Direct Export ..............................184
Importing from Online Databases ...................................................184
Direct Export from Web Pages.........................................................184
Creating Structured Text Files that EndNote Can Import......................185
Creating a Tab-Delimited Format ....................................................186
Creating a Custom Tagged Format..............................................189
Creating a Tagged EndNote Import File .....................................191
Copying and Pasting References from a Document into EndNote ......194
Importing References From Other Bibliographic Software
Programs ..........................................................................................................195

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Chapter 8 Managing References
Showing and Hiding References................................................................ 199
Working with Showing References................................................. 199
Using Show Selected ........................................................................ 200
Using Hide Selected ......................................................................... 200
Searching for References.............................................................................. 200
The Search Window ......................................................................... 201
Search Command Tips ..................................................................... 203
Simple Searches ................................................................................ 205
Restricting Searches to Specific Fields............................................ 206
Using Comparison Operators ......................................................... 207
Combining Search Lines with And, Or, and Not............... 210
Combining Results from Separate Searches .................................. 212
Saving Search Strategies .................................................................. 213
Finding Duplicate References..................................................................... 214
Deleting Duplicates .......................................................................... 214
Changing Text in References ...................................................................... 215
Common Uses for Change Text, Change Field, Move Field ........ 215
Change Text ...................................................................................... 216
Change Fields ................................................................................... 218
Move Fields ....................................................................................... 220
Sorting the Library ........................................................................................ 221
Special Cases in Sorting ................................................................... 222
Merging Libraries .......................................................................................... 223
Importing EndNote Libraries .......................................................... 224
Using Drag and Drop ....................................................................... 224
Copying References in Libraries ..................................................... 224
Linking References to Web Sites and Files .............................................. 224
Linking a URL to an EndNote Reference ....................................... 224
Linking a File to an EndNote Reference......................................... 225
Selecting a Relative Path or an Absolute Path for Link to PDF ... 227
Removing a Linked File from Link to PDF .................................... 229
Opening a Linked File or URL ........................................................ 229
Finding Related Online References ........................................................... 231
Data Visualization......................................................................................... 231

Chapter 9 Term Lists

Introduction to Term Lists ........................................................................... 235
Overview ........................................................................................... 235
Important Points About Term Lists ................................................ 236
Adding Terms to a Term List ...................................................................... 236
Automatic Updating of Term Lists ................................................. 237
Using the New Term Command ................................................. 238
Copying Terms Between Lists ......................................................... 238
Copying Terms From Other Sources .............................................. 239
Manually Updating Term Lists ....................................................... 239
Importing Terms Into Term Lists.................................................... 242

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 Using Term Lists for Data Entry and Searching ......................................243
Inserting Terms into References ......................................................243
Inserting Terms Without Using the Suggestion Feature ...........244
Using Terms For Searches ................................................................244
Editing Terms and Term Lists .....................................................................245
Modifying Terms...............................................................................245
Deleting Terms ..................................................................................245
Defining Term Lists.......................................................................................245
Deleting and Renaming Term Lists .................................................246
Configuring Term Separators (Delimiters) .....................................246
Creating Term Lists........................................................................................247
Predefined Term Lists.......................................................................247
Creating a New Term List ................................................................247
Linking Term Lists to Fields ............................................................248
Exporting and Printing Term Lists .............................................................249
Working with the Journals Term List ........................................................250
Important Points About Entering Journal Names..........................250
Updating a Journal List ....................................................................250
Loading Supplied Journal Abbreviations .......................................252
Creating Bibliographies With Journal Abbreviations ....................252
Converting Old EndNote Journals Files .........................................253

Chapter 10 Using EndNote with Microsoft Word

Overview of the Cite While You Write Process .......................................257
Word Processor Compatibility.........................................................257
Basic Instructions ..............................................................................258
Notes about Microsoft Word........................................................................260
Installing Cite While You Write Support in Word.........................260
The Cite While You Write Commands ............................................260
Field Codes ........................................................................................263
Using Predefined Manuscript Templates .................................................264
Creating a Word Document Based on a Template .........................264
Supplying Information to the Template Wizard ............................266
Writing Your Paper ...........................................................................267
Citing Sources As You Write........................................................................268
Forms of Citations .............................................................................268
Finding and Inserting Citations .......................................................270
Finding and Inserting from Highlighted Text ................................271
Inserting Selected Citations..............................................................271
Using Drag-and-Drop or Copy and Paste.......................................271
Manually Inserting Citations ...........................................................271
Inserting Multiple Citations .............................................................271
Inserting From Multiple Libraries ...................................................274
Customizing Individual Citations ...................................................274
Including Notes in the List of References .......................................276
Inserting Citations into a Formatted Paper ....................................277
Citing References in Footnotes and Endnotes ................................277

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 Typing Citations into Your Paper............................................................... 278
Notes About Temporary Citations ................................................. 278
Components of a Temporary Citation ............................................ 279
Omitting Authors or Years from Citations .................................... 281
Citation Prefixes ............................................................................... 282
Citation Suffixes ............................................................................... 283
Including Semicolons & Other Citation Delimiters in a
Citation ............................................................................................. 283
Citing Specific Page Numbers in Footnotes................................... 283
Examples of Modified Citations...................................................... 285
Changing Existing Citations........................................................................ 286
Editing Citations............................................................................... 286
Unformatting Citations .................................................................... 287
Moving or Copying Citations.......................................................... 288
Deleting Citations ............................................................................. 289
Generating Bibliographies .......................................................................... 290
Basic Instructions.............................................................................. 290
Instant Formatting ............................................................................ 291
Formatting the Bibliography and/or Changing
Bibliography Settings ....................................................................... 292
Adding Styles to the Output Styles List ......................................... 294
Reformatting Papers......................................................................... 296
Creating a Bibliography from Multiple Documents ..................... 297
Directly Editing Bibliographies....................................................... 298
Moving Bibliographies..................................................................... 298
Deleting Bibliographies ................................................................... 298
Inserting and Formatting Figures and Tables.......................................... 299
Notes About Formatting Figures and Tables................................. 299
Finding and Inserting Figures and Tables ..................................... 300
Updating Figures and Tables .......................................................... 303
Placing Figures and Tables .............................................................. 304
Moving Figures and Tables ............................................................. 306
Deleting a Figure Citation or Figure List ....................................... 307
Figure and Table Preferences .......................................................... 308
Setting Cite While You Write Preferences................................................ 308
Making Changes to the EndNote Library................................................. 309
Finding Cited References in a Library............................................ 309
Editing a Reference in the Library .................................................. 309
Deleting a Reference From the Library .......................................... 310
Sharing Your Word Documents.................................................................. 311
The Traveling Library ...................................................................... 311
Exporting Words Traveling Library to an EndNote Library ...... 312
Working on Different Computers ................................................... 313
Saving Files for Other Versions of Word and Other Word
Processors .......................................................................................... 313
Submitting the Final Paper to a Publisher ..................................... 314
Removing Field Codes ..................................................................... 314

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Chapter 11 Scanning and Formatting RTF Files
Scanning and Formatting RTF Files ...........................................................319
Word Processor Compatibility.........................................................319
Basic Instructions ..............................................................................319
Tips on Citing Sources ..................................................................................323
Temporary vs. Formatted Citations ................................................323
Switching Between EndNote and a Word Processor .....................324
Multiple References in One Citation ...............................................325
Citing References in Footnotes ........................................................326
Typing Citations into Your Paper....................................................326
Record Numbers................................................................................326
Formatting Citations and Creating Bibliographies .................................328
The Citations Window ......................................................................328
Bibliographic Styles ..........................................................................329
Previewing Formatted References (or Styles).................................330
Reformatting a Paper ........................................................................330
Creating One Bibliography From Several Papers ..........................332
Specifying the Starting Number of a Bibliography........................332
Copying Formatted References........................................................333
Rescanning the Paper........................................................................333
Managing Your EndNote Library ...............................................................334
Modifying References in Your Library ...........................................334
Finding EndNote References for Editing ........................................334
Formatting With Multiple Libraries ................................................334
Finding and Labeling References Used in a Paper ........................335
Working on Different Computers....................................................336

Chapter 12 Creating an Independent Bibliography

Independent Bibliographies ........................................................................339
Using Drag-and-Drop to Create an Instant Bibliography......................340
Copy Formatted ..............................................................................................341
Exporting References.....................................................................................342
Supported Formats............................................................................342
Using the Export Command.............................................................343
Printing and Previewing References..........................................................345
Important Points................................................................................345
Printing Instructions .........................................................................346
Previewing References......................................................................347
Including Notes, Abstracts, and Other Information in a
Reference List..................................................................................................347
Creating Annotated Bibliographies .................................................348
Printing Only the Notes....................................................................349

Chapter 13 Creating Subject Bibliographies and Subject Lists

Overview..........................................................................................................353
Printing a Subject Bibliography..................................................................353

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 Printing a Subject List .................................................................................. 356
Subject Bibliography Settings .................................................................... 362
The References Tab........................................................................... 362
The Terms Tab .................................................................................. 363
The Page Layout Tab........................................................................ 368
The Bibliography Layout Tab.......................................................... 369
Examples of Subject Bibliographies .......................................................... 371
Using Author Names as Subject Headings .................................... 371
Using Keywords as Subject Headings ............................................ 372
Using Call Numbers as Subject Headings...................................... 372

Chapter 14 Customizing Reference Types

Introduction .................................................................................................... 375
What is a Reference Type? ............................................................... 375
Reference Types and Data Entry..................................................... 376
The Reference Types Preference ................................................................ 377
The Generic Type.............................................................................. 379
Special Fields .................................................................................... 380
Customizing the Reference Types.............................................................. 382
Adding, Deleting, and Renaming Fields ........................................ 382
Adding and Deleting Reference Types........................................... 384
Where Are These Changes Saved?.................................................. 386
Table of Predefined Reference Types ....................................................... 387

Chapter 15 Bibliographic Styles

Introduction .................................................................................................... 391
What is an Output Style? ................................................................. 391
The Output Styles Menu .................................................................. 392
The Style Manager ............................................................................ 392
Previewing Styles and Showing Information ................................ 394
Copying Styles .................................................................................. 396
Saving Styles ..................................................................................... 396
Deleting Styles .................................................................................. 397
Renaming Styles ............................................................................... 397
Reverting Changes to a Style........................................................... 397
Closing a Style .................................................................................. 397
What Should I Do if My Style Is Not Included? ............................ 397
Accessing Styles in Other Places ..................................................... 398
Basic Components of a Style ........................................................... 399
Modifying Style Templates ......................................................................... 401
Citation Template ............................................................................. 401
Bibliography and Footnote Templates ........................................... 402
Changing the Punctuation in a Formatted Reference ................... 404
Adding and Removing Fields in a Formatted Reference.............. 406
Adding New Reference Types ........................................................ 407
Fonts and Text Styles ....................................................................... 409
Rules for Working with Style Templates ....................................... 409

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 EndNote Cleans Up...........................................................................411
Special Formatting Characters .........................................................412
Additional Style Formatting Options ........................................................416
Anonymous Works ...........................................................................416
Page Numbers ...................................................................................417
Journal Names ...................................................................................417
Ambiguous Citations ........................................................................419
Numbering Citations ........................................................................421
Citation Author Lists ........................................................................422
Citation Author Names ....................................................................424
Author List (Bibliography and Footnotes)......................................426
Author Names (Bibliography and Footnotes) ................................427
Editor List and Editor Names ..........................................................428
Bibliography Layout .........................................................................429
Sort Order: Bibliographies and Multiple Citations ........................432
Title Capitalization............................................................................435
Repeated Citations (in Footnotes) ...................................................436
Figure and Table Placement and Captions ...............................................438
Figures and Tables ............................................................................439
Separation and Punctuation .............................................................440
Creating a New Style .....................................................................................441
Example: Creating an Author Date Style ........................................441

Chapter 16 Filters
Introduction to Filters....................................................................................447
What is a Filter? .................................................................................447
The Filter Manager ............................................................................448
Copying Filters ..................................................................................449
Saving Filters .....................................................................................450
Deleting Filters ..................................................................................450
The Basic Components of a Filter ...............................................................450
The Filter Editor window .................................................................451
About this Filter Panel ..................................................................451
Templates ...........................................................................................452
Options ...............................................................................................452
Working with Filter Templates ...................................................................453
Navigating in the Templates Panel .................................................453
Templates for Different Reference Types .......................................454
Adding and Deleting Rows in the Filter Template ........................454
Cutting, Copying and Pasting Rows ...............................................455
Literal Text vs. EndNote Fields .......................................................456
The {IGNORE} Field..........................................................................457
The Source Line .................................................................................457
The Reference Type Tag ...................................................................458
Fields with Special Characteristics ..................................................460
When Punctuation Repeats Within a Field .....................................460

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 The Filter Options ......................................................................................... 461
Author Parsing ................................................................................. 462
Continuation Lines ........................................................................... 465
Reference Type ................................................................................. 467
Field Editing...................................................................................... 469
Record Layout................................................................................... 471
Source Parsing .................................................................................. 474
Importing MARC Records ........................................................................... 475
What Are MARC Records? .............................................................. 475
Unique Aspects of MARC Records ................................................. 476
Creating a Filter for MARC Records............................................... 477
Rules for MARC Import Filters ....................................................... 478
Example: Modifying an Existing Filter...................................................... 479
Adding a Tag and Field to a Filter .................................................. 480
Creating a New Filter .................................................................................... 481
Overview ........................................................................................... 481
Tips for Entering Tags and Fields ................................................... 482
Example Data File and Templates .................................................. 483

Chapter 17 Connection Files

Introduction to Connection Files................................................................ 487
What is a Connection File? .............................................................. 487
The Connection Manager................................................................. 487
Copying Connection Files................................................................ 489
Saving Connection Files................................................................... 490
Deleting Connection Files................................................................ 490
Basic Components of a Connection File.................................................... 491
Editing a Connection File ................................................................ 491
The Connection File Window .......................................................... 491
About this Connection Panel ....................................................... 492
The Connection Settings .................................................................. 493
Search Attributes .............................................................................. 495
Filter Information ............................................................................. 497
Creating Connection Files............................................................................ 498
Steps to Create a New Connection File .......................................... 498
Default Values for New Connection Files ...................................... 500
Using Z39.50 Command-Line Syntax......................................................... 500
Tip for Modifying Search Attributes .............................................. 502

Chapter 18 Preferences, Toolbars, and Shortcuts

EndNote Preferences..................................................................................... 505
Library Preferences .......................................................................... 506
Display Fonts .................................................................................... 507
Reference Types ................................................................................ 509
Temporary Citations ........................................................................ 510
Sorting ............................................................................................... 513
Change Case...................................................................................... 514
Formatting......................................................................................... 515

14
 Display Fields ....................................................................................517
Duplicates ..........................................................................................518
Online Preferences ............................................................................519
Folder Locations ................................................................................520
Term Lists ..........................................................................................521
Spell Check ........................................................................................522
OpenURL/PDF..................................................................................527
Cite While You Write Preferences ..............................................................529
General Preferences ..........................................................................529
Keyboard Shortcuts in Word............................................................530
Figures and Tables in Word .............................................................531
Showing Word Processor Codes......................................................532
Related EndNote Preferences...........................................................533
Shortcuts to Make Using EndNote Easier .................................................533
Shortcut Menus .................................................................................533
Toolbars..............................................................................................534

Chapter 19 Using EndNote With Palm OS Handhelds

Overview of Using EndNote with
Palm OS Handheld Devices.........................................................................539
Installing EndNote for Palm OS .................................................................539
Hardware and Software Requirements...........................................539
Installing EndNote for Palm OS ......................................................541
Synchronizing Libraries ...............................................................................543
Starting EndNote for Palm OS and Displaying References ..................544
Viewing Library Statistics ............................................................................546
Entering, Editing, and Deleting References..............................................546
Searching a Handheld Library.....................................................................548
EndNote Preferences .....................................................................................549
Beaming References Between Handhelds.................................................550

Chapter 20 Using EndNote On a Network

Using EndNote On a Network.....................................................................553
Licensing of Network Copies ...........................................................553
Multi-Platform Networks .................................................................553
Multi-User Library Access................................................................553
Special Issues in Network Environments .......................................554
About Installing EndNote on a Network ..................................................554
Installing EndNote as a Shared Application ............................................555
Before You Begin Network Installation ..........................................555
Installing the Shared EndNote Program .........................................555
Installing to Link Workstations .......................................................557
Installing CWYW and EndNote for Palm OS Support ..................558
About Word's Startup Folder and the CWYW Add-in ..................559

15
 Mass Installations.......................................................................................... 560
Group Policy Program Installations with MSI .............................. 560
Group Policy Workstation Installations with MSI ........................ 562
Scripted Program Installations........................................................ 563
Scripted Workstation Installations ............................................... 564
MSI Command Line Options........................................................... 565
Custom Settings ............................................................................................. 568
Uninstalling EndNote................................................................................... 569
Uninstalling CWYW and Palm OS Support................................... 569
Uninstalling a Workstation ............................................................. 570
Uninstalling the EndNote Program ................................................ 570

Appendix A Making Backup Copies of Your EndNote Files

Backing Up Your EndNote Files ................................................................. 575
Important Files to Backup ............................................................... 575
Backup Suggestions.......................................................................... 577

Appendix B Troubleshooting
Troubleshooting EndNote ........................................................................... 581
Displaying Extended/Special Characters ...................................... 581
Opening an EndNote X Library with EndNote 8 or 9................... 582
The EndNote Library is Corrupted................................................. 584
Troubleshooting Cite While You Write .................................................... 584
EndNote Commands Do Not Appear on Words Tools Menu .... 584
Errors with Track Changes .............................................................. 585
Troubleshooting Connections..................................................................... 585
Problems Connecting to the Internet .............................................. 585
Problems Finding the Host .............................................................. 586
Problems Connecting ....................................................................... 586
Problems Communicating with the Host ....................................... 588
The Connection Error Dialog .......................................................... 589
Errors Encountered While Retrieving References ......................... 589
Problems With Retrieved Data........................................................ 589

Appendix C Reference Types and Fields

Table of Predefined Reference Types ....................................................... 592

Appendix D Direct Export Formats and Import Formats

About Direct Export and Import Formats ................................................. 617
Direct Export Formats ................................................................................... 618
Output Formats with Corresponding Import Options........................... 626

The EndNote Glossary ................................................................................................... 633

Index ................................................................................................................ 641

16
Chapter 1

Welcome to EndNote
 Chapter 1 Welcome to EndNote
Introducing EndNote .......................................................... 19
About This Manual ............................................................. 19
Customer Services ............................................................... 20
Online Help and Release Notes ............................. 20
Register Your Copy of EndNote ............................ 20
Customer Service .................................................... 21
Technical Support ................................................... 21
International Customer and Technical Support ... 21
The EndNote Web Site ............................................ 22
The EndNote-Interest Email Forum ...................... 22
ADA VPAT .............................................................. 22
Whats New in EndNote X ................................................. 23

18 Chapter 1: Welcome to EndNote

Introducing EndNote
Welcome to EndNotethe complete reference solution!
EndNote is an online search toolit provides a simple way
to search online bibliographic databases and retrieve the
references directly into EndNote. (EndNote can also import
data files saved from a variety of online services, CD-ROMs,
and library databases.)
EndNote is a reference and image databaseit specializes in
storing, managing, and searching for bibliographic
references in your private reference library. You can
organize imagesincluding charts, tables, figures, and
equationsand assign each image its own caption and
keywords.
EndNote is a bibliography and manuscript makerit
formats citations, figures, and tables in Microsoft Word
with the Cite While You Write feature. Watch the reference,
figure, and table lists grow as you insert citations in your
manuscript. Microsoft Word templates guide you through
the exacting manuscript requirements of publishers.
You can also create bibliographies using Format Paper with
other word processors.
See Whats New in EndNote X on page 23 for a list of the most
recent features added to EndNote.
For late-breaking news and updates, please go to:
http://www.endnote.com/support.

About This Manual

This manual assumes that you know how to use Windows, your
word processor, and the mouse. For help on these topics, consult
your computer owners guide or your word processor manual.
Often there is more than one way to select a command in
EndNote. A single command may be available from one of the
main menus, from a context-sensitive right-click menu, from a
toolbar icon, or with a keyboard command. In most cases, this
manual gives instructions for selecting commands from the main
menus. If a menu command has a keyboard equivalent, the
keyboard command appears next to the menu item.

Chapter 1: Welcome to EndNote 19

 The following representations for key combinations are used:
Instruction Explanation
CTRL+ESC While holding down the CTRL key, press
the ESC key.
CTRL+ALT+ENTER While holding down the CTRL and ALT
keys, press the ENTER key.
Menu names, menu selections, and button names appear in italic
text.

Customer Services

Online Help Online Help: You can access all of the information found in the
and Release manual by consulting the online Help file. From EndNotes Help
menu, select Contents to view the various topics.
Notes
Release Notes: For documentation updates and correction notes
for this release, refer to the Readme.txt file installed in the
EndNote folder.
Late Breaking News: For late-breaking news and updates,
please go to: http://www.endnote.com/support.

Register Your If you havent done so already, please mail, fax, or email your
Copy of registration to Thomson ResearchSoft (go to
http://www.endnote.com/encontact.asp). You also have the
EndNote opportunity to register during installation. Even if you
purchased EndNote directly from Thomson ResearchSoft, do not
assume that you are registered. Registered users receive:
free technical support
special upgrade offers
notification of new EndNote versions that are compatible
with the latest version of your word processor

20 Chapter 1: Welcome to EndNote

Customer Contact Sales for general product information, pricing, quantity
Service discounts, and referrals to dealers.
Contact Customer Service to order new copies or upgrades of
EndNote, to check billing/shipping status, and to register your
software.

Sales Information
Phone: (760) 438-5526 (country code is 01)
Fax: (760) 438-5573 (country code is 01)
Web/Email: http://www.endnote.com/encontact.asp

Customer Service (Orders, Billing, and Shipping)

Phone: (800) 336-4474 (country code is 01)
Fax: (215) 386-2911 (country code is 01)
Web/Email: http://www.endnote.com/encontact.asp

Technical Contact Technical Support at Thomson ResearchSoft if you

Support encounter problems while using EndNote. When you contact us,
please have a clear description of the problem and know the
version of your copy of Windows, EndNote, and your word
processor. (To find the EndNote version, start EndNote and
choose About EndNote from the Help menu.) Also have your
EndNote serial number available.
Our hours are MondayFriday, 8:00 am 5:00 pm Pacific Time.
Phone: (408) 987-5609 (country code is 01)
Web/Email: http://www.endnote.com/encontact.asp
Technical support tips are also available on the EndNote Web
site and through the endnote-interest email forum (see below).

International For customer support or technical support outside of North

Customer and America, please visit our Web site to check for a local distributor.

Technical Go to http://www.endnote.com, click on Contact Us, and then

click on International Distributors to find a local distributor.
Support

Chapter 1: Welcome to EndNote 21

The EndNote The EndNote Web site (http://www.endnote.com) contains
Web Site technical support tips, utilities for data transfer, and information
about the latest versions of EndNote. You can also find updated
styles, filters, connection files, and other related documents at
this site. Go to the Web site and look under Support and Services.
To easily locate incremental updates available on the Web site,
go to the Help menu in EndNote and select EndNote Program
Updates.

The EndNote- If you wish to join an ongoing email forum of EndNote users like
Interest yourself, go to the EndNote Web site at
http://www.endnote.com, click on Support and Services and then
Email Forum scroll down for instructions on how to subscribe to the EndNote
Interest List.
There are two types of subscriptions: The first delivers the
endnote-interest messages individually, so that every time a user
sends a message to endnote-interest, it is redirected to each
member of the list. The second option, is to subscribe to the
endnote-interest-digesta daily compendium of endnote-
interest messages.
In general, Thomson ResearchSoft does not answer questions
posted to endnote-interest, but lets users answer each others
questions. Contact Thomson ResearchSoft directly for a
guaranteed response from technical support staff.

ADA VPAT Thomson ResearchSoft is dedicated to developing software

products that are usable for everyone, including those with
physical challenges and disabilities. EndNote was designed to
adhere to the ADA (Americans with Disabilities Act) Section 508
accessibility standards.
Please visit our Web site at http://www.endnote.com, and click
the Support & Services link to access the VPAT (Voluntary
Product Accessibility Template) document that describes the
accessibility features that address the Section 508 Standards. The
VPAT is an informational tool developed by industry and
government to help facilitate the understanding of compatibility
issues under Section 508.

22 Chapter 1: Welcome to EndNote

Whats New in EndNote X
EndNote X includes these new and enhanced features:
Save your complete library (the filename.enl file as well as its
associated .DATA folder and all of its contents) to a single
compressed file in order to easily back up your library or
send a copy to a colleague. See Saving a Compressed Copy
of a Library on page 106.
Let EndNote manage your PDF files and create links
automatically by simply dragging and dropping a PDF file
onto an EndNote reference. Link to PDF files in their original
locations (absolute paths), or link to copies saved with your
library (relative paths) for easy portability. See Selecting a
Relative Path or an Absolute Path for Link to PDF on page
227.
View the contents of up to eight different fields in the
reference list display. See Display Fields on page 517.
Use Hide Empty Fields for references displayed in the
Reference window to reduce time spent scrolling through a
reference. Display all fields with Show Empty Fields. See The
Reference Window on page 120.
Easily find and select reference types from an alphabetized
list.
Use additional reference types: Ancient Text, Dictionary,
Encyclopedia, and Grant. Electronic Source is renamed Web
Page. See Table of Predefined Reference Types on page
592.
Use additional comparison operators for searching: "field
begins with," "field ends with," and "word begins with." See
Using Comparison Operators on page 207.
Use new and updated import filters, connection files and
output styles.

Chapter 1: Welcome to EndNote 23

24 Chapter 1: Welcome to EndNote
Chapter 2

Installing and
Upgrading EndNote
 Chapter 2 Installing and Upgrading EndNote
Before You Install EndNote ............................................... 27
Program Requirements ........................................... 27
Word Processor Compatibility .............................. 27
EndNote for Palm OS Requirements ..................... 28
Installing EndNote .............................................................. 29
Custom Installations ........................................................... 30
Selecting Components ............................................ 31
Upgrading from an Earlier EndNote Version ................ 32
Backing Up or Replacing Files ............................... 32
Opening and Converting Old EndNote
Libraries ............................................................. 33
Using Old Style, Filter, and Connection Files ...... 34
Checking Your Installation ................................................ 34
Checking Microsoft Word Support ....................... 34
Automatically Updating Files ........................................... 35
Uninstalling EndNote ......................................................... 36

26 Chapter 2: Installing and Upgrading EndNote

 Before You Install EndNote
Please read this section before you proceed with the installation.

Program EndNote is available on CD or by downloading. If you have a CD

you need a CD-ROM drive to install the program.
Requirements
You will need a valid EndNote serial number to install the
program. If you are upgrading from a previous version, you will
also need your previous EndNote serial number.
System Requirements:
EndNote runs under the following operating systems:
Windows 2000, with Service Pack 3 or later
Windows XP
Hardware Requirements:
A personal computer with a Pentium (or compatible) 450-
MHz or faster processor
A minimum of 256 MB of available RAM
A hard drive with at least 180 MB of free space
In order to use EndNotes Connect command to search
remote databases, an Internet connection is required. To use
the Open Link command to access a Web site, you also need a
Web browser installed.

NOTE: Make sure that your computer meets the system and hardware
requirements before continuing. If necessary, contact the distributor,
dealer, or store where you purchased EndNote to arrange for a full
refund. If you have any problem obtaining a refund, contact Thomson
ResearchSoft directly. You must do so within 30 days of purchase.

Word As of June 2006, EndNote for Windows is compatible with:

Processor Microsoft Word for Windows 2000, XP (2002), 2003
Compatibility RTF files created with most word processors, including:
Microsoft Word, WordPerfect, OpenOffice, StarOffice, and
FrameMaker.
Microsoft Word:
Microsoft Word uses Cite While You Write, which inserts an
EndNote submenu of commands on Words Tools menu. It also
allows EndNote to format citations and create a bibliography for

Chapter 2: Installing and Upgrading EndNote 27

 the document that is open in Word. You can format, unformat,
and reformat a single documentwithout ever exiting your
word processor.
If a supported version of Microsoft Word is installed on your
computer, the appropriate Cite While You Write files are
installed automatically for the current user account when you
run the EndNote installation. This feature can be used with a
shared copy of Word or on a network.
In order for Cite While You Write to install properly:
Microsoft Word 2000, XP, or 2003 must be correctly installed
on your computer prior to installing EndNote.
The EndNote installer must be able to locate the Word
Startup folder. You need to have full read and write access to
Words Startup folder in order to install EndNote
commands.
RTF Documents:
For word processors other than Word, write your paper, insert
in-text citations, then save to an RTF file and use EndNotes
Format Paper feature to format the citations and bibliography.
See Chapter 11 for details.

EndNote for If your computer has software installed to allow synchronizing

Palm OS with a Palm OS handheld device, the EndNote installation
program will ask whether you want to install EndNote for Palm
Requirements OS.
Requirements for running EndNote for the Palm Operating
System include:
Handheld device
Palm Operating System 4.x or later
Serial or USB communication for HotSync operations
16 MB RAM
See Using EndNote With Palm OS Handhelds on page 537 for
information about how to install and use EndNote on a handheld
device.

28 Chapter 2: Installing and Upgrading EndNote

Installing EndNote
NOTE: If you are upgrading from a previous version of EndNote, please
see Upgrading from an Earlier EndNote Version on page 32.

NOTE: Please see Chapter 20, Using EndNote On a Network for

information about licensing, installing, and using EndNote in a network
environment.

To install EndNote:
1. Log in to the local machine with administrative rights or as a
user with program installation privileges. Make sure no
applications are running, including virus protection
software.
2. Start the EndNote installation program.
If you downloaded the EndNote installer: Double click the
installer file to start the EndNote Setup program.
If you received EndNote on a CD: Insert the EndNote CD
into your CD-ROM drive.
The EndNote Setup program will start. If you do not have
Autoplay enabled, choose Run from the Start menu, type
d:\setup (use the drive letter appropriate to the drive
containing the installation CD) and press ENTER.
3. Follow the instructions on the screen to complete the
installation. Use the Next button to move forward between
through these installation dialogs:
Welcome: Thank you for purchasing EndNote!
Read Me Information: Read late-breaking news about this
version of EndNote.
Palm Read Me Information: Read late-breaking news about
EndNote for the Palm operating system.
Registration Information: Enter your name and EndNote
serial number. A valid serial number is required for
installation to proceed. Your serial number appears on the
EndNote registration card or on the confirmation of your
online order.
End User License Agreement: You must select I accept the
license agreement in order to continue with the installation.

Chapter 2: Installing and Upgrading EndNote 29

 Select Installation Type: We recommend that you select
Complete to make sure you install all options, or choose
Custom to hand pick the file groups to install.
Select Destination: By default, EndNote is installed in the
C:\Program Files\EndNote X folder. You can use the Browse
button to change the folder selection if you wish.

NOTE: If a previous installation of EndNote is found in the same folder,

you will be given the option to either back up or overwrite the older files.
If you back up files, they are placed in a Backup folder in the installation
folder.

Select Components: (Custom installations only) If you

selected a Custom installation, see Selecting Components
on page 31.
Ready to Install: You can still click Cancel to stop the
installation. Once you click Next, the installation program
will begin installing EndNote files.
4. On the final EndNote X is Successfully Installed dialog,
click Register to register your copy of EndNote, click Finish to
close the installation program, or click Run to start EndNote.
To make sure the program installed correctly, see Checking
Your Installation on page 34.

Custom Installations
Although we recommend that you use the Complete installation
option to install EndNote, the Custom installation option can be
useful if you are low on disk space or if you need to reinstall just
certain EndNote components.
To do a new custom installation:
1. Follow the instructions for Installing EndNote on page 29.
2. On the dialog titled Select Installation Type, select Custom.
3. When you get to the dialog titled Select Components, read
the section below, Selecting Components to determine
what you would like to select/deselect for installation.

30 Chapter 2: Installing and Upgrading EndNote

 NOTE: If the installer detects another copy of EndNote in the
destination folder, it gives you options to either backup or remove older
files during the installation. When doing a custom install, only selected
components are affected. For example, if you are installing only the
Anthropology styles, and you choose to remove older files, only the
older Anthropology styles are removed; no other part of the installation
is affected.

To install components after EndNote X is already installed:

1. Start the installation program as you would for a new
installation.
2. On the Application Maintenance dialog, select the Modify
option and click Next.
3. When you get to the Select Components dialog, read the
section below, Selecting Components to determine what
you would like to select/deselect for installation.

Selecting There are several major categories of components that can be

Components installed with EndNote.
The components you can select for installation include:
EndNote Application
EndNote Program
EndNote Help
PDF Manual
Additional Converters
Sample Files
Word Templates/Add-ins:
Add-in for Microsoft Word
Templates for Microsoft Word
Styles: These formats for creating bibliographies are
grouped by type.
Connections: These files for directly retrieving references
from online reference databases are grouped by information
service provider.
Filters: These files for importing text files of reference data
are grouped by information service provider.
Spelling Dictionaries: These are dictionaries available for
the spelling checker.

Chapter 2: Installing and Upgrading EndNote 31

 EndNote for Palm OS: These are files required for using
EndNote for the Palm operating system.
To select or deselect an item for installation:
Click the plus sign next to each category to display a detailed list
of items. For each category or subcategory, click the triangle next
to the name to select from the available installation options. The
options may include:
Will be installed on local hard drive.
Entire feature will be installed on local hard drive.
Will be installed to run from network.
Entire feature will be installed to run from network.
Feature will be installed when required.
Entire feature will be unavailable.

Upgrading from an Earlier EndNote Version

Before you begin, back up any custom styles, import filters, and
connection files that you do not want overwritten.
While it is not required, we recommend that you uninstall any
earlier version of EndNote before you install EndNote X. See
Uninstalling EndNote on page 36.
During installation, you will need to enter both your new
EndNote X serial number, which appears on the EndNote
registration card or on the confirmation of your online order, and
your old EndNote serial number.
Install the upgrade just as you would a new installation. See
Installing EndNote on page 29. By default, EndNote X is
installed into the C:\Program Files\EndNote X folder.

Backing Up or If Setup detects an earlier copy of the EndNote program in the

Replacing installation folder, it alerts you and gives you two options. If you
continue with the installation to install EndNote X into your
Files existing EndNote folder, Setup removes the older EndNote
application and word processor support files. You need to select
what it should do with the styles, filters, and connection files
from your older copy of EndNote. No matter which option you
choose, your libraries will not be deleted; nor will any non-
EndNote files in the EndNote folder.
Backup older files: EndNote X provides complete, updated
sets of style, filter, and connection files. But if you want to
keep any of your older modified files to use with EndNote X,

32 Chapter 2: Installing and Upgrading EndNote

 you should choose this option. Doing so has EndNote create
a Backup folder in the EndNote folder and all of the styles,
filters, and connection files from your older installation are
copied into that folder. After installing EndNote, you should
move any of these files that you want to use into the Styles,
Filters, or Connections folders installed with EndNote X.
Remove older files: If this option is selected, Setup replaces
all of the styles, filters, and connection files from your
existing EndNote installation with the new ones included
with EndNote X. Do not choose this option if you have
custom styles, filters, or connection files that you want to
save. If they have the same names as any of the files to be
installed, the installer will overwrite them with the new files.

NOTE: Cite While You Write support is linked to only one copy of the
EndNote program, and only one instance can be used at one time. If
you install the Cite While You Write Add-in, it will replace an older
version even if you install EndNote in a separate folder.

Opening and EndNote X automatically converts libraries created with earlier

Converting versions of Endnote to the version 8/9/X format.

Old EndNote To convert an older EndNote library:

Libraries 1. Start EndNote.
2. From the File menu, select Open and then Open Library.
3. On the file dialog, locate and highlight the old library, and
click Open.
EndNote will warn that the selected library was created with
an older version, and will ask for permission to convert it.
4. Click OK to convert the library. Name the new library and
click Save. The conversion makes a copy of the original library
in the version 8/9/X format, and leaves the original library
intact.

NOTE: EndNote X libraries cannot be opened and used with versions

of EndNote prior to version 8.

Chapter 2: Installing and Upgrading EndNote 33

Using Old You may have created custom content files with an earlier
Style, Filter, version of EndNote. EndNote X can use your custom styles,
filters, and connection files that were created with EndNote
and versions 4.0.1-9. Once you edit and save one of these files with
Connection EndNote X, it is converted to the version 8/9/X format.
Files All of the styles, filters, and connection files supplied with
EndNote X have been updated to the version 8/9/X format. The
new filter and connection files can be used by previous versions
of EndNote, with new fields simply ignored. However, EndNote
8/9/X styles cannot be used with versions of EndNote prior to
version 8.

Checking Your Installation

To run EndNote, click the Start button, choose Programs, select
EndNote, and then choose EndNote Program.
A dialog will ask you to open a reference library file. Choose
Cancel. To check the version number of EndNote, choose About
EndNote from the Help menu. Click the splash screen to clear it.
If you have trouble accessing the program, repeat the installation
steps to verify that the program was correctly installed.

Checking To see whether Cite While You Write is correctly installed, start
Microsoft Word.

Word Support In Word 2000, XP, or 2003, click on the Tools menu and you
should see EndNote commands on an EndNote X submenu.

34 Chapter 2: Installing and Upgrading EndNote

 Word 2000, XP, or 2003 Tools menu and EndNote X submenu

NOTE: If you have trouble installing Cite While You Write support, see
EndNote Commands Do Not Appear on Words Tools Menu on page
584.

Automatically Updating Files

You can automatically update EndNote X when incremental
program enhancements are available.
To update your copy of the EndNote program:
1. Open a connection to the Internet.
2. From EndNotes Help menu, select EndNote Program Updates.
The wizard checks for an update, lets you know whether an
update is available, and then downloads the file(s) and applies
the update to your EndNote installation.

NOTE: You also have the option to download the latest content files at
any time from our Web site at http://www.endnote.com. We continually
update output styles, filters, connection files, and Microsoft Word
templates.

Chapter 2: Installing and Upgrading EndNote 35

 Uninstalling EndNote
Uninstall EndNote by using the Add/Remove Programs
function in the Windows Control Panel.

NOTE: For network installations, see Uninstalling EndNote on page

569.

To uninstall EndNote:
1. From the Windows Start menu, select Control Panel, or
choose Settings and then Control Panel,
2. Select Add or Remove Programs.
2. In the list of currently installed programs, select EndNote X.
3. Click the Remove button.
Or, you can uninstall by using the EndNote installation
program:
1. From your EndNote CD, run Setup.exe.
2. On the Application Maintenance dialog, select Remove and
click Next.
3. Click Next again to begin removing EndNote.
The uninstall procedure removes only files, groups, and icons
installed by the EndNote installer the last time it was run. For
example, if you used the installers Custom installation option to
reinstall only style files, the Uninstall program removes only
style files.
It will not delete your libraries or any new files you have created.
It will not delete folders if they contain files you created. You will
need to manually delete those files with Windows Explorer.

36 Chapter 2: Installing and Upgrading EndNote

Chapter 3

The EndNote Guided

Tour
 Chapter 3 The EndNote Guided Tour
Introduction to the Guided Tour ...................................... 39
Are You Ready? ....................................................... 40
Part I: Introduction to an EndNote Library ..................... 41
Start EndNote .......................................................... 41
The Library Window .............................................. 43
Preview References ................................................. 43
Sort the References .................................................. 45
Select and Open a Reference .................................. 46
Close the Reference ................................................. 47
Part II: Setting EndNote Preferences ............................... 49
Access EndNote Preferences .................................. 49
Set a Default Library ............................................... 49
Change the Library Display Font .......................... 50
Part III: Entering References .............................................. 52
Create a New Reference ......................................... 52
Enter References That Contain Images ................. 56
Part IV: Searching Remote Databases ............................. 61
Connect to a Remote Database .............................. 62
Search the Database ................................................ 63
Save the References ................................................. 66
Part V: Importing Reference Data into EndNote ........... 69
Search the Database and Save the References ...... 69
Choose the Correct Import Filter and Import
into EndNote ..................................................... 71
Summary of Output Formats and Corresponding
Import Options ................................................. 73
Direct Export from Web Pages .............................. 74
Part VI: Searching an EndNote Library and Printing
Directly from EndNote ....................................................... 75
Search for a Set of References ................................ 75
Preview and Print the Found References ............. 77
Part VII: Using EndNote While Writing a Paper With
Microsoft Word .................................................................... 80
Open a Microsoft Word Document ....................... 80
Cite EndNote References ........................................ 81
Select a Bibliographic Style .................................... 84
Edit a Citation ......................................................... 86
Insert Figure Citations ............................................ 87

38 Chapter 3: The EndNote Guided Tour

Introduction to the Guided Tour
This Guided Tour introduces you to the basics of using EndNote
for storing references and writing papers. The Guided Tour is
not designed to show you everything about EndNote, but it does
provide a quick summary of some important features.
Part I: Introduction to an EndNote Library
Learn how to start EndNote, open a reference library, sort the
reference list, and select, open, and close a reference. These skills
prepare you for the rest of the Tour.
Part II: Setting EndNote Preferences
Learn how to set a default library to open automatically and how
to change the display fonts.
Part III: Entering References
Learn how to enter references and insert images in references.
Part IV: Searching Remote Databases
Learn how to use EndNote to search remote databases and
library catalogs available online and save those references to an
EndNote library. This feature requires that you have a
connection to the Internet.
Part V: Importing References
Learn how to import references that have been downloaded from
a database to a tagged text file.
Part VI: Searching EndNote Libraries and Printing References
Learn how to search for references in an EndNote library, and
print references from an EndNote library.
Part VII: Using EndNote While Writing a Paper
Learn how to cite EndNote references while writing a paper with
Microsoft Word (2000, XP, or 2003). You will insert citations and
figures, and have EndNote generate a bibliography plus figures
and tables for the paper.
(If you use a word processor other than Word, please see Chapter
11, Scanning and Formatting RTF Filesfor information about
Format Paper.)

Chapter 3: The EndNote Guided Tour 39

Are You At this point we assume that both EndNote and Word are
Ready? installed on your computer. If you have not installed EndNote,
please follow the instructions in Chapter 2 before continuing.
The Guided Tour uses sample files that are installed in the
Examples folder in the EndNote folder. These example files
include a sample EndNote reference library called Paleo.enl and
a number of image files.

40 Chapter 3: The EndNote Guided Tour

 Part I: Introduction to an EndNote Library
This part of the Guided Tour covers the basics of working with
EndNote. In particular, you will learn how to:
Start EndNote and open a library.
Sort the reference list.
Select and open references in the EndNote library.
Close references.
Quit from the EndNote program.

Start EndNote To start the EndNote program and open the sample library:
1. From the Start menu, choose Programs, select EndNote, and
then choose the EndNote Program. A dialog appears
prompting you to open a reference library.

NOTE: If you have set a default library to open automatically, that

library will open instead of the dialog shown above. If this happens,
close the library, choose Open from the File menu, and continue with
step 3.

2. Select Open an existing EndNote library.

3. To open the library, do one of these:
Select Paleo.enl in the drop-down list, and click OK.
If Paleo.enl does not appear in the drop-down list, click
the Browse button to locate it. A dialog will appear
prompting you to locate and open a reference library.

Chapter 3: The EndNote Guided Tour 41

 Use the Look in: list to find the EndNote X folder. By
default, this will be on the C drive in the Program Files
folder. To get there, click the Look in: list, choose the C:
drive and click Open; select Program Files and click Open;
and then select and open the EndNote X folder.

Select the Examples folder and click Open.

You should now see the file Paleo.enl, the example
EndNote library. (Your folder View settings may or may not
be set up to show the extension .ENL.) Select Paleo.enl and
click Open.

NOTE: You can open a library from within EndNote by choosing Open
from the File menu.

42 Chapter 3: The EndNote Guided Tour

The Library When you open the Paleo library you see the Library window
Window listing all of the references that the library contains:

Move column dividers to adjust column widths

The Library window displays a multi-column list. By default, the

first column shows a paper clip for references that include
attached graphics, figures, or files. The second column shows a
PDF icon for references that include an attached file such as a
PDF. Then, the first authors last name, the year, the title, the
reference type, and the URL are displayed for each reference.
The information displayed here in the Library window, as well
as the font used for the display, can be changed using the
EndNote Preferences. Chapter 4 provides more information
about customizing the Library window.
You can browse through your reference library by first selecting
a reference, and then using the scroll bar, the scroll arrows, or the
PAGE DOWN, PAGE UP, HOME, END, and ARROW keys.

Preview You can easily see more detail about a reference by highlighting
References the reference and viewing the Preview pane at the bottom of the
Library window.
To preview a reference:
1. First, if you do not have a lower pane in the window, click on
the Show Preview button at the bottom of the window.
2. For this example, click on the reference titled Geophysical
Research Letters.

Chapter 3: The EndNote Guided Tour 43

 The preview pane uses the current output style to display
the selected reference as it will be formatted for a
bibliography. EndNotes output styles (or just styles)
represent the rules for creating bibliographies for a variety of
journals and other publications. The styles determine how
your references look when you print, export, preview, or
create bibliographies.
3. To select a different output style to apply to the reference, go
to the Main toolbar and select Numbered from the drop-down
list of output styles.

Only one reference is displayed in the preview pane at a time. If

multiple references are selected, only the last one is displayed.
The format of the reference in the preview pane can be changed
at any time by choosing a different output style.

When the preview pane is showing, a Hide Preview button is

available at the bottom of the window. You can click Hide Preview
to hide the preview pane if you wish. The name of the button will
toggle to Show Preview.

44 Chapter 3: The EndNote Guided Tour

Sort the References can be easily sorted by clicking on the column
References heading (such as Author, Year, or Title).
To change the sort order:
1. Click the Author column heading to change the current
Author sort from ascending order to descending order.

NOTE: This example shows references that include Japanese

characters. EndNote uses Unicode to encode special characters, so
that data is easily translated between platforms, programs, and
languages. If boxes appear instead of characters, you may need to
change the EndNote display fonts to a Unicode font. You will learn how
to do this in the next section, Part II: Setting EndNote Preferences.

2. Click the Year column heading to see the references sorted in

ascending order based on the year of publication.
3. Click the Year column heading again (a second time) to
reverse the sort order and see the references sorted in
descending order.
4. Now, click the Author column heading to return the sort
order of the library to an alphabetical list sorted by the
author names. You may need to click the heading twice to
return to ascending order.

Chapter 3: The EndNote Guided Tour 45

Select and To work with specific references you must first select them in the
Open a Library window.

Reference There are different ways to select a reference, such as clicking on

the reference using the mouse, using the arrow keys, or typing
the first few letters found in the field by which the library has
been sorted.
To see how this works, click once on any reference to select it. If
you have arrow keys on your keyboard, press the UP or DOWN
ARROW to select the previous or next reference. When the library
is sorted by author name (as it should be now), you can also
select a reference by typing the first few letters of the authors
last name.
To quickly find and display a reference:
1. Select the first Argus reference in the list by typing arg
without pausing between letters.

Now that the reference is selected, there are a number of

things you can do with it, such as view its contents, copy, cut,
delete, or edit it. For now, just open the reference to view the
contents.
2. Open the selected Argus reference by pressing the E NTER key
or by using the Edit command on the References menu. You
can also open a reference by double-clicking on it in the
Library window.

46 Chapter 3: The EndNote Guided Tour

 The Reference window opens to display all of the information
associated with the reference.

title bar close

button

This is where you enter or edit information for a reference. The

citation information is displayed at the top of the Reference
window in the title bar, Argus, 1993 #34. This information
the first authors last name, year, and record numberis used by
EndNote to match citations in a paper to references in a library.
To view the rest of the reference, use the mouse to scroll down
the Reference window, or press the TAB key to move forward
from one field to the next. Press SHIFT+TAB to move backwards
through the fields.
The window may also be resized by clicking and dragging the
lower right window corner. To reposition the window, click on
the title bar and drag the window to the desired location.

Close the Next, close the reference. You can do this in one of these ways:
Reference Click the close button in the upper corner of the Reference
window.
From the File menu, choose Close Reference.
From the keyboard, pressCTRL+W. Note that many of the
menu commands have a keyboard equivalent next to them.
EndNote automatically saves all changes to a reference when the
Reference window is closed.
This concludes Part I of the Guided Tour. If you do not plan to
continue the tour, quit from EndNote by choosing Exit from the
File menu (CTRL+Q). Or, continue with the tour.

Chapter 3: The EndNote Guided Tour 47

Related See these sections in the manual for information related to this
Sections portion of the tour:
Learn how to change the display of the Library window in
Chapter 4, Introducing the EndNote Library.
To learn more about sorting, see Sorting the Library in
Chapter 8.

48 Chapter 3: The EndNote Guided Tour

 Part II: Setting EndNote Preferences
In this part of the Guided Tour you will learn how to:
Display EndNote Preferences
Set a default library to open each time you start EndNote.
Change the display fonts.

Open the Paleo If EndNote is not already running, start it and open the Paleo
Library library as shown under Start EndNote on page 41.

Access To view or change the EndNote preferences:

EndNote From the Edit menu, choose Preferences.
Preferences Many of these preferences are stored in your Windows registry,
although there are exceptions.

Set a Default You can assign a library to open automatically every time you
Library start EndNote. You will find it useful to set the Paleo library
(Paleo.enl) as your default library for now. Later, when you
create your own library, you can set it as the default library.
To set a default library:
1. If you havent already, go to the Edit menu and choose
Preferences.
2. In the list on the left, click Libraries.

Chapter 3: The EndNote Guided Tour 49

 3. Click Add Open Libraries. You should see the Paleo library
(Paleo.enl) listed at the top of the window.

4. Click Apply to save this change.

While you could click OK to leave the Preferences dialog, we are
going to change another preference first.

Change the Next, pick a different font to display text in the Library window
Library and the Reference window.

Display Font To change the display fonts:

1. If you are not currently viewing the EndNote Preferences
window, go to the Edit menu and choose Preferences.
2. In the list on the left, click Display Fonts.
The Library Display Font determines the font and size of the
references listed in the Library window.
The General Display Font changes the font used to display
all other text that is typed into EndNote (such as in the
Reference or Style windows). The General Display Font is
also used for most of the previews and information panels in
EndNote, as well as for bibliographies that are printed or
copied directly from EndNote.

50 Chapter 3: The EndNote Guided Tour

 3. Under Library Display Font, click the Change Font button.
4. In the Font list, select Arial Unicode MS (or another Unicode
font that supports Japanese characters) and click Apply to
save the change.
EndNote uses Unicode to correctly handle extended
characters. By selecting a Unicode font here, you can view
extended characters in the Library window, such as the
Japanese characters found in the Paleo library.
5. Under General Display Font, click the Change Font button.
6. In the Font list, select Arial Unicode MS (or another Unicode
font that supports Japanese characters) and click Apply to
save the change.
7. Click OK to save your changes and leave the Preferences
dialog.

Related See these sections in the manual for information related to this
Sections portion of the tour:
Learn how to change the display of the Library window in
Chapter 4, Introducing the EndNote Library.
The Preferences panels provide numerous ways in which
you can customize your version of EndNote. For example,
you can ignore articles when sorting, set duplicate detection
options, etc. See Chapter 18 for more information about
working with the preferences.

Chapter 3: The EndNote Guided Tour 51

 Part III: Entering References
In this part of the Guided Tour you will learn how to:
Enter references into a library.
Insert picture files and object files into references.
In this part of the tour, you are going to enter references: first a
typical book reference, and then references that contain images.

Open the Paleo If EndNote is not already running, start it and open the Paleo
Library library (Paleo.enl), as shown in Part I of the Guided Tour.

Create a New There are various ways to add references to an EndNote library:
Reference Type the reference information into the Reference window.
Connect to an online bibliographic database and retrieve the
references directly into EndNote, as demonstrated in part IV
of this tour and described in Chapter 6: Searching Remote
Databases with EndNote.
Import text files of references that have been downloaded
from online bibliographic databases or CD-ROMs, as
demonstrated in part V of this tour and described in Chapter
7: Importing Reference Data into EndNote.
This example demonstrates how to type reference information
into EndNote.
Once a library is open, you can add a new reference to it:
1. From the References menu, choose New Reference (CTRL+N).
An empty Reference window opens with the words New
Reference displayed at the top.

Reference
Type list

52 Chapter 3: The EndNote Guided Tour

 New references appear as journal articles (unless you change
the default setting) but can be changed to any other type of
reference using the Reference Type list at the top of the
Reference window. For this example, create a Book
reference.
2. Click the Reference Type list and choose Book.

Reference
Type set to
Book

You are now ready to enter reference information, beginning

with the author names. Author names can be entered two
ways: either First Middle Last such as Carol Margaret
Jacobson or Last, First Middle such as Jacobson, Carol
Margaret. Individual author names must be entered one per
line.
3. With the cursor in the Author field, type:
Jacobson, Carol
As you type, EndNote will suggest names similar to the one
you are entering. This is EndNotes way of using term lists
to facilitate the process of entering new references.

NOTE: The auto-complete feature can be turned on or off with EndNote

Term List preferences. It is available for Author fields when you enter
author names with the last name first.

4. The name you are entering, Carol Jacobson, is a new author

in this library, so keep typing until you complete the name
and then press the ENTER key.
The name appears in red text to indicate that it is a new name
in the Author term list for this library. When you close the
reference, it will be added to the Author term list and the red
text will change to black. You can read more about term lists
(and how to turn these options on or off) in Chapter 9.

Chapter 3: The EndNote Guided Tour 53

 5. Now enter the second authors name:
Roe, Jennifer
This author is already in the Paleo library, so as you start
typing the last name, you will see EndNote complete the
name for you.

6. Press the TAB key to accept EndNotes suggested author

name, and move to the Year field. In the Year field, type:
1999
Continue entering the reference as shown below, using the
TAB key to move to the next field, and SHIFT+TAB to move to
the previous field, if necessary. You can also use the mouse
to click in the desired field. If information is not provided for
a particular field, leave that field empty.
Title: Impacts of meteorites on Earth
City: New York
Publisher: Blackcourt Press
Number of Pages: 100

54 Chapter 3: The EndNote Guided Tour

 Abstract: The impact of a meteorite hitting
earth millions of years ago may have led to
the extinction of some marine life.

close button

This book does

not have a
Series Editor or
a Series Title, so
those fields are
left empty.

No extra punctuation (such as parentheses around the year)

or text styles (such as bold or italic) are entered into the
reference. EndNote adds the necessary punctuation and text
style changes to the references when it creates a
bibliography.
It is best to enter English titles in sentence case, where only
the first word and proper nouns are capitalized. The selected
output style can then either print the text as entered
(sentence style) or apply headline case, where all major
words are capitalized (excluding articles and prepositions).
7. Close the Reference window by clicking the close box, or by
choosing Close Reference (CTRL+W) from the File menu.

Chapter 3: The EndNote Guided Tour 55

 All information is automatically saved when you close a
window. Your new reference will appear in the Library window.

Enter EndNote helps you organize both reference information and

images. Three reference typesFigure, Chart or Table, and
References Equationare available specifically for cataloging picture files
That Contain and object files, although you can add Images and Captions to
Images any reference type.
The difference between a picture file and an object file is how
Microsoft Word interprets the file. For example, Word interprets
files with these extensions as pictures:
BMP Windows Bitmap
GIF Graphics Interchange Format
JPEG JPEG File Interchange Format
PNG Portable Network Graphics
TIFF Tag Image File Format
A file that is not recognized as a picture file is considered an
object file. In this section, you are going to enter a journal
reference that includes a picture file.
To enter a reference that includes an attached picture file:
1. From the References menu, choose New Reference (CTRL+N).
An empty Reference window opens with the words New
Reference displayed at the top. The Reference Type should
appear as Journal Article.
2. Enter the reference as shown below, using the TAB key to
move to the next field, and SHIFT+TAB to move to the
previous field, if necessary. You can also use the mouse to

56 Chapter 3: The EndNote Guided Tour

 click in the desired field. If information is not provided for a
particular field, leave that field empty.
Author: Tiberius Rex
Year: 1995
Title: The scale and the feather--a suggested
evolution
Journal: Paleontology
Volume: 23
Issue: 9
Pages: 23-45
Keywords: Feathers
Evolution
Birds
Abstract: This article discusses the
evolution of bird feathers from reptilian
scales.
3. Scroll down to the Image and Caption fields.
4. From the References menu, select Insert Picture to display a
file dialog.
5. On the file dialog:
a. Navigate to the folder:
Program Files\EndNote X\Examples.
b. Highlight the file titled Feather2.BMP.
c. Click Open to insert the file into the Image field.

Chapter 3: The EndNote Guided Tour 57

 The graphic appears as a thumbnail in the reference.
EndNote copied the file to a .DATA folder stored with the
Paleo library, and linked the copied graphic to this reference.
6. In the Caption field, enter:
Cockatiel Crest Feathering
Always enter a caption for your image. It assists in locating
images, and it labels figures in your Microsoft Word
documents.
7. Click the close button to close and save the reference and
return to the library window.
Next, enter a reference that includes an attached object file:
1. From the References menu, choose New Reference (CTRL+N).
An empty Reference window opens.
2. Click the Reference Type list and choose Chart or Table.
3. Enter the reference text as shown below.
Created By: Milkirk, Marie
Year: 2002
Title: Hominid Timeline
Image Source Program: Microsoft Excel
Date: May 9
Keywords: Evolution
Hominids
Timelines
4. Scroll down until you can see the Image field, and from the
References menu, select Insert Object.

5. Click Choose File to display a file dialog.

6. On the file dialog:
a. Navigate to the folder:
Program Files\EndNote X\Examples.

58 Chapter 3: The EndNote Guided Tour

 b. Highlight the Microsoft Excel file titled
Hominid Evolution.xls.
c. Click Open to insert the file into your new reference.

The file appears as an attachment in the image field.

EndNote copied the file to the .DATA folder stored with the
Paleo library, and linked the copied file to this reference.
7. In the Caption field, enter:
Hominid Timeline
8. Click the close button to close and save the reference and
return to the library window.
To easily locate the references containing images:
Click the Image column heading (the paper clip) twice to sort
records containing images at the top of the list.

Chapter 3: The EndNote Guided Tour 59

 You can double-click on an individual reference if you would
like to view the complete reference. When you are done viewing
a reference, click the close button to close it.
Click the Author column heading to again order the list by
author names in ascending (A to Z) order.
This concludes Part III of the Guided Tour. Part IV demonstrates
how to search remote databases and save your search results to
an EndNote library. If you do not have an Internet connection,
skip Part IV and move on to Part V: Importing Reference Data
into EndNote on page 69.
If you are finished working with EndNote for now, go to the File
menu and choose Exit to close the EndNote program.

Related See these sections in the manual for information related to this
Sections portion of the tour:
If you are eager to begin creating your own library, see
Chapter 4, Introducing the EndNote Library.
Chapter 5, Entering and Editing References, provides
more detail about typing references into your library and
inserting images.
For information about connecting directly to online
bibliographic databases and retrieving references into
EndNote, see Part IV of this tour and Chapter 6, Searching
Remote Databases with EndNote.
If you will be importing references that have been
downloaded from an online or CD-ROM database, see Part V
of this tour and Chapter 7, Importing Reference Data into
EndNote.

60 Chapter 3: The EndNote Guided Tour

Part IV: Searching Remote Databases
With EndNote's Connect and Search commands, you can search
online bibliographic databases just as easily as you can search an
EndNote library on your own computer! And to make it even
easier, the results of your searches appear as EndNote
referencesready for you to store in your own EndNote library.
This section will guide you through these basic steps:
Connect to a remote database.
Search the database.
Copy the references that you want to keep into an EndNote
library.

NOTE: In order to follow along with this exercise, you must be at a

computer with access to the Internet (either dial-up or a direct network
connection).

About the PubMed Database

For this lesson, you will connect to PubMed, the National Library
of Medicines online public access version of their MEDLINE
database. PubMed is the remote database you will be searching;
the National Library of Medicine is the information provider.

For Users With Dial-up Internet Connections

If you use a modem and a phone line to connect to the Internet,
as opposed to a direct network connection, this section pertains
to you.
Connecting: Most setups for dial-up connections are configured
to automatically dial your information provider and connect to
the Internet when you use an application that requests an online
connection (as EndNotes Connect command does). However,
some setups require that you establish an online connection (sign
on) before choosing EndNotes Connect command.
Disconnecting: EndNote will not disconnect your Internet
connection at any point. You need to shut down your connection
when you have finished using EndNotes Connect feature.

Chapter 3: The EndNote Guided Tour 61

Open the Paleo If EndNote is not already running, start it and open the Paleo
Library library (Paleo.enl), as shown in Part I of the Guided Tour.

Connect to a The first step in searching a remote database is connecting to it,

Remote so that is how we will begin.

Database To connect to the PubMed Database:

1. With EndNote running, go to the Tools menu, select the
Connect submenu, and select Connect.
(The Connect menu will remember databases you have
connected to in the past for easy access. You can also
customize a list of favorite databases to search by using the
Connection Manager. See page 158.)

click to show
more or less
info about
the selected
connection
file

NOTE: This window displays all of the connection files available in your
Connections folder. Use the Find button to quickly view various
categories of databases to help you locate the one that you need.

2. Select the PubMed connection file (you can start typing the
file name to quickly jump to it in the list), and click Connect.

62 Chapter 3: The EndNote Guided Tour

 By selecting that connection file, you have directed EndNote to
connect to the National Library of Medicines PubMed database.
If for any reason the connection cannot be established, EndNote
alerts you with an error message and closes the connection. See
Troubleshooting Connections on page 585.
When the connection has been established, EndNote opens a
Retrieved References window for the PubMed Database, and
displays the Search window on top of it. Note that the search
window is titled, Remote Search PubMed MEDLINE At
PubMed (NLM). The PubMed MEDLINE database is selected
and EndNote is ready to search.

Retrieved
References
window

Search
window

the remote
database is
selected for
searching

NOTE: If you previously set a default configuration for the Search

window, the search field lists display the fields you selected as your
defaults. If one of these fields appears italicized in the Search window
lists, that indicates it is not a valid option for the remote database.

Search the The next step is to enter the search term(s) to find the references
Database you need. Searching a remote database is very similar to
searching an EndNote library, with a few exceptions. (See
Available Search Options on page 162.)
Lets say you are interested in finding more information about
fossils for the Paleo library.

Chapter 3: The EndNote Guided Tour 63

 To enter the search term(s) and perform the search:
1. Enter fossil into the first search line and set the field list in
that line to Keywords (MeSH). The comparison list for remote
searches is always set to Contains.

field comparison
list list

2. Click Search.
EndNote sends the search request off to the remote database
(PubMed, in this example), and a summary of the search
results is displayed:

The dialog displays the number of references that were

found to match your search request, and gives you the
option to retrieve them.

NOTE: PubMed is updated regularly, so you may find a different

number of references than illustrated here.

If the result set seems too big, you can always refine the
search to get closer to exactly those references you want.
Lets refine this search by looking for just those references
that include mention of a trilobite, a group of extinct
marine animals that were abundant in the Paleozoic era.
3. Click Cancel, and you are returned to the Search window.

64 Chapter 3: The EndNote Guided Tour

4. Click in the second search line and type trilobite.
5. Verify that the field list for the second search line is set to
Any Field.
6. Set the operator between the two search lines to And.

choose the
And
operator

7. Click Search.
This time only 11 references were found.

8. Click OK to retrieve the matching references.

Chapter 3: The EndNote Guided Tour 65

 The references are downloaded and appear in the Retrieved
References window for the PubMed database connection.

You can halt a retrieval in progress by clicking the Pause button

on the Retrieved References window, or by pressing the Escape
key (ESC). The Pause button appears in the status line at the
bottom of the window during record retrieval.
You can drag the dividers between column headers to resize
column widths.

NOTE: If you wanted to do another search of PubMed at this point, you

could go to the Window menu and choose the Remote Search window
to display. Enter the new search strategy and click Search. On the
Confirm Remote Search window, you are asked, Discard the
previously retrieved references? You can either replace the current
search results or add to them.

Save the At this point you can peruse the retrieved references to see which
References ones you would like to keep. Save the references you want by
transferring them into one of your own EndNote libraries.
The selected references can be copied to an open library using
drag-and-drop or the Copy and Paste commands. You can also
copy references directly to a library that is open, to a library that
is closed, or to a new library using the Copy References To
command, as described below.
For this example, we will save two of the retrieved references to
EndNotes sample Paleo library.

66 Chapter 3: The EndNote Guided Tour

To save your retrieved references:
1. Select two of the references displayed by holding down the
CTRL key and clicking on the individual references. (SHIFT-
click to select a range of references.)

2. Click the Copy 2 References To button, and do one of these:

If the Paleo library is already open and appears in the
list, select it.
Or, select Choose Library. In the file dialog that appears,
open the Examples folder in the EndNote folder, choose
Paleo.enl, and click Open.
The references retrieved from the PubMed database are
copied to the selected library.
3. Close the Retrieved References window for PubMed.
EndNote alerts you that the references in the Retrieved
References window will be discarded.
4. Because you have already saved what you needed, you may
click OK and close the window. You will be disconnected
from PubMed.
5. Close the Search window.
This concludes the tutorial for using EndNotes Connect
command.

Chapter 3: The EndNote Guided Tour 67

Related See these sections in the manual for information related to this
Sections portion of the tour:
See Chapter 6 for details about establishing connections,
searching for references, and retrieving references.
Read Selecting a Connection File on page 156 to learn
about the connection files that are available with EndNote.
See Troubleshooting Connections on page 585 if you
encountered any problems establishing a connection.
See Chapter 17, Connection Files for information about
creating and editing connection files.

68 Chapter 3: The EndNote Guided Tour

 Part V: Importing Reference Data into
EndNote
Remote searching, described in the previous section, is the
easiest way to retrieve references from online databases, but not
all information providers offer that option.
If you have access to an online bibliographic database, a
university catalog, or a bibliographic database on CD-ROM, you
can probably use EndNotes import filters to import text files
saved or downloaded from these sources. EndNote filters are
configurable, so they give you the flexibility to import the
reference data you need and eliminate data you do not need.
In this part of the Guided Tour you will learn about:
Downloading data in a tagged output format.
Selecting an import filter and importing data into EndNote.

Open the Paleo If EndNote is not already running, start it and open the Paleo
Library library (Paleo.enl), as shown in Part I of the Guided Tour.

Search the Often when you search a database, the matching references are
Database and displayed as text, with no clear indicator between each piece of
bibliographic information. The PubMed reference below, saved
Save the in a Citation format, is an example. There is no clear indicator for
References EndNote to be able to differentiate a title from an address or an
abstract.
Am J Med Genet A. 2005 Mar 9; [Epub ahead of
print]
Reconstructing the behaviors of extinct
species: An excursion into comparative
paleoneurology.
Rogers SW.
Salt Lake City VA-Geriatrics Research,
Education and Clinical Center and Department
of Neurobiology and Anatomy, University of
Utah School of Medicine, Salt Lake City, Utah.
How can the behavior of an extinct species
be reconstructed-say a dinosaur such as
Allosaurus? Despite the relatively abundant
fossilized remains of this and other
dinosaurs, the incompleteness of the fossil

Chapter 3: The EndNote Guided Tour 69

 record has permitted room for considerable
speculation, mythology, and perhaps a bit of
unsettling reflection on what factors
contributed to the eventual fate of these
remarkably successful animals. (continued)
(c) 2005 Wiley-Liss, Inc.
PMID: 15759265 [PubMed - as supplied by
publisher]
To use this information effectively, each piece of bibliographic
information must be consistently tagged so it can be directed to
the correct EndNote field.
Database providers typically offer several different download
formats. Regardless of which system you are searching, you need
to save the references in a tagged format to a text file.
For this tour, we will use a text file of PubMed references that
were previously downloaded in the tagged MEDLINE format.
The file Pubmed-dinosaur.txt is provided in the EndNote
Examples folder. A single reference in the file appears like this:
PMID - 15759265
OWN - NLM
STAT - Publisher
DA - 20050310
PUBM - Print-Electronic
IS - 1552-4825
DP - 2005 Mar 9
TI - Reconstructing the behaviors of extinct
species: An excursion into comparative
paleoneurology.
AB - How can the behavior of an extinct species
be reconstructed-say a dinosaur such as
Allosaurus? Despite the relatively
abundant fossilized remains of this and
other dinosaurs, the incompleteness of
the fossil record has permitted room for
considerable speculation, mythology, and
perhaps a bit of unsettling reflection on
what factors contributed to the eventual
fate of these remarkably successful
animals. (continued) (c) 2005 Wiley-Liss,
Inc.

70 Chapter 3: The EndNote Guided Tour

 AD - Salt Lake City VA-Geriatrics Research,
Education and Clinical Center and
Department of Neurobiology and Anatomy,
University of Utah School of Medicine,
Salt Lake City, Utah.
AU - Rogers SW
LA - ENG
PT - JOURNAL ARTICLE
DEP - 20050309
TA - Am J Med Genet A
JID - 101235741
EDAT - 2005/03/11 09:00
MHDA - 2005/03/11 09:00
AID - 10.1002/ajmg.a.30538 [doi]
PST - aheadofprint
SO - Am J Med Genet A 2005 Mar 9;.

Each tag can be mapped to a corresponding EndNote field. If

data is inconsistently tagged, or poorly delimited, it may not be
possible to import all the data accurately.

Choose the Once you have captured and saved your data file in a tagged
Correct Import format, you need to identify the proper EndNote filter to import
the data. There are hundreds of filters included with EndNote;
Filter and each one is designed to read a specific tagged format from a
Import into specific information provider.
EndNote To import the sample PubMed text file into the Paleo library:
1. Display the Paleo library window in EndNote.
2. From the File menu, choose Import.

3. Click the Choose File button to display a file dialog.

4. Browse to the EndNote X\Examples folder and then
highlight and Open the Pubmed-dinosaur.txt file.

Chapter 3: The EndNote Guided Tour 71

 5. From the Import Option list, select Other Filters to display the
list of filters supplied in the EndNote Filters folder.
You may want to peruse the list, to get an idea of what filters
are supplied. You can create new filters, copy existing filters,
and edit filters.
6. Begin typing PubMed to jump to that filter in the list.

Notice that the Comments section at the bottom of the

window gives tips for downloading references from the
selected source.
7. With the PubMed (NLM) filter highlighted, click Choose.
8. Leave the other two options at their default settings:
Duplicates: Import All
By default, a reference is considered a duplicate if the
Author, Year, Title, and Reference Type match a reference
already in the library. You can change the duplicates criteria
under EndNote Preferences. We will import all references
regardless of duplicates.

72 Chapter 3: The EndNote Guided Tour

 Text Translation: No Translation
This option allows you to specify the text character encoding
of the file you import. This is important when you import
references in languages that include extended characters.
You would typically contact your database provider for the
appropriate setting.
9. Click Import to import the file.
When the import is complete, only newly imported
references display in the Library window. This is a good time
to peruse the imported data to make sure it imported as
expected.

10. To return all of your references to the library display

(including the newly imported references), choose Show All
References from the References menu.

Summary of A subset of supported information providers are listed with their

Output recommended output formats in Appendix D under Output
Formats with Corresponding Import Options on page 626.
Formats and Check this list for guidance in order to download in the
Corresponding appropriate tagged format and select the appropriate import
Import filter. You can also check our Web site at
http://www.endnote.com for updated information and import
Options filters.

Chapter 3: The EndNote Guided Tour 73

Direct Export Certain web sites contain a download button that will send your
from Web search results directly to EndNote, pick the correct import
option, and start the import process automatically. All you need
Pages to do is choose the EndNote library into which the data should
be imported. This direct export or direct download method
does away with the additional steps of saving the references to a
text file, and then importing that file with the appropriate filter.
For a list of systems that provide a direct export of references
into EndNote, see Direct Export Formats on page 618 of
Appendix D. The list keeps growing, so check our web site at
http://www.endnote.com for updates!
This concludes the tutorial for using EndNotes Import
command.

Related See these sections in the manual for information related to this
Sections portion of the tour:
See Chapter 7, Importing Reference Data into EndNote, for
details about import options and about importing references
from other bibliographic software programs.
See Output Formats with Corresponding Import Options/
Direct Export on page 184 for a guide to downloading and
importing references from various sources.
Read Chapter 16, Filters, to learn how to create or modify
filters that map downloaded references to corresponding
fields in EndNote. You can enter tags and map them to
specific EndNote fields.

74 Chapter 3: The EndNote Guided Tour

 Part VI: Searching an EndNote Library and
Printing Directly from EndNote
In this part of the Guided Tour you will learn how to:
Search an EndNote library for a subset of references.
Print an independent bibliography from EndNote.
In this part of the tour, you will search for a set of related
references and print them, as though to share the information
with a colleague.

Open the Paleo If EndNote is not already running, start it and open the Paleo
Library library (Paleo.enl), as shown in Part I of the Guided Tour.

Search for a Set Let us assume that you want to generate a list of all references
of References found in the Paleo library that are about extinction and that were
published from 1990 to 1999.
To search for references:
1. From the References menu, choose Search References (CTRL+F).
2. If the More button is available, click it to display more search
options.

toggles between More to

display more options, and
Less to hide options

3. Type extinct as the first search term.

The words Any Field next to extinct mean that EndNote

will find references that have the string extinct in any field.

Chapter 3: The EndNote Guided Tour 75

 The Contains comparison operator means that EndNote will
search for this string of text anywhere in the field.
Next, set up the search to find references dated from 1990 to
1999.
4. Type 1990 as the search term for the second search line.
From the field list in the second search line, choose Year; and
from the comparison list, choose Is greater than or equal to.
5. If you do not have a third search line available, click the Add
Field button found along the bottom of the window.
You may want to click and drag the bottom right corner of
the window to size it larger.
6. Type 1999 as the search term for the third search line. From
the field list in the third search line, choose Year; and from
the comparison list, choose Is less than or equal to.
7. Notice the And, Or, Not logical operator list at the end of
each search line. Select the And logical operator between
the three search lines.
Your search window should look like this:

field list
logical
search term operator
list

comparison
list

This search will find all references containing the text

extinct that also were published between 1990 and 1999.
Notice that the following check boxes are not selected for this
search:
Match Case: This option would limit our search to extinct
in lowercase. If it were found capitalized at the beginning of
a sentence, or all uppercase, it would not match the search.
Match Words: This option would limit matches to full
words, with no truncation. The word extinction would not
match our search.

76 Chapter 3: The EndNote Guided Tour

 8. Click the Search button to begin the search. In a moment,
EndNote displays the search results.

The status area at the bottom of the Library window should now
read, Showing 6 out of 219 references. You are looking at the
same Paleo library as before, but EndNote has restricted the view
to display only the results of the search.
You can close the Search window now. You also may want to
click the Author column heading to sort the found references by
author name.
Now that you have located all of the desired references, you are
ready to print them.

Preview and In order to format your references, you need to select a style.
Print the Styles determine how your references look when you print,
export, preview, or create bibliographies.
Found
While you can print directly to a printer, you may want to save
References to an RTF file instead. An RTF file can be opened by any word
processor, where you can fine tune headers, footers, page
numbers, font styles, etc., before printing.
To preview the bibliography:
1. On the Main toolbar, select an output style from the output
style list. For this example, choose the Numbered style.
2. If you want to further limit the references to preview, select
(highlight) those references you want to include. To select all
references in the list, go to the Edit menu and choose Select
All.

Chapter 3: The EndNote Guided Tour 77

 3. From the File menu, choose Print Preview to display the
bibliography on your computer screen.

4. You can use the buttons along the top of the window to walk
through the pages of the bibliography.
5. When you are done previewing, click the Close button.
To save the bibliography to a word processor file:
1. On the Main toolbar, select an output style. For this example,
choose the Author-Date style.
2. If you want to further limit the references to print, select
those references you want to include.
3. From the File menu, choose Export. A standard Save As
dialog appears.
4. Select a folder location, and type in a name for your file.
5. Next to the Save As Type label, select Rich Text Format (*.rtf).
6. Click Save to save your formatted bibliography to the file.
7. You can use any word processor to open the RTF file, such as
Microsoft Word or WordPerfect. You can make any changes
you like, and then print from the word processor.
To print the bibliography to a printer:
1. On the Main toolbar, select an output style. For this example,
choose the Numbered style again.
2. If you want to further limit the references to preview, select
those references you want to include. To select all references
in the list, go to the Edit menu and choose Select All.
3. From the File menu, choose Print. A standard print dialog
appears.
4. Click Print or OK to begin printing.

78 Chapter 3: The EndNote Guided Tour

 Once you are done printing your search results, you may want to
return to the full list of references in the Paleo library. To show
all references again in the library window, go to the References
menu and select Show All References.
This concludes Part VI of the Guided Tour. Part VII
demonstrates how to write a paper and cite references and
figures in Microsoft Word.
If you are finished working with EndNote for now, go to the File
menu and choose Exit to close the EndNote program.

Related See these sections in the manual for information related to this
Sections portion of the tour:
More information about searching the EndNote library can
be found in Chapter 8, Managing References.
Read Chapter 12, Creating an Independent Bibliography,
about creating reference lists directly from your EndNote
library.
See Chapter 15, Bibliographic Styles, for information about
modifying and selecting styles.

Chapter 3: The EndNote Guided Tour 79

 Part VII: Using EndNote While Writing a
Paper With Microsoft Word
NOTE: Continue with this part of the tour only if you use Microsoft Word
2000, XP, or 2003. If you use a different word processor, or if you have
an older version of Word, turn to Chapter 11 to learn how to cite
EndNote references and create bibliographies in your papers.

EndNotes Cite While You Write feature inserts EndNote

commands into Words Tools menu to give you direct access to
your references while writing in Microsoft Word. The Cite While
You Write commands enable EndNote to do bibliographic
formatting to the document that is currently open in Word.
In this part of the Guided Tour, you will learn how to:
Insert EndNote bibliographic citations into your paper and
create a bibliography.
Edit citations to suppress author names and add cited pages.
Insert EndNote figure citations into your paper. (This section
uses the image references that were inserted while following
Part III of the Guided Tour.)

Open the Paleo If EndNote is not already running, start it and open the Paleo
Library library (Paleo.enl), as shown in Part I of the Guided Tour.
EndNote will look for matching references in the currently open
libraries. While EndNote can automatically start and open your
default library when needed by Word, opening the library first
assures you that you are citing references from the appropriate
library.

Open a For this tour, start Microsoft Word and open a new document.
Microsoft While we are not using one for this tour, EndNote does include
Word manuscript templates that make it easy to set up your paper for
electronic submission to a publisher. When you use one of these
Document templates to start your paper, many formatting issues are
already set up for your target publication, such as proper
margins, headings, pagination, line spacing, title page, font type
and size, etc. For more information about using manuscript
templates, see Using Predefined Manuscript Templates on
page 264.

80 Chapter 3: The EndNote Guided Tour

Cite EndNote You are going to start entering text and citations. For this tour,
References you are going to enter minimal information.
To start writing your paper and inserting citations:
1. Enter text as though you were writing your paper:
The fossil in question was generally
regarded to be the 220 million year-old
remains of tyrannosaurus. Several years ago,
however, Morehouse overturned this hypothesis
with the discovery of yet another species.
Now you are ready to insert a citation.
2. From the Tools menu, go to the EndNote X submenu and then
Find Citation(s).

3. The EndNote Find Citations dialog appears. Type the author

name Morehouse in the Find box and click Search.

Chapter 3: The EndNote Guided Tour 81

 EndNote lists the matching references. In this case, a single
reference matches the search.

4. Click Insert to insert the selected reference as a citation.

EndNote not only inserts a citation, but Instant Formatting
formats the citation in the currently selected Numbered style
and adds it to a formatted bibliography at the end of the
paper.
5. Add more text to the paper:
It is now the undisputed progeny of the
species at hand.
6. From the Tools menu, go to the EndNote X submenu and then
Find Citation(s).

82 Chapter 3: The EndNote Guided Tour

7. Type the number 1987 into the find box and click Search.
EndNote searches all fields and lists the matching references.

8. Scroll down the list of matching references, select the

reference by the author Turnhouse, and click Insert.
EndNote inserts the citation, and Cite While You Write
technology formats it and adds it to the bibliography at the
end of the paper. Your document text should now look like
this:

NOTE: You can shade each of the Cite While You Write citation and
bibliography fields so they are easy to locate. This is set with Microsoft
Words Field Shading option. The shading is for on-screen help only,
and does not print.

Chapter 3: The EndNote Guided Tour 83

 9. Assume that you have finished inserting citations in your
paper. From Words File menu, choose Save to save your
document.

NOTE: You can also insert citations in footnotes. First, use the
appropriate Word command to create the footnote. Then, insert the
EndNote citation in the footnote. Word controls the placement and
numbering of the footnote, and EndNote formats the citation based on
the current style. You must select a style that formats footnotes; for
example, Chicago 15th A.

Select a You can format your citations and bibliography as many times as
Bibliographic you like, changing the output style and various other layout
settings each time.
Style
To select the bibliographic style used for formatting:
1. From Words Tools menu, go to the EndNote X submenu and
choose Format Bibliography.

84 Chapter 3: The EndNote Guided Tour

 A Format Bibliography dialog appears, where you can select
a bibliographic style.

Styles contain instructions for how EndNote will format

citations and the bibliography. For the previous example, we
illustrated the Numbered style, which sequentially numbers
citations and then inserts a numbered reference list at the
end of the paper.
As you can see, there are many other formatting options
available here; you can make changes that override the
settings in the current output style.
2. For this example, click the Browse button next to With
output style to display the list of output styles supplied
with EndNote.
3. Select the APA 5th style and click OK.
4. Click OK to leave the Format Bibliography dialog.
EndNote automatically updates the existing citations and
regenerates the bibliography in the APA style.
In the future, if you need to make changes to the paper such as
adding or deleting citations or text, just do the necessary updates
in your paper. If you want to change the output style or
bibliography layout settings, choose the Format Bibliography
command again. EndNote will reformat the in-text citations and
generate a new bibliography based on your changes.

NOTE: More than 2,000 styles are installed in EndNotes Styles folder.
To see a list of them organized by discipline, choose Output Styles from
the Edit menu in EndNote and select Open Style Manager.

Chapter 3: The EndNote Guided Tour 85

Edit a Citation If you directly edit a citation or the bibliography, the changes
will be lost when you Format Bibliography again because EndNote
reformats according to the rules of the selected output style. To
make and retain changes to all citations and/or the bibliography,
modify the output style. However, if you want to make a change
to an individual citation, use the Edit Citation command as
described below.
For some bibliographic styles, the majority of references are cited
in an Author, Date format; but if the authors name is
mentioned within the paragraph text, the style dictates that the
name not be repeated in the citation. In our example, we mention
Morehouse within the text of the paper, so we will remove the
authors name from the citation. We also want to add a page
reference to this particular citation.
To edit an individual citation:
1. Click anywhere on the Morehouse citation.
2. From the Tools menu, go to the EndNote X submenu and then
Edit Citation. (Or, right click with your mouse and select Edit
Citation from the context-sensitive menu.)

3. In the Formatted Citation section, select the Exclude Author

box.

86 Chapter 3: The EndNote Guided Tour

 4. Next to Pages, type 34-35.

NOTE: Typing cited page numbers in this box does not guarantee that
they will appear in your citation. You must use an output style that lists
the Cited Pages field in the Citation template. You can edit any style
to include this special field.

5. Click OK to update the citation in your paper.

Insert Figure Next you are going to insert two figure citationsone inserted
Citations and numbered as a figure, and one inserted and numbered as a
table. This section uses the references inserted in Part III of the
Guided Tour.
All figure citations are inserted in the same way; the EndNote
reference type determines whether it is inserted and numbered
as a figure or a table. Images found in the Chart or Table reference
type are inserted as tables, while images found in any other
reference type are inserted as figures.
To find and insert figure citations:
1. First, add more text to your paper:
As researchers look at evidence, even the
crest on the modern cockatiel provides insight
into the evolution of feathers.
Now you are ready to insert a figure citation.
2. From the Tools menu, go to the EndNote X submenu and then
Find Figure(s). The EndNote Find Figures dialog appears.

Chapter 3: The EndNote Guided Tour 87

 3. Type the search term bird in the Find box and click
Search.

EndNote lists only references that match the search text and
contain an image. As you highlight a reference, the graphic
stored within the reference is displayed below the reference
list. (Object files display a file icon.)
You can use your mouse to move the column dividers to set
column widths and to drag the lower right corner of the
window to adjust the size of the window.
4. Select the reference with the Caption Cockatiel Crest
Feathering, a reference inserted earlier in this guided tour,
and click Insert to insert the figure citation.

5. Next enter the text:

While exploring the evolution of dinosaurs
and birds, it becomes clear that Homo sapiens
have occupied earth for a relatively short
period of time.
Now you are ready to insert a reference to the Microsoft
Excel file we inserted into an EndNote reference earlier in
this guided tour.

88 Chapter 3: The EndNote Guided Tour

6. From the Tools menu, go to the EndNote X submenu and then
Find Figure(s). The EndNote Find Figures dialog appears.
7. Type the text hominid in the Find box and click Search.
EndNote displays a single matching reference. The file
attachment icon shows that the figure is in a Microsoft Excel
document.

8. Click Insert to insert the citation. (It may take some time for
Word to import the file.)
The image was found in the Chart or Table reference type, so
it was added to Word and numbered as a table.

9. Scroll to the end of the document, and you will find that
EndNote used Word bookmarks to place the images under
labeled List of Tables and List of Figures sections as defined
by the APA style.
10. You may need to resize the Hominid Timeline to fit on the
page. Click on the image, and then hold down the Shift key

Chapter 3: The EndNote Guided Tour 89

 while you drag a corner of the figure to resize it
proportionally.

11. You can also reduce the size of the Cockatiel Crest
Feathering graphic.

As you are working, remember to often Save your document.

You can continue adding text, bibliographic citations, and figure
citations to the paper, and EndNote will continue adding to the
lists of references, figures, and tables!

90 Chapter 3: The EndNote Guided Tour

 This completes the Guided Tour. Exit Microsoft Word by
choosing Exit from the File menu.
To close the EndNote program, go to the File menu in EndNote
and choose Exit.

Related See these sections in the manual for information related to this
Sections portion of the tour:
The process of citing references and figures and creating
bibliographies with Cite While You Write is covered in
Chapter 10.
More than 2,000 styles are installed in EndNotes Styles
folder. To see a list of them organized by discipline, choose
Output Styles from the Edit menu and select the Style
Manager. See Accessing Styles in Other Places on page 398
for information about how to access other styles.
Chapter 15, Bibliographic Styles, includes instructions for
editing output styles.

Chapter 3: The EndNote Guided Tour 91

92 Chapter 3: The EndNote Guided Tour
Chapter 4

Introducing the EndNote

Library
 Chapter 4 Introducing the EndNote Library
The EndNote Library .......................................................... 95
Important Points About Libraries ......................... 95
Back Up Your Libraries .......................................... 96
The Library Window ........................................................... 96
Navigating in the Library Window ....................... 98
Showing a Reference Preview ................................ 99
Resizing the Library Window .............................. 101
Library Display Font ............................................. 101
Changing Display Fields ...................................... 102
The Library Window Sort Order ......................... 103
Creating Libraries .............................................................. 103
Creating a New Library ........................................ 104
Saving a Copy of a Library .................................. 105
Saving a Compressed Copy of a Library ............ 106
Setting a Default Library ...................................... 106
Opening, Closing, and Deleting Libraries .................... 107
Opening a Library ................................................. 107
Multiple People Opening One Library ............... 108
Closing a Library ................................................... 109
Deleting a Library ................................................. 109
Recovering a Damaged Library ........................... 110
Sharing EndNote Libraries Across Different
Versions and Applications ............................................... 111
Compatibility between EndNote 8, 9, and X ...... 111
Opening and Converting Old EndNote
Libraries ........................................................... 111
Creating a Library from ProCite or Reference
Manager ........................................................... 112
Converting an EndNote X Library for ProCite,
Reference Manager, or an Earlier Version
of EndNote ...................................................... 113
Transferring Libraries Across Platforms ....................... 114
From Windows to Macintosh ............................... 115
From Macintosh to Windows ............................... 115

94 Chapter 4: Introducing the EndNote Library

 The EndNote Library
An EndNote library is a collection of references, each containing
the information required to create a bibliography. Additional
information such as keywords, notes, and abstracts can also be
stored in these references. This chapter provides an overview of
the EndNote library, including instructions for opening and
creating libraries, and navigating within a library.

Important Listed below are some important points about the EndNote
Points About library. Detailed information about each of these items follows.

Libraries There is no limit to the number of references you can create

in an EndNote library. It is recommended that the number
not exceed 100,000 to maintain efficient performance
managing the database.
There is no limit to the number of libraries you can create,
assuming that you have the disk space to store them. We
recommend that you keep all the references you cite in your
papers in one main library.
You can select default libraries to open automatically when
EndNote is started.
You can open more than one library at a time.
Libraries created with the Macintosh versions of EndNote
can be used by the Windows version of EndNote, and vice
versa (see page 114 for more information on transferring
libraries across platforms).
Each library can be independently moved, copied, renamed
or deleted using the Windows Explorer (or by opening My
Computer).
Images and other significant files are stored in a [library
name].DATA folder which is in the same folder as your
primary library file. This folder is an extension of the library,
so remember to move, copy, rename, or delete the associated
.DATA folder along with the primary library file.
Library filenames include the extension .ENL. If your library
filename does not include an .ENL extension, Windows
Explorer may not be displaying file extensions. You can
change this setting in Windows Explorer if you wish.
The Library window can be resized and the display font can
be changed to any font or size that you prefer.
The Library window displays a multi-column list. By
default, the first column shows a paper clip for references
that include attached graphics, figures, or files. The second

Chapter 4: Introducing the EndNote Library 95

 column displays a PDF icon for references that have a PDF
file attached. Then, the first authors last name, the year, the
title, the journal name or secondary title, the reference type,
and the URL are displayed for each reference. You can
change the displayed fields with the Display Fields
preference.

Back Up Your Your EndNote library becomes increasingly valuable to you as

Libraries you add references to it. Consequently, it is imperative that you
back up your libraries, along with any other important
documents. Remember to also back up the corresponding .DATA
folder, which is part of the library.
You can use the Save a Copy command to save a copy of your
library to a removable disk (or elsewhere) for safe keeping. See
Appendix A for more information about making backup copies
of your files.

The Library Window

When you first open a library with EndNote, you see a Library
window showing the references you have entered. Each
reference is displayed on a single line, showing first a paper clip
if a graphic or file is attached to the record, then a PDF icon for
references that have a PDF file attached, and then the first

96 Chapter 4: Introducing the EndNote Library

 authors last name, the year, the title, the journal name or
secondary title, the reference type, and finally the URL.

click and drag column click column minimize, maximize,

dividers to resize columns headings to sort and close buttons

scroll bar

Each line represents an Double-click a reference Click and drag window

individual reference. to open it. corner to re-size.

Chapter 4: Introducing the EndNote Library 97

Navigating in There are a number of ways to browse through your references.
the Library Scroll through the list of references in the Library window by
Window clicking in the vertical scroll bar with the mouse.
The and keys move up or down from the currently
selected reference, or if nothing is selected they select the last
or first reference in the library, respectively.
You can quickly sort the references by clicking on a column
heading. For example, click Year to sort by year. A second
click will change the order of the sort from ascending to
descending.
Typing a letter selects the first matching reference. The
matching depends on the order in which the library is sorted.
If the library is sorted by the Author field, typing a letter
selects the first reference in which the authors last name
begins with that letter. For example, typing the letter Z
selects the Zartman reference in our Paleo library since
Zartman is the first authors name to begin with a Z. Type
several letters and the selection jumps to the first name that
begins with those typed letters. Letter matching starts over
after a half-second pause.
The HOME and END keys go to the first or last reference
respectively; PAGE UP and PAGE DOWN move up or down a
screen of references.
To find specific references, choose Search References from the
References menu. (See Chapter 8 for more information.)

98 Chapter 4: Introducing the EndNote Library

Showing a Click the Show Preview option at the bottom of the Library
Reference window to hide or display the preview pane. (Click the triangle
next to the words Show Preview.) Once the preview is
Preview showing, the command changes to Hide Preview; clicking that
option hides the preview pane. You could also select Show
Preview /Hide Preview from the Tools menu.

click and drag to change the click to show/hide

height of the preview pane the preview pane

The preview displays the selected reference in your current style.

If multiple references are selected, it displays just the last one in
the selection. The preview is not editable; to edit the reference,
double-click it in the Library window.

NOTE: If the font specified in the selected output style does not support
italics, any italics will display as plain text.

Choosing the Current Style

Since the preview uses the current style, its important to know
how to set that style. To select your current style:
On the Main toolbar, use the Output Styles list to select a new
style.
Or, from the Edit menu, choose Output Styles and select a
style in the list. The check mark next to a style name indicates
that it is the current style.
If you do not see the style that you want on the toolbar or in the
Output Styles menu, do not worry. Over two thousand styles are
provided with EndNote and are available via the Style Manager.

Chapter 4: Introducing the EndNote Library 99

 Go to the Edit menu, choose Output Styles, and then Open Style
Manager. Then, mark the style or styles that you would like to be
available in your Output Styles menu. You should now be able to
choose the style that you need from the Output Styles menu. (For
more information about using the Style Manager, see The Style
Manager on page 392.)
You can also add styles to the menus using the Select Another
Style option from the style list on the Main toolbar. Simply
choose Select Another Style, select the style, and click Choose.

Resizing the Preview Pane

To change the height of the preview pane, click on the bar that
separates the preview from the rest of the Library window, and
drag up or down. (When the cursor is over this area, it changes
to indicate that you are in the right place to resize the pane.)

Previewing Multiple References

The preview pane only displays a preview for one reference at a
time, formatted according to the current style.
To preview multiple references:
1. Select (highlight) the references in the Library window.
2. From the Edit menu, choose Copy Formatted to copy the
formatted references to the Windows Clipboard.
3. Use the Windows Clipboard Viewer to view the contents of
the Clipboard, or Paste the formatted references into a word
processor document.

Using the Preview to Display Notes or Abstracts

You may find it useful to configure the Library window such that
the main window displays bibliographic data (such as author,
year, title, and journal), and the preview pane displays just notes
or abstracts. That would allow you to browse through your
references in the Library window without having to open
individual references to see more about them.
To configure the display of the Library window fields, see
Changing Display Fields on page 102. To get the preview to
display just the notes or the abstract, you will need to create a
custom style to include just those fields (see page 349).
You can use the Show All style to display all reference fields in
the preview pane.

100 Chapter 4: Introducing the EndNote Library

Resizing the Like most windows in EndNote, you can resize the Library
Library window by clicking the window border or lower right window
corner and dragging to the desired size, or by clicking the
Window maximize or minimize buttons in the upper right corner of the
Library window.
EndNote remembers the new size of the Library window as well
as its location on the screen so the next time you open it, the
library appears with the same dimensions and in the same
location as when you last closed it. Each EndNote library can
have its own unique dimensions and screen location.

Library Choose a different font and size for the text displayed in the
Display Font Library window by using EndNotes preferences. The list of
references in the Library window uses the Library Display Font.
The Preview uses the General Display Font. Changes made to the
display fonts apply to all EndNote libraries opened on that
computer.
To change the Library Display Font:
1. From the Edit menu, choose Preferences.
2. Click the Display Fonts option.

3. Click the Change Font button, and select a different display

font and/or size from the lists. Click OK to close the font
selection dialog and return to the Display Fonts preferences
panel.

Chapter 4: Introducing the EndNote Library 101

 4. Click OK to save the changes and close the dialog.
Changing the display fonts does not affect the font EndNote uses
when it creates a bibliography. EndNote uses the font of your
paper for the bibliography.

Changing In the Library window, EndNote defaults to showing first a

Display Fields paper clip if a graphic or file is attached to a reference, then a
PDF icon if a PDF file is attached, and then the Author, Year,
Title, Journal Name or Secondary Title, reference type, and URL
fields. You may display other fields, change the order of the
fields displayed, or change the names used for the column
headings in the Library window.
These settings apply to all libraries.
To customize the Library window display:
1. From the Edit menu, choose Preferences.
2. Click the Display Fields option in the list.

3. Choose the desired field from the Field list. You may select
up to eight fields to be displayed in the Library window.
Select [Do not display] instead of a field name if you want to
show fewer than eight fields. You must select at least one
field for display in order to save your changes.
4. By default, the column heading in the Library window will
be the same as the Generic name of the field (the Image field
is indicated by a paper clip icon, and the Link to PDF field is
indicated by a PDF icon). If you would like to change the

102 Chapter 4: Introducing the EndNote Library

 name for the Library window display, you may do so by
entering a new name in the Heading section next to the
chosen field.
5. Click OK to save the changes and close the dialog.

The Library The references listed in the Library window are automatically
Window Sort sorted by the first authors last name and first initial, the year,
and the order in which they were entered (the record number).
Order This sort order can be changed by choosing Sort References from
the References menu (see Sorting the Library in Chapter 8) or by
clicking the column headings. When you sort a library, that sort
order is retained even after you close and reopen a library.
When you sort the library, all alphabetical sorting is carried out
according to the language and locale settings of your operating
systemunless you specify a different language in the Sort
Options dialog.
The library sort order is in effect only when the library is
showing all of the references. EndNote displays the results of a
search in the order in which they were found. Similarly, after
importing references, EndNote displays the newly imported
references in the order in which they were imported. This
behavior greatly enhances the speed of these two functions.
Choosing Show All References from the References menu returns
all of the references to the Library window and lists them
according to the last sort order specified.

NOTE: Sort Order: Bibliographies and Multiple Citations on page 432

describes how to set the sort order for a bibliographic style. See
Sorting on page 513 for information about having EndNote ignore
certain words or names when sorting references.

Creating Libraries
Although you can create as many libraries as you like, we
strongly recommend that you keep all of your references
together in one main EndNote library. Having all of the
references you need in one place avoids unnecessary complexity
when you are writing papers, creating bibliographies, or moving
files between computers. Instead of making different specialty
libraries, you will find it more useful to create one library and
use the Keyword and Label fields together with EndNotes
Search and Sort References commands to help you organize and
categorize your references.

Chapter 4: Introducing the EndNote Library 103

Creating a To create a new library:
New Library 1. From EndNotes File menu, choose New.
EndNote presents a dialog prompting you to name and save
the new library:

2. Enter a name for your new library. If you include an

extension, use the extension .ENL which stands for
EndNote Library. If you do not include an extension,
EndNote will add .ENL automatically.
3. Using the Save in list, choose the location where you
would like to save the library.

104 Chapter 4: Introducing the EndNote Library

 4. Click Save and the new library appears as an empty EndNote
library, showing 0 out of 0 references.

Now that you have created a new library, you can begin entering
references into it. The following chapters illustrate the different
ways to add references to an EndNote library:
Chapter 5, Entering and Editing References, discusses how
to enter individual references manually.
Chapter 6, Searching Remote Databases with EndNote,
describes how to connect directly to online databases and
retrieve references from them.
Chapter 7, Importing Reference Data into EndNote, shows
you how to import references that you have previously
downloaded from online bibliographic databases.
If you have just created a library that will be the main library that
you use, you can set it to open automatically every time you start
EndNote by setting it to be your default library (see page 106).

Saving a Copy EndNote automatically saves changes to your library as you

of a Library work with it, so there is no Save or Save As command for the
library. You can, however, use the Save a Copy command to create
an exact copy of your library.
To create a copy of your library:
1. With a library open, choose Save a Copy from the File menu.
2. Name the new library and choose where to save it.
3. Click Save and EndNote creates a copy of the library.

Chapter 4: Introducing the EndNote Library 105

 The new library does not open. It is simply saved to disk, where
you can then open it with EndNote. EndNote leaves your
original library open as it was before the command was chosen.

NOTE: The Save a Copy command also creates a [library name].DATA

folder for the new library and copies all necessary files and images to it.

Saving a You can save your complete library (the filename.enl file as well
Compressed as its associated .DATA folder and all of its contents) to a single
compressed filename.enlx file in order to easily back up your
Copy of a library or send a copy to a colleague.
Library Later, you can easily restore (unzip) the compressed library with
EndNote.
To save to a compressed library file:
1. Open the library in EndNote.
2. From the File menu, select Send to and then Compressed
Library.
3. Use the file dialog to save to an EndNote Compressed
Library (filename.enlx).
To restore a compressed library file:
1. Use EndNote (version X or later) to open the filename.enlx
file, which will extract the .ENL file and the .DATA folder to
the same folder where the .ENLX file is located.
2. Use EndNote to open the filename.enl file as you normally
would to use the library.

Setting a EndNote allows you to specify the libraries that you want to
Default open automatically when EndNote starts up. We call these the
default libraries.
Library
To assign or change the default library:
1. Open the library or libraries that you would like to set as
your default. (You must have a library open in order to set it
as your default library.)

106 Chapter 4: Introducing the EndNote Library

 2. From the Edit menu, choose Preferences and select Libraries.

3. Click Add Open Libraries and all of the currently open

libraries will be added to the list of default libraries that
should open every time EndNote starts.
4. Click OK to save your changes and close the Preferences
dialog.

Removing Default Libraries

To remove a library from the list of default libraries:
1. From the Edit menu, choose Preferences and select Libraries
from the list of options.
2. Select the library that you would like to remove from the list
of default libraries and click Remove Library.3.Click OK to
save your changes and close the Preferences dialog.

Opening, Closing, and Deleting Libraries

Opening a To open a library when the EndNote program is already running,

Library choose Open from EndNotes File menu and select Open Library.
(If you have previously opened a library, EndNote will list that
library below the Open Library command; you can simply choose
the library to open it directly, and skip the dialog shown below.)

Chapter 4: Introducing the EndNote Library 107

 When you choose the Open Library command, EndNote displays
a dialog similar to this:

Look in
list

By default, this dialog displays all files with the extension

*.ENL or *.LIB. If your library name has a different
extension, you should change the Files of Type: option to All
files (*.*).
If your library is listed in the dialog, select it and click Open. If
your library is not listed there, then it is probably saved in a
different place on your hard drive or removable disk.
To locate a library:
1. Click the Look in list and select the letter of the drive on
which your library is stored.
2. Select the folder that contains your library and click Open. (If
your library is within several folders, continue to open each
folder until you locate the library.)
3. When you see your library, select it and then click Open.

Multiple EndNote does not perform record locking functions that

People would allow multiple users to edit one library at the same time.
However, multiple users can access one EndNote library
Opening One simultaneously as long as the library is restricted to read-only or
Library locked status. This will allow users to perform searches, copy
information to their documents, and format their papers.Use
Windows Explorer to change the Properties of your EndNote
library; select the Read-Only attribute for the .ENL file and the
.DATA folder.

108 Chapter 4: Introducing the EndNote Library

 The simplest way to set up an EndNote library for shared
network access is to use the networks system of file permissions
to control the type of access allowed for users and groups. Except
for the person who posts the database, grant all users read-only
access. One person should be assigned the responsibility for
maintaining and updating the library at a separate location; this
user should be granted full access to the file. Then, periodically
post the updated library on the network for all other users, with
read-only access.

Closing a To close a library, do one of the following:

Library Choose Close Library from the File menu.
Type CTRL+W or CTRL+F4 when the Library window is
active.
Click the close button in the top right corner of the Library
window.
Type CTRL+SHIFT+W to close all open libraries.
EndNote automatically saves the information in your library
when you close each reference. As a result, closing the library
does not invoke the familiar Save changes? question. Instead,
the Library window simply disappears, as all changes have
already been saved.
Closing a library does not quit the EndNote program. If you
want to quit from EndNote, simply choose Exit from the File
menu and any open libraries are saved and closed automatically.

Deleting a You can delete an EndNote library in one of two ways.

Library One option is to exit EndNote and delete the library file and its
associated .DATA folder by dragging the icons to the Recycle Bin
on the Windows desktop.
To delete a library from within EndNote:
1. Close the library, but keep EndNote open.
2. From the File menu, select Open and then Open Library.
3. In the file dialog, highlight the libraryname.enl file, right
click your mouse, and click Delete.
4. Next, highlight the libraryname.DATA folder, right click
your mouse, and click Delete.
5. Click Cancel to close the file dialog.

Chapter 4: Introducing the EndNote Library 109

Recovering a Occasionally computer files get damaged. If an EndNote library
Damaged gets damaged, you may get an error message when trying to
open it or work with the references. The best way to protect
Library yourself from damaged files is to make regular backup copies of
your important documents (see Appendix A). If you do not have
a backup copy of a damaged EndNote library, you can use the
Recover Library command to repair the damaged file.
To repair a damaged EndNote library:
1. Close the library if it is currently open.
2. From the Tools menu, choose Recover Library. Read the
information about the Recover Library command, and click
OK.
3. In the dialog that appears, locate and select the library that
needs to be repaired, and click Open.
4. EndNote creates a copy of the library with the suffix
-Saved added to the name. For example, if you were
repairing a library called References the original library
would remain untouched and a new, repaired library called
References - Saved would be created in the same location.
Once the new library has been saved, you should be able to open
it and use it in place of the damaged library.

NOTE: The Recover Library command also creates a new .DATA

folder. If you rename the recovered library to the original library name,
remember to also rename the .DATA folder to match.

Differences Between Saved Libraries & the Original

The purpose of the Recover Library command is to recover as
many references from the original library as possible. This means
that it may also recover references that had previously been
deleted from the library, but not yet purged from the file itself. If
there are more references recovered in the saved library than
existed at the time the original library was damaged, it means
that EndNote was able to reconstruct references that had
recently been deleted. These references must be deleted again.
Term lists are not recovered with the library. Consequently, you
will need to rebuild each term list by choosing Define Term Lists
from the Tools menu, highlighting the list, and then clicking
Update List to fill the term list with the terms used in your library.
Images cannot be repaired, but are simply copied from the
original librarys .DATA folder to the new .DATA folder.

110 Chapter 4: Introducing the EndNote Library

 Sharing EndNote Libraries Across Different
Versions and Applications

Compatibility EndNote 8 and EndNote 9 libraries are compatible with EndNote

between X. You can open an EndNote 8 library with EndNote X, and you
can also open an EndNote X library with EndNote 8.
EndNote 8, 9,
Because EndNote X does include enhancements, please note
and X that:
The DATA folder is a critical part of your library. Whenever
you copy or move a library, include not only the filename.enl
file, but also its associated .DATA folder and all of its
contents.

NOTE: If you want to back up your library, or share it with another

EndNote X user, there is an easy way to compress your EndNote X
library and include all of the associated files and folders. See Saving a
Compressed Copy of a Library on page 106.

EndNote X includes a new Korean sort option; EndNote 8 or

9 will ignore the Korean sort option, and will default to the
first item in the Sort list (System Default or English).
EndNote X includes new reference types. EndNote 8 or 9 will
display and print the Generic reference type for those
references entered into the new EndNote X reference types
(Ancient Text, Dictionary, Encyclopedia, and Grant).

Opening and EndNote 8 and EndNote 9 Libraries

Converting EndNote 8 and EndNote 9 libraries are compatible with EndNote
Old EndNote X; you can open an EndNote 8, EndNote 9, or EndNote X library
with these versions of the EndNote program without any
Libraries conversion of the library.

EndNote Libraries Prior to Version 8

EndNote X can automatically convert libraries created with
earlier versions of Endnote (versions 5, 6, or 7) to the version 8/
9/X format. In most cases, the same process will work for
libraries created in EndNote 4 and earlier.

Chapter 4: Introducing the EndNote Library 111

 To convert an old EndNote library:
1. Start EndNote.
2. From the File menu, select Open and then Open Library.
3. On the file dialog, locate and highlight the old library, and
click Open Library.
EndNote will warn that the selected library was created with
an older version, and will ask for permission to convert it.
4. Click OK to convert the library. Name the new library and
click Save.

NOTE: The time required to convert an EndNote library is proportionate

to the size of the library. Refer to the progress indicator to determine
when EndNote has completed the task.

The conversion makes a copy of the original library in the version

8/9/X format, and leaves the original library intact.

NOTE: EndNote X libraries are not directly compatible with versions of

EndNote prior to version 8. You must use EndNote 8, 9, or X to access
the converted library.

Creating a To use a ProCite or Reference Manager database with EndNote,

Library from you must first export the references to a text file and then import
from the text file into an EndNote library.
ProCite or
To convert a ProCite or Reference Manager database to an
Reference EndNote library:
Manager 1. Export your references to a text file:
For ProCite:
a. Open ProCite and the database you want to convert.
b. Go to the File menu and select Print Bibliography.
c. Choose the output style RIS-EndNote.pos (you can
download this output style from the support area of the
ProCite web site at http://www.procite.com).
d. On the Print Bibliography window, click Configure and
go to the Fields tab.
e. In the Fields window check all optional fields.
f. Click OK, and then Save to save as a text file.

112 Chapter 4: Introducing the EndNote Library

 For Reference Manager:
a. Open Reference Manager and the database you want to
convert.
b. From the File menu, choose Export.
c. Select the RIS export format, and choose All References.
d. Export to a text file.
2. Start EndNote and open or create the library to contain the
imported references.
3. From the File menu, select Import.
4. Click Choose File and select the text file you created.
5. Next to Import Option, select:
For ProCite: the ProCite (RIS) import filter.
For Reference Manager: the RefMan (RIS) import filter.
6. Click Import.

Converting an Converting an EndNote X library for use with EndNote versions

EndNote X 5, 6, or 7, for Reference Manager, or for ProCite requires
exporting the references from your EndNote library to a text file,
Library for and then importing from the text file into the other program.
ProCite, If your references contain diacritics, you must do this carefully
Reference so that your diacritics transfer correctly. Because EndNote X is
Manager, or an Unicode compliant, it exports text as UTF-8 Unicode, and not as
traditional ANSI text. Reference Manager, ProCite, and earlier
Earlier Version versions of EndNote are not Unicode compatible, so they need
of EndNote the document converted to ANSI text. If you attempt to import
references that have not been saved as ANSI text, diacritics will
appear scrambled in the new database or library format.

NOTE: EndNote X allows the use of Extended Latin and double-byte

character sets, which are not supported by EndNote versions earlier
than version 8. Extended Latin and double-byte characters will not
transfer to earlier version file formats.

NOTE: EndNote 8, EndNote 9, and EndNote X libraries are compatible

and require no conversion. For more information, see Compatibility
between EndNote 8, 9, and X on page 111.

Chapter 4: Introducing the EndNote Library 113

 To convert your EndNote X library for other applications:
1. In EndNote X, go to the drop-down output style list on the
Main toolbar, and choose Select Another Style. Highlight and
Choose the appropriate output style:
For EndNote 5, 6, or 7: Select the Refer style.
For Reference Manager or ProCite: Select the RefMan (RIS)
style.
2. Go to the File menu and use Export to export your library to
a plain text file.
3. Use Microsoft Word to open the text file you exported from
EndNote.
4. When Word asks you to select an encoding option, choose
Other Encoding and Unicode (UTF-8).
5. In Word, choose File>Save As and save the document with a
new name, as plain text, and with Windows-default as the
encoding option.
6. To import the saved file:
With EndNote: Use the Refer/BibIX import filter.
With Reference Manager or ProCite: Use the RIS import
filter.

Transferring Libraries Across Platforms

EndNote X can read libraries created in versions 5 or later of
EndNote for Windows or Macintosh. See Sharing EndNote
Libraries Across Different Versions and Applications on page
111 for more information.
If you plan to email a library to someone, remember to send all
of the files found in your librarys .DATA folder. While you
cannot attach an entire folder to an email, you can attach each file
separately, to be placed in a .DATA folder. Or, use a program
(such as WinZip or StuffIt) that can zip your library and .DATA
folder into a single file to send via email.
If you plan to email an EndNote X library to another EndNote X
user, there is an easy way to compress all of your library files and
folders into a single file. See Saving a Compressed Copy of a
Library on page 106. You can then send the single, compressed
file to the other user, and they can restore the filename.enl file
and its associated .DATA folder.
To copy a library to your handheld device, see Using EndNote
With Palm OS Handhelds on page 537.

114 Chapter 4: Introducing the EndNote Library

From Windows Any library created or updated by EndNote X under Windows
to Macintosh can be used by EndNote 8, 9, or X for the Macintosh. No
conversion is necessary, however you should make sure the
name of the library includes the .ENL extension (for example,
Medicine.enl) and include the associated .DATA folder.
1. If you are on a network, simply copy the library from the PC
to the Macintosh. Or, use Windows Explorer to copy the
library to a removable storage disk. Use your Macintosh to
copy the library from the removable storage disk to the
Macintosh. Make sure you also copy the .DATA folder found
in the same folder as the library.

NOTE: If you plan to send an EndNote X library to another EndNote X

user, there is an easy way to compress all of your library files and
folders into a single file. See Saving a Compressed Copy of a Library
on page 106.

2. Start the EndNote program on the Macintosh. (If you see a

dialog prompting you for a reference library file, choose
Cancel.)
3. From the File menu, choose Open Library. Navigate to the
library you want to open.
As long as the library has the .ENL extension, EndNote can
display it. If the library does not have the .ENL extension
as part of the file name, EndNote will not recognize it.
4. Select the library and click Open.
Once the library has been opened in EndNote on a Macintosh, it
maintains the EndNote Macintosh icon and can be opened just
like any other library created by EndNote on the Macintosh.

From Any library created or updated by EndNote X on a Macintosh

Macintosh to can be used by EndNote 8, 9, or X for Windows. No conversion
is necessary, however you must make sure the name of the
Windows library includes the .ENL extension (for example,
Medicine.enl) and include the associated .DATA folder.
1. If you are on a network, simply copy the files from the
Macintosh to the PC. Otherwise, use a file transfer utility to
move the library from the Macintosh to a removable storage

Chapter 4: Introducing the EndNote Library 115

 disk and then to the PC. Make sure you copy the .DATA
folder found in the same folder as the .ENL library.

NOTE: If you plan to send an EndNote X library to another EndNote X

user, there is an easy way to compress all of your library files and
folders into a single file. See Saving a Compressed Copy of a Library
on page 106.

2. Start the EndNote program in Windows. (If you see a dialog

prompting you for a reference library file, choose Cancel.)
3. Select Open from the File menu, and choose Open Library. Use
the Look in list to navigate to the library you want to open.
If your library does not have the extension .ENL or *.LIB
it will not appear in the dialog. If that is the case, select All
Files *.* from the file type list at the bottom of the dialog, and
you should be able to see your library.
4. Select your library and click Open.

116 Chapter 4: Introducing the EndNote Library

Chapter 5

Entering and Editing

References
 Chapter 5 Entering and Editing References
Introduction ........................................................................ 119
Important Points About References .................... 119
The Reference Window ........................................ 120
The Window Menu ............................................... 121
Previous and Next Reference Commands .......... 121
Finding Text in a Reference ................................. 121
Changing the General Display Font .................... 122
Selecting References .............................................. 123
Opening, Closing, Saving, and Deleting References . 125
Creating a New Reference ................................................ 127
Entering References ........................................................... 129
Using Term Lists with Data Entry ....................... 129
Author and Editor Names .................................... 130
Year/Titles/Journal Names ................................. 132
Pages/Edition/Dates ............................................ 133
Short Title .............................................................. 134
Original Publication/Reprint Edition ................. 134
Reviewed Item/ISBN/ISSN ................................. 135
Electronic Resource Number ............................... 135
Call Number/Label .............................................. 135
Keywords/Notes and Abstract/URL ................. 136
Link to PDF ............................................................ 137
Image and Caption ................................................ 138
Font, Size, and Style .............................................. 139
Plain Text ............................................................... 139
Keyboard Commands ........................................... 140
Cut, Copy, Paste Text in the References ............. 140
Using Drag-and-Drop Within a Reference ..... 141
Copying and Pasting Complete References ....... 141
Entering Several Articles from the Same Source 142
Entering Special Characters ............................................. 143
Inserting Images ................................................................. 145
Selecting the Appropriate Reference Type ......... 145
Inserting Graphics ................................................. 146
Inserting Files ........................................................ 147
Entering a Caption ................................................ 148
Opening the Image File ........................................ 149
Storing and Sharing Image Files .......................... 149
Editing Image Files ............................................... 149
Deleting or Replacing Image Files ....................... 150
Spell Checking ................................................................... 150

118 Chapter 5: Entering and Editing References

 Introduction
There are various ways to add references to an EndNote library.
This chapter explains how to type information into EndNote,
edit EndNote references, and insert graphics and files.
See Chapter 6 for information about connecting to remote
bibliographic databases and retrieving references directly into
EndNote. Chapter 7 describes how to import references from a
variety of sources using EndNotes Import command.

Important Here is an overview of important aspects of EndNote references:

Points About Each EndNote reference stores the information required to
References cite it in a bibliography. Keywords, notes, abstracts, URLs
and other information can be stored in a reference as well.
Each reference added to a library is automatically assigned a
unique record number that never changes for that reference
in that particular library. EndNote uses these numbers to
format papers. You cannot change these record numbers.
There is no limit to the number of references you can create
in an EndNote library, however we recommend that the
number not exceed 100,000 to maintain efficient performance
managing the database.
Thirty-nine reference types are already defined (such as
Journal Article, Book, Conference Proceedings, etc.). Three
additional Unused reference types are available so you can
define your own.
The fields (Author, Title, Year, etc.) displayed for each
reference type can be modified or deleted. New fields can
also be added, up to a total of 52 fields per reference,
including the reference type name.
The text of the references should remain as plain text
unless a special font, size, or style of text is required for a
specific term or character.
The font used to display the text in the references can be
changed using the General Display Font preference.
You can insert one graphic or file attachment into the Image
field of a record.
References are automatically saved when they are closed;
however, you may save a reference while editing the
reference using the Save command on the File menu.

Chapter 5: Entering and Editing References 119

The Reference The Reference window displays the contents of the reference.
Window Each part of the reference is stored in its own field, and the type
of reference is displayed below the title bar.

title bar Minimize,

Maximize, and
Previous and Next Close buttons
Reference buttons
Reference Type
list

Title field { scroll bar

window corner

The Reference Type list displays the type of reference that

you are viewing, such as a journal article or a book.
Click the double triangle icon to toggle between Hide Empty
Fields and Show Empty Fields. Initially, EndNote displays all
fields in a reference. Click Hide Empty Fields to view only
those fields that contain data. This setting is remembered
until you click the icon again.
Click the Previous Reference or Next Reference buttons to close
the current reference and open either the previous or next
reference (based on the order the references appear in the
Library window). All changes to the open reference are
saved when you click these buttons.
Resize the Reference window by clicking on the lower right
window corner and dragging the window to the desired size.
EndNote remembers the size and location of the last
reference that you closed, so the next time you open a
reference it will appear with the same dimensions and in the
same location.
Click the close button to close the reference, or type CTRL+W
(or CTRL+SHIFT+W to close all references at once). All
changes are saved automatically when a reference is closed.
Click in the scroll bar with the mouse to scroll through the
information in the Reference window.
Press the TAB key to move to the next field and select its
contents. SHIFT+TAB selects the previous field.

120 Chapter 5: Entering and Editing References

 The first authors last name, the year, and the EndNote
record number appear at the top of the Reference window in
the title bar. This is the same information that is used for the
temporary citations in word processing documents.
Click the maximize or minimize buttons in the top corner to
expand or minimize a Reference window. Click the restore
button to restore the window to its original size.

The Window Any open library or reference is listed in EndNotes Window

Menu menu. The title of each open Reference window (that is, the
author, year, and record number of a reference) appears in the
Window menu, and it can be selected to bring that reference
forward on the screen.

Previous and When a Reference window is open, use the Previous Reference and
Next Reference Next Reference commands in the References menu to quickly
browse through your references. The Reference window also
Commands includes buttons to move to the previous or next reference.

When you choose one of these commands (or click the buttons),
the content of the References window changes to display the
information for the previous or next reference listed in the
Library window.
This command has the same effect as closing the reference that is
currently displayed and opening another reference, so any
changes to the currently opened reference will be saved before
EndNote switches to display another reference.

Finding Text When you have a reference that contains a significant amount of
in a Reference text, such as long abstracts or notes, it can get hard to find things!
To jump to specific text within a reference with the Go to
command:
1. Open a reference.
The Go to command works on the currently open reference.
If more than one reference is open, it works on the topmost
reference.

Chapter 5: Entering and Editing References 121

 2. From the References menu, select Go to.
You could also right Click to select Go to from the context-
sensitive menu, or use the keyboard command noted on the
References menu.
3. Type the text you want to locate and click next (or press
Enter).
You can type a maximum of 255 characters. The Go to dialog
also includes a drop-down list of recently searched terms.
EndNote will jump to the text and highlight it within the
reference. You can use Go to again to find the next occurrence, or
click Cancel to dismiss the Go to dialog.

Changing the By default, any text that you type or edit in EndNote is displayed
General in 12 point Arial font. You can change this to another font and/
or size using the General Display Font option in EndNotes
Display Font preferences.
The General Display Font changes the font used to display all
other text that is typed into EndNote (such as in the Reference or
Style windows). The General Display Font is also used for most
of the previews and information panels in EndNote, as well as
for bibliographies that are printed, exported, or copied directly
from EndNote.
Changes made to the display fonts apply to all EndNote libraries
opened on that computer. They do not affect the font used when
you are formatting bibliographies in a word processing
document. The normal font of the document is used for that.
Changing the General Display Font simply changes the font that
EndNote uses for its Plain Font and Plain Size settings.
Deliberate font changes that you have made in your references
are not affected by the display font.
EndNote uses Unicode to encode special characters, so that data
can be easily translated between platforms, programs, and
languages. However, some fonts do not include certain Unicode
characters. If some characters do not display correctly in your
EndNote library, you can switch the display font to a Unicode
font, such as Arial Unicode MS. Or, you may need to install a
language pack (see Changing Language Settings on page 582).

122 Chapter 5: Entering and Editing References

 To change the General Display Font:
1. From the Edit menu, choose Preferences and click the Display
Fonts option.

2. In the General Display Font section, click Change Font, then

select a different font and/or size from the lists in the font
dialog. Click OK to close the font dialog and see the example
text displayed in the chosen font and size.
3. To see your changes in any EndNote windows that are
currently open, click Apply. Click OK to save these changes
and close the Preferences dialog.

Selecting To work with individual references (for example to copy, open,

References export or edit them), first select them in the Library window. The

Chapter 5: Entering and Editing References 123

 simplest way is to click on a reference in the Library window.
That reference is then highlighted to indicate it is selected.

You can also select a reference by typing the first few letters
found in the field by which the library is currently sorted. For
example, if the library is sorted by the author field, type the first
few letters of an authors last name to select the first reference by
that author. If the library is sorted based on title, type the first
few letters of the title of the reference that you want to select.
(When typing the letters to match a title, articles such as a,
an, and the are skipped.)

To select multiple references:

Hold down the CTRL key while clicking on individual
references. Press the CTRL key and click on a selected
reference to deselect that reference and retain the rest of the
selection.

124 Chapter 5: Entering and Editing References

 Select a range of references by clicking on the first reference,
then press the SHIFT key and click on the last reference of the
range.
You can also select a range of references by holding down the
mouse button and dragging the mouse vertically across a
range of references.
Choose Select All from the Edit menu (CTRL+A) to select all of the
references showing in the Library window. When all the
references are selected, the Select All command changes to
Unselect All. See Showing and Hiding References on page 199
in Chapter 8 to learn how to display only the selected references,
or temporarily hide the selected references from view.

Opening, Closing, Saving, and Deleting

References

Opening Once you have the references selected, any of the following
References actions opens them (a maximum of 10 references at a time):
Double-click the selected reference(s).
Press Enter.
Choose Edit References (CTRL+E) from the References menu.

You can stop a series of selected references that are in the process
of opening by pressing the Escape key (ESC).
The Reference window that opens for each of the references is
where you enter and edit the reference data. Modify this text just

Chapter 5: Entering and Editing References 125

 like you would edit a word processing document: select the
incorrect text and retype it, or delete and add text as necessary.
Important information about entering reference data follows.

Closing To close a currently open reference, do any of the following:

References Click in the close button on the Reference window.
Choose Close Reference (CTRL+W) from the File menu.
Close all open references by holding down the SHIFT key
while pressing CTRL+W.
To close one reference and view the next or previous
reference in the library, use the Next Reference and Previous
Reference commands in the References menu (or the buttons in
the Reference window). See page 121 for details.

NOTE: All data in a reference is automatically saved when you close

the Reference window.

Saving To save a reference that you have just created, or to save any
References changes made to an existing reference:
Close the reference(s) as described above, or
Choose Save (CTRL+S) from the File menu.
If you exit from EndNote while Reference windows are open, the
references are closed and saved automatically.

Reverting The Revert Reference command on the File menu discards all
References changes made to a reference since it was last opened or saved.
Revert Reference is not available after you close the reference.
To remove the very last change made to a reference, use the Undo
command in the Edit menu before closing or saving a reference.

Deleting Delete references from a library by selecting them in the Library

References window and choosing one of the following commands:
Delete References (CTRL+D) from the References menu,
Cut (CTRL+X) from the Edit menu, or
Clear from the Edit menu.
Delete References and Clear serve the same function of removing
the references from the library. Cut also removes the references
from the library, but it stores them temporarily on the Clipboard

126 Chapter 5: Entering and Editing References

 so that you can paste them into another library. (Information on
the Clipboard is replaced with whatever you Cut or Copy next.)
All three commands have you confirm that you want to remove
the references from the library. You cannot undo these
operations, so be sure you want to delete the selected
reference(s) before dismissing EndNotes warning.

NOTE: If you delete a reference, you delete its record number in that
library forever. Even if you paste the reference back into the same
library, it is assigned a new, unique record number. This may cause
incompatibilities with older papers that have citations that use old
record numbers. We strongly recommend that you do not delete
references that have been used in papers that you might want to
reformat later, and keep backups of your libraries!

Creating a New Reference

Overview To add a new reference to an open library:

1. From the References menu, choose New Reference (CTRL+N).
This opens an empty Reference window:

Reference Type
list

2. Choose a reference type from the Reference Type list at the top
of the window.
3. Enter the bibliographic data into each of the fields in the
reference according to the rules outlined later in this chapter.
When you are finished, close the reference to save it and add
it to the library.
The rest of this chapter goes into more detail about how to enter
references into EndNote.

Chapter 5: Entering and Editing References 127

Changing the By default, new references appear as Journal Article references.
Default You may change this using the Default Reference Type option in
the Preferences panel.
Reference
1. From the Edit menu, choose Preferences.
Type
2. Click the Reference Types option in the list.
3. At the top of that Reference Types preferences panel, click the
Default Reference Type list and choose the reference type that
new references should use.

Choosing a When you create a new reference, that reference is assigned the
Reference default reference type. If you want to add a different type of
reference, click the Reference Type list at the top of the Reference
Type window, and select the reference type that you need.
Normally, you should select the reference type before entering
information in the reference. However, you can change the
reference type at any time, and the information you have entered
is retained and transferred to the corresponding field for the new
reference type.
In addition to determining how the reference is formatted in the
bibliography, the reference type determines which fields appear
in the Reference window. For example, a Journal Article
reference would have fields for Journal, Volume, and Issue,
whereas a Book would have fields for Editor and Publisher.

Customizing Fields and Reference Types

Fields can be removed, added, or renamed. You can also rename
reference types. See Chapter 14 for instructions on removing,
adding, or modifying fields for each reference type.

Tips for Use Book for books written by one or more authors, and use
Choosing the Edited Book for books edited by one or more editors (whether
they are books in a series or not).
Right
Use Book Section for references to parts of edited or non-edited
Reference books (a chapter, for example, or one article in a published
Type conference proceedings).
The Conference Proceedings reference type is best used for
unpublished proceedings. Articles that are published as part of
the comprehensive conference proceedings should be entered as
Conference Paper references.

128 Chapter 5: Entering and Editing References

 Use the Electronic Article, Electronic Book, or Web Page
reference type for citing material from a Web page or FTP site. If
you are citing a journal article that appears both online and in
print, most style guides prefer that you use the print information
and cite it as a regular journal article. Email discussions should
be cited as Personal Communications, just like any other
correspondence.
Use the Chart or Table reference type if you want to include an
image and later insert that image as a table in Microsoft Word.
Images in all other reference types will insert into Word as
figures, which are listed and numbered separately from tables.

Entering References
Bibliographic information (as well as keywords, notes, and other
relevant information) is entered into separate fields in each
EndNote reference. By storing the pieces of bibliographic data in
different fields, EndNote can later rearrange the elements to
conform to various bibliographic formats (such as APA or MLA).
Special bibliographic formatting and punctuation should not be
included when you enter reference data into EndNote. For
example, you do not need to put quotes around titles, italicize
journal names, or include the abbreviation Vol. along with
volume numbers. Enter only the raw data, and leave the
formatting to EndNote.

NOTE: There are a few exceptions to this punctuation rule, notably in

the Author, Editor, and Edition fields. Read on for details.

Each field can contain up to 64 KB, or approximately 16 pages of

plain text.

Using Term EndNote uses term lists for the Author and Editor names,
Lists with Data Journals, and Keywords. Term lists can also be created for other
fields. These lists are updated automatically as you enter new
Entry terms into these fields. The benefit of this is that the term lists
also help with data entry. If you begin to enter a name, journal or

Chapter 5: Entering and Editing References 129

 keyword that you have used before in that library, EndNote will
complete the term for you to speed up data entry:

To accept a term that EndNote has suggested, simply press

ENTER, TAB, or click in the next field. Terms that are new (that is,
those that do not already appear in the corresponding Author,
Journals, or Keyword term list) appear in red text.
See Chapter 9 for more information about EndNotes term lists.

NOTE: Both the Auto-Update and Auto-Complete term list features

may be turned off with the Term Lists panel in the EndNote preferences.

Author and The following information about Author and Editor fields
Editor Names applies to the following Generic field names: Author,
Secondary Author, Tertiary Author, and Subsidiary Author.
Always enter author and editor names one name per line. If an
authors name is too long to fit on a single line, let it wrap to the
next line as you type it.

Author
names
are
entered
one per
line.

Author names can be entered either with the last name followed
by a comma and the first name, or the first name followed by the
last name. Both are correct. However, note that if you have the
Suggest Terms as You Type feature of the term lists turned on,
EndNote suggests author names based on the assumption that
the names are being entered with the last name first.
EndNote can abbreviate first and middle names, so for
maximum flexibility enter whole names whenever possible. If
you are entering initials instead of full names, be sure to type a
period or a space between initials, (for example Fisher, J.O. or

130 Chapter 5: Entering and Editing References

J O Fisher), otherwise EndNote interprets the initials as a
single name: Jo.
See Author List (Bibliography and Footnotes) on page 426 for
information about how EndNote can format author names in
bibliographies. For more information about term lists, see
Chapter 9.

Using et al. or Similar Abbreviations

Enter all author names for a particular reference. EndNote will
truncate the list of authors with et al. or and others as
required by the bibliographic style. If you do not know all of the
authors names, then the last author should be et al. or and
others followed by a comma.

Anonymous Works
If a reference has no author, you should leave the Author field
blank. Do not enter Anonymous. The style that you use to
format the bibliography determines how anonymous references
are treated.
Note that if a work is published with Anonymous printed on
the title page, most style guides request that Anonymous be
entered as though it were the author name.

Corporate Authors
When entering corporate authors, put a comma after the name:
U.S. Department of Agriculture,
Apple Computer Inc.,
Be sure that commas do not appear within the name, because all
text before the comma is interpreted as a last name.

Complex Author Names

For multiple-word last names, like Charles de Gaulle, enter the
name with the last name first, such as:
de Gaulle, Charles
Entering a name this way ensures that both words de and
Gaulle will format as the last name.
Enter authors with titles, such as Jr. or III, as Last, First, Title.
For example, Alfred Smith Jr. must be entered as:
Smith, Alfred, Jr.

Chapter 5: Entering and Editing References 131

 The text after the second comma will print exactly as entered.

NOTE: See the Sorting section of the EndNote preferences if you do not
want EndNote to include prepositions (such as de, van, von, etc.) when
it alphabetizes references in a bibliography (page 513).

Year Normally, you should enter the four numbers of the year of
publication, as in 2002. When appropriate, you may enter in
press, or in preparation, or some other notation.

Titles The following information about Title fields applies to the

Generic fields Title, Secondary Title, Tertiary Title, and
Alternate Title.
Enter titles without a period or any other punctuation at the end.
Do not press the ENTER key while typing titles into EndNote;
allow long titles to just wrap to the next line. Although the
EndNote styles can change the capitalization of titles, it is best to
capitalize the title in the same way you would like it to be
capitalized in your bibliographies.

Journal Names The Journal field is automatically set up to work with the
Journals term list. This means that the Journals list is updated as
you add new journal names to your references, and EndNote will
use this list to facilitate data entry by suggesting journal names
as you enter them into the Journal field. See Chapter 9 for more
information about term lists and turning these options off.
The Journal field (in the Journal Article reference type) can be
used with the Journals term list to allow for multiple formats of
a journal name to be used in your bibliographies, depending on
the format required (see page 252 for details). When the different
forms of the journal name are entered into the Journals term list,
all it takes to change the format of your journal names in a
bibliography is one change in the style used (see Journal
Names on page 417). All of the appropriate substitutions are
made when the bibliography is created.
EndNote includes predefined term lists for medical, chemistry,
and humanities journals. If you would like to use these lists, you
should import them into your Journals list as described in
Chapter 9.

132 Chapter 5: Entering and Editing References

 The Alternate Journal Field
The Alternate Journal field is most useful when importing or
retrieving references from an online source that provides two
forms of each journal name (full and abbreviated). By importing
both, you can easily update the Journals term list and use the
correct form of the name without having to enter it yourself (see
page 250).
If you do not import from sources that include an alternate
journal name, this field is probably not necessary for you to have
in your Journal Article references. You can remove it by editing
the Reference Types preference (see page 382).

Pages Page ranges can be entered as complete (1442-1449) or

abbreviated (1442-9) ranges. The style used to create the
bibliography can change the page numbers to be either full or
abbreviated page ranges, or show just the first page (see the
Page Numbers section in Chapter 15).
Do not use commas in the Pages field for page numbers in the
thousands.

Edition The text of the Edition field is not modified by EndNote for your
bibliographies, so be sure to enter 1st, 2nd, and so on for this
field if that is what you need in your bibliography.

Date Enter dates as you would like them to appear in your references;
EndNote does not reformat dates.
The output style determines which date field prints in your
bibliographic references.

Entering Dates You can use the Access Date and Last Modified Date fields for
for Record your own record-keeping purposes.

Keeping If you plan to sort your references by these dates, or search for a
range of dates, enter the numerical version of the date instead of
the name of the month, because EndNote does not interpret
dates and would therefore sort months alphabetically. For
example, enter 2004/5/21 instead of May 21, 2004. Enter the
year first, followed by the month and the day, so that the
references can be sorted first by year, then month, then the day.

Chapter 5: Entering and Editing References 133

Short Title Use the Short Title field to enter abbreviated versions of the
regular title which should be used as part of an in-text citation or
a footnote citation. This is a common request for many of the
humanities styles which use a shortened form of the title in the
citation to help identify which reference is being cited. For
example, MLA typically lists just the author name and the
specifically cited pages in the in-text citation:
(Perin 141)
But if there are multiple works by that author, MLA requires that
the title, or a shortened form of it be added to the citation. If the
full title of the reference is fairly long, such as Burning the
Midnight Oil: Tales from Working the Night Shift, you should
enter an easily recognizable form of the title that starts with the
first word on which the normal title would be sorted. For
example:
(Perin, Burning 141)
If an EndNote style is configured to use the Short Title field, and
that field is empty for a particular reference, the normal Title
field is used instead.

Original Use the Original Publication field to enter any information about
Publication the original publication that you need to be included in the cited
reference. For example, when citing a republished book you
might want to include the original publication date, as well as
any other supplementary information about the original
publication (such as place published and publisher). Enter this
information just as you would want it to appear in your
formatted bibliography reference (including text styles and
punctuation).

Reprint Use the Reprint Edition field for references that were originally
Edition published under a different title. The field should include the
original title and year to indicate that this reference is a reprint
of an earlier publication. Enter this information exactly as you
would want it to appear in your formatted reference (including
text styles and punctuation).

NOTE: This field is not intended to be used to indicate whether or not

you have a reprint of the article on file. You may use one of the custom
fields for that.

134 Chapter 5: Entering and Editing References

Reviewed Item Use the Reviewed Item field for articles or chapters that are
critical reviews of books, cinema, art, or other works. The
contents of the Reviewed Item field varies depending on the type
of review that you are citing, but typically you should enter the
title of the reviewed work and the primary person responsible
for it (author, artist, performer, etc.). Additional information
about a production or performance may also be included. Enter
the information exactly as you want it to appear in the formatted
references (including punctuation and text styles).

ISBN/ISSN ISSN (International Standard Serial Number) and ISBN

(International Standard Book Number) are codes used to identify
a particular publication. An ISSN number would refer to an
entire journal (such as the Journal of Virology), and an ISBN
would refer to a particular book.
These numbers help to identify a specific publication if you
needed to order it or locate it. This field is also used for Report
Number and Patent Number.

Electronic An Electronic Resource Number is a unique ID for locating a

Resource digital version of a document, PDF, or image. It is most useful if
you are importing reference data or retrieving references directly
Number from an online source.

Call Number The Call Number field is used to store library call numbers.
These are the codes that help you to locate a particular
publication on the shelves in your library. When available, the
EndNote connection files import the call number information
into this field. If you do not plan to use this feature, you may
remove the field (see page 382).

Label The Label field can be used for many purposes, such as special
in-text citations or reprint numbers.
Some citation styles require that citations include only part of the
authors name, such as [SMIT 90]. EndNote cannot create this
citation for you, but if you type SMIT 90 into the Label field
and use the Label field in your styles citation template, EndNote
will insert the Label field into the citation.
If you do not need the Label field for citation purposes, it can be
used as an additional field for categorizing references or storing
reprint numbers. (Do not use EndNotes record numbers to

Chapter 5: Entering and Editing References 135

 number reprints because these numbers change when references
are moved to different libraries. EndNotes record numbers
cannot be assigned or changed by the user.)

Keywords Use the Keywords field to store keywords that you want to
associate with the reference. You can restrict a search to just the
Keywords field, so the terms you enter into this field can be used
to later retrieve the references when using EndNotes Search
command.
The Keywords term list (which maintains a list of terms used in
the Keywords field) can be set up to recognize semicolons (;),
slashes (/), backslashes (\), and returns as the delimiters that
separate individual keywords. If you would prefer to use other
punctuation to separate your keywords, you may change these
settings using the Define Term Lists command from the Tools
menu. See Chapter 9 for details.

Notes and The Notes, Research Notes, and Abstract fields can each hold up
Abstract to 64 KB, which is equivalent to about 16 pages of plain text. Use
the Notes field to store personal reminders, such as the location
of a quotation in a book or the quotation itself. Use the Abstract
field for a brief description of the contents of the work.

URL (Uniform A URL (Uniform Resource Locator) is the term for the address
Resource used to locate a specific page of information with your Web
browser.
Locator)
To link a URL to a reference in your EndNote library:
1. Select a reference in the Library window and open the
reference. Put your cursor in the URL field.
2. Type or paste a valid URL into the field. For example:
http://www.endnote.com
or
ftp://ftp.cuteftp.com
The URL becomes a hyperlink (blue and underlined). If you need
to enter multiple links into the URL field, enter them one per
line.
You could also link to a local file such as a graphic or word
processing document. Go to the References menu and use the
URL>Link to URL command to locate and link to a file. Or, type
in the path and filename.

136 Chapter 5: Entering and Editing References

 For example:
file:///C:/Program%20Files/EndNote%209/
Examples/Paleo.doc
Notice that spaces in local folder and file names are replaced
with %20.
Adding any other information along with the link may keep the
Open URL command from successfully finding the desired site.
When a correctly formatted URL or file link is entered into the
URL field, the URL>Open URL command in the References menu
can be used to launch the appropriate program or Web browser
and take you to that site or file.
Some online reference databases include a URL for the full text
of an article online. When importing or retrieving references
directly from these sources, the URLs can import directly into
this field to take advantage of the Open URL command. You can
also store a URL to related information on the Web or other
relevant material.
EndNote automatically recognizes URLs if they are entered with
the correct prefix (such as http:// or ftp://) in any field.
When recognized, they become clickable Web links and appear
as blue and underlined text. Simply clicking on one of these links
will open your Web browser and go to the address given. This
feature is not specific to the URL field.
For more information, see Linking References to Web Sites and
Files on page 224.

Link to PDF Use the Link to PDF field to store the path to PDF files (or other
file types) on your hard drive.
To link a PDF file to a reference in your EndNote library:
1. Select a reference in the Library window, or open the
reference.
2. From the References menu, choose PDF>Link To PDF.
3. On the file dialog, select a file to link to the selected (or open)
reference.
4. Note the check box along the bottom titled, "Copy this file to
the default PDF folder and create a relative link." This gives
you the option to:
Select the check box to copy the original PDF file and
place the copy in the DATA\PDF folder that is part of
your EndNote library.

Chapter 5: Entering and Editing References 137

 Deselect the check box to always have EndNote look in
the original folder for the inserted file.
For more information about this option, see, Selecting a
Relative Path or an Absolute Path for Link to PDF on page
227.
5. Click Open.
EndNote will display an icon indicating the type of file inserted.
You can insert additional files into the same Link to PDF field.

NOTE: Another way to link a PDF file to the Link to PDF field is to drag
and drop the file onto the reference in either the Library window or the
Reference window. Whether the file is saved with the database or is
linked with an absolute path is determined by the default PDF setting.
See OpenURL/PDF on page 527.

For more information, see Linking a File to an EndNote

Reference on page 225 and Opening a Linked File or URL on
page 229.

Image and The Image field can contain a graphic or an object (file
Caption attachment). For information about entering images, see
Inserting Images on page 145.
The Image field is included by default for all reference types, but
you can remove it from any reference type or rename it in any
reference type.

NOTE: Each reference can contain only one graphic or file attachment.

The image itself is copied to the [library name]. DATA folder

found in the same folder as the library file.
A related Caption field appears directly under the Image field in
a reference. Use this field for a short description of the image or
file.
Cite While You Write allows you to insert the image and its
caption into a word processing document. See Inserting and
Formatting Figures and Tables on page 299. Use the Chart or
Table reference type if you want to include an image and later
insert that image as a table in Microsoft Word. Images in all other
reference types will insert into Word as figures, which are listed
and numbered separately from tables.

138 Chapter 5: Entering and Editing References

Font, Size, and EndNote is designed to produce bibliographies that
Style automatically use the font and size of the text in your word
processing documents. Normally, when you type text into an
EndNote reference, it is entered in a default font, size, and style,
which means that your references follow the font settings in your
paper.
If any fonts, sizes, or styles other than the default are entered into
your library, the text will appear that way in your bibliography
regardless of the font of your paper. For example, you can
italicize species names, add a superscripted number, or enter
Greek characters such as .
To apply font or text styles, select the text to be changed and then
choose the desired font, size, or style from the Edit menu or the
Text Style toolbar.

NOTE: If the font, size, and style options are dim, it is either because
you are not in an editing window (such as a Reference or Style window)
or you have not selected (highlighted) any text to change.

Plain Text The Plain Text, Plain Font, and Plain Size commands on the Edit
menu or on the Text Style toolbar (or from the Edit menu) remove
overriding fonts, text sizes, or text styles from the selected text in
a reference or a Style window.
When EndNote creates a bibliography, text in Plain Font and
Plain Size uses the font and size of your paper. To use these
commands, first select the text you want to change, and then
choose Plain Text, Plain Font, or Plain Size from the Edit menu or
the Text Style toolbar.
The default font used to display EndNotes Plain Text is the
default font for your operating system, but it can be changed
using the General Display Font option in the Display Fonts section
of the EndNote preferences. (Choose Preferences from the Edit
menu and click the Display Fonts option.) The General Display
Font setting changes the font in which the references are
displayed but does not affect the font of a bibliography created
for a word processing document.

Chapter 5: Entering and Editing References 139

Keyboard A full set of key commands is available so that you can enter
Commands references without using the mouse. For example, to create and
enter a new reference without touching the mouse: type CTRL+N
to add a new reference, type the bibliographic information using
TAB or SHIFT+TAB to move forward or backward between the
fields, and then press CTRL+W to save and close the reference.

Key Command Function

CTRL+N creates a new reference
CTRL+CLICK to select more than one reference
SHIFT+CLICK to select a range of references
CTRL+E opens selected reference(s)
CTRL+W closes the active window
CTRL+SHIFT+W closes all windows of the same type as
the active window
TAB selects the next field
SHIFT+TAB selects the previous field
When text is selected:
CTRL+T sets the text style to Plain
CTRL+L selects the Plain font
CTRL+B turns bold on and off
CTRL+I turns italic on and off
CTRL+U turns underline on and off

Use the ARROW keys to navigate within a field.

The EndNote menus display equivalent key commands next to
many menu commands.

Cut, Copy, The Cut, Copy, and Paste commands in the Edit menu can be used
Paste Text in to move text from one field in a reference to another field by
selecting and copying or cutting the text and then pasting it in
the References the desired location. You can also Copy and Paste text from a field
in an EndNote reference to your word processor. Similarly, you
can Copy text from a word processing document and Paste it into
a reference. If it is important to paste the text along with the fonts
and text styles, use the Paste with Text Styles command in the Edit
menu. The regular Paste command does not include font, size, or
text style information when pasting into EndNote from another
program. Avoid pasting unwanted fonts and text styles into
EndNote references because those fonts and text styles will carry
through into future bibliographies.

140 Chapter 5: Entering and Editing References

Using Drag- Text may also be moved around within a reference by selecting
and-Drop the text and then dragging and dropping it in a new location.
When text is moved this way within a reference, it is moved from
Within a one location to another. When it is dragged from one reference to
Reference another reference or to another program (such as your word
processor), it is copied and therefore not removed from the
reference.
To drag-and-drop text: First select the text of interest. Then click
on the selection, and keep the mouse button pressed while you
drag the text to another location. When the cursor is positioned
in the right place, release the mouse button to drop the text
there.

Copying and In addition to copying and pasting text between fields, EndNote
Pasting can Copy and Paste entire references between libraries.

Complete To use the Copy and Paste commands:

References 1. Select one or more references in the Library window (hold
down the CTRL key to select multiple references or the SHIFT
key to select a range of references). Do not open the
references.

2. Choose Copy (CTRL+C) from the Edit menu and those

references are copied to the Clipboard.
3. Open another EndNote library and choose Paste (CTRL+V)
from the Edit menu to paste directly to the Library window.
The references you copied are pasted into the library and
sorted correctly with the existing references.
Copying references using drag-and-drop:
An easy way to copy references between libraries is to use the
drag-and-drop functionality. Simply select the references you

Chapter 5: Entering and Editing References 141

 want to copy, click on any part of the selection, and use the
mouse to drag them to another open library. Release the mouse
button when the cursor is over the destination library, and all of
the select references will be copied into the library.
If you need to copy all of the references in one library to another
library, you can also use the Import command to directly import
one library into the other (see Chapter 7).

NOTE: Any time you copy a reference and paste it into another library,
or import a reference into another library, the reference is assigned a
new record number in the destination library.

Entering Use a reference template to facilitate entering a series of

Several references that have some information in common (such as
various sections from one book, or a number of papers presented
Articles from at the same conference). The template you create is an
the Same incomplete EndNote reference with just the common
Source information entered into it.
To create a reference template:
1. From the References menu, choose New Reference.
2. Enter all of the bibliographic information that the references
have in common (such as the year, book title, publisher, and
city for different sections from one book).
3. Close the reference when you are finished. It remains
selected in the Library window.
4. Choose Copy (CTRL+C) from the Edit menu to copy it.
5. Use the Paste (CTRL+V) command to paste the reference
several times, to create as many partially-filled references as
you need. You should paste directly to the Library
windowdo not open a new reference and choose Paste.
6. Select all of the partially-filled references that you just
created and edit them (double-click them, press ENTER, or
type CTRL+E to open up to 10 selected references at one
time).
Complete each of the individual references. Close and save them
by pressing CTRL+W.

142 Chapter 5: Entering and Editing References

 Entering Special Characters
EndNote references can include special characters, including
characters with diacritics, and Greek, mathematical, and
typographical symbols.Diacritical characters are a part of
standard Windows fonts, while most symbols can be entered in
the Symbol font.
EndNote uses Unicode to encode special characters, so that data
can be easily translated between platforms, programs, and
languages.
EndNote uses the default language setting set by your operating
system.If the characters you wish to use require installing a
different language pack, see Displaying Extended/Special
Characters on page 581.

Entering Special characters can be entered into EndNote using any of

Characters these text-entry methods:

with Type the character on the keyboard (if the character is part of
the language supported by the keyboard).
Diacritical
Copy the character from another program, and paste it into
Marks your EndNote library.
Use the Character Map program supplied with Windows for
this purpose. Character Map is described in the next section.
Diacritical characters can be entered into EndNote references
and into EndNote term lists. If you frequently use certain
diacritical characters, or words that include diacritical
characters, you can store them in a term list and then choose
them from the list when entering references.

NOTE: If characters do not appear as they should in EndNote, see

Displaying Extended/Special Characters on page 581.

Chapter 5: Entering and Editing References 143

Using The Character Map program (CHARMAP.EXE) is supplied with
Character Map all versions of Windows. Both diacritical characters and symbols
can be entered using the Character Map:
To use the Character Map program:
1. From the Windows Start >Programs menu, choose
Accessories, then System Tools, then Character Map.
2. Select the Symbol font, if necessary. (Other fonts will revert to
the Typing Display Font when pasted in EndNote.)
3. Double-click the character(s) you need.
4. Click the Copy button to copy the characters to the Clipboard.
5. Return to EndNote, position the cursor in a reference, then
select Paste from the Edit menu to paste the characters.

Or, with both your EndNote reference open and Character Map
open, you can click on a character in Character Map and then
drag-and-drop it into your EndNote reference.

NOTE: The Character Map may include some Unicode characters that
will not work in your selected font. If you insert a character that is not
recognized, it will appear in EndNote as a box.

144 Chapter 5: Entering and Editing References

 Inserting Images
EndNote extends the organization of reference information by
including the ability to embed graphics and files in an EndNote
library and link them to papers. You can insert a graphic, figure,
or file into the Image field of any EndNote reference.

NOTE: While the Image and Caption fields are included by default for
all reference types, you can remove them at any time if you do not
intend to use them and they are just taking up space. See Adding,
Deleting, and Renaming Fields on page 382.

Once you have an image in your EndNote reference, Cite While

You Write allows you to insert the image and its caption into a
word processing document. See Inserting and Formatting
Figures and Tables on page 299 for more information about
using images with Cite While You Write.

Selecting the You can insert a graphic, figure, or file into the Image field of an
Appropriate EndNote reference. Depending on the reference type, the field
may be labeled Image or have a custom label assigned by you.
Reference
By default, the Image and Caption fields are included in all
Type reference types. So, while a reference to a journal may contain
primarily bibliographic information, you can also include an
illustration that appeared with the journal article.
The Figure, Chart or Table, and Equation reference types can be
used specifically to catalog images and files, and may contain
minimal reference information.

NOTE: Images in the Chart or Table reference type are inserted into
Word as tables, and are labeled and numbered separately from the
figures found in all other reference types.

To add or remove the Image and Caption fields from a reference

type, go to the Edit menu, choose Preferences, and select Reference
Types. For more information about modifying reference types,
see Adding, Deleting, and Renaming Fields on page 382.

Chapter 5: Entering and Editing References 145

Inserting Notes about inserting pictures:
Graphics Always use the Insert Picture command from the References
menu to insert graphic files. If you simply Copy and Paste a
graphic, System settings are used and you could ultimately
lose colors and other attributes from the original file.
Each EndNote reference can contain only one graphic or file
attachment. If you insert a second graphic or file, it will
replace the first one. The previous image is deleted from the
.DATA folder. See Storing and Sharing Image Files on
page 149 for more information about the .DATA folder.
After inserting a graphic, you should always type Caption
text into the Caption field, particularly if you intend to later
insert the figure into a Word document. The Caption will
label the graphic in the figure list at the end of the Word
document. The Caption also helps you search for the image.
You can insert a graphic only into a reference that contains
the Image field. If you need to add the Image field to a
reference type, use the Reference Types preferences panel as
described on page 509.
To insert a graphic (picture) into the Image field:
1. With the reference open for editing, go to the References menu
and choose Insert Picture. (The Insert Picture command is also
available on the toolbar.)
2. In the file dialog, locate the graphic file and Insert it.
EndNote recognizes at least these graphic file types:
Windows Bitmap - BMP
Graphics Interchange Format - GIF
JPEG File Interchange Format - JPEG
Portable Network Graphics - PNG
Tag Image File Format - TIFF
Valid picture files are those that Microsoft Word recognizes
as pictures.

146 Chapter 5: Entering and Editing References

 The graphic appears as a thumbnail within the reference.

Double-clicking on the thumbnail will launch an associated

application to open the graphic file, with the same effect as if you
had double clicked the file on your computer desktop.

Inserting Files Notes about inserting files:

Each EndNote reference can contain only one graphic or file
attachment. If you insert a second graphic or file, it will
replace the first one. The previous image is deleted from the
.DATA folder. See Storing and Sharing Image Files on
page 149 for more information about the .DATA folder.
After inserting a file, you should always type Caption text
into the Caption field, particularly if you intend to later
insert the figure into a Word document. The Caption will
label the file in the figure list at the end of the Word
document. The Caption also helps you search for the file.
You can insert a file only into a reference that contains the
Image field. If you need to add the Image field to a reference
type, use the Reference Types preferences panel as described
on page 509.

Chapter 5: Entering and Editing References 147

 To insert an object file, into the Image field:
1. With the reference open for editing, go to the References menu
and choose Insert Object. (The Insert Object command is also
available on the toolbar.)

2. Click Choose File to display a file dialog.

3. Locate the file and Insert it. EndNote recognizes at least these
formats:
Audio files (WAV, MP3)
Microsoft Access files
Microsoft Excel files
Microsoft Power Point files
Microsoft Project files
Microsoft Visio files
Microsoft Word files
Multimedia files (MOV, QuickTime)
Technical drawing files
Text files (TXT, RTF, HTML)
The file will appear as an attachment, with the program icon and
filename. (If the application used to create the document is not
available on your system, the icon simply gives generic
Windows file information.)

Entering a A related Caption field appears directly under the Image field in
Caption a reference. Use this field for a short description of the image or
file. The Caption field allows you to easily search for images.
If you insert an EndNote image into a Word document with Cite
While You Write, the corresponding caption appears either

148 Chapter 5: Entering and Editing References

 above or below the image in your paper (the placement is
determined by the current output style).

NOTE: The Caption field is a text-only field. URLs or paths and

filenames are not hot linked when entered into this field.

Opening the Double-clicking on a graphic or attachment icon in the Image

Image File field of a reference will launch an associated application
(determined by the file type and your operating system) and
open the file for viewing or editing. It is the same as if you had
double clicked on the image file on your computer desktop. Any
changes to the file are saved for this EndNote reference.
When you double click on an image file such as a GIF file,
Windows will look for an image viewer like Paint or Photo
Viewer to preview the image. The program used to create the file
will most likely not open. If you want the native application to
open when you double-click an image, try inserting the file into
the EndNote reference with Insert Object.

Storing and When you insert an Image, EndNote copies the image file and
Sharing Image places the copy in a [library name].DATA folder, which is found
in the same folder as the main library file. The copied image file
Files is specifically linked to a single EndNote reference.

NOTE: Simply putting an image into the .DATA folder does not link it
into a reference. You must use the Insert Picture or Insert Object
command.

If you move your library to a different computer, or if you want

to share your library with someone, remember to always copy
the .DATA folder along with the library.

Editing Image To edit an image stored in an EndNote reference, open the

Files reference and double click on the image icon. This launches an
associated application to open the file for editing. See Opening
the Image File on page 149.

Chapter 5: Entering and Editing References 149

 Editing changes are made to the file stored in the librarys
.DATA folder for this reference, and not to the original image file
that was inserted.

NOTE: Never rename image files within the .DATA folder. EndNote
assigns each image a unique name that helps link it to a specific
reference.

Deleting or To delete an image from an EndNote reference:

Replacing 1. Open the EndNote reference, scroll to the Image field, and
Image Files select the image icon.
2. Press the Delete key or use your mouse to right click and
select Clear.
Deleting an image from the reference also deletes it from the
.DATA folder.

NOTE: If you insert the same image in two different references,

EndNote stores two copies of the image in the .DATA folder. Deleting
the image from one of the references will not affect the other reference.

To replace an image in an EndNote reference, you can do one

of these:
Open the EndNote reference and Insert the new image. The
existing image is deleted from the .DATA folder and is
replaced with the new image.
Delete the old image from the reference, and then Insert the
new image.

Spell Checking
To begin using EndNotes spell checker, you must have an open
record as the active window. If the active window does not
display an open record, the spell check command is disabled.
If text is highlighted in the active record, that selection is checked
first, and then you are prompted to check the rest of the record.
If there are other open records, you are then prompted to check
those records.
EndNotes spell checker can check spelling accuracy in all fields
except the Author fields (Author, Secondary Author, Tertiary
Author, Subsidiary Author, and Translated Author) and the
URL, Image, and Link To PDF fields.

150 Chapter 5: Entering and Editing References

Starting Spell To start spell checking:
Check 1. Open the record(s) you wish to check.
2. (optional) If you want to check only a portion of the text,
highlight only that text.
3. From the Tools menu, select Spell Check.

NOTE: These are other ways to start spell checking: Right click the
mouse and select Spell Check from the contextual menu, or click the
Spell Check toolbar button, or press F7.

4. If EndNote finds a word that is not found in the selected

dictionaries, it displays a Check Spelling dialog.

The Check Spelling dialog works just like a spell checker in a

word processor. For a complete description of each button on the
Check Spelling dialog, click the Help button.

Spell Check You can access Spell Check Options and Dictionaries in two
Options and ways:

Dictionaries From the Edit menu, select Preferences. At the bottom of the
left column, click on Spell Check. An Options button and a
Dictionaries button appear.
Start Spell Check. When EndNote detects a misspelled word,
the Spell Check dialog appears. An Options button and a
Dictionaries button are available on the dialog.
For information about the Spell Check Options and Dictionaries
preferences, including a list of dictionaries supplied with
EndNote, see Spell Check on page 522.

Chapter 5: Entering and Editing References 151

152 Chapter 5: Entering and Editing References
Chapter 6

Searching Remote
Databases with EndNote
 Chapter 6 Searching Remote Databases with EndNote
Introduction to Searching Online Databases ............... 155
How Does It Work? ............................................... 155
What EndNotes Searching Offers ....................... 155
Quick Overview .................................................... 156
Selecting a Connection File ............................................. 156
Access-Restricted Databases ................................ 156
Free Databases ....................................................... 158
Picking Your Favorite Connection Files ............. 158
What if Your Database Isnt Listed? .................... 160
Searching a Remote Database ......................................... 160
Establishing the Connection ................................ 160
Remote Database Searching (Overview) ............ 161
The Library Search List ........................................ 162
Available Search Options ..................................... 162
Boolean Searches ................................................... 163
Searching EndNote Fields vs. Remote Database
Indexes ............................................................. 164
Remote Database Search Limitations .................. 165
Changing the Focus of the Search ....................... 165
Running Multiple Searches .................................. 166
Retrieving and Saving References ................................. 166
The Retrieved References Window ..................... 167
Saving References to a Library ............................ 169
The Connection Status Window .......................... 169
The Log File ........................................................... 170
Searching Web of Science ................................................ 172

154 Chapter 6: Searching Remote Databases with EndNote

 Introduction to Searching Online Databases
Using EndNotes Connect and Search commands, you can search
online bibliographic databases just as easily as you can search an
EndNote library on your own computer! And to make it even
easier, the results of your searches appear as EndNote
referencesready for you to store in your own EndNote library.

How Does It EndNote is able to provide access to these remote sources using
Work? an information retrieval protocol called Z39.50. Z39.50 is
widely supported by libraries and information providers around
the world as a convenient method to access their library catalogs
and reference databases.
EndNote stores the information necessary to connect to and
search these online databases in individual connection files.
Pre-configured connection files are provided for a number of
these sources. If necessary, you can also customize or configure
your own connections to Z39.50-compliant databases (see
Chapter 17).

NOTE: If the online database that you access is not available on a

Z39.50 server, EndNote will not be able to connect directly to it. We
suggest that you submit a request for Z39.50 compatibility to your
librarian or the institution that provides access to the database. You can
still import references downloaded from non-Z39.50 databases. See
Chapter 7 for instructions.

What EndNotes search interface provides a simple way to do basic

EndNotes searches on EndNote libraries and remote databases. The same
Search window is used for both purposes. This removes the need
Searching to learn a separate program to access the online databases or go
Offers through the extra steps of saving the references to a text file and
importing them into EndNote.
This search interface is not intended to replace the advanced
search options that may be available using the search interface
offered by your information provider. There may be times when
you want to use the information providers search interface (for
example, to take advantage of a thesaurus of search terms) and
then import those references into EndNote. This is still an option
using EndNotes Import command (see Chapter 7). But once you
know the terms that you want to use in your searches, being able
to retrieve the necessary references directly from EndNote is a
very fast and efficient approach.

Chapter 6: Searching Remote Databases with EndNote 155

Quick The process of searching a remote database is very similar to
Overview searching an EndNote library. Here are the basic steps involved,
more detailed descriptions of these steps are provided
throughout this chapter. Also see page 61 (in the Guided Tour
chapter) for a detailed demonstration of how to use this feature.
To retrieve references from a remote database:
1. From the Tools menu choose Connect and select the Connect
command from the submenu.
2. Select the database that you would like to search, and click
Connect.
When the connection has been established, an empty
Retrieved References window opens and EndNotes Search
window appears, ready for you to enter a search.
3. Enter your search request into EndNotes Search window,
and click Search.
4. EndNote searches the database and displays the number of
references that were found to match your search criteria.
Click OK to retrieve the references.
5. Once the references appear in the Retrieved References
window, you may browse through them and transfer the
ones that you want to keep to your EndNote library.

Selecting a Connection File

Before a remote source may be searched, you must first connect
to it by selecting the corresponding connection file. The
connection file tells EndNote which online database you want to
search, where to find it online, and what search options are
available for it.

Access- EndNote comes with pre-configured connection files to free

Restricted reference databases and library catalogs as well as databases that
require payment and/or authentication for access. Most of the
Databases databases offered by the commercial information providers
(Ovid, OCLC, DIMDI, SilverPlatter, etc.) require an account for
access. There are, however, numerous databases that are
available at no cost to you, and no account is required (see Free
Databases on page 158).

NOTE: To gain access to a restricted database, you will need to contact

the information provider directly to set up an account. Thomson
ResearchSoft does not control access to any of the sources.

156 Chapter 6: Searching Remote Databases with EndNote

When you attempt to connect to a restricted database, by default
EndNote prompts you to enter your user ID and/or password. If
you have a user ID and/or password supplied by the data
provider that hosts the restricted database, simply enter the
necessary information, and click OK to log on. (Depending on the
database you are accessing, the passwords and IDs may be case-
sensitive.)
If you do not have a user ID and/or password, but instead have
authenticated access to a database either by IP address
recognition (for example, your computer is on your university
campus or company network and has an IP address that is
recognized as authenticated by the data providers server) or
through a proxy server, it may be possible to configure the
connection file and your Network Preferences so that you do not
need to enter a user ID and password.
If you have access to a restricted database by IP address
recognition, you may need to edit the connection file so that it
does not prompt you for a user ID and/or password. In
EndNote, select Edit>Connection Files>Open Connection Manager.
Locate the connection file for the database you wish to access,
select it, and click Edit. Click on Connection Settings and uncheck
the User ID and Password boxes under Login Information
Required. Select Save from the File menu to save your changes,
and then close the connection file.
If you have access to a restricted database via a proxy server, you
must make sure that your Internet settings are properly
configured, because EndNote uses these settings. See Firewalls
and Proxy Servers on page 586 for information about proxy
servers. You will need the address and port number of your
proxy server.

Chapter 6: Searching Remote Databases with EndNote 157

Free Databases Two major databases that do not require passwords are the
PubMed database from the National Library of Medicine, and
the Library of Congress. Many of the general library catalogs are
also unrestricted. Additional connections may be available at the
EndNote Web site (http://www.endnote.com/support/
enconnections.asp).

Databases Not Requiring an Account

Description Information Provider/Category
PubMed (MEDLINE and pre-MEDLINE) NLM
references from the National Library of Medicine
Most university library catalogs Library Catalogs
Books at the Library of Congress Library of Congress

Picking Your EndNote provides hundreds of connection files for a variety of

Favorite sources. To peruse the list of available connection files in
EndNotes Connections folder, choose Connection Files from the
Connection Edit menu, and select Open Connection Manager.
Files

Click column
headings to sort
the list.

Click to search
for files.
Click to display
more or less
information about
the selected file.

When you have found a connection file that youll want to use in
the future, click the check box to the left of it to mark it as a
favorite.

158 Chapter 6: Searching Remote Databases with EndNote

All marked files appear in a submenu of the Connect command,
giving you easy access to those files you use most often.

This step is not required; you can always choose the Connect
command to pick a connection file that is not listed in the menu.
Use the following features in the Connection Manager window
to locate the connection file(s) that you want to use:
Click Find and EndNote displays the list of information
providers (categories) used for all of the connection files.
Choose one to restrict the list to show just that set of files.
That will help you to find the one you want, or choose Mark
All to mark the entire subset.
Click the Find button, and choose by Name to search for a
connection file by the name of the database.
Click the column headings to sort the connection files by
name or by information provider. Clicking the same column
heading a second time will change the sort order from
ascending to descending. Click again to set it back to
ascending order.
If you know the name of the connection file that you want to
use, you may start typing it and the first file that matches
what you type will be selected.
Click the More Info triangle button at the bottom of the dialog
to display additional information about the selected
connection file.

NOTE: For information about editing connection files or creating new

ones, see Chapter 17.

Chapter 6: Searching Remote Databases with EndNote 159

What if Your If a connection file hasnt been provided for the database that
Database Isnt you want to search, contact your librarian or information
provider to see if their database is available on a Z39.50 server. If
Listed? it is, you should request the information required to set up a
Z39.50 client for that database. See Steps to Create a New
Connection File on page 498 for more information.

Adding Connection Files

The Connection Manager displays all of the connection files in
the selected connections folder. If you have received a
connection file from a colleague or librarian or downloaded one
from the Web, simply copy it into your Connections folder in
your EndNote folder, and it will appear in the Connection
Manager.
If necessary, you can designate a different Connections folder:
1. Choose Preferences from the Edit menu, and select the Folder
Locations option.
2. In the Connection Folder section, click Select Folder and
select the folder that contains the connection files that you
want to use.
3. Open the folder and then click Select.
4. Click OK.

NOTE: New and updated connection files are posted on the EndNote
Web site (http://www.endnote.com) as they become available.

Searching a Remote Database

The first step to searching a remote database is to connect to it.
Once the connection has been made, youre able to use
EndNotes Search window to search the remote database.

Establishing If you have connected to a particular database before, or if you

the Connection have selected a database as one of your favorites (see page 158)
it will appear in the submenu of the Connect command. This
saves you a few steps in the process of using the Connect
command.
To connect to a remote database:
From the Tools menu, choose Connect and then select the
desired database if it is listed there. That will start the
connection.

160 Chapter 6: Searching Remote Databases with EndNote

 If the database you want to search is not listed with the
Connect command, choose Tools>Connect>Connect, select the
desired database, and click Connect to make the connection.

Click column
headings to sort
the list.

Click to search
for files.
Click to display
more or less
information about
the selected file.

(This Connection dialog is very similar to the Connection

Manager described on page 158, but it does not provide the
options to edit connection files or mark them as favorites.)
When a successful connection has been made, the Retrieved
References window appears and the Search window is
automatically opened with the remote database selected for
searching. You are now ready to begin searching the database.
The connection to the remote database is maintained until you
close the Retrieved References window or, after a period of
inactivity, the connection automatically times out. If you are
using a dial-up Internet connection (with a modem), EndNote
does not disconnect you after it closes a connection to a remote
database.

NOTE: If you have difficulty establishing a connection, see

Troubleshooting Connections on page 585.

Remote Searching a remote database is essentially the same as searching

Database your own EndNote library. After establishing a connection:

Searching 1. Enter your search term(s) into EndNotes Search window.

(Overview) 2. Choose the appropriate search options.

Chapter 6: Searching Remote Databases with EndNote 161

 3. Click Search to send the search request to the remote
database.
A few significant differences between searching a remote
database and an EndNote library are described in this section.
See Searching for References on page 200 for general
information about using the Search window.

The name of the

database being
searched

The library
search list

This line of
settings is not
available when
searching a
remote database.

The Library The appropriate database must be selected in order to submit a

Search List search to the remote database. You could also search a local
EndNote library, or search only the references that are in the
Retrieved References window instead of searching the entire
remote database.

Available Once you are connected to a remote database and that database
Search is selected for searching, certain elements in the Search window
change from the settings that are available for EndNote library
Options searches.
The search set list is dimmed when searching a remote
source. You are always set up to search the entire database
whenever you are searching a remote database.
The Match Case and Match Words options are not available
for remote database searches.
The options available in the search menus (such as Author,
Title, or Keywords) vary with each database, and they are not
the same as searching the fields in an EndNote library (see
Searching EndNote Fields vs. Remote Database Indexes on
page 164).
The comparison list for each search line is always set to
Contains.

162 Chapter 6: Searching Remote Databases with EndNote

Boolean Multiple search terms can be combined using the boolean
Searches operators And, Or, and Not. EndNote constructs a search from
the top to the bottom of the search window, finding the search
results of the first two items, then combining that result set with
the third search line, and so on.

Click Add Field to Click and drag the corner to

append new search resize the window and view more
lines to the list. search lines at one time.

For example, the search shown above could be written as:

(((lasik AND cornea surgery) NOT complications)
OR Machat, J)
First EndNote looks for references about LASIK and cornea
surgery, then any references about complications would be
omitted from that set, and finally all references by J. Machat
would be added.
Keep in mind that OR broadens your search by adding
together two result sets; AND narrows the focus of the search
by looking for the intersection of references found; NOT also
narrows the search by omitting the results for one term from the
current result set. See Chapter 8 for more information about the
Search command.

Chapter 6: Searching Remote Databases with EndNote 163

Searching When searching a remote database, you are not searching the
EndNote specific fields in each record, but rather the available search
indexes for that database. The search menus in EndNotes Search
Fields vs. window list only available indexes for the remote database, so
Remote you wont see all of the generic EndNote field names listed as
Database you do when searching an EndNote library.

Indexes If the current search strategy is set up to search an EndNote field

that does not exist as a remote database search index, that field
name will appear in italics. If you try to execute a search,
EndNote will advise you that the field is not valid. Change the
search field selection to a valid index for the selected remote
database.
The connection file for a particular database stores the names
and settings for the search options listed in the search menus. See
Search Attributes on page 495 if you are interested in changing
the pre-configured options.

NOTE: Comparison operators other than Contains cannot be used

when searching remote databases.

Understanding Search Results

When searching a remote database, the search menus display a
list of available search indexes supported at the remote site. These
are not fields in the remote database, but rather sets of search
terms and synonyms designed to facilitate your searches.
It is not uncommon to search for a term in an index and notice
that the exact term appears nowhere in the retrieved reference(s).
For example, you might search for heart attack in the Title
index of a medical database and find references that do not
include heart attack in the Title field but, instead, they use the
term myocardial infarction. This apparent discrepancy can be
attributed to the search index of the remote database, which has
mapped the common term heart attack to its scientific
equivalent myocardial infarction.
It is also not uncommon for some of these databases to index
personal names that appear in the titles or keywords along with
the author names. For example, a search of the Library of
Congress for Charles Dickens in the Author index displays
books about Dickens as well as those written by him. This form of
indexing is most commonly seen with library book catalogs and
not with the scientific reference databases. Sometimes you can
restrict the searches to books by that particular author by setting

164 Chapter 6: Searching Remote Databases with EndNote

 up a search to find (for example) Charles Dickens in Author,
NOT Charles Dickens in Keywords.
These search indexes are maintained by the providers of the
databases and are not controlled by EndNote.

Remote Some of the search options have additional limitations that you
Database wouldnt encounter when searching an EndNote library. For
example, some databases prohibit searching for a year alone. The
Search year can be specified only to limit a search (these are called limit
Limitations fields). In such a case, a search for 1997 as the year would be
denied, but searching for Smith as an author AND 1997 as the
year (thereby limiting the results of the author search), would be
allowed.
If you have set up a search that is not accepted by the remote
database, an error message will describe the source of the
problem as specifically as possible. (See Troubleshooting
Connections on page 585.) Keep in mind that these restrictions
are set by the information provider, not EndNote.
Documentation from the information provider may help to
clarify what search options are available.

Changing the The target of the search is the remote database (represented by
Focus of the the Retrieved References window) or EndNote library that is
active (forward-most) when the Search command is chosen. (If
Search you havent yet connected to the remote database or opened a
library, you will need to do so before you can search it.) To
change the focus of a search from one currently open database to
another, choose from the Search library list found on the Search
window.
The available search options differ among the various remote
databases, as well as between remote databases and EndNote
libraries. When you change the target of a search, the field
options in the Search window change automatically. You could
set up a Keywords search for a particular remote database, but
when you select a different remote database, the field selection
changes because Keywords is not an option for the new database
selection.
When switching the focus of your search from one source to
another and back again, the original search setup is retained as
long as you havent changed any settings in the Search window
and the field selections are available in both databases.

Chapter 6: Searching Remote Databases with EndNote 165

Running If references are in the process of being retrieved when you
Multiple submit another search to the same remote database, the new
search cancels the retrieval of the previous search. However,
Searches simultaneous searches of different remote sources do not
interrupt each others search and retrieval.

Retrieving and Saving References

After a successful search, EndNote alerts you to the number of
references that were found. You have the option of retrieving all
of the references or a specific range of references. (The order of
the retrieved references reflects the way they were returned from
the serverthis is not necessarily alphabetical, chronological, or
in order of relevance.)

Change one or both

of these numbers to
specify the range of
references to be
downloaded.

Choosing OK brings the Retrieved References window forward

and EndNote begins to retrieve references into it.
Changing the range of references to be retrieved is useful if you
want to check the results of your search before downloading the
entire set of references. For example, if your search found 50
references, you may want to retrieve only references 1-10, then
check those references, and either continue downloading or
change your search criteria. To continue downloading, submit
the search again, then request only references 11 through 50. You
can also use the Pause button at the bottom of the Retrieved
References window to halt the retrieval. Click Resume if you
want to continue.
If you discovered that you should refine your search to get better
results, its helpful to look at the keywords of the references you
have downloaded to see if there are terms there to help you
refine your search strategy.
If references have already been downloaded into the Retrieved
References window, this dialog (shown above) gives you the
option of deleting them with the Discard the previously
retrieved references? check box. Choosing that option deletes

166 Chapter 6: Searching Remote Databases with EndNote

 all of the references in the Retrieved References window
(whether they are showing or not). Newly retrieved references
are appended to the references already showing in the Retrieved
References window.

The Retrieved References downloaded from a remote database are displayed in

References a temporary holding place called the Retrieved References
window. When you connect to multiple remote databases, each
Window one is represented by its own Retrieved References window.
Use the Retrieved References window to browse through the
references you have found. Open the references to review their
contents just as you would for a reference in an EndNote library:
by double-clicking, or selecting the reference(s) and choosing
Edit from the References menu, or pressing ENTER. Use the Search,
Sort, and Show/Hide Selected References commands to help you
review the search results. The preview pane can also be used to
preview a formatted version of the selected references. You can
even use the Change Field command to add a comment to the
retrieved references. (See Chapter 8, Managing References for
information about these database commands.)
Retrieved references that you want to keep should be transferred
to a new or existing library as described on page 169.

Features of the Retrieved References window

The windows title bar displays the name of the remote
database to which you are connected.
The message area at the top of the window shows the
progress of the reference retrieval or the number of
references currently displayed.
The status bar at the bottom of the window displays
messages pertaining to the status of the connection and
reference retrieval.
The Pause button lets you pause or resume the reference
retrieval. Pressing the Escape (ESC) key also stops retrieval.
As with a normal EndNote Library window, the center
region contains the (retrieved) references.

Chapter 6: Searching Remote Databases with EndNote 167

 An animated logo at the top of the window indicates
exchange of information with the remote database.

Animated logo indicates exchange of

Remote database name information with a remote database.

The retrieved references Status bar

Differences Between the Retrieved References

Window and a Library
Although a Retrieved References window mimics many of the
features of an EndNote Library window, it is not a place where
you permanently store references. Consequently, features such
as term lists, and the ability to add references, are not available
when working with references in the Retrieved References
window.
Retrieved references are not assigned record numbers until you
save them into an EndNote library. As a result, you cannot cite
references from this window in a paperthey must be saved to
an EndNote library first.
Term lists are specific to individual EndNote libraries, therefore
term lists (and their auto-completion and auto-update features)
are not available for references in the Retrieved References
window. However, when you transfer references to a library, the
new terms are added to that librarys term lists (as long as the
auto-update preference has not been turned off).

168 Chapter 6: Searching Remote Databases with EndNote

Saving The Retrieved References window is a temporary holding bin for
References to a the results of a remote search. They need to be transferred to the
library of your choice using any one of the following methods:
Library
If the destination library is open, you can drag-and-drop
selected references from the Retrieved References window to
the destination library. Select the desired references, then
click on any part of the selection, keep the mouse button
pressed, and drag the selection to another Library window.
The selected references will be copied to that library.
Select the references that you want to save, and click the Copy
References To menu at the top of the window. Choose the
option to copy them to any currently open library (names of
open libraries are listed in the menu), to a new library, or to
an existing library that is not already open. If no references
are selected, all of the references are transferred.
Selected references may be copied by choosing Copy from the
Edit menu, and then pasted into another library by opening
the desired library and choosing Paste from the Edit menu.
NOTE: EndNote does not check for duplicates when you use any of the
methods above. If you transfer your references from the Retrieved
References window to a temporary library, you can use the Import
command to import that library into your main library and check for
duplicates in the process. See Chapter 7 for details. You may also use
the Find Duplicates command in the References menu.

The The Connection Status window provides detailed information

Connection about a connection and EndNotes interactions with the remote
database and server. This window is useful to help you or to help
Status EndNote Technical Support assist you in tracking down the
Window source of a problem with a remote database.
View the connection status information by choosing Show
Connection Status from the Window menu to display the Status
window. When that window is open, this command changes to
Hide Connection Status, which closes the Status window.
The Status window displays information for all of the current
connections. A menu at the top of the Status window lets you

Chapter 6: Searching Remote Databases with EndNote 169

 view either the record data for each reference or the status
messages returned from the server of the remote database.

Click to change the

view between Record
Data and Status
Messages.

The data shown here is

in MARC format. This
format is described on
page 475

NOTE: The Connection Status window displays the last 32K of text
written to the log file. If you need to see more than that, you can open
the Connect.log file in a word processor after closing the Retrieved
Reference window(s).

The Log File All messages and retrieved references for a given EndNote
session are recorded in EndNotes log file. By default, the log file
is called Connect.log and is saved in the
Windows\Application Data\EndNote folder or the
Documents and Settings\User Name\Application
Data\EndNote folder, depending on your system version. An
existing log file is overwritten the first time EndNote establishes
a connection after being started.
You may choose a different name and/or location for the log file
using the Online settings in the Preferences window. To do so,
choose Preferences from the Edit menu and select the Online
option from the list. Click Choose in the Connection Log section
to name the new log file and choose where to save it.
You may also choose not to create a log file by unchecking the
Use Log File option. This will slightly speed up the retrieval
process. However, without a log file you will not be able to scroll

170 Chapter 6: Searching Remote Databases with EndNote

back through the record data or status messages after you change
the View setting in the Connection Status window.

Importing a Log File

The log file is a regular text file. It can be viewed using a word
processor and imported, if necessary, using the connection file.
In this sense, the log file is a back up for the references retrieved
in a particular EndNote session. You can verify that EndNote
retrieved the reference data correctly by browsing through the
log file in your word processor and comparing the unmodified
data to what appears in your EndNote references. If necessary,
you can change the settings in your connection file and re-import
the references (without re-connecting to the remote database).
To import a log file using the filter options of a connection file:
1. Open a library into which you want to import the log file.
2. Choose Import from the File menu.
3. Click Choose File and select Connect.log. (Substitute the
name of your log file if you have changed the default name.)
4. Choose Use Connection File from the Import Options list in the
Import dialog
5. Select the desired connection file and click Choose.
6. Now you should be back in the Import dialog with both the
file and the import option set. Click Import.

Chapter 6: Searching Remote Databases with EndNote 171

 NOTE: The connection file and filter file for a database are likely
configured to import very different reference formats. Normally, a
connection file is set up for MARC data, whereas a filter is set up for
tagged data. Because the output formats are so different, you should
not use a filter file (*.ENF) to import a log file from the same database
instead, choose the connection file (*.ENZ) as the import option.

Searching Web of Science

The Web of Science is the Web interface for access to the
Thomson ISI Citation Databases, which cover over 8,000
international journals in the sciences, social sciences, and the arts
and humanities. Through ISI Links, the Web of Science also
offers navigation to electronic full-text journal articles, genetic
information, and chemical and patent databases.
Search the Web of Science just as you would search any other
remote database. Your search results are copied directly to the
EndNote library of your choice.
Once the records are in EndNote, you can click on an EndNote
records URL to jump back to the original Web of Science online
record. Various options are available to you online, such as
viewing a list of related references.
Full Record Charges
Web of Science requires a paid subscription. You may have an
online subscription with username and password, or you may
have access to a local Web of Science server.
Users of Previous Versions of EndNote
If you used a previous version of EndNote, many of your
preferences were saved when you upgraded to EndNote X.
However, if you want the ability to link back to Web of Science
records, you may need to update the Base URL. From the Edit
menu, select Preferences. Then select Online, and click the
EndNote Defaults button to update to the latest Base URL.
Locally Mounted Web of Science Servers
You must use Web of Science version 4.3.2 or later. To access
your local Web of Science server, first contact your network
administrator for the server address (URL) plus the path to your
institutions copy of the ISI Gateway V2.5 software.
To search a locally mounted Web of Science server, open the
appropriate Web of Science connection file, click on Connection

172 Chapter 6: Searching Remote Databases with EndNote

Settings, and update the Server Address and Custom fields with
your local server address and ISI Gateway software path.
To link back to Web of Science records once they are in EndNote,
you must change the Base URL to your local server address.
From the Edit menu, select Preferences. Then select Online, and
enter your local server address as the Base URL.

Chapter 6: Searching Remote Databases with EndNote 173

174 Chapter 6: Searching Remote Databases with EndNote
Chapter 7

Importing Reference
Data into EndNote
 Chapter 7 Importing Reference Data into EndNote
Importing Reference Data into EndNote ...................... 177
General Importing Instructions ...................................... 178
Import Options ................................................................... 179
Importing References Downloaded from CD-ROMs
and Online Databases ....................................................... 181
Getting Data in the Right Format ........................ 181
Choosing the Correct Import Filter ..................... 182
Output Formats with Corresponding Import
Options/Direct Export ....................................................... 184
Importing from Online Databases ....................... 184
Direct Export from Web Pages ............................ 184
Creating Structured Text Files that EndNote
Can Import .......................................................................... 185
Creating a Tab-Delimited Format ........................ 186
Creating a Custom Tagged Format ................. 189
Creating a Tagged EndNote Import File ......... 191
Copying and Pasting References from a Document
into EndNote ....................................................................... 194
Importing References From Other Bibliographic
Software Programs ............................................................. 195

176 Chapter 7: Importing Reference Data into EndNote

Importing Reference Data into EndNote

Retrieving References Directly from Online Databases

If you have access to a library catalog or bibliographic database that

supports the Z39.50 protocol, you can use EndNote as a tool to search
and retrieve references directly from that database into EndNote. You
do not need to use EndNotes Import command at all; you use the
Connect command instead. This is by far the easiest way to get data
into EndNote because it involves no intermediate steps. The direct
retrieval of references is not covered in this chapter. See Chapter 6 for
information.

There are many sources of bibliographic data that can be used to

help you create your EndNote library. To avoid re-typing this
data into EndNote, we have provided several means by which
you can get references into EndNote:
Import references saved or downloaded from CD-ROMs or
online data services (for example, Ovid, SilverPlatter, or
Thomson Scientific)
Import text files that conform to a particular format (such as
the Tab-delimited or EndNote Import format). These files
can be created by you or generated from other databases.
Import text files exported from other bibliographic software
programs
Once you have a file in the proper format and you know which
import option or filter to use, the import instructions are the
same for all of these types of data. This chapter covers the basic
import instructions first, and then goes into detail about how to
get your data files in the right format and choose the correct
import option.

NOTE: Although we try to provide many flexible ways to get data from
other sources into EndNote, we do not claim that EndNote can import
data from all sources. In some cases, you may have to write your own
import filter (see Chapter 16), or you may need to manipulate the data
in a word processor before it can be imported. If none of these tools
helps you to import your data, tips on how to quickly copy and paste
data into EndNote are described on page 194.

NOTE: When importing records, we recommend that you import into a

temporary new library, determine which ones you want to keep, and
then move those records into your permanent library.

Chapter 7: Importing Reference Data into EndNote 177

 General Importing Instructions
To import a text file or an EndNote library into an EndNote
library:
1. Open the library into which you want to import the
references.
2. From the File menu, choose Import.

3. Click the Choose File button to locate and open the file you
want to import. All files, except for EndNote libraries, must
be plain text files. Select the file and click OK.
4. Select the appropriate import option from the Import Option
list. Import options are described on page 179.
5. Select an option from the Duplicates list:
Import All
Imports all references, including duplicates.
Discard Duplicates
Imports all references except duplicates.
Import into Duplicates Library
Duplicate references are imported into a library called
File-Dupl.enl, where File is the name of the library into
which you are importing.
By default, a reference is considered a duplicate when the
Author, Year, Title, and Reference Type match a reference
already in the library. See page 518 if you would like to
change the duplicates criteria.
6. Choose a Text Translation option.
This option allows you to specify the text character encoding
of the file you import, so that extended characters transfer
correctly. You should verify the setting with your database
provider. Some U.S. databases that contain extended
characters require ANSI-Latin1 or UTF8. MARC format files
may require ANSEL translation. You might be able to use No

178 Chapter 7: Importing Reference Data into EndNote

 Translation for text files that do not contain any extended
characters.
7. Click Import to import the file.

NOTE: The time required to import a file, including an EndNote library,

is proportionate to the size of the library. Refer to the progress indicator
to determine when EndNote has completed the task.

When the import is complete, only newly imported references

display in the Library window. This is a perfect time to add a
keyword to each imported reference with the Change Field
command (page 218), or to peruse the imported data to make
sure it imported as expected. Make sure to check references that
contain extended characters.
To return all of your references to the library display (including
the newly imported ones), choose Show All from the References
menu.

NOTE: When you import an EndNote library, images are not included.
References that contain images do remember the link to the image
field. After importing, you can copy image files from the original librarys
.DATA folder to the destination librarys .DATA folder so the images will
link and appear correctly in the destination library. See Storing and
Sharing Image Files on page 149 for more information about the
.DATA folder.

Import Options
EndNotes import options include:
EndNote Library
Used to import references from one EndNote library into
another. If the library you are importing from is closed or
locked, all references are imported. If you the library you are
importing from is open, with read/write access, the showing
references are imported.
EndNote Import
Used to import text files that have been downloaded from
online databases or exported from EndNote using the
EndNote format. See page 191 for more information.
Refer/BibIX
Used to import text files exported from the Refer or BibIX
programs. The EndNote Import format is based on the
Refer/BibIX format.

Chapter 7: Importing Reference Data into EndNote 179

 Tab-Delimited
Used to import text files in which the fields within a single
reference are separated by tabs. For details see page 186.
Reference Manager (RIS)
Used to import text files exported from Reference Manager,
Reference Update, Reference Web Poster, or any other source
that uses the RIS format. For ProCite and Reference
Manager, see Creating a Library from ProCite or Reference
Manager on page 112.
ISI-CE
Used to import text files downloaded from the Web of Science
and other Thomson Scientific sources.

NOTE: See Searching Web of Science on page 172 for information

about directly retrieving Web of Science records.

Multi-Filter (Special)
A special option for importing files that include references
from multiple sources (see Identifiers on page 468).
EndNote Generated XML
Used to import EndNotes proprietary XML format.
Other Filters
EndNote includes hundreds of import filters configured to
import data from a variety of online databases. Most likely,
the first time you import a file, you wont see the import filter
that you need in this list. Choose Other Filters from the Import
Option list to find the filter that matches the source of the
data you want to import. Import filters that you have
recently used or chosen as your favorites will be listed in the
Import Option list in the Import dialog.

The table on page 626 provides more information about the

download formats that work with these filters. See page 182
for information about how to choose the filters to appear in
the Import Option list.
Use Connection File
EndNote provides the option of using a connection file as an
import filter. This is useful if you need to import the
Connect.log file generated by using EndNotes Connect
command to search a remote database. The Connect.log file
should include all of the references from your previous
session. See Chapter 6 for more information.
NOTE: See Chapter 16 for information about creating and modifying
import filters. All of the import filters (except EndNote Generated XML)
can be modified.

180 Chapter 7: Importing Reference Data into EndNote

 Importing References Downloaded from
CD-ROMs and Online Databases
If you have access to an online bibliographic database, a
university catalog, or a bibliographic database on CD-ROM, you
can probably use EndNotes import filters to import text files
saved or downloaded from these sources. EndNote filters are
configurable so they give you the flexibility to import the
reference data you need, and eliminate data you do not need.
There are two main things you need to know in order to correctly
import downloaded references into EndNote:
How to download the data in the right output format.
Which import filter to use to import the data into EndNote.
This section describes these two items. The table on page 626
summarizes a number of common sources of bibliographic data,
the instructions for downloading tagged files, and the EndNote
import option to use to import the references into EndNote.

Getting Data To import text with any of the EndNote filters, the data must be
in the Right consistently tagged, with each tag starting on a new line, and
the file saved as text. Here are two examples:
Format
AU- CRAMER, -Z.O.
TI- AQUATIC MACROPHYTES AND LAKE ACIDIFICATION
PY- 1993
SO- ENVIRONMENTAL-POLLUTION. VOL. 5, NO. 2, PG.54-79
DE- LAKES, ACIDIFICATION, ENVIRONMENTAL EFFECTS,
MACROPHYTES, ECOLOGY, PLANT PHYSIOLOGY

Author: Cramer, ZO
Title: Aquatic macrophytes and lake acidification
Year: 1993
Source: Environmental Air Pollution. Vol. 5(2)
pp.54-79
Keywords: lakes--acidification--environmental
effects--macrophytes--ecology--plant
physiology

NOTE: If data is inconsistently tagged, or poorly delimited, it may not

be possible to import all the data accurately. See page 447.

If references have been emailed to you, save the email to a plain

text file. You will import the text file.

Chapter 7: Importing Reference Data into EndNote 181

Choosing the Once you have captured and saved your data file in the
Correct Import appropriate format, you should identify the proper EndNote
filter to import the data. There are hundreds of filters included
Filter with EndNote, each designed to read a specific tagged format
from a specific information provider.
To see a complete list of available filters, choose Import Filters
from the Edit menu, and select Open Filter Manager.

Use the Find button in the middle of the Filter Manager window
to find all filters for a particular information provider or to
search for a filter by name. You can click the Info triangle button
to display additional information about the filter. The Comments
section may give critical information about how to appropriately
download information from the source database.
When you have located the filters that you want to use, mark
them as your favorites by clicking the check box to the left of the
filter name. You can also mark all of the filters currently showing
after using the Find option by clicking Mark All. Once a filter is

182 Chapter 7: Importing Reference Data into EndNote

marked as a favorite, it will appear in the Import Options list in
the import dialog.

NOTE: There are many more databases and services that provide data
than there are filters included with EndNote, so in some cases you may
need to write your own filter or modify one of ours. See Chapter 16 for
information about creating and modifying filters. You can also check our
Web site periodically for new and updated filters
(http://www.endnote.com).

Comparing a Filter to a Data File

If you are uncertain whether a filter matches a data file that you
have downloaded, you can compare the format from your
downloaded data file to a filter. To do so, select a filter in the
Filter Manager, and click the Edit button. When the Filter
window opens, select the Templates option in the list at the left of
the window to display the tags recognized by that filter.

The tags and templates in the filter should match the data in the
file you want to import. See Chapter 16 for information about
editing filters.

Changing the Filter Folder

By default, all filters provided with EndNote are grouped in the
Filter folder in the EndNote folder. These are the filters
displayed when you open the Filter Manager.
To access a different set of filters with the Filter Manager:
1. From the Edit menu, choose Preferences.
2. Choose Folder Locations.

Chapter 7: Importing Reference Data into EndNote 183

 3. In the Filter Folder section, click Select Folder.
4. Locate the folder that contains the filters you would like to
use, double click it to open it, and then click Select Folder.
5. Click OK to close the Preferences window and save changes.
When you select a filter folder, only the filters at the top level of
that selected folder are listed in the Filter Manager. Filters in
sub-folders (folders within the selected folder) will not
appear.

Output Formats with Corresponding Import

Options/Direct Export
Before you download references from an online source, please
consider copyright issues.

Copyright Issues and Fair Use of Downloaded Data

EndNote gives you the capability to import references downloaded from
online databases into its libraries. Some producers of online reference
databases expressly prohibit such use and storage of their data, others
charge an extra fee for a license to use the data in this way. Before you
download references from a database, be sure to carefully check the
copyright and fair use notices for the database. Note that different
databases may have varying restrictions, even from the same information
provider (such as DIALOG or Ovid).

Importing A subset of supported services are listed in Appendix D with

from Online their recommended output formats and EndNote import filters.
At the time this manual was printed, these were the current
Databases format options for each information provider listed in the table.
If you find that these formats have changed, please check the
documentation from your information provider or contact us.

Direct Export Certain Web sites contain a download button that will send your
from Web search results directly to EndNote, pick the correct import
option, and start the import process automatically. All you need
Pages to do is choose the EndNote library into which the data should
be imported. This direct export or direct download method
does away with the additional steps of saving the references to a
text file, and then importing that file with the appropriate filter.
A list of systems in Appendix D provide a direct export of
references into EndNote. This is not a complete list, and the

184 Chapter 7: Importing Reference Data into EndNote

 number of providers keeps growing, so check our web site at
http://www.endnote.com for updates!

Creating Structured Text Files that EndNote

Can Import
What do you do if your data is not in a format that EndNote can
automatically import? You can do one of several things (or even
a combination these options):
Rearrange the reference data using your word processor so
that it is in a format that EndNote can import (as described
in this section).
Copy and paste each piece of data from its source into the
proper fields in EndNote, as described on page 194.
Enter the data manually by typing it into EndNote as
described in Chapter 5.
Creating a file that EndNote can import can be a lot of work if
your data is in an arbitrary or inconsistent format. If you only
have a few references to import (less than 30 or 40), it might be
faster and easier to re-type them or copy and paste the references
than to try to put them into a format that EndNote can import.
However, if you have a very large bibliography, it might save
time to first manipulate the data in a word processor as best you
can, and then import the references into EndNote and clean up
the references there. Even if the imported data does not come
through perfectly, it can be rearranged with EndNotes various
commands, drag-and-drop, and copy and paste.
This section describes two different formats that you can put
your data into such that it can be imported into EndNote:

A tab-delimited format (best if your data is in a database or

spreadsheet that can export to a tab-delimited file)
A tagged format (best for when your data is in a word
processor document and looks like a bibliography)

Chapter 7: Importing Reference Data into EndNote 185

Creating a The Tab-delimited import option can import text files in which
Tab-Delimited each reference is separated by a paragraph mark (), and the
fields within a reference are separated by tabs. Most databases or
Format spreadsheets can export a tab-delimited text file.

Preparing the Data Before Exporting

Author Names:
Before you export data from a database or spreadsheet into a
text file, we recommend that you separate multiple author
names with a semicolon (;) or two forward slashes //, such
as: McCartney, P.//Harrison, G.//Lennon, J. If you cannot
easily do this in your database, you can do it after exporting,
or manually edit the data after it is in EndNote.
Reference Types:
If possible, you should make sure that each of your
references includes a field indicating the reference type. Use
EndNotes Reference Type names so that EndNote is able to
recognize the formats. If you have only one type of reference
(such as Journal Articles), it is not necessary to do thisthe
import settings can indicate that all references should be
imported as journals by default.

If you cannot label each reference with the appropriate

Reference Type name, you should export your data into
separate files based on reference type. This makes it easy to
preserve the original reference types of the references when
importing the data files into EndNote.

Preparing the Data File for Import

Once the tab-delimited file(s) are generated, you must open each
file in a text editor or word processor and add two lines to it.
These lines tell EndNote what the default reference type is for
the data, and how the data should be interpreted.
First Line: The Default Reference Type
The first line of the file must define the default reference type for
the entire file. The format for the first line is an asterisk
immediately followed by a valid EndNote reference type,
followed by a paragraph mark (). For example,
*Journal Article <>

186 Chapter 7: Importing Reference Data into EndNote

 A file of journal articles might look like this:
*Journal Article<>
Author <tab> Year <tab> Title <tab> Journal <tab> Volume <>
Jones, J// Shoe, S <tab> 1994 <tab> Easy Food <tab> J. of Eating <tab> 1 <>
Woo, W //Lee, L <tab> 1995 <tab> Rain Hats <tab> J. of Clothing <tab> 2 <>
Carlos, C//Luis, L <tab> 1991 <tab> Cat Talk <tab> J. of Animals <tab> 3 <>

If you could not make separate files based on reference type, you
can specify each reference type individually within one file. In
this case, your first line must be the list of *Generic field
names, starting with a field for Reference Type. Then you can
use the additional Reference Type column to define the actual
EndNote reference type names. For example:
Reference Type <tab> Author <tab> Year <tab> Title <tab> Secondary Title <>
Journal Article <tab> Jones, J// Smith, S.<tab> 1994 <tab> Easy Pie <tab> J. of Eating <>
Book Section <tab> Woo, W. //Lee, L. <tab> 1995 <tab> Rain Hats <tab> J. of Clothing <>
Report <tab> Carlos, C.//Luis, R. <tab> 1991 <tab> Cat Talk <tab> J. of Animals <>

NOTE: The <tab> and <> characters are used to indicate where an
actual tab and paragraph mark should be entered; the literal text
<tab> and <> should not be typed.

Second Line: EndNote Field Names

The second line of the tab-delimited file must contain the actual
field names used by EndNote into which you want the data
imported. The order of the fields names does not matter, as long
as they correspond to the order of the data in the rows beneath
them and correspond to the names of the default reference type.
For example, if your default reference type is *Journal Article,
then the field names in the second line of your file will be those
of the Journal Article reference type:
*Journal Article<>
Author <tab> Year <tab> Title <tab> Journal <tab> Volume <>
Jones, J// Shoe, S <tab> 1994 <tab> Easy Food <tab> J. of Eating <tab> 1 <>
Woo, W //Lee, L <tab> 1995 <tab> Rain Hats <tab> J. of Clothing <tab> 2 <>
Carlos, C//Luis, L <tab> 1991 <tab> Cat Talk <tab> J. of Animals <tab> 3 <>

NOTE: The field names must be separated by tabs, and a paragraph

mark must follow the last field name.

Chapter 7: Importing Reference Data into EndNote 187

 Additional Considerations
ANSI, ASCII, or UTF-8 formatted text files can be imported.
This means that, typically, no font styles or text styles can be
preserved during import.
All field names and reference type names in the file must be
identical to those in EndNote. See page 387 for a listing of all
of the reference types and field names. If you have custom
reference types, you may check them by choosing Preferences
from the Edit menu, selecting Reference Types, and clicking
the Modify Reference Types button.
Multiple author names should be separated by semicolons (;)
or by two forward slashes (//).
Fields cannot contain tabs or paragraph marks. Let the lines
of data wrap to the next line.
Leading and trailing spaces are removed during importing.
No upper/lower case conversion is made during importing.
A reserved field name called Unused may be used for data
that you do not want imported into EndNote.

Errors While Importing Tab-delimited Files

When you are ready to import this file into EndNote, choose
Import from the File menu, and select Tab-Delimited as your
import option. See General Importing Instructions on
page 178 for detailed instructions on importing.
If EndNote cannot import a record or a field within a record, it
will alert you to the error. There are three basic alerts:
Bad Default Reference Type The default reference type
that you specified in the first line of the file is not a valid
EndNote reference type name.
Bad Field Name A field name that you entered in line 2 of
the file is not a valid EndNote field name.
Missing Reference Type Information There is no default
reference type specified for the file and there is no reference
type field defined for the references.
If you get one of these error messages during the import process,
open the import file in your word processor, correct the problem,
save the file as a text file, and try again.

188 Chapter 7: Importing Reference Data into EndNote

Creating a If you have a large bibliography that you would like to import
Custom into EndNote, it may be possible to use your word processors
Find and Replace commands to insert descriptive tags in front of
Tagged some of the fields of data so that EndNote can accurately import
Format the references. In addition to adding tags, you also need to make
a filter to read your tags. (See page 191 for information about
using a predefined EndNote Import format if you would rather
not create your own filter.)
This section outlines the basic steps to convert a bibliography
into a tagged text file.

Step I. Save a Copy of Your File

Open your bibliography in a word processor and save a copy
of the file with a new name (this is your backup).
Remove everything but the reference data from the file.

Step II. Add Descriptive Field Tags

Use your word processors Find and Replace commands to search
for unique delimiters between fields, and insert paragraph
marks and descriptive field tags in front of specific fields. For
this example, we will show a very simple case where only the
start of each reference is tagged, and the filter does the rest of the
work. This works well for reference lists that have clear
delimiters separating the individual components of the reference
(author, year, title, etc.). In some cases, you may have better
results making additional replacements in the text file before
importing. The more tags you add to your data, the greater
degree of accuracy you can get with the import filter.
Suppose your references look like this:
Jones, M. C. and Harrison, G. (1990) Planet X
Icarus. Vol. 3 no. 4, pp. 11-23.
Billoski, T.V. (1990) Greenhouse hypothesis
Extinction. Vol 2 no. 1, pp. 12-18.
The process of converting this bibliographic format to a tagged
format would be something like this:
Search for 2 paragraph marks (since the references are
separated by 1 blank line), and replace with two paragraph
marks and a tag XX- followed by a space.

Chapter 7: Importing Reference Data into EndNote 189

 The result is a tagged data file that looks like this:
XX- Jones, M. C. and Harrison, G. (1990) Planet
X Icarus. Vol. 3 no. 4, pp. 11-23.
XX- Billoski, T.V. (1990) Greenhouse
hypothesis Extinction. Vol. 2 no. 1, pp. 12-18.
Once you have made all the changes to tag as much of the data
as necessary, save the file (as a plain text file), and create an
import filter to match the tags and formats of the references.

Step III: Create a Filter

Using EndNote, create a new filter to read your data file (see
Chapter 16 for instructions on how to create a filter). The
template of a filter for the above data file would look like this:

Step IV: Clean Up the Data

After you set up your file with tags and create a filter to import
it, you should test and refine the filter by importing into a new
library. Once your filter is working as you would like it, you can
use it to import the data file into your real EndNote library.
If you cant get the filter to import everything exactly as you
want, you may have to do some manual editing to correct this
either before or after importing the data into EndNote. You
might find it useful to import into a test library, then use the
Change and Move Fields commands in EndNotes References menu
and the Change Text command in EndNotes Edit menu to clean
up the data. Then, transfer these references to your real library
with drag-and-drop, copy and paste, or the Import command.

190 Chapter 7: Importing Reference Data into EndNote

Creating a The EndNote Import format is a tagged format based on the rules
Tagged of Refer/BibIX format. In this format, each field of data (i.e.,
Journal, Volume, or Title) is preceded by an identifying tag: a
EndNote percent sign (%) followed by a single capital letter. Entire
Import File references are separated by one blank line:
%0 Book
%A Geoffrey Chaucer
%D 1957
%T The Works of Geoffrey Chaucer
%E F. N. Robinson
%I Houghton
%C Boston
%N 2nd

%0 Journal Article
%A Herbert H. Clark
%D 1982
%T Hearers and Speech Acts
%B Language
%V 58
%P 332-373

%0 Thesis
%A Cantucci, Elena
%T Permian strata in South-East Asia
%D 1990
%I University of California, Berkeley
%9 Dissertation

Author Names in the EndNote Import Format

Author names use the %A tag. This tag should repeat for
each author, with the names listed one per line:
%A Jones, Mary
%A Simon, Jeff
Author names can appear either as:
Geoffrey Chaucer or Cohen, Sarah
Either initials or full names are accepted.

Defining Reference Types

EndNote has two ways of setting the reference type for each of
the imported references.
One method is to specify a reference type by using %0 (zero)
and the reference type name.

Chapter 7: Importing Reference Data into EndNote 191

 With this method, you can precisely specify the reference
type, and not rely on the appearance of certain tags, as
described below. The default reference types are listed
below. If you have modified a reference type, your EndNote
data files should use the new name instead.

%0 Generic %0 Government Document

%0 Ancient Text %0 Grant
%0 Artwork %0 Hearing
%0 Audiovisual Material %0 Journal Article
%0 Bill %0 Legal Rule or Regulation
%0 Book %0 Magazine Article
%0 Book Section %0 Manuscript
%0 Case %0 Map
%0 Chart or Table %0 Newspaper Article
%0 Classical Work %0 Online Database
%0 Computer Program %0 Online Multimedia
%0 Conference Paper %0 Patent
%0 Conference Proceedings %0 Personal Communication
%0 Dictionary %0 Report
%0 Edited Book %0 Statute
%0 Electronic Article %0 Thesis
%0 Electronic Book %0 Unpublished Work
%0 Encyclopedia %0 Web Page
%0 Equation %0 Unused 1
%0 Figure %0 Unused 2
%0 Film or Broadcast %0 Unused 3

If you do not state the reference type using the %0 tag in each
record, then EndNote uses the following rules to assign
reference types to the imported references:

Tags Present in the Reference Imports As This

Reference Reference Type

J and V Journal Article

B Book Section
R but not T Report
I without B, J, or R Book
Neither B, J, R, nor I Journal Article

192 Chapter 7: Importing Reference Data into EndNote

EndNote Tags and Corresponding Fields
The table below shows the tags recognized in the EndNote
Import format, and the corresponding EndNote field into which
each tagged item is imported for the Generic reference type. For
other reference types, many fields may be mapped to the Notes
field (since a limited number of fields are included in each
reference type). The Image field is not included for importing.

Tag EndNote Generic Field Name

%A Author
%B Secondary Title
(of a Book or Conference Name)
%C Place Published
%D Year
%E Editor /Secondary Author
%F Label
%G Language
%H Translated Author
%I Publisher
%J Secondary Title (Journal Name)
%K Keywords
%L Call Number
%M Accession Number
%N Number (Issue)
%P Pages
%Q Translated Title
%R Electronic Resource Number
%S Tertiary Title
%T Title
%U URL
%V Volume
%W Database Provider
%X Abstract
%Y Tertiary Author
%Z Notes
%0 Reference Type
%1 Custom 1
%2 Custom 2
%3 Custom 3
%4 Custom 4
%6 Number of Volumes
%7 Edition

Chapter 7: Importing Reference Data into EndNote 193

 Tag EndNote Generic Field Name
%8 Date
%9 Type of Work
%? Subsidiary Author
%@ ISBN/ISSN
%! Short Title
%# Custom 5
%$ Custom 6
%] Custom 7
%& Section
%( Original Publication
%) Reprint Edition
%* Reviewed Item
%+ Author Address
%^ Caption
%> Link to PDF
%< Research Notes
%[ Access Date
%= Last Modified Date
%~ Name of Database

Copying and Pasting References from a

Document into EndNote
If you have a bibliography that is too inconsistent or difficult to
parse using your word processor (as suggested in Creating a
Custom Tagged Format on page 189), you can use the Copy
and Paste commands as an alternative method for getting your
data into EndNote and still avoid a lot of re-typing. For example,
lets say you have a paper with a bibliography entry such as:
Blocker, C. E., R. H. Plummer and Richard C.
Richardson. The Two Year College: A Social
Synthesis. 1965.
To transfer the references into EndNote:
1. Open the list of references in a word processor.
2. Select a reference and copy it using the Copy command in
your word processors Edit menu. (Some word processors
allow you to triple-click a paragraph to select the whole
thing at once. That might be a useful shortcut for quickly
selecting a reference.)
3. Open your EndNote library, and choose New Reference
(CTRL+N) from the References menu to create a new reference.

194 Chapter 7: Importing Reference Data into EndNote

 4. Put the cursor in the Title field of the new reference and
choose Paste from the Edit menu.
This will paste the entire reference into the Title field of the
Reference window. From here, you can drag-and-drop (or cut
and paste) the individual pieces of data into their proper fields.
Be sure to remove extraneous punctuation, and make sure
author names are each on a separate line. Follow the guidelines
for entering references in Chapter 5. See page 509 for information
about setting a default reference type for new references.

Importing References From Other

Bibliographic Software Programs
If you wish to convert references from another bibliographic
program into EndNote, consult the chart below for instructions.

Conversion Utilities at the EndNote Web Site

In some cases, you may be directed to download a conversion
utility or instructions from the EndNote Web site at:
http://www.endnote.com
Follow the Support and Services link from the home page to
display the EndNote Technical Support page.
If you do not have Internet access, contact EndNote technical
support for assistance.
Unsupported Databases
If your program is not on the chart, see page 186 for instructions
on setting up a tab-delimited file for importing into EndNote. If
your database does not offer a tab-delimited export option,
contact technical support for other suggestions.

Chapter 7: Importing Reference Data into EndNote 195

Software Basic Conversion Instructions
Bookends and Bookends Export from Bookends or Bookends Pro using the ProCite
Pro format, and import the resulting file into EndNote using the
ProCite import option.
BibTex User-contributed utilities and instructions for converting
BibTex files are available from the EndNote Web site at:
http://www.endnote.com. Go to the Support and Services
section and browse the FTP site.
Citation 6 and Conversion utilities are available from the EndNote Web site.
WordPerfect Citation Go to the Support and Services section and browse the FTP
site for the citation folder.
EndNote Library Go to the File menu in EndNote, choose Open, and then Open
Library. Locate and Open the old EndNote library. The
references will be copied into a new EndNote 8/9/X library.
NoteBook II Plus and Conversion utilities are available from the EndNote Web site.
NoteBuilder Go to the Support and Services section and browse the FTP
site for the notebook or notebuilder folder.
Papyrus 6 and 7 Conversion utilities are available from the EndNote Web site.
Go to the Support and Services section and browse the FTP
site for the papyrus6 or papyrus7 folder.
ProCite Download the ProCite output style RIS-EndNote.pos from
the Support and Services section of the ProCite Web site at
http://www.procite.com. Use this output style to print from
ProCite to a text file. Then, use EndNotes ProCite (RIS) import
filter to import the file.
Ref-11 Conversion utilities are available from the EndNote Web site.
Go to the Support and Services section and browse the FTP
site for the ref11 folder.
Reference Manager From Reference Manager, export the references in RIS format to
a text file. Then, use EndNotes RefMan (RIS) import filter to
import the resulting file.
Refer/BibIX Use the Refer/BibIX import option to import a Refer or BibIX
text file.

196 Chapter 7: Importing Reference Data into EndNote

Chapter 8

Managing References
 Chapter 8 Managing References
Showing and Hiding References .................................... 199
Working with Showing References ..................... 199
Using Show Selected ............................................. 200
Using Hide Selected .............................................. 200
Searching for References .................................................. 200
The Search Window .............................................. 201
Search Command Tips .......................................... 203
Simple Searches ..................................................... 205
Restricting Searches to Specific Fields ................ 206
Using Comparison Operators .............................. 207
Combining Search Lines with And, Or,
and Not ........................................................ 210
Combining Results from Separate Searches ....... 212
Saving Search Strategies ....................................... 213
Finding Duplicate References ......................................... 214
Deleting Duplicates .............................................. 214
Changing Text in References ........................................... 215
Common Uses for Change Text, Change Field,
and Move Field ............................................... 215
Change Text ........................................................... 216
Change Fields ........................................................ 218
Move Fields ........................................................... 220
Sorting the Library ............................................................ 221
Special Cases in Sorting ........................................ 222
Merging Libraries .............................................................. 223
Importing EndNote Libraries .............................. 224
Using Drag and Drop ........................................... 224
Copying References in Libraries .......................... 224
Linking References to Web Sites and Files .................. 224
Linking a URL to an EndNote Reference ............ 224
Linking a File to an EndNote Reference ............. 225
Selecting a Relative Path or an Absolute Path
for Link to PDF ............................................... 227
Removing a Linked File from Link to PDF ......... 229
Opening a Linked File or URL ............................. 229
Finding Related Online References ............................... 231
Data Visualization ............................................................. 231

198 Chapter 8: Managing References

 Showing and Hiding References
When working with references in your EndNote library, you can
view all of the references or just a subset. Here is an example of
an EndNote library showing only 10 of the 200 references in the
library. Notice the words Showing 10 out of 206 references at
the bottom of the Library window.

Working with Many EndNote commands (such as Search References, Change

Showing Field, Change Text, Sort, Print, and Export) can be instructed to
work with only those references that are showing in the
References Library window. Here are a few examples of operations that you
can do with the showing references:
Restrict the Search References command to search only the
showing references.
Add the results of a new search to the currently showing
references, as a way to combine search results.
Use the Change Text, and Change Field, and Move Field
commands to modify only the showing references.
Use the term lists Update List command to scan only the
showing references for new terms.
Print or Export only the showing references.
One way to view a subset of references is to use the Search
References command as described later in this chapter. The Show
Selected References and Hide Selected References commands in the
References menu provide another convenient way for you to
control which references are showing in the Library window.

Chapter 8: Managing References 199

Using Show Use the Show Selected References command to restrict the
Selected references showing in the Library window to only the selected
references.
To use the Show Selected References command:
1. Select the references of interest (hold down the CTRL key and
click the references with the mouse, or hold down the SHIFT
key to select a range of references).
2. Choose Show Selected References from the References menu.
The references that you had selected will now be the only
ones showing in the Library window.
3. After completing the work you need to do with the showing
references, choose References>Show All References (CTRL+M)
to display all references in the Library window.

Using Hide The Hide Selected References command is similar to the Show
Selected Selected References command except that it temporarily hides the
selected references in the Library window from view.
To use the Hide Selected References command:
1. Select the references that you want to temporarily hide.
2. Choose Hide Selected References from the References menu.
3. After you have completed your work with the showing
references, choose Show All References (CTRL+M) from the
References menu to return all of the references to the Library
window.

Searching for References

EndNote provides a powerful and flexible Search References
command that enables you to locate specific references or groups
of references. For example, you can choose a very general search,
one that scans the entire library, or you can limit your searches
to specific fields (such as Author or Keywords). You can also
create more complex searches using a variety of operators such
as And, Or, Not, Greater than, Less than, and others.
You can use the Search References command to search EndNote
libraries as well as remote databases that are available online.
See Chapter 6 for information about remote database searches.

200 Chapter 8: Managing References

The Search To begin a search, choose Search References (CTRL+F) from the
Window References menu. The Search window appears, displaying
several empty search lines (you can add more if necessary).

search Boolean
term operator list

comparison list
search
library list

hide or
display
options

search set click and drag the

list corner to resize
the window

Quick Overview of the Search Window

Functions are described in more detail in the sections that follow.
Search Line
A search line includes the text to be found (the search term),
the field to be searched (from the Field list), and the comparison
operator. Use the Add Field, Insert Field and Delete Field buttons at
the bottom of the Search options window to add, insert, or delete
new search lines.
Search Term
The search term is the word or phrase that you want to locate.
Use the Insert Special button to insert a Tab or Carriage Return in
the search line.
Field List
The field list allows you to restrict your search to a particular
fieldsuch as Author, Year, or Keywordsor all fields. By
default, the Field lists are set to search Any Field (meaning that all
fields will be searched). See page 206.
Comparison List
Choose an item from the comparison list to indicate how the
search term should relate to the field(s) being searched. For
example, EndNote can find references in which the Journal Field
begins with "science," the Journal field Contains science

Chapter 8: Managing References 201

 anywhere in the field, or the full Journal name actually Is
science. See page 207.
Boolean Operator List
The And, Or, and Not list between the search lines
indicates how the search lines are to be combined. See page 210.
Search Library List
The Search option is where you select an open EndNote library
or a remote database for searching. You can switch from
searching an entire remote database to the subset of references in
the Retrieved References window, to an existing EndNote
library. See Chapter 6 for more information about remote
searches using the Connect command.
Search Set List
Use the search set list to specify the set of references to search
and how the search results should be combined with other
references in the Library window. By default, EndNote searches
the entire library and displays only the results of the search.
Match Case
By default, EndNote ignores capitalization when searching for
text in a library. For example, a search for the text
paleontology also finds Paleontology.
When the Match Case option is checked, EndNote finds only
those records in which the search term is capitalized exactly as
you typed it in the Search window. For example, if your search
term is AIDS and you select Match Case, EndNote ignores
the word aids and finds only the acronym AIDS.
Match Words
With Match Words selected, EndNote finds only exact
matches to the search term, rather than partial-word matches.
For example, a search for the term state, with the Match
Words option selected, finds references with the word state
while ignoring words like statehood or understated.
Save Search and Load Search
If you frequently use the same search strategies in the Search
window, you can save these searches and later load them when
you need them. See page 213 for more information.
Set Default and Restore Default
Use the Set Default button to save the configuration of all of the
items in the Search window except for the search terms. Click

202 Chapter 8: Managing References

 Restore Default at any time to return the window to that
configuration. See page 205 for more information.

Search Canceling Searches

Command Pressing ESC cancels a search in progress.
Tips Matching Partial Words
Unless you have selected the Match Words option, EndNote
matches partial words when searching for text (both right- and
left-truncation are enabled). Consequently, you can search for
just the root of a word and find all related terms. This is a good
tactic for general subject searches. Select an appropriate
comparison operator, such as Field begins with or "Word
begins with," to limit your search term.
Diacritics (Accents)
Diacritical marks can be used in searches. Letters such as , and
match those letters exactly. Thus, a search for rsum will not
find resume. See Entering Special Characters on page 143 for
information about entering diacritics.
Finding Carriage Returns and Tabs
Use the Insert Special button to insert a Tab or Carriage Return in
the search line.
Searching for Numbers
When you search for a number, EndNote looks for that string as
text, exactly, in your reference text. For example, a search on
Any Field which Contains the search text 0025 will match
the numbers 00025 and 0025, but it will not match 25.
There is an exception for record numbers. Record numbers,
which are assigned by EndNote, cannot include leading zeros.
When you search Any Field for a number, EndNote looks for an
exact match in all text fields; however, leading zeros are stripped
from your search text before comparing it to record numbers.
Only an exact match of a record number will be returned. So, a
search for 0025 will match record number 25. It will not match
record number 250.
Searching with Multiple Libraries Open
The Search References command searches one library at a time. If
you have more than one library open, only the library selected in
the Search list will be searched. To avoid confusion, the name of
the library to be searched is displayed in the title bar of the
Search window.

Chapter 8: Managing References 203

 Author Fields
The field names in the Field list are EndNotes Generic field
names, which means that Author represents Reporter, Editor,
Artist or any other variations of the Author field used in the
different reference types.
If you wish to search for author initials, make sure to include a
space between the first and second initial. For example:
Smith, J P
If you do not include a space between initials, EndNote will
assume that JP is a complete first name.
The Year Field
When searching in the Year field, a search for 1994 retrieves
only references published in 1994, where as a search for 94
retrieves references from the 1940s and 1994.
Finding Empty Fields
EndNote can search for empty fields. Leave the search term
blank, choose the desired field from the Field list, and choose Is
as the comparison operator. Click Search and EndNote finds
references in which the chosen field is blank.
Cleaning Up Search Results
After executing a search, there may be a handful of references
that you want to exclude from the search results. Select those
references and choose Hide Selected References to hide them from
the set of found references and display exactly the references that
you want. Often this is much easier than trying to refine your
search.
Viewing the Opposite of Your Search Results
Lets say that you have searched for all of the references written
by Billoski or Hall, so you are currently viewing only those
references. Now, you would like to view the references not
written by those authors. Instead of doing another search:
1. From the Edit menu, choose Select All (CTRL+A) to select all
of the Hall and Billoski references.
2. From the References menu, choose Show All References
(CTRL+M) (notice that the original selection is maintained).
3. From the References menu, choose Hide Selected References.
You are left viewing only those references that were not
previously showing in the Library window, that is, all
references not written by Hall or Billoski.

204 Chapter 8: Managing References

 Setting and Restoring Defaults for the Search Window
Use the Set Default button to save the current configuration of the
Search window as your default. The default configuration will
appear whenever you first open the Search window.
The layout of the window (such as the number of search lines
and the shape of the window) is saved, as are all of the operators,
field names, and the Match Case and Match Word settings. The
search terms are not saved.
Click the Restore Default option in the Search window to clear out
all of the search terms currently entered in the Search window,
and reset all of the settings back to the default configuration.

Simple To find all references that contain a particular term:

Searches 1. From the References menu, choose Search References (CTRL+F).
2. Type the desired text into the first search line. This example
uses the word triceratops as the search term.

3. Click Search to begin the search.

If no references in the library match your search request,
EndNote beeps and displays No matching references were
found. Otherwise, all matching references are displayed in

Chapter 8: Managing References 205

 the Library window, sorted by record number (click on a
column header to apply a different sort order):

4. When you are finished working with the found references,

choose Show All References (CTRL+M) from the References
menu to restore all references to view, or choose Search
References (CTRL+F) from the References menu to start another
search.

NOTE: After completing a search, EndNote displays the same library

that you were viewing before the search, however only the references
that match your search requests are showing.

Restricting By default, the Search References command looks for a match for
Searches to the search term in any of the fields in your references. This is
what the phrase In Any Field indicates. Use the Field list in the
Specific Fields Search window to narrow your search by changing Any Field to
a specific field.
For example, to find references published in 2002, restrict the
search to the Year field to avoid finding entries that include
2002 in the abstract, title, or elsewhere.

The search is
restricted to
the Year field

NOTE: The field names in the Field list are EndNotes Generic field
names. For example, Author represents Reporter, Editor, Artist or any
other variations of the Author field used in the different reference types.
See Chapter 14 for a complete list of Generic field names and their
corresponding field names in each reference type.

206 Chapter 8: Managing References

Using Comparison Operators
Comparison The comparison operators are used to indicate how the search
Operators term relates to the chosen field in that search line. For example,
if you have a search line that looks like this:

You will be searching for references where the Title (the search
field) contains (the comparison operator) dinosaur (the search
term).
The comparison operators function as follows:
Contains: finds all references where the search field includes
the search term. The search term includes both left and right
truncation, so a search for "house" would find "house,"
"greenhouse," and "household" anywhere in the field. If you
want to limit the search specifically to the word "house,"
check the Match Words box on the Search dialog.

NOTE: Comparison operators other than Contains cannot be used

when searching remote databases.

Is: finds all references in which the entire content of the

search field is exactly the same as the search term.
Is Less Than: finds all references in which the search term is
less than the contents of the search field.
Is Less Than or Equal To: finds all references in which the
search term is less than or identical to the contents of the
search field.
Is Greater Than: finds all references in which the search term
is greater than the contents of the search field.
Is Greater Than or Equal To: finds all references in which
the search term is greater than or identical to the contents of
the search field.

NOTE: For all of the Greater Than and Less Than comparisons, the
comparison is either numerical or alphabetical based on the nature of
the term. When the fields have both numbers and letters, numbers are
considered less than letters, and empty fields are ignored.

Chapter 8: Managing References 207

 Field Begins With: finds all references in which the search
term is found at the beginning of the selected field (also
referred to as right field truncation). The search term can be
a partial word, a full word, or several words, and will be
compared to the initial text in the field. If you enter more
than a single word, remember that punctuation and spaces
are significant, so you must enter exactly what is found in the
reference. If you do not want to match partial words, check
the Match Words box.
Field Ends With: finds all references in which the search
term is found at the end of the field (also referred to as left
field truncation). The search term can be a partial word, a full
word, or several words, and will be compared to the ending
text in the field. If you enter more than a single word,
remember that punctuation and spaces are significant, so
you must enter exactly what is found at the end of the field.
If you do not want to match partial words, check the Match
Words box.
Word Begins With: finds all references in which the search
term is found at the beginning of a word anywhere in the
field (also referred to as right word truncation). Punctuation
and spaces are ignored. This can help you find words that
start with the same root. For example, searching for a word
that begins with "land," would also find "landing" and
"landfill," but not "Iceland" or "island."

NOTE: The "Field begins with," "Field ends with," and "Word begins
with" comparisons all treat Author fields like any other field. There is no
manipulation of surnames and first names; EndNote simply looks at the
literal string of text in the field.

208 Chapter 8: Managing References

Examples of Comparison Operators in Searches
Search Comparison
Term Field Operator EndNote finds:

2000 Year Is Greater Than all references published after 2000

2000 Year Is Less Than all references published before 2000

1998 Year Is Greater Than references published during or after 1998

or Equal to

A Title Is Less Than all references where titles start with a

number

C Author Is Less Than all references with authors whose last

or Equal to names begin with A, B, or a number; this
would not match a name such as
Carter, as Ca is greater than C

S Author Is Greater Than all references with authors whose last

or Equal to names begin with S-Z

hawaii Title Contains all references with hawaii in the title

hawaii Title Is all references with hawaii as the exact

title

Abstract Is all references with no abstract (empty

field)

sediment Title Field begins with all references where titles start with
"sediment," including "Sediments," and
"Sedimentation," but not
"Synsedimentary"

dinosaur Abstract Field ends with all references where abstracts end with
"dinosaur," which would include "duck-
billed dinosaur," but not "dinosaur
extinction" or "dinosaurs"

house Any Field Word begins with all references where any field includes a
word that begins with "house," which
would include text such as "U.S. House of
Representatives" and "household," but
not "greenhouse."

Chapter 8: Managing References 209

Combining You can combine search lines in EndNote using the Boolean
Search Lines operators And, Or, and Not to produce the following
effects:
with And,
And finds references that match the preceding search line(s)
Or, and and the following search line. And narrows search
Not results.
Example: A search for triceratops And extinction
finds only those references that mention both terms.
Or finds references that match either the preceding search
line(s) or following search term. Or broadens the
search.
Example: A search for triceratops Or extinction
finds all references that include either term.
Not finds all references containing the preceding term(s) and
then omits references that contain the subsequent term.
Not narrows search results.
Example: A search for triceratops Not extinction
finds all references including triceratops, excluding
any triceratops references that mentioned extinction.
You can use the Boolean operators (And, Or, and Not) in
sequence with as many as nine search lines to build your search
strategy.
Items in combination searches are executed from the top to the
bottom of the Search window. For example, if you have entered
four search lines in the Search window, EndNote carries out the
search by combining the results of the first two items with the
third search line. Those results are combined with the fourth
search line to produce the final search results.

210 Chapter 8: Managing References

For example, the search below could be represented as:
(((confidentiality and insurance) not medicare) or Qualler, J)

Adding or Deleting Search Lines

You can add or delete search lines using the Add Field, Insert
Field, and Delete Field buttons on the Search window.
Add Field adds a new search line to the end of the list.
Insert Field inserts a new search line immediately before the
selected search line.
Delete Field removes the selected search line.
Move between search lines by pressing the TAB key to go
forward and SHIFT+TAB to go backwards. You can also click with
the mouse in the desired search line to select it.

Chapter 8: Managing References 211

Combining By default, EndNote searches the entire library and then displays
Results from only the results of the search in the Library window. To search
only a subset of references, or to combine your search results
Separate with other references, choose one of the following options from
Searches the Search Set list in the Search window.

Search
Set list

Add Search Results to Currently Showing

References
Choose Add to showing references if you want to search the whole
library and add the results of your search to a subset of showing
references. For example, if you have already found a group of
references written by Komar in 2000, and now you want to add
all references written by Billoski in 1997:
1. From the References menu, choose Search References (CTRL+F).
2. Enter Billoski in Author And 1997 in Year.
3. From the Search Set list, choose Add to showing references.
4. Click Search and you should see the combined results of the
two searches.

Search Only the Showing References

Select the Search showing references option in the Search dialog to
restrict a search to only those references that are currently
displayed in the Library window.
This is useful to narrow the results of a previous search, or to
search a set of references that you have just imported from
another library or online database.

212 Chapter 8: Managing References

 Omit Search Results from Showing References
Choose the Omit from showing references option to hide the results
of a search from the references that are showing in the Library
window. This is a convenient way to locate all references that do
not include a particular term or to narrow the results of a
previous search. For example, to find all references not about
extinction:
1. With all of the references showing in the Library window,
choose Search References from the References menu.
2. Choose Omit from Showing References from the Search Set list
in the Search window.
3. Type extinction into the first search line, leaving the Field
list set to Any Field.
4. Click Search.
EndNote displays every reference except those that contain the
word extinction.

Saving Search The Save Search and Load Search buttons at the bottom of the
Strategies Search window allow you to save the settings currently in the
Search window and recall them for later use. Most of the options
in the Search window are saved, including the search terms;
however, the target of the search (the EndNote library or remote
database) is not saved, nor are Match Case and Match Words.
To save a search:
1. Configure the Search window as you would like.
2. Click the Save Search button in the Search window.
3. A dialog appears, prompting you to name the search
strategy. Enter or edit the name and click Save. The search
files are saved by default in the EndNote\Searches folder in
the Windows Application Data folder. You may save them
elsewhere if you prefer, but EndNote will open to this
Searches folder when you choose to Load a saved search.
EndNote search files use .ENQ as the file name extension.
To load a saved search:
1. With the Search window open, click the Load Search button.
2. In the dialog that appears, select the search strategy that you
would like to use, and click Open.
3. The contents and settings of the Search window change to
reflect the saved search. Click Search to initiate the search.

Chapter 8: Managing References 213

 Finding Duplicate References
In order to help locate duplicate references, EndNote offers a
Find Duplicates command. This command searches the references
that are currently showing in the Library window to identify
duplicates (based on the duplicate criteria specified in the
preferencessee page 518).
To find all of the duplicate references in a library:
1. With the Library window open, choose Show All References
from the References menu.
2. Choose Find Duplicates from the References menu and
EndNote displays all duplicate references in the library.
By default, references are considered duplicates if they have the
same reference type (such as Journal Article or Book), and the
Author, Year, and Title fields are identical. The criteria for
detecting duplicates can be changed using the Duplicates settings
in EndNotes Preferences dialog. See page 518 for details.
References which seem identical may not show up as duplicates
if the information in the fields EndNote checks is slightly
different or if the reference types are different. When trying to
determine how references differ, it is helpful to know exactly
how EndNote compares them.
Author: Compares last name and first initials (even
if the first or middle name are written in
full). Capitalization is not important.
Year: Compared exactly as entered.
Title: Leading articles A, An, or The are
ignored but punctuation is included.
Capitalization is not important.
Reference Type: Compared exactly as entered.

Deleting When EndNote displays the duplicates that it has found in a

Duplicates library, it selects all references except for the earliest entry. For
example, if you have three of the same references for a journal
article, all three will be displayed, but the one that was entered
into your library first will not be selected. (References with the
lowest record numbers are the ones that were entered first.)
With all but the original references selected, you may choose
Delete References from the References menu (or Cut from the Edit
menu) to remove the duplicates from your library.

214 Chapter 8: Managing References

 We strongly suggest that you check the duplicate references
before deleting them. A more conservative approach to deleting
only the selected duplicates would be to choose Show Selected
References from the References menu. That displays only the
references that are candidates for deletion. You may then peruse
them to verify that you would like to delete them all. Once you
are comfortable that these are the references to be deleted, you
may choose Select All from the Edit menu, and then Delete
References from the References menu.

WARNING: Before deleting duplicates, check the record numbers to be

sure that you are not deleting references already cited in a paper. Use
the Display Fields settings in EndNotes preferences to display record
numbers in the Library window (see page 517). Choose Tile from the
Window menu to compare references side-by-side.

Changing Text in References

Global editing commands make it easy to keep your reference
data consistent: Change Text is available from the Edit menu,
while Change and Move Fields is available from the References
menu.
The Change Text command searches for text in your library, and
either deletes that text or replaces it with other text that you
specify. The Change Field command modifies any field in your
library by either inserting text at the beginning or end of the
field, replacing all contents of the field with different text, or
deleting the contents of the field. The Move Field command
moves the entire contents of a field to a different field.

NOTE: Be sure that you have a current backup of your library; these
operations cannot be undone with the Undo command.

Common Uses Correcting consistently misspelled words or names.

for Change Use Change Text to search for the misspelled term and replace it
Text, Change with the correct spelling.
Field, and Updating authors names.
Move Field There may be variations of an authors name in your data. For
example, Joe Cool, Joe A. Cool, J. A. Cool., etc. Since some
styles prefer whole names and others abbreviated first and
middle names, it is best to update names to full names and leave
the work of abbreviating to the EndNote styles.

Chapter 8: Managing References 215

 Marking the result of a search for easy retrieval.
If you have developed a complex search to locate a set of
references, use Change Fields to add a unique keyword to those
references, so that the next time you want to retrieve that set, you
can just search for the keyword.
Cleaning up your keywords.
You can add a keyword to a group of references using Change
Fields. Use Change Text to replace a term with a new one. If there
is a keyword that you no longer want in your references, use
Change Text to search for that text and replace it with nothing,
thereby deleting it (you might also want to open your term list
and delete it from there so that you do not use that term again).
Dating or labeling a set of imported references.
It can be useful to add the date or source of data to a batch of
newly imported references. Only the imported references are
showing in the Library window after importing. At this point,
use Change Fields to add a word or phrase to any field in just
those references.
Moving fields of information in a set of imported references.
Maybe your import filter or connection file consistently sent
Note information to the Abstract field. Use Move Fields to cut all
information from the Abstract field and move it into the Note
field. (Dont forget to update your filter or connection file so it
directs information to the correct field next time!)

Change Text Use the Change Text command to find text in your references and
replace it with other text. Changes can be restricted to a
particular field in your references, and you can also apply
Match Case and Match Words restrictions.

NOTE: The Undo command cannot be used to undo the results of the
Change Text command. Make sure you have a backup before making
changes.

To change any text in your references:

1. Decide which references you want EndNote to scan when it
looks for text to change. Make sure only those references are
showing in the Library window (use Show All References, Hide
Selected References, Show Selected References, or Search
References commands to control which references are
showing).
2. From the Edit menu, choose Change Text.

216 Chapter 8: Managing References

3. From the In field list, select the field to be searched.
4. In the Search for: box, type the text to be changed.
To enter a Tab or Carriage Return in the text box, use the
Insert Special button (ALT+S).
5. Change the Match Case or Match Words settings if
necessary (see page 202 for details).

By default, the Match Words option is always selected. If

you change this setting, pay close attention to whether or not
the term you are changing could appear as part of another
word or in a different context depending on the
capitalization. This operation cannot be undone.
6. In the Change the text to: box, type the text that should
replace the original text.
To enter a Tab or Carriage Return in the text box, use the
Insert Special button (ALT+S).
7. Select the Retain Capitalization option to maintain the
same capitalization as the text being replaced.

Retain Capitalization should be selected if replacing a

term that might appear with different capitalizations. For
example, any word may have its first letter capitalized if it is
the first word in a title, but may also appear in all lowercase
in other places. Do not choose Retain Capitalization if you
are replacing an acronym with its unabbreviated version.

This set up changes

all occurrences of
US to United
States in the
Keywords field.

8. Click Change to search the showing references for the

specified text and replace it with the new text. Before
replacing any text, EndNote has you verify the change.

Chapter 8: Managing References 217

 The dialog EndNote presents provides this information:
Which references were searched
What text will be replaced
How many references were found to include the text in
the specified field
What text will replace it
9. Click OK if all of those items are correct. EndNote replaces
the text and displays the number of references that were
changed.

Important Points About the Change Text Command

The Change Text command applies only to the references
showing in the Library window.
When using Change Text, the new text adopts the text style of
the first character of the text being replaced. For example, if
you replace an italicized word, the new text will also be
italicized. If only the first term that you are replacing is
italicized, as in Thecideid genus then all of the replacement
text will be italicized: Thecideid Varigata genus.
If you need to search for text and then delete it, simply leave
the Change the text to box empty.
When using the Retain Capitalization option, EndNote
maintains ALL CAPITAL LETTERS and Sentence style
capitalization. It will not recognize Headline Style. If the
first letter of the text to be replaced is lowercase, the
replacement text will be capitalized exactly as it was entered
in the dialog.
To enter a Tab or Carriage Return in the text box, use the
Insert Special button (ALT+S).

Change Fields The Change Fields tab can change the contents of a field for the
references that are showing in the Library window.

NOTE: This operation cannot be undone, so make sure you have

backups before making changes.

To change the contents of a field:

1. Determine which references you want to modify. Make sure
only those references are showing in the Library window.
2. From the References menu, choose Change and Move Fields to
display the Change Fields tab.

218 Chapter 8: Managing References

3. From the In field list, choose the field that you want to
modify.
4. Select one of the following options:
Insert after fields text appends text at the end of the
chosen field. It does not modify the text already in the
field.
By default, the Include a space before the new text check box
is selected at the bottom of the dialog, to insert a space
between the existing text and the new text.
Insert before fields text:
Inserts the text at the beginning of the chosen field. It
does not modify text that is already in the field.
By default, the Include a space after the new text check box
is selected at the bottom of the dialog, to insert a space
between the new text and the existing text.
Replace whole field with:
Replaces the entire contents of the field with the text
entered in the text box.
Clear field:
Deletes the entire contents of the chosen field. It is not
necessary to put any text into the text box.
5. In the text box, type the text that should be added to the field.

To enter a Tab or Carriage Return in the text box, use the

Insert Special button (ALT+S).
6. Click Change. EndNote will ask you to confirm the changes.

Chapter 8: Managing References 219

 The dialog EndNote presents provides this information:
How many references will be changed
The library in which the changes will be made
The type of change that will be made
7. Click OK to continue with the changes, or click Cancel to
cancel this operation.

Move Fields Use the Move Fields tab to move the entire contents of one field to
another field within a reference. The command applies to all of
the references that are showing in the Library window.

NOTE: This operation cannot be undone, so make sure you have a

backup copy of your library before making changes.

To move the contents of one field to another:

1. Determine which references you want to modify. Make sure
only those references are showing in the Library window.
2. From the References menu, choose Change and Move Fields.
3. Click the Move Fields tab.
4. In the dialog that appears, use the Move from list to select
the field you want to move the data from.
5. Use the Move to list to select the field where you want that
data to end up.
6. Click OK to move the data from one field to the other within
each reference that is currently showing in the Library
window.
You have the option of inserting the moved text before or after
the data in the destination field, or replacing the entire contents
of the destination field. In the latter case, you have the additional
option of whether or not to move empty fields. If you uncheck
the option Dont move empty fields, then any reference with
an empty originating field deletes the contents of the
corresponding destination field (and thereby making it empty as
well). If this option is turned on, the contents of the destination
field will not be deleted if the originating field is empty.
The example below shows the Move Field options set up to move
the contents of the Notes field into the Custom 1 field. If the

220 Chapter 8: Managing References

 Custom 1 field already has data in it, the contents of the Notes
field will be added after the existing text.

Sorting the Library

The Sort References command provides a way to arrange all
references showing in the Library window for browsing,
exporting, printing, or copying.
EndNote libraries are typically sorted by the authors last name
and first initial, year, and record number. When you add a new
reference, or modify an existing reference, EndNote
automatically files it in this order. Use the Sort References
command to change this order. The current sort order remains in
effect until you change it again.
To change the sort order:
1. From the References menu, choose Sort References.

Chapter 8: Managing References 221

 2. Select one or more field names from the lists in the dialog.
Enter the field names in the order you want the references
sorted. (You do not have to use all five options.)

3. Click the button to the right of each field to indicate

ascending or descending order.

ascending order

descending order

4. With the field names entered as desired, click OK.

The dialog shown above is set to sort the library by author
names, in alphabetical order, and then references published by
the same author are sorted by year (from oldest to newest).

NOTE: EndNote reads the default language (or locale) setting from
your operating system and uses it as the default language for character
sorting. However, you can override the default language setting on this
dialog. The Korean sort option was added to EndNote X, and will be
ignored by earlier versions of EndNote.

Special Cases Except for title fields, quotation marks, parentheses and other
in Sorting punctuation marks are considered during a sort. In an alphabetic
sort, punctuation comes first, then numbers, then letters A-Z.
If the field you selected to sort by is empty in a particular
reference, or not included in the selected reference type, that
reference will sort before the other references in ascending order.

222 Chapter 8: Managing References

 Author Names
When you select the Author field for sorting, author names from
the first Author field are sorted by last name first, then first
initial. Next, author names from the Secondary Author field are
compared for sorting. Then, author names from the Tertiary
Author field are compared for sorting.
If a reference has more than one author in a single field, EndNote
includes the additional authors in the sort (up to 255 characters)
before moving on to other fields.
If you select the specific First Author field to sort, only the
surname is used for sorting.
If your EndNote library includes author names with connectives
such as de, di, van, and von, you may want EndNote to skip
these initial parts of the name in order to sort the references by
the principal element of the surname. See Sorting on page 513.

Titles
When sorting by title fields, EndNote ignores the words A, An,
and The as well as punctuation at the start of the titles.You may
enter additional words that should be ignored for sorting
purposes when they appear at the beginning of a title. To do so,
see Sorting on page 513.

Sorting Diacritical Characters

EndNote sorts diacritical characters according to the rules of the
language selected in the Sort References dialog. Characters with
diacritics are sorted differently in English, Spanish, Swedish,
and other systems.

Merging Libraries
There are two ways to merge libraries: import one library into
another, or copy references from one library to another.
Any time you add references to a library, the newly added
references are assigned new record numbers in the order that
they are added to the library. This means that a reference that
was #23 in a smaller library, could become #600 in a larger
library. As a result, you cannot use the larger, merged library to
format papers that have citations with the older record numbers.

NOTE: Before merging libraries, it is a good idea to make a backup

copy of the library into which you are transferring references.

Chapter 8: Managing References 223

Importing To import one EndNote library into another, use the Import
EndNote command from the File menu. Choose the EndNote Library
import option and be sure to pick the appropriate Duplicates
Libraries setting (see page 178). The advantage of using the Import
command over the other two methods mentioned here is its
ability to filter out duplicate references. See General Importing
Instructions on page 178 for step-by-step importing
instructions.

Importing from Open Libraries

You can import references from a library that is currently open
in EndNote. When EndNote imports from a currently open
library, it imports only those references showing in the Library
window. For example, if the library says, Showing 10 out of 200
references, EndNote imports only 10 references. If the library
you are importing is locked or in Read-Only mode, all
references are imported regardless of what is currently showing.

Using Drag To copy specific references from one library to another, simply
and Drop select them in one library (hold down the CTRL key to select non-
consecutive references; use the SHIFT key to select a range), click
on any part of the selection and use the mouse to drag the
selection to another library. The selected references are copied to
the library where they were dropped.

Copying You can also use the Copy and Paste commands in the Edit menu
References in to transfer references. Select the references that you want to copy
and choose Copy (CTRL+C) from the Edit menu. Open the library
Libraries to which you want to add the references and choose Paste
(CTRL+V).

Linking References to Web Sites and Files

EndNote includes a URL field and a Link to PDF field that you
can use to link URLs and disk files to EndNote references.

Linking a URL What is a URL?

to an EndNote URL stands for Uniform Resource Locator and is a common
Reference term for the address used to identify the location of an item
online. Most often, URLs refer to Web pages, such as this
example of the EndNote Web page:
http://www.endnote.com

224 Chapter 8: Managing References

 URLs can also be used to identify the location of FTP (File
Transfer Protocol) sites, telnet addresses, and even files stored
on your own hard drive.
To link a URL to a reference in your EndNote library:
1. Select a reference in the Library window and open the
reference. Put your cursor in the URL field.
2. Type or paste a valid URL into the field. Two examples:
http://www.endnote.com
ftp://ftp.cuteftp.com
The URL becomes a hyperlink (blue and underlined).
For more information about linking to a URL, see URL
(Uniform Resource Locator) on page 136.

Linking a File You can link a file on your computersuch as a graphic, a word
to an EndNote processing document, a spreadsheet, or a PDF fileto an
EndNote reference.
Reference
The Link To options are available only when a single reference is
selected in the Library window, or when you are editing a
reference.

NOTE: The URL and PDF commands are available both from the
References menu and from the right click context-sensitive menu.

To link a file to the URL field in a reference:

1. Select a reference in the Library window, or open the
reference.
2. From the References menu, choose URL>Link To URL.
3. Use the file dialog to select the file to link to the selected (or
open) reference, and click Open.
This field will accept most file types, and will display the full
path to the file. The path and filename become hyperlinked
blue, underlined textwhich you can click to open the file.
Note that spaces in local folder and file names are indicated with
%20.

Chapter 8: Managing References 225

 To link a file to the Link to PDF field in a reference:
1. Select a reference in the Library window, or open the
reference.
2. From the References menu, choose PDF>Link To PDF.
3. On the file dialog, select a file to link to the selected (or open)
reference.
4. Note the check box along the bottom titled, "Copy this file to
the default PDF folder and create a relative link." This gives
you the option to:
Select the check box to copy the original PDF file and
place the copy in the DATA\PDF folder that is part of
your EndNote library.
Deselect the check box to always have EndNote look in
the original folder for the inserted file.
For more information about this option, see, Selecting a
Relative Path or an Absolute Path for Link to PDF on page
227.
5. Click Open.
EndNote will display an icon indicating the type of file inserted.
You can insert approximately 45 files into the same Link to PDF
field.

NOTE: Another way to link a PDF file to the Link to PDF field is to drag
and drop the file onto the reference in either the Library window or the
Reference window. Whether the file is saved with the database or is
linked with an absolute path is determined by the default PDF setting.
See OpenURL/PDF on page 527.

To link a file to any field in an EndNote reference:

1. Open the reference.
2. Type or paste, into any text field, the path and filename you
wish to link. For example:
file:///C:/Documents/Word%20Tips.pdf
EndNote will display the full path to the file. The path and
filename become hyperlinked blue, underlined textwhich
you can click to open the file.
Note that spaces in local folder and file names are indicated with
%20.

226 Chapter 8: Managing References

Selecting a When you link a file to the Link to PDF field in a reference, you
Relative Path have the option of saving a relative path to the file, or an absolute
path to the file.
or an Absolute
Path for Link What is a Relative Path versus an Absolute Path?
to PDF When you insert a link to a file with the PDF>Link to PDF
command from the References menu, the file dialog includes a
check box titled, "Copy this file to the default PDF folder and
create a relative link."
Relative Path (check box selected)
When the check box is selected, EndNote makes a copy of the
original PDF file and places it in the DATA\PDF folder that is
part of your EndNote library. This saves the file as a portable
link that can move as part of the library. EndNote will always
be able to access the file, even when you share your library with
a colleague (always include the complete DATA folder along
with the .ENL file). However, if you change the original file on
your computer, those changes will not be reflected in EndNote.
You would need to clear the PDF file from your EndNote
reference and reinsert the PDF file.
Absolute Path (check box blank)
When the check box is blank, EndNote will use the complete path
and filename to look in the original folder for the inserted file.
This can be helpful if you plan to edit the original PDF file, and
you want those changes reflected when you access the PDF file
from within EndNote. However, if you ever move the file from
the original folder, EndNote will not be able to access it unless
you clear the PDF file from your EndNote reference and reinsert
it from the new folder location. If you send your library to a
colleague, the PDF file will not be available.

How Can I Tell Which Type of Path Was Used?

Open a reference that contains a linked file in the Link to PDF
field, and hold your mouse pointer over the file icon in the Link
to PDF field. EndNote will display a tooltip with the full path
and filename of the linked file.

Chapter 8: Managing References 227

 If the file was linked with a relative path, only the filename will
appear, as a copy of the file is stored in the librarys DATA\PDF
folder.

Selecting a Default Setting for the Path

Since you likely will want all of your linked PDF files treated the
same way, you can select a default setting for the check box titled
"Copy this file to the default PDF folder and create a relative
link." You can change the default setting from the Preferences
panel. See OpenURL/PDF on page 527.
You still have the option to override the default setting each time
you insert a file into the Link to PDF field.

Converting Absolute Paths to Relative Paths

If you are working with a library that was created with a version
of EndNote prior to version X, all of your existing linked PDF
files are saved with absolute paths. You can easily change your
absolute paths to relative paths, which will allow you to easily
share your library, along with linked PDF files, with colleagues.
To convert absolute paths to relative paths:
1. Before you begin, please back up your library. This change
cannot be reversed.
2. In the Library window, highlight the references you wish to
modify.
3. From the References menu, select PDF>Convert PDF Links to
Relative Links.
For each selected reference, EndNote locates each file linked into
the Link to PDF field, and copies those files into the DATA\PDF
folder for the library.

Inserting the Same File Again

If you try to insert a link to the same PDF filename again in the
same reference, your results are different depending on whether
you are inserting files with a relative path or an absolute path.
Relative Path: Because the relative path always points to the
librarys DATA\PDF folder, a message will warn you that you
cannot insert the same file again with the same name. You have
the option to either replace the current link or give the newly
linked file a new name.
Absolute Path: Because you could have several absolute paths
pointing to the same PDF filename in different folders, it is
possible to link to the same PDF filename numerous times. When

228 Chapter 8: Managing References

 you hold your mouse pointer over each PDF icon in the Link to
PDF field, the tooltip will display the full path and filename.

Removing a Before you remove a linked file, please make sure you have a
Linked File backup of the original file. This process cannot be undone.

from Link to To remove a linked file from the Link to PDF field:
PDF 1. Open the reference for editing.
2. Scroll to the Link to PDF field and highlight the file icon you
wish to remove.

NOTE: You can hold your mouse pointer over the file icon in the Link to
PDF field to display the path and filename of the linked file.

3. From the Edit menu, select Clear.

If the file was linked with an absolute path, the Link to PDF field
no longer points to the file. The original file remains intact.
If the file was linked with a relative path, that file is deleted from
the librarys DATA/PDF folder, and the Link to PDF field no
longer points to it. You will not be able to reinsert the link unless
you have the original PDF file stored elsewhere on your
computer.

Opening a Once a valid, hyperlinked URL or path and filename appear in a

Linked File or reference, you can open the reference and click the hyperlinked
text or icon to open the linked URL or file.
URL
Or, from the References menu, use the URL>Open URL or
PDF>Open PDF command to look specifically in the URL field or
Link to PDF field to open the Internet site or linked file.
You must have the necessary program installed on your
computer in order for EndNote to open a file created by another
program. For example, to open a PDF file, you must have Adobe
Acrobat or Adobe Acrobat Reader installed on your computer.
Similarly, EndNote does not include a Web browser. If you do
not already have a browser installed, you will need to install one
before using this feature to open a link to a Web site. Use the
Online settings in EndNotes preferences to select the Web
browser that should open when the Open URL command is
activated. See page 519 for details.

Chapter 8: Managing References 229

 Using the Open URL and Open PDF commands
The URL>Open URL (CTRL+G) and PDF>Open PDF commands
on the References menu can be used to launch a URL or open a
linked file entered into an EndNote reference under the
following conditions:
When just one reference is selected in the Library window,
the Open URL command opens the first URL that is listed in
that references URL field. The Open PDF command opens
the first linked file that is listed in that references Link to
PDF field.
When multiple references are selected, EndNote checks the
URL or Link to PDF field in each of the selected references (in
the order listed), and opens the first link it finds.
If you need to enter multiple links into the URL field of one
reference, enter them one per line. EndNote will open the
first link in the field when you choose Open URL or Open
PDF. If you have multiple links, you can click on any one of
them to activate the link.
To open a linked file or Internet site from the URL field:
You could open the reference and click on the hyperlink found in
the URL field. Or,
1. Select or open a reference in the Library window.
2. From the References menu, choose URL>Open URL (CTRL+G).
The Open URL command opens the linked URL with your default
browser, or opens the linked file with the appropriate program.
To open a linked file from the Link to PDF field:
You could open the reference and click on the file icon found in
the Link to PDF field. Or,
1. Select or open a reference in the Library window.
2. From the References menu, choose PDF>Open PDF.
The Open PDF command opens the linked file with the
appropriate program.
If the file was linked with a relative path, EndNote looks in the
library's DATA\PDF folder to find the file. If the file was linked
with an absolute path, EndNote looks for the file in the original
folder from which it was inserted.

NOTE: Please see Selecting a Relative Path or an Absolute Path for

Link to PDF on page 227 for information about the difference between
a file linked with a relative path and a file linked with an absolute path.

230 Chapter 8: Managing References

Finding Related Online References
Highlight a reference and use the OpenURL Link command on the
References>URL menu to start your default web browser and
display related record links in the browser window.
OpenURL Link connects to an OpenURL standard syntax server
and uses EndNotes OpenURL preferences along with data in
your EndNote record to find related online references.

NOTE: This command has no relation to the URL field found in EndNote
references or to the Open Link command on the References>URL
menu.

To enable this feature, and find out what preferences are

available, see OpenURL/PDF on page 527.

Data Visualization
Data Visualization (or Information Visualization) is the direct
visual representation of selected features or elements of complex
multi-dimensional text, image, sound, voice, video, or numerical
data. Data visual analysis software provides tools to interact
with data that has been visualized. Users with access to data
visual analysis software, such as RefViz, can use EndNotes
Tools>Data Visualization command to access EndNote data in a
new way.
Data visualization tools, which allow for direct importing of
EndNote files, give you the capability to combine and analyze
numeric, text, categorical and sequence data from a variety of
sources. Tools for clustering collections of text documents and
combined data sets are also included.
To turn on the Data Visualization feature:
1. Make sure you have a Data Visualization software
application installed on your computer (such as OmniViz,
RefViz, etc.).
2. In the EndNote folder, start the CONFIGURE DATAVIZ
application.
3. Follow the prompts to select the location of your Data
Visualization program.
4. Click Finish.
The Data Visualization command should now be active on the
Tools menu in EndNote.

Chapter 8: Managing References 231

 To export data from your EndNote library to Data
Visualization software:
1. Open an EndNote library.
2. Select all references.
3. Select the RefMan (RIS) Export output style.
4. From the Tools menu, select Data Visualization.
This launches your Data Visualization software to run a
visualization of the text included in your library. Depending on
the size of your library, a visualization may take several minutes.

NOTE: Data Visualization is most useful when most of your records

contain information in the Abstract field.

232 Chapter 8: Managing References

Chapter 9

Term Lists
 Chapter 9 Term Lists
Introduction to Term Lists ............................................... 235
Overview ............................................................... 235
Important Points About Term Lists .................... 236
Adding Terms to a Term List ........................................... 236
Automatic Updating of Term Lists ..................... 237
Using the New Term Command ...................... 238
Copying Terms Between Lists ............................. 238
Copying Terms From Other Sources ................... 239
Manually Updating Term Lists ........................... 239
Importing Terms Into Term Lists ........................ 242
Using Term Lists for Data Entry and Searching .......... 243
Inserting Terms into References .......................... 243
Inserting Terms Without Using the
Suggestion Feature ..................................... 244
Using Terms For Searches .................................... 244
Editing Terms and Term Lists ......................................... 245
Modifying Terms ................................................... 245
Deleting Terms ...................................................... 245
Defining Term Lists .......................................................... 245
Deleting and Renaming Term Lists ..................... 246
Configuring Term Separators (Delimiters) ......... 246
Creating Term Lists ........................................................... 247
Predefined Term Lists .......................................... 247
Creating a New Term List .................................... 247
Linking Term Lists to Fields ................................ 248
Exporting and Printing Term Lists ................................. 249
Working with the Journals Term List ............................ 250
Important Points About Entering Journal
Names .............................................................. 250
Updating a Journal List ........................................ 250
Loading Supplied Journal Abbreviations ........... 252
Creating Bibliographies With Journal
Abbreviations .................................................. 252
Converting Old EndNote Journals Files ............. 253

234 Chapter 9: Term Lists

 Introduction to Term Lists
EndNotes term lists are used to store terms such as keywords,
author names, or journal names. You can use these stored terms
when entering references to improve consistency and accuracy
of information in your library. You can also use the Journals term
list to store abbreviated journal names that EndNote can
substitute for the full journal name in a bibliography.

Overview To get a general sense of how the term lists work, heres a brief
overview of how term lists can be built and used for someone
with a new EndNote library. With the default term list settings
in the preferences, all of the updating of terms, and auto-
completion, happens automatically. If you do not like this
behavior, you may turn off these settings (see page 521).
Term Lists are Automatically Maintained
When you create a new EndNote library, there are three empty
term lists already set up and ready for you to use: Authors,
Journals, and Keywords. As you enter new references into your
library (whether by typing, importing, or pasting them) EndNote
updates the term lists automatically so that the Authors,
Journals, and Keywords lists include all of the author names,
journal names, and keywords entered into your references.
Term Lists Help With Data Entry
When you use the New Reference command in the References menu
to create new references, you will notice two other features
associated with the term lists. As you begin entering an author
name, EndNote attempts to complete the name for you by
suggesting the closest matching name in the Authors term list. If
you enter a new name that is not already in your Author list, the
name appears in red text to indicate that it is a new addition to
the term list. When you close or save the reference, that new term
is added to the list.
When you are searching for references, you can also open a term
list to pick the exact term or name for which to search.

Chapter 9: Term Lists 235

Important The following list includes useful information about term lists.
Points About These points are covered in more detail later in the chapter.

Term Lists Term lists are stored with the library and therefore are
specific to only that library.
A library must be open before you can edit its term lists.
If you enter a lot of references manually, you may find it
helpful to create new term lists for things like publisher and
city names. Up to 31 term lists can be created for any library.
There is no limit to the number of terms in a term list.
One term can be up to 253 characters long.
Terms can be copied from one list and pasted into another.
Entire term lists can be exported and imported.
By default, term lists are automatically updated from the
terms entered in your references. New terms appear in red
text in the Reference window. This functionality may be
turned off using EndNotes Preferences.
Term lists can be linked to specific fields so that EndNote
associates the correct term list with the field you are editing.
Terms lists can be used with the Auto-entry feature on or
off. By default, this option is turned on so that EndNote will
suggest the closest matching term as you type in a reference.
The Journals term list stores various forms of journal names
that can be used when creating bibliographies. EndNote
provides 3 Journals lists (Humanities, Medical, and
Chemistry) that can be imported for use with your EndNote
libraries.
Libraries with term lists can be used by earlier versions of
EndNote. However, term lists are only accessible when using
EndNote version 2 or later.

Adding Terms to a Term List

Terms can be added to the term lists using a variety of methods
described in this section. Adding terms to a term list does not
change any data that you have entered in your references.

236 Chapter 9: Term Lists

Automatic By default, EndNote automatically updates the term lists in a
Updating of library so they stay current with the data that has been entered
into the references. If you enter a term into a reference, and that
Term Lists term is not in the associated term list already, the term appears
in red text to alert you that you have entered a new term. This
can help you to maintain a controlled vocabulary for keywords
and other terms.
You can turn off automatic updating of term lists if you do not
want to use the term lists at all (see page 237). You can also turn
this option off and manually enter terms into your lists as
described in the following sections. For example, you can
manually enter all of the terms you plan to use into a term list
before entering references into the library. This can be extremely
helpful when you have someone else entering data for you and
you want a specific vocabulary used for keywords or other
terms. As references are entered into the EndNote library, the
term lists can speed data entry, and if a red term appears, the
person doing data entry knows that they have entered something
that was not intended to be a valid term for that field.
Turning Off the Automatic Updating of Term Lists:
1. From the Edit menu, choose Preferences.
2. Select the Term Lists panel.
3. Click the check boxes for Update lists when importing or
pasting references and Update lists during data entry to
remove the check mark. The feature will be turned off.
Delimiters
EndNote has predefined term lists for authors, keywords, and
journals. When you enter multiple terms into those fields and
EndNote updates the term list, it needs to know when one term
ends and the next term begins. We call the punctuation that
separates the terms delimiters.
For the Author fields, author names must always be entered one
name per line. Carriage returns (end of line marks) are the only
valid delimiter for this field. Journals normally have just one
journal name per reference in this field, so delimiters are not
important here. Keywords are the most complex of the three. By
default, EndNote uses carriage returns (end of line marks),
semicolons, and backslashes (\) as delimiters for the Keywords
field. If you would like to use other delimiters, see Delimiters
used for Separating Terms on page 241.

Chapter 9: Term Lists 237

Using the To manually add a term to a term list:
New Term 1. From the Tools menu, choose Open Term Lists and select the
term list that you want to modify.
Command
2. On the Terms tab, click New Term.

3. Enter the term and click OK to add it to the list and dismiss
the New Term dialog.
Continue this way until you have added the last term, then click
OK to dismiss the dialog.
If you are entering terms into the Journals term list, you will have
options to enter different forms of the journal name. See page 250
for more information about using the Journal lists.

NOTE: The Save Term (or Save Journal) button is unavailable (dim) if
the new term already exists in the term list.

Copying You can copy terms from one list and paste them into another as
Terms a way to quickly transfer terms between lists. This is particularly
useful because term lists are specific to an individual library.
Between Lists
To copy terms between lists:
1. From the Tools menu, choose Open Term Lists and select the
list with terms you want to copy.
2. Select the term to copy.
3. On the keyboard, press CTRL+C to copy the highlighted
term.
4. Open another list.
5. Click New Term, press CTRL+V to paste in the term, and click
OK.

238 Chapter 9: Term Lists

Copying You can copy terms from any text, and then paste them into a
Terms From term list.

Other Sources For example, to copy a word from a paper you are writing and
paste that word into a term list, first select the term in your word
processor and copy it. Then switch to EndNote, open the desired
term list, click New Term, press CTRL+V to paste in the term, and
click OK.

Manually To create a term list automatically from words already in your

Updating library, use the Update List button on the Terms List dialog. This
is useful if you have turned off the preference to automatically
Term Lists update your term lists, or if you have received a library from a
colleague without a term list, or if you have deleted a term list
and wish to recreate it.
The Update List command can apply to just the selected
references or all references showing in the Library window. Use
the Search command to show only those references from which
you want to update the list. Or select references in the Library
window and update the term list from just those references.
Choose Show All References from the References menu before using
the Update List command to be sure that you are updating the list
from all of the references in your library.
Important points about the Update List command:
Update List does not change the terms in your references; it
only adds new terms from your references into the term list.
Update List does not add duplicate terms to a list.
Update List removes leading and trailing spaces, but does not
change punctuation.
Update List does not automatically link fields to a term list.
For easy data entry, you can link a single term list to any
number of fields. See Linking Term Lists to Fields on
page 248.
To update a term list:
If you are updating the Journals list, see page 250.
1. Determine which references should be scanned for terms and
make sure they are either showing or selected in the
Library window.
2. From the Tools menu, choose Define Term Lists and select the
term list that you would like to update.
3. Click Update List.

Chapter 9: Term Lists 239

 4. The currently linked fields are listed in the dialog as the
fields from which EndNote gathers new terms. If necessary,
remove a field from this list by selecting it and clicking Delete
Field; or add a new field by selecting it from the Add Field list.
Adding or removing field names from this list does not affect
the links between fields and term lists.

The Generic field names are used in this dialog. See the
Table of Predefined Reference Types on page 387 to find
the corresponding field names for the fields of various
reference types.
5. To update a term list from only the currently selected
references in your library, check the Update Terms From
Selected References option.
6. Click OK to begin the updating process. When finished,
EndNote displays the number of terms added to the list.
Click OK and the process is complete.

NOTE: Typing ESC stops the update process, but all terms added up to
that point are kept in the term list.

240 Chapter 9: Term Lists

Delimiters used for Separating Terms
The text that is used to separate the terms in a particular field is
determined by the Delimiter settings on the Lists tab of the
Term Lists dialog (choose Define Term Lists from the Tools menu).

Select a term list and

the delimiters used for
it will be marked in the
Delimiters section
below.

If your keywords are separated by a slash, such as:

Antarctica/ozone/stratosphere
you should type a slash (/) as the fields term delimiter. A
carriage return is always interpreted as a delimiter, so it is not
necessary to enter a delimiter for the Author fields, or any other
field that has terms entered one-per-line. If different delimiters
are used for the same field in your references, you will need to
do more than one update process, updating from the references
with different delimiters separately.

Cleaning Up After Updating

Click on the Terms tab, and scroll through the term list to make
sure that the Update List command had the desired result. If it did
not, you can highlight specific terms and remove them by
clicking Delete Term.
After using the Update List command, you might find that due to
errors or variations in spelling, you have multiple entries for the
same term. Scan through the list and delete the unwanted terms.
If necessary, use the Change Text command to change all
occurrences of a term in your library. For example, if both
geochronology and geo-chronology are entered as
keywords, you can delete the unwanted term geochronology
from the term list, then click on the Library window, and choose

Chapter 9: Term Lists 241

 Change Text (CTRL+R) from the Edit menu to change
geochronology to geo-chronology throughout the library.

Importing EndNote provides three lists of journal names and abbreviations;

Terms Into there is a list for Chemistry, Medicine (Index Medicus), and the
Humanities, all of which are stored in the Terms folder in the
Term Lists EndNote folder. If you are interested in using these abbreviated
forms of the journal names in your bibliographies, you can
import them into your term lists and adjust your styles to use the
abbreviations (see Creating Bibliographies With Journal
Abbreviations on page 252).
If you would like to look at the lists before importing them, you
may open them in your word processorbut do not edit or save
them. They must remain tab-delimited text files in order for
EndNote to correctly import the terms.
Terms can be imported from any text file that lists the terms one
per line. Make sure a carriage return is also inserted after the last
term in the list. If you create a list of terms in a word processing
document, be sure to save the list as plain text using the Save As
command in your word processor. Then, if your terms include
extended characters, select the Unicode (UTF-8) encoding
option.
To import a text file that contains terms:
1. From the Tools menu, choose Define Term Lists and highlight
the term list to which you want to add terms. (Use Create List
if you want to create a new list.)

NOTE: EndNote provides Medical, Chemical, and Humanities lists in

the Terms folder of the EndNote folder. You may want to import one of
these lists to add journal names to the Journals term list. See Loading
Supplied Journal Abbreviations on page 252 for more information.

2. Click Import List.

3. Select the text file to be imported and click OK.
The new terms are imported and sorted alphabetically into the
existing term list. This import must be done for each library that
you want to use these terms.

242 Chapter 9: Term Lists

 Using Term Lists for Data Entry and
Searching
You can use term lists to enter terms directly into a reference or
into the Search window.

Inserting Suggesting Terms As You Type

Terms into (Auto-completion)
References If you are entering text into a field that is linked to a term list,
EndNote finds the first matching term in the list and suggests
that as the term you want to enter.

The suggested text appears highlighted after the cursor.

Continue typing until EndNote suggests the correct term, and
then press ENTER or TAB to accept it. (ENTER creates another line
in the field so that you can enter more author names, for
example; TAB moves the cursor to the next field in the reference.)
When EndNote suggests a term, you can use the Up or Down
arrows on your keyboard to have the suggested text change to
the previous or next possible matching term in the term list.
When you enter a term that is not already in the term list, it
appears in red to indicate that it is a new term. When you close
or save the reference, that term is added to the term list and will
no longer display in red.

Chapter 9: Term Lists 243

 These term list features may be turned off. To turn off the display
of red text, turn off the preference to Suggest Terms as You
Type. See Term Lists on page 521.

Inserting If you have turned off the option to suggest terms as you type,
Terms Without you can still insert terms into your references manually.

Using the To insert a term from a Term List window:

Suggestion 1. Open a reference and position the insertion point where you
want to add the term.
Feature
2. Choose Open Term Lists from the Tools menu, and select the
desired list.
3. Double-click a term to insert it directly into the reference.
Terms can also be selected by typing the first few letters of the
term, by using the ARROW keys, or by clicking on the term with
the mouse. Hold down the CTRL key to select multiple terms.
Click Insert Term to insert the selected term(s). If multiple terms
are selected and inserted, they are listed in the reference one per
line in alphabetical order.
Selected terms can also be copied from the term list and pasted
into a record. Highlight the term in the term list, click Edit Term,
highlight the text to copy, use the Copy (CTRL+C) command to
copy the text, and then the Paste (CTRL+V) command to paste the
text into your reference.

NOTE: The insertion point must be in a field in a Reference window or

Search window before you can insert a term.

Using Terms To ensure that you are searching for the correct terms, you can
For Searches use the term lists with EndNotes Search command. Terms can be
entered into the Search window just as they are entered into
references. For example:
1. From the References menu, choose Search References (CTRL+F)
and change the first search line to search the Keywords field.
2. From the Tools menu, choose Open Term Lists and select a list.
3. Double-click a term to insert it into the Search window.
4. Click Search to search for your references.

244 Chapter 9: Term Lists

 Editing Terms and Term Lists
Any term in a term list may be modified or deleted without
affecting any of the references in the library or any links between
term lists and fields.

Modifying To edit a term in a term list:

Terms 1. From the Tools menu, choose Define Term Lists and select the
list that contains the term to be modified. Then click on the
Terms tab.
2. Select a term and click Edit Term. If multiple terms are
selected, only the first one opens.

3. Change the term as necessary and click OK when finished.

The modified term replaces the original term in the term list.
(If the term already exists, the OK button is dim.)

NOTE: Editing a term in a term list does not change all occurrences of
that term in your library. Use the Change Text command to find the old
term in your references and replace it with the new one.

Deleting A term can be deleted by highlighting it in the list and clicking

Terms Delete Term or selecting Clear from the Edit menu. Deleting a term
from a term list does not remove it from the references in the
library.

Defining Term Lists

Use the Define Term Lists command in the Tools menu to create,
rename or delete a term list. This command is also used to
specify the punctuation that separates individual terms in a
reference (delimiters).

Chapter 9: Term Lists 245

Deleting and Term lists can be renamed without disturbing their links to
Renaming reference fields or the terms within them. Deleting or renaming
term lists does not change the data entered into your references.
Term Lists
To delete or rename a term list:
1. From the Tools menu, choose Define Term Lists (at least one
library must be open to access this command).

2. The drop-down menu at the top of the Lists tab lets you
choose from a list of open libraries. Select the library for
which you would like to modify the term lists.
To Rename a Term List: Highlight a term list and then
click Rename List. In the Rename List dialog, enter the
new name for the list, and click OK.
To Delete a Term List: Select a term list and then click
Delete List.
3. Click OK to save your changes.

Configuring EndNote uses the delimiters in the Define Lists dialog to

Term determine what punctuation separates the individual terms in
the same field in a reference.
Separators
For example, if you import data from a source that uses
(Delimiters) semicolons (;) to separate keywords:
Adult, Age Factors; Astigmatism; Follow-Up
Studies; Hospitals, University; Keratotomy,
Radial; Myopia; Refraction, Ocular

246 Chapter 9: Term Lists

 you would want to be sure that the semicolon was selected as a
separator for your Keywords term list. You would also want to
be sure that the comma was not chosen, because the commas in
this example are used within some of the terms.
By default, EndNote uses the semicolon (;), backslash (\), and
end of line markers as separators. Words or phrases entered on
different lines in a field (by pressing ENTER) are always
interpreted as separate terms, but the other separators can be
changed depending on your needs.
To customize the delimiters for a term list:
1. Open a library.
2. From the Tools menu, choose Define Term Lists.
3. Verify that your library name is selected at the top of the
dialog, then click on the name of the term list that you
intend to modify.
4. Click the check box to the left of the desired separator to
choose it (or to unselect it if it is already checked). The last
check box provides a place to enter a custom term delimiter,
if necessary.

NOTE: Author names must always be entered one per line.

Creating Term Lists

Predefined Three empty term lists are available by default with every
Term Lists library: Authors, Journals, and Keywords. These lists are already
linked to their corresponding fields: the Authors term list is
linked to the Author, Secondary, Tertiary, and Subsidiary
Author fields; the Journals term list is linked to the Secondary
and Alternate Title fields; and the Keywords term list is linked to
the Keywords field.

Creating a To create a new term list:

New Term List 1. From the Tools menu, choose Define Term Lists.
2. Click Create List, and enter the name for the new list. You
cannot create a term list with the same name as an existing
term list.
3. Click OK.

Chapter 9: Term Lists 247

 4. Check the Journal List box only if you want to create a term
list for storing journal names and abbreviations. These
different forms of the journal name can be used
interchangeably when creating bibliographies (see Journal
Names on page 417 for a description of this feature).
The predefined Journals term list is already set up as a multi-
column list. If you delete this list, you can create another one
as described here. Do not create a 4-column journal list for
non-Journal fields.
At this point, you could import an existing list of terms, update
the list from existing EndNote field data, or click on the Terms
tab to manually enter terms into the list. See Adding Terms to a
Term List on page 236.

NOTE: New term lists must be linked to fields for the Suggest terms as
you type and automatic updating features to work. Instructions for
linking term lists to fields follow.

Linking Term Term lists are associated with fields using the Link Term Lists
Lists to Fields command from the Tools menu. When a term list is linked to a
field, the list can be used to facilitate data entry. EndNote can
also keep the term lists current by automatically adding new
terms from linked fields. By linking term lists to particular fields,
you can use the Auto-Suggestion feature whenever you are
entering data into the linked field. Each field can be linked to
only one term list. However, you can link the same term list to
different fields.
The three predefined term lists (Authors, Journals, and
Keywords) are already linked to their corresponding fields. Any
new term list that you create is not linked to a field until you set
up the links. The links between term lists and fields are specific
to each library.
To change these settings or to link a new term list to one or
more fields:
1. Open a library.
2. From the Tools menu, choose Link Term Lists.

248 Chapter 9: Term Lists

 This first item shows
the Author field
linked to the
Authors term list.

3. Choose a library from the list at the top of the dialog.

4. The names of the available term lists appear next to the field
names with which they are linked. You may change the
links here as necessary by choosing a different term list
from the pop-up lists.
5. Click OK to save your changes and close the dialog.
These changes will not alter any data that is currently entered in
either your references or your term lists. Term lists may be linked
to multiple fields.

NOTE: After linking a term list to one or more fields, you should make
sure the list is updated with the data from those fields. Go to the Tools
menu, select Define Term Lists, select the list, and click Update List.

To unlink a term list from a field:

1. With the library open, choose Link Term Lists from the Tools
menu.
2. Scroll through the list of fields to find the field that you
would like to be unlinked from a list. Choose None from the
list next to the field name.
3. Save your changes by clicking OK.

Exporting and Printing Term Lists

Term lists can be exported and then imported into other term
lists as a way to move complete lists from one library to another
(see also Copying Terms Between Lists on page 238).

Chapter 9: Term Lists 249

 You can also open exported term lists in a word processor to
print them.
To export a term list:
1. From the Tools menu, choose Define Term Lists.
2. Highlight the term list that you want to export.
3. Click Export List.
4. Name and save the text file that will be created during the
export.
5. Click OK and the terms are exported to the text file and listed
alphabetically, one term per line.
This file can now be imported into another EndNote term list or
opened in a word processor to be printed. Term lists cannot be
printed directly from EndNote.

Working with the Journals Term List

Important You do not have to use the abbreviation sections in a Journals

Points About term list, but if you do, keep these points in mind:

Entering Enter variations of the same journal name together in one

term.
Journal Names
Enter a consistent abbreviation format in each column. For
example, all Index Medicus abbreviations could be entered
under the Abbreviation 1, another format of abbreviated
names in Abbreviation 2, and so on.
Only the first term for each journal (the one in the Full
Journal slot) is transferred when you insert a term.
Use the Journal Abbreviation option in the styles to pick which
form of the journal names should be used in the bibliography
(see Creating Bibliographies With Journal Abbreviations
on page 252).
EndNote can remove periods from abbreviations during
formatting. EndNote cannot add periods to an abbreviated
journal name.

Updating a For EndNote to accurately use the abbreviated journal names in

Journal List your bibliographies, it is important to be consistent when
entering different formats of a journal name. The first column
should always list the full journal name, and subsequent
columns should store consistent formats of abbreviated names.
See page 250 for more information.

250 Chapter 9: Term Lists

Journal lists are updated automatically, from the Journal Article
and Electronic Article reference types, unless you have turned
off the preferences to update lists (see page 521). When journal
lists are updated, the entry in the main Journal field goes into the
first column of the list (Full Journal) and the journal entered into
the Alternate Journal field goes into the second column
(Abbreviation 1). Be consistent when entering data into these
fields so that the Journals term list will be updated correctly.
Note that if the name entered into the Journal field exists in any
of the columns of the Journals term list, it is not added again.
EndNote tries to avoid duplicate entries in the Journals list.
If you have turned off the preference to automatically update the
term lists, you may manually update the lists as described here.
When you are manually updating Journal lists, you can choose
which columns in the list are used for which fields of data.
To update a journal term list:
1. Open a library and select the references from which you
would like to update the Journals term list. Alternatively,
use the Search command to find only those references that
you would like to use.
2. From the Tools menu, choose Define Term Lists, and then
Journals.
3. Click Update List.
4. Select the fields from which EndNote should extract the
journal names. If importing from selected references, check
the Update from Selected References option.

5. Click OK.
When the importing is complete, you will see a column of journal
names listed in alphabetical order.

Chapter 9: Term Lists 251

Loading You can load one of the supplied journal title lists to use for data
Supplied entry. These lists also contain journal abbreviations for alternate
output, and are used by certain output styles. The lists supplied
Journal in the EndNote X\Term Lists folder are:
Abbreviations Chemical.txt
Humanitites.txt
Medical.txt
To replace the existing Journals list with one of the supplied
journal abbreviation lists:
1. From the Tools menu, select Open Term Lists and then Journals
Term List.
2. Delete all existing terms from the list (you can click and drag
to highlight all terms, and then click Delete Term).
3. Click on the Lists tab and highlight the Journals list.
4. Click Import List.
5. In the File dialog, navigate to the EndNote X\Term Lists
folder, select the list you want to use, and click Open to
import the journal names and abbreviations from the file into
the Journals term list.

Creating When you insert a journal name from the Journals term list into
Bibliographies a reference, only the first entry for the journal name is entered.
However, you can create a bibliography that uses any
With Journal abbreviation in the term list by editing the style used to format
Abbreviations the paper:
To edit a style to use journal abbreviations:
1. From the Edit menu, choose Output Styles and select Open
Style Manager.
2. Select the style that you would like to edit, and click Edit.
3. From the list of options at the left of the Style Editor window,
click Journal Names.
4. Select one of the available options. (See Chapter 15 for more
information about these settings.)
5. Close and save the style. Now when you format a paper or
look in the preview pane of the Library window, all of the
journal names should be replaced with the appropriate
abbreviation.
If a journal name in one of your references does not have the
selected abbreviation entered in the Journals term list, the

252 Chapter 9: Term Lists

 journal name appears in the bibliography exactly as it is entered
in the Reference window.

Which Term List is Used for the Abbreviations?

Since it is possible (though not common) to have more than one
multi-column journal list in a library, it is important to know
how EndNote chooses which Journal list to use with the Journal
Abbreviations feature. EndNote uses the multi-column list that
is linked to the journal field used by the style. (For example, if the
Alternate Journal field is specified by the style, EndNote uses the
multi-column list linked to the Alternate Journal field.) If there is
not a multi-column list that is linked to a journal field, EndNote
uses the first multi-column list that it finds.
The predefined Journals term list that is added to every library is
already set up as a multi-column list, and it is linked to these
fields:
Journal Article reference typeJournal field
Journal Article reference typeAlternate Journal field
Electronic Article reference typePeriodical Title field

Converting If you have previously used the Journal Abbreviations feature in

Old EndNote an earlier version of EndNote (versions 1.0-1.3.5), you can import
the journal names from your old Journal Abbreviations table into
Journals Files the Journals term list. The information in the old table is stored
in the JOURNALS.EN file and it can be directly imported into the
Journals term list using the Import List command (see page 242).

NOTE: In this version of EndNote, you can have a different set of

journal abbreviations for each library, and you may want to update each
library similarly.

Chapter 9: Term Lists 253

254 Chapter 9: Term Lists
Chapter 10

Using EndNote with

Microsoft Word
 Chapter 10 Using EndNote with Microsoft Word
Overview of the Cite While You Write Process ........... 257
Notes about Microsoft Word ........................................... 260
Installing Cite While You Write Support in Word 260
The Cite While You Write Commands ................ 260
Field Codes ............................................................ 263
Using Predefined Manuscript Templates ..................... 264
Citing Sources As You Write ........................................... 268
Forms of Citations ................................................. 268
Finding and Inserting Citations ........................... 270
Finding and Inserting from Highlighted Text .... 271
Inserting Selected Citations ................................. 271
Using Drag-and-Drop or Copy and Paste .......... 271
Manually Inserting Cites/Multiple Cites ........... 271
Inserting From Multiple Libraries ....................... 274
Customizing Individual Citations ....................... 274
Including Notes in the List of References ........... 276
Inserting Citations into a Formatted Paper ........ 277
Citing References in Footnotes and Endnotes .... 277
Typing Citations into Your Paper ................................... 278
Changing Existing Citations ............................................ 286
Generating Bibliographies ............................................... 290
Basic Instructions .................................................. 290
Instant Formatting ................................................ 291
Formatting Bibs/Changing Settings ................... 292
Adding Styles to the Output Styles List ............. 294
Reformatting Papers ............................................. 296
Creating a Bibliography from Multiple Docs ..... 297
Directly Editing Bibliographies ........................... 298
Moving or Deleting Bibliographies ..................... 298
Inserting and Formatting Figures and Tables .............. 299
Notes About Formatting Figures and Tables ..... 299
Finding and Inserting Figures and Tables .......... 300
Updating Figures and Tables ............................... 303
Placing Figures and Tables .................................. 304
Moving Figures and Tables .................................. 306
Deleting a Figure Citation or Figure List ............ 307
Figure and Table Preferences ............................... 308
Setting Cite While You Write Preferences .................... 308
Making Changes to the EndNote Library ..................... 309
Sharing Your Word Documents ...................................... 311

256 Chapter 10: Using EndNote with Microsoft Word

 Overview of the Cite While You Write
Process
This chapter describes how to Cite While You Write (CWYW)
with Microsoft Word 2000, XP, or 2003 to easily and quickly cite
references, figures, and tables, and create a paper with properly
formatted citations, a bibliography, figures, and tables. Cite
While You Write gives you access to EndNote references and
formatting commands with an EndNote X submenu on Words
Tools menu.
You can start by basing your paper on a predefined Manuscript
Template that is set up with publishing rules applied, as
described on page 264. Then, insert a citation into the document.
A bibliography formatted according to any one of hundreds of
styles is created. Instant formatting technology can
automatically update your citations and bibliography as you
write. You can even insert figures and tables found in EndNote
references.
A Traveling Library allows you to reformat references in your
Word document even when your EndNote library is not
available. If you are collaborating with other authors, you can
rely on the Traveling Library to supply reference information.
See The Traveling Library on page 311 for more information.

Word To Cite While You Write, you must use Microsoft Word 2000, XP,
Processor or 2003. Cite While You Write can convert and use Word
documents that previously used the EndNote Add-in or earlier
Compatibility versions of Cite While You Write, although we recommend that
you first unformat those documents.
Issues between Word's Track Changes feature and Cite While
You Write may occur when revisions are visible in the document.
We recommend that you hide revisions in Word while using Cite
While You Write. To hide revisions, go to the Tools menu in
Word and select Track Changes.
If you use a word processor other than Word, or an older version
of Word, save your document as an RTF file and use Format
Paper. See Chapter 11.

Chapter 10: Using EndNote with Microsoft Word 257

 To create a stand-alone bibliography that is not based on the
citations in a paper, see Independent Bibliographies on
page 339 in Chapter 12.

NOTE: Only one word processor at a time should be open when

inserting citations and formatting documents.

Basic The basic steps required to cite a reference and generate a

Instructions bibliography with Microsoft Word 2000, XP, or 2003 are
summarized below. These procedures are described in more
detail later in this chapter.
To Cite While You Write:
1. Open the EndNote library or libraries that contain the
references you wish to cite.
2. Start Microsoft Word and open the paper you are writing.
(We recommend using the template wizard to create your
Word documents as described under Using Predefined
Manuscript Templates on page 264.)
3. When you are ready to cite a source, position the cursor in
the text where you would like to put the citation.
4. Go to the Tools menu in Word, then the EndNote X submenu,
and select Find Citation(s). An EndNote Find Citations dialog
appears, which shows the previous search results.

5. In the Find box, enter identifying text for EndNote to locate

the appropriate reference. This could be an authors last

258 Chapter 10: Using EndNote with Microsoft Word

 name, a year, a keyword, or any other combination of terms
found in the reference.
6. Click Search and EndNote compares the identifying text to
your EndNote references and then lists the matching
reference(s).
7. Identify, highlight, and Insert the appropriate reference(s).
8. Go back to step 3 to insert the next citation, and continue
citing references this way.

NOTE: When Instant Formatting is turned on, each time you insert a
citation it is formatted and a bibliography is updated at the end of your
document. When you are done inserting citations, your document is
done! Instant Formatting is turned on by default. To find out more about
this setting, see Instant Formatting on page 291.

9. If your citations are not automatically formatted, and a

bibliography is not updated each time you insert a citation,
go to the Tools menu in Word, then the EndNote X submenu,
and select Format Bibliography.
Even when Instant Formatting applies, you may want to
Format Bibliography in order to change the style or layout of
your citations and bibliography.
A Format Bibliography dialog appears, where you can
change, or simply verify, the style and layout of the
bibliography.

NOTE: The dialog lists the styles that are currently selected as your
favorites in the Style Manager. If you need to choose a style that is not
in the list, click Browse to locate it.

Chapter 10: Using EndNote with Microsoft Word 259

 10. Click OK. EndNote scans your paper and, using the selected
style, formats temporary citations, updates formatted
citations, and appends a bibliography to the end of the
paper.
Your paper is ready for publication!
If you want to insert figure or table citations, see Inserting and
Formatting Figures and Tables on page 299.

Notes about Microsoft Word

Installing Cite EndNotes installation program installs Cite While You Write
While You support for Microsoft Word 2000, XP, or 2003. If you install Word
after installing EndNote, you must either reinstall EndNote or do
Write Support a custom install of the word processor support. For more
in Word information, see Chapter 2, Installing and Upgrading EndNote.
EndNote commands appear on an EndNote X submenu of the
Tools menu in Word.

The Cite While When Cite While You Write is installed, several EndNote
You Write commands appear on an EndNote X submenu of the Tools menu
in Word:
Commands

260 Chapter 10: Using EndNote with Microsoft Word

When you choose an EndNote command from the menu, the
EndNote program starts (if not already running) and a Cite While
You Write submenu appears on EndNotes Tools menu,
displaying some of the same commands as the Tools>EndNote X
menu in Word.
These are brief descriptions of the Cite While You Write
commands found on the EndNote X submenu of Words Tools
menu:
Find Citation(s) This command displays the EndNote Find
Citations dialog, which allows you to search for EndNote
references to select and insert as citations in your Word
document. See page 270 for more information.
Go To EndNote This command brings EndNote to the front
of your screen. It launches EndNote if it is not already
running.
Format Bibliography This command formats (or reformats)
your paper according to the rules of the selected style. The
formatting process replaces the temporary citations in your
paper with formatted citations, and builds a bibliography at
the end of the document. See page 290 for more information.

NOTE: By default, Instant Formatting is turned on, so your citations and

bibliography are automatically formatted as you work.

Insert Selected Citations This command inserts citations for

each reference currently selected in the open EndNote
library. You can insert up to 50 consecutive in-text citations.
Edit Citations This command displays the Edit Citation
dialog, where you can edit existing individual or multiple
citations. You can omit author and/or year from citations, or
add prefix or suffix text (such as page numbers) to citations.
See page 286 for more information.
Insert Note Use the Insert Note dialog to add custom text
citations to your Word document. See page 276 for more
information.
Edit Library Reference(s) Select citations in your Word
document, then choose this command to directly edit the
corresponding references in EndNote.
Unformat Citation(s) Use this command to unformat a
selected citation before editing it, or to unformat the whole
document. This removes style formatting for the selected
citations, and leaves temporary citations which usually
consist of the authors last name, the year, and the record
number surrounded by delimiters. See page 287 for more
information.

Chapter 10: Using EndNote with Microsoft Word 261

 Remove Field Codes Use this item to save a copy of your
document without formatted Cite While You Write field
codes. Formatted citations and the bibliography are saved as
text. This allows you to submit a copy of your paper to a
publisher. See page 314 for more information.
Export Traveling Library Use this command to create an
EndNote library from the references used in a paper. See
page 312 for more information.
Find Figure(s) This command displays the EndNote Find
Figures dialog. Search for an EndNote reference that
contains an image, and insert a figure or table citation in
your Word document. The citation is numbered, and the
figure or table is automatically added to the document. See
page 300 for more information.
Generate Figure List This command updates your figure and
table citations plus the formatted figures and tables found
within the body of the document or in a list at the end of the
document. See page 290 for more information.
Cite While You Write Preferences Use the Preferences dialog
to change general Cite While You Write preferences and the
EndNote keyboard shortcuts available in Word. See page 529
for more information.
Help Display help specifically about Cite While You Write
features.
You may prefer to execute these commands from the keyboard.
Note the keyboard shortcuts defined under Cite While You Write
Preferences.
You can also use the corresponding EndNote X toolbar for easy
access.

262 Chapter 10: Using EndNote with Microsoft Word

Field Codes Cite While You Write places field codes around and inside your
formatted citations in Word. These hidden codes allow EndNote
to format, unformat, and reformat citations within Word.
For example, this formatted citation:

appears with these field codes:

NOTE: We recommend that you not view field codes in Word. If you
choose to view field codes, please do not modify them. Always keep
backups of your papers!

Field codes for formatted citations include a Traveling Library of

the EndNote references cited. The reference data saved with each
citation includes all fields except Notes, Abstract, Image, and
Caption. This allows you to use the document on a computer that
does not contain a copy of your EndNote library.
EndNotes Cite While You Write field codes are supported by
Word 2000, XP, and 2003. Once you start using Cite While You
Write, you must take precautions before opening those files in
other word processors or another version of Word. If a formatted
document is opened and saved with an incompatible word
processor, the formatted EndNote citations and bibliography
lose their field codes. When this happens, EndNote cannot
reformat the document.
Before you open a paper in a different word processor or give a
publisher an electronic copy of your final formatted document,

Chapter 10: Using EndNote with Microsoft Word 263

 please see Sharing Your Word Documents on page 311 for
instructions.

Using Predefined Manuscript Templates

Many predefined Microsoft Word manuscript templates are
supplied with EndNote to ease electronic submissions to
publishers. We provide them as guides to make your writing
process easier, but they are not required in order to use Cite
While You Write. Plus, you can use a manuscript template even
when you do not plan to use Cite While You Write.
When you use one of the templates to start your paper, many
formatting issues are already set up for your target publication,
such as proper margins, headings, pagination, line spacing, title
page, abstract page, graphics placement, and font type and size.
As with bibliographic formats, there are hundreds of variations
between publishers.

Creating a You can start a new Microsoft Word document based on

Word predefined templates either from within EndNote or directly
from Word. You can also copy and edit one of the predefined
Document manuscript templates.
Based on a To create a document based on one of the predefined
Template manuscript templates:
1. Start EndNote.
2. From the Tools menu, select Manuscript Templates.
3. In the File dialog, browse to the Templates folder found in
the EndNote folder. (EndNote should automatically select
this location.)
4. Select and open the template named for a particular editorial
style guide or the publisher to which you intend to submit
your manuscript.
This opens a new document in Microsoft Word that is based
on the template file, and starts a manuscript template wizard
to help you set up your paper.

NOTE: The first time you launch the manuscript template wizard, you
may receive a notice about macros. Accept macros to continue with the
wizard.

5. Enter the information requested by the template wizard. (See

the next section, Supplying Information to the Template
Wizard on page 266 for more information.)

264 Chapter 10: Using EndNote with Microsoft Word

 As you enter information, the wizard places it in all of the
appropriate places in the document. The windows that
appear, and the information requested, varies depending
upon the publisher.
6. To complete the wizard:
Click Next to continue providing information. If you do
not know how to respond to an information request,
simply click Next to continue with the wizard. You can
later enter the appropriate information in the
designated, bracketed fields in Word.
On the final template wizard window, click Finish to
close the wizard and start writing!

NOTE: You can click Finish at any time to bypass the wizard and start
working in the document. You will need to manually enter information
that would have been inserted by the wizard. Clicking Cancel will stop
the creation of a new document.

The resulting Word document already contains the information

you provided to the wizard. To start entering text into the
document, look for indicators to guide you. See Writing Your
Paper on page 267 for tips about writing in the new document.
To use a manuscript template from within Word:
1. Start Microsoft Word.
2. From Words File menu, select New.
3. Select the EndNote tab to display the supplied templates.

NOTE: Depending on your version of Word, you may first need to

display the General template tab.

4. Select the template you wish to use, select the radio button to
Create a New Document, and click OK.
5. The EndNote manuscript template wizard will start, as
described earlier, and will lead you through the process of
setting up your paper.
When you complete the wizard, you are ready to start writing!
To edit a manuscript template:
1. Start Microsoft Word.
2. From Words File menu, select Open.
3. Navigate to EndNotes Templates folder.

Chapter 10: Using EndNote with Microsoft Word 265

 4. Select and Open the manuscript template you wish to
modify. Template filenames end with the extension .DOT.
5. Make changes to the template, and then save a copy of the
file with a new name.

NOTE: Changes to a manuscript template may disable the manuscript

wizard for that template.

Supplying The EndNote document template wizard asks you to supply

Information to information, required by the publisher, which the wizard then
places in your document. If the same information is required in
the Template more than one place, you enter it once and the wizard copies it
Wizard as needed to the appropriate places and in the appropriate
format.
Each publisher maintains its own guidelines, and those
guidelines vary greatly. As you follow the wizard, you may be
asked for:
Title
Depending on the publisher, you may be asked to provide the
full title as well as a short title or running header.
Author Contact Information and Affiliation
Publishers typically require author information on title pages,
but they may also require it in acknowledgements or in headers
throughout the document. You should provide information
about each contributing author.
Click Add Author to type information about each contributing
author. You also have the option to click Address Book to link to
an Outlook address book and easily insert existing author
information.
Once you add an author name with contact information, it is
retained in an Authors on File list to use later. For subsequent
papers, you can simply select names from the list.
Select the check box next to the corresponding author (the
contact person).
Keywords
Almost every publisher requires that you provide keywords for
indexing the manuscript. You can either provide your own
keywords, or the publisher may require MeSH terms (the
National Library of Medicines Medical Subject Headings).

266 Chapter 10: Using EndNote with Microsoft Word

 Sections
The manuscript sections required by the publisher are listed,
such as Abstract, Introduction, Acknowledgements, Reference
List, Tables, and Figures. These requirements vary significantly
between publishers. The wizard lists the required sections, but
you can select or remove sections as needed.

NOTE: If you need help on one of the windows, press the F1 button on
your keyboard to display a context-sensitive help topic.

Writing Your You selected the Word template appropriate for your publisher.
Paper Then, you followed the template wizard to provide basic
information, so your new Word document already contains that
information. Now, you are ready to write your paper.

Tag Line Indicators

To start entering text into the document, look for tag line
indicators to guide you. For example, you may see a tag that
says:
[Insert Introduction text here (no subheadings)]
You can select this tag and overwrite it as you type the
introduction. Next, you may see:
[Insert Acknowledgements here]
Again, select the tag and overwrite it as you type your
acknowledgements.
Most of the sections of the paper are tagged in this way. These
tags may tell you of character limits, indicate whether you
should include subheadings, and contain font and style
formatting. They organize your manuscript and help you follow
the rules of the publisher.

Cite While You Write Markers

There are several instances where a section tag acts as a marker
for Cite While You Write:
Figure Lists: When you insert a figure citation into your
document, and the current output style is set to create a figure
list at the end of the document, the figure list is created at a
[Figures] tag. To change the position of the figures in your
document, or to move the figure list to a separate file, see
Placing Figures and Tables on page 304.

Chapter 10: Using EndNote with Microsoft Word 267

 Table Lists: When you insert a figure citation where the image
comes from EndNotes Chart or Table reference type, and the
current output style is set to create a table list at the end of the
document, the table list is created at a [Tables] tag. To change the
position of the tables in your document, or to move the table list
to a separate file, see Placing Figures and Tables on page 304.
Bibliographies: When you insert an in-text reference citation in
the body of your document, the bibliography is created at the
[References] tag.
The manuscript template applies a corresponding output style to
the bibliography. For example, the Nature manuscript template
would use the Nature output style to format the bibliography,
although you can apply a different output style if you wish.

Citing Sources As You Write

You can enter EndNote temporary citations into a paper at any
time, but most writers prefer entering citations as they write the
paper rather than waiting to insert them after the text is written.

Forms of A citation is the brief bibliographic information in the body of

Citations a paper that refers the reader to a complete reference in the
bibliography. A citation typically consists of a bibliography
number or the author and year in parentheses:
... of the species at hand1.
... of the species at hand (Argus, 1991).
Citations can appear as either unformatted or formatted in your
Word document.

Unformatted (Temporary) Citations

An unformatted citation is a temporary placeholder, and does
not reflect final output. It may appear after you Find Citation(s)
and Insert, Insert Selected Citation(s), drag-and-drop or copy and
paste citations from EndNote to Word, Unformat Citation(s), or
manually enter unformatted citations. It contains information to
find a unique, corresponding EndNote reference in the currently
open library.

NOTE: If you have Instant Formatting turned on, you may never see an
unformatted citation. Instant Formatting is turned on by default.

268 Chapter 10: Using EndNote with Microsoft Word

An unformatted citation typically consists of the first authors
last name, year, and the EndNote record number, with citation
delimiters at each end to identify the text:
{Author, Year #Record Number}.
For example:
{Alvarez, 1994 #8}
The unformatted citation makes it easy to identify the record
cited. Even if your final goal is numeric citations, you can see
meaningful information while you are working on your
document.
EndNote relies on these temporary citations to determine which
references to include in the bibliography.

Formatted Citations
The Format Bibliography command uses an output style to convert
all unformatted citations into formatted citations, and reflects
final output.

NOTE: When Instant Formatting is turned on, formatting is done as you

insert citationsbut you can still use Format Bibliography to change the
style or layout of your citations and bibliography.

Formatted citations include hidden Word field codes in case you

want to Format Bibliography again later, either after adding more
citations or because you want to format in a different style.
Citations formatted in an Author-Date style might look like this:
(Alvarez 1994; Turnhouse 1987)
This is the same citation formatted in the Numbered style:
[1,2]
You can easily revert from formatted citations back to
unformatted citations at any time. See Unformatting Citations
on page 287.

Chapter 10: Using EndNote with Microsoft Word 269

Finding and You can search for EndNote references and insert them without
Inserting ever leaving Word.

Citations This is the easiest way to find and insert a citation into a Word
document:
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 Words Tools menu, select the EndNote X submenu and
Find Citation(s) to display the EndNote Find 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, and EndNote compares the text to text in your
EndNote references and lists the matching reference(s).
6. Identify, highlight, and Insert the appropriate reference(s).
If no references match your text, you need to modify your
search text and click Search again.
Citations are inserted directly into your paper in the same font as
the surrounding text. Once a citation is inserted, it contains
complete reference information in hidden codes.
You can insert citations in an existing manuscript or as you write.
Remember to Save your document as you work.

270 Chapter 10: Using EndNote with Microsoft Word

 To format your citations and generate a bibliography, see
Generating Bibliographies on page 290. In most cases, Instant
Formatting applies as you insert citations.

Finding and To find and insert a citation from highlighted text:

Inserting from 1. As you are typing, enter text to identify the reference you
Highlighted wish to cite, and highlight that text.

Text 2. From Words Tools menu, select the EndNote X submenu and
Find Citation(s) to display the EndNote Find Citations dialog.
EndNote inserts your highlighted text into the Find box. Use the
Find Citation(s) dialog as described above under Finding and
Inserting Citations.

Inserting To insert references selected in EndNote:

Selected 1. Open the Word document and position the cursor at the
Citations location where you would like the citation.
2. From the Tools menu in Word, go to the EndNote X submenu
and then Go to EndNote.
3. Highlight the desired reference(s) in your EndNote library.
4. From the Tools menu in EndNote, select the Cite While You
Write submenu and choose Insert Selected Citation(s).

Using Drag- You can drag selected citations from your EndNote library and
and-Drop or drop them into your paper at the desired location for the citation.

Copy and Paste You can also copy citations from the EndNote Library window
and paste them into the document (using Copy from EndNotes
Edit menu and Paste from Words Edit menu).

Manually You can manually type temporary citations if you prefer. See
Inserting Typing Citations into Your Paper on page 278 to learn what
types of citations EndNote recognizes.
Citations

Inserting There are several ways to insert multiple references in one in-text
Multiple citation. When formatted, they appear as one multiple citation,
sorted as your bibliographic style requires:
Citations
Unformatted: {Hall, 1988 #77; Baker, 1988 #16}
Formatted: (Baker, 1988; Hall, 1988)

Chapter 10: Using EndNote with Microsoft Word 271

 EndNote can insert up to 50 consecutive in-text citations.

NOTE: If one of the citations in a multiple citation is not matched during

formatting, the entire citation remains unformatted. Notes cannot be
inserted as part of a multiple citation.

To insert multiple citations from Word:

1. From the Tools menu in Word, go to the EndNote X submenu
and select Find Citation(s).
2. Enter a generic search term that will find the references you
want, and click Search.
3. Hold down the CTRL key while clicking on the desired
references in the list (or hold down the S HIFT key to select a
continuous range of references) in order to highlight the
references.
4. Click Insert.
To insert multiple selected citations from EndNote:
1. In EndNote, hold down the C TRL key while clicking on the
desired references in your library (or hold down the SHIFT
key to select a continuous range of references).

2. From EndNotes Tools menu, go to the Cite While You Write

submenu and choose Insert Selected Citation(s).
To insert multiple citations individually:
Another option is to insert citations individually, but
immediately next to each other. Cite While You Write merges
adjacent citations during formatting. Citations do not merge if
any character separates themincluding a space or punctuation
mark.

272 Chapter 10: Using EndNote with Microsoft Word

Unformatted: {Hall,1988 #77}{Baker, 1988 #16}
Merged when Formatted: (Baker, 1988; Hall, 1988)

NOTE: You can add citations to an existing in-text citation, or change

the order of citations within the delimiters with the Edit Citations dialog.

To insert, remove, or edit citations within an existing in-text

citation:
1. Click on the formatted citation.
2. From Words Tools menu, go to the EndNote X submenu and
Edit Citation(s) to display the EndNote Edit Citation dialog.

All of the cited references in the document are listed in the

left column of the dialog. An ellipses shows where a citation
appears within text. The line below shows the cited
reference(s).
3. Highlight a citation, and then:
Click Remove to delete it.
Click Insert to insert another citation within the same set
of delimiters.
Use the arrow buttons to change the order of the citation
in a multiple citation. (If a Citation Sort Order is applied
by the current output style, changing the order of
citations in a multiple citation has no effect.)
You can use the other features on this dialog as described on
page 274.

Chapter 10: Using EndNote with Microsoft Word 273

Inserting From You can cite references from multiple libraries. Simply open the
Multiple selected libraries before you begin inserting citations.

Libraries If possible, though, we recommend that you use a single library

when writing a paper. Keeping all of your references in one
library simplifies the writing process because you know exactly
where to find each reference, there is little likelihood of duplicate
references, and you only need to have one library open when
inserting citations.

NOTE: If you plan to insert citations from more than one library into a
paper, read about the Merge Duplicates in Bibliography preference in
the Preferences chapter on page 515.

Customizing There may be cases where you want individual citations to differ
Individual from the standard format. You may want to remove the year or
author from a citation if either was mentioned in the context of
Citations the sentence. Or, you might want to add a page reference or
comment before or after the citation.
For example, assume a formatted citation looks like this:
Halls discovery (Hall, 1988)
You can omit the authors name from the citation:
Halls discovery (1988)
You can omit the date from the citation:
the 1988 discovery (Hall)
You can add a suffix with page number to the citation:
the discovery (Hall, 1988 p.4)
You can add a prefix to the citation:
the discovery (see Hall, 1988)
To customize a formatted citation:
1. Insert and format the citation.
2. Click on the formatted citation.

274 Chapter 10: Using EndNote with Microsoft Word

3. From Words Tools menu, go to the EndNote X submenu and
Edit Citation(s) to display the EndNote Edit Citation dialog.

All of the cited references in the document are listed in the

left column of the dialog. An ellipses shows where a citation
appears within text. The line below shows the cited
reference(s).
4. Highlight the citation you want to customize.
5. Customize as needed:
Exclude Author: Select this to omit the author name
from the formatted citation.
Exclude Year: Select this to omit the date from the
formatted citation.
Prefix: Enter text here to print immediately before the
citation text (spaces are significant).
Suffix: Enter text here to print after the citation text
(spaces are significant). You can enter page numbers
here if you always want them to print after the citation.
Pages: Page numbers entered here are considered
entered into a Cited Pages field, so they can be
manipulated on output just like any other EndNote field.
In order to print, the Cited Pages field must be listed in
the citation template and/or footnote template of your
output style. This is typically used to print the page
numbers within a full footnote citation. Most EndNote
styles that require a special format for citations in
footnotes are already configured this way. For

Chapter 10: Using EndNote with Microsoft Word 275

 information about how to modify your output style to
include Cited Pages, see Chapter 15.
6. Click OK to implement the change(s) to the citation.

Including Some journal styles (such as Science) require that you include
Notes in the notes along with the list of works cited at the end of the
document. In such a system, notes are numbered just like
List of citations, and are included in the reference list in order of
References appearance, along with bibliographic references.
Including notes in this way makes sense only when you are
formatting your paper with a numbered style (not an author-
date style).
To insert text as a numbered note in the reference list:
1. Position the cursor at the location in your text where you
would like the number indicating the note.
2. From the Tools menu, go to the EndNote X submenu and
select Insert Note to display the EndNote Insert Note dialog.

3. Type your note text into the text box. There is no limit on the
amount of text you can enter.
4. Click OK to insert a numbered note.
When your paper is formatted by EndNote using a numbered
style, the note text is assigned a number and listed along with the
references at the end of the paper.
The way that notes are displayed when unformatted can be
changed in the Temporary Citations preferences (see page 510).
To manually type text as a numbered note in the reference list:
1. Type the text into the body of your document where you
would want the number for the note to appear.
2. Be sure to surround the entire section of text with your
Temporary Citation Delimiters (curly braces by default),
and begin it with NOTE:. For example:

276 Chapter 10: Using EndNote with Microsoft Word

 {NOTE: The authors would like to
acknowledge the support of...}
Restrictions on the Use of the NOTE Feature:
This feature requires that a numbered style be used for
formatting; otherwise, the note appears as text in the body of
your paper.
Enter text only. Do not enter graphics, equations, or symbols.
Do not use the temporary citation delimiters as part of the
text of the note. Other markers, such as the record number
marker, the prefix marker, and the multiple citation
separator may be used.
Notes cannot be combined with regular bibliographic
citations within the same set of delimiters (such as
parentheses or brackets). They must be cited separately
each in its own set of delimiters.

Inserting If you need to add one or more citations to a paper that has
Citations into a already been formatted, simply insert the new citations into the
text (as described earlier in this chapter) and choose Format
Formatted Bibliography when you are ready to update the bibliography and
Paper citations.
To add a new reference to an existing citation, insert the new
reference next to (not within) the existing citation, like this:
(Hockney and Ellis, 1996){Argus, 1984 #1}
Adjacent citations are merged during formatting, and the
formatted citations are sorted according to the style:
(Argus, 1984; Hockney and Ellis, 1996)

NOTE: Do not insert a citation into the middle of a formatted citation.

Insert it immediately before or after the existing citation, with no space
between them.

Citing Once you have created a footnote or endnote in Word, you can
References in cite references in that footnote or endnote just like you cite them
in the body of the document.
Footnotes and
To cite a reference in a footnote or endnote:
Endnotes
1. Use the appropriate command in Word to create the footnote
or endnote. (EndNote does not create the footnote or endnote
in the document, but is used to insert and format citations in
the note.)

Chapter 10: Using EndNote with Microsoft Word 277

 2. Position the cursor in the footnote or endnote where you
would like the citation(s) to appear.
3. Insert the citation as you normally would.
The EndNote style that is selected when you choose Format
Bibliography determines how citations in footnotes and endnotes
are formatted. EndNote can format these citations as brief in-text
citations or like complete references in the bibliography. It can
also create a special format specific to footnotes or endnotes,
including options like Ibid. and other variations of shortened
references when a citation appears more than once in the
footnotes or endnotes. See Chapter 15 for more information, and
Bibliography and Footnote Templates on page 402.
If you are citing full references in footnotes, you can include
specific page numbers to be formatted like a regular EndNote
field. See Customizing Individual Citations on page 274. Or, if
you are manually typing citations, see Citing Specific Page
Numbers in Footnotes on page 283.

Typing Citations into Your Paper

There are many ways to insert citations in your paper, as
discussed previously in this chapter. The most flexible way is to
manually type temporary citations directly into your paper.
Your hands never have to leave the keyboard.
The rules described in this section govern how EndNote
recognizes and interprets temporary (unformatted) citations.
Use these rules when typing temporary citations directly into
your document.

NOTE: Even when Instant Formatting is enabled, it is not triggered

when you manually type a reference into a document. You must go to
the Tools>EndNote X menu and either insert another reference with the
Find Citation(s) command or choose Format Bibliography to format or
update citations and a reference list.

Notes About Each citation must match only one reference in the library.
Temporary When Instant Formatting is turned off, a temporary citation
Citations is enclosed in citation delimiters and typically includes the
first authors last name, the year of publication, and the
record number for that reference: {Schwartz, 1990 #5}.

278 Chapter 10: Using EndNote with Microsoft Word

 Within one set of citation delimiters you can have several
citations separated by semicolons:
{Schwartz, 1990 #5; Billoski, 1992 #28}.
Curly braces ({ and }) are the default temporary citation
delimiters, although they can be changed (see page 510).
EndNote looks for these markers to find citations in your
word processing documents.
In addition to the citation delimiters, these are other possible
components to a temporary citation: Author, Year, Record
Number, Prefix Text, Suffix Text, and any other text found in
the record.
Any part of a temporary citation can be omitted, as long as
enough information remains to match just one reference in
the library. If you omit an author or year from a temporary
citation, those components are omitted from the formatted
citation as wellalthough you can change this preference.
(See Omitting Authors or Years from Citations on
page 281.)

Components The typical EndNote temporary (unformatted) citation consists

of a Temporary of an authors last name, a year, and a record number, all
enclosed in citation delimiters. However, temporary citations
Citation can take on various other formats.
Temporary citations must begin and end with the opening and
closing citation delimiters, but the other components of a
temporary citation can vary.
You can type any string of text found in the reference, as in:
{dinosaur extinction}
Or, you can type any of these items in this order (comma
placement is significant):
{Prefix \Author, Year #Record Number Suffix}
{Prefix \Author, Year, Any Text, Suffix}
Each component is briefly described below; more detailed
information follows.
Authors Last Name: Only the last name of one author is
listed in a temporary citation. It can be any author associated
with the reference, and not just the first author. Include a
comma after the authors name to limit the search only to
author fields:
{Schwartz, 1990}

Chapter 10: Using EndNote with Microsoft Word 279

 Year: The year should appear exactly as it does in the
reference, and it should be preceded by a comma. Even if you
leave out the author name, include a comma before the year
to limit the search to the Year field:
{, 2001}
Record Number: The record number is EndNotes unique
number for a reference. It is the only part of a temporary
citation that you can count on to always identify just one
reference in your library. The record number must be
preceded by a number sign:
{Jones, 1987 #84}
Any Text: Any text that appears in the reference can be used
to help EndNote locate the reference in the library. In order
for this to be helpful, choose words that are unique to that
reference. Enter the specific text only, or enter the text in
place of the record number part of the temporary citation
and after a second comma:
{greenhouse}
{Schwartz, 1990, greenhouse}
{Schwartz, , greenhouse}
In the third example, where the date is omitted, you must
insert a space between the two commas or EndNote will not
recognize any citation matches.
Prefix Text: To add text to print before the formatted
citation, type the text immediately after the opening brace
and then a backslash \ to separate prefix text from the
search text:
{see \Jones, 1987 #84}
Suffix Text: To add text to print after a formatted citation,
enter the suffix text immediately after the record number or
enter a third comma after the search text and then type the
suffix text:
{Smith, 1995 #98 p.293}
{Smith, 1995, dinosaur, p.293}

NOTE: For an easy way to modify individual Cite While You Write
citations once they are formatted, see Customizing Individual
Citations on page 274.

280 Chapter 10: Using EndNote with Microsoft Word

Omitting While your style may normally include the authors name and
Authors or date in each in-text citation, you may want to omit the author
and/or year from a particular citation. This is useful if you have
Years from mentioned the author or year in the context of the sentence and
Citations do not want to repeat the information in the citation.
To remove the authors name or date from a citation, simply
leave that information out of the unformatted citation.
To omit the authors name, enter:
...Wyatts recent discovery {, 1993 #38}.
which will format as:
...Wyatts recent discovery (1993).
To omit the date, enter:
...about his 1993 discovery {Wyatt, #38}.
which will format as:
...about his 1993 discovery (Wyatt).

NOTE: Numbered citations do not print the author name or year in any
case, so these settings would be ignored.

If you want a reference to appear in your bibliography, but not

as a citation in your paper, you can exclude both the author and
year, leaving only the record number. When you format your
paper with a style that formats authors and years in the citations,
this particular citation will not display in text, but will be
included in the bibliography.
However, if you would rather have the author and year appear
in the formatted citation regardless of whether or not they are in
the temporary citation, choose Preferences from EndNotes Edit
menu, select the Formatting option, and uncheck the setting to
Omit Author and/or Year from formatted citation if removed
from temporary citation. With this setting turned off, you may
enter just the record number {#34} as a temporary citation, and
still format the paper accurately with a style that requires
authors and years in the in-text citations.

NOTE: For an easy way to modify individual Cite While You Write
citations once they are inserted, see Customizing Individual Citations
on page 274.

Chapter 10: Using EndNote with Microsoft Word 281

Citation You can type a prefix in front of any unformatted in-text citation,
Prefixes using a backslash to separate the prefix text from the reference.
For example, an in-text citation such as:
{see also \Hall, 1988 #77}

formatted in the APA style would be:

(see also Hall, 1988)
When there is only one prefix in a multiple citation and it is at the
beginning of the citation, it will stay there regardless of how the
citations are sorted. For example, this citation:
{e.g. \Hall,1988 #77; Argus, 1991 #11}
after being formatted in the APA style will appear as:
(e.g. Argus, 1991; Hall, 1988)
If the prefix is not at the beginning of the multiple citation, or if
there is more than one prefix in a multiple citation, the prefix text
remains with the reference it precedes. For example, this citation:
{Argus, 1984 #11; especially \Hall, 1988 #77}
formatted in the Author-Date style will be:
(Argus, 1984; especially Hall, 1988)

Changing the Citation Prefix Marker

You can change the prefix marker from a backslash to another
character by choosing Preferences from EndNotes Edit menu,
selecting the Temporary Citations option, and changing the
character in the Citation Prefix Marker box. Use a character
that is not otherwise used in the citations. Letters, numbers,
semicolons, @ and commas cannot be prefix markers. See
Temporary Citations on page 510 for more information.

282 Chapter 10: Using EndNote with Microsoft Word

Citation Text typed after the record number or search text in an
Suffixes unformatted citation appears immediately after the citation
when it is formatted. For example, these citations:
{Hall, 1988 #77, p. 5}
{Smith, 1995, dinosaur,, p.293}
after being formatted in the APA style will appear as:
(Hall, 1988, p. 5)
(Smith, 1995, p.293)
In multiple citations, the suffix text remains with the citation that
it follows, even if the citations are sorted differently during the
formatting process. For example, this citation:
{Hall, 1988 #77 p. 5; Argus, 1991 #11}
formatted in the Author-Date style will be:
(Argus, 1991; Hall, 1988 p. 5)

Including In order to print an actual semicolon or the prefix marker (\) as

Semicolons & part of a citation, type an accent grave (`) before the character.
The accent grave tells EndNote to treat the following character as
Other Citation regular text, and not as a significant character for parsing the
Delimiters in a citation. For example, to create a citation that is formatted as
Citation (see Figure 1; Jackson, 1994) the unformatted citation must
look like this: {see Figure 1`; \Jackson, 1994 #28}. The ` character
before the semicolon tells EndNote not to treat the semicolon as
a separator between citations.

Citing Specific When citing full references in footnotes, you might want to
Page Numbers include specific page numbers. EndNote provides a way to do
this where the page numbers that you type into a temporary
in Footnotes citation can be manipulated by the EndNote style just like a field
in your EndNote reference. You can add specific pages to the
temporary citation, and have the EndNote style include them
wherever they need to be in the formatted citation. The style can
also apply special pages formatting, like deciding whether to
add p. or pp. before the page numbers, and how to list the
range of pages.
The easiest way to add cited pages is to use the Edit Citation
dialog. See Customizing Individual Citations on page 274.

Chapter 10: Using EndNote with Microsoft Word 283

 To manually include specific page numbers to a reference in an
unformatted footnote citation, simply enter the page number
preceded by @ at the end of the temporary citation:
{Smith, 1999 #24 @145-6}
All text that follows the @ symbol (up to the next space) is
considered the Cited Pages. You must also configure the
EndNote style used to format the paper to use Cited Pages in
the footnote template. Most EndNote styles that require a special
format for citations in footnotes are already configured this way.
When EndNote formats the citation, the cited pages (145-6 in
the example above) are inserted in the correct location and
formatted as appropriate for the style. See Chapter 15 for more
information about EndNotes styles.

NOTE: If you enter page numbers at the end of the temporary citation
without the @ character, they will still appear in a formatted in-text
citation, but EndNote will not be able to manipulate them by changing
the page format or by moving them to a different position in the
formatted citation. They will simply appear, as entered, at the end of the
formatted in-text citation. This is a perfectly acceptable way to enter
page numbers for in-text citations (or for footnotes formatted just like
your in-text citations). See Citation Suffixes on page 283 to see how
this works. This method will not work for citations in footnotes that are
formatted as full bibliographic references or with a special footnote
format. For those cases, you must use the @ symbol to identify the
cited pages in the temporary citation.

284 Chapter 10: Using EndNote with Microsoft Word

Examples of The following examples demonstrate how different
Modified modifications to a temporary citation affect its formatted citation
in either an author/year or numbered style. In the first column
Citations is an example of a modified temporary citation before
formatting, and to the right are two examples of that citation
formatted in different styles.

Examples of Modified Citations

Unformatted Formatted with Formatted Comments
Citation Author-Date with
Numbered
{Hall, #77} (Hall) [1] To remove the year from the formatted citation, simply delete
it from the unformatted citation.

{, 1988 #77} (1998) [1] To remove the author from the formatted citation, delete just
the authors name from the unformatted citation. Note that
the comma remains in the temporary citation to indicate the
omission of the author.

{#77} No citation appears [1] This temporary citation removes the author and the year
from the formatted citation. When formatted with an author-
date style, the in-text citation is eliminated, but the reference
still appears in the bibliography. Numbered citations appear
as usual.

{Hall,1988 #77 p.4} (Hall 1988 p.4) [1 p.4] To add text after the formatted citation, add it after the record
number in the unformatted citation. With this temporary cita-
tion, the text after the record number, including spaces and
punctuation, is added to the formatted citation.

{see \Hall, 1988 #77} (see Hall 1988) [see 1] To add text before the formatted citation, type the text imme-
diately after the opening curly brace, and type a backslash
\ to separate the text from the authors name. (See Cita-
tion Prefixes on page 282.)

{Hall, #77, p.4} (Hall, p.4) [1, p.4] This temporary citation eliminates the year from the format-
ted citation, but adds the additional text , p.4. Type addi-
tional text after the record number or after a third comma
when using additional search text.

Chapter 10: Using EndNote with Microsoft Word 285

 Changing Existing Citations
You can change citations at any time. After making changes,
choose Format Bibliography to (re)format the new or modified
citations and regenerate the bibliography.

Editing Once you have inserted and formatted a citation, you should not
Citations edit it directly (although you can do so, if you feel you must).
Direct edits are lost the next time EndNote formats the
bibliography.
You can almost always get EndNote to format your citations
exactly to your specifications by editing the style, the EndNote
reference, or the citation (as described here).
To safely edit a formatted citation:
1. Click on the citation you wish to change.
2. From Words Tools menu, go to the EndNote X submenu and
Edit Citation(s) to display the EndNote Edit Citation dialog.

All of the cited references in the document are listed in the

left column of the dialog. An ellipses shows where a citation
appears within text. The line below shows the cited
reference(s).

286 Chapter 10: Using EndNote with Microsoft Word

 3. Select the appropriate citation from the list at the left of the
dialog (you can scroll through all citations in the document)
and make any of the following changes to the highlighted
citation:
Exclude Author: Select this to omit the author name
from the formatted citation.
Exclude Year: Select this to omit the date from the
formatted citation.
Prefix: Enter text here to print immediately before the
citation text (spaces are significant).
Suffix: Enter text here to print after the citation text
(spaces are significant).
Pages: Enter page numbers here to print as Cited Pages.
To print, the Cited Pages field must be listed in the
citation template or footnote template of the output
style.
4. You can add or remove citations from a multiple citation, or
change the order of citations.
Insert: Use this to add another citation within the same
set of delimiters.
Remove: Highlight a citation and click Remove to delete
it from the in-text citation.
Up and Down Arrows: Highlight a reference and use
the arrows to change the order of display. (If a Citation
Sort Order is applied by the current output style, using
this dialog to change the order of citations in a multiple
citation has no effect.)
5. Click OK to implement your change(s).

Unformatting Unformatting reverts formatted citations to temporary citations,

Citations removes the bibliography, and turns off instant formatting.
If your citations are formatted in a numbered style, you can
unformat your paper to easily identify citations as you work.
You can Format Bibliography again later.

NOTE: Unlike formatted citations, unformatted citations require that

you have the corresponding EndNote library open in order to format the
paper again. Unformatting removes the Traveling Library.

Chapter 10: Using EndNote with Microsoft Word 287

 To unformat citations:
1. Determine which citations you want to unformat:
To unformat a particular citation, highlight only that
citation.
If the citation you want to unformat is part of a multiple
citation, highlight the multiple citation. All citations
within the delimiters will be unformatted.
To unformat a section of the document, highlight that
section.
To unformat the entire document, either select nothing
or highlight the entire document.
2. From Words Tools menu, go to the EndNote X submenu and
Unformat Citation(s). If you are unformatting the entire
document, this unformats all of the in-text citations and
removes the current bibliography.
You can tell when a paper is unformatted because the citations
appear in the temporary citation format (such as {Smith, 1999
#25}).
Unformatted citations are temporary placeholders that do not
reflect final output. If you want to send your final formatted
document to a publisher, see Removing Field Codes on
page 314.

NOTE: When you unformat citations, Instant Formatting is disabled. To

format your paper, go to the Tools menu, then the EndNote X submenu,
and choose Format Bibliography. From the Format Bibliography dialog,
you can enable Instant Formatting again on the Instant Formatting tab.

Moving or You can highlight any text that includes citations, then use the
Copying Edit menu commands to Cut or Copy and then Paste it elsewhere
in the document. You can do this with formatted or temporary
Citations (unformatted) citations.
To move or copy only the citation itself, make sure you highlight
the entire citation (including surrounding delimiters). Then Cut
or Copy and Paste it elsewhere in the document.

288 Chapter 10: Using EndNote with Microsoft Word

Deleting To delete an unformatted citation, simply highlight the entire
Citations citation (including delimiters), and press the backspace or delete
key.
While it is possible to highlight a formatted citation and simply
press the delete key on your keyboard, we do not recommend
you do that. If you do not completely delete the citation and all
associated codes, you could corrupt your document.
To safely delete a formatted citation:
1. Highlight the citation you want to delete.
2. From the Tools menu in Word, go to the EndNote X submenu
and select Edit Citation(s) to display the EndNote Edit
Citation dialog.
All of the cited references in the document are listed in the
left column of the dialog. An ellipses shows where a citation
appears within text. The line below shows the cited
reference(s). The citation you highlighted in the document
should be highlighted in the list.
3. In the left column, make sure the highlighted citation is the
one you want to delete.
If the citation is part of a multiple citation, make sure you
select just the citation you want to delete.
4. Click Remove.
5. Click OK.

Chapter 10: Using EndNote with Microsoft Word 289

 Generating Bibliographies
Formatting a bibliography serves two functions:
It formats each in-text citation according to the selected
bibliographic style.
It adds a complete bibliography to the document (unless you
override this with a setting in the output style).
The format used for citations and references is determined by the
output style selected.

Basic When you have finished writing your paper in Word, and all of
Instructions your EndNote citations have been inserted into the text, you are
ready for EndNote to format the paper and generate a
bibliography. This can be done in one of two ways:
Instant Formatting actually works as you insert citations, and
is enabled when you first start using 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 must use the Format Bibliography command.
Format Bibliography, selected from the EndNote X submenu on
the Tools menu, allows you to modify style and layout
settings before formatting your document. This is also where
you enable or disable Instant Formatting.
These are the basic formatting instructions:
1. From the Tools menu in Word, go to the EndNote X submenu
and select Format Bibliography.
2. On the Format Bibliography tab, use the With output style
option to select an output style to format references. It is
okay to experiment with different styles because you can
simply reformat again.
3. Click OK to format all citations and build the bibliography.

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Instant Instant Formatting works while you write your paper. As you
Formatting insert citations, EndNote uses the currently selected style to
format citations and update the bibliography. By default, Instant
Formatting is enabled the first time you use Find Citation or
Format Bibliography from the Tools>EndNote X menu.

NOTE: To use Instant Formatting in Word XP, smart tags must be

enabled (they are turned on by default). In Word XP, go to the Tools
menu and choose Auto Correct Options. Click on the Smart Tags tab.
Select the check box titled Label text with smart tags. In the list of
Recognizers, make sure Cwyw Citation Recognizer is selected.

To change the style or layout of references, or to change Instant

Formatting settings, you can use the Format Bibliography
command, which is described in the next section.
In some cases, Instant Formatting is disabled, such as when you
unformat your paper.
Even when Instant Formatting is enabled, it is not triggered
when you manually type a reference into a document. You must
go to the Tools>EndNote X menu and either insert another
reference with the Find Citation(s) command or choose Format
Bibliography to format or update citations and a reference list.

NOTE: To turn Instant Formatting on or off for new Word documents,

see General Preferences on page 529.

To enable or disable Instant Formatting in the current

document:
1. From the Tools menu in Word, go to the EndNote X submenu
and select Format Bibliography.
2. Click the Instant Formatting tab.
3. Click Enable or Disable to toggle Instant Formatting.
When enabled, you can click the Settings button to change
these Instant Formatting controls:

Chapter 10: Using EndNote with Microsoft Word 291

 Scan for temporary citations turns on scanning of
temporary citations. This finds and formats all citations,
including those you may have entered manually. You
can select how often EndNote scans your document.
Check for citation changes turns on background
scanning that looks for citation changes.
Click OK to save changes to the Instant Formatting settings.
4. Click OK to format all citations and build the bibliography.

NOTE: When Instant Formatting is enabled, leaving the Format

Bibliography dialog--whether you click OK or Cancel--will always trigger
formatting in your document.

Formatting the You may be halfway through inserting citations, or you may
Bibliography have finished writing your paper. You may have instant
formatting enabled, or you may have manually inserted citations
and/or with formatting disabled. It doesnt matter. As long as you have
Changing citations entered in your document, you can format your paper
Bibliography at any time. You can reformat after adding more citations or to
change the style or layout settings.
Settings
NOTE: The first time a citation is formatted, the corresponding EndNote
library must be open. After that, EndNote can use the Traveling Library
for reference information. See The Traveling Library on page 311 for
more information.

To format citations and generate a bibliography:

1. From the Tools menu in Word, go to the EndNote X submenu
and select Format Bibliography.

292 Chapter 10: Using EndNote with Microsoft Word

2. On the Format Bibliography tab, change or verify these
settings:

Format document: Make sure the appropriate Word

document is selected from the list of open Word documents.
With output style: Select the appropriate output style to
format references. You can experiment by reformatting with
various output styles. To add more output styles to the list,
see Adding Styles to the Output Styles List on page 294.
Temporary citation delimiters: These are the opening and
closing delimiters for temporary citations. Make sure they
are unique delimiters, and not characters you would
normally use in your paper. The defaults are curly braces.
3. On the Layout tab, change or verify these settings:

Chapter 10: Using EndNote with Microsoft Word 293

 Font and Size: These are the text font and size used for the
bibliography.
Bibliography title: To print a title at the top of your
bibliography, type the title in this text box.
Text Format: The Text Format button displays a dialog
where you can change the format of the bibliography title.
Start with bibliography number: Enter a starting reference
number if you want to number your bibliography.
First line indent and Hanging indent: Use these settings to
set a paragraph indent, a hanging indent, or no indent at all.
The hanging indent applies to the second and subsequent
lines of a reference in the bibliography. Type measurements
as centimeters (cm), inches (in), lines (li), or points (pt).
Line spacing and Space after: Set the Line spacing for
within a reference and the Space after for spacing between
references.
4. On the Instant Formatting tab, you can Enable or Disable
Instant Formatting. See the Instant Formatting section above
for more information.
5. Click the Libraries Used tab to see which libraries are
referenced in the document.
6. Click OK to save changes and format your citations and
bibliography.

NOTE: You do not have to verify each tab every time you format. If all
you want to do is change the output style, choose Format Bibliography,
select the output style on the Format Bibliography tab, and click OK.

Adding Styles The bibliographic style selected on the Format Bibliography dialog
to the Output determines how EndNote formats the citations in your paper
and the references in the bibliography. The style takes care of
Styles List text styles, punctuation, and sorting required for the citations
and bibliography, as well as which fields are included in the
bibliography.
You can use Format Bibliography to select a different style and
reformat your document at any point.

294 Chapter 10: Using EndNote with Microsoft Word

If you do not see the style that you want to use listed in the
Output Style list:
1. In EndNote, go to the Edit menu, choose Output Styles, and
then select Open Style Manager.

close
button

2. Find the style that you need.

You can quickly select a style by typing its name, or
scroll through the list to find what you need.
Click on the column headings to sort the styles by either
name or category. Click a second time to reverse the sort
order.
Use the Find button in the Style Manager window to find
entire categories of styles or to search for a style by a
word in its name. For example, click the Find button and
choose Chemistry to display all of the styles in the
category Chemistry.
The Style Info item in the information panel can be changed
from Style Info to Style Preview to display a preview of how
the selected style formats EndNotes sample references.
3. Click in the column box to the left of the styles name to
choose it as one of your favorites. Or, to mark all of the styles
that are displayed, perhaps a whole category, click Mark All.

Chapter 10: Using EndNote with Microsoft Word 295

 All styles marked
as favorites
appear on the
Output Styles
menu.

Use the Find

option to quickly
locate categories
of styles or
individual styles.
Choose to
The Less Info/ show the style
More Info option preview or
shows or hides information.
the information
pane.

4. Close the Style Manager by clicking the close button or

choosing Close Style Manager from the File menu.
Styles marked as favorites appear in the Output Styles list of
EndNotes Edit menu as well as the styles list in Word when you
Format Bibliography.
All styles can be modified to meet your specifications. You can
also create completely new styles if necessary. See Chapter 15 for
instructions about creating and modifying styles.

Reformatting Adding New Citations to Formatted Papers

Papers If you add more citations to your paper after the formatting
process, you can update the citations and the bibliography by
simply choosing the Format Bibliography command again.

NOTE: You do not need to unformat your citations in order to reformat

them.

Reformatting with Different Styles

Similarly, if you would like to reformat your paper in a different
style, go to the Tools menu, then the EndNote X submenu, and
choose Format Bibliography again. Select a new style from the
Format Bibliography dialog and click OK. Your citations and
bibliography are updated for the new bibliographic style. (See
Adding Styles to the Output Styles List on page 294 for
information about expanding the list of available styles.)

296 Chapter 10: Using EndNote with Microsoft Word

Creating a You can use Words Master Document feature to generate a
Bibliography single bibliography from multiple documents. This allows you to
create a cumulative bibliography from any number of book
from Multiple chapters.
Documents To generate a single bibliography:
1. In each of your documents, or chapters, insert your citations
to link them to references in an EndNote library.
2. In each document, go to the Tools menu, then the EndNote X
submenu, and choose Unformat Citations to unformat all of
the citations in the document.
3. Close all of your documents.
4. Create a New document.
5. Use the Outline view to designate the new document as a
master document, then insert and display each of your
chapters as subdocuments. (Check Words documentation if
you need step-by-step instructions.)

NOTE: If you have collapsed subdocuments to hide their content in

Outline view, make sure you expand them in order to display the
contents of all subdocuments before continuing.

6. From the Tools menu, go to the EndNote X submenu and

select Format Bibliography.

NOTE: Your documents must allow read/write access; they cannot be

designated Read-only (locked).

7. Verify the formatting options and click OK.

EndNote creates the bibliography, using citations from the
master document and all displayed subdocuments, and places it
at the end of the master document. You can move the
bibliography anywhere within the master or subdocuments, and
it will remain in that location even when you reformat.

NOTE: If you choose Words Insert > File command and select the
Link option to insert a document into the text, EndNote will not format
the linked document when you format the main document. The text from
the linked document will be skipped.

Chapter 10: Using EndNote with Microsoft Word 297

Directly It is always best to make changes to your final bibliography by
Editing correcting the data in the EndNote library, editing the output
style you are using, or adding or deleting citations from your
Bibliographies paper. Then, after making the necessary changes, choose Format
Bibliography and the corrections are automatically made to the
bibliography.
It is not always possible for EndNote to format the bibliography
exactly as needed, so you might have to manually edit the
formatted bibliography. If you must do this, remember that if
you reformat a paper after editing the bibliography, EndNote
will not preserve your edits. When EndNote reformats a
bibliography, it deletes the existing one and puts a new one in its
place.
You can edit the bibliography as you would any text. The
bibliography may be shaded, but you can still edit it. If you later
reformat the paper, your edits will be gone.
You can add text after the bibliography, but make sure to put it
after the end of the formatted bibliographyoutside of the
bibliography field.

NOTE: See the Styles chapter (Chapter 15) for instructions about
editing styles.

Moving Cite While You Write always creates the initial bibliography at
Bibliographies the end of the Word document that it has formatted. If you move
the bibliography to a different location in the document,
EndNote keeps it there even if you reformat the paper. You can
drag-and-drop the bibliography, or, if Instant Formatting is
disabled, you can Cut and Paste the bibliography.

NOTE: When Instant Formatting is enabled, use drag-and-drop to

move a bibliography. If you try to use Cut and Paste, Instant Formatting
will create a new bibliography at the end of the document before you
have a chance to Paste.

Deleting To delete a bibliography, make sure Instant Formatting is

Bibliographies disabled, select the bibliography, and then delete it.
Make sure you drag the cursor across the very beginning of the
bibliography to select the entire bibliography field. Press the
BACKSPACE or DELETE key. You can also choose Cut from the Edit
menu if you want to paste the bibliography somewhere else.

298 Chapter 10: Using EndNote with Microsoft Word

 Inserting and Formatting Figures and
Tables
Once images are organized in an EndNote library, they are
available for inserting into a manuscript with Cite While You
Write commands. The finishing touch is the automatic creation
of a figure list and/or a table list that presents a sequential list of
all graphics inserted in a manuscript.
A figure citation is a brief numbered citation in the body of a
paper that refers the reader to a figure at the end of the
paragraph or to a figure in a complete list of figures at the end of
the paper.
In-text figure citations are sequentially numbered and formatted
like this:

It includes the word Figure (or Table), the sequential

number, and surrounding parentheses. The field may be shaded
by Word to help you see citations, but shading does not print.
You can turn field shading off in Word.
The current output style determines the placement of formatted
figures and tables. They appear either within the body of the
paper, directly after he paragraph where they are cited, or in a
list at the end of the document, after the bibliography.

Notes About Do not use Microsoft Word Captioning in conjunction with

Formatting EndNote figure captioning or in-text citations.

Figures and Images found in the Chart or Table reference type are inserted
into word as tables, which are labeled and numbered
Tables separately from figures. (You still use the generic Find
Figure(s) and Generate Figure List commands.)
If you open an existing document that already has figure
citations in the body (that were not inserted with EndNotes
Find Figure(s) command), those figures will not be included
in the figure list. You will need to add the existing figures to
references in EndNote, and then use the Find Figure(s)
command to insert them into the document.

Chapter 10: Using EndNote with Microsoft Word 299

 You can format figures either directly after the paragraph in
which they are cited, or in a list at the end of the document.
See Placing Figures and Tables on page 304.
The Instant Formatting that applies to bibliographies does
not apply to figures. In-text figure citations are always
formatted as you insert them, but if you move or delete a
figure citation in your paper, you must manually select
Generate Figure List from the Tools menu to update the
document.
Figure and table captions are added from the Caption field in
the EndNote reference.
If more than one in-text figure citation references the same
figure with the same caption, those citations are assigned the
same figure number, and the figure appears only once in a
figure list.
You can manually insert a page break between figures if you
prefer each figure on a separate page. These page breaks will
be remembered if you choose Generate Figure List again.

Finding and You can search EndNote references and insert a graphic or file
Inserting from the Image field of a reference into your Word document.
The Image field in your references may be titled Image or have a
Figures and custom name assigned by you.
Tables
NOTE: The file types accepted are dependent on your version of Word
and other software installed on your computer. For example, some
versions of Word will not accept PDF files.

To insert a graphic or file that is stored in an EndNote

reference:
1. Open the EndNote library that contains the figure you wish
to insert.
2. In the Word document, position the cursor at the location
where you would like the figure citation to appear.

300 Chapter 10: Using EndNote with Microsoft Word

3. From Words Tools menu, select the EndNote X submenu and
Find Figure(s) to display the EndNote Find Figures dialog.

4. In the Find text box, enter text to identify the reference that
contains the image. EndNote assumes an and between
each word, and will search all fields in your records,
including the Caption field.
5. Click Search, and EndNote compares the text to text in your
EndNote references and lists each matching reference that
contains an image.
Endnote displays the Author, Year, Title, and Caption field
from each matching reference. Drag the vertical bars
between the column titles to display more or less of a field.
The Caption field should contain a description of the image.
6. Identify, highlight, and Insert the appropriate figure.
If no references match your text, you need to modify your
search text and click Search again.

Chapter 10: Using EndNote with Microsoft Word 301

 EndNote places an in-text figure citation at the cursor location
and inserts and labels the figure itself. For example:

NOTE: Images found in the Chart or Table reference type are inserted
into word as tables, which are labeled and numbered separately from
figures.

The figure or table number represents the order of the image in

the document.
EndNote inserts the image itself, along with the caption,
immediately after the paragraph that cites it. You can modify the
output style to place figures and tables in lists at the end of the
document, after the bibliography. See Figures and Tables on
page 439 for more information.
You can insert figures and tables in an existing manuscript or as
you write. Remember to Save your document as you work.

NOTE: The Instant Formatting that applies to bibliographies does not

apply to figures.In-text figure citations are always formatted as you
insert them, but if you move or delete a figure citation in your paper, you
must manually select Generate Figure List from the Tools menu to
update the document as described next.

302 Chapter 10: Using EndNote with Microsoft Word

Updating In-text figure citations are always formatted as you insert them.
Figures and By default, they appear directly after the paragraph in which
they are cited. However, you can direct the output style to format
Tables tables and figures in lists at the end of the document.
If you move or delete a figure citation in your paper, you must
manually generate the figure list to update the figure citation
numbering and placement.
From Words Tools menu, select the EndNote X submenu and
choose Generate Figure List. Or, click the Generate Figure List
button on the CWYW toolbar.
EndNote will number each figure and table citation sequentially
in the Word document, as shown in this example:

EndNote also inserts and displays the actual figures (graphics,

figures, tables, charts, equations, or files) and labels them with
figure or table numbers (to match each in-text reference) and
Caption text (up to 245 characters from the Caption field in the
EndNote reference).
If your figures are listed at the end of the document:
In a figure or table list, if more than one citation references
the same figure with the same caption, those citations are
assigned the same figure number, and the figure appears
only once in the list.
You can continue to add figure citations to the Word
document. If you change the position of figure citations in
your document (with the Copy and Paste commands), choose
Generate Figure List again to update figure numbers and the
corresponding figures.
You can manually insert a page break between figures if you
prefer each figure on a separate page. These page breaks will
be remembered if you choose Generate Figure List again. Or,

Chapter 10: Using EndNote with Microsoft Word 303

 direct the output style to always insert page breaks between
figures.
A figure list at the end of the document:

Placing Figures and tables are formatted either after the paragraph
Figures and where cited or in a list at the end of the manuscript. This
placement is determined by the current output style.
Tables
NOTE: Images from any reference type other than Chart or Table are
inserted and formatted as Figures. Images from the Chart or Table
reference type are inserted and formatted as Tables. Both are inserted
with the Find Figures command and formatted with Generate Figure
List.

304 Chapter 10: Using EndNote with Microsoft Word

Automatic Placement by the Output Style
The selected output style determines where figures and tables
are initially placed in a document and when you Generate Figure
List.
By default, output styles are set up to place figures and tables
immediately after the paragraph in which they are cited. You can
edit individual output styles to place figures and tables either
after the paragraph in which they are cited or in a list at the end
of the document.
For information about editing your output style for figure
placement, see Figures and Tables on page 439. The Figures
panel determines the placement of figures and their captions, the
Tables panel determines the placement of tables (images from
the Chart or Table reference type) and their captions, and the
Separation and Punctuation panel determines image separation
and punctuation of labels and captions.

Selecting a Different Output Style

To apply a different output style in Word, go to Tools>EndNote
X>Format Bibliography. Select an output style on the Format
Bibliography tab and click OK. You can use Format Bibliography
to select an output style even if you have no bibliographic
citations in your paper. If you do have bibliographic citations,
remember that your output style choice affects both
bibliographic citations and figure and table citations.

Cite While You Write Override of the Output Style

As you work in your document, you may adjust the placement of
actual figures and tables by cutting the pictures and pasting
them elsewhere in the document. Normally, when you Generate
Figure List again, the output style puts them back in their initial
location! You can override the output style, and tell EndNote to
leave existing figures and tables where they are currently placed.
See Figures and Tables in Word on page 531 for information
about Cite While You Write preferences that affect Figures and
Tables.

Chapter 10: Using EndNote with Microsoft Word 305

Moving Moving In-text Figure and Table Citations
Figures and To move or copy a figure or table citation:
Tables 1. Highlight the entire citation, including the surrounding
parentheses. For example:
(Figure 1)
2. Use Copy or Cut from the Edit menu to copy or move the
citation to the Clipboard. (You could also use drag-and-drop
to move a figure citation.)
3 Move the cursor to the new location.
4. From the Edit menu, Paste the Clipboard contents at the new
location.
5. From the Tools>EndNote X menu, select Generate Figure List to
renumber the in-text citations and update figures and tables.
The selected output style determines whether figures and
tables appear directly after the paragraph where cited or in a
list at the end of the document. To modify this section of your
output style, see Figures and Tables on page 439.

Moving Individual Figures and Tables

To move an individual figure or table within the text of the
manuscript:
1. Cut the figure (or table), including the label and caption, and
Paste it in the appropriate position in your manuscript.
2. In Word, go to the Tools menu and select EndNote X>Cite
While You Write Preferences.

3. On the Figures and Tables tab, select the bottom button for
custom placement of figures and tables and click OK.
4. From the Tools menu, select EndNote X>Generate Figure List.
EndNote will update figure and table numbering, but will not
change the position of existing figures and tables.

NOTE: This custom placement is honored only when the current output
style is set up to print figures and tables within the text of the
manuscript. When the output style is set up to list figures and tables in
lists at the end of the document, using Generate Figure List will always
move figures and tables to the appropriate list at the end of the
document.

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 Moving Figure and Table Lists
When an output style is modified to print figures and tables in a
list at the end of a document, the lists appear after the
bibliography. However, you may want the list to appear
elsewhere in your document. Some publishers even require that
figures be provided in a separate file.
To move a figure or table list elsewhere in your document, such
as before the bibliography:
1. Highlight the entire list, especially the very beginning of the
list which contains a hidden marker.
2. From the Edit menu, Cut the list to move it to the Clipboard.
3. Move the cursor to the new location.
4. From the Edit menu, Paste the Clipboard contents at the new
location.
Each time you choose Generate Figure List, EndNote looks for the
beginning marker, so the list will be updated in its current
location.
If multiple in-text figure citations reference the same figure with
the same caption, those citations are assigned the same figure
number, and the figure appears only once in a figure list.
To provide a figure or table list in a separate file:
1. Finalize your manuscript and figure list.
2. Highlight the entire list, and then use the Copy and Paste
commands to paste the list into another Word document.
3. Delete the figure or table list from the manuscript file.

NOTE: Do not choose Generate Figure List again within either

document.

Deleting a To delete a figure or table citation:

Figure Citation 1. Highlight the entire citation, including the surrounding
or Figure List parentheses.
2. Press Backspace or Delete.
3. From the Tools>EndNote X menu, select Generate Figure List to
renumber the remaining in-text figure and table citations
and update the formatted figures and tables.

Chapter 10: Using EndNote with Microsoft Word 307

 To delete a figure or table list:
To remove a single figure or table from the list, delete the
corresponding in-text figure citation. Then, use Generate Figure
List to generate an updated list at the end of the document.
If you want to completely remove the figure or table list, first
delete all in-text figure citations and update the list with Generate
Figure List. Then, to completely remove any mention of a figure
or table list, highlight the List of Figures marker or List of Tables
marker and press Delete.

NOTE: Do not delete the figure (picture) itself from the document.
Remove the in-text figure citation and then Generate Figure List. If you
do not remove the in-text citation, Generate Figure List will use that
information to display the picture again!

Figure and For information about output style settings that affect the
Table placement of figures and tables, see Figures and Tables on
page 439.
Preferences
For information about Cite While You Write preferences that
override output style settings for figures and tables, see Figures
and Tables in Word on page 531.

Setting Cite While You Write Preferences

You can access and set Cite While You Write preferences from
either EndNote or Word. The same dialog appears, and changes
are saved in the same place:
From Words Tools menu, go to the EndNote submenu and
select CWYW Preferences.
From EndNotes Tools menu, go to the Cite While You Write
submenu and select CWYW Preferences.
Cite While You Write preferences include general preferences,
the ability to assign keyboard shortcuts to menu commands, and
the ability to control placement of figures. See Cite While You
Write Preferences on page 529 for detailed information about
these preferences.
For information about other EndNote preferences that directly
affect Cite While You Write, see Temporary Citations on
page 510 and Formatting on page 515.

308 Chapter 10: Using EndNote with Microsoft Word

 Making Changes to the EndNote Library
Once you have inserted and formatted citations in Word,
changes to the corresponding EndNote library could affect
reformatting.

Finding Cited You can quickly jump from a bibliographic in-text citation (not a
References in a figure citation) to the corresponding EndNote reference.

Library To find an EndNote reference:

1. Make sure both your Word document and your EndNote
library are open.
2. Highlight the citation(s) in your Word document.
3. From the Tools menu in Word, go to the EndNote X submenu
and select Edit Library Reference(s).
EndNote opens the corresponding reference for editing.

Editing a You may insert a citation in a Word document, and then later
Reference in edit the corresponding reference in EndNote. Are those changes
reflected in your Word document?
the Library
Your citations and bibliography will reflect the edits the next
time you reformat the paper with the EndNote library open.
Open your document, open your EndNote library, and choose
Format Bibliography from the EndNote X submenu on the Tools
menu in Word.
EndNote will not be able to make the update if the library is not
open during formatting. Instead, it will take the original
reference information from Words field codes.

NOTE: The authors last name and the publication year are both used
to identify a reference, so changes to these items in an EndNote
reference are not reflected in the in-text citation. Cite While You Write
will no longer identify a match between the citation and the reference,
and will use reference information from Words field codes (the traveling
library).

If you make changes to an image in an EndNote reference, you

must manually replace the figure in your Word document.

Chapter 10: Using EndNote with Microsoft Word 309

Deleting a The first time a citation is formatted, EndNote uses information
Reference from the unformatted citation to look in the open library and find
the corresponding reference. If you later reformat, EndNote
From the again looks in the library for that reference. If the reference has
Library been deleted from the library, EndNote takes the reference
information from hidden field codes in Word (the Traveling
Library).
So, if you deleted a cited reference from the library, the required
information is still available in the hidden field codes
surrounding each formatted citationeven though the reference is
no longer in the library.
However, an unformatted citation is simply a temporary
placeholder. If a citation is unformatted, and you have deleted
the corresponding reference from the EndNote library, EndNote
will not be able to find the reference information for formatting.
If you add the reference to the library again, it will be assigned a
different record number. You would need to re-insert the citation
in Word.

Record Numbers
EndNote assigns a unique record number to each reference as it
is added to your library. These record numbers appear in
temporary citations to ensure that the correct reference is used
when the paper is formatted:
{Argus, 1991 #11}
The record number for a reference is also visible in the title bar
of the Reference window.
Keep the following points about record numbers in mind:
EndNote automatically assigns a record number
sequentially to each reference as it is added to a library.
If the same reference appears in two different libraries, the
record numbers will most likely be different.
Record numbers are never reused or reassigned within a
library. When you delete a reference, the corresponding
record number is never used again in that library.
You cannot modify or reassign record numbers.
We recommend that you not rely on EndNotes record
numbers as a means of filing or numbering your office
reprints, because you have no control over this number. Instead,

310 Chapter 10: Using EndNote with Microsoft Word

 enter your own unique number into the Label field, or any
Custom field, and use that number for your reprints.
If you add the reference to the library again, it will be assigned a
new, different record number, so EndNote still will not be able to
find it when formatting your paper. You will need to reinsert the
citation into the paper using the new reference in your library.

Sharing Your Word Documents

You can directly share your Word 2000, Word XP, or Word 2003
files with colleagues. Each formatted citation is surrounded by
field codes which contain full reference information (also
referred to as the Traveling Library).
If you want to convert your document for use with a previous
version of Word or a different word processor, you should
Unformat Citations before saving in the different file format.
Then, you may be able to reformat. The corresponding EndNote
library (or libraries) must be available in order to format.
To send a final, formatted document to a publisher, you should
Remove Field Codes to save the formatted citations and
bibliography as text.
Of course, if you just want to print a copy of the paper for
someone, you do not need to do anything to your document
other than print it!

NOTE: Cite While You Write codes are directly compatible between
Word 2000, XP, and 2003.

The Traveling Each formatted citation in your Word document is saved with
Library field codes that embed reference data in the document. The
paper contains a Traveling Library of references cited.
The first time a citation is formatted, EndNote looks in the open
library and finds the corresponding reference. If you later
reformat, EndNote again looks in the open library for that
reference. However, if the library is not available or not open,
EndNote uses the Traveling Library for reference information.
Because reference data is kept with each formatted citation, you
can collaborate with other authors on a paper without each
author having the same EndNote library.

Chapter 10: Using EndNote with Microsoft Word 311

 The reference data saved with each citation includes all fields
except Notes, Abstract, and Image.

NOTE: Do not unformat your document if you do not have the original
references in your libraries. Unlike formatted citations, unformatted
citations require that you have the corresponding EndNote libraries
open in order to format references.

Exporting There may be occasions where you want to copy all of the
Words references used in a Microsoft Word document to an EndNote
library. Perhaps you received only the formatted Word
Traveling document from a colleague, and would like to create EndNote
Library to an references to use later. Or, you may have a large EndNote
EndNote library, but want to create a smaller EndNote library with only
the subset of references used in your paper.
Library
NOTE: The Traveling Library does not contain Notes, Abstracts,
Images, or Captions.

To export references from a Word document to an EndNote

library:
1. Open the document in Word.
2. From the Tools menu, go to the EndNote X submenu and
choose Export Traveling Library.
3. On the Export Traveling Library dialog, select either:
An existing EndNote library:
Select a library from the drop-down list of available
libraries, or click Browse to locate a library.
A new EndNote library:
You will be prompted to name and Save the new library.

NOTE: We recommend that you export to a new EndNote library, so

you can review the records before adding them to an existing library.

There is an alternate way to copy references from your Word

document to an EndNote library. Open both your Word
document and the EndNote library. Then, in EndNote, go to the

312 Chapter 10: Using EndNote with Microsoft Word

 Tools menu, then the Cite While You Write submenu, and choose
Import Traveling Library.

NOTE: When you use the Export/Import Traveling Library commands,

the exported references are renumbered and do not retain their original
reference numbers.

Working on If you are working on a single paper and moving between

Different different computers, it is best to keep a copy of your reference
library with your paper. That way you will always access the
Computers same library when inserting citations. If you separately add
references to a copy of the library at home and to a different
version at work, record numbers may not match up correctly and
EndNote may have to rely on the Traveling Library for reference
information. That is not necessarily bad, but you want to make
sure that any library edits are reflected in your Word document.
If you are inserting citations on only one machine, it is fine to
move the document itself to other machinesas long as you will
be accessing the document with the same version of Word.

NOTE: If you are collaborating with other authors, you will want to rely
on the traveling library.

Saving Files Formatted citations are Word fields specific to the version of
for Other Word that created them and the other compatible versions
(Word 2000, XP, and 2003). If you open your document with a
Versions of different version of Word, or use the Save As command to save a
Word and formatted copy of your paper in another format, you may lose
Other Word the ability to format citations in that document.

Processors If you plan to use your document with a different word

processor, a different version of Microsoft Word, or on a
Macintosh machine, you should either Unformat Citations or
Remove Field Codes from the Word file before converting the
document to the other file format.
Unformatting Citations: Unformatted citations are regular
text; however, they are temporary placeholders that do not
reflect final output. (See Unformatting Citations on
page 287.) You may be able to unformat citations, save the
document as an RTF file, and use Format Paper to format
citations from these placeholders.
Removing Field Codes: When you remove field codes, you
save a copy of the document and convert formatted fields to

Chapter 10: Using EndNote with Microsoft Word 313

 regular formatted text. Graphics are no longer linked, but are
saved as though you had used the Copy and Paste
commands. The copy reflects final, formatted output, but
you cannot reformat later. See Removing Field Codes on
page 314 for more information.

NOTE: Cite While You Write codes are directly compatible between
Word 2000, XP, and 2003. Because reference data is kept with each
formatted citation, you can collaborate with other authors on a paper
without each author having the same EndNote library.

Submitting the Many publishers ask that you submit an electronic copy of your
Final Paper to a paper in addition to a printed copy. Because the field codes in
your document may be incompatible with the publishing
Publisher software, you should submit a copy of your paper without field
codes, as described next.

Removing You may need to remove Cite While You Write field codes in
Field Codes order to share your document with a publisher or colleague.
Most publishers require that field codes be removed.
If your colleague is using the same version of Word that you
are, you can share your formatted document as is; the
document includes a Traveling Library, which includes all
required information for the formatted citations and
bibliography. See The Traveling Library on page 311 to
learn more about the Traveling Library.
If your colleague is using a different word processor or an
incompatible version of Word, you could remove field codes
to share your final document. However, removing field
codes saves the formatted citations and bibliography as text,
and does not allow reformatting.
Removing field codes means deleting Words Cite While You
Write field codes and saving the formatted citations and
bibliography as text. This removes only Cite While You
Write field codes, and not all other Word field codes.
When field codes are removed, in-text figure citations are no
longer linked to an EndNote reference or to the figure list. In-
text figure citations become plain text. Pictures in the figure
list become GIF files as though they were copied and pasted
into the document.
Because EndNote and Cite While You Write cannot reformat
or unformat your paper once field codes are removed, the

314 Chapter 10: Using EndNote with Microsoft Word

 Remove Field Codes command makes a copy of your document
without codes.

NOTE: If you are working with master and subdocuments in Word, the
Remove Field Codes command warns that it will strip codes from the
original documents. You should first manually save copies of the master
and subdocuments, and then remove codes from the copies.

To remove field codes and save the formatted citations and

bibliography as text:
1. Open your formatted Word document.
If you are working with Master and Subdocuments, work
with copies of your documents.
2. From the Tools menu, go to the EndNote X submenu and
select Remove Field Codes. A copy of the document, without
field codes, appears in a new document window.

3. From the File menu, Save the document.

Single document: In Words Save As dialog, type a new
name for this copy of your document and click OK.
Master and Subdocuments: You may be advised to save a
copy of the master and each subdocument.
Word saves your document without embedded formatting
codes, so you can submit your paper to a publisher or share your
final paper with a colleague using a different word processor
(including a different version of Word).
The copy does not contain Cite While You Write field codes, so you
cannot reformat with Cite While You Write. To reformat, start with the
original document, which retains field codes.If you find that the
Remove Field Codes command produces undesired layout or other
formatting changes to your document, you can remove all
Microsoft Word field codes, which may yield better results.
To remove all Microsoft Word field codes:
1. First save a backup copy of your document, because this will
irretrievably remove the links between your document and
your Reference Manager database(s) as well as all other
Word field codes.
2. Select all text in the document by choosing Select All from
Words Edit menu.
3. Press CTRL+6 to remove all Microsoft Word field codes from
the document (not just Cite While You Write codes!) and
leave the text, citations, and bibliography as they appear.

Chapter 10: Using EndNote with Microsoft Word 315

316 Chapter 10: Using EndNote with Microsoft Word
Chapter 11

Scanning and
Formatting RTF Files
 Chapter 11 Scanning and Formatting RTF Files
Scanning and Formatting RTF Files ............................... 319
Word Processor Compatibility ............................ 319
Basic Instructions .................................................. 319
Tips on Citing Sources ...................................................... 323
Temporary vs. Formatted Citations .................... 323
Switching Between EndNote and a Word
Processor ................................................................ 324
Multiple References in One Citation ................... 325
Citing References in Footnotes ............................ 326
Typing Citations into Your Paper ....................... 326
Record Numbers ................................................... 326
Formatting Citations and Creating Bibliographies ..... 328
The Citations Window .......................................... 328
Bibliographic Styles .............................................. 329
Previewing Formatted References (or Styles) .... 330
Reformatting a Paper ............................................ 330
Creating One Bibliography From Several
Papers .............................................................. 332
Specifying the Starting Number of a
Bibliography .......................................................... 332
Copying Formatted References ........................... 333
Rescanning the Paper ........................................... 333
Managing Your EndNote Library ................................... 334
Modifying References in Your Library ............... 334
Finding EndNote References for Editing ............ 334
Formatting With Multiple Libraries .................... 334
Finding and Labeling References Used in
a Paper ............................................................. 335
Working on Different Computers ....................... 336

318 Chapter 11: Scanning and Formatting RTF Files

 Scanning and Formatting RTF Files
This chapter describes how to create formatted citations and
bibliographies for your papers without using Cite While You
Write for Microsoft Word.

Word This chapter describes how to cite references and create

Processor bibliographies for documents that can be saved as RTF,
including documents created with:
Compatibility
Microsoft Word
WordPerfect
OpenOffice
Adobe FrameMaker
StarOffice
Microsoft Works
WordPad
Almost any application that can save as
RTF (Rich Text Format)

NOTE: EndNote uses Unicode to appropriately display diacritics and

other extended characters. If these characters do not display correctly
when you format EndNote citations and references in your word
processor document, it may be because your word processor lacks
Unicode support. Please refer to your word processor's documentation.

To format references and create a bibliography (Cite While You

Write) with Microsoft Word 2000, XP, or 2003, see Chapter 10.
While you can use the Format Paper command described in this
chapter to format Word files, it is much easier and more efficient
to use Cite While You Write.
To create a stand-alone bibliography that is not based on the
citations in a paper, see Creating an Independent Bibliography
in Chapter 12.
For up-to-date compatibility information, see our Web site at
http://www.endnote.com.

Basic The basic steps required to cite references in a paper and

Instructions format that paper using EndNote are covered here. More
details about how to switch between programs and various tips
for citing references are described in the sections following these
basic instructions.
Citing references is a straight-forward process of copying
temporary citations from EndNote and pasting them into your

Chapter 11: Scanning and Formatting RTF Files 319

 word processing document. While writing a paper in your word
processor, you can have EndNote running in the background so
that its easy to switch between the two programs when you need
to cite a source. Although you can enter the EndNote temporary
citations into a paper at any time, most writers find it convenient
to enter the citations as they are writing the paper instead of
waiting to insert them after the text is written.

NOTE: The Format Paper command works on RTF documents. You

create your paper and insert citations with your word processor. When
you are ready to scan and format citations, you must first save a copy
of your paper as RTF, and then scan that copy of the paper.

To practice using the Format Paper feature, you can follow this
procedure using one of the example Paleo documents found in
the EndNote X\Examples folder. We recommend experimenting
with the Paleo.RTF file along with the Paleo library.
To cite a reference in a paper:
1. Start your word processor and open the paper you are
writing.
As an example, you can locate and open Paleo.RTF found in
the EndNote X\Examples folder.
2. When you are ready to cite a source, position the cursor in
the text where you would like to put the citation.
...a commonly documented phenomena |.
3. Start EndNote and open your library (if it is not already
open). See Switching Between EndNote and a Word
Processor on page 324 if you need help with this step.
4. Select the reference(s) in your EndNote library that you want
to cite. Press the CTRL key while clicking on the references to
select multiple references; press the SHIFT key to select a
range of references.
5. Choose Copy (CTRL+C) from the Edit menu, then return to
your word processor and Paste (CTRL+V) the temporary
citation into the text of your document.

OR

Drag-and-drop the selected citations into your paper.

The pasted citation appears in EndNotes temporary format:
first authors last name, year of publication, and record
number, all enclosed in curly braces:
{Morehouse, 1993 #125}

320 Chapter 11: Scanning and Formatting RTF Files

 If multiple references were selected, their citations appear
together within one set of delimiters in the order in which
they are listed in the Library window.
{Hall, 1999 #90; Baker, 1988 #38}
This citation is not the final citation, but rather a temporary
citation that will be formatted later. The number in the
temporary citation is not a bibliography number but a unique
record number. When you format this paper, EndNote builds
a bibliography based on the temporary citations that it finds
in the paper, and reformats them according to the selected
style.
Continue following steps 2-5 to insert citations as you write
your paper.
To save your document:
6. When you have finished adding citations, choose Save from
your word processors File menu to save all changes to your
document.
7. If the file you created is not an RTF document, save a copy of
the file as RTF. From the File menu, choose Save As. In the file
dialog, set the type of file as RTF. RTF retains most styles and
formatting.
8. Close your document by choosing Close from the File menu.
You can leave your word processor running.
To generate the bibliography:
9. Return to EndNote.
10. From the Tools menu, go to the Format Paper submenu and
then Format Paper.
11. Navigate the file dialog to locate and select the RTF
document you just saved.
The next time you choose Format Paper you will see your
recently used files listed for easy access.
12. Check the Citations window to make sure that EndNote was
able to find matching references for all of the citations.
During the scanning process, EndNote locates temporary
citations in the paper, and searches the library to find
references that match each of the citations. When scanning is
complete, EndNote displays the Citations window. The
Citations window lists the citations found in the paper

Chapter 11: Scanning and Formatting RTF Files 321

 together with the number of matching references in the open
libraries.

Numbers in the These

Matches citations were
column show taken directly
how many from a paper
references in EndNote
your library scanned.
match each
citation. Each
citation should
have a single
match.

The citations in the Citations window appear in the order

they are cited in the paper. If a reference is cited more than
once in a paper, it is listed more than once in this window;
however the reference will appear only once in the
bibliography.
Every citation listed in the Citations window should have a
1 next to it in the Matches column, meaning that EndNote
found exactly one reference in the library to match the
citation in the paper. When all of the citations in the window
have a 1 next to them, you are ready to go on to the next
step of formatting a paper. If a 0 or a number greater than
one appears in the Matches column, you may need to resolve
mismatched citations.
13. Select a style from the Output Styles list on the Citation
window. Enter a starting bibliography number if you wish.
The individual styles listed are the styles that are currently
selected as your favorites in the Style Manager. If you need
to choose a style that is not in the list, choose Select Another
Style to open the Style Manager. Mark your favorite styles
there, and start this step again. See Adding Styles to the
Output Styles List on page 294 for details.
14. Click Format to have EndNote create a copy of your paper
complete with formatted citations and a bibliography.
15. You are then prompted to name and save the formatted copy
of the paper.

322 Chapter 11: Scanning and Formatting RTF Files

 EndNote automatically adds the name of the output style to
your existing filename. You can change the name of the
formatted document if necessary by typing a new name in
the text box. You can also use the Save in: list at the top of
the window to change the location where EndNote saves the
file. By default EndNote saves the formatted file in the same
location as the unformatted file.

IMPORTANT: Never save the formatted paper with the same name as
the original unformatted document. You must have the unformatted
document if you ever want to format the paper again.

While EndNote is formatting, the cursor changes to a wait

cursor. When the formatting has finished, the cursor returns
to an arrow and the Citations window remains open. Now
that EndNote has generated a formatted copy of the paper,
you can open that paper in your word processor.
16. Switch to your word processor using ALT+TAB (see page 324
if you need additional help with this step).
17. Choose Open from the word processors File menu and select
and open the formatted version of the paper. Remember that
you want to open the file that has the name of the style
appended to the file name.
In the formatted paper, EndNote has replaced the temporary
citations with formatted citations and inserted a
bibliography. The paper is ready to be printed and
submitted!

Making Changes to the Paper

If you need to make changes to the paper (such as change a
citation, add more text, or change the bibliographic style),
you should edit the original unformatted document, and then
format it again. EndNote will generate a new formatted copy
of the paper. See Reformatting a Paper on page 330.

Tips on Citing Sources

Temporary vs. A citation is the bibliographic information in the body of a

Formatted paper that refers the reader to a complete reference in the
bibliography. Normally a citation consists of a bibliography
Citations number or the author and year in parentheses:
... of the species at hand1.
... of the species at hand (Argus, 1991).

Chapter 11: Scanning and Formatting RTF Files 323

 When you first copy an EndNote citation and paste it into your
paper, it appears in EndNotes temporary citation format. This
format consists of the first authors last name, year, and the
EndNote record number, with citation delimiters at each end.
{Author, Year #Record Number}
When EndNote formats this paper it replaces the temporary
citations with formatted citations.
Temporary Citation: {Argus, 1991 #11}
Formatted Citation (in APA): (Argus & Matthews, 1991)
EndNote relies on the temporary citations to determine which
references to include in the bibliography. During formatting,
EndNote scans your word processing document for temporary
citations, finds their matching references in the EndNote library,
and creates a duplicate of your document complete with
formatted in-text citations and a bibliography at the end. This
new document is called your formatted paper.

NOTE: By default, citation delimiters are curly braces. If you have other
text within curly braces, you may want to change your citation
delimiters. See Temporary Citations on page 510.

Switching With your EndNote library and word processing document both
Between open, you can switch between the two files without closing
either program.
EndNote and a
To run both programs simultaneously in Windows:
Word
Processor 1. Start EndNote by clicking the Windows Start button in the
taskbar, then choose Programs, select EndNote, and pick
EndNote Program. EndNote starts and prompts you to open
your library. (To set a library to open automatically, see
Library Preferences on page 506.)
2. You can start your word processor in a similar fashion by
clicking the Start button, choosing Program Files, and
selecting the option for your word processor.
3. Once you have EndNote and your word processor running,
you can switch between the two programs by clicking the
taskbar button along the bottom of the screen for the
program you wish to use.
You can also press ALT+TAB to switch between the
programs. If you are running more than just EndNote and
your word processor, keep the ALT key pressed, and press
the TAB key repeatedly to cycle through all open programs.

324 Chapter 11: Scanning and Formatting RTF Files

 When you see the name of the program you want, release
both keys.

Multiple If you need multiple references in one in-text citation, you can
References in accomplish this in one of two ways. One option is to insert all of
the citations together:
One Citation
To insert multiple citations:
1. Hold down the CTRL key while clicking on the desired
references in your library (or hold down the SHIFT key to
select a continuous range of references).

2. From the Edit menu, choose Copy.

3. Position the cursor in your word processing document
where you want the citations, and choose Paste from the Edit
menu.
The citations are inserted together in one set of delimiters. Once
formatted, they appear in one multiple citation, sorted as your
bibliographic style requires:
Unformatted: {Hall, 1999 #90; Baker, 1988 #38}
Formatted: (Baker, 1988; Hall, 1999)
The other option is to add the citations to the paper individually.
EndNote merges adjacent citations automatically during the
formatting process. Citations do not merge, however, if any
character, including spaces or punctuation, separates them.
Unformatted: {Hall, 1999 #90}{Baker, 1988 #38}
Merged when Formatted: (Baker, 1988; Hall, 1999)

NOTE: If one of the citations in a multiple citation cannot be matched

during formatting, the entire citation will remain unformatted.

Chapter 11: Scanning and Formatting RTF Files 325

Citing Once you have created a footnote or an endnote in your word
References in processing document, you can cite references in the footnotes or
endnotes just like you cite them in the body of the text.
Footnotes
To cite references in footnotes:
1. In your EndNote library, select the reference(s) that you
would like to cite and choose Copy from the Edit menu.
2. Create the footnote or endnote using the appropriate
command in your word processor. (EndNote does not
actually create the footnote or endnote in the document, but
it is used to insert and format the citations in the notes.)
3. Position the cursor in the footnote or endnote in your paper
where you would like the citation(s) to appear and choose
Paste from the Edit menu.

The EndNote style that is selected when you choose Format

Bibliography determines how the citations in the footnotes or
endnotes will be formatted. EndNote can format these citations
as brief in-text citations or like the complete references in the
bibliography. It can also create a special format specific to
footnotes or endnotes, including options like Ibid. and other
variations of shortened references when a citation appears more
than once in the footnotes or endnotes. See Chapter 15 for more
information.

Typing Manually entering citations is the same whether you are using
Citations into Format Paper with an RTF file or Cite While You Write with
Microsoft Word. See the following sections in Chapter 10, Using
Your Paper EndNote with Microsoft Word.
Notes About Temporary Citations on page 278
Components of a Temporary Citation on page 279
Omitting Authors or Years from Citations on page 281
Citation Prefixes on page 282
Citation Suffixes on page 283
Including Semicolons & Other Citation Delimiters in a
Citation on page 283
Examples of Modified Citations on page 285

Record EndNote assigns a unique record number to each reference as it

Numbers is added to your library. These record numbers appear in the
temporary citations to ensure that the correct reference is used
when the paper is formatted:

326 Chapter 11: Scanning and Formatting RTF Files

 {Argus, 1991 #11}
The record number for a reference is also visible in the title bar
of the Reference window.

You may also see record numbers in the Library window by

choosing Record Numbers as one of the display fields for the
Library window. See Display Fields on page 517 for details.
Because these record numbers are so important, keep the
following points in mind:
We recommend that you do not rely on EndNotes record
numbers as a means of filing or numbering your office
reprints, because you have no control over this number, and it is
subject to change under certain conditions (read on). Instead,
enter your own unique number into the Label field, or any
Custom field, and use that number for your reprints.
EndNote automatically assigns a record number
sequentially to each reference as it is added to a library.
If the same reference appears in two different libraries, the
record numbers will most likely be different.
The record numbers are never reused or reassigned within a
library. If you delete a reference, that number is never used
again in that library.
You cannot modify or reassign record numbers.
Deleting References in the Library
If you delete a reference from your library after you have cited it
in a paper, EndNote will not be able to find it when it tries to
format that paper. If you add the reference to the library again, it
will be assigned a new, different record number, so EndNote still
will not be able to find it when formatting your paper. You will
need to reinsert the citation into the paper using the new
reference in your library.

Chapter 11: Scanning and Formatting RTF Files 327

 Formatting Citations and Creating
Bibliographies

The Citations The Citation Matches window opens in the EndNote program
Window after you format a paper (or if the formatting process is
canceled). It lists all of the citations found in a document, in the
order in which they appear in the paper.
In the Citations window, EndNote brings special attention to
unmatched and ambiguous citations. You can choose from the
check box options to show only the Matched Citations,
Unmatched Citations, or Ambiguous Citations.
The Citations window lists all of the citations found in the
document and displays the number of matching references for
each citation.
If any number other than a 1 appears in the Matches column, the
corresponding citation will be left unformatted in the document
and will not be included in the bibliography EndNote generates.

Ambiguous Citations (Matches Greater than 1)

A number greater than 1 indicates that multiple references in the
currently open library (or libraries) match the citation and
EndNote does not know which reference to use. (EndNote
automatically checks the matching references to see if any are
duplicates. If so, they are not listed as separate possible
matches.) To see which references are considered matches,
highlight the citation in the Citations window and click Lookup.
Reinsert the correct citation into the paper.

Unmatched Citations (A Zero Match)

A zero in the Matches column indicates that there is no matching
reference in any open library for that particular citation. The
Author, Year, and Record Number (if used in the temporary
citation) must all match the Author, Year, and Record Number of
a reference in the library in order for EndNote to consider it a
match.
If text in your document is surrounded by citation delimiters
(such as {sic}), EndNote will treat the text as a mismatched
citation. You can ignore the warning about it being a mismatched
citation, and EndNote will simply leave the text as it was before
formatting. (You could also change the Citation Delimiters.)

328 Chapter 11: Scanning and Formatting RTF Files

 Uncheck the Unmatched Citations box at the top of the
Citations window to hide these items from view if you have
numerous sections of bracketed text in your document and the
corresponding unmatched citations are just cluttering the
Citations window.

Correcting Mismatched Citations

Mismatched citations must be corrected either in the word
processing document or in the EndNote librarywhichever
contains the incorrect information. Normally, the easiest way to
fix a mismatched citation is to search the word processing
document for the mismatched citation (use the Find command on
your word processors Edit menu), delete it, and then reinsert the
citation from the library.
If there is a citation for which EndNote lists multiple matches,
you can highlight the citation in the Citation Matches window
and click Lookup. EndNote displays the matching references in
the Library window. You may then select the appropriate
reference and reinsert it into the paper. Mismatches of this type
are only possible when the record number has been omitted from
the temporary citation in the text.
After you have corrected the mismatched citations and saved
your changes to the paper, Format again. (The Citation window
is still available after formatting if you want to see the list of
citations.)
The best way to avoid citation mismatches:
Keep all of your references in one main library.
Copy and paste your citations from EndNote to your word
processing documents instead of typing them.

Bibliographic The bibliographic style determines how EndNote formats the

Styles citations in your paper and the references in the bibliography.
The style takes care of all text styles, punctuation, and sorting
required for the citations and bibliography, as well as which
fields are included in the bibliography.
Choose a style on the Citation Matches window after choosing
Format Paper. You can always Format Paper to select a different
style and reformat your unformatted (original) RTF document at
any point.
The EndNote Styles collection includes more than 2,000 styles,
all of which can be modified to meet your specifications. You can

Chapter 11: Scanning and Formatting RTF Files 329

 also create completely new styles if necessary. Related sections
in this manual:
See Adding Styles to the Output Styles List on page 294 to
learn more about the Styles Manager and how to get the
styles you need to appear in EndNotes Output Styles list.
To learn about how the styles work, and how you can modify
them, see Chapter 15.

Previewing The preview pane in the Library window displays how the
Formatted currently selected reference will be formatted in the
bibliography by the current style. This preview pane only shows
References (or one reference at a time.
Styles) To preview how multiple references will appear in a
bibliography:
1. Select the references in the Library window.
2. From the Edit menu, choose Output Styles and select the style
that you would like to use.
3. From the Edit menu, choose Copy Formatted (CTRL+K).
4. Either use the Windows Clipboard Viewer to view the
formatted references, or paste the references into a word
processor document to view the references and assess the
formatting results of a style.

Reformatting a Since EndNote creates a copy of the paper during the formatting
Paper process, you can always reformat the original document, if
necessary, to create a new document with the changes that you
need.

Unformatted Paper Formatted Papers

330 Chapter 11: Scanning and Formatting RTF Files

Reformatting with Different Styles
The appearance of both the in-text citations and the bibliography
in the formatted paper is determined by the selected style. If you
need to create a copy of your paper in a different style than what
you did originally:
1. From the Tools menu in EndNote, choose Format
Paper>Format Paper. Open the original unformatted copy of
your paper (the one with the EndNote citations surrounded
by curly braces or brackets).
2. On the Citations window, select a new output style from the
Output Style drop-down list. You can select one of the
favorite styles currently in the list, or choose Select Another
Style to pick a style from the 2,000+ styles shipped with
EndNote.
3. If the Citations window shows that all the citations in the
paper are correctly matched, click the Format button.
4. EndNote will prompt you to name and save the new
formatted copy of the paper. Notice that the style name is
included as part of the new papers name. That will help you
distinguish between various copies of one paper (perhaps
formatted to be submitted to different journals).
When you open the new formatted copy of your paper, you
should see that your citations and bibliography use the new
bibliographic format.

IMPORTANT: When you need to make changes in your paper,

remember to work only with the unformatted copy of the paper (the one
with the bracketed temporary citations), rather than the formatted copy
that EndNote created.

Adding New Citations to Formatted Papers

If you have already formatted your paper, and you see that it
needs to be edited by either adding or removing citations, you
must return to the original, unformatted copy of the document
(the one with EndNotes temporary citations). Open that
document in your word processor. Add, modify or delete
citations as necessary, and then save the paper as RTF. You may
now format the paper (as described above) to create an updated
copy of it.

Chapter 11: Scanning and Formatting RTF Files 331

Creating One EndNote can format a series of separate word processing
Bibliography documents and put a cumulative bibliography at the end of the
last one. This is useful if you are collaborating with other
From Several EndNote users and you have each written a separate part of the
Papers paper, or if you have separated a lengthy paper into different
chapters.
To create one bibliography from several papers:
1. From the Tools menu, choose Format Paper>Format Paper to
open and scan the first paper.
2. A Scan Next button appears on the Citations window. (The
Format Paper command on the menu changes to Scan Next).
Click Scan Next in the window, or select it from the menu, to
open each of the subsequent papers in the correct order. Each
papers citations will be added to the list of citations in the
Citations window.
3. When the last paper has been scanned, select an output style
on the Citations window and click Format.
During the formatting process, EndNote makes a formatted copy
of each paper and puts a cumulative bibliography at the end of
the last paper. Only the last paper in the series will include the
bibliography. By default, each formatted paper retains its
original name with the style name incorporated into it, however
you have the option to change the names.

Specifying the When you choose Format Paper to display a Citations window,
Starting EndNote includes an output style list to confirm or change the
style that should be used to format the paper. It also gives you
Number of a the option to change the starting number for your citations and
Bibliography bibliography.
If you would like EndNotes numbering to start with a number
other than 1 for the document that you are formatting, enter
that number here. This setting is ignored if you are formatting

332 Chapter 11: Scanning and Formatting RTF Files

 the paper with a style that does not create numbered references
in the bibliography.

Enter a
starting
citation
number
here.

Copying There may be times when you want to insert a fully formatted
Formatted reference into the body or footnotes of your paper without
having to format an entire document.
References
To insert a fully formatted reference:
1. Select a style from the list of styles on the toolbar.
2. Select the reference(s) in the Library window.
3. Choose Copy Formatted from EndNotes Edit menu.
4. Switch to your word processing document, position the
cursor in the text, and select Paste from the Edit menu.
If your word processor supports drag-and-drop, you may also
drag the references and drop them on your paper with the CTRL
key pressed. This produces the same results as using the Copy
Formatted command.
Multiple references are sorted according to the rules of the
selected style. Fonts and character styles are transferred if you
are pasting into a program that interprets Rich Text Format
(RTF) information on the Clipboard.

Rescanning If there is a problem with your citation matches after choosing

the Paper Format Paper, leave the Citations window open and switch to
your word processor to make the necessary changes. After
saving your changes, close your document and switch back to

Chapter 11: Scanning and Formatting RTF Files 333

 EndNote. On the Citations window, click Rescan Paper.
EndNote then updates the information in the Citations window
to reflect the recent changes made to the paper. If the paper was
modified and saved since it was last scanned, EndNote prompts
you to rescan the paper before formatting.

Managing Your EndNote Library

Modifying If you add or change a reference in your library while the

References in Citations window is open, make sure you click Rescan to have
those changes reflected in the Citations window and in the
Your Library formatted paper.
For example, if you typed the citation {Geoffery, 1988} into
your paper but forgot to enter the reference in the library,
EndNote would list a 0 in the Matches column for that citation
on the Citations window. You can leave the Citations window
open and enter the Geoffery reference into your library. Bring
the Citations window forward and use the Rescan button to
recheck the library for matching references. This should change
the 0 match to a 1.

Finding In the Citations window, you can select any number of matching
EndNote references and then click Lookup to search and display those
references in EndNotes Library window. You can open each
References for record for viewing or editing. If you edit a reference, make sure
Editing you Rescan your paper to reflect the changes.

Formatting Although EndNote can format papers using references from

With Multiple more than one library, we do not recommend that you use
multiple libraries when writing a paper. Keeping all of your
Libraries references together in one library simplifies the writing process
because you know exactly where to find each reference, and you
only need to have the one library open when formatting.
If you are collaborating with other authors on a document,
however, using multiple libraries for a paper may be a useful and
necessary thing to do.

334 Chapter 11: Scanning and Formatting RTF Files

 If citations have been inserted into one document from multiple
libraries, all of the necessary libraries must be opened in order
for EndNote to format the paper correctly.

NOTE: Read about the Merge Duplicates in Bibliography preference

in the Preferences chapter on page 515 if you plan to insert citations
from more than one library into a paper.

Finding and The Citation Matches window appears when you format a word
Labeling processing document. It lists all of the citations found in a
document, and displays the number of matching citations found
References in the currently open libraries.
Used in a The Citations window is visible in the EndNote program after
Paper the formatting is finished, or if the formatting process is
canceled. (If there are problems during formatting, consult the
Citations window. This information can help you resolve
problems.)

Double-click citations in the Citations window to find the

matching references in your EndNote library.
To locate all of the references in a library that were cited in a
paper:
1. After formatting your paper, select all of the citations listed
in the Citations window by choosing Select All from the Edit
menu.
2. Double-click to display the list of references in the Library
window.

Chapter 11: Scanning and Formatting RTF Files 335

 To add a keyword to all of these references for your own filing
purposes:
1. Choose Change Field from the References menu.
2. Choose Keywords (or any other field you would like to use
from the field popup menu.
3. Enter the term or phrase you want to use to identify these
references, and click Change.

Working on If you are working on a paper on different computers, be sure to

Different keep a copy of your reference library on the same disk as your
paper. That way, you will always access the same library when
Computers inserting citations. If you add references to a copy of the library
at home and to a different version at work, the record numbers
may not match, and EndNote will be unable to find references
when it scans your paper.

336 Chapter 11: Scanning and Formatting RTF Files

Chapter 12

Creating an Independent
Bibliography
 Chapter 12 Creating an Independent Bibliography
Independent Bibliographies ............................................ 339
Using Drag-and-Drop to Create an Instant
Bibliography ....................................................................... 340
Copy Formatted .................................................................. 341
Exporting References ........................................................ 342
Supported Formats ............................................... 342
Using the Export Command ................................ 343
Printing and Previewing References ............................. 345
Important Points ................................................... 345
Printing Instructions ............................................. 346
Previewing References ......................................... 347
Including Notes, Abstracts, and Other Information
in a Reference List ............................................................. 347
Creating Annotated Bibliographies ..................... 348
Printing Only the Notes ....................................... 349

338 Chapter 12: Creating an Independent Bibliography

Independent Bibliographies
There may be times when you want to create a bibliography
without an associated paper. We call this an independent
bibliography because EndNote does not generate the
bibliography based on citations found in a paperinstead, the
bibliography is generated independently of a paper.
Any one of the procedures described in this chapter can be used
to create an independent bibliography. Each has its own
advantages, so look for the option that best suits your needs:
Use drag-and-drop to instantly transfer a bibliography to a
word processing document
Copy formatted references from a library and paste them
into a word processing document
Export references from a library
Preview and/or Print references from EndNote

Styles Determine the Look of the Bibliography

The appearance of your independent bibliography depends
entirely on which EndNote style is selected in the Output Styles
submenu of the Edit menu (or the drop-down style list on the
Main toolbar). The styles determine what information is
included in the bibliography, how it is arranged, and what
punctuation and text styles are used.
Select a style that meets your needs before exporting, printing or
formatting references. If you do not see the style that you need in
the Output Styles submenu of the Edit menu, choose Open Style
Manager from the Output Styles submenu, and mark the styles
that you need. Once the styles are marked as favorites in the
Style Manager, they will show up in your styles menus. For more
information, see Adding Styles to the Output Styles List on
page 294. For information about modifying styles, see Chapter
15.

Chapter 12: Creating an Independent Bibliography 339

 Using Drag-and-Drop to Create an Instant
Bibliography
Drag-and-drop is a way of moving or copying selected text (or
other items) by clicking on the text and dragging it to a new
location. Simply release the mouse button when the cursor is
over the destination, and the text will either be moved or copied
to the new destination.
If your word processor supports drag-and-drop, you can drag a
bibliography from an EndNote Library window directly into
your paper.
To drag your bibliography:
1. Open your library and select the desired references.
2. Select the necessary style from the Output Style submenu of
EndNotes Edit menu.
3. Hold down the CTRL key as you drag the references from the
library and drop them directly onto a word processing
document in the background.
This creates a fully formatted bibliography with the references
formatted and sorted according to the selected style. The font
used for the bibliography in this case is the General Display
Font. You can change this font by choosing Preferences from the
Edit menu, selecting Display Fonts, and choosing a new font and
size under the General Display Font heading. All text style
information (such as bold and italic) is retained if you drop the
bibliography into a program that recognizes RTF (Rich Text
Format) text.
If your word processor does not support drag-and-drop, read
about the Copy Formatted command below.

NOTE: Dragging with the CONTROL key pressed transfers the formatted
references to the word processing document. If you do not hold down
the CONTROL key, only the temporary citation is transferred. Use this
latter method to cite references in your paper.

340 Chapter 12: Creating an Independent Bibliography

Copy Formatted
Use the Copy Formatted command to quickly create and copy a
bibliography that you can paste into a word processing
document, or anywhere else. The references are sorted and
formatted according to the rules of the selected style.
The font used for the Copy Formatted command is the General
Display Font which can be changed by choosing Preferences
from the Edit menu, selecting Display Fonts, and choosing a new
font and size under the General Display Font heading. All text
style information (such as bold and italic) is retained if you paste
into a program that recognizes RTF (Rich Text Format) text.
To copy formatted references from EndNote and paste them
into a word processing document:
1. From EndNotes Edit menu, go to the Output Style submenu
and select the necessary style.
2. Open your EndNote library and select the desired references
in the Library window.
3. From the Edit menu, choose Copy Formatted (CTRL+K) to copy
the references to the Clipboard.
4. Open a document in your word processor, put the cursor
where you would like the references to appear, and choose
Paste (CTRL+V) from the word processors Edit menu.

Chapter 12: Creating an Independent Bibliography 341

 Exporting References
Exporting bibliographies from EndNote is easy and flexible.
When you export from a library, EndNote creates a file of
references formatted according to the chosen style.
Only showing references are included:
EndNote will export only those references listed in the current
library window. Or, if references in the current list are selected
(highlighted), only those references will be exported
To export all of the references in the Library, choose Show All
References from the References menu. Make sure none of the
records are selected.
To export a subset of references, use the Search References,
Hide Selected References, or Show Selected References commands
to show the subset of references you want to include.

Supported Use the Export command to create a free-standing bibliography

Formats in any of the following formats:
RTF (Rich Text Format
The RTF export is an ideal way to create a free-standing
bibliography that can be edited or printed using a word
processor. This format can be opened by all popular word
processors and preserves font and text style information.
Text Only
The Text Only export option is suitable for draft purposes or
exporting references to be imported into another database.
HTML
Documents exported in HTML (Hyper Text Markup
Language) provide an easy way to post reference lists on the
World Wide Web.
In your Web browser, set encoding to Unicode-UTF 8 to
appropriately display extended Unicode characters in the
exported document.
XML
The XML option exports in a proprietary EndNote XML
format.

NOTE: The Export command exports only text; images are not
included. However, if you import the references back into an EndNote
library, you can restore images by copying the image files from the
original librarys .DATA folder into .the DATA folder for the new library.

342 Chapter 12: Creating an Independent Bibliography

Using the To export a bibliography from EndNote:
Export 1. Open the library from which you will export, and show the
Command references you want to export. See Only showing references
are included: on page 342.
2. From EndNotes Edit menu, go to the Output Styles submenu
and choose a style (or use the style menu on the Main
toolbar).
3. (Optional) References will be exported in the order specified
by the selected output style. If you want to change the sort
order, you must modify the output style:
a. From the Edit menu, choose Output Styles and then Open
Style Manager.
b. Select the output style and click Edit.
c. In the left pane of the window, under Bibliography, select
Sort Order.
d. Change the current sort order in the right pane. If you
want to export references in the order in which they are
listed in the current Library window, choose Order of
appearance.
e. Close the output style and the style manager.
4. From EndNotes File menu, choose Export.
5. From the Save File as Type list at the bottom of the dialog,
select the type of file to be exported.

Chapter 12: Creating an Independent Bibliography 343

 6. Enter a name for the exported file and use the Save in: list
to specify where it should be saved.

NOTE: The Export feature creates a new file; it does not append to an
existing file. If you enter the name of a file that already exists, that file
will be overwritten.

7. Click Save. (It is best to keep the assigned file extensions as

part of the exported file name.)
8. Open the exported file in a word processor to edit or print it.
At this point, the file is just like any other text document. You
can change the font, margins, line spacing, or other page
layout features if necessary. (If you use the Open command
in your word processor, make sure that the open file dialog
is set to show files with the correct extension.)
If you exported the references in HTML format, your
exported reference list is ready to be posted directly to your
Web site. In your Web browser, set encoding to Unicode-
UTF 8 to appropriately display extended Unicode
characters.

NOTE: The Export command exports only text; images are not
included.

344 Chapter 12: Creating an Independent Bibliography

 Printing and Previewing References
To print references directly from EndNote, go to the File menu
and select Print (CTRL+P) to send a copy to your printer. Or,
select Print Preview to format references onscreen. These are
quick ways to view your formatted references on paper or
onscreenno special page layout options are provided. Typical
uses might include trying out various output styles, printing a
list of references to take to the library with you, printing your
notes, or generating a complete printout of the references in an
EndNote library.

Important The currently active (topmost) window affects which references

Points are printed with the Print command:
If a library window is displayed, you can print either the
selected (highlighted) references or all references showing in
the list.
If an individual reference is open for viewing, EndNote
prints only that specific referenceas displayed on the screen
with field labels. No output style is applied.
The Sort References command unselects any selected
references, so use the Show Selected References command if
necessary before sorting to retain the subset of references
you selected.
In addition to the selected style, the appearance of the printed
references is determined by the following items:
References will be printed in the order specified by the
selected output style. If you want to change the sort order,
you must modify the output style. If you want to export
references in the order in which they are listed in the current
Library window, change the output style's sort order setting
to Order of appearance.
Each printed page has 1-inch margins, left-justified text, and
a header that displays the library name in the upper left
corner and the page number in the upper right corner. There
are no options to customize the margins, headers or footers
of the printouts. Use one of the other options for creating an
independent bibliography if you need to modify these
aspects of your printout.
The font and size of the printed references are determined by
the General Display Font, if that font is a True Type font;
otherwise a font substitution will be made. Choose
Preferences from the Edit menu, and click the Display Fonts

Chapter 12: Creating an Independent Bibliography 345

 option to change the font and size if necessary. The double
T to the left of the font name indicates a True Type font.
Choose Page Setup from the File menu to specify other
printing options including the paper size and page
orientation. Page setup options vary depending on the
printer used.

Printing To print a list of references directly from EndNote:

Instructions 1. Make sure that all of the references you want to print are
either selected (highlighted) or showing in the Library
window.
2. From EndNotes Edit menu, go to the Output Styles submenu
and choose a style (or use the style menu on the Main
toolbar).
3. (Optional) References will be printed in the order specified
by the selected output style. If you want to change the sort
order, you must modify the output style:
a. From the Edit menu, choose Output Styles and then Open
Style Manager.
b. Select the output style and click Edit.
c. In the left pane of the window, under Bibliography, select
Sort Order.
d. Change the current sort order in the right pane. If you
want to print references in the order in which they are
listed in the current Library window, choose Order of
appearance.
e. Close the output style and the style manager.
4. From the File menu, choose Print (CTRL+P).

In the print dialog, specify the number of copies and the

range of pages to print. By default, EndNote prints only the
selected references. To print all the references showing in the
Library window, change the print range option to All.
5. Click Print to print the references.

346 Chapter 12: Creating an Independent Bibliography

Previewing To preview a list of references onscreen:
References 1. Make sure that the references you want to print are listed in
the Library window.
You can select individual references and then select Show
Selected References from the References menu.
2. From EndNotes Edit menu, go to the Output Styles submenu
and choose a style (or use the style menu on the Main
toolbar).
3. (Optional) References will be displayed in the order
specified by the selected output style. If you want to change
the sort order, you must modify the output style:
a. From the Edit menu, choose Output Styles and then Open
Style Manager.
b. Select the output style and click Edit.
c. In the left pane of the window, under Bibliography, select
Sort Order.
d. Change the current sort order in the right pane. If you
want to print references in the order in which they are
listed in the current Library window, choose Order of
appearance.
e. Close the output style and the style manager.
4. From the File menu, choose Print Preview.
From the onscreen preview, you can click Print to send a copy to
your printer.

Including Notes, Abstracts, and Other

Information in a Reference List
Most of the styles included with EndNote produce standard
bibliographies without including additional information such as
notes or abstracts. Two of EndNotes standard styles are the
Annotated style and the Show All style. The Annotated style
includes the Abstract field after each reference, and the Show All
style lists all of the field names and the information found in
those fields for each reference.
See Chapter 15 for detailed information about editing and
creating styles. What follows here are two examples of common
ways you might want to edit styles for your printouts or for
stand-alone bibliographies.

Chapter 12: Creating an Independent Bibliography 347

Creating To create a bibliography that includes abstracts, you can use the
Annotated Annotated style included with EndNote. The Annotated style is
based on the Author-Date style, and creates an alphabetical
Bibliographies listing of the references (by author), with the abstract appended
to each reference. You can modify any other style to include the
Notes or Abstract field as well.
For this example, we modify the Numbered style to include the
Abstract field.
1. From the Edit menu, choose Output Styles and select Open
Style Manager.
2. Choose a style from the list in the Style Manager window,
and click the Edit button. The Style window opens.
3. Choose Layout from the options under the Bibliography
heading and click in the text box under the End each
reference with heading. Text or fields inserted into this
section appear at the end of each reference in the
bibliography.

4. To insert the abstracts on a new line after each reference:

choose End of Paragraph from the Insert Field list, and then
choose Abstract from the same list.
5. From the File menu, choose Save As and give the style a new
name, but keep the .ENS extension.
This annotated version of the style will appear in the Output
Styles submenu of the Edit menu (and on the styles menu on the
Main toolbar). If you format a paper, print, or export references
using this style, the abstracts are included in the bibliography.

348 Chapter 12: Creating an Independent Bibliography

Printing Only To print only the notes for each reference, create a new style that
the Notes includes only the Notes field.
To create a style that prints only notes:
1. From the Edit menu choose Output Styles and select New
Style.
2. Click on the Templates panel under the Bibliography heading.
3. Click in the Generic template and choose Notes from the
Insert Field list. Press the ENTER key to add a blank line after
the notes for each reference.
4. From the File menu, choose Save As. Name and save the style.
You should now see this new style in the Output Styles
submenu of the Edit menu.
5. Close the style by clicking the close button.
Select this style whenever you want to print or export only the
Notes from your references. This style is also useful to preview
just the notes in the preview pane of the Library window.

Chapter 12: Creating an Independent Bibliography 349

350 Chapter 12: Creating an Independent Bibliography
Chapter 13

Creating Subject
Bibliographies and
Subject Lists
 Chapter 13 Creating Subject Bibliographies and Subject Lists
Overview ............................................................................. 353
Printing a Subject Bibliography ..................................... 353
Basic Procedure ..................................................... 353
Printing a Subject List ....................................................... 356
Subject Bibliography Settings ........................................ 362
The References Tab ............................................... 362
The Terms Tab ....................................................... 363
The Page Layout Tab ............................................ 368
The Bibliography Layout Tab .............................. 369
Examples of Subject Bibliographies .............................. 371
Using Author Names as Subject Headings ......... 371
Using Keywords as Subject Headings ................ 372
Using Call Numbers as Subject Headings .......... 372

352 Chapter 13: Creating Subject Bibliographies and Subject Lists

 Overview
This chapter explains how to create subject bibliographies and
subject lists.

Subject List Subject Bibliography

Archaeology Archaeology
Astronomy
Parker, F. and B. J. Parker (1997). Educational
Biology Philanthropist George Peabody (1795-1869) and
Geochemistry First U.S. Paleontology Professor Othniel
Geology Charles Marsh (1831-99) at Yale University.
Hydrology U.S., Tennessee.
Astronomy
Lowman, P. D., Jr. (2001). Evidence from
Apollo. Science Teacher. 68: 22-25.

A general bibliography is a continuous listing of citations in a

particular order. A subject bibliography is made up of smaller
listings, each appearing under a distinct heading. Despite the
name, a subject bibliography (or a subject list) can be based on
any EndNote field or combination of fields.
Subject bibliographies have diverse uses, including: generating
lists of journal abstracts; current awareness lists; subject indexes;
or lists of holdings by category. Typical subject bibliography
headings are by Keyword, Author, Journal Title, or Call Number.
You can print entire bibliographic citations, information from
one or more fields, record IDs, or nothing at all under each
heading.

Printing a Subject Bibliography

Basic This section walks through the basic steps to create a subject
bibliography.
Procedure
To print a subject bibliography:
1. In the current Library window, show only the references you
wish to include in a subject bibliography.
From the References menu, choose Show All References to
include all references in the subject bibliography.

Chapter 13: Creating Subject Bibliographies and Subject Lists 353

 From the References menu, choose Search References to
find a subset of references for your subject bibliography.
Highlight individual references and then use the Show
Selected References command to list those references for
the subject bibliography.
2. From the Tools menu, select Subject Bibliography to display a
list of the EndNote fields by default field name.

3. Highlight the field(s) whose contents you wish to use as

subject headings.
The most common selection is the single Keywords field
to create a subject bibliography.
You can include any number of fields. If you build the
list of headings from more than one field, the subject
headings generated from these fields are combined into
a single list.
If you mix date fields with other fields, dates will sort
before alphabetic subject headings.
To quickly select all fields or clear all fields, use the
buttons on the right side of the dialog. You can click on
individual fields to select or deselect them.
4. Select the check boxes as needed to determine whether an
entire field is used as a heading, or whether a field should be
split into multiple headings.
List each author separately, when checked, will list each
author name as a separate heading. If not checked, all
authors from a single field will appear as a single
heading.

354 Chapter 13: Creating Subject Bibliographies and Subject Lists

 In other fields, list each entry that is separated by slash,
carriage return, or line feed, when checked, separates any
non-author field into multiple subject headings.
Terms in the Keywords field are always listed as
separate headings.
5. Click OK to display the terms found in the fields you
selected.

6. Select those terms you wish to include as subject headings.

To quickly select all terms or clear all terms, use the
buttons to the right of the dialog.
You may want to select all terms and then click to
deselect the few terms you do not want included.
7. Click OK to format the subject bibliography on the screen.
If you want to modify the term selections you just set, to
either add or remove terms from the selected field(s), click on
the Terms button.

NOTE: Subject headings print as they appear in your records. No

special formatting of author names and no journal title substitution is
applied.

8. Click on the Layout button to modify the layout and style of

your subject bibliography. Verify the settings on the
References, Terms, Page Layout, and Bibliography Layout
tabs (all four tabs are discussed later in this chapter under
Subject Bibliography Settings), particularly these items on
the References tab:

Chapter 13: Creating Subject Bibliographies and Subject Lists 355

 Output Style, which determines the bibliographic style
used to format each reference.
Reference List Title, which prints at the top of the
bibliography
Reference List Order, which determines the order of
references under each subject heading
Use the Terms tab to set options specifically for subject
headings. For a subject bibliography, it is important to select
the Subject Terms and Reference List item.
Click OK to save changes to all of the Layout tabs.
9. Once your subject bibliography is set up the way you want
it, you can do one of these:
Display a formatted page view by clicking Print Preview.
Print to your printer by clicking the Print button. A Print
dialog will appear. Verify settings and click OK or Print.
Print to a disk file (Text, RTF, or HTML) by clicking the
Save button. A dialog appears for you to name the file.
Choose the file type, name and place the file, and click
Save.

NOTE: In your Web browser, set encoding to Unicode-UTF 8

to appropriately display extended Unicode characters in an
exported HTML document.

10. Close the Subject Bibliography window when you are done
viewing it.

Printing a Subject List

A subject list is a sorted list of unique terms (words or phrases)
that occur in particular fields of the records you choose. You can
base a subject list on any EndNote field or combination of fields.
To print a subject list:
1. Determine which references you want EndNote to use when
building the subject list, and display only those references in
the Library window.
From the References menu, choose Show All References to
include all references in the subject list.
From the References menu, choose Search References to
find a subset of references for your subject list.

356 Chapter 13: Creating Subject Bibliographies and Subject Lists

 Highlight individual references and then use the Show
Selected References command to list those references for
the subject list.
2. From the Tools menu, choose Subject Bibliography. A Subject
Fields dialog appears, listing the EndNote fields by default
field name.
3. Highlight the field(s) whose contents you wish to use as
subject headings.

You can include any number of fields.

If you build the list from more than one field, the terms
generated from the fields are combined into a single list.
To quickly select all fields or clear all fields, use the
buttons to the right of the dialog.
Click on individual fields to select or deselect them.
4. Select the check boxes as needed to determine whether an
entire field is used as a term, or whether a field should be
split into multiple terms.
List each author separately, when checked, will list each
author name as a separate entry. If not checked, all
authors from a single field will appear as a single entry.
In other fields, list each entry that is separated by slash,
carriage return, or line feed, when checked, separates any
non-author field into multiple entries.
Terms in the Keywords field are always listed as
separate entries.

Chapter 13: Creating Subject Bibliographies and Subject Lists 357

 5. Click OK to display the terms found in the field(s) you
selected.

6. Select the terms you want in the subject list.

To quickly select all terms or clear all terms, use the
buttons on the right side of the dialog.
You may want to select all terms and then click to
deselect the few terms you do not want included.
7. Click OK to display your subject list. If the window does not
display a simple list of terms, you must modify settings on
the Configure Subject Bibliography dialog as described next.

358 Chapter 13: Creating Subject Bibliographies and Subject Lists

8. Click the Layout button to display the Configure Subject
Bibliography dialog.

9. On the References tab, enter a Reference List Title, which will

print at the top of the list.
When you print a subject list, the other settings on the
Reference List tab are simply ignored. The output style is
ignored because you are not printing formatted references,
and the sort order set here applies only to formatted
references. The sort order of terms is set on the Terms tab.
10. On the Terms tab:
Reference List must be set to Subject Terms Only.
Include may include Subject Term Counts and/or a List
of Record IDs if you wish.
Subject Term Layout can be set to print terms in
Alphabetical or Term Count order and in Ascending or
Descending order.
Do not include a Prefix, and include a caret-p (^p) as a
Suffix so each term prints as a new paragraph on a new
line.

Chapter 13: Creating Subject Bibliographies and Subject Lists 359

 Apply Styles as you wish. However, if you print to a text
file all styles are stripped.

11. Click on the Page Layout tab if you wish to change the font,
size, or page margins.

NOTE: The Bibliography Layout tab applies to subject bibliographies

only, and does not affect a simple subject list.

360 Chapter 13: Creating Subject Bibliographies and Subject Lists

12. Click OK to save changes to the dialog and update the list in
the Subject Bibliography window.

If the window still does not show the list you need, you can
click on the Terms button to select or deselect terms from the
selected field(s) or click Layout again to make more changes
to the Configure Subject Bibliography dialog.
13. View, print or dismiss the list:
Click Print Preview to see a page layout view of the
bibliography.
Click Print to print to a printer. The Print dialog appears.
Verify settings and click OK or Print.
Click Save to print to a disk file. A file dialog appears for
you to name the file. Choose the file type (text, RTF, or
HTML), name the file, and click Save.
Click Close to dismiss the Subject Bibliography window
and return to your record list.

NOTE: Terms are printed as they appear in your records. No special

formatting of author names and no journal abbreviations are applied.

Chapter 13: Creating Subject Bibliographies and Subject Lists 361

 Subject Bibliography Settings
To access subject bibliography settings, first generate a subject
bibliography from the Tools menu. Once the subject bibliography
or subject list is displayed, a Layout button becomes available.

NOTE: Some subject bibliography settings are updated from the

current output style, so changes you make are not saved for future
subject bibliographies. If you have special settings that you want to
always use for subject bibliographies, it may be easier to copy and
modify an output style specifically for generating subject bibliographies.

The When you select Subject Bibliography from the Tools menu to
References format a subject bibliography or subject list, a Layout button is
available to display a Configure Subject Bibliography dialog and
Tab change settings. This section describes the References tab
available on that dialog.

Output Style: Use the drop-down list to select an output style

from the list or to Select Another Style that does not currently
appear in the list.

362 Chapter 13: Creating Subject Bibliographies and Subject Lists

 If you opt to Select Another Style, EndNote will display the
Choose a Style window, where you can choose from over 2,000
output styles. Use the Find button to narrow the list of output
styles by discipline. Then, select a style in the list and click
Choose.
The output style is used to format the references in a subject
bibliography. This setting is ignored for a subject list.
Reference List Title: Type a title in the text box to print at the
top of your subject list or subject bibliography.
Bibliography Sort Order: Click on a button to select the sort
order you wish to use for the formatted references printed under
each subject heading in a subject bibliography. This setting is
ignored for a subject list.

The Terms Tab When you select Subject Bibliography from the Tools menu to
format a subject bibliography or subject list, a Layout button is
available to display a Configure Subject Bibliography dialog and
change settings. This section describes the Terms tab on that
dialog.

Chapter 13: Creating Subject Bibliographies and Subject Lists 363

 Selecting a Subject List or Subject Bibliography
In the Reference List area of the Terms tab, select one of the two
radio buttons:
Subject Terms Only prints each unique subject term. It does
NOT print formatted references below each term.
Subject Terms and Reference List prints each subject term
with related references listed below it.

NOTE: The options on this tab are saved for this subject bibliography
session and for future sessions, until you change them again. So, if you
generate a list of Subject Terms Only, the next time you choose Subject
Bibliography, you will produce a simple subject list again. To include
formatted references, click the Layout button and the Terms tab to
select Subject Terms and Reference List.

When printing subject terms with reference lists, EndNote

typically prints each unique subject heading only once with the
related references listed below. You can select the Repeating
Subject Terms box to print a subject term before each formatted
reference. For example:

American Museum of Natural History

1. Personalities in Paleontology. 2002, American Museum of Natu-
ral History.
Antarctica
2. Quilty, P.G., Cycleryon glaessner (crustacea, decapoda) from the
jurassic of Ellsworth Land, Antarctica. Journal of Paleontology,
2000. 62(4): p. 619.
Antarctica
3. Whitney, J.R., T.V. Billoski, and V.R. Jones, Evidence for Tricer-
atops in Antarctica, in New Directions in Paleontology, T.V. Bil-
loski, Editor. 1997, Academic Press: New York. P. 24-27.

364 Chapter 13: Creating Subject Bibliographies and Subject Lists

Select the Recycling Reference Numbers box to restart reference
numbering for each subject heading. For example:

Recycling Reference Numbers Continuous Reference Numbers

Heading Number One Heading Number One

1. First formatted reference 1. First formatted reference
2. Second formatted reference 2. Second formatted reference
Heading Number Two Heading Number Two
1. First formatted reference 3. First formatted reference
2. Second formatted reference 4. Second formatted reference

Including Subject Term Counts or Record IDs

In the Include area of the Terms tab you can check a box to
include, for the records selected for output:
Subject Term Counts prints a number next to the subject
term to indicate how many records contain the term. For
example:

Evolution (1)
Excavation (4)
Extinction (12)

Subject Term Counts always print on the same line as the

subject term, surrounded by parentheses, and separated from
the term by three spaces.
List of Record IDs prints the record IDs of the records that
contain the term. You can print the list of record IDs on the
same line as the subject term (set apart by three spaces) or on
the next line. For example:

Excavation 34, 33, 6, 48

Extinction 34, 46, 6, 48, 96, 98, 10, 125, 132, 148, 162, 11

or

Excavation
34, 33, 6, 48
Extinction
34, 46, 6, 48, 96, 98, 10, 125, 132, 148, 162, 11

Chapter 13: Creating Subject Bibliographies and Subject Lists 365

 When you print these items on the same line as the term, they
are always separated by three spaces. That way, you can save
to a word processor file, replace the three spaces by a tab
character, and convert the text to a table, using the tab as a
separator. You can print both term counts and record IDs:

Excavation (4)
34, 33, 6, 48
Extinction (12)
34, 46, 6, 48, 96, 98, 10, 125, 132, 148, 162, 11

Sorting the Subject Terms

You have four options for ordering your subject terms:
By Term - Alphabetical sorts subject terms by Date for date
fields, and then alphanumeric order (1-9, A-Z) for all other
fields.
By Term - Inverse Alphabetical simply reverses the By Term
- Alphabetical order (Z-A, 9-1, Dates).
By Term Count - Ascending lists terms based on how often
they appear in records. For example, a term that appears in
only one reference would display at the top of the list,
whereas a term used in 20 references would appear further
down in the list.
By Term Count - Descending reverses the By Term Count -
Ascending order, so the most-used terms are listed first.

NOTE: This sort order setting affects subject headings only. If you want
to change the order of the references printed below each heading, do
so on the References tab of the Configure Subject Bibliography dialog.

Inserting Space or Text Around Subject Terms

Use the Prefix and Suffix text boxes to print text or punctuation
before or after each subject term.
Each term may include a subject term count and/or a list of
record IDs. The order of output is:
Text Before | Subject Term | Subject Term Count |
List of Record IDs | Text After | Reference List

366 Chapter 13: Creating Subject Bibliographies and Subject Lists

You can use these special formatting codes in the text boxes:

New Paragraph: ^P
New Line: ^L
Tab: ^T
Bold: CTRL+B
Italics: CTRL+I
Underlining: CTRL+U

By default, the Prefix box contains ^p and the Suffix box

contains ^p^p in order to leave blank lines between each
subject heading and the first citation listed below it.
When you print Subject Terms Only, you will probably want to
print only a single ^p after each term, so each subject term
begins on a new line with no blank lines between them.

Applying Styles
In the Styles area of the Terms tab, check the appropriate boxes
to separately apply styles to Subject Terms, Subject Term Counts,
and the List of Record IDs. You can combine styles in any way,
such as:

Antarctica (2) 144, 12

1. Quilty, P.G., Cycleryon glaessner (crustacea, decapoda) from the
jurassic of Ellsworth Land, Antarctica. Journal of Paleontology,
2000. 62(4): p. 619.
2. Whitney, J.R., T.V. Billoski, and V.R. Jones, Evidence for Tricer-
atops in Antarctica, in New Directions in Paleontology, T.V. Bil-
loski, Editor. 1997, Academic Press: New York. P. 24-27.

Apply styles to bibliographic references by modifying the output

style.
If you save your list to a text file, all styles will be stripped.

Chapter 13: Creating Subject Bibliographies and Subject Lists 367

The Page When you select Subject Bibliography from the Tools menu to
Layout Tab format a subject bibliography or subject list, a Layout button is
available to display a Configure Subject Bibliography dialog and
change settings. This section describes the Page Layout tab
available on that dialog.

Select the Default Font and Size: Use the drop-down lists to
select a default font and size for your subject headings or subject
terms. Font and size for bibliographic references are set in the
output style.
Set Margins: Enter your page margins in inches.
Position Page Numbers: Use the check boxes to determine
whether your pages are numbered and whether to suppress the
first page number. Use the drop-down lists to determine location
and alignment of page numbers.

368 Chapter 13: Creating Subject Bibliographies and Subject Lists

The When you select Subject Bibliography from the Tools menu to
Bibliography format a subject bibliography or subject list, a Layout button is
available to display a Configure Subject Bibliography dialog and
Layout Tab change settings. This section describes the Bibliography Layout
tab available on that dialog.

The options available on the Bibliography Layout tab affect only

the bibliographic references printed in a subject bibliography.
These settings are not used when you print a simple subject list.

NOTE: When you select an output style, the settings on this tab change
to reflect the settings found in the output style. You can override those
settings for this session, but changes to this tab are not saved after you
close the subject bibliography window. If you want to make the changes
permanent, edit the output style. You can make a copy of the output
style to edit specifically for subject bibliographies.

Chapter 13: Creating Subject Bibliographies and Subject Lists 369

 Starting and Ending Each Reference with a Special
Character or Text
Use the Start each reference with and the End each reference with text
boxes to enter fields, text, or punctuation to print before and
after every formatted reference.
Simply click in one of the text boxes and type text. You can use
the Insert Field button to enter control characters or fields of
information as described below.
Use one of the Insert Field buttons to insert these control
characters in a text box:
End of Paragraph inserts a paragraph marker, which moves
the following text to the next line.
Tab inserts a tab character. The spacing for tabs is
determined by the ruler settings in your word processor.
Forced Separation inserts a vertical bar. Use vertical bars to
attach punctuation to a specific field, so that if the field is
empty the punctuation will not print.
For example, to include the text Note: before the note field,
first insert a vertical bar, type the text Note: , insert the
Notes field, then insert another vertical bar. Your Notes:
text will print only when a Notes field contains information,
and not when it is empty.
Link Adjacent Text keeps text together so that it will not be
broken between lines or pages.
Singular/Plural changes between the singular and plural
version of a word, such as editor versus editors.
Enter these fields of information in the Start each reference
with box by clicking the Insert Field button and selecting the
field name:
Reference Type prints the Reference Type (such as Journal
Article or Book) of each reference.
Label prints the label field from each reference.
Citation prints the in-text citation form of each reference.
Bibliography Number prints the sequential number
assigned to the reference in the sorted list below each
heading.
Record Number prints the unique EndNote record number
from each reference.

370 Chapter 13: Creating Subject Bibliographies and Subject Lists

 Enter these fields of information in the End each reference with
box by clicking the Insert Field button and selecting the field
name:
Label prints the Label field from each reference.
Keywords prints the entire Keywords field for each
reference.
Abstract prints the Abstract field from each reference.
Notes prints the Notes field from each reference.
Record Number prints the unique EndNote record number
from each reference.

Setting a Hanging Indent

Use the drop-down list to apply a hanging indent to paragraphs
in each formatted reference.

Numbering References
Enter a starting reference number for bibliographic references
printing below each heading. This setting is ignored if reference
numbering is not applied from the current output style.

Examples of Subject Bibliographies

Using Author This example uses author names as subject headings. The List
Names as each author separately box was checked on the Subject Fields
dialog, so that single author names are used for headings rather
Subject than entire author fields. Uppercasing was applied to the Subject
Headings Terms.

BAKER, V.R.
1. V. R. Baker, Geological Society of America Bulletin, 100, 1157
(1988).
BARLOW, CONNIE
2. C. Barlow, Natural History 110, 62 (Sept., 2001).
BARNES, C.R.
3. C. R. Barnes, Geological Magazine 125, 381 (1988).

Chapter 13: Creating Subject Bibliographies and Subject Lists 371

Using This example uses keywords as subject headings, and restarts
Keywords as reference numbering after each subject heading. You would
select Recycle Numbering in the Configure Subject Bibliography
Subject dialog on the Terms tab. The starting reference number is set on
Headings the Bibliography Layout tab.

Geochemistry
1. J. A. Izbicki, Dissertation Abstracts International, 61, 2957
(2000).
2. C. Megnien, Bulletin dInformation des Geologues du Bassin de
Paris, 37, 142 (June, 2000).
Geology
1. S. A. Lebedev, Ph.D., Princeton University (2000).

NOTE: Whether references are numbered or not is determined by the

output style selected.

Using Call You can create a two-column output with Call Numbers, such as:
Numbers as
Subject DL312 Forbes, C. S. (1860). Iceland: Its volcanoes, geysers,
and glaciers. London, J. Murray.
Headings
To create a two-column output:
1. In the Subject Fields dialog, select the Call Number field.
2. Select an output style that does not number citations.
3. On the Layout/Terms tab:
Select Subject Terms and Reference List with Repeating
Subject Terms.
Do not include Subject Term Counts or a list of Record
IDs.
Insert a tab between each subject heading and reference
with the Suffix box (insert ^t).
4. Save the subject bibliography to a word processor file.
5. With your word processor, convert the output to a two-
column table, sort by the first column, adjust the column
widths, and reformat the paragraph style.

372 Chapter 13: Creating Subject Bibliographies and Subject Lists

Chapter 14

Customizing Reference
Types
 Chapter 14 Customizing Reference Types
Introduction ........................................................................ 375
What is a Reference Type? ................................... 375
Reference Types and Data Entry ......................... 376
The Reference Types Preference ..................................... 377
The Generic Type .................................................. 379
Special Fields ......................................................... 380
Customizing the Reference Types .................................. 382
Adding, Deleting, and Renaming Fields ............ 382
Adding and Deleting Reference Types ............... 384
Where Are These Changes Saved? ...................... 386
Table of Predefined Reference Types ............................ 387

374 Chapter 14: Customizing Reference Types

 Introduction

What is a Your EndNote library can contain references from a variety of

Reference different sources, such as books, journal articles, and newspaper
articles. We call these different sources reference types. EndNote
Type? provides built-in forms for these and other common reference
types.
In addition to an all-encompassing Generic reference type,
EndNote has three unused and 38 pre-defined reference types:
Ancient Text, Artwork, Audiovisual Material, Bill, Book, Book
Section, Case, Chart or Table, Classical Work, Computer
Program, Conference Paper, Conference Proceeding, Dictionary,
Edited Book, Electronic Article, Electronic Book, Encyclopedia,
Equation, Figure, Film or Broadcast, Government Document,
Grant, Hearing, Journal Article, Legal Rule or Regulation,
Magazine Article, Manuscript, Map, Newspaper Article, Online
Database, Online Multimedia, Patent, Personal Communication,
Report, Statute, Thesis, Unpublished Work, and Web Page.

Important Points About Reference Types

You can assign a particular reference type to each reference
entered into your library.
The Reference Types preference, accessible through
EndNotes Preferences, determines which fields are
available for each of the different reference types.
The Reference Types preference allows up to 42 different
types of references, each capable of supporting up to 52
fields (including the name of the reference type).
Of the 42 reference types, all but the Generic type can be
modified.
Use the Reference Types preference to add, delete, or rename
fields. You can also hide complete reference types.
The layout of the Generic reference type should be used as a
guide when modifying or creating reference types. Rows
reserved for Authors should be used only for names.
Changes made to the Reference Types preference are stored
for each user in a RefTypeTable.xml file which is located in
the folder Documents and Settings\[Your
Folder]\Application Data\EndNote. They apply to all
libraries opened under the current user account.

Chapter 14: Customizing Reference Types 375

 If you move your library to a different computer, your
references will follow the layout of the Reference Types
preference for the current user account on that computer,
unless you also transfer a copy of your RefTypeTable.xml file
to the other users Documents and Settings\[Your
Folder]\Application Data\EndNote folder.
Do not enter reference data into the Reference Types preference.
This dialog is designed to store just the names of the
reference fields.

Reference The chosen reference type specifies which fields appear in the
Types and Reference window. For instance, an EndNote journal article
reference includes the fields Journal, Volume, and Issue,
Data Entry while a book reference includes fields such as Series Title and
City. The Reference window displays only the fields that are
relevant to the chosen reference type.

It is best to select the reference type before entering the

bibliographic information in a reference. However, you can
change the reference type of a reference at any time using the
Reference Type list at the top of the Reference window.

376 Chapter 14: Customizing Reference Types

 The Reference Type List

Relationship Between Reference Types and Styles,

Filters, and Connections
Styles, filters, and connection files can include templates for all
of the different reference types. This enables various types of
references to be formatted differently in a bibliography or
imported differently, as necessary.
The reference types and fields available to you when editing a
style, filter, or connection file depend on how the reference types
are configured in the Reference Types preference. These files
update automatically to reflect changes made in the Reference
Types preference (such as changing the name of a field).

The Reference Types Preference

The Reference Types preference displays the available reference
types and the fields that each reference type contains. Use the
Reference Types preference to add, remove, or rename fieldsor
to rename a reference type.
To access the Reference Types preference:
1. From the Edit menu, choose Preferences.
2. Click the Reference Types option in the list of preferences.

Chapter 14: Customizing Reference Types 377

 3. Click the Modify Reference Types button and the Reference
Types preference will open.

NOTE: The Modify Reference Types command is enabled only when all
Style, Filter, Connection, and Reference windows are closed.

4. Use the drop-down list at the top to display one of the 42

reference types in the right-hand column.
The first column of the Reference Types preference is
reserved for the Generic reference type, which lists all of the
available fields.

The rows correspond to the 52 possible fields that each reference

type can contain. Each named cell in a column represents a field
that appears in the reference. The names of the fields in each
reference type should closely correspond to their Generic field
names in the left column.
The Generic column is the complete set of fields that can be
included in any type of referenceno fields can be added to this
list, nor can the names of the Generic fields be changed. As
described below, the Generic reference type serves as a model for
constructing all other reference types.

378 Chapter 14: Customizing Reference Types

 Navigating in the Reference Types Dialog
Use the vertical scroll bar to see the additional fields
available for each reference type.
The UP or DOWN ARROW keys select the previous or next
field, respectively, within the same reference type.
Pressing ENTER closes the dialog. Press the ESC key or click
Cancel to exit from the Reference Types preference without
saving any changes.

The Generic When entering references into your library, use the Generic type
Type only for references that do not fit any of the other reference types.
The more important function of the Generic reference type is to
set up a guide for the other reference types to follow.
The Generic field names are used throughout the EndNote
program (for example, in the Sort References and Search dialogs)
to refer to a similar category of fields that can be found in the
different reference types. When you choose a Generic field name
in any of these dialogs, it refers to all field names assigned to that
Generic row of the Reference Types preference. For example, if
you use the Search command to search the Author field, EndNote
searches all fields that appear in the Generic Author row of the
Reference Types preference, including fields such as Artist,
Reporter, and Cartographer.

NOTE: When editing the Reference Types preference it is important

that you keep similar fields in the same row, as defined by the Generic
field names at the start of the row. Each reference type can call these
fields by a different name; however, the content of the fields should be
similar.

Using the Generic Type in Styles

Although the Generic reference type is rarely used for data entry,
it plays an important role in formatting bibliographies. In
addition to formatting Generic references, the Generic template
in a style is used to format any reference types that are not
specifically defined in the style. Consequently, every
bibliographic style should contain a Generic template so that all
references get formatted when EndNote creates a bibliography.

Chapter 14: Customizing Reference Types 379

Special Fields Each of the 52 different EndNote fields is available for use by the
different reference types. Initially, only the Generic reference
type includes all fields. Few restrictions are placed on the type of
text that can be entered. However, there are a few fields that are
reserved for specific functions.

Author Fields
The Author, Secondary Author, Tertiary Author, and Subsidiary
Author rows in the Reference Types preference are specially
configured to handle author names, and should not be used for
any data other than names.
When EndNote creates a bibliography, the information in these
fields is formatted according to the specifications of the selected
styles Author List and Editor List settings. (The Author List is used
for the Author field; Editor List is used for Secondary Author,
Tertiary Author, and Subsidiary Author fields.) If you put text
other than personal names in any of these fields, EndNote will
still try to interpret it and format it as a persons name.
The Library window displays the last name of the first author
that it finds in the Author field. That name is also used in the
temporary citations inserted into word processing documents.

NOTE: If you have a corporate author name in an Author field, put a

comma after the name so that EndNote does not interpret it as a first
and last name. For example, Acme Corporation should be entered as
Acme Corporation,.

Title Fields
The three fields that the Generic type uses for titlesTitle,
Secondary Title, and Tertiary Titleare usually found under
different names in other reference types. For example, a section
of a book which is part of a series will use all three title fields: the
chapter title would belong in the main Title field, the book title
corresponds to the Secondary Title field, and the series title
corresponds to the Tertiary Title field.
The Generic Secondary Title and Alternate Title fields map to the
Journal and Alternate Journal fields, respectively. The fields
listed below, found in specific reference types, are the only ones
that can be used along with the Journals term list to modify
journal names in formatted bibliographies (see page 250):
Journal Article reference typeJournal field

380 Chapter 14: Customizing Reference Types

 Journal Article reference typeAlternate Journal field
Electronic Article reference typePeriodical Title field

Pages Field
The fields in the row reserved for page numbers are the only
ones that work with the Page Numbers option in the styles. This
feature lets you specify how EndNote should format the page
numbers in the bibliography (first page only or a full or
abbreviated range of pages). Similarly, any field in the Pages row
of the Reference Types preference can take advantage of a special
formatting character in the styles: the caret (^). This character
allows you to pick a singular and plural form of a term to
precede or follow the pages in a bibliography, for example
p. 25 and pp. 32-45. If you enter page numbers in any other
part of the reference, they cannot be used with these features.

URL Field
When a correctly formatted URL is entered into this field, the
Open URL command on the References menu can be used to
launch your Web browser and take you to that site.
You can also use this field to store the path to files on your hard
drive (such as graphics and word processing documents).
When a reference is selected and Open URL is chosen, EndNote
checks the URL field for a valid hyperlink. No other fields are
checked. See Linking References to Web Sites and Files on
page 224.

Link to PDF Field

Use the Link to PDF field to store the path to PDF files on your
hard drive. You can specify an absolute path to a specific folder,
or you can specify a relative path to copy the PDF file to your
librarys .DATA\PDF folder.
When a correctly formatted path and filename is entered into this
field, the Open PDF command on the References menu can be used
to launch the file. See Linking References to Web Sites and
Files on page 224.

Image Field
The Image field stores a graphic or file attachment. This field is
included in all reference types. See Inserting Images on page
145 for information about adding images to a reference.

Chapter 14: Customizing Reference Types 381

 To add or remove the Image field from a reference type, use the
Preferences dialog to edit reference types, as described in the
next section.
Use the text field immediately following the Image field, the
Caption field, to enter relevant information pertaining to the
image or file.

Customizing the Reference Types

All of the reference types, except for Generic, can be modified
using the Reference Types preference. Whenever you make a
change to a reference type, you should also edit your styles to
make sure that they correctly format the new or modified
reference types.
Do not try to edit the Reference Types preference to rearrange
information within your references. For example, if you delete
the Journal field and retype Journal elsewhere in the column
for Journal Articles, you are simply telling EndNote to close the
original Journal field and display a new field called Journal
in another locationthis does not move your data from the
original Journal field to the new one. Any references that had
data in the original Journal field will still show that
information, but the field will have its Generic name of
Secondary Title. The new Journal field will remain empty.

Adding, There are different ways you can customize the various reference
Deleting, and types. If an existing reference type does not contain all of the
fields that you need, you can define a new field or rename an
Renaming existing field. Similarly, if there is a field that you know you will
Fields never use, you can delete it from the reference type so that it no
longer appears in your references.

NOTE: Be sure to read the previous section about Special Fields on

page 380 before changing any fields.

To rename a field:
1. From the Edit menu, choose Preferences, select the Reference
Type option in the list of preferences, and click Modify
Reference Types to open the Reference Types preference.
2. Use the drop-down list at the top to find the reference type
that you want to change.

382 Chapter 14: Customizing Reference Types

3. Within the column for that reference type, find the field
name that you want to change, click on it, and type a new
name for the field to replace the current name.
4. (Optional) If you want to change the field for all reference
types, click the Apply to All Ref Types button.
5. Click OK to return to the main Preferences window for
Reference Types.
6. Click OK to save your changes.
Styles, filters, and connection files update automatically to use
the new name.
To add a field to a reference type:
1. From the Edit menu, choose Preferences, select the Reference
Type option in the list of preferences, and click Modify
Reference Types to open the Reference Types preference.
2. Use the drop-down list at the top to find the reference type
that you want to change.
3. Look at the field names listed in the Generic column and find
the one with the most similar meaning to the field that you
want to add. Make sure that the corresponding cell is blank
for the reference type that you are modifying. If it is not
blank, then you should use another field.
4. Click in the blank cell and type the name for the new field.
5. (Optional) If you want to add the new field to all reference
types, click the Apply to All Ref Types button.
6. Click OK to return to the main Preferences window for
Reference Types.
7. Click OK to save your changes.
To delete a field from a reference type:
1. From the Edit menu, choose Preferences, select the Reference
Type option in the list of preferences, and click Modify
Reference Types to open the Reference Types preference.
2. Use the drop-down list at the top to find the reference type
that you want to change.
3. Find the name of the field you want to delete and select it.
4. Press the DELETE or BACKSPACE key to clear that field name.
5. (Optional) If you want to delete the field from all reference
types, click the Apply to All Ref Types button.
6. Click OK to return to the main Preferences window for
Reference Types.

Chapter 14: Customizing Reference Types 383

 7. Click OK to save your changes.
The deleted field no longer appears in any references using that
reference type. However, if there was any information in the
deleted field, it still appears in the reference, but the field is
displayed with its Generic name. For example, suppose you
remove the Editor field from the Book reference type. Thereafter,
when you add new book references to your library, there will be
no available field for entering an editor. However, if you edit an
old book reference, one in which you had entered an editors
name, the name will be displayed in the field titled Secondary
Author. It is the same Editor field that was used originally,
however it is now displayed with its Generic name.
Data in a field is not deleted by deleting a field from a reference
type format. To remove all text from a field, use the Clear Field
option in the Change Field command. You can also move data
from one field to another using the Move Field command on the
References menu.

Adding and There are three Reference Types titled Unused, where you can
Deleting define a new type of reference. If these are already in use, you
can overwrite other reference types that you do not need in order
Reference to create new reference types. For example, if your subject area
Types never involves art, you may have no use for the Artwork
reference type; you could replace it with another reference type.
To add a new reference type:
1. From the Edit menu, choose Preferences, select the Reference
Type option in the list of preferences, and click Modify
Reference Types to open the Reference Types preference.

384 Chapter 14: Customizing Reference Types

2. Use the drop-down list at the top to select one of the Unused
reference types. If all of the Unused reference types are in
use, select a reference type that you are willing to overwrite.

3. Type a name for that new reference type into the column
heading.

NOTE: A reference type must have fields defined in order to appear in

the reference type list for new or existing references. If you simply
change the name of an Unused reference type, it will not appear in your
reference type list. You must also include fields in the reference type as
described next.

4. Continue down the column for that reference type, adding

new fields as necessary. (Delete or rename unwanted fields
if you are overwriting another reference type.) Remember to
match the meaning of the fields you add with the Generic
row headings. It is often helpful to use the other reference
types as guides, too.
5. Click OK after you have added all of the necessary fields, and
you will return to the main Preferences window for
Reference Types.
6. Click OK to save your changes.

Chapter 14: Customizing Reference Types 385

 You can now use this new reference type when entering
references.
You should also edit your styles so that they correctly reflect the
type of format required for this new reference type. If you
overwrite an existing reference type, any references that used the
old reference type will change to use the new reference type.

NOTE: If you ever plan to use journal articles in your library, do not
overwrite the Journal Article or Electronic Article reference types.
These two reference types are the only ones for which Journal
Abbreviation replacements can be made with the Journals Term List.

To hide an unwanted reference type:

1. From the Edit menu, choose Preferences, select the Reference
Type option in the list of preferences, and click Modify
Reference Types to open the Reference Types preference.
2. Use the drop-down list at the top to find the reference type
that you want to hide.
3. Add a period before the reference types name in the column
header to have EndNote remove that item from the Reference
Type list in the Reference windows and elsewhere. The
definition, however, remains in case you later wish to restore
it by removing the period.

For example, if you were hiding the Map reference type, the
column heading would be .Map.
4. Click OK to return to the main Preferences window for
Reference Types.
5. Click OK to save your changes.

Where Are Your reference type settings are stored in a file called
These Changes RefTypeTable.xml, which is found in the folder Documents and
Settings\[Your Folder]\Application Data\EndNote.
Saved?
If you plan to share your libraries with other users, you may
want to limit the use of new and modified reference types.
Changes made to the Reference Types preference are stored
in the RefTypeTable.xml file which is located in the folder
Documents and Settings\[Your Folder]\Application
Data\EndNote. They apply to all libraries opened on that
computer from your user account.
If your library is opened from a different computer or
different user account, your references will follow the layout

386 Chapter 14: Customizing Reference Types

 of the Reference Types preference for that computer and
user, unless you also transfer a copy of your
RefTypeTable.xml file to the appropriate Documents and
Settings\[Your Folder]\Application Data\EndNote folder.
If you modify your reference type or modify a reference type
for records in your EndNote library, you should make sure
that the reference type is also created or modified on other
computers that will access the library.

NOTE: Replacing another users RefTypeTable.xml file overwrites all

changes to their Reference Types table.

Table of Predefined Reference Types

The table presented in Appendix C, Reference Types and
Fields on page 591 shows the default fields used in each of the
different reference types and what the fields are called.

Chapter 14: Customizing Reference Types 387

388 Chapter 14: Customizing Reference Types
Chapter 15

Bibliographic Styles
 Chapter 15 Bibliographic Styles
Introduction ........................................................................ 391
What is an Output Style? ...................................... 391
The Output Styles Menu ...................................... 392
The Style Manager ................................................ 392
Previewing Styles and Showing Information ..... 394
Copying Styles ....................................................... 396
Saving Styles .......................................................... 396
Deleting Styles ....................................................... 397
Renaming Styles .................................................... 397
Reverting Changes to a Style ............................... 397
Closing a Style ....................................................... 397
What Should I Do if My Style Is Not Included? . 397
Accessing Styles in Other Places ......................... 398
Basic Components of a Style ................................ 399
Modifying Style Templates ............................................. 401
Citation Template ................................................. 401
Bibliography and Footnote Templates ................ 402
Changing the Punctuation in a Reference .......... 404
Adding and Removing Fields in a Reference ..... 406
Adding New Reference Types ............................. 407
Fonts and Text Styles ............................................ 409
Rules for Working with Style Templates ............ 409
EndNote Cleans Up .............................................. 411
Special Formatting Characters ............................. 412
Additional Style Formatting Options ............................ 416
Anonymous Works ............................................... 416
Page Numbers ....................................................... 417
Journal Names ....................................................... 417
Ambiguous Citations ............................................ 419
Numbering Citations ............................................ 421
Citation Author Lists ............................................ 422
Citation Author Names ........................................ 424
Author List (Bibliography and Footnotes) ......... 426
Author Names (Bibliography and Footnotes) .... 427
Editor List and Editor Names .............................. 428
Bibliography Layout ............................................. 429
Sort Order: Bibliographies and Multiple Cites .. 432
Title Capitalization ............................................... 435
Repeated Citations (in Footnotes) ....................... 436
Figure and Table Placement and Captions ................... 438
Creating a New Style ......................................................... 441

390 Chapter 15: Bibliographic Styles

 Introduction

What is an The term output style (or just style) is used to describe a
Output Style? particular method of documenting your work. Each style is
designed as a complete solution for formatting in-text citations,
footnote citations, and bibliographies for all types of references.
You can think of styles as templates that show EndNote how to
arrange the information in each of your EndNote references for
citations and bibliographies. For example, this reference:

could be formatted in the Chicago style like this:

Argus, Michele V., and Edward K. Matthews. 1991.
Stratigraphic excavation techniques for
paleontologists. Journal of Paleontology 17:119-127.
Or it could be formatted in the Nature style like this:
1. Argus, M. V. & Matthews, E. K. Stratigraphic ex-
cavation techniques for paleontologists. Journal
of Paleontology 17, 119-127 (1991).

Chapter 15: Bibliographic Styles 391

The Output The style selected in the Output Styles submenu of the Edit menu
Styles Menu (or the style menu on the Main toolbar) determines how
references are formatted for the preview in the Library window
as well as for the Format Bibliography, Format, Print, Export, and
Copy Formatted commands.
By default, EndNotes four standard bibliographic styles are
installed in your Output Styles menu:
Annotated: generates an Author-Date style bibliography
with abstracts.
Author-Date: generates bibliography alphabetized by
author name, and in-text citations with Author and Year.
Numbered: generates a numbered bibliography with
corresponding numbered in-text citations.
Show All: generates a list of the references as entered,
including all fields and the names of the fields.
Mark individual styles as your favorites in the Style Manager to
have them appear in the Output Styles menu, the style menu in
the Main toolbar, and the confirm formatting dialog.

The Style EndNote includes more than 2,000 individual bibliographic

Manager styles. Each one of these styles is stored as an individual file in
the Styles folder in your EndNote folder.
The name of the style refers to the journal or publisher that has
defined the bibliographic format. The Nature style, for example,
is based on the format required by the journal Nature, and the
Chicago style is named after the Chicago Manual of Style. Styles in
the Export category, such as RIS are not bibliographic styles,
but rather export styles designed to aid in transferring EndNote
data into other databases.
To see if your journals style is included in EndNote, peruse the
list of styles in the Style Manager or consult the EndNote Help
file. If your style is not available, any style can be modified to suit
your needs and you can create new styles.

392 Chapter 15: Bibliographic Styles

 To see the available styles in EndNotes Styles folder, choose
Output Styles from the Edit menu, and select Open Style Manager.

Click column headings

to sort the list.

Click to search
for files.

Click to display more or

less information about
the selected file.

Shows the location of the

selected Styles folder.

The Style Manager lists the names of all of the styles available in
the Styles folder and gives you the options to edit them or select
them as favorites for quick access from the style menu on the
Main toolbar, the Output Styles menu on the Edit menu, or the
confirm formatting dialog.
Marking Your Favorite Styles
When you have found a style that you will want to use in the
future, click the check box to the left of it to mark it as a favorite.
All styles that are marked as favorites appear in the Output Styles
submenu of the Edit menu, and the styles menu of the Main
toolbar. This gives you easy access to the styles you use most
often.
Use the Mark All button as a quick way to select a whole category
of styles. For example, click the Find button and choose a
category from the available list. EndNote displays only the styles
in that category. Click Mark All to mark all of them as favorites
and they will appear in your Output Styles menu. Choose Show
All from the Edit menu to bring all of the styles back into view.
The Unmark All button may be used to unmark all of the output
styles that are showing in the list.

Chapter 15: Bibliographic Styles 393

 Navigating in the Style Manager
Use the following features to locate the output style that you
want to use:
If you know the name of the style that you want to use, you
may start typing it and the first file that matches what you
type will be selected.
Click the Find button and choose category (such as Medicine
or Humanities) to find only the bibliographic styles for a
specific discipline.
Click the Find button, and choose by Name to search for the
file by the name of the style. You can enter a partial name or
the full name. EndNote will display all matching results.
Click the Find button and choose All Styles to return all of the
styles to the displayed list.
Click the column headings to sort the styles by name or by
category. Clicking the same column heading a second time
will change the sort order from ascending to descending.
Click again to set it back to ascending order.
Click the More Info button at the bottom of the dialog to
display additional information about the selected style (such
as modification and creation dates, and any comments or
limitations). More Info toggles with Less Info. You also have
the option of displaying a preview of the style in the More
Info panel.

Previewing Click Less Info in the Style Manager to hide the information
Styles and panel. (When you choose Less Info, the button changes to More
Info, which will display the panel.) The information panel is used
Showing to display more detail about the selected style.
Information Style Information: When the drop-down list is set to Style
Info, details about the style are displayed in the Information
panel. These include the creation and modification dates,
category, which style guide the style is based on, and any
limitations or comments about using the style.
Style Preview: Click Style Info to change it to Style Preview. In
the preview section, EndNote shows how a journal, book,
and book section would be formatted with the selected style.

394 Chapter 15: Bibliographic Styles

Previewing Styles Using Your Own References
EndNote uses built-in examples for the previews in the Style
Manager window. If you want to preview a style using your own
references:
1. In the Style Manager, mark the style as a favorite by clicking
in the check box next to its name. This adds the style to the
Output Styles menu.
2. From the Edit menu, choose Output Styles, and select the style
to preview.
3. Open a library, and click the Show Preview button at the
bottom of the Library window.
4. Select any reference in your library to have it displayed in the
Library windows preview panel.
The preview pane displays only one reference at a time. If you
would like to preview a group of references, you can use the
Copy Formatted command and the Clipboard:
1. From the Edit menu, choose Output Styles and select a style.
2. Select one or more references in your library and choose Copy
Formatted (CTRL+K) from the Edit menu.
3. Paste from the Clipboard into a word processor document to
see the formatted references as they would appear in a
bibliography.
Or, use the Print Preview command on the File menu to print the
showing references in the library window.

Chapter 15: Bibliographic Styles 395

Copying Styles Because each style is a separate file on your hard drive, you can
copy them as you would copy any file on your hard drive using
the Windows desktop.
To copy a style to a removable disk, select the style on your hard
drive and drag it onto a disk.We recommend that you use this
method to make backup copies of your styles after you modify
them (see Appendix A).
To make a copy of a style from within EndNote:
1. From the Edit menu, choose Output Styles and select Open
Style Manager.
2. Select the style you want to copy and click Edit.
3. Without making any changes to the file, choose Save As from
the File menu.
4. Give this copy of the file a new name, and save it in your
Styles folder if you would like access to it from within
EndNote. If you save the style outside of the Styles folder
(such as on a CD to take a copy to a different computer, or to
backup the file), it will not be available within EndNote.
The new style will remain open. The original style will be left
untouched.

Saving Styles To save a new style that you have just created, or to save changes
to a style you have just modified, choose Save from the File menu.
Alternatively, choose Save As from the File menu when you want
to save a modified style with a new name.
If you close a Style window before saving a style, EndNote
prompts you to save or discard the changes you have made, or
choose Cancel to return to the style. If you quit from EndNote
while a Style window is open, the same dialog appears.
EndNote automatically saves new styles to your designated style
folder. (The Style Manager within EndNote only provides access
to the styles that are in the designated styles folder). Your Styles
folder, by default, is the folder called Styles in your EndNote
folder. You may also specify a different folder if necessary. For
instructions see Folder Locations on page 520.

NOTE: EndNote styles use the file name extension of .ENS (for
EndNote Style), as in Nature.ens.

396 Chapter 15: Bibliographic Styles

Deleting To delete a style from within EndNote:
Styles 1. From the Edit menu, choose Output Styles and select Open
Style Manager.
2. Select the style to be deleted.
3. Choose Clear from the Edit menu, or right-click on the style
and choose Delete from the shortcut menu.
You can also delete an unwanted style by switching back to the
Windows desktop, and opening the Styles folder in the EndNote
folder. Then, select the file to delete and choose Delete from the
File menu, or drag the file to the Recycle Bin.

Renaming Rename styles using the Save As command in EndNotes File

Styles menu. This allows you to make a copy of any style that you want
to modify, so you can keep several variations of the same style.
You can also rename styles by switching to the Windows
desktop, locating the style file in the Styles folder, clicking on the
file name, and typing a new name.

Reverting If at any time you need to revert your changes back to the last
Changes to a saved copy of the style, choose Revert Style from the File menu.
Once you close the Style window the changes are permanent
Style until changed again.

Closing a Style To close a Style window, click the close button in the upper right
corner of the window, or choose Close Style from the File menu.
If you have not saved your changes to the style, EndNote
prompts you and gives you the option to save or discard any
changes that you have made.

What Should I EndNote supplies over 2,000 journal styles for your convenience;
Do if My Style however, because there are thousands of journals published, the
style you need may not be included. This should not be a
Is Not problem because you can design a style of your own or modify
Included? any of EndNotes preconfigured styles.
If a style that you need is not included with EndNote, we
recommend modifying a style that is similar to what you need.

Chapter 15: Bibliographic Styles 397

 To find and modify a similar style:
1. From the Edit menu, choose Output Styles and select Open
Style Manager.
2. In the Style Manager, change the setting in the information
panel from Style Info to Style Preview. The preview of the
selected style should now be displayed.
3. Scroll through the list of available styles to see if you can find
one that is similar to what you need.
4. Once you have found a similar style, select it, and click the
Edit button. The Style window opens.
5. Choose Save As from the File menu, give this copy of the style
a new name that corresponds to the name of the journal you
want to use it for, and click Save. This will also keep the
original style unchanged, in the event that you need to use it
later.
6. The new Style window remains open for you to edit it as you
need. For more details about editing parts of a style, read
Basic Components of a Style and Modifying Style
Templates starting on page 399.
Once the new copy of the style has been saved, it will be added
to your style menus.

NOTE: You can download the latest output styles available from
Thomson ResearchSoft. Visit the EndNote Web site
(http://www.endnote.com) for available styles.

Accessing The Style Manager displays only the styles in the chosen styles
Styles in Other folder. Only styles from one folder can be displayed in the Styles
menu at any given time; styles in subfolders within the selected
Places folder are ignored.
By default, the Style Manager displays the styles that are in the
Styles folder in the EndNote folder. You may copy files into
this folder to have them displayed in the Style Manager, or you
may change this to use a different folder, if necessary. To do so,
choose Preferences from the Edit menu, select the Folder Locations
panel, and click the Select Folder button in the Styles section of
that panel. See Folder Locations on page 520 for details.

398 Chapter 15: Bibliographic Styles

Basic The best way to understand how a style works is to open one up
Components and look at it.

of a Style To create a new style: From the Edit menu, choose Output
Styles and select New Style. If you are interested in creating a
new style, also read Creating a New Style on page 441.
To edit a style: From the Edit menu, choose Output Styles and
then Open Style Manager. Select the file to edit and click Edit.
The most recently used style can also be opened by selecting
Output Styles from the Edit menu, and choosing Edit <style>.

The Style Window

After choosing the option to edit an existing style or create a new
one, EndNote opens the Style window.

All of the different options for editing a style are listed on the left
side of the Style window. The first four items (About This Style,
Anonymous Works, Page Numbers, and Journal Names) apply to
citations, bibliographies, and citations in footnotes. The rest of
the options in the Style window are grouped under one of four
headings:
Citations: Panels listed under the Citations heading apply only to
citations in the body of the text.
Bibliographies: The items listed under the Bibliography heading
apply to the bibliography that EndNote creates when you format
a paper. These settings are also used with the Export, Print, Copy
Formatted, and Preview options.

Chapter 15: Bibliographic Styles 399

 Footnotes: The items under the Footnote heading apply to
citations that have been inserted into the footnotes or endnotes
in a word processing document. (You must first create the
footnotes in your word processor, and then insert EndNote
citations into them.)
Figures and Tables: The items under Figures and Tables apply to
EndNote figures and tables that have been inserted into a
Microsoft Word document.
Click on the plus next to one of the headings to expand or
collapse the view to show or hide the related options. Click on an
item under the headings to view the associated panel. You may
switch between panels as needed while editing the file. No
changes are saved in any of the panels, however, until you
choose Save or Save As from the File menu.

Style Templates
The Citation, Bibliography, and Footnote sections of the style all
have a Template panel and other options for fine tuning the style.
The Templates panels are the major component of the styles. They
include the field names and punctuation organized in the way
EndNote should format the references for that particular style.
The templates look like citations or bibliography entries, except
that field names are used in place of the actual data. During the
formatting process, EndNote replaces the field names with the
corresponding information from the references.
For details about working with style templates see page 401.

Other Style Options

Under each heading in the Style window (Citations, Bibliography,
and Footnotes) there are a series of options for how to fine-tune
the formatted references in citations, bibliographies, or
footnotes. Many of these options are repeated for the three
sections (such as the settings that determine how author names
are treated), because each of these three areas of the document
might require a slightly different format. The Figures and Tables
section applies specifically to EndNote figures and tables
inserted into a Word document. These options are described
starting on page 416.

400 Chapter 15: Bibliographic Styles

 Modifying Style Templates
If you are creating a bibliography that requires a style not
included with EndNote, then you can modify a style to suit your
needs. (See What Should I Do if My Style Is Not Included? on
page 397.) Editing a style requires a general understanding of
how styles work and the components of a style. Read Basic
Components of a Style on page 399 to become familiar with the
terms used in this section.

Citation Click on Templates under the Citation heading to view the

Template Citation panel. This template tells EndNote how to format the in-
text citations in the body of your paper. For example, the
Numbered style uses a bracketed bibliography number for the
in-text citation. (The bibliography number corresponds to a
numbered reference in a bibliography.) An author-year type of
style would probably display something such as (Author,
Year) in the citation template.
You may change the template by deleting unwanted field names
or punctuation, retyping the punctuation you want, and
inserting new fields with the Insert Field button. More
information about editing templates is provided later in this
section.

Chapter 15: Bibliographic Styles 401

 Multiple Citation Separators
Use the Multiple Citation Separators section of this dialog to
specify the punctuation to separate multiple citations in your
papers. A multiple citation is an in-text citation that includes
more than one reference within a single set of delimiters, such as:
(Argus, 1993; Billoski, 1993; Hall, 1988). This example uses a
semicolon and a space as the separator between citations.
The separator can be changed by typing other text in the
Multiple citation separator box. Remember to include a space
in the separator section when necessary.
Year Format
If you would like EndNote to use 2-digit years (such as 99) in the
in-text citations, check the Use 2-digit years option. Years from
all centuries will be abbreviated to display just the last two
digits. This applies only to the years in the in-text citations.

Bibliography Click Templates under the Bibliography or Footnotes heading to see

and Footnote the templates for how those references are formatted.

Templates

For footnote and bibliography templates, each has a Generic

template, and other reference-type-specific templates to format
the various reference types in a bibliography.
The following examples show how journal articles, books, and
book sections, respectively, would be formatted with the
Numbered style. Notice that each reference type is formatted
differently, which is why different templates are required:

402 Chapter 15: Bibliographic Styles

1. Emiliani, C., Competitive evolution. Journal of Theoretical
Biology, 1982. 97: p. 13-33.
2. Jones, V.R., The Theory of Foraging, B.J. Bloggs, Editor. 1976,
Smith and Barnes: New York.
3. Whitney, J.R., T.V. Billoski, and V.R. Jones, Evidence for
Triceratops in Antarctica, in New Directions in Paleontology,
T.V. Billoski, Editor. 1987, Academic Press: New York. p.24-
27.
Generic Template
The Generic template is used to format references that use the
Generic reference type or do not have their own template in the
style. For example, if a Book template had not been included in
the style, book references would be formatted using the Generic
template.
Other Reference Type Templates
The rest of the templates in the style tell EndNote how to format
specific reference types, such as journals, books, and book
sections. If a check mark appears next to a reference type in the
Reference Type list, a template is already defined for it (you can
edit the template).

Footnote Template Options

Styles have varying requirements for how citations in footnotes
should be formatted. The options at the top of the Footnote
Templates panel allow for the different conditions.

For some styles, citations in footnotes are formatted just like in-
text citations (in the body of the paper). In that case, there is no

Chapter 15: Bibliographic Styles 403

 need to create a special template for footnotes, simply choose the
Same As In-text option from the Footnote Format options.
Similarly, some formats request that citations in footnotes are
formatted as full bibliographic references, exactly like the
bibliography. For those styles, you can set the footnote format
option to Same as Bibliography.
However, if you need the footnotes to use their own special
format (most styles for the humanities require this), you would
choose the option to format citations in footnotes with a unique
footnote format. For this option, you need to define the templates
for how citations in footnotes should be formatted.
For information about how to treat repeated citations, such as
using a short form for non-consecutive repeated citations, and
Ibid. for consecutive repeated citations, see Repeated
Citations (in Footnotes) on page 436.

Changing the Punctuation that appears in your formatted references can be

Punctuation in changed by editing the style you are using. When you edit a
style, you can delete unwanted punctuation, replace it with other
a Formatted punctuation, or add additional punctuation where necessary.
Reference For example, if the Numbered style creates a perfect
bibliography for your document except that it puts a comma after
the authors names where you need a period, you can edit the
Numbered style to make this change.
To edit the Numbered style:
1. Choose the Numbered style in the Output Styles menu.
2. Choose Edit Numbered from the Output Styles menu to open
the Numbered Style window.
3. Click the Templates option under the Bibliography heading.
4. For each reference type (such as Generic, Journal Article, and
Book), delete the comma that follows the field name
Author and type a period.

404 Chapter 15: Bibliographic Styles

 The styles bibliographic templates should now look like the
example below. Notice that the punctuation after the Author
field in each template has been changed to a
period.

5. From the File menu, choose Save As. In the dialog that
appears, enter a new name for this modified Numbered style
and click Save.
Or, if you prefer to just update the original Numbered style,
choose Save instead of Save As.
Now you can use the new style to create a formatted
bibliography that puts a period between the author names and
the titles.
For information about making punctuation or spaces appear
only under certain circumstances see Special Formatting
Characters on page 412. That section also explains the use of the
non-breaking spaces (), vertical bars (|), accent grave (`), and the
carets (^) that you see in the style templates.

NOTE: If you save a new style into a folder other than the current styles
folder, it will not be available in the Style Manager. You should save
new styles to your Styles folder, or see Accessing Styles in Other
Places on page 398 if necessary.

Chapter 15: Bibliographic Styles 405

Adding and The field names (such as Author, Year, and Title) that you see
Removing when editing a style template, indicate what information is
included in your formatted reference. If you want to include a
Fields in a field, such as notes, along with your references, you should add
Formatted the Notes field to the style that you use. Similarly, to exclude
Reference unwanted information that is appearing in a bibliography, you
must delete the field name that contains that information from
the styles bibliography template.
The examples below show two common scenarios in which fields
are added to or removed from the formatted bibliography.
Whenever you change the fields in a style template be sure to
check the surrounding punctuation to make sure that it is still
accurate.

Adding a Field to a Style Template

To insert a new field into a style template:
1. From the Edit menu, choose Output Styles and select Open
Style Manager.
2. Select the style that you want to edit, and click Edit.
3. Click on the Templates option under the Bibliography heading,
and position the cursor at the location in the template where
you want to add a field.
4. Click the Insert Field button and choose the field to be added.
5. After the field is inserted, add any punctuation or spacing
that is necessary to correctly incorporate the new field into
the style.

NOTE: As a short-cut, you can use the options in the Layout panel to
add text or punctuation before or after every reference in a bibliography.
See Adding Text Before Each Reference on page 429 and Adding
Text After Each Reference on page 430.

406 Chapter 15: Bibliographic Styles

 Deleting a Field from a Style Template
If EndNote includes information in your bibliography that you
do not want to be there, you can edit the style and delete the
unwanted fields name and any associated punctuation.
For example, if a style includes the issue number in your journal
references, and you do not want the issue to appear:
1. In the Style Manager, select the style and click the Edit
button.
2. Under the Bibliography heading, click the Templates option.
3. Select the text to be deleted (which includes .Issue| in
this example), and press the DELETE or BACKSPACE key.

Along with the Issue field, also remove the period that precedes
it and the vertical bar, a special formatting character, that follows
the Issue field. (See Special Formatting Characters on page 412
for more information about the vertical bar.)

Adding New When a style does not include a template for a specific reference
Reference type, such as Report, EndNote uses the styles Generic template
to format that reference type. Although there are times when the
Types Generic format suffices, often it is not sufficient because the
other reference types need to be formatted differently. Therefore,
you should make specific templates for the different reference
types that you will be including in your bibliographies.
To add a new reference type template to a style:
1. From the Edit menu, choose Output Styles>Open Style
Manager and select the style that you want to modify.
2. With the style selected, click the Edit button.
3. In the Style window, click the Templates panel under the
Bibliography heading.
4. Choose the name of the desired reference type from the
Reference Types drop down list. (Reference Types that are

Chapter 15: Bibliographic Styles 407

 already defined appear in the list with check marks next to
their names.)

A new template for that reference type is added at the bottom of

the Style window (scroll to the bottom of the Style window if you
do not see it).
Defining the Format for the New Reference Type Template
Defining the format for a new template is a process of inserting
the necessary fields and punctuation in the correct order. For this
example, we want a report to look like this (Author, Title, Report
Number, Year, Institution, and City):
Trift, M, Aspects of the tethyan rifting, 88-101.
1998, Institute for Tethyan Rifting: Austin, TX.
We can insert the fields and type the punctuation to create a
template for the Report reference type. Use the Insert Field button
at the top of the Style window to insert the fields in the correct
order. After inserting a field name, type the punctuation and

408 Chapter 15: Bibliographic Styles

 spacing that should follow it. Apply text styles, such as italics for
the Title, by selecting the text to change and using the Style
commands in the Edit menu.
The final template for the Report reference type looks like this:

Fonts and Text By default, text entered into a Style window appears in
Styles EndNotes Plain Font, Plain Size, and Plain Style settings, which
allow the bibliography that EndNote creates to adopt the font
settings in your paper. For example, if you type your paper in 10
point Courier font, EndNote uses that font for the papers
bibliography.
EndNotes Edit menu commands let you apply any font, size, or
text style to your Style templates.(Note that only the standard
Windows fonts are available in EndNotes Edit menu.)
All text attributes entered into a style template carry over into
the bibliography that EndNote creates. You can use this feature,
for example, to italicize titles or make the volume numbers bold.
Any font or text style changes entered in an EndNote Reference
window carry through the bibliography as well. For example,
any italicized terms in your references will still appear italicized
in your bibliography, regardless of the text attributes that the
EndNote bibliographic style applies.

Rules for There are four basic rules of dependence that govern how text,
Working with spaces, and field names influence each other when they are used
in a style template. If necessary, these rules can be circumvented
Style in specific situations using the special formatting characters
Templates described in the next section of this chapter.

Rule #1: Basic dependence

Any text or punctuation that is not separated from a field name
by an ordinary space is dependent on the adjacent field.
In this context, dependent means that the text or punctuation
adjacent to a field only appears in your bibliography if the
adjacent field contains data. For example, in this excerpt:
Volume (Issue)

Chapter 15: Bibliographic Styles 409

 the parentheses around Issue only appear in a formatted
reference if there is an issue number for the reference.

Rule #2: The preceding field takes precedence over

the following field.
When punctuation appears between two fields with no
intervening spaces, it is dependent on the preceding field.
In this example,
Volume:Issue
the colon is dependent on the Volume field. This means, if there
is no volume in the reference, the colon will not appear. If there
is a volume, the colon will appear

NOTE: This example shows a case where the rules of dependence

might not do what you want. For example, you might want to have the
colon only show when there is an issue. This can be done using the
special formatting characters described in the next section.

Rule #3: The first space after a field is dependent on

that field. Additional spaces are independent.
The first ordinary space following a field is always dependent on
that field. Any consecutive spaces after that are independent and
will always appear in the formatted references.
For example, if EndNote formats an anonymous book using a
template that has the Author field followed by a space and the
Title field:
Author.Title
the title will not be preceded by a space in the final formatted
reference because the space, just like the period, is dependent on
the Author field. However, if the style includes two spaces
between the Author and the Title:
Author.Title
the title will be preceded by one space for all anonymous
references. The first space, being dependent on the Author field,
disappears when there is no author, however the second space is
independent, so it remains in the formatted reference.
Independent spaces can be forced to be dependent on an adjacent
field using the special formatting characters discussed later.

410 Chapter 15: Bibliographic Styles

 Rule #4: Independent text always appears in the
bibliography.
Any text or punctuation that is not dependent on a field name
always appears in the formatted references. For example, if:
Edition ed.
is entered into a styles Book template using only an ordinary
space to separate the text ed. and the field Edition, the text
ed. will appear in all Book referencesregardless of whether
or not there is an edition for that reference.

NOTE: The non-breaking space can be used in place of a regular space

to link independent text to a field. See Link Adjacent Text (Using the
Non-breaking Space) below.

EndNote Too confused about all these rules? Well, even if you dont get
Cleans Up everything quite right according to the rules, EndNote will do its
best to clean up the formatted reference. Obvious problems are
fixed automatically.
Normally, field text is entered into EndNote without ending
punctuation, so that the selected output style can supply
punctuation as required by that particular style. However, when
you download references from various sources, some
information providers may include punctuation.
For example, when an output style directs EndNote to insert a
period after a field, EndNote must determine what to do with
any punctuation that already exists at the end of the field in the
reference.

Punctuation found, plus

punctuation added by output style: Replaced with:
spaces, period period
comma, period (,.) period
semicolon, period (;.) period
colon, period (:.) period
double periods (..) single period
question mark, period (?.) question mark
exclamation point, period (!.) exclamation point

Chapter 15: Bibliographic Styles 411

 EndNote treats other forms of extra punctuation like this:

Punctuation found, plus

punctuation added by output style: Replaced with:
double spaces single space
double commas (,,) single comma
double semicolons (;;) single semicolon
double question marks (??) single question mark
double periods (..) single period
comma, period (,.) period
question mark, period (?.) question mark
exclamation point, period (!.) exclamation point
question mark, exclamation point (?!) question mark
exclamation point, question mark (!?) exclamation point

One set of punctuation that is never replaced is the period,

comma (.,) because it may be used for abbreviations like ed., et
al., etc.

Special EndNote has special formatting characters that add flexibility

Formatting and precision to the grouping of punctuation and fields in the
style templates.
Characters
Link Adjacent Text (Using the Non-breaking Space)
If you type Edition ed. into a style template and use an
ordinary space to separate the field name Edition from the
abbreviation ed., then ed. will appear regardless of whether
or not the reference has an edition (see Rule #4).
To avoid this problem, make ed. dependent on the Edition field
by linking ed. to the Edition field with a non-breaking space.
Think of a non-breaking space as bibliographic formatting glue.
It joins two or more items together so they act as a single unit.
Thus, any text or punctuation glued to a field will drop out of
the bibliography if that field is empty.
You can insert a non-breaking space by selecting Link Adjacent
Text from the Insert Field list in the Templates panels. You can also
enter it by typing CTRL+ALT+SPACE.

412 Chapter 15: Bibliographic Styles

It appears on the screen as a small diamond. Look at the example
below to understand the correct locations for a non-breaking
space.

The non-breaking space is converted to a normal space in the

formatting process. Common uses of the non-breaking space
include (where - is used as a non-breaking space):
p^ppPages
Editioned.
volVolume
EditorEd.^Eds.
The non-breaking space is also used in conjunction with the
vertical bar (see next section) to change the dependency of a
punctuation mark from one field to another.
Volume|:Issue|.
In this case, the colon (:) is linked to the Issue field with a non-
breaking space, so it does not print in the bibliography if the
Issue field is empty.

Forced SeparationUsing the Vertical Bar

If you do not want text or punctuation to be dependent on the
preceding or following field, use the vertical bar character (|), to
force a separation of the text from a field. The vertical bar can be
found on the same key as the backslash (\). It can also be inserted
from the Insert Field list in the Templates panels.
Think of a vertical bar as breaking dependence, or forcing
separation between two dependent items. (The vertical bar
works in exactly the opposite way as the non-breaking space.)
For example, the Journal Article templates in some styles require
a period between the volume and issue. A template for such a
style might look like this:

Chapter 15: Bibliographic Styles 413

 However, when this style formats a journal article that does not
include an issue number, the bibliography entry will be
incorrect, as in the following example:
Clark, H. and Carlson, T. Hearers and Speech
Acts. Language 58.(1982): 332-373.
Notice that the period used to separate the volume from the issue
appears here in the absence of an issue because it is dependent
upon the Volume (Rule #2). And the space separating the volume
and the year is lost because that space is dependent upon the
Issue field (Rule #3).
EndNote has a way of avoiding these problems. The vertical bar
character (|) can be used to break the automatic grouping of
spaces and punctuation with adjacent fields.
If you insert the vertical bar before the period in our example, the
periods dependency switches from the Volume field to the Issue
field. Add another vertical bar before the space that follows the
Issue field, and the space will no longer be dependent on the
Issue field. Use the vertical bar character in conjunction with the
non-breaking space. With these changes the style looks like this:

And the formatted reference without an issue is correct:

Clark, H. and Carlson, T. Hearers and Speech
Acts. Language 58 (1982): 332-373.
Other common examples for using the vertical bar include:
Publisher|: City
Pages|. (to make the final period independent)

Field Names in Bibliographies

Sometimes you may need to use text in a template that is also an
EndNote field name for that reference type. For example, you
may want to use the word Editor after the editors name:
Jones, V.R., B.K. Marion, and R.L. Zeiss, The
Theory of Foraging, in A History of Foraging
Behavior, B.J. Bloggs, Editor. 1976, Smith and
Barnes: New York.
Normally, EndNote interprets the word Editor as a field name
when it appears in a books style template. This is even true of

414 Chapter 15: Bibliographic Styles

field names that appear as part of a word, such as Editors or
Issued. Field names need not be capitalized to be recognized.
To force EndNote to interpret a word as just text and not as a
field name in a template, put an accent grave character before
and after the word: `Editor`. The accent grave is found in the
upper left corner of most keyboards on the same key as the tilde
(~). Remember to also use the non-breaking space to link the text,
`Editor`, to the Editor field.

Singular/Plural Term Separator (Caret ^)

You can specify both singular and plural forms of labels for
editors or pages in a formatted reference by using a caret (^) to
separate the terms. For example, some styles put Ed. after a
single editor and Eds. follows several editors names. Or,
similarly, p. might precede a single page, while pp. precedes
multiple pages. This feature can be applied to any field that
corresponds to the Generic field for Author, Secondary Author,
Tertiary Author, Subsidiary Author, Pages, and Cited Pages.
In the style template, enter both the singular and plural forms of
the label separated by a caret (insert it from the Insert Field list or
type SHIFT+6). Any text before the caret, back to but not
including the preceding space, is used for the singular form; text
after the caret, up to the next space, is used for the plural form.
These terms must also be linked to the relevant field using a non-
breaking space. For example, a style template might look like
this:

Or like this:

Chapter 15: Bibliographic Styles 415

 Additional Style Formatting Options
The templates determine the general layout of the formatted
references and citations. The remainder of the panels in the Style
window can be used to fine-tune certain aspects of a style.

Anonymous Anonymous works are defined by EndNote as references where

Works the Author field is blank (not Anonymous). The settings in the
Anonymous Works panel apply to all sections of a style (Citations,
Bibliography, and Footnotes).

Leave Author Blank: The author section of the formatted

reference is left empty. If the references are to be sorted by
author names, the anonymous works would be sorted at the
top of the list because they have no author.
Use Title in Place of Author: Where the author would have
appeared, the title is used instead. If the references are sorted
by author, the anonymous references will be sorted as
though the title were the author. If you would prefer that
EndNote use the contents of the Short Title field in place of
the full title (where available), click the Use Short Title
check box. If EndNote encounters a reference that does not
have anything entered into the Short Title field, it uses the
contents of the regular Title field instead.
Use APA Specifications: The American Psychological
Association format (used by many journals) requires a
special variation of the Use Title in Place of Author option.

416 Chapter 15: Bibliographic Styles

 Insert Text: The text that you enter here appears in the
authors place in the formatted reference, and it is used for
sorting purposes if the references are to be sorted by author
names. Commonly this text would be something like the
word Anonymous or Anon.

Page Numbers The Page Numbers panel allows you to specify how the page
numbers should be formatted for your references:
Dont change page numbers
The contents of the Pages field are used directly in the
formatted reference. No changes are made.
Show only first page
Only the first characters in the Pages field up to, but not
including, the first dash or comma are included in the
bibliography. Example: 123-125 in the Pages field becomes
123 in the formatted reference.
Abbreviate last page
Any digits of the last page number that are the same as the
first page number are eliminated. Example: 123-125in the
Pages field becomes 123-5 in the formatted reference.
Abbreviate last page, keeping two digits
Any digits of the last page number that are the same as the
first page number are eliminated, down to a minimum of two
digits. Example: 123-125in the Pages field becomes 123-
25 in the formatted reference.
Show range of pages
Leading digits are added to the last page number, if
necessary, so the full page range is used. Example: 123-5 in
the Pages field becomes 123-125in the formatted reference.
Show only first page for Journals and full range for others
Journal articles are formatted differently from other types of
references.

NOTE: The section Special Formatting Characters on page 412

describes how to instruct EndNote to add text such as p. vs. pp., or
page vs. pages to the formatted references using the caret (^).

Journal Names Different journals have different standards for abbreviating

journal names. For example, some styles may require
Proceedings of the National Academy of Science to be
abbreviated as Proc. Nat. Acad. Sci., P.N.A.S. or PNAS.
EndNotes Journals term list provides a way for you store up to
four variations of journal names (the full name and three forms
of abbreviations) to be used in your bibliographies.

Chapter 15: Bibliographic Styles 417

 The Journals term list that is created for every library is
automatically linked to the Journal and Alternate Journal fields,
and therefore it is ready to be used with the Journal Names
options. You simply need to be sure that the necessary
information is in the Journals term list, and that your style is set
up to use the correct form of the journal name.
If your Journals term list includes the name of the journal as it is
entered in your EndNote references, and the form of the journal
name that you would like to appear in your bibliographies, you
may simply set your preference in a style to have EndNote
substitute a form of the name in the Journals term list for what
was entered into your references.
EndNote provides a journal abbreviation list for each of three
different disciplines (medicine, chemistry, and humanities). If
you are interested in using one of these lists, you may import it
into your Journals term list (see page 242) and set up a
bibliographic style to use one of the abbreviations for the
formatted bibliography. If EndNote does not provide a journal
term list that applies to your area of research, you may also enter
the journal abbreviations yourself. See Working with the
Journals Term List on page 250.
To modify a style to use the abbreviations in a Journals term
list:
1. From the Edit menu, select Output Styles and choose Open
Style Manager.
2. Select the style that you would like to modify and click Edit.
3. Select the Journal Names panel from the list at the left of the
Style window to see the available options:
Full Journal Name
When creating a bibliography, EndNote replaces the Journal
name in the reference with the form of that name in the first
column of the Journals term list. This first column is
normally used for full names.
Abbreviation 1
Abbreviation 2
Abbreviation 3
In the bibliography, the journal name for each reference is
replaced with the form of that name in the second, third, or
fourth column of the Journals term list, respectively.
Dont Replace
In the bibliography, EndNote uses the journal name exactly
as it appears in the reference in the EndNote library. No
changes are made.

418 Chapter 15: Bibliographic Styles

 Abbreviate in Journal Articles Only
The substitutions made with the Journal Names option can
apply to all Secondary Title fields, or to the Secondary Title
field for only the Journal Article reference type. If you
uncheck this option to apply this feature to all reference
types, EndNote also abbreviates fields such as Conference
Name, and the names of magazines and newspapers.
Remove Periods
Choose this option to have EndNote eliminate the periods
from all journal names in the bibliography that it is creating,
regardless of the abbreviation being used. This option does
not require that the journal names be in the Journals term list.
For example, if the journal names are entered into your
references using periods, and you do not have a Journals
term list that includes the names without periods, you can
still just check this option and the periods will be stripped
out of the journal names when EndNote formats a
bibliography.
If a journal name is not found in the specified column of the
Journals term list, the style uses the journal name as it appears in
the Reference window. No replacement is made for that journal.
If nothing is entered in the Journals term list or if there is no
special Journals term list, the Journal Names option always
defaults to Dont Replace, and EndNote uses the journal name
exactly as it appears in the original reference.

NOTE: None of these changes actually takes place in the EndNote

library. These options only determine what information goes into the
bibliography that is generated using the Copy Formatted, Print, Export,
and Format Bibliography commands.

Ambiguous With in-text citations like (Smith, 1995) or (Smith 246-9),

Citations references can have identical in-text citations if they are by the
same author or the authors have the same last name. This leads
to ambiguity in the citations that would make it impossible for
the reader of your paper to know which reference to Smith you
are referring. EndNote provides various ways to avoid this sort
of ambiguity in your citations.
Any combination of the following options may be used. Click in
the check box next to all options that apply. Note that these
settings assume the author is used in the in-text citation. They are
not relevant for styles that use bibliography numbers for the in-

Chapter 15: Bibliographic Styles 419

 text citations as it is not possible to have ambiguous citations
when they are uniquely numbered.

Include author initials in citation

Check this option to have EndNote include initials with
author names to distinguish between citations by different
authors that happen to have the same surname. Choose how
the initials should appear from the Initials option in the
section. For example, the MLA style uses just author names
and page numbers in citations. Initials are added to clarify
which Smith wrote the cited reference:
(S. Smith 241-5) and (L. Smith 12-20)
Add more authors until citation is unique
Some styles request that only a fixed number of authors be
listed in the in-text citation, and then et al. or and others
is inserted to indicate that the author list was abbreviated.
Choose this option if you would like EndNote to list
additional authors to make the citation unique. For example,
if the in-text citations were set to list only 3 authors, and you
have two references in which the first three authors are the
same, EndNote would add a fourth author to the citations,
and continue in that manner until the list of authors was
different between the two citations.
Add the title for different works by the same author(s)
If you have two works by the same author, it wont help to
add initials or list more authors to differentiate the two. In
this case, some styles request that the title of the reference (or
a shortened form of the title) be added to the in-text citation.
If you choose this option and select the Short Title option,
EndNote includes the contents of the Short Title field when
available. Otherwise, it uses the full title. The format of the
title is taken directly from the bibliography. This is an

420 Chapter 15: Bibliographic Styles

 example in the MLA style, which normally includes only the
author and page number in a citation:
(Smith, History of Our Times 35)
(Smith, Looking Forward 77)
Add a letter after the year
For citations in an (Author, Year) format, EndNote can add a
letter to the year to make citations from the same author
published in the same year distinguishable from each other.
The letter appended to the year will appear in both the in-
text citations and references in the bibliography.
(Smith 1995a)
(Smith 1995b)

Numbering The settings in the citation Numbering panel apply only when
Citations Bibliography Number is used in the citation template (see
page 401). This creates uniquely numbered citations in the text of
the paper; the numbers correspond to entries in the
bibliography. For papers formatted with a numbered style, these
options are relevant to multiple citations grouped within one set
of citation delimiters. When unformatted, a multiple citation
looks like this:
{Keys, 1998 #93; Jen, 1996 #88; Yagi, 1998 #199}
Use number ranges for consecutive citations
When this option is checked, consecutive bibliography
numbers appearing in a multiple citation are joined by a
single dash, for example:
as shown by the Berkeley studies conducted
in 19873-6 and 19891,7.
Grouped References
The Grouped Reference option allows you to cite with one
number any references that always appear together in the
paper as multiple citations. The citations are not given their
own numbers, but rather one number is used both in the text
and the bibliography to identify the whole group of citations.
With this setting, you also have the option to specify how the
grouped references in the bibliography should be separated.

Chapter 15: Bibliographic Styles 421

 This option shows a semicolon and a space as a separator:
1. McCormick, MP, Geophysical Research
Letters (1999) 15, 907; Pemberton, SG,
Jones, B, Journal of Paleontology (1999)
62, 495; Postma, G, Sedimentary Geology
(1999) 58, 47.

Citation If the style you are using lists the author names in the Citation
Author Lists template of the Style window, you can use the Author List options
(as well as the Author Names panel) to control how the authors
appear in your in-text citations. If your citations do not include
the author names, ignore the Author List panel.

Separators Between Author Names

In the Author Separators box, enter any punctuation and
spaces that separate the individual author names in a citation. In
references with multiple authors, it is standard to separate the
names with a comma and a space. Use the between box to enter
a comma and a space, or any other required punctuation to print
between author names. In the before last box, enter the
separator that appears before the last author in a reference.
Sometimes this is something other than a comma and a space,
such as , and or an ampersand (&) followed by a space.
Normally only the first row in the Author Separators box is used
(with the range of authors set at 1 to 100) so that the separators
in that row apply to all of the authors cited in a reference.
However, there are styles in which two authors are listed as
Smith and Jones (without a comma), and more than two are
listed as Smith, Jones, and Johnson (with a comma before the

422 Chapter 15: Bibliographic Styles

word and). In this case, make and the before last text
when there are only two authors; and enter , and when there
are 3 or more authors (as shown in the example below).

NOTE: Include spaces after commas as well as before and after the
word and. The spaces are not visible in this dialog.

Abbreviating the Author List, First Appearance

Some journals require that you abbreviate the list of authors,
using et al. or an equivalent, after a certain number of authors.
The Abbreviated Author List section of the Author Lists panel
allow you to specify the number of authors needed to trigger this
abbreviation, how many authors to include in the formatted
reference, and what the abbreviation should be.
List all author names
Choose this option if you do not want to abbreviate the
author lists.
If ___ or more authors, list the first ___ author(s)
Select this option and fill in the blanks with the appropriate
numbers if you would like the list of authors abbreviated.
and abbreviate with
Enter an abbreviation such as ", et al." You can italicize the
abbreviation by selecting the Italic check box in the dialog.
The example shown above abbreviates author lists of three or
more names to show only the first two authors followed by
et al.

Chapter 15: Bibliographic Styles 423

 Abbreviating the Author List, Subsequent
Appearances
In some bibliographic styles, if a reference is cited more than
once in your paper the first appearance of it in an in-text citation
is formatted differently from subsequent citations. For example,
the first citation might list all authors, while subsequent citations
list only the first author followed by et al.
Use the First Appearance author list settings to specify the way
the authors appear the first time the reference is cited. Use the
Subsequent Appearances options to format authors in all other
appearances of the citation.

Citation Name Format

Author Names The Name Format section allows you to specify how the author
names should lookwhether the first or last name should come
first, and whether there should be a comma after the last name.
First Author/Other Authors: Using the list for First
Author and Other Authors, you can have the first author
appear differently from the other authors in a reference.
From these lists, choose the example that shows the name in
the order that you would like it to be in the citation. If the in-
text citations use only the last name, this setting is not
important.
Capitalization: Specify how you would like the author
names to appear.
As Is (as entered in the reference)
Normal (first letter of each name is capitalized)
ALL UPPERCASE
SMALL CAPS (these may or may not be supported
by your word processor))
If you apply a capitalization option to author names, but
have a specific name that you do not want changed, you can
use the Change Case preference to leave that name as
entered. See Change Case on page 514.
Initials: Choose from the available options in the list to
specify how the initials should look in the citations. Choose
Last Only if you only need the last name of the authors to
appear in the citations.
Use initials only for primary authors with the
same name
This option allows for initials to be used only when there are
primary authors with the same last name included in the
bibliography. Regardless of whether or not the resulting

424 Chapter 15: Bibliographic Styles

 citations are ambiguous (that is, they could be from different
years), EndNote will add the initials to those citations to
clarify that they are from different authors who happen to
have the same surname.

Consecutive Citations by the Same Author

If a multiple citation includes works by the same author, some
styles request that you not repeat the author name. Check the
setting to omit repeated authors and EndNote will omit the
author name from the citation after it first appears. In order for
this setting to be used, the citations must all be grouped together
in a multiple citation, and the citations by the same author must
appear one right after the other.
For example, a reference such as this:
(Smith, 1993; Smith, 1999; Wyatt, 2000)
would be changed to look like this:
(Smith, 1993, 1999; Wyatt, 2000)
You have the additional option in this case to choose the
separator to use between these citations. Notice in the example
above, the style normally uses a semicolon to separate multiple
citations. But when there are a series of citations by the same
author, the repeated author names are dropped and the years are
separated by commas. In this case, a comma and a space should
be entered as the punctuation with which to separate the
consecutive citations by the same author.
If you have entered citations with suffixes and you would like
those citations excluded from this formatting, check Dont omit
authors from citations that have suffixes. For example, if two
references by the same author included page numbers:
(Smith, 1993 p 24; Smith, 1999 p 5; Wyatt, 2000)

Chapter 15: Bibliographic Styles 425

 some styles request that you do leave the author name in the
second citation for clarity.

Author List The Author List panels under the Bibliography and Footnotes
(Bibliography headings let you specify exactly how the authors are to appear in
the formatted bibliographic references or in your footnotes. You
and Footnotes) can format author names differently in the footnotes and
bibliography, so be sure that you check the Author List settings
under both the Bibliography and the Footnotes headings to adjust
settings. The settings in these panels apply to all reference types
formatted with the current style.
The Separators Between Author Names section and the
Abbreviate Author List section on these panels are identical to
those provided for the Author List panel under the Citations
heading. See Citation Author Lists on page 422 for details
about these settings.
You can also determine formatting for subsequent works by the
same author In some bibliographic styles, if a there is more than
one work by an author (or group of authors), the first appearance
of that author name is formatted differently from subsequent
works. For example, the first reference might list the full author
name, while subsequent references display a line of dashes in
place of the author name. You can print the entire author list for
each reference, completely leave out the author list for
subsequent works, or replace repeated author lists with a text
string.

426 Chapter 15: Bibliographic Styles

Author Names Name Format
(Bibliography There is an Author Names panel for bibliographies and footnotes,
and Footnotes) as well as for citations. Some styles request that author names are
formatted differently in all three cases. Be sure that you choose
the Author Names panel from under the appropriate heading. The
author names format for citations is described on page 424. This
section describes the options that are available for both the
footnote and bibliography Author Names panel.
These settings are for choosing how author names should look
for example, whether the first or last name should come first,
whether there should be a comma after the last name, and how
the names should be capitalized.
First Author/Other Authors: Using the list for First
Author and Other Authors, you can have the first author
appear differently from the other authors in a reference.
From these lists, choose the example that shows the name in
the order that you want in the reference.
Capitalization: Specify how you would like the author
names to appear.
As Is (as entered in the reference)
Normal (first letter of each name is capitalized)
ALL UPPERCASE
SMALL CAPS (these may or may not be supported
by your word processor)
If you apply a capitalization option to author names, but
have a specific name that you do not want changed, you can
use the Change Case preference to leave that name as
entered. See Change Case on page 514.
Initials: Choose from the available options in the list to
specify how the initials should appear in the formatted
references. Click the Initials list to choose how the authors
first and middle names should be formatted. If you have not
entered the full first names and you choose the Full Names
option, EndNote uses the names as you have entered them
into the reference. Choose Last Only to show just the last
name, with no first or middle initials.

NOTE: Initials entered into an EndNote reference must be separated by

a period or a space (such as M.J. Stein or M J Stein). Two letters
together (such as MJ Stein) will not be interpreted as two initials, but
instead as a two-letter first name.

Chapter 15: Bibliographic Styles 427

Editor List and To specify how the editors names are to be formatted, select
Editor Names Editor List or Editor Names from under the Bibliography or Footnote
heading. In those panels you will find some of the same settings
that have been described for formatting author names.
The Editor List settings apply to the generic Secondary Author,
Tertiary Author, and Subsidiary Author fields. These fields
includes Editor in the Book Section and Conference
Proceedings reference types, and Series Editor in the Book and
Edited Book reference types.
The instructions for the Editor List panel are identical to those
described for the Author List panel (see page 426). Similarly, the
Name Format options in the Editor Names panel are the same as
those for Author Names described on page 427.
Editors Are Considered Primary Authors for Edited Book
Reference Types
The Author List and Author Names settings apply to the primary
author field of each reference type. Therefore, Author List and
Author Names apply to the editors name in an Edited Book. And
the Editor List and Editor Names settings apply to the Series
Editors name in an Edited Book reference type.

428 Chapter 15: Bibliographic Styles

Bibliography Under the Bibliography heading there is a Layout option that
Layout provides options for inserting text before and after each
reference in a bibliography, as well as applying hanging indents
to your references.

Adding Text Before Each Reference

In the Start each reference with: section, you can specify what
information, if any, should appear before each reference in your
bibliography. (For information on how to add a prefix before a
citation, see Citation Prefix Marker on page 511.)
A common reference prefix is the bibliography number, which is
used by all numbered styles to number the references in a
bibliography.
To add a bibliography number before each reference:
1. Open the Style Manager by choosing Output Styles from the
Edit menu and selecting Open Style Manager.
2. Select the style that you would like to edit, and click Edit.
3. After the Style window opens, choose Layout from under the
Bibliography heading.
4. Click in the text box below the Start each reference with
section, and select Bibliography Number from the Insert Field
list.
5. Type the necessary punctuation after the bibliography
number (such as a period and a space) or insert a tab from the
Insert Field list.

Chapter 15: Bibliographic Styles 429

 With a style configured in this way, EndNote creates a
bibliography with numbered references, such as:
1. Argus, M.V. New paleontological excavation
techniques Nature 19, 234-237 (1993).

NOTE: To create a hanging indent, where the second and subsequent

lines of a reference are indented, see page 431.

Other Reference Prefix Fields

Other commonly used reference prefixes appear in the Insert
Field list.
Some bibliographic styles use a Label in the citation and the
bibliography to refer to each entry with a short mnemonic code,
often the authors name and the last two digits of the year. When
you enter references into your library, you can type the
mnemonic code directly into the Label field. When EndNote
builds a bibliography, it can put that code before each reference.
Choosing Citation as a reference prefix allows you to label the
references in the bibliography with the in-text citation.
Reference Type will insert the reference type (such as Journal
Article or Book) before each reference.
Record Number will insert the record number before each
reference. The record number is the number that EndNote
assigns to each reference in the library, and it is also used in the
in-text citations. Add Record Number as a reference prefix in any
style in order to print all the references in your library with their
unique EndNote record numbers.

Adding Text After Each Reference

Use the End each reference with section of the Layout panel to
specify what information, if any, should follow each reference in
your bibliography. (For information on how to add text after an
in-text citation in your document, see Citation Suffixes on
page 283.)
This command can be used to add the content of the Label,
Keywords, Abstract, or Notes field, or the Record Number. Any
other text or punctuation can also be entered as a reference suffix
and it will appear at the end of each reference in the formatted
bibliography. Two common uses for the Reference Suffix
command are shown below.

430 Chapter 15: Bibliographic Styles

Example: Adding Notes to the Bibliography
If you have notes that you want to print together with your
references, you should add the Notes field as a reference suffix
in the style that you are using to print or format the references.
1. Open the Style Manager by choosing Output Styles from the
Edit menu and selecting Open Style Manager.
2. Select the style that you would like to edit, and click Edit.
3. After the Style window opens, choose Layout from under the
Bibliography heading.
4. Click in the text box below the End each reference with
section, and select Notes from the Insert Field list. This will
append the Notes field to every reference in the bibliography
when you format a paper with the style.
If you want the notes to begin on a new line after the reference,
insert a paragraph mark from the Insert Field list before Notes.
If you want the notes to be indented, like the start of a new
paragraph, insert a Tab before the word Notes.
Adding or Removing Blank Lines Between References
Another common use for the Layout options is to add a blank line
between references. To do this, edit the style as described above,
and insert a paragraph mark (using the Insert Field list) into the
End each reference with section.
To tighten up the bibliography and get rid of the blank line after
each reference, edit the style, click on the Layout panel, and select
and delete the paragraph mark () to get rid of the blank line.

Hanging Indents
Many numbered bibliographic styles require a hanging indent,
as shown in this example:
1. Postma, G., Nemec, W. & Kleinspehn, K.L.
Sedimentary Geology 58, 47 (1988).
2. Nyamweru, C. Journal of African Earth Sciences
And The Middle East 8, 40-42 (1988).
EndNote provides a few hanging indent options. Normally, each
reference is one paragraph, so some of these options wouldnt
apply. But if you have a reference that includes more than one
paragraph, EndNote gives you options for which paragraph
within a reference the hanging indents should apply. Examples
of multi-paragraph references include annotated bibliographies
where the abstracts follow each reference, or a style such as those

Chapter 15: Bibliographic Styles 431

 common in anthropology journals where the authors are on a
line of their own
Hanging indent options include: None, All Paragraphs, First
Paragraph Only, Second Paragraph Only, and All Paragraphs but the
First. The following is an example of when you would use Second
Paragraph Only. The style requires that authors begin on the left
margin, and then the year (and the rest of the reference) starts on
a new line and is indented. The style applies a hanging indent to
the second paragraph only, and inserts a tab before and after the
year. In the word processing document, the spacing for the
hanging indent should be aligned with the second tab stop.
Curtis, S.A., and N.F. Ness
2000 Remanent magnetism at Mars. Geophysical
Research Letters 15(8):737.
The spacing used for tabs and indents is determined by the ruler
settings in your word processor.

NOTE: If you are creating a numbered bibliography, as shown in the

previous example, insert a tab after the bibliography number to have the
references line up correctly.

Tabs
Tabs may be inserted from the Insert Field list. A tab entered into
a style will appear as a tab in the formatted bibliography. The tab
appears as an arrow on the screen. The width of the tab as it
appears in the bibliography is determined by the tab settings in
your word processor.
Tabs are often entered after the bibliography number as part of
the Layout settings. This helps to align the start of each reference
after the number, which is especially important if the
bibliography entries use a hanging indent.

Sort Order: Each style has instructions for sorting references in the
Bibliographies bibliography, and how to sort formatted multiple citations in the
text of your paper. Select Sort Order from under either the
and Multiple Citations or Bibliographies headings.
Citations

432 Chapter 15: Bibliographic Styles

Multiple Citation Sort
The Sort panel under the Citation heading allows you to set the
order that the style uses to sort multiple in-text citations. For
example, an unformatted multiple citation looks like this:
{Lee, 1990 #5; Jacob, 1994 #22; Zoler, 1983 #19}
Formatted with the Author-Date style, the citations are sorted
chronologically and the formatted citation looks like this:
(Zoler 1983; Lee 1990; Jacob 1994)
Options for sorting multiple citations include:
Same as Bibliography
Sorts multiple citations in the same order as the Bibliography
Sort Order (see page 434).
Author + Title
Sorts multiple citations first by authors and then by title.
Author + Year + Title
Sorts multiple citations first by authors, then by year, and
then by title.
Year + Author
Sorts multiple citations chronologically. Then citations from
the same year are sorted based on author names.
Dont Sort
Multiple citations remain in the same order as they appear in
the unformatted temporary citations.
Other
A custom sort order is applied to multiple citations. See
When sorting by Author field, EndNote sorts based on all
information in the Author field, including all author names
(not just the first author) and initials. To see about omitting
parts of author names or the initial words of a title when
sorting, read Sorting on page 513. on page 435.

Chapter 15: Bibliographic Styles 433

 Bibliography Sort Order
The Bibliography Sort Order section determines how the
bibliography should be sorted. Common options are listed, and
you may also configure a custom sort order.

Order of Appearance
References are listed in the order in which they are cited in
the paper.
Author + Title
References are sorted by the Author field. References with
identical authors are sorted by title.
Author + Year + Title
References are sorted by the Author field, then references
with identical authors are sorted by year. References with
identical authors and years are then sorted by title.
First Author + Year + Other Authors
References are sorted by just the first author, then references
with identical primary authors are sorted by year. References
with identical primary authors and years are then sorted
based on the other authors in the reference.
First Author + # of Authors + Year
References are sorted by just the first author, then by the
number of authors in the reference. For references with the
same primary author and the same number of authors, they
are then sorted chronologically based on the Year field.
Other
A custom sort order is applied to the references in the
bibliography. See Custom Sorting below.
Sort Edited Works After Original Works By Same Author:
Some styles request that if the same person is the author for
a book and the editor for an edited book, the original works
by that author are sorted first, and then the edited works

434 Chapter 15: Bibliographic Styles

 follow. This is an exception to the sorting rules that can be
applied to the other sort options provided.

NOTE: When sorting by Author field, EndNote sorts based on all

information in the Author field, including all author names (not just the
first author) and initials. To see about omitting parts of author names or
the initial words of a title when sorting, read Sorting on page 513.

Custom Sorting
To sort references or multiple citations differently from the
options in the Citation Sort Order or Bibliography Sort
Order sections, select the option for Other and choose from the
lists any combination of up to five fields in ascending or
descending order.

This window is identical to the one that appears when you

choose Sort References from the References menu. You do not need
to use all five options. The button at the right of each box controls
the direction of the sort, either ascending or descending order.
Clicking these boxes toggles the sort order between ascending
and descending order.
Once you have set up your sorting strategy, click OK to return to
the main Sort Order panel for the style. The Other button will
now display your custom sorting instructions.

Title Both the Footnotes and Bibliography sections have a Title

Capitalization Capitalization panel. This lets you enter one style of capitalization
for the titles in your bibliographic references, and another format
for when the references appear in footnotes.

Chapter 15: Bibliographic Styles 435

 Options for title capitalization include:
Leave Titles As Entered:
No changes are made.
Headline Style Capitalization:
The first letter of every significant word is capitalized.
Articles and prepositions are not capitalized.
Sentence Style Capitalization:
Only the first letter of every title is capitalized.

NOTE: See Change Case on page 514 to enter words or acronyms

that should not be adjusted when EndNote changes the capitalization
of titles.

Repeated Most of the complex formatting in footnotes is relevant only to

Citations (in styles in the humanities. There is a wide variety of formats
required for citing references in the footnotes of a paper. These
Footnotes) options are provided in the Repeated Citations panel under the
Footnote heading.

When a reference repeats, use short form

One common setting for citing references in footnotes is to list a
shortened form of a reference after the first time it is cited in a
footnote. So, for example, the first time the reference is cited, the
full references appear (as specified in the Templates panel). The
second time that reference appears in a footnote, only a
shortened form of it (the Author name, and cited pages if there
are any) is listed. Check the option to Include Title/Short Title
if you would like both the author and the title to appear in the

436 Chapter 15: Bibliographic Styles

shortened form of the footnote references. The contents of the
Short Title field will be used, if available; otherwise, the regular
title will be added to the citation. The format of the title (such as
italic, underlined, or in quotations) is determined by the format
of the title in the footnote Templates panel.
Here is an example of the first occurrence of a citation in a
footnote, a consecutive citation to the same reference, and a third
instance of that source being cited, but the volume and cited
pages are different:
1 George Harding, California Wildlife, 2 vols.
(New York: Nature Press, 1989), 1: 207.
[This is the first, and therefore complete, reference to the work].
2 Ibid.
[With no intervening reference, a second reference to the same volume
and page of Hardings work requires only Ibid.]
3 Ibid., Vol. 2, p.51.
[Here another volume and page number of the reference are used.]
Special Handling of Consecutive Footnotes
Some styles take the shortening of references in footnotes even
farther when the repeated references appear in consecutive
footnotes (or in the same footnote). EndNote provides additional
options for the special handling of these cases:
If the same reference repeats in consecutive footnotes:
When the same reference repeats in consecutive footnotes,
you have the option of replacing the repeated data with text
of your choice. This is normally Ibid (or a variation of the
term). The next option allows you to simply omit the
repeated data, and replace it with nothing. Or you may apply
no special handling and when references repeat in
consecutive footnotes they will be handled just like other
repeated references in footnotes.
If the same source repeats in consecutive footnotes:
This setting does not apply to the identical reference that
repeats in consecutive footnotes, but rather if any of the
source data repeats in two consecutive footnotes. For
example, if two different references happen to be from the
same journal, these settings would apply to the journal
name, volume, and issue (or whatever portion of that source
information is identical). You may choose No special
handling for these cases, so that these references are not
abbreviated. Or you may choose to replace the repeated data
with Ibid (or the text of your choice). If you choose this

Chapter 15: Bibliographic Styles 437

 option, you may limit the replacement to only the Secondary
Title field (this includes the journal, magazine, or newspaper
name, or the title of a book for a book section).

NOTE: We realize that many of these detailed settings for the style can
be confusing. We have done our best to configure the styles for you so
that you will not need to edit them and work through these details on
your own. However, if you find that you need to modify these parts of
your styles, please consult your style guide for more detailed
descriptions and examples of handling repeated citations in footnotes.

Figure and Table Placement and Captions

The Figures and Tables settings apply to images inserted into a
Word document from EndNote. You can place images where
they are cited in a document or at the end of the document, and
you have control over the placement and punctuation of labels
and captions.
While style guidelines tend to be very specific in regard to
formatted citations and bibliographies, they are often vague
about figure and table placement. They may require different
placement for different document types (theses, term papers,
journal articles, etc.), or they may not offer instructions at all.
EndNotes default figure and table placement settings are the
same for all output styles. Please check your own style
documentation (or check with your editor or teacher) for specific
guidelines about image placement for the type of document you
are creating.

NOTE: Additional Figures and Tables settings are available under Cite
While You Write Preferences, and can override output style settings.
See Figures and Tables in Word on page 531.

438 Chapter 15: Bibliographic Styles

Figures and Under the Figures and Tables heading in the left column of the
Tables output style editor, select either Figures or Tables. Tables are
images inserted from the Image field in the Chart or Table
reference type. Figures are images inserted from the Image field
of any other EndNote reference type. The same options are
available under each, which allows you to place figures
differently than tables.

Placement
Under Placement, select a button to either place the images
within the text of the document, near the reference to the figure,
or to place images in a list at the end of the document.
If your images are placed in-text, you can use Cite While You
Write preferences to override this automatic placement when
your document is reformatted. This is helpful if you have moved
your images around in the document and want to retain their
placement. See Figures and Tables in Word on page 531.
Caption
Next, under Caption, select a button to place the label and
caption either above or below the image. You can also select the
check box to place the label and caption on separate lines.

NOTE: The label inserted by EndNote is Figure # for images found in

the Figure and Equation reference types as well as for most other
reference types. The label is Table # for images found in the Chart or
Table reference type. The Caption is the text typed into the Caption field
of a reference.

Chapter 15: Bibliographic Styles 439

Separation and Under Image Separation, you can enter separators for images
Punctuation inserted within the text of a document and for images that are
listed at the end of a document.

NOTE: The settings on this panel affect both figures and tables.

Image Separation
When images are inserted in-text, you can specify the number of
lines to insert before and after the image to separate it from text.
This setting affects both figures and tables that are placed in-text.
If your images are placed in a list at the end of the document, this
setting is ignored.
When images are placed in a list at the end of the document, you
can separate each figure or table with a page break or a specified
number of blank lines before and after each image. If your
images are placed in-text, this setting is ignored.
Caption Punctuation
For each figure or table inserted into Word from an EndNote
reference, EndNote generates a label and then inserts the caption
from the Caption field of the EndNote reference. For example:
Table 1. Bird Evolution
You can select the check boxes to insert a period after the label
and/or after the caption. This affects the labels and captions for
both figures and tables.

440 Chapter 15: Bibliographic Styles

 EndNote will attempt to remove double punctuation in case you
inadvertently include a period within the record as well as
selecting one here.

Creating a New Style

It is often easier to modify an existing bibliographic style that
closely resembles a style that you need than it is to create a new
style from scratch. (See Modifying Style Templates on page
401.) If you do wish to create a new style, this section gives you
a general overview of the process.
Creating a bibliographic style involves building templates for
the in-text citations and the bibliographic references to mimic
how you want them to appear in your paper. Then adjust the
various options to be sure that authors, titles, pages, and other
fields are being formatted according to your requirements. The
following example guides you through the creation of a fictitious
author-date type of style.

Example: Part I: Creating the Templates

Creating an A new style need only contain a Citation template and a Generic
Author Date Bibliography template for it to produce citations and
bibliographies for any paper. The Citation template applies to all
Style in-text citations, and the Generic bibliography template applies
to all reference types that do not have templates of their own in
the style. The Generic template should be considered a default
template, and you should add additional templates for the
standard reference types which you use. If you define a specific
template for any reference types, they are formatted according to
that template, and not the Generic format.
To create style templates:
1. To create a bibliographic style, go to the Edit menu to select
Output Style and then New Style, and a new Untitled Style
window appears.
2. Click the Templates panel under the Citations heading to
specify the format of the in-text citations.
Our style uses the author name and the year in the citation.
They are surrounded by parentheses and separated by a
comma.
3. With the cursor in the Citation Template, type an open
parenthesis, click the Insert Field button and choose Author
from the list of available fields, type a comma, choose Year

Chapter 15: Bibliographic Styles 441

 from the Insert Field list and then type the closing
parenthesis.

Next, define the Generic format which serves as the default

template for reference types that do not have their own
template. We know that books should be formatted like this,
so we can set up the Generic template to accommodate that
format:
Jones, VR, BK Marion, et al. (1976). The
Theory of Foraging. New York, Smith and
Barnes.
4. Click the Templates option under the Bibliography heading,
then click in the Generic section of that Templates panel.
5. Choose Author from the Insert Field list to add the Author
field to the style template. (You can also type Author but
it is safer to select the field name from the list.) Type a period
and a space. And continue inserting fields and punctuation
until you have created a template that mimics the format of
the reference:
Author. (Year). Title. Place Published,
Publisher.
6. In this style, the title must be italicized, so double-click the
word Title to select it, then from the Edit menu, choose Style
and Italic.
7. Save the new style by choosing Save from the File menu. In
the dialog that appears, type Practice Style as the name of
this style and click Save. This will save the style and add it as
an option in the Output Styles submenu of the Edit menu.
Test the Style
Open your library and choose Show Preview from the bottom of
the Library window. Select different references in your library to
see how they format. You will probably see that the books look
good, but journal articles do not display enough information.
You will need to return to the style and create a template to
format journal articles. To do so:

442 Chapter 15: Bibliographic Styles

Create a New Template for Journals
In the Templates panel under the Bibliography heading, choose
Journal Article from the Reference Type list. This will create a new
section for a Journal Article template. Insert the fields and
punctuation to create a template as shown below:
Author (Year). Title. Journal Volume:Pages.
Once again, save the style by choosing Save from the File menu.
Return to the Library window, and check the preview to see how
journal article references are formatted.

Finishing the Style

Continue testing how other reference types format, and include
additional reference type templates as necessary. See
Modifying Style Templates on page 401 for specifics about
creating and modifying style templates.
Look at how the author names are formatted, and change the
necessary settings. You should also take a close look at pages,
title capitalization, the sort order of the references, and various
other options provided in the Style window. These are described
in the Additional Style Formatting Options section starting on
page 416.

Chapter 15: Bibliographic Styles 443

444 Chapter 15: Bibliographic Styles
Chapter 16

Filters
 Chapter 16 Filters
Introduction to Filters ....................................................... 447
What is a Filter? ..................................................... 447
The Filter Manager ................................................ 448
Copying Filters ...................................................... 449
Saving Filters ......................................................... 450
Deleting Filters ...................................................... 450
The Basic Components of a Filter ................................... 450
The Filter Editor window ..................................... 451
About this Filter Panel ...................................... 451
Templates ............................................................... 452
Options ................................................................... 452
Working with Filter Templates ....................................... 453
Navigating in the Templates Panel ..................... 453
Templates for Different Reference Types ........... 454
Adding and Deleting Rows in the Filter
Template .......................................................... 454
Cutting, Copying and Pasting Rows ................... 455
Literal Text vs. EndNote Fields ........................... 456
The {IGNORE} Field ............................................. 457
The Source Line ..................................................... 457
The Reference Type Tag ....................................... 458
Fields with Special Characteristics ...................... 460
When Punctuation Repeats Within a Field ......... 460
The Filter Options .............................................................. 461
Author Parsing ...................................................... 462
Continuation Lines ............................................... 465
Reference Type ...................................................... 467
Field Editing .......................................................... 469
Record Layout ....................................................... 471
Source Parsing ....................................................... 474
Importing MARC Records ............................................... 475
What Are MARC Records? ................................... 475
Unique Aspects of MARC Records ..................... 476
Creating a Filter for MARC Records ................... 477
Rules for MARC Import Filters ........................... 478
Example: Modifying an Existing Filter .......................... 479
Adding a Tag and Field to a Filter ...................... 480
Creating a New Filter ........................................................ 481
Overview ............................................................... 481
Tips for Entering Tags and Fields ....................... 482
Example Data File and Templates ....................... 483

446 Chapter 16: Filters

 Introduction to Filters
The Import command on EndNotes File menu provides a way to
import text files of reference data into EndNote libraries.
EndNote has a number of built in import options as well as a
large collection of configurable import filters. Filters are
designed to import references downloaded from specific online
or CD-ROM bibliographic databases.
This chapter describes how to edit and create these import filters.
The process of importing references using the Import command
is described in Chapter 7.

NOTE: You can download the latest filters available from Thomson
ResearchSoft. Visit our Web site at http://www.endnote.com.

What is a The import filters provide a wide range of import options. A

Filter? filter is selected during the import process to show EndNote
exactly how to interpret the information in your data file (the
records downloaded or saved from an online or CD-ROM
database). A filter does this by mapping the information in each
downloaded reference to the corresponding fields in EndNote.
Because each database offered by the various information
providers has its own way to organize reference data, there
needs to be a different filter for each database. Each filter
provided with EndNote has been configured to import data files
from a specific database offered by a single information
provider. You can easily modify any of the supplied filters or
create a new filter to import from other databases.

A Comment About Difficult Data Files

Although EndNotes filters are very powerful and flexible import tools, there are still some data
files that cannot be conquered. Whereas some databases provide very clean tagged data, others
are almost impossible to discern. Lack of consistency in the source data and the omission of
reference type tags often make it difficult for a person to understand the information; the task of
creating a perfect filter to handle these files is futile. When fine tuning our filters, we have done
our best to always capture the necessary dataeven if that means dropping it all into the Notes
field. If you find filters that can be further improved, please let us know. It may also help to
contact your information provider to let them know that the inconsistencies in the data entry for
the database are keeping you from most efficiently making use of it.

Chapter 16: Filters 447

The Filter EndNote provides hundreds of import filters for a variety of
Manager sources. To peruse the list of available filters in EndNotes Filters
folder, choose Import Filters from the Edit menu, and select Open
Filter Manager.

Click column headings

to sort the list.

Click to search for files.

Click to display or hide

details about the
selected file.

Shows the location of the

selected Filters folder.

The Filter Manager lists the names of all of the import filters
available in the Filters folder and gives you the option to edit
them or select them as favorites for quick access when you use
the Import command.
Use these features to locate the import filter you want to use:
If you know the name of the filter that you want to use, you
may start typing it and the first filter name that matches what
you type will be selected.
Click the Find button and choose an information providers
name (such as Ovid or SilverPlatter) to find only the import
filters for a specific information provider.
Click the Find button, and choose by Name to search for the
filter by the name of the database from which you are
downloading references (such as Medline). You can enter a
partial name or the full name. EndNote will display all
matching results.
Click the Find button and choose All Filters to return all of the
import filters to the displayed list.
Click a column heading to sort the import filters by name or
by information provider. Clicking the same column heading

448 Chapter 16: Filters

 a second time will change the sort order from ascending to
descending. Click again to set it back to ascending order.
Click the More Info button at the bottom of the dialog to
display additional information about the selected filter.
Marking Your Favorite Import Filters
When you have found a filter that you will want to use in the
future, click the check box to the left of it to mark it as a favorite.
All filters that are marked as favorites appear in the Import
Options list in the Import dialog. You can get to the Import dialog
by choosing Import from the File menu. This gives you easy
access to those files you use most often.
To mark all of the filters for a specific information provider, click
Find and, from that list, choose the name of the information
provider. Now, with just that subset of filters listed in the Filter
Manager window, click Mark All. The Unmark All button may be
used to unmark all of the filters that are showing in the list.
Editing Import Filters
If you would like to modify a filter, select it in the list and click
Edit. The remainder of this chapter goes into detail about how to
work with the filters. Read the section that applies to the aspects
of the filter that you would like to modify.

Copying There are two ways to copy filters. Since each filter is a separate
Filters file on your hard drive, you can copy them as you would copy
any file on your hard drive using the Windows Explorer.
To make a copy of a filter from within EndNote:
1. From the Edit menu, choose Import Filters and select Open
Filter Manager.
2. Select the filter you want to copy and click Edit.
3. Without making any changes to the filter, choose Save As
from the File menu.
4. Give this copy of the filter a new name, and save it in your
Filters folder if you would like access to it from within
EndNote. If you save the filter outside of the Filter folder
(such as on a CD to take a copy to a different computer, or to
backup the file), it will not be available within EndNote.
After clicking Save to save the new copy of the filter, the new
filter remains open. The original filter will be left untouched.

Chapter 16: Filters 449

Saving Filters To save a new or modified filter, choose Save from the File menu.
Or, to save changes to a filter that you have just opened or
modified while leaving the original filter unchanged, choose
Save As from the File menu (see Copying Filters on page 449).
When saving a new filter, or saving a filter under a different
name, EndNote automatically saves the filter to your designated
filter folder. (The Filter Manager within EndNote only provides
access to the filters that are in the designated filter folder). Your
Filter folder by default is the folder called Filters in your
EndNote folder. You may also specify a different folder if
necessary. For instructions see Folder Locations on page 520.

NOTE: EndNote filters use the file name extension of .ENF (for
EndNote Filter), as in Medline.enf.

Deleting To delete a filter from within EndNote:

Filters 1. From the Edit menu, choose Import Filters>Open Filter
Manager.
2. Select the filter to be deleted.
3. Choose Clear from the Edit menu, or right-click on the filter
and choose Delete from the shortcut menu.
You can also delete an unwanted filter by switching back to the
Windows desktop, and opening the Filter folder in the EndNote
folder. Then, select the file to delete and choose Delete from the
File menu or drag the file to the Recycle Bin.

The Basic Components of a Filter

The basic components of an import filter are described in this
section. This information is useful if you want to customize or
create a filter.
To create a new import filter: From the Edit menu, choose
Import Filters and select New Filter. If you are interested in
creating a new filter, also read Creating a New Filter on
page 481.
To edit a filter: From the Edit menu, choose Import Filters and
select Open Filter Manager. Select the filter to edit and click
Edit. The most recently used filter can also be easily edited by
selecting Import Filters from the Edit menu, and choosing Edit
<filter>.

450 Chapter 16: Filters

The Filter After choosing the option to edit an existing filter or create a new
Editor window one, EndNote opens the Filter window.

All of the different options for editing a filter are listed on the left
side of the Filter window. Click on an item to view the associated
settings. You may switch between panels as needed while
editing the file. No changes are saved in any of the panels until
you choose Save or Save As from the File menu.
If at any time you need to revert your changes back to the last
saved copy of the filter, choose Revert Filter from the File menu.
To close a Filter window, click the button in the upper right
corner of the window, or choose Close Filter from the File menu.
If you have not saved your changes to the filter, EndNote
prompts you and gives you the option to save or discard any
changes that you have made.

About this The Filter window opens to display the About this Filter panel
Filter Panel (see the picture in the preceding section). This panel contains
descriptive information about the filter. None of the information
used in this panel has any impact on establishing the connection.
Name: Displays the name of the filter as it appears in the Filters
folder in the EndNote folder. The file name extension (.ENF) is
not displayed. The name of the filter cannot be changed here; you
would need to close this window and switch back to the
Windows desktop to rename the filter.

Chapter 16: Filters 451

 Based On: Enter any information about what documentation
was used to create the filter. Commonly the server
documentation is available on the Web, so you could enter a URL
here as well to make it easy to later retrieve that information.
Category: The category is typically the information provider
(such as Ovid or SilverPlatter), but you may enter anything that
will help you categorize and organize your filters. The category
information is also listed in the Filter Manager window in the
column next to the name of the filter. In that window, you may
sort filters by category and also search for them by category.
Created: The date the filter was installed or created.
Last Modified: The date the filter was last modified.
Comments and Limitations: Enter any helpful information such
as how to download the references in the format that works with
this filter.
All of the information in this panel is visible in the Filter
Manager if you click the More Info option at the bottom of the
Filter Manager window. This is helpful because you do not need
to edit a filter to view the comments or other descriptive
information. You may simply scroll through the available filters
in the Filter Manager window and view the information there.

Templates The most important part of the filter is the Templates section. The
templates define how the various lines of tagged data in your
data file should be imported and filtered into the different
EndNote fields (such as Author, Year, and Title). Different sets
of templates are required for the different reference types that
may be in your data file. All of the details about filter templates
are covered in Working with Filter Templates on page 453.

Options The rest of the options in the Filter window involve refining the
data that is imported using the filter templates. For example,
these options include instructions for how EndNote should
interpret author names and initials, change the capitalization of
fields, or even omit certain characters or terms that you do not
want to be imported. Each of the various options is explained in
its own section. See The Filter Options on page 461.

452 Chapter 16: Filters

 Working with Filter Templates
The Templates panel consists of individual Reference Type
templates which correspond to the way the reference data is
presented in the data file.

Click here to
change the view to
a different
reference type
template.

This example
shows a template
for Journal Articles.

Navigating in The Templates panel is divided into a Tag column and a Field(s)
the Templates column. The tag and its corresponding field(s) are two separate
cells in a row. If a cell is active, an outline appears around the
Panel cell.
To move from one cell to the next, simply press the TAB key or
click the mouse in the desired cell. To move back to the previous
cell, hold down the SHIFT key while pressing the TAB key.
To change the width of the Tag column in the Filter window,
position the cursor over the vertical line dividing the Tag and
Field(s) columns. The cursor changes to indicate that you are in
the correct place. Click and drag to the right or left to resize the
column widths.
Click the Reference Type list to change the view to a different
reference type (such as from Journal Article to Book).

Chapter 16: Filters 453

Templates for The Templates panel includes templates for all of the various
Different reference types (Journal Article, Book, etc.).

Reference Click the Reference Type list to change the view to a different
reference type (such as from Journal Article to Book).
Types
The reference types that have a check mark displayed next to
them already have a template defined (you can edit the
template if you wish). The reference type that appears in
bold type is currently the default reference type.
The only reference types templates that need to be filled in are
the ones that correspond to the reference types in your data file.
For example, if the database from which you are downloading
contains only journal articles, you would only need to fill in the
templates for the Journal Article section in that particular filter.
Within each reference type template there is a list of tags and
their corresponding EndNote field names. These templates
should exactly match the way the information is organized in the
data file. Any text or punctuation that you see that is not part of
a field name (such as vol. before the Volume) is included to
make the template exactly match the data file.

Adding and When adding and deleting rows, the order of the tags does not
Deleting Rows have to match the order of the tags in the data file. There is one
case in which the order of the tags is important: if you are
in the Filter entering multiple variations of one tagged line, you should enter
Template the repeated lines for that tag in order from the most complex to
the simplest. This is because EndNote looks for matches starting
from the top of the window working down the list of tags. It
stops at the first template that matches the tagged data.
To start a new row immediately below the active row,
position the cursor in the Field(s) cell, and press ENTER.
To start a new row immediately above the active row,
position the cursor in the Tag cell, and press ENTER.

454 Chapter 16: Filters

Cutting, You may use the Cut, Copy, and Paste commands to move or
Copying and duplicate a cell or a row of cells. To do so:

Pasting Rows 1. Select a row by dragging the mouse across both columns.
(Dragging the mouse vertically across more than one row
selects a range of rows.)

2. To duplicate the selected row(s) elsewhere in a filter, choose

Copy (CTRL+C) from the Edit menu. If you want to delete the
selected row and move it to another location, choose Cut
(CTRL+X).
3. Click where you would like the cut or copied row to appear,
and choose Paste (CTRL+V) from the Edit menu. The pasted
row will be inserted above the row where the cursor is. If the
cursor is in the Field(s) column, the pasted row will be
inserted below. (Pasting when an entire row is selected will
replace the row.)

Copying and Pasting Between Reference Type

Templates
By choosing Select All (Ctrl+A) from the Edit menu, you can
select all the rows in a given Reference Type template. This is
useful for copying an entire template to a new reference type or
filter. After copying the entire set of templates for a reference
type, you may choose a different reference type from the
Reference Type list at the top of the window, click in the Tag cell
for the new reference type, and choose Paste.
When you copy information from one reference type (such as
Journal Article), and paste the rows into another reference type
(such as Newspaper), the field names automatically change to
reflect the names used by the new reference type. If there is not
a corresponding field name in the new reference type, the
original field name in the template is replaced with {IGNORE},
indicating that the data for that tag will be ignored.

Chapter 16: Filters 455

Literal Text vs. When you look at a filter, you will notice that some of the
EndNote templates contain information other than EndNote field names.
For EndNote to identify which data should go into a particular
Fields EndNote field, you must include punctuation and any literal text
or spaces that appear in your data file. Punctuation and literal
text act as delimiters allowing EndNote to parse the data into
multiple EndNote fields. None of these delimiters actually
gets imported into an EndNote library, they merely serve as
guides for EndNote to correctly import the data.
Here is an example of a data files source line (SO:) where, in
addition to punctuation, there is literal text such as v, n and
p preceding the data:
SO: Youth Theatre Journal. v6 n4 p3-6
The v, n and p are considered literal text because they are
not EndNote field names; they represent the literal text from the
data file that precedes the data that you want to import. In this
particular source line, there are four different pieces of
information: the journal name, volume, issue, and pages. To help
EndNote determine when one field ends and the next one begins,
you must insert the literal text, punctuation, and spaces found in
the data file next to the appropriate field name.
As a result, the above SO: tag line should be represented in a
filter like this:

In some databases, you may find lines of data that include a

word that is also an EndNote field name. The following source
line contains the word pages before the page numbers:
SO: Town-planning-review. vol. 62, no. 4,
pages 461-469.
If entered into the filter, EndNote would normally interpret the
word pages as a field name. (This is true whether you type it
in the filter or insert it using the Insert Field list.) To force
EndNote to read a fields name as literal text, surround the name
with accent grave characters, as in `pages`. The accent grave
character is found in the upper left corner, under the tilde (~) key
of the keyboard. To match the SO: line shown above, the source
line in the filter should appear as:

456 Chapter 16: Filters

The {IGNORE} There may be pieces of information in a line of data that you do
Field not want imported into your EndNote library. To force EndNote
to ignore pieces of information, use the Insert Field list to insert
{IGNORE} in the appropriate place. For example, suppose you
want EndNote to ignore bracketed text that sometimes follows
the title of an article:
TI: Research funds are dwindling. [letter]
You should add a new TI tag and template to your filter (above
the existing TI: Title line) that looks like this:

The Source The source line is typically the most complex line of data in a
Line record because it contains all of the information about the source
of publication. For a journal article, the source line may contain
the journal name, the volume number, the issue number, page
numbers, and the year of publication. For a book, the source line
may contain the publisher, the city, and the number of pages.
The source line in your filter must match exactly the source line
in the data file in order for EndNote to distinguish one piece of
information from another. You will often find more than one
variation of a source line for a given reference type in a single
data file, in which case you will need to create a separate source
line for each variant, starting with the most complex source. The
three source lines displayed below come from a single database:
SO: Semin-Oncol. 76(3):465-71 1998
SO: Semin-Oncol. 127:5-24 1999
SO: Eur-J-Cancer. 118/6 (654-657) 1998
In the first SO: tag line, parentheses enclose the issue number
(3). In the second SO: tag line, there is no issue, so a colon
separates the volume number and the page numbers 127:5-24.
In the third SO: tag line, a slash separates the volume number
and the issue number 118/6, and parentheses enclose the page
numbers (654-657).
Each variant in the data files source lines must be defined in
your filter. Since EndNote tries to match the source line in the
data file with the first defined source line in your filter, you
should place the most detailed source line first, followed by
progressively less detailed source lines.

Chapter 16: Filters 457

 The filter for the above source lines should look like this:

NOTE: If the filter fails to match a variation of the source line for a
journal article, it is possible to have EndNote interpret the data on its
own. See Source Parsing on page 474.

The Reference A reference type tag identifies the kind of work or publication
Type Tag being referenced in a particular record in your data file. In the
Filter window, a reference type tag is only defined by the
characteristic of having literal text, and no fields, entered into the
field column. This literal text is not imported into EndNote, but
it is used only to identify a records reference type.
Although a reference type tag can be any tag at all, two common
reference type tags are DT and PT (which stand for
Document Type and Publication Type).

JN- Am J Occup Ther; 47 (11) p998-100

CP- UNITED STATES|
PY- Nov 1993|
SN- 0272-9490|
JC- 3O4|
CN- MCJ-009105|
LA- ENGLISH|
Reference Type DT- Analytic; Serial|
Tag JA- 9404|
SF- INDEX MEDICUS|

To ensure that EndNote imports the data into the correct

reference type, you must type the Reference Type tag in the Tag

458 Chapter 16: Filters

column, and the reference type name (or other identifying text)
exactly as it appears in the data file in the Field(s) column. (The
matching is case-sensitive.) The Reference Type tag can be
placed anywhere in the appropriate Reference Type template.
When EndNote imports a record, it first scans the data file,
looking for a reference type tag in your filter. Then it looks for a
match in the record its importing. The first reference type tag
match encountered determines which of the Reference Type
templates EndNote will use to parse the record. This match also
determines which reference type EndNote assigns the record in
the EndNote library.
When entering the Reference Type tag in your filter, the text you
enter in the Field cell must be interpreted by EndNote as literal
text. A problem can arise when you have text that contains an
EndNote field name. For example, the following Reference Type
tag contains the field name Journal:

Because the field name Journal appears in the template,

EndNote will not interpret this DT- tag line as the Reference
Type tag. Instead, the filter would import the word Journal
(from the data files DT: line) into the Journal field.
To force EndNote to interpret the word Journal (or any other
field name) as literal text, put an accent grave character at the
start and end of the word. (The accent grave character is found
in the upper left corner of the keyboard, under the tilde (~) key.)
The above Reference Type tag should appear in a filter as:

If the database you use does not specify a Reference Type tag, all
reference types in your data file will import as the default
reference type (see page 467).

Chapter 16: Filters 459

Fields with Certain EndNote fields contain special restrictions on what sort
Special of data can be imported. These settings cannot be modified and
apply to all import filters.
Characteristics
Author Fields
The words And Others get converted to et al and the word
and is omitted. Years as well as parenthetical or bracketed text
are removed by default. See also Author Parsing on page 462.
Year
Only 4-digit numbers (1### or 200#) are imported.
Title
The following punctuation is removed from the end of a title:
Period, comma, semicolon, colon, forward slash, back slash,
opening parenthesis, dash, and caret.
Pages
A P or p before the number is automatically removed.
Volume
A V or v before the number is automatically removed, as is
a number that appears to be a year.
Issue
An N, No or No. before the number is automatically
removed (this is not case sensitive).

When A special formatting character called a vertical bar (|) can be

Punctuation placed in a filter to indicate a repeating separator within a field.
For example, you may have a data file where a period followed
Repeats by a space separates a journal name from the volume. However,
Within a Field in some cases, this separator is part of the journal name itself,
with the result that a period and a space cannot be reliably used
to distinguish a journal name from the volume. For example:
SO: Science. 10 (3): p. 80-90
The above source line would be defined in a filter as:

Another source line in the same data file might look like this:
SO: Proc. Nat. Acad. Sci. 13 (2): p. 34-45
The problem arises in the second source line where the separator
between the journal and volume (period and a space) is found
repeatedly within the journal. The SO: line in the filter instructs

460 Chapter 16: Filters

 EndNote to import the data up to the period and space into the
Journal field. Consequently, EndNote would parse Proc. as
the journal name, and everything after the period up to the open
parenthesis as the volume, so the volume would be Nat.
Acad. Sci. 13.
There is a way to indicate a repeating separator within a field in
the filter. If you place a vertical bar (|) before the separator, this
instructs EndNote to read up to the last occurrence of this
separator. In the example above, if we place a vertical bar before
the repeating Journal field separator (period and space), the SO:
line in the filter would look like this:

This SO: line in the filter instructs EndNote to import all the data
with the period followed by a space separator as a journal. Here,
EndNote would import Proc. Nat. Acad. Sci. as the Journal,
and 13 as the Volume.

The Filter Options

The remainder of the options listed in the Filter window below
Templates provide the tools for fine tuning your filter. These
options include, among other things, how author names should
be interpreted, how text is indented in your data file, and which
characters should be omitted when you import records into an
EndNote library.

EndNotes Smart Settings

When possible, EndNote provides a Smart option for your
choices in configuring the filters. Wherever you choose a
Smart option, it means that EndNote will do its best to
interpret the data. If you do not know exactly how the reference
is configured in the data file, or if there is a lot of variability
among the format of the references, then the Smart options are
probably going to be the most reliable settings. In cases where
the Smart option does not work for your data file, you may try
the other options provided for that particular setting.

Chapter 16: Filters 461

Author Parsing Use the Author Parsing panel to specify how author names are
arranged in your data file. These settings apply only to authors
in EndNotes main (Generic) Author field. The Editor Parsing
panel applies to editors, translators, and other authors that are in
EndNotes Generic Secondary Author, Tertiary Author, and
Subsidiary Author fields.

Name Order
Use the Name Order settings to specify the order in which first
and last names are arranged in the data file. Examples
appropriate to each setting are shown below:
Last Always Precedes First
AU: Smith, J.; Caton, K.; Jordan, L.
First Always Precedes Last
AU: J. Smith, K. Caton, L. Jordan
Name Order is Inconsistent
AU: Smith, J., K. Caton, L. Jordan

Interpreting First Names

The Interpret First Names as option allows you to specify
exactly how EndNote should interpret the part of the author
name that it has identified as the first name or initials.
The default is set to Smart, which uses the following rule: If there
are three or fewer contiguous uppercase letters, these letters are
imported as initials. Otherwise, the letters are imported as a

462 Chapter 16: Filters

whole name. For example, if the authors name appears in the
data file as:
AU: Childs, Jackie D
Smart parsing will interpret Jackie as the first name, and D
as the middle initial. This author name would import as:

If the authors name appears in the data file as

AU: von Braun, ED
Smart parsing will interpret ED as initials; thus the author name
would import into EndNote as:

EndNote would only import ED as a first name Ed if you

selected the Whole Names option.
The Whole Names and Initials Only options should only be used in
special cases. The Whole Names option should be used in the case
where the authors in your data file are all uppercase, and full
names are used. This option prevents EndNote from converting
names consisting of two or three uppercase letters, as in SUE
or AL to initials. For example, if the authors name appears in
the data file as:
AU: TOBIES, SUE
the Whole Names option would correctly import the authors first
name as Sue. By contrast, EndNotes Smart Parsing would
interpret the whole name SUE as three initials, as S.U.E.
Likewise, if you select Initials Only, EndNote imports all first
names as initials only. You would only choose this latter option
if the all the first names in your data file are initials.

Author Name Separators

The Author Name Separators tell EndNote how to extract the
individual authors from a line containing several authors.
Between Authors
The Between Authors option refers to the punctuation that is
used to separate individual author names. It is extremely
important that this setting is correct so that the author names

Chapter 16: Filters 463

 import correctly into EndNote. Author names in an EndNote
references are listed one name per line.
The default for the Between Authors option is set to Smart. With
this option selected, EndNote looks for a common separator,
either a semicolon (;), a carat (^) or a vertical bar (|), and use this
delimiter to identify where one name ends and the next name
begins.
In this example, multiple authors are separated by a semicolon:
AU: Buning ME; Hanzlik JR
EndNotes Smart parsing recognizes the semicolon separating
the two author names and correctly imports them into an
EndNote library as:

Therefore, in this example, you do not need to change the setting.

However, if your data file has a delimiter other than a semicolon
(;), a caret (^), or a vertical bar (|) separating multiple authors,
you must select another option from the adjacent list. To type
any punctuation such as a dash or a slash, choose Other and type
the character there. A space and a return (where the authors are
listed one per line) can be selected directly from the list.
If you choose Import As Is from the list, EndNote will not try to
separate the names that follow the author tag. Everything that
follows that tag in the data file will be imported exactly as it
appears in the file.
Last and First Names Separator
Once EndNote knows how to identify an individual author name
in a list of authors, it looks at that name and tries to determine
what the first name is and what the last name is. The Last and
First Names separator is used to do this, along with the Name
Order settings (page 462).
The default Last & First Names setting is Smart. With this option
selected, EndNote attempts to interpret an authors name based
on the following separators: a space, a comma, or a period. In
your data file, if the separator used between the last name and
the first name is something other than a space, a comma, or a
period, you can select a separator from the adjacent list.

464 Chapter 16: Filters

 Parenthetical Data in Author Field
It is not uncommon for information providers to include
additional information about the authors (such as date of birth or
institutional affiliation).
AU: Takahashi, J (1944-); Izumi, R (1969-)
When this information is mixed in with the list of authors on the
tagged author line, EndNote provides two options for what to do
with it.
Discard: All parenthetical information is discarded during
the import.
Import Into: All parenthetical data mixed in with the author
names is imported into the field that you choose. We suggest
that you import it into the Notes field, Author Address, or
another custom field that is appropriate.

NOTE: It is not appropriate for EndNote to import that data into the
Author field because it would produce an incorrectly formatted
bibliography to have the parenthetical data included with the author
names.

Continuation In general, EndNote ignores lines of text which do not begin with
Lines a tag unless the lines of text are continuations of a previous
tagged item. We call these continuation lines. Here is an abstract
from a data file illustrating the concept of continuation lines (all
but the first are considered continuation lines):
AB- A single-subject research design that used
multiple baselines across behaviors compared
traditional adaptations to computers.
Because EndNote only imports tagged lines and continuation
lines, it can avoid importing extraneous text that might interrupt
a reference, such as your logging on or logging off text.
Examples of extraneous lines are:
-->>Press any Key to continue
<Record 5 of 42>

Chapter 16: Filters 465

 EndNote provides two general options for dealing with
continuation lines:
Ignore Indents: Untagged lines are always a continuation of
the preceding line
With this option set, every line of text in the data file will import
according to the tags that are defined in the Templates panel. Do
not choose this option if there is any text in your data file that is
not tagged. If you use this option and do not want to import
certain tagged lines, you must use the {IGNORE} option (see
page 457).
Continuation lines must be indented
This option allows you to specify the exact number of spaces on
the left margin for the continuation lines.
The following example is an abstract where the first line of data
is indented four spaces from the left margin, and the
continuation lines are properly indented four spaces. EndNotes
default Smart Indent Identification would import this abstract
correctly. (Spaces are shown as periods for clarity.)

AB-.Two experiments compared the performance of 23 12 yr

....old dyslexics with that of 8 age-matched controls on a
....battery of tests of motor balance. A dual-task paradigm
....was used: Ss performed each test as a.single task and as
....a task concurrent with a secondary task. In all single-
....task conditions there was no difference between groups.

However, you may find data files where the continuation lines
are not aligned with the first line of data. In the following

466 Chapter 16: Filters

 example, the continuation lines are indented two spaces from the
left margin, whereas the first line is indented four spaces:

AB-.Beyond the inevitability of countertransference feelings

..is the question of countertransference enactments. From a
..two-person, participant-observer or observing-participant
..perspective,enactments are inevitable. The analyst becomes
..influenced by the patient (and influences the patient as
..well) and enmeshed in the patient's internalized
..interpersonal configurations.

For EndNote to treat the subsequent lines as continuation lines

in the preceding example, the filter must specify the exact
number of spaces indented on the left margin. In the example
just given, you would enter 2 in the Indent _ spaces option.
If most of the lines in a data file import a fixed number of spaces
(like two spaces in the example above), but one tagged field is
indented differently (perhaps keywords are indented four
spaces), you can enter exceptions in the table provided. Simply
enter the number of spaces in the left column next to the tag. You
only need to enter a number for the tagged field with the
inconsistent import. All other lines that are left blank will use the
general indent setting.

NOTE: For a quick and reliable way to count how many spaces are
inserted on the left margin, turn on the setting in your word processor
to display formatting characters.

Reference Default Reference Type

Type The default reference type tells EndNote which reference type to
use if it cannot identify the reference type of a record. For
example, suppose that in one filter, you specify Journal Article as
your default reference type, and create a template for it. If you
import a data file containing conference proceedings records for
which you have not defined a Reference Type template, any
conference proceedings records will import as Journal Articles.
Also, if the database that you use does not specify a Reference
Type tag, all reference types in your data file will import as your
default reference type. (See page 458 for information about
defining the reference types tag in a template.)

NOTE: The default reference type is always indicated with bold text in
the Reference Types list on the Templates panel.

Chapter 16: Filters 467

 Identifiers
Some information providers, such as Ovid Technologies, Inc.,
provide a button on their Web site to allow EndNote users to
send search results right from the Web page to the EndNote
library. In this case, there is no need for you to go through the
extra steps of saving the information from the Web site to a text
file, and then using EndNotes Import command to pick a filter
and import the text file. All of that happens behind the scenes.
These identifiers are also used to import data files that contain
references from multiple databases. EndNote can import multi-
source files like that as long as each record in the data file has a
vendor and a database tag at the start of the reference. The
identifiers must also be entered into the appropriate filters in the
Filters folder. When you are ready to import a file that has data
from multiple sources in it, be sure to choose the Multi-Filter
import option in the Import dialog.
The way that EndNote is able to know which filter to use is by
these Identifier tags entered into the filter. Both identifiers must
be used. The first identifier should be the tag that includes the
name of the information provider. For this example it is VN.
The exact text that follows that tag for each record should be
entered into the corresponding box in the Identifiers section. The
next tag is used to identify the database, such as Medline or
BIOSIS. Enter the tag used for the database name, and then enter
the database name exactly as it appears in each reference.

468 Chapter 16: Filters

 EndNote would know to use the filter shown above if the data
file that it was trying to import contained those two tags and
lines of text:
<1>
VN Ovid Technologies, Inc.
DB Ovid MEDLINE(R)
AU Jacobson, R; Campbell, S.
PY 1999
etc.

Field Editing Converting Text from Uppercase to Lowercase

If the text in your data file appears entirely in uppercase letters,
EndNote can convert the text to either Sentence, Headline or
Lowercase format, depending on which option you specify in the
Field Editing panel.
To control the lowercasing of a field, select the appropriate field
from the Field Editing for: list at the top of the window. The
EndNote fields are listed here by their Generic names. (For a list
of reference type fields and their corresponding Generic field
names, see Table of Predefined Reference Types on page 387.)
Then pick a capitalization option from the Change UPPERCASE
text to: list.
For example, a title that appears in a data file as COMPOST AS A
HUMAN NUTRIENT AND HORMONE CARRIER would import in
Headline capitalization as:
Compost as a Human Nutrient and Hormone Carrier
or in Sentence capitalization as:
Compost as a human nutrient and hormone carrier
To keep a fields text entirely in uppercase characters, choose the
Do NOT Lowercase option.
You can apply lowercasing on any field as long as all the text in
the field is uppercase. If any of the text in the field is in mixed
case, EndNote will import it in mixed case.
The Author, Editor, and Translator fields are treated differently
from all other EndNote fields. Upon importing author fields into
an EndNote library, these fields are automatically converted
from uppercase to headline. Due to the special characteristics of

Chapter 16: Filters 469

 these particular fields, the option to change the case is not
available in the Field Editing panel.

Omitting Unwanted Characters

Some lines of data have superfluous characters, such as an
asterisk (*) or a dash (-), that you may not want to import. For
example, in the following lines of data there are dashes in the
journal name, and there is an asterisk before each keyword:
SO- American-journal-of-preventive-medicine;
12(9)
DE- *COMPUTER SYSTEMS DESIGN; *DISPLAY
DEVICES; *INTERFACES
To prevent unwanted characters from being imported into your
EndNote library, use the Field Editing panel to specify the
characters that you want to omit:
1. From the Field Editing for: list, select the EndNote field
that contains unwanted characters. You will find that the
EndNote fields are listed by their Generic names. For a list of
reference type fields and their corresponding Generic field
names, see Table of Predefined Reference Types on page
387.
2. Type the unwanted text in the Enter text to be omitted (one
item per line) box, and then click Add to add it to the
omission list.
When you prevent characters from being imported into an
EndNote field, you are omitting the characters from the
corresponding Generic field, so the omission applies to every
reference type field that corresponds to the particular Generic
field. For example, the Secondary Title field corresponds to both

470 Chapter 16: Filters

 the Journal field in a Journal Article reference type and the Series
Title in a Book reference type. Therefore, if you omit a dash (-)
from the journal name, any dashes found in a Series Title for a
Book reference type will also be omitted.
Each item that you want to omit should be entered on a separate
line. For example, lets say that you wanted to omit both
underscores (_) and forward slashes (/) from your records
keywords. First add the underscore, and then add the forward
slash. Entering both items on the same line would cause
EndNote to omit only instances of _/, while all other instances
of underscores and forward slashes would end up in your
keywords. You can omit up to 254 characters per EndNote field.
To remove an item from the list, simply select the item and click
Remove. You may select more than one item by holding down the
SHIFT or CTRL key while clicking on multiple items.

NOTE: The more items added to the list, the longer it takes EndNote to
import records into EndNote. To avoid slowing down the importing
process, you may want to start by importing the data into an EndNote
library without specifying any omissions. Then use the Change Text
command in EndNote to delete the unwanted words and other text.

Record Layout Use the options in the Record Layout panel to modify how
EndNote interprets the end of a reference in a data file.

Smart Record Identification

Smart Record Identification, EndNotes default setting for Record
Termination, creates a new record in EndNote each time a tag in

Chapter 16: Filters 471

 the data file repeats out of sequence and is preceded by a blank or
extraneous line. EndNote will not create a new record if the same
tag appears in succession, provided that they are not separated
by a blank line.
For example, some databases list authors one per tagged line,
with the AU tag appearing two or more times in succession, as in
the following example:
AU- D'Orazio, MG
AU- Tamura, TS
When EndNote sees consecutive tags, it does not start a new
reference unless it finds the same tag preceded by a blank or
extraneous line.

More Specific Record Layout Options

A more precise way of identifying a new record is to specify in
your filter exactly how the records are terminated in your data
file. The remaining options in the Record Layout panel allow you
to do this.
To determine how records are terminated, open your data file in
either a word processor or text editor. Check for the pattern
consistently separating one record from another. Once you have
determined the correct record termination, click the appropriate
button on the Record Layout panel to select the best option for
your data file. You may choose only one option as a record
terminator.
Blank line separates records
Choose this option if the only blank lines in a data file are the
ones in between references.
Using First Tag and Last Tag Options
This option lets you specify a first tag that starts the record and/
or a final tag that ends each record. Only one tag is required.
Before choosing this option as your record terminator, verify
that the first or last tag is consistently present in each record.
This option will function correctly only if the chosen tag
appears in every record.
You do not need to enter both a first and last tag; either tag
will suffice to distinguish one record from the next.
Enter the tag exactly as it appears in the data file, including
the delimiter (colon, dash, etc.) that follows the tag. EndNote
treats these delimiters as part of their respective tags.

472 Chapter 16: Filters

 You do not need to include these tags in the templates of
your filter, unless you wish to import the associated data.
Each record ends with:
Choose this option if your references consistently end with a
specific set of unique characters. Note that whatever you enter
into this option needs to be unique enough that it does not
appear elsewhere in your references. One common set of
characters that is used to terminate each record is ||.
Each record starts with:
Choose this option if your references consistently start with text
that is not a tag. For example, it is common for some information
providers to begin each reference with a counter such as:
<1>
or
Record 1 of 53
In these cases, enter the text exactly as it appears in the data file,
but substitute a number sign (#) for the actual number. For the
examples above, you would enter <#> and Record # of #.
Example
The following example illustrates a data file that contains neither
a blank line, nor text terminating each record. However, there is
a consistent first tag, ND: starting each record. So for this
example you would want to specify ND: as the record
termination by clicking the First Tag button, and type ND: in
the box.

Chapter 16: Filters 473

Source Parsing The source line refers to the line in the data file that represents
the source information for the journal (typically journal, volume,
issue, pages, and sometimes the year). It is most often the most
complex and inconsistent line of data in your data fileand it is
also the most important. As a result, the EndNote filters provide
a sort of safety net to catch inconsistently entered source data.
The tags and templates defined in the Templates panel are used
first to import source data. If a source line in a data file does not
match any of the options in the templates, then EndNote
provides you with additional options for how to handle that. The
first thing you need to do is to make sure that EndNote has
correctly identified the journal article source tag.
Identifying the Source Tag
If the source tag for the Journal Article reference type in the
Templates section of a filter is SO or JN, EndNote automatically
identifies this tag as the source tag. However, if the source tag
defined in your filter is something other than a SO or JN,
you must choose the appropriate tag from the Journal Article
Source Tag list. (All of the tags that have been defined in the
Journal Article template will appear in the Source Tag list.)

When source data and filter templates do not match

If a journal articles source line in your data file does not match
a source line in your filter, you can choose how EndNote should
treat the unmatched source line. The default option is Use Smart
Parsing. EndNotes Smart Parsing does its best to distinguish the
journal name, the volume number, the issue number, the page
numbers, and the year, and import each into the corresponding
EndNote field. Any information that is not identified as a
journal, volume, issue, pages, or year is imported into the Notes

474 Chapter 16: Filters

 field, along with the comment Using Smart Source Parsing.
(After importing, if you suspect that some references may not
have matched the defined source template, it is helpful to use
EndNotes Search command to search for the text Using Smart
Source Parsing in the Notes field of the imported references.
You may then check those specifically to see if EndNote correctly
interpreted the data.)
If you choose the other option to import the source data into a
separate field, EndNote does not attempt to parse the source
information, and instead imports the entire unmatched source
line into whatever field you have specified.
For any reference type other than a Journal Article, unmatched
source lines are automatically imported into the Notes field.
Therefore, if you have not defined an exact match for a source
line found in a book record in your data file, EndNote imports
the entire source line into the Notes field.

Importing MARC Records

What Are MARC stands for Machine Readable Cataloging format. It is a

MARC standardized format developed by the Library of Congress for
producing machine-readable bibliographic records. It is much
Records? more difficult to read than regular tagged data formats, but it can
still be imported in much the same way using EndNotes filters.

The MARC Format and Connection Files

Many connection files use the MARC format because it is
specified as part of the Z39.50 standard. When creating a new
connection file, the Templates and MARC Records portions of the
connection file are automatically set up to import standard
USMARC (MARC21) data. If you need to customize these parts
of the connection file, the instructions in this section would
apply.

Chapter 16: Filters 475

Unique MARC records differ from other bibliographic records in two
Aspects of important ways:

MARC Numeric Tags

Records The primary way in which MARC records differ from non-
MARC bibliographic records is in their reliance on numeric tags.
Numeric tags typically consist of three digits followed by two
spaces and two more digits. For example:
245 10 $a When you realize you have too many
kids: $b a guide / $c Hugh B Dunn.
245 14 $a The angel with a dirty mouth /$c Nick
Steel ; illustrated by Melissa Fips.

Subfields
The second way in which MARC tags differ from other
bibliographic records is the use of subfields.
Each numerically tagged line in a MARC record may contain any
number of subfields. A subfield typically consists of two
consecutive characters, the first of which is the subfield delimiter
which denotes the start of a new subfield. Examples of subfields
are $a and $x. The subfields do not have to be consecutive,
as in the second record in the example above.
If you were creating a conventional filter for importing
bibliographic records from a MARC database, you would have
to anticipate a vast number of possible combinations, both of
tags and of subfields.
Because it is difficult to anticipate every possible combination of
tags and subfields in MARC records, EndNote provides you with
a simplified way of creating filters for MARC records. The two
sections that follow tell you how to create a filter specifically for
MARC records, and then alert you to the different rules that
EndNote uses when importing MARC records into an EndNote
library.

476 Chapter 16: Filters

Creating a Once you have created a new filter, or you have opened an
Filter for existing filter, select the MARC Records panel in the Filter
window.
MARC
Records

Click the Process data file as MARC record check box. The
dollar sign ($) will appear in the MARC Subfield Delimiter
box, since this is the subfield delimiter in most cases. If the
subfield delimiter is something other than a dollar sign, delete
the dollar sign and type in the appropriate delimiter.
Data Start Column
The reference data in a MARC reference normally starts in
column 8 (that is, the sixth character from the left margin). If the
MARC records in your data file start the actual reference data (as
opposed to tags and subfield delimiters) in some other position,
enter that number in the text box for Data starts in column.
Accession Numbers
The Accession Number is a unique number assigned to each
record in a database. (The information providers database; not
the EndNote database.) Also referred to as unique identifiers,
these numbers sometimes appear immediately after the numeric
tag, and without the two-digit subfield codes seen in other
MARC fields. Since a common type of accession number often
appears after the 001 tag, EndNote includes an Import 001tags
as Accession Numbers check box which lets you import this
number into EndNotes Accession Number field. Accession
numbers which appear in lines other than 001 often begin with a
subfield, so you can set up the filter to import the number into
the Accession Number field.

Chapter 16: Filters 477

 If first field has no subfield delimiter:
Normally the first character that precedes the record data is the
subfield delimiter (commonly a dollar sign $). If this subfield
delimiter is not present for the first field of each tagged line, you
will need to tell EndNote how to interpret the first character by
checking the appropriate option under the MARC records
dialog. Is it part of the real data of a reference or is it a field
designator (such as a or b) that just happens to be missing
the subfield delimiter?

Rules for The Templates panel for a filter created for MARC records looks
MARC Import something like this:

Filters

EndNote observes these rules when importing MARC records:

EndNote allows you to specify only the first three digits of
the tag when designing a filter for MARC records. You can
disregard spaces and digits appearing immediately after the
first three digits. The tag for both of the following examples
would be 245.
245 10 $a When you realize you have too many
kids: $b a guide / $c Hugh B Dunn.
245 14 $a The angel with a dirty mouth /$c Nick
Steel ; illustrated by Melissa Fips.
You do not have to define all the subfields in a tagged line.
There may be some subfields that contain information you
do not want to import into your EndNote library. EndNote
will ignore any subfields that are not defined in your filter.

478 Chapter 16: Filters

 Source lines cannot take advantage of the Smart Source
Parsing option. You may, however, enter multiple
variations of the subfields in a source line. Be sure to enter all
subfields after the same tag (do not repeat the tag for each),
and list the most complex subfield formats first. For
example:
773 $gVolume(Issue), p. Pages$gVolume, p.Pages
With the exception of the reference type tag, EndNote allows
you to define a tag only once; therefore you should include
all of the subfields that contain data you want to be
imported. For example, the following line in a filter for
MARC records would successfully import any or all of the
three lines that follow:

245 14 $a The hollow horn : $b Bob Dylan's

reception in the United States and
Germany / $c by Dennis Anderson.
245 10 $a Bob Dylan, spellbinding songwriter /
$c Nathan Aaseng.
245 00 $a Down in the groove.

Example: Modifying an Existing Filter

Modifying an existing filter is useful if you want to create a new
filter for a different database by the same provider. Although
some information providers offer radically different formats for
their different databases, there are others who provide fairly
consistent tags and organized data across their databases.
Common reasons for editing a filter include adding a tag to
import additional information; removing a tag or using
{IGNORE} to omit unwanted data; or fine-tuning the current
settings for importing authors or journal source data. The
specifics about how to work with templates and options are
described earlier in this chapter. This example is intended to
provide a general overview of the process of editing a filter.

Chapter 16: Filters 479

Adding a Tag Lets say that you want to modify a filter to import the language
and Field to a of the publication into EndNotes Notes field. In this particular
database, the language is preceded by the tag LA-.
Filter

To add the LA tag and direct its contents to the Notes field:
1. From the Edit menu, choose Import Filters and select Open
Filter Manager. (The most recently used filter also appears as
an option in the Import Filters submenu. You may choose Edit
<filter name> to directly edit that filter as well.)
2. In the Filter Manager, select the filter that you want to edit
and click Edit.
3. Select the Templates option in the left pane of the window.
4. Click the mouse in any cell of the Journal Article template,
and press ENTER to create to a new row.

480 Chapter 16: Filters

 5. Type LA- in the Tag cell, then press a TAB to move to the
Field cell. Insert the Notes field from the Insert Field list.
Doing so tells EndNote to import the language information
into EndNotes Notes field.
6. You can add the LA- tag to the remaining Reference Type
templates in the filter. Use the Reference Type list to switch to
each reference type template in your filter and repeat the
process described above. (Reference types with check marks
next to them in the list are the ones that have templates
defined for them.
7. To keep the original filter unmodified, choose Save As from
the File menu, give the modified version of the filter a new
name, and click Save. Or, to save the changes to the original
filter, simply choose Save from the File menu.

Creating a New Filter

This section provides a general overview of how to create a new
filter. It includes an example of a data file, and the templates
portion of a filter to match it. Specific instructions for
configuring templates and filter options can be found in the
earlier sections in this chapter.

Overview The basic steps to create a new filter are:

1. From the Edit menu, choose Import Filters and select New
Filter.
2. If you would like, you may enter a category for the filter
(usually the information provider is used for the category),
and any other comments about what the filter is based on or
what data it is used to import.
3. Click on the Templates option.
4. From the Reference Types list choose the first reference type
that you would like to define, and enter the necessary tags
and the corresponding fields into the reference type
template. (See Working with Filter Templates on page
453.)
5. Define additional reference types, as necessary, by selecting
them from the Reference Types list and entering the tags and
fields for them as well.
6. Click on the Reference Type option in the list of panel names,
and choose the default reference type for the filter.
At this point, you may have entered enough information to use
the filter successfully. Try it out by choosing it as the import

Chapter 16: Filters 481

 option to import your data file into a new, empty library. Review
the imported references to be sure that they imported correctly.
Fine tune the filter as necessary (see The Filter Options on page
461).

NOTE: If you need a reference type that does not appear in the
Reference Type list, seeAdding and Deleting Reference Types on
page 384.

Tips for Not every tag in your data file needs to be in your filter.
Entering Tags There is no need to define every tag that appears in your data
and Fields file, provided that the contents of the corresponding field start
on the same line as the tag itself; and the records continuation
lines are not flush left. If you need to define every tag that
appears in a record, but only want to import the information
associated with certain tags, insert the {IGNORE} field from the
Insert Field list where appropriate.

NOTE: You do not need to specify all data fields, unless each tag
appears on a line by itself, with the data starting below it on the next
line. You may also want to specify all tags if the continuation lines in
your records are flush left, in which case an undefined tag appearing
immediately after a continuation line will be read in as text.

You might need to enter multiple variations of a source line.

You will often find more than one variation of a source line for a
given reference type in a database, in which case you will need
to define a separate source line in your template for each such
variant. The most complex source line should appear first,
followed by source lines of decreasing complexity. In the case of
Journal Articles, be sure to specify the appropriate Source Parsing
option (refer toSource Parsing on page 474).
MARC formats are an exception. See page 478.
A colon, dash, space or other character that appears along with
a tag is treated as part of the tag.
When defining tags in a filter, these characters need to be
included in the tag column of the filter for EndNote to find an
exact match. If spaces are inserted within a tag, as in SO-
<VO>, they need to be defined as part of the tag as well.

482 Chapter 16: Filters

Example Data Below is a sample of a record in a data file and the filter Templates
File and panel configured to import the data. See Working with Filter
Templates on page 453 for details about configuring templates.
Templates
Sample Record from a Data File
FN- DIALOG MEDLINE file 155
AN- 08791562|
AN- <NLM> 94106562|
TI- Adaptive computer use for the visually
impaired
AU- Buning ME; Hanzlik JR|
CS- School of Occupational and Educational
Studies, Fort Collins, Colorado.|
JN- Am J Occup Ther; 47 (11) p998-1008|
CP- UNITED STATES|
PY- Nov 1993|
SN- 0272-9490|
JC- 3O4|
CN- MCJ-009105|
LA- ENGLISH|
DT- ANALYTIC; SERIAL|
JA- 9404|
SF- INDEX MEDICUS|
AB- A single-subject research design that used
baselines across behaviors compared
adaptations (e.g., the use of readers) to
computer technologies for typical reading |
GS- Case Report; Human; Male; Support, U.S.
Gov't, Non-P.H.S.; Support, U.S. Gov't,
P.H.S.|
DE- *Microcomputers; *Vision,
Subnormal--Rehabilitation--RH; Activities |
ID- EC 4.1.1.1 (Pyruvate Decarboxylase)||

NOTE: The trailing vertical bars at the end of each line will be stripped
out by EndNote. Do not include them in the filter.

To create a template for the Journal Article reference type:

1. Type TI- in the tag cell, then press TAB to move to the Field
column. Insert the Title field using the Insert Field button.
2. Press ENTER to move to the next line.
3. Type the next tag to import and insert the corresponding
field. Continue entering the rest of the tags and fields until
all of the necessary information is covered by the filter. Skip
any tags for data that you are not interested in importing.

Chapter 16: Filters 483

 Heres what the resulting Templates panel of the filter looks like:

NOTE: It is important to remember that the source line in a filter (in this
case the JN field) must exactly match the source line in the data file for
EndNote to distinguish one field from another. You will often find more
than one variation of a source line for a given reference type in a
database, in which case you will need to create a separate source line
for each variant in your download, starting with the most complex
source line and ending with the least complex source line. As a backup,
select the appropriate Source Parsing option, as outlined in Source
Parsing on page 474.

484 Chapter 16: Filters

Chapter 17

Connection Files
 Chapter 17 Connection Files
Introduction to Connection Files .................................... 487
What is a Connection File? ................................... 487
The Connection Manager ..................................... 487
Copying Connection Files .................................... 489
Saving Connection Files ....................................... 490
Deleting Connection Files .................................... 490
Basic Components of a Connection File ........................ 491
Editing a Connection File ..................................... 491
The Connection File Window .............................. 491
About this Connection Panel ........................... 492
The Connection Settings ....................................... 493
Search Attributes ................................................... 495
Filter Information .................................................. 497
Creating Connection Files ................................................ 498
Steps to Create a New Connection File ............... 498
Default Values for New Connection Files .......... 500
Using Z39.50 Command-Line Syntax ............................. 500
Tip for Modifying Search Attributes ................... 502

486 Chapter 17: Connection Files

 Introduction to Connection Files
The Connect command in EndNotes Tools menu connects you to
online databases and library catalogs so that you can search them
from within the EndNote program and retrieve references
directly into EndNote. EndNote is able to make these
connections using the information stored in the hundreds of
individual connection files.
This chapter describes how to edit and create these connection
files. The process of using the Connect command is described in
Chapter 6.

NOTE: You can download the latest connection files available from
Thomson ResearchSoft. Visit our Web site at http://www.endnote.com.

What is a A connection file contains all the information necessary to

Connection connect to, search, and import references from a remote database
or online library catalog. Each connection file represents a
File? different online database (such as the Library of Congress or
PubMed from the National Library of Medicine).
The connection files are located in the Connections folder in your
EndNote folder. You can view all of the available connections by
choosing Connection Files from the Edit menu and selecting Open
Connection Manager.

The EndNote provides hundreds of connection files for a variety of

Connection sources. To peruse the list of available connection files in

Manager

Chapter 17: Connection Files 487

 EndNotes Connections folder, choose Connection Files from the
Edit menu, and select Open Connection Manager.

Click column headings

to sort the list.

Click to search for files.

Click to display more or

less information about
the selected file.

The Connection Manager lists the names of all of the connection

files available in the Connections folder and gives you the
options to edit them or select them as favorites for quick access
when you use the Connect command.
Use these features to locate the connection file you want to use:
If you know the name of the connection file that you want to
use, start typing it to select the first file that matches what
you type.
Click the Find button and choose an information providers
name (such as Ovid or SilverPlatter) to find only the
connection files for a specific information provider.
Click the Find button, and choose by Name to search for the
file by the name of the database. You can enter a partial name
or the full name. EndNote displays all matching results.
Click the Find button and choose All Connections to return all
of the connection files to the displayed list.
Click the column headings to sort the connection files by
name or by information provider. Clicking the same column
heading a second time will change the sort order from
ascending to descending. Click again to set it back to
ascending order.
Click the More Info triangle button at the bottom of the dialog
to display additional information about the selected

488 Chapter 17: Connection Files

 connection file. Or, click Less Info to hide the additional
information.
Marking Your Favorite Connection Files
When you have found a connection file that you will want to use
in the future, click the check box to the left of it to mark it as a
favorite. All connection files that are marked as favorites appear
in a submenu when you choose Connect from the Tools menu.
This gives you easy access to the files you use most often.

An easy way to mark a whole category of connection files (such

as all of the connections for Ovid databases) is to click the Find
button, choose a category from the list, and then when all of the
files for that category are showing, click the Mark All button.
Editing Connection Files
If you would like to modify a connection file, select it in the list
and click Edit. The remainder of this chapter goes into detail
about how to work with connection files.

Copying There are two ways to copy connection files. Since each
Connection connection file is a separate file on your hard drive, you can copy
them as you would copy any file on your hard drive using the
Files Windows desktop.
To make a copy of a connection file from within EndNote:
1. From the Edit menu, choose Connection Files>Open
Connection Manager to open the Connection Manager.
2. Select the connection file you want to copy and click Edit.
3. Without making any changes to the file, choose Save As from
the File menu.

Chapter 17: Connection Files 489

 4. Give this copy of the file a new name, and save it in your
Connections folder if you would like access to it from within
EndNote. If you save the connection file outside of the
Connections folder (such as on a CD to take a copy to a
different computer, or to backup the file), it will not be
available within EndNote.
After clicking Save to save the new copy of the file, the new
connection file will remain open. The original connection file
will be left untouched.

Saving To save a new or modified connection file, choose Save from the
Connection File menu when the Connection File window is open. Or, to save
changes to a connection file while leaving the original connection
Files file unchanged, choose Save As from the File menu (see Copying
Connection Files on page 489).
When saving a new connection file, or saving a connection file
under a different name, EndNote will automatically save the
connection file to your designated Connections folder. (The
Connections Manager within EndNote only provides access to
the connection files that are in the designated connections
folder.) Your Connections folder by default is the folder called
Connections in your EndNote folder. You may also specify a
different folder if necessary. For instructions see Folder
Locations on page 520.

NOTE: EndNote connection files use the file name extension of .ENZ,
as in Medline (Ovid).enz.

Deleting To delete a connection file from within EndNote:

Connection 1. From the Edit menu, choose Connection Files>Open
Connection Manager.
Files
2. Select the connection file to be deleted.
3. Choose Clear from the Edit menu, or right-click on the
connection file and choose Delete from the shortcut menu.
You can also delete an unwanted connection file by switching
back to the Windows Explorer or by opening My Computer,
and opening the Connections folder in the EndNote folder. Then,
select the file to delete and choose Delete from the File menu or
drag the file to the Recycle Bin.

490 Chapter 17: Connection Files

 Basic Components of a Connection File
The basic components of a connection file are described in this
section. This information is useful if you want to modify or
create a connection file. To create a new connection file see
Creating Connection Files on page 498.

Editing a If you are editing a connection file and would like to keep the
Connection original file unchanged, choose Save As from the File menu
immediately after opening the connection file for editing. Name
File the new copy of the connection file and save it in the Connections
folder. Your original connection file will remain untouched, and
keep its original name. The newly named copy of that connection
file will now be open for you to modify as you wish.
To edit a connection file:
1. From the Edit menu, choose Connection Files and select Open
Connection Manager.
2. Select the file to edit and click Edit.
The most recently used connection file can also be easily edited
by selecting Connection Files from the Edit menu, and choosing
Edit <connection file>.

The After choosing the option to edit an existing connection file or

Connection create a new one, EndNote opens the Connection File window.

File Window

All of the different areas of the connection file are listed on the
left side of the Connection File window. Click on an item to view

Chapter 17: Connection Files 491

 the associated settings. You may switch between panels as
needed while editing the file. No changes are saved in any of the
panels until you choose Save or Save As from the File menu.
If at any time you need to revert your changes back to the last
saved copy of the connection file, choose Revert Connection from
the File menu.
To close the Connection Editor window, choose Close Connection
from the File menu, or click the close button in the top right
corner of the window.

About this When the Connection Editor window opens, it displays the
Connection About this Connection information (shown in the preceding
section). This panel contains descriptive information about the
Panel connection file, and has no impact on establishing the
connection.
Name: Displays the name of the file as it appears in the
Connections folder in the EndNote folder. The file name
extension (.ENZ) is not displayed. The name of the file cannot be
changed here; you would need to close this window and switch
back to the Windows desktop to rename the file.
Based On: Enter any information about what documentation
was used to create the connection file. Commonly the server
documentation is available on the Web, so you could enter a URL
here to make it easy to later retrieve that information. If this
connection file is a modified copy of another connection file, it
may be helpful to enter the name of the original file in this field
for future reference.
Category: The category is typically the information provider
(such as Ovid or SilverPlatter), but you may enter anything that
will help you categorize and organize your connection files. The
category information is also listed in the Connection Manager
window in the column next to the name of the file. In that
window, you may sort connection files by category and also
search for them by category.
Created: The date the connection file was installed or created.
Last Modified: The date the connection file was last modified.
Comments and Limitations: Enter any useful comments here
that would help you remember how to search the remote
database. Limitations to preconfigured connection files may be
documented here as well.

492 Chapter 17: Connection Files

 All of the information in this panel is visible in the Connection
Manager if you click the More information option at the bottom
of the Connection Manager window. This is helpful because you
do not need to edit a connection file to view the comments or
other descriptive information. You may simply scroll through
the available connection files in the Connection Manager
window and view the information there.

The Click on Connection Settings to view the panel where all the data
Connection is stored to establish a connection. The Connection Settings
information is required for EndNote to be able to connect to the
Settings remote database. These terms and descriptions are part of the
Z39.50 standard.

Server Description: The name of the information provider or

institution. EndNote displays this name in the title of the
Retrieved References window, and it is also listed in the
Connection Manager window. This information is not used to
establish the connection.
Server Address: The server address for the remote database.
This can be either a numerical IP address or a domain name.
Database Description: The name of the remote database. This
name is displayed in the Title bar of the Retrieved References
window to help you identify the database to which you are
connected. It is not used to establish the connection.

Chapter 17: Connection Files 493

 Database Name: The command used to select the database on
the remote server. This is often a four character code.
Element Set Name: This is normally F for Full or B for Brief.
The Element Set Name determines the amount of information
that is provided by the server for each retrieved reference. Not
all servers support both options, and the fields returned for each
option also vary.
Port ID: The TCP/IP port at the server that is used for a Z39.50
connection. For most Z39.50 connections this is port 210.
Batch Download: EndNote typically retrieves references in
batches, for speed and memory reasons. However, some servers
are too slow, or their record data is too large, to support batch
downloads. You will need to turn batch processing off for such
sites. If you are having trouble downloading from a site, you can
try deselecting this option.
Record Syntax: Many formats used by Z39.50 servers are
supported by EndNote, such as UNIMARC (Universal Machine
Readable Cataloging), SUTRS (Simple Unstructured Text
Record Syntax), and OPAC (Online Public Access Catalog).
When you create a new connection file, it is set up for the
MARC21 format. For other formats, the filter section for
connection files must be constructed manually. UNIMARC and
OPAC use variations of the MARC format (OPAC commonly
adds holdings data). The SUTRS format, because it is
unstructured, does not have a standard format among
different databases. The SUTRS format often uses tags (such as
AU or Author) to identify the reference data. Check with
your database provider for the appropriate settings.
Text: The Text option is used to specify how EndNote should
interpret the incoming text characters. If you do not have the
correct setting, extended characters may import as asterisks, or
may be dropped completely. Check with your database provider
for the appropriate setting.
Login Information Required: This section is divided into four
separate options: User ID, Password, Group ID, and Custom.
Select the options required to login to the remote database in
order to have EndNote prompt you for that information when
you connect. You can also store your password and/or IDs in the
connection file so that you do not have to enter them each time

494 Chapter 17: Connection Files

 you connect. Simply type the password or ID into the box
provided.

NOTE: Passwords and IDs may be saved in the connection file for
convenience, but do so at your own risk: passwords are not protected
or encrypted. If someone else copies or uses your connection file, they
will be able to use your stored password.

Custom ID Authentication String

Sometimes a database server requires a custom format for
presenting the password and IDs. For these situations, you may
skip the regular password or ID option, check the Custom
option, and enter the text specified by your servers Z39.50
documentation. You may either enter your actual password and
ID along with the text, or use one of the following placeholders
to have EndNote prompt you for the necessary items:
?PASSWORD, ?USERID, ?GROUPID.

For example, a system may require that passwords be presented

by Z39.50 clients in the following manner:
pass=?PASSWORD/dla_ui=yes
If you wanted to store your password (abc123 for this
example) it would look like this:
pass=abc123/dla_ui=yes

Search The Search Attributes section of a connection file contains a table

Attributes that defines the various search options for a particular database.

Chapter 17: Connection Files 495

 Search Field Name: The first column identifies the name of
a search. This is the word or phrase that appears in the
menus in the Search dialog.

Use EndNotes Generic field names as the search field names

whenever possible. Doing so makes it easier to have a search
apply to various remote sources and local EndNote libraries.

EndNotes preconfigured connection files often use

parenthetical text after the search field name to help describe
the search, if necessary. This parenthetical text is not
considered part of the search field name when you change
the focus of the search and EndNote looks for a matching
search field name. (See Changing the Focus of the Search
on page 165. Generic field names are listed on page 387.)
Attributes: The rest of the items in a particular row are the
various search attributes that control what index is being
used for the search, and how the search term is interpreted.

What is an attribute?
A Z39.50 search attribute is a value used to define the
characteristics of a search term. For example, if your search term
is ebola virus, the various attributes would be sent to the
server along with that term to tell the server where to look for
ebola virus and what qualifies as a matching reference.
Available attributes, as defined by the Z39.50 standard, are:
1. Use The index to be searched (such as Keywords)
2. Relation The relation of the search term to the index
(such as equal, greater than, or less than)
3. Position The position of the search term in the MARC
record field (first, last, anywhere, etc.)
4. Structure The structure of the term, such as a word or
phrase
5. Truncation Available truncation options used to interpret
the search term (for example: right truncation,
wildcards, no truncation)
6. Completeness Indicates whether or not the search term
should be the complete subfield in the MARC
record corresponding to the field searched
The Use attribute is the most important here, indicating which
index will be searched to find the search term. The other
attributes will all have varying default values for each remote
database. These options are most often left blank to use the

496 Chapter 17: Connection Files

 servers defaults, but the default attribute values can be
overridden by entering another value for the attribute.
Each database has its own supported subset of Use attributes and
associated combinations of the other attributes. Consult the
configuration information for the remote database to determine
which values for these attributes are supported. Thomson
ResearchSoft does not provide this information. You will need to
obtain it from the organization (or information provider) that
maintains the server.

Tip for Editing Search Attributes

When modifying the search attributes in a connection file, it is
useful to first test the search with the new attribute combination
before actually changing the connection file. You can do this by
entering the new attribute values using the command-line search
method (see page 500). This lets you test new attribute
combinations without having to edit and save the connection
file, and reconnect to the server every time you want to test a
modification.

Filter The Filter section of the connection file contains the information
Information used to import each reference and get the reference data into the
correct EndNote fields.
For most connection files, the filter is set up to interpret
references in the MARC format. When you create a new
connection file, the Filter section will be set up to interpret
references in a standard MARC21 format.

Chapter 17: Connection Files 497

 This part of the connection file is identical to the regular Filter
window. For more information about editing a filter consult
Chapter 16.
If the retrieved references are not importing the way you would
like, you should compare the filter settings of the connection file
to the original text that EndNote receives from the remote
database. To do so, choose Show Connection Status from the
Window menu when retrieving references. Set the view in the
Status window to show Record Data and compare the record data
to what is in the filter. This record data is also stored in the log
file, Connect.log, which is located by default in the
Windows\Application Data\EndNote folder or the
Documents and Settings\User Name\Application
Data\EndNote folder, depending on your Windows version.
This file is simply a text file and may be opened in any word
processor to view it.
To change the location of the Connect.log file, see Online
Preferences on page 519.

Creating Connection Files

Before you begin actually creating or modifying a connection
file, you must obtain the Z39.50 client configuration instructions
for the database you want to access. Contact your librarian or
information provider for this information.
If the database is not available on a Z39.50 server, you will not be
able to use EndNotes Connect feature to access it directly. Follow
the instructions in Chapter 7 instead to import references that
have been downloaded to text files.

Steps to Create Once you have the Z39.50 client configuration information in
a New hand, follow these steps to create a new connection file:

Connection Create the File and Enter the Basic Information

File 1. From the Edit menu choose Connection Files and select New
Connection File.
2. The new Connection File window opens to display the About
this Connection information panel. Enter any comments or
descriptions here for your own use. (These comments do not
affect how the connection functions.)
3. Click on the Connection Settings option and enter the
connection information (see The Connection Settings on
page 493).

498 Chapter 17: Connection Files

4. Click on the Search Attributes option to modify the default
search attributes if necessary (see Search Attributes on
page 495).
5. Choose Save As from the File menu. Name the new
connection file and save it in your Connections folder.
Test the Connection and Searching
6. From the Tools menu, choose Connect and select your new
connection file. If the connection cannot be established,
check the settings in the Connection Settings panel of the
connection file, save your changes, and try again.
7. If the connection was established, the Search window should
open automatically. Enter a simple search to see if the search
attributes were correctly configured. If the Search does not
work correctly or it returns an error, check the Search
Attributes settings in the connection file. (If you modify the
connection file at this point, you must save the connection
file, then close the Retrieved References window and re-
connect in order for your changes to take effect.)
Test the Filtering of Reference Data
8. Once you are able to connect and search, retrieve a dozen or
so references to test how accurately they are filtered into the
EndNote Reference windows. Double-click a retrieved
reference to open it to verify that the data are in the correct
fields.

Note that if you are paying for the references you retrieve,
these may not come through correctly, so it is best to retrieve
only a few. All references retrieved are saved to a connection
log file, so they are not lost. This log file is replaced the next
time you run EndNote. See The Log File on page 170.
9. If the reference data is not being correctly filtered into the
appropriate fields in the EndNote Reference window, youll
need to compare the downloaded data to the filter templates
in your connection file.

Close the Retrieved References window and open the

Connect.log file in a word processor to view the original
format of the retrieved references. (See The Log File on
page 170 for information about the Connect.log file.)

From the Edit menu, choose Connection Files and select Edit
<Connection File> to edit the newly created connection file.
Look at the Templates panel of the connection file and
compare the templates there to the reference data in the
Connect.log file. Make changes as necessary. See Chapter 16
for information about modifying filters.

Chapter 17: Connection Files 499

Default Values When creating a new connection file, a few basic search
for New attributes are entered by default. It is not guaranteed that these
will work, as each database may only support its own subset of
Connection the Z39.50 attributes.
Files Consult the Z39.50 client configuration instructions from your
information provider or your librarian to set up the connection
file correctly for the remote database you want to access.
Default settings for a new connection file are:
Port ID: 210
Element Set Name: F (Full)
Record Syntax: MARC21
Text: ANSEL
Search Fields (Use Attributes): Any Field (1016), Author (1003),
Year (31), Title (4), Keywords (21), and Abstract (62).
Filter: MARC21 filter settings are used. All references import
into the Book reference type. See Filter Information on page
497 to import into additional reference types.

Using Z39.50 Command-Line Syntax

NOTE: This section is intended only for people who are familiar with
Z39.50 terminology and have access to the Z39.50-client configuration
information for their remote databases. The advanced search strategies
are documented here only for more technical EndNote users; this
knowledge is not required for basic searching of remote databases.

These command-line searches do not work with PubMed or the Web of

Science.

It is possible to set up a search of a remote database that is not

supported by the EndNote Search window or the connection file
you are using. For instance, if you know about the Z39.50
attributes supported by the remote database, you can enter a
Z39.50 search which EndNote passes directly to the server,
without any translation. This lets you use searches that are not
already supported by your connection file and is useful for
testing various search attribute combinations when creating or
modifying a connection file.

500 Chapter 17: Connection Files

These advanced searches are entered directly into the search line
just as you would enter a search term. EndNote ignores the
search menu for that item when it detects that you have entered
an advanced search. If other search terms are needed, enter them
into the subsequent search lines and select the appropriate
And, Or, or Not connectors (just like any other search).
An advanced search uses the following format:
\\search term&/ATTRIBUTE TYPE/ATTRIBUTE VALUE
The first two characters (\\) tell EndNote this is an advanced
search of a remote database. The next part, up to the ampersand,
is the search term. The numbers of the Z39.50 attribute type and
values follow. They are entered first with a slash and the number
for the attribute type, then a slash, and the attributes value.
Repeat that pattern for as many attributes as you want to specify.
Not all attributes need to be included. (See Search Attributes
on page 495.)
The following is a common example that should work for most
servers. This should find all references in which the title begins
with child.

A Use attribute (1) of 4 has been specified, so the search will

be restricted to the Title for this database.
A Position attribute (3) of 1 further narrows the search by
having the search term be found as the first word in the field.
A Truncation attribute (5) of 100 specifies no truncation at all
so only child will be seen as a match, and words such as
children and childhood will not.

Chapter 17: Connection Files 501

Tip for If you wanted to test how variations of the search attribute
Modifying settings would impact your search, heres an easy way to do it
without having to edit your connection file.
Search
1. With the connection already established, choose Show
Attributes Connection Status from the Window menu. Set the view to
Status Messages.
2. Start with a basic search using the Search window (without
the command-line syntax). For example, search for stress
in the Title field.
3. Look in the Status window, and youll see which attributes
are being used:

Search command
using the
command-line
syntax (note that
the \\ prefix is not
included here.)

Each item is
listed separately
as well.

Now, you can try out other attribute configurations to see

how it would change the search.
4. You can copy the search command out of the Status window,
and paste it into the Search window (remember to add the
\\ prefix to identify it as a command-line search), then
add or modify the attribute values as necessary.
5. Click Search to try out your new combination of attributes.
6. When you have found a combination of search attributes that
does what you need, edit your connection file and make
those changes to the Search Attributes panel.

502 Chapter 17: Connection Files

Chapter 18

Preferences, Toolbars,
and Shortcuts
 Chapter 18 Preferences, Toolbars, and Shortcuts
EndNote Preferences ......................................................... 505
Library Preferences ............................................... 506
Display Fonts ......................................................... 507
Reference Types .................................................... 509
Temporary Citations ............................................. 510
Sorting .................................................................... 513
Change Case .......................................................... 514
Formatting ............................................................. 515
Display Fields ........................................................ 517
Duplicates .............................................................. 518
Online Preferences ................................................ 519
Folder Locations .................................................... 520
Term Lists .............................................................. 521
Spell Check ............................................................ 522
OpenURL/PDF ..................................................... 527
Cite While You Write Preferences .................................. 529
General Preferences .............................................. 529
Keyboard Shortcuts in Word ............................... 530
Figures and Tables in Word ................................. 531
Showing Word Processor Codes .......................... 532
Related EndNote Preferences .............................. 533
Shortcuts to Make Using EndNote Easier ..................... 533
Shortcut Menus ..................................................... 533
Toolbars ................................................................. 534

504 Chapter 18: Preferences, Toolbars, and Shortcuts

EndNote Preferences
The settings for configuring EndNotes display, formatting
preferences, and other options are organized in the Preferences
section of the EndNote program.
To access EndNote preferences:
1. From the Edit menu, choose Preferences.
2. A list of the available preference panels appears on the left
side of the window. Click on the name of a panel in the list
that corresponds to the setting you would like to change.

Saving or Discarding Your Changes

All of the preferences panels have the following options:
EndNote Defaults: Reverts the settings for just the current
panel to the original EndNote settings.
Revert Panel: Removes any changes made to the current panel
since it was last saved.
OK: saves all changes to the preferences and closes the
Preferences window.
Cancel: discards all changes to the preferences and closes the
Preferences window.
Apply: Saves and applies all changes to the preferences, and
keeps the Preferences window open so that you can continue
to modify the preferences as necessary.

Chapter 18: Preferences, Toolbars, and Shortcuts 505

 Where Preference Settings are Saved
Preference settings are saved to the current user account, which
allows multiple users to access a single library while saving each
users preferred settings.
Most general preferences are saved in the Windows registry. For
example, this includes EndNote Preferences, subject
bibliography settings, and Cite While You Write settings. Storing
these preferences on each computer allows multiple users to
access a single library while saving each users preferred
settings.
Reference Type definitions are saved in a RefTypeTable.xml file
which is located in the folder Documents and Settings\[Your
Folder]\Application Data\EndNote.

Library Setting Default Libraries

Preferences Use the Libraries preferences section to specify which libraries
should open by default when EndNote starts. To add a library to
this list:
1. If the library is not already open, open it by choosing Open
from the File menu, and selecting the desired library.
2. Return to the Library section of the Preferences dialog, and
click the Add Open Libraries button to add all open libraries
to the list.

506 Chapter 18: Preferences, Toolbars, and Shortcuts

 To remove a library from this list, select it in the Libraries panel
and click Remove Library.
Displaying the Library Name with Each Reference
Click the option to Show Library Name in Reference Window
if you want the library name to appear at the top of each
Reference window, as shown below.

Display Fonts The Display Fonts panel gives you the option of changing the font
that EndNote uses to display much of the text throughout the
program. The Library Display Font determines the font and size
of the references listed in the Library window. The General
Display Font changes the font used to display all other text that
is typed into EndNote (such as in the Reference or Style
windows). The General Display Font is also used for most of the
previews and information panels in EndNote, as well as for
bibliographies that are printed or copied directly from EndNote.
Changes made to the display fonts apply to all EndNote libraries
opened on that computer. They do not affect the font used when
you are formatting bibliographies in a word processing
document. The normal font of the document is used for that.
EndNote uses Unicode to encode special characters, so that data
can be easily translated between platforms, programs, and
languages. However, some fonts do not include certain Unicode
characters. If some characters do not display correctly in your
EndNote library, we recommend switching the display font to a
Unicode font or installing the appropriate language pack (see
Displaying Extended/Special Characters on page 581).

Chapter 18: Preferences, Toolbars, and Shortcuts 507

 To change the library display font:
1. From the Edit menu, choose Preferences.
2. Click the Display Fonts option in the list.

3. In either the Library Display Font or the General Display

Font section: Click the Change Font button, and select a
different display font and/or size from the Font and Size lists.
Click OK to close the font selection dialog and return to the
Display Fonts preferences panel.
4. Click OK to save the changes and close the Preferences
dialog.

508 Chapter 18: Preferences, Toolbars, and Shortcuts

Reference Use the Reference Types preferences panel to customize your
Types settings for the fields (such as Author, Year, and Title) and
reference types (such as Journal Article or Book) that are used by
EndNote. Any changes that you make in this panel apply to all
of the libraries that open on the computer.

Default Reference Type

When you create a new reference in your EndNote library (by
choosing New from the References menu), the new reference is set
up for a journal article by default. If you would rather have new
references automatically appear as books, patents, or some other
reference type, change the Default Reference Type setting:
Click the Default Reference Type list and choose from one of
the available reference types.
If you need a reference type that is not in the list, you will need
to create a new reference type for it and define it yourself (see
Adding and Deleting Reference Types on page 384).
Defining Reference Types
If you need to modify any of EndNotes fields or reference types,
click the Modify Reference Types button. This opens the EndNote
Reference Types preference where you can modify, delete, and
rename EndNotes reference types and fields.

Chapter 18: Preferences, Toolbars, and Shortcuts 509

 See Chapter 14 for more information about reference types, how
to customize them, and where this information is stored.

Temporary A temporary citation is an unformatted citation that EndNote

Citations inserts into your word processing document when you use the
Find Citation(s) or Insert Citation(s) command from Words Tools
menu, or when you Copy and Paste a citation into a document.
You can also type temporary citations into your document. The
temporary citation is a placeholder that EndNote later changes to
a formatted citation, such as (Smith & Jones, 1999).
By default a temporary citation includes the first authors last
name, the year, and the EndNote record number, enclosed in
curly braces:
{Smith, 1999 #24}
If necessary, you can change the temporary citation delimiters
using the settings in this panel.

Temporary Citation Delimiters

Curly braces are used by default to indicate the start and end of
each temporary citation. If you commonly use curly braces in
your writing, you might want to select a different pair of markers
for EndNote to use as Temporary Citation Delimiters.
Enter the desired markers into the appropriate boxes at the top
of the Temporary Citations preferences panel.

510 Chapter 18: Preferences, Toolbars, and Shortcuts

Record Number Marker
The number sign (#) always precedes the record number in an
EndNote temporary citation. You may change this by entering
another character in the Record Number Marker box.
The EndNote record number is a unique number assigned to
each reference as it is added to a library. The number is specific
to that reference in that particular library. If you are
collaborating with other writers who have their own EndNote
libraries (or do not have an EndNote library at all), you might
find it easier to replace the Record Number in the temporary
citation with something that uniquely identifies the reference but
is not specific to your EndNote library. To do so, select the Use
field instead of record number option and select from either the
Accession Number field or the Label field.
The Accession Number field is designed to contain the
unique record number assigned to a reference from an online
database.
The Label field can be used to manually enter any unique
code that you would like to use for each record.

NOTE: If you have selected the Accession Number field or Label field,
and that field is empty in a particular reference, the Record Number will
appear in the temporary citation.

Citation Prefix Marker

The Citation Prefix Marker separates prefix text in a citation from
the citation itself. For example, if you wanted a citation
formatted as:
(see also Smith, 1999)
you would enter the text into the temporary citation as follows,
with the \ indicating the end of the prefix text and the start of
the citation:
{see also \Smith, 1999 #24}
If you prefer to use a different character as the Citation Prefix
Delimiter, you may enter it in this preferences panel. Semicolons
(;), letters, numbers, and characters already used as other
delimiters may not be used for the Citation Prefix Delimiter.

NOTE: When you use Cite While You Writes Edit Citation command to
add prefix text, the Citation Prefix Marker is automatically inserted as
part of the temporary citation.

Chapter 18: Preferences, Toolbars, and Shortcuts 511

 Including Notes in the List of References
Some journal styles (such as Science) permit you to include notes
with the list of works cited at the end of the document. In such a
system, the notes are numbered just like the citations, and
included in the reference list in the order of appearance, just like
the references.
To identify text to be included as a numbered note in the
reference list:
1. Type the text into the body of your document where you
would want the number for the note to appear.
2. Be sure to surround the entire section of text with your
Temporary Citation Delimiters (curly braces by default),
and begin it with NOTE:. For example:
{NOTE: The authors would like to acknowledge
the support of...}
When the paper is formatted by EndNote using a numbered
style, the text is assigned a number and listed along with the
references at the end of the paper.

NOTE: With Cite While You Write, you can simply go to Words Tools
menu, go to the EndNote X submenu, and choose Insert Note.

The way that these notes are identified may be changed in the
Temporary Citations preferences. Enter a prefix that you would
like to use to signal that the text should be treated as a note.
Important Restrictions on the Use of the NOTE Feature
This feature requires that a numbered style be used for the
formatting; otherwise, the note will be left as it was entered
in the body of the text.
Enter text only. Do not attempt to insert graphics, equations,
or symbols as note text.
Do not use the temporary citation delimiters as part of the
text of the note. Other markers, such as the record number
marker and the prefix marker and the multiple citation
separator may be used.
These types of notes cannot be combined with regular
temporary citations within the same set of brackets. They
should be cited separatelyeach in its own set of brackets.

512 Chapter 18: Preferences, Toolbars, and Shortcuts

Sorting When EndNote sorts author names and titles, you can identify
what words or names to ignore for sorting purposes.
To add words to be ignored for sorting:
Enter the term in the text box below either the Author
Fields or Title Fields prompt, and click Add.
To remove a term from either list:
Select the term and click Remove.
Click EndNote Defaults to revert both lists to the default settings.

NOTE: If the term you enter appears as the only word in an Author or
Title field, it will not be ignored as a stop word in that case, and will be
used for sorting.

Authors
The Author Fields list is designed so that you may enter parts of
author names that may be omitted for sorting purposes. For
example, prepositions in names such as von, van, and de
are included as part of the last name, but not considered part of
the name for sorting purposes. The entries in the Author Fields
list are case sensitive; that is, if you enter von it applies only to
von and not Von.

Chapter 18: Preferences, Toolbars, and Shortcuts 513

 For contractions, do not enter the apostrophe in the stop list. So,
for the author name DAngelo, you could enter D to the stop
list, without the apostrophe, to sort the name as Angelo.
These settings apply to the Generic fields for Author, Secondary
Author, Tertiary Author, and Subsidiary Author. No names are
entered by default.
Titles
When terms are added to the Title Fields list, the sorting routine
ignores them when they appear at the start of the title.
Capitalization does not matter for these words. That is, the word
the can be entered (lowercase) and still apply to The.
For contractions, do not enter the apostrophe in the stop list. So,
for the term "l'avenir you would enter L to the stop list,
without the apostrophe, to sort as avenir.
These settings apply to the Generic fields for Title, Secondary
Title (includes the Journal field), Tertiary Title, and Subsidiary
Title. The words a, an, and the are entered as defaults.

NOTE: When you close the Preference panel and return to your library
list, you must resort your references to build a new sort that uses your
revised list. You can do this by clicking on a column header, or by using
the References>Sort References command.

Change Case The EndNote styles can be configured to change the

capitalization of the author names or titles. Use the Change Case
preferences to list the words that should not be modified when
EndNote changes the case of titles or authors. This can be used
for special acronyms, equations, proper nouns, or compound
names that require consistent capitalization.
For titles, this preference is used only when an output style is set
up to apply Headline style capitalization or Sentence style
capitalization (rather than Leave titles as entered). For author
names, this preference is used when the output style applies a
capitalization option other than As Is.
To add words to the list:
Enter the term in the text box at the top of the dialog, and
click Add.

514 Chapter 18: Preferences, Toolbars, and Shortcuts

 To remove an item from the list:
Select the term and click Remove.

Formatting The Formatting preferences panel contains the following

options:
Suggest formatting with EndNotes Cite While You Write if the
document type is supported
While the Format Paper feature for RTF files can be used on most
word processor files, we recommend that you always use Cite
While You Write for Microsoft Word documents. It is much
easier and allows more control and options to give you the exact
output you want.
When this item is selected, and you attempt to use Format Paper
on a document that could be formatted with Cite While You
Write, a message will appear recommending that you use Cite
While You Write. You can still use Format Paper if you wish.
Omit Author and/or Year from Formatted Citation if Removed
from Temporary Citation
EndNotes default behavior is to remove the author or year from
the formatted citation if you remove either of those items from a
temporary (unformatted) citation. For example, {, 1999 #24}
would format as just (1999) when using a style that creates
(Author, Year) citations. If you prefer to type just the record
number into your papers as the temporary citation, you should

Chapter 18: Preferences, Toolbars, and Shortcuts 515

 turn this preference off so EndNote will not remove the author
and year from all of your formatted citations.
Merge Duplicates in Bibliography
When this option is selected, EndNote automatically omits
duplicate references from a bibliography. It is a good idea to use
this option if you are citing references from multiple EndNote
libraries in one paper. In this situation, the same journal article
reference might appear in two libraries and would have two
different record numbers. EndNote will not identify the records
as duplicates unless you have this option set to merge duplicates.
When this option is selected, EndNote checks the bibliography
for duplicate references during the formatting process. If
duplicates are found, they are removed. References are
considered duplicates if they are the same reference type (such
as Journal Article or Book) and the following fields are identical:
Author, Year, Title, Secondary Title (Journal, Newspaper,
Magazine, Book Title, Series Title, Conference Name, etc.),
Volume, Issue, and Pages.

NOTE: The Duplicates preference settings do not apply to this feature.

The criteria for determining duplicates is fixed for the Merge Duplicates
in Bibliography setting.

516 Chapter 18: Preferences, Toolbars, and Shortcuts

Display Fields Use the Display Fields preferences to choose which fields to
display in EndNotes Library window. These settings apply to all
libraries opened on the computer.

Choose the desired field from each Field list. You may select up
to eight fields to be displayed in the Library window. To show
fewer than eight fields, select [Do not display] instead of a field
name. You must choose at least one field for display in order to
save your changes.
By default, the column heading in the Library window is the
same as the Generic name of the field (except for the Image field,
which is indicated by a paper clip icon, and the Link to PDF field,
which is indicated by a PDF icon). If you would like to change
the name for the Library window display, enter a new name in
the Heading section next to the chosen field.
EndNote defaults to showing first a column indicating whether
an image is attached to each record, then the first Author, Year,
and Title in each record, and last the URL field.

Chapter 18: Preferences, Toolbars, and Shortcuts 517

Duplicates The Duplicates preferences panel corresponds to the Find
Duplicates command in the References menu (that command is
described on page 214).
By default, EndNote identifies duplicate references in a library
as references of the same reference type with matching Author,
Year, and Title fields. Use this panel to customize the way
EndNote identifies duplicate references.
To select the fields that EndNote should compare when
finding duplicate references, click in the check boxes to the
left of the field names.
The Generic names of the fields are used here. For details
about what the Generic field names correspond to for each
reference type, see Reference Types and Fields on page 591.
You may select as many fields as you want to make the duplicate
detection more or less stringent.
Criteria
You may also set the Criteria to have EndNote compare the
fields and look for an exact match or be more lenient in the
comparison and ignore spacing and punctuation.

NOTE: These settings do not apply to the Merge Duplicates in

Bibliography setting (page 516). That specific comparison of reference
data is used only to remove identical references from bibliographies.

518 Chapter 18: Preferences, Toolbars, and Shortcuts

Online Web Browser Settings
Preferences Use the Online preferences panel to select the Web browser that
should open when the Open Link command is activated or when
you click on an active URL (Internet address).
Select Use Default Browser to have EndNote use the
browser that your System identifies as the default browser.
To select a different Web browser, clear the Use Default
Browser check box, click Choose, locate the Web browser on
your hard drive, and click Open. (EndNote does not include
a Web browser.)

Connection Log File

When you use the Connect command to connect to a remote
database, EndNote keeps a copy of all of the retrieved references
for that session in the connection log file (the file name is
Connect.log). This happens by default, but you may turn this
option off by unchecking the Use Log File option.
We recommend keeping the option turned on because in the
event that the references were not correctly retrieved or filtered
into EndNote, you can always adjust the filter in the connection
file, and import the Connect.log file instead of redoing the search
and download (see page 171).

Chapter 18: Preferences, Toolbars, and Shortcuts 519

 By default, the Connect.log file is stored in the Documents and
Settings\User Name\Applicaton Data\EndNote folder. You
may change the name and the location of the Connect.log file by
clicking the Choose button. In the dialog that appears, enter a new
name for the file (if desired), and select the new location for the
file.
ISI Base URL
When you export references from the Web of Science to
EndNote, EndNote creates a Go to ISI link in the URL field of
each reference. These links take you back to the ISI source record
where you can find related references, times cited, and other
information. If you have upgraded from an earlier version of
EndNote, you may need to click EndNote Defaults to update the
ISI Base URL to the latest setting.
If your institution uses a locally mounted version of Web of
Science, you should enter the URL for that server here in
EndNotes ISI Base URL preference. Otherwise, the links in
references downloaded from Web of Science will take you to the
main Web of Science server where you might not have access.

Folder The Folder Locations preferences panel is where you set the
Locations default location of your styles, import filters, and connection
files. By default, EndNote sets these locations to be the Styles,
Filters, and Connections folders in the EndNote program folder.
All of the style, filter, or connection files stored in the chosen
folders are displayed in the Style, Filter, and Connection

520 Chapter 18: Preferences, Toolbars, and Shortcuts

 Managers. These Managers allow you to select individual files
that you use most with EndNote.

To change any of these folder locations, click the Select Folder

button, open the folder that you would like to designate as the
new Style, Filter, or Connection folder, and click Select Folder.

Term Lists By default, every new EndNote library has three term lists
associated with it: Authors, Journals, and Keywords. The term
lists are automatically updated as you enter references into your
library. The terms in these lists are also used to facilitate data
entry using the Suggest Terms as You Type feature. This
feature suggests terms as you type into fields with term lists
linked to them. For example, as you type into the Author field
(typing the surname first), EndNote suggests author names from
your Authors term list to help you with data entry. When you
enter a new term that is not currently in the associated term list,
it appears in red text to indicate that it is a new term. This can
point out typing mistakes or the use of an incorrect keyword if
you thought you were entering a name or a term commonly used
in your library. More information about working with term lists
is provided in Chapter 9.
Any of the term list settings described above can be turned off
using the settings for the Term Lists preferences.

Chapter 18: Preferences, Toolbars, and Shortcuts 521

 Suggest Terms as You Type (Auto-Completion)
When selected, EndNote will automatically complete matching
terms when you are typing into a field that is linked to a term list
(see page 243).

If you turn this feature off, you may still insert terms into a field
by opening the desired term list from the Tools menu and double-
clicking the desired term.
Update lists when importing or pasting references
When this option is selected, the term lists are automatically
updated as you import references (using the Import command
from the File menu), drag-and-drop references, or Paste
references in to your library. If you turn this option off, you can
always manually update your term lists by selecting Define Term
Lists from the Tools menu, highlighting a term list, and clicking
Update List (see Manually Updating Term Lists on page 239).
Update lists during data entry
When this option is selected, the term lists are automatically
updated as you type in new reference data. If you turn this
option off, you can always manually update your term lists by
selecting Define Term Lists from the Tools menu, highlighting a
term list, and clicking Update List (see Manually Updating Term
Lists on page 239).

Spell Check On the Spell Check preferences panel, you can set general spell
check Options and select or modify Dictionaries. For general
information about how to start spell checking a record, see Spell
Checking on page 150.

522 Chapter 18: Preferences, Toolbars, and Shortcuts

General Options
You can access these Spell Check Options from the EndNote
Preferences Spell Check panel or from the dialog that appears
when you run Spell Check. Click the Options button.

1. Select the check box next to each item you want to apply
during spell checking.
2. Select a Main Dictionary language from the list of available
dictionaries.
For each language, EndNote uses a combination of
dictionary files located in EndNotess Spell folder. Select
your primary language. If you want to apply additional
language dictionaries, see the next section, Modifying
Dictionaries.
3. Decide how fast and accurate you want spell checking to
work.
4. Click OK to save the changes.

NOTE: For a complete description of each item on the Options dialog,

click the Help button on the dialog or press F1.

Chapter 18: Preferences, Toolbars, and Shortcuts 523

 Modifying Dictionaries
You can access the Dictionaries preferences from the EndNote
Preferences Spell Check panel or from the dialog that appears
when you run Spell Check. Click the Dictionaries button.

Use this dialog to view or edit the content of existing

dictionaries, to add existing dictionaries for use, to create new
dictionaries, and to remove dictionaries. The dictionaries listed
under Files are currently in use (in addition to the Main
Dictionary selected under Options).

NOTE: For a complete description of each option on the Dictionaries

dialog, click the Help button on the dialog or press F1.

To modify dictionaries:
1. Under Files, select the dictionary file you want to view or
modify.
If it is already in the list, simply select it.
If you need to locate an existing file to use, use the Add
File button to locate the file on your computer and add it
to the list. By default, dictionaries are kept in EndNotes
Spell folder.
To create a new dictionary, click New File.
To remove a dictionary, display the file name in the list
and click Remove File. This removes a dictionary from
use, but does not delete the actual disk file.

524 Chapter 18: Preferences, Toolbars, and Shortcuts

2. The words in the selected dictionary appear in the top list.
To add a word to the selected dictionary, type it under
Words and click Add Word.
To delete a word from the selected dictionary, select the
word and click Delete Word.
To change the Action applied to a word, select the word
and then pick the new Action from the list.
Adding an Existing Dictionary
You may have selected English (or a different language) as your
Main Dictionary Language, but want to apply an additional
language during spell checking.
1. On the Dictionaries dialog, click the Add File button.
2. In EndNotes Spell folder, locate the dictionary file you want
to use and Open it. The dictionary is added to the list under
Files.

NOTE: For a list of supplied dictionaries with corresponding file names,

see Dictionaries Supplied with EndNote on page 526.

Importing/Exporting a Dictionary
The Dictionaries dialog includes Import and Export buttons.
Use Import to locate and import a plain text file of terms into the
current dictionary. The text file should contain a list of terms,
with each term on its own line. If you are typing the list into a
text file, make sure each term is followed by a carriage return,
including the last term in the list. If you are creating the list in a
word processor, make sure to use Save As to save the file as plain
text. If your terms contain extended characters, save with the
Unicode (UTF-8) encoding option.
Use Export to save all terms from a dictionary to a plain text file,
where each term starts on a new line.

Chapter 18: Preferences, Toolbars, and Shortcuts 525

 Dictionaries Supplied with EndNote
These dictionaries are supplied with EndNote. When you select
the main dictionary language, a combination of files are loaded,
including files not listed here.
When you want to add additional languages, find the Dictionary
you want to use from the left column, then look for the
corresponding File Name. When you Add a dictionary, look for
the appropriate File Name in EndNotes Spell folder.

Dictionary File Name

User Dictionary: Contains English words that accent.tlx

include non-ASCII characters

User Dictionary: Contains common English correct.tlx

misspellings and their correct replacements for
auto correction

User Dictionary: Sample user dictionary userdic.tlx

American English ssceam.tlx

American English Medical sscema.tlx

British English sscebr.tlx

British English Medical sscemb.tlx

Danish ssceda.tlx

Dutch sscedu.tlx

Finnish sscefi.tlx

French (European and Canadian) sscefr.tlx

German sscege.tlx

Italian ssceit.tlx

Norwegian (Bokmal) sscenb.tlx

Portuguese (Brazilian) sscepb.tlx

Portuguese (Iberian) sscepo.tlx

Spanish sscesp.tlx

Swedish sscesw.tlx

526 Chapter 18: Preferences, Toolbars, and Shortcuts

OpenURL/PDF This preference panel includes options for two unrelated items:
OpenURL settings and the default setting for inserting PDF files.

OpenURL
The OpenURL Link command on the References menu starts your
default web browser and displays related record links in the
browser window. It connects to an OpenURL standard syntax
server and uses these OpenURL preferences along with data in
your EndNote record to find related online references.

NOTE: This command has no relation to the URL field found in EndNote
references or the Open Link command on the References menu.

The OpenURL preferences panel includes these settings:

Enable OpenURL: Select the check box to enable the OpenURL
link option found on the EndNote References menu. The
OpenURL Link command is available only when it is enabled
here and a reference is open for viewing. By default, this feature
is disabled.
The next two options on the OpenURL panel are available only
when the Enable OpenURL box is selected.
OpenURL Path: EndNote supplies a default path for your
browser, linking to an ISI server. If you have access to a different
OpenURL server, you should enter that path here.

Chapter 18: Preferences, Toolbars, and Shortcuts 527

 Arguments: We include a default argument to search for related
online records. You can use this argument as a syntax example if
you wish to enter your own arguments here.

Remember, you can revert back to the EndNote defaults at any

time by clicking EndNote Defaults.

PDF Files
When you choose PDF>Link to PDF from the References menu to
insert a link to a file, you have two options available to you. You
can:
Insert the PDF as a relative link.
In this case, EndNote makes a copy of the original PDF file
and places it in the .DATA\PDF folder that is part of your
EndNote database. EndNote will always be able to access the
file, even when you share your database with a colleague.
However, if you change the original file on your computer,
those changes will not be reflected in EndNote. You would
need to clear the PDF file from your EndNote reference and
reinsert the PDF file.
Insert the PDF with an absolute path.
In this case, EndNote will always look in the original folder
for the inserted file. This can be helpful if you plan to edit the
original PDF file, and you want those changes reflected
when you access the PDF from within EndNote. However, if
you ever move the file from the original folder, EndNote will

528 Chapter 18: Preferences, Toolbars, and Shortcuts

 not be able to access it unless you clear the PDF file from
your EndNote reference and reinsert it from the new folder
location. If you send your database to a colleague, the PDF
file will not be available.
By default, the check box titled Copy new PDF files to the
default PDF folder and create a relative link is selected, so that
EndNote will copy linked PDF files to the DATA\PDF folder.
You can deselect this box in order to save absolute paths. You can
always override this default setting on the file dialog when you
are inserting a PDF file.

Cite While You Write Preferences

You can access the Cite While You Write preferences in one of
two ways:
From the Tools>EndNote menu in Microsoft Word, select Cite
While You Write Preferences.
From EndNotes Tools menu, go to the Cite While You Write
submenu and select CWYW Preferences.

NOTE: Microsoft Word must be open in order to access CWYW

Preferences from the Tools menu in EndNote.

Several EndNote preferences also directly affect Cite While You

Write.

General General preferences are useful when you always use your
Preferences EndNote library along with your word processor, and you
always use your word processor along with your EndNote
library.
To access General preferences, go to Words Tools>EndNote
menu and select Cite While You Write Preferences.
Open EndNote When Starting Word
Select this item to always open EndNote when you start
Microsoft Word.
Close EndNote When Leaving Word
Select this item to always close EndNote when you leave your
Microsoft Word. This works only when the EndNote program
was launched with one of the Cite While You Write commands
from you Words Tools>EndNote menu or if the Open EndNote
When Starting Word preference is selected.

Chapter 18: Preferences, Toolbars, and Shortcuts 529

 Return to Document After Inserting Citations
Select this item to always make your document the active
window after inserting citations with EndNotes Insert Selected
Citation(s) command. If this preference is turned off so that the
Word document remains in the background, you will not see the
inserted citation in the Word document until the document
becomes the active window.
Enable Instant Formatting on new Word documents
This option is available for Cite While You Write. It turns Instant
Formatting on or off for new Word documents. When you enable
Instant Formatting, you can also determine how often EndNote
scans for temporary citations and whether it checks for citation
changes in existing citations.
To turn instant formatting on or off in an existing Word
document, see Instant Formatting on page 291.

Keyboard Keyboard shortcuts for EndNotes Cite While You Write

Shortcuts in commands are available in Word.

Word To add or change a keyboard shortcut:

1. From Words Tools>EndNote menu, select Cite While You
Write Preferences.
2. Click the Keyboard tab.

3. From the list of commands, select the command for which

you would like to add (or change) a shortcut.

530 Chapter 18: Preferences, Toolbars, and Shortcuts

 4. Under Press new shortcut key, enter the new shortcut key
combination on the keyboard.
Keyboard shortcuts work in both EndNote and Microsoft
Word.
5. Click Assign to assign the new shortcut.
Follow the same steps to remove an assigned shortcut key,
except click Remove instead of Assign.
Click Reset All to remove custom key assignments.

Figures and Use settings in the output style to determine whether images are
Tables in Word placed in-text or at the end of the document, where captions and
labels are located, and separation and punctuation around
images and captions. See Figure and Table Placement and
Captions on page 438.
The figures and tables settings in Microsoft Word override
settings from the current output style. If your output style is set
to print figures and tables in a list at the end of the document, the
settings on this tab are ignored. However, if your output style is
set to print figures and tables in-text, you can use this tab to
override settings when you have moved figures around in your
document and want to retain their placement.
To customize the in-text placement of EndNote figures and
tables in Word.
1. From Words Tools menu, select Cite While You Write
Preferences.

Chapter 18: Preferences, Toolbars, and Shortcuts 531

 2. Select the Figures and Tables tab.

3. Select the appropriate radio button to:

Place each figure or table directly after the paragraph
where it is first referenced, or
When re-generating figures, keep each figure or table in
its current position. This allows you to move images
around in your document and have them stay there
when you Generate Figure List again.

Showing Word The formatted citations and bibliography in your document are
Processor not plain text; they contain hidden data that make it possible for
EndNote to unformat and reformat citations and bibliographies.
Codes
Microsoft Words Field Shading
Formatted citations and bibliographies in Word documents are
Microsoft Word fields. This gives EndNote the ability to
uniquely identify them.
When you click on a field in Word (such as a formatted EndNote
citation or the bibliography), it becomes shaded. You can change
this behavior so that the fields are always shaded, shaded only
when selected, or never shaded. To do so, choose Options from
Words Tools menu and select the View option. There you will see
the options for field shading.

532 Chapter 18: Preferences, Toolbars, and Shortcuts

Related Several other EndNote preferences directly affect Cite While You
EndNote Write. To access EndNote preferences, go to the Edit menu in
EndNote and select Preferences.
Preferences
The related preference dialogs include settings for:
Temporary Citations, described on page 510
Formatting, described on page 515
These settings are stored with the EndNote programs
preferences because they apply to formatting papers with either
Cite While You Write for Microsoft Word files or Format Paper
for RTF files.

Shortcuts to Make Using EndNote Easier

Contextual menus and toolbars can streamline your database
building and citation processes.
To add or change Cite While You Write keyboard shortcuts in
Microsoft Word, see Keyboard Shortcuts in Word on page 530.

Shortcut As a convenience, EndNote provides shortcut menus for some of

Menus the most commonly used features. Shortcut menus appear when
you right-click on something in the EndNote program (such as
the Library window, or the Author field).

The contents of the menu depend on where you click and what
options are available for that particular item. Only a subset of
possible commands are displayed; these are intended to
represent the most commonly used functions for the selected

Chapter 18: Preferences, Toolbars, and Shortcuts 533

 target. Choosing a command from the shortcut menus has
exactly the same results as choosing the command from the main
menu or a toolbar.
A shortcut menu appears wherever you click. It remains open
until you choose a command from the list, click elsewhere, or
press ESC.
Shortcut menus are available for the following windows:
references, libraries, term lists, search, retrieved references, and
Managers (styles, filters, and connections).

Toolbars Toolbars are available in EndNote to give you quick access to

some of the commonly used commands. There are several
toolbars (Main, Text, and CWYW); each is described below. To
display a particular toolbar, choose Show Toolbar from the Tools
menu, and select the desired toolbar to show. If a toolbar is
currently showing, it will have a check mark next to its name in
the Show Toolbar menu. At that point, choosing it from the Show
Toolbar command will hide it.
Main Toolbar

Commands on the main toolbar include (from left to right): New

Library, Open Library, Print, Cut, Copy, Paste, Search, Sort
References, New Reference, Connect, Open Link, Import, Export, Spell
Check (available when a record is open for editing), Insert Picture,
Insert Object, and a current style menu.
The style menu lists all the styles you have marked as favorites
in the Style Manager, and displays the one that is currently
selected to be used for the Library window preview, Copy
Formatted, printing, exporting, or any formatting. If you do not
see the style that you want in this menu, you can choose Select
Another Style from the bottom of the menu to pick a new style.
See also The Style Manager on page 392.

Text Toolbar

The text toolbar displays EndNotes text font and text size menus
to change the font and size of the text in a reference or style. The
buttons on the toolbar are (from left to right): Bold, Italic,
Underline, Plain Text, Superscript, Subscript, and Symbol font. If a

534 Chapter 18: Preferences, Toolbars, and Shortcuts

button is pressed that indicates that the text style represented
by that button has been applied to the text that is selected (or
where the cursor blinking).
CWYW Toolbar

The CWYW toolbar is available only when Microsoft Word is

running and Cite While You Write support is installed. The
commands on the toolbar are (from left to right): Insert
Citation(s), Format Bibliography, and Return to Word.
A complete CWYW toolbar is available within Word. See Notes
about Microsoft Word on page 260.

Chapter 18: Preferences, Toolbars, and Shortcuts 535

536 Chapter 18: Preferences, Toolbars, and Shortcuts
Chapter 19

Using EndNote With

Palm OS Handhelds
 Chapter 19 Using EndNote with Palm OS Handhelds
Overview of Using EndNote with
Palm OS Handheld Devices ............................................ 539
Installing EndNote for Palm OS ..................................... 539
Hardware and Software Requirements ............... 539
Installing EndNote for Palm OS .......................... 541
Synchronizing Libraries ................................................... 543
Starting EndNote for Palm OS and Displaying
References ........................................................................... 544
Viewing Library Statistics ................................................ 546
Entering, Editing, and Deleting References ................. 546
Searching a Handheld Library ........................................ 548
EndNote Preferences ......................................................... 549
Beaming References Between Handhelds .................... 550

538 Chapter 19: Using EndNote With Palm OS Handhelds

 Overview of Using EndNote with
Palm OS Handheld Devices
The EndNote application for Palm OS handheld devices uses a
format that supports all of the reference types and fields used in
the desktop EndNote application.
You can enter EndNote references into your desktop version of
EndNote and/or into your handheld device. You can then
synchronize files between your desktop EndNote library and
your handheld EndNote library using standard HotSync
commands.
You can also beam individual references to another Palm OS
handheld.

Installing EndNote for Palm OS

Installing your EndNote for Palm OS involves several steps.
First, make sure you meet the hardware and software
requirements. Then, follow the instructions for Installing
EndNote for Palm OS on page 541.

Hardware and Requirements for running EndNote for the Palm Operating
System include:
Software
Requirements Handheld device
Palm Operating System 4.x or later
Serial or USB communication for HotSync operations
16 MB RAM

Chapter 19: Using EndNote With Palm OS Handhelds 539

 EndNote is compatible with any handheld device that meets the
hardware and software requirements, such as those devices
listed in the following table. While this is not a comprehensive
list, it includes many of the qualifying devices.

Brand Model Palm OS Memory

Palm Treo 90
Palm Treo 600 Palm OS 5 24 MB RAM
Palm Tungsten C Palm OS 5.2.1 64 MB RAM, 52 MB Storage
Palm Tungsten E Palm OS 5.2.1 32 MB RAM, 28.3 MB Storage
Palm Tungsten T2 Palm OS 5.2.1 32 MB RAM, 28.3 MB Storage
Palm Tungsten T3 Palm OS 5.2.1 64 MB RAM, 52 MB Storage
Palm Tungsten W Palm OS 4.1.1 16 MB RAM
Palm Zire 21 Palm OS 5.2.1 8 MB RAM, 7.2 MB Storage
Palm Zire 71 Palm OS 5.2.1 16 MB RAM, 13 MB Storage
Sony CLI Palm OS 5
Sony PEG-NZ90 CLI Palm OS 5
Sony PEG-NX60 CLI Palm OS 5
Sony PEG-NX70V CLI Palm OS 5
Sony PEG-NX73V CLI Palm OS 5
Sony PEG-NX80V CLI
Sony PEG-SJ20 CLI
Sony PEG-SJ33 CLI
Sony PEG-TG50 CLI Palm OS 5
Sony PEG-TJ25 CLI
Sony PEG-TJ35 CLI
Tapwave Zodiac

540 Chapter 19: Using EndNote With Palm OS Handhelds

Installing Installing EndNote for Palm OS involves several steps. First,
EndNote for make sure you meet the hardware and software requirements
listed in the previous section. Then, you must:
Palm OS
1. Check your HotSync connection to make sure it is working.
2. Install the EndNote Palm OS software.
3. Designate a single EndNote library for synchronizing.
4. Perform an initial HotSync operation to copy EndNote
software to the handheld device, and then perform a second
HotSync operation to copy the EndNote library to the
handheld device.
First, check your HotSync connection:
Before you begin, make sure your Palm OS handheld application
software is installed. Perform a HotSync operation to make sure
you are able to send files between your Palm desktop application
and your Palm OS handheld device.
Then, install EndNote for Palm OS software:
It is best to install your Palm software (the application software
that came with your handheld device) before installing or
updating to EndNote X. As you install EndNote, you will be
asked whether you want to install the EndNote for Palm OS
software.

NOTE: You may have already installed the Palm OS software when you
installed EndNote! Look for the EndNote for Palm OS application on
your Palm handheld device.

If you installed EndNote and then installed your Palm

application software, you can install EndNote for Palm OS in one
of two ways:
Run the EndNote installer again, choose Modify, and select
EndNote for Palm OS to install.
From your Windows Control Panel, choose Add or Remove
Programs, click Change, and install EndNote for Palm OS.

Chapter 19: Using EndNote With Palm OS Handhelds 541

 In EndNote, designate a library for HotSync operations:
1. From the Tools menu in EndNote, select Configure Handheld
Sync.

2. Select an EndNote library from the existing drop-down list

or use the Browse button to locate your EndNote library.

NOTE: The Palm OS will accept a library filename that contains up to

26 characters. You will not be able to sync a library with a longer
filename.

3. Click OK to save the setting.

NOTE: You can update your Palm device with only a single library. If
you perform a HotSync operation with a new library, any existing library
on your Palm device will be replaced.

Use the HotSync Manager to set up your handheld device:

Perform an initial HotSync Operation to copy EndNote for Palm
OS software to your handheld device. (For information about
how to use the HotSync Manager, see the Synchronizing
Libraries section that appears below.)
Then, perform a HotSync operation again to copy your EndNote
library to your handheld device.

542 Chapter 19: Using EndNote With Palm OS Handhelds

Synchronizing Libraries
Use standard HotSync instructions to synchronize your desktop
EndNote library and your handheld EndNote library. For
example, by pressing the HotSync button on a cradle or cable, or
by using the HotSync application on the handheld:

A HotSync operation cannot be initiated from within EndNote.

See your handheld device documentation for additional
information about performing a HotSync operation.
The first time you synchronize your desktop EndNote library
with your handheld device, the EndNote for Palm OS is copied
to your handheld device. Subsequent HotSync operations
synchronize the designated library.

NOTE: The handheld library must reside in main Palm memory; you
cannot save a library to an expansion card.

Notes about Synchronization:

You can synchronize your handheld library to a single
desktop PC.
The Palm OS will accept a library file name that contains up
to 26 characters; you will not be able to sync a library with a
longer filename. If your library filename is longer than 26
characters, you can rename the library with Windows
Explorer. Remember to also rename the .DATA folder.
You can designate a single EndNote library to synchronize
with your Palm OS handheld. In EndNote, go to the Tools
menu, select Configure Handheld Sync, and use the dialog to
select a library.
By default, a HotSync operation will synchronize the
EndNote desktop library and handheld library, so that new
references will appear in both libraries and edited references
will be updated in both libraries. However, if you edit the
same reference in the desktop library and the handheld
library, neither record will be overwritten. A second, almost
duplicate record will be created.
You cannot copy only selected references to your handheld
device; the entire designated library is synchronized. If you
want to copy only a limited number of references to your
handheld device, first copy those references to a smaller

Chapter 19: Using EndNote With Palm OS Handhelds 543

 desktop EndNote library, designate that library in EndNote
with Configure Handheld Sync, and then synchronize your
handheld device with that interim library.
If you want to enter references on your handheld, but not
maintain the full desktop library on your handheld, use a
smaller, interim library for synchronization. Enter your
references on the handheld device, synchronize to the small
desktop library, then copy the references from the small
library to your full EndNote library. You can change
HotSync settings to always overwrite the interim library
with your Handheld library.
The Palm OS reference size limit is 64K. Longer references
are truncated, and a message is written to the HotSync Log.
The Palm OS is not Unicode compliant, so certain characters
that display properly in EndNote may not convert to your
Palm device. During a HotSync operation, a message is
written to the HotSync Log when characters do not convert
correctly and are replaced by a question mark (?).
Only the name of the image is displayed in an image field on
your handheld device. The image name is locked (you
cannot edit it) so that the file attachment in the desktop
library will remain intact. Images cannot be added on the
handheld. If you delete a reference with an image from your
handheld device, synchronizing will delete both the
reference and its corresponding image from the desktop
library.

Starting EndNote for Palm OS and

Displaying References
To start EndNote for Palm OS and open the EndNote library:
1. On your handheld device, list the Applications available and
tap on the EndNote icon.

EndNote displays the name of the designated library.

544 Chapter 19: Using EndNote With Palm OS Handhelds

2. Highlight the library name and tap Open to display the
reference list (or select Open from the EndNote>Library
menu).

Tap on a column
header to sort the list.

A reference list appears, displaying the first authors last name,

the year, and the first title of each reference in the library.
Notes about the reference list:
The title bar shows the name of the current library.
The first author, year, and title are each truncated to fit
within its column.
Tap on a column header to sort the list by that column of
information. Tap the same column header again to switch
between ascending and descending order. This is a simple
alphabetic sort that may not display in exactly the same
order as your desktop library. Author names are not
manipulated, and initial articles are not ignored in titles.
To jump to a particular reference, enter characters with the
Palm keyboard or text pad to scroll to that text in the current
sort order. For example, in a library sorted by author,
entering DON could scroll the list to Donnelly.
Tap on a row to select it. Select multiple rows by tapping on
each one. Tap again to deselect a row. To deselect all rows,
tap below the list of references, to the right of the Done
button.
To create a new reference, tap the New button.
To open a reference for viewing or editing, tap twice on the
row. Or, highlight the reference and tap Edit.

Chapter 19: Using EndNote With Palm OS Handhelds 545

 Viewing Library Statistics
To view statistics about the EndNote library on your handheld
device:
1. Start the EndNote for Palm OS application on your handheld
device.
2. Highlight the name of your library.
3. Tap the EndNote menu, then the Library menu, then Info to
display statistics about the highlighted database. Or, tap the
Info button.
Statistics include the date created, the date modified, the file size,
and the number of records found in the library.

Entering, Editing, and Deleting References

To enter a new EndNote reference on your handheld device:
1. Display the EndNote library reference list.
2. Tap New to display a New Reference template.
3. Use the drop down list to select a reference type.

4. Enter your text into the appropriate fields. See Notes about
entering and editing references on page 547 for more
information about this display.
5. Tap Save to add the reference to your handheld EndNote
library.

546 Chapter 19: Using EndNote With Palm OS Handhelds

To edit or delete a reference on your handheld device:
1. With the reference list displayed, tap to highlight the
reference you want to edit or delete.
2. Tap the library name in the title bar and display the Reference
menu.

3. From the Reference menu, select:

Edit to open the highlighted reference for viewing or
editing
Delete to delete the highlighted reference
These additional commands are also available:
New to create a new reference
Attach Note to add text to the Note field of the
highlighted reference
Delete Note to delete text from the Note field of the
highlighted reference.
Notes about entering and editing references:
The title bar displays as much as possible of the first authors
last name, year, and reference number.
The drop-down list in the top right corner displays the
current reference type. Tap on the arrow to show the
complete list of reference types and select one.
Use the up and down scroll arrows to scroll and/or navigate
through records, depending on the setting under Preferences
(See EndNote Preferences on page 549).

Chapter 19: Using EndNote With Palm OS Handhelds 547

 Use the left and right navigation arrows to browse through
references in the current sort order. (The navigation arrows
are not available when you are creating a new record.)
Up to three lines are displayed for each field of data. You can
edit those three lines directly. However, if a field contains
more than three lines of information, tap on the field to open
a full-screen display (where you can view and edit the entire
field).
To access standard editing commands, first put the cursor
within a field. Then, tap the library name in the title bar, then
the Edit menu.
Tap the Note button to easily add text to the Note field in the
reference.
To delete a note, tap the title bar, then the Reference menu,
then Delete Note.
The Palm OS Private record feature is not available.
The Palm OS reference size limit is 64K. Text beyond that
amount is truncated when you save the reference.

Searching a Handheld Library

To jump to a particular reference in the reference list:
Enter characters with the Palm keyboard or text pad to scroll to
that text in the current sort order. For example, in a library sorted
by author, entering DON could scroll the list to Donnelly.
To search all fields in all applications:
1. Display your EndNote library reference list.
2. Bring up the Find dialog in one of these ways:
Tap the Find icon (magnifying glass) on your Palm
device, or,
From the Reference menu, choose Find.
3. Enter the word or phrase you wish to locate.
4. Tap OK, and the matching references appear in a list.
Matching EndNote references are listed. Clicking Find
More brings up additional matches from other
applications on your Palm device.
Tap an EndNote reference in the list to return to the full
reference list with that single reference highlighted.
To return to the previous view, tap Cancel.

548 Chapter 19: Using EndNote With Palm OS Handhelds

 The search results are not saved when you leave the
search results list. However, the Find feature retains
your last search request so it is easy to run it again.

EndNote Preferences
Several preferences are available in EndNote for Palm OS. With
your reference list showing on your handheld device, tap the
library name in the title bar, the Options menu, and then
Preferences.

Show Splash Screen at Startup

Use this option to enable or disable the splash screen display that
appears when you start the EndNote for Palm OS application.
Default Reference Type
Use the list to select a default reference type to assign to new
references added to your handheld. You can always change the
reference type when entering or editing a reference.
Scroll button behavior in Edit View
Select the behavior of scrolling buttons while in Edit view:
Scroll: The scroll button scrolls through the fields of the
current reference.
Navigate: The scroll button navigates forward and backward
through references.
Scroll then Nav.: The scroll button scrolls until the end of the
current reference, then navigates to the next reference.

Chapter 19: Using EndNote With Palm OS Handhelds 549

 Beaming References Between Handhelds
You can beam a single reference or a group of highlighted
references to another Palm OS handheld device.

NOTE: You cannot beam the EndNote for Palm OS application itself,
and you cannot beam an entire library.

To beam a reference or group of references to another Palm

device:
1. Make sure the EndNote for Palm OS application is installed
on both Palm OS handheld devices.
2. On the handheld that contains the reference(s) you wish to
beam, display the list of references in the List view.
3. Highlight the reference or references you wish to beam to
another handheld.
4. From the Reference menu, select Beam Reference.
5. On the receiving handheld, tap Yes on the Beam Receive
dialog to accept the reference(s).
On the handheld that is accepting the beamed references,
EndNote for Palm OS opens to the list view and highlights
the new reference(s) in the list of references.

550 Chapter 19: Using EndNote With Palm OS Handhelds

Chapter 20

Using EndNote On a
Network
 Chapter 20 Using EndNote On a Network
Using EndNote On a Network ........................................ 553
Licensing of Network Copies ............................... 553
Multi-Platform Networks ..................................... 553
Multi-User Library Access ................................... 553
Special Issues in Network Environments ........... 554
About Installing EndNote on a Network ...................... 554
Installing EndNote as a Shared Application ................ 555
Before You Begin Network Installation .............. 555
Installing the Shared EndNote Program ............. 555
Installing to Link Workstations ........................... 557
Installing CWYW and EndNote for Palm OS
Support ............................................................ 558
About Word's Startup Folder and the
CWYW Add-in ................................................ 559
Mass Installations .............................................................. 560
Group Policy Program Installations with MSI ... 560
Group Policy Workstation Installations
with MSI .......................................................... 562
Scripted Program Installations ............................ 563
Scripted Workstation Installations ...................... 564
MSI Command Line Options ............................... 565
Custom Settings ................................................................. 568
Uninstalling EndNote ....................................................... 569
Uninstalling CWYW and Palm OS Support ....... 569
Uninstalling a Workstation .................................. 570
Uninstalling the EndNote Program ..................... 570

552 Chapter 20: Using EndNote On a Network

 Using EndNote On a Network
EndNote is a network-compatible product. This means that you
can access an EndNote library or an EndNote program installed
on a network server. However, there are several issues of which
you should be aware before you use EndNote on a network.

Licensing of Thomson Corporation expects that network administrators will

Network take appropriate steps to maintain compliance with the software
license. The license agreement (License Agreement.txt) can be
Copies found at the root of the EndNote installation CD.

Multi- EndNote libraries (databases) are directly compatible across

Platform Windows and Macintosh platforms and do not require any
special conversion procedures (see Transferring Libraries
Networks Across Platforms on page 114). Because of this, EndNote can be
used in a mixed platform network environment very easily. We
have successfully tested EndNote on mixed platform
AppleShare, Novell Netware, and Windows networks, and PC-
specific networks including Windows for Workgroups.

NOTE: Due to a bug in the Macintosh Tiger System, you may encounter
database corruption when your EndNote library is stored on an SMB
(Windows) server, you are accessing it from a Macintosh running OS
10.4.x, and you make changes that require reindexing data. If this
should happen, copy the library to your local computer (or a Macintosh
server) and run the Recover Library operation from the Tools menu in
EndNote.

Multi-User Even though EndNote can be used across a network, it was not
Library Access designed with specific networking capabilities in mind. EndNote
does not perform record locking functions that would allow
multiple users to edit one library at the same time. However,
multiple users can access one EndNote library simultaneously as
long as the library is restricted to read-only or locked status.
This will allow the user to perform searches, copy information to
their documents, and format their papers. Use Windows
Explorer to change the Properties of your EndNote library; select
the Read-Only attribute for the .ENL file and the .DATA folder.
The simplest way to set up an EndNote library for shared
network access is to use the networks system of file permissions
to control the type of access allowed for users and groups. One
or two people should be assigned the responsibility for

Chapter 20: Using EndNote On a Network 553

 maintaining and updating the library; these users should be
granted full access to the library .ENL file and .DATA folder. All
other users should be granted read-only access.

Special Issues EndNote does not perform record locking, but it does require file
in Network locking. Some Windows network client programs (for example,
NFS clients used to connect to UNIX servers) do not fully
Environments support these protocols. File locking is an optional component in
some implementations of NFS (LockD). In addition, some
network file systems implement a compatibility mode that may
prevent file locking from working properly. Network clients
other than those provided by Microsoft and Novell should be
tested to ensure that file locking is enabled.
EndNote assumes a maximum file name length based on the
capabilities of the operating system on which it is running; under
Windows 2000 or XP, errors may occur if EndNote attempts to
store a long file name on a server that does not support long file
names.

NOTE: The server on which you install EndNote, and the environment
in which EndNote will be used, must support long file names.

About Installing EndNote on a Network

The network edition of EndNote is licensed for a particular
number of users. You can install EndNote on a shared network
for simultaneous use, or you can install it locally for each of the
licensed users. In either configuration, users can access a
common library on a server or their own personal library. In
addition they can edit their own styles, filters, and connection
files and configure the EndNote preferences for their own
requirements.
To install and share an EndNote program involves three
different installations, performed in this order:
Install the shared EndNote program.
Install each workstation to link it to the shared program.
Install Cite While You Write and Palm OS support for each
user (optional).
EndNote requires that a system be capable of running 32-bit
Windows programs. Windows 2000 or XP must be installed on
each workstation that will be used to run EndNote, regardless of

554 Chapter 20: Using EndNote On a Network

 whether the program files are stored on a local hard disk or on a
shared network volume.

NOTE: For mass installation of the full program, see Scripted Program
Installations on page 563.

Installing EndNote as a Shared Application

Before You Please make sure that you meet these requirements before
Begin Network installing:

Installation Make sure EndNote is licensed for the appropriate number

of users. The license agreement (License Agreement.txt) can
be found at the root of the EndNote installation CD.
Make sure that each user is running Windows 2000 or XP.
EndNote X requires Windows 2000 or XP. It will not run
under any earlier versions.
Make sure the server supports long file names.
EndNote X includes many files with long file names. If the
server (or volume) does not support long file names,
EndNote X cannot be used on it.
Make sure file locking is enabled on the server.
EndNote requires file locking. For example, is the locking
daemon running on an NFS server?
To install and share an EndNote program involves three
different installations, performed in this order:
Install the shared EndNote program.
Install each workstation to link it to the shared program.
Install Cite While You Write and Palm OS support for each
user (optional).

Installing the We recommend that you install the EndNote program on a local
Shared machine (a workstation connected to the server), and then copy
the entire EndNote X program folder to the server. You can then
EndNote uninstall EndNote from the local machine if you wish. While you
Program

Chapter 20: Using EndNote On a Network 555

 could install directly to a server, you might experience a very
slow installation, and possibly errors due to network instability.

NOTE: If you are applying a patch to an EndNote application that was

installed locally and then copied to a network location, you must follow
the same process. First apply the patch to the local version, and then
copy the full updated application to the network location, replacing the
older version.

To install a shared EndNote program:

1. Log on to the workstation as an administrator with full read/
write access.
2. Insert the EndNote CD-ROM into the CD drive.
If the system supports AutoPlay, a welcome screen will
be displayed. Click Install EndNote.
If AutoPlay is not supported or is disabled, run setup
manually. From the Start menu, select Run. Use the
Browse button to locate and run the Setup.exe file on the
EndNote CD.
3. Follow the instructions to complete the installation to the
local machine.
4. Log on to the network (or server) using an administrative
account that has full read/write access to the server where
EndNote will be installed.
5. Copy the entire EndNote X program folder from the
workstation to the server.
6. On the EndNote CD-ROM, browse to the \Extras\Netsetup
subfolder and copy the following files from the CD to the
EndNote folder on the server:
INSTMSI.EXE
INSTMSIW.EXE
Configure EndNote.EXE
NETSETUP.EXE
NETSETUP.MSI
NETSETUP.INI
7. Verify that EndNote is installed correctly, and then set
appropriate permissions for the EndNote files and folders.
We recommend that all of the files listed above be set to read-
only access. We also recommend that all of the EndNote
content files and folders be set to read-only access, to avoid
inadvertent changes by users. Content folders include
Connections, Filters, and Styles.

556 Chapter 20: Using EndNote On a Network

 You need to Share the EndNote program. If EndNote is not
installed on a shared drive or folder, see your Microsoft
Windows documentation for information about sharing files
and folders.
Now, you need to install to connect individual workstations to
the shared EndNote program as described next.

Installing to You must have the EndNote program installed and shared as
Link described in the previous section before you can link
workstations to it. The EndNote workstation installation utility
Workstations (Netsetup.exe) creates program items for a shared installation of
EndNote. To quickly link many workstations, see Scripted
Workstation Installations on page 564.

NOTE: You must have administrative rights to run the workstation

installation program.

To connect a workstation to a shared installation of EndNote:

1. Log on to the workstation as an administrator.
2. Map the volume containing the shared EndNote program to
a drive letter, if necessary.
3. Browse the network folder containing the shared EndNote
program, and double click on Netsetup.exe to start the
Workstation Installation Wizard.
4. Click Next.
The wizard checks to make sure that the files EndNote.exe
and Configure EndNote.exe are in the same folder as
Netsetup.exe. If they are not found, you must click OK to exit
the program and install or repair your EndNote program
installation.
5. Click Next to begin the installation.
6. When the installation is done, click Finish.
After installing to connect a workstation, you should be able to
see EndNote shortcuts available from the Start menu. Go to
Start>All Programs>EndNote Net. Available shortcuts include:
EndNote Help, which launches the EndNote Help file. You
can also access the Help file in the EndNote program from
the Help menu or by pressing F1 on the keyboard to display
context-sensitive help.
EndNote Manual, which launches a PDF version of the full
EndNote manual.

Chapter 20: Using EndNote On a Network 557

 EndNote Program, which starts the EndNote program.
Configure EndNote, which is used to install Cite While You
Write and Palm OS support.
Next, you need to install support for Cite While You Write:
To install Cite While You Write and/or EndNote for Palm OS
components on your workstation, see Installing CWYW and
EndNote for Palm OS Support below. These files can be
installed for each user on a workstation.

Installing Once the EndNote program is installed and shared, and

CWYW and individual workstations have been linked to the shared program,
you can install additional Cite While You Write and EndNote for
EndNote for Palm OS components on a linked workstation for a specific user.
Palm OS Administrator access is not required to do this; anyone that can
Support log into the workstation can install these features.

NOTE: Before you can install CWYW and EndNote for Palm OS
support, the EndNote program must be installed and shared, and the
workstation files must be installed.

To install Cite While You Write and EndNote for Palm OS

components on an individual workstation for a specific user:
1. Log on to the workstation as the current user. You do not
have to be an administrator.
2. Launch the configuration utility. You can do this in one of
these ways:
From the Windows Start menu, choose All
Programs>EndNote Net>Configure EndNote.
Or, go to the shared EndNote program folder and
double-click "Configure EndNote.exe."

NOTE: If the utility detects an incomplete EndNote installation, it will

prompt to uninstall the EndNote configuration for the current user. An
administrator must repair the EndNote application and workstation
installation.

3. On the Welcome screen, select Configure EndNote for Current

User and click Next.
4. On the Word Processor Detected screen, select the
appropriate version of Word and click Next.
The corresponding Cite While You Write files are installed to
the current user's Word Startup folder. If a Word Startup

558 Chapter 20: Using EndNote On a Network

 folder does not exist for this user, a Startup folder will be
created. Word's default Startup folder location is typically
C:\Documents and Settings\[User Name]\Application
Data\Microsoft\Word\STARTUP.
5. If Palm Desktop software is detected, the EndNote for Palm
OS screen will appear next, with this option selected by
default. Leave this component checked, or uncheck it if you
do not wish to install EndNote for Palm OS, and click Next.
6. On the Final Installation Complete screen, click Finish.

About Word's Cite While You Write is compatible with Word versions 2000, XP,
Startup Folder and 2003.

and the CWYW Cite While You Write files are installed to the folder specified as
the "Word startup folder." The default startup folder is usually
Add-in created the first time that Word is run by the user, and is
typically found here:
C:\Documents and Settings\[User
Name]\Application Data\Microsoft\Word\STARTUP.
To locate the Word startup folder:
1. Start Microsoft Word and open a document.
2. From the Tools menu, select Options.
3. Click on the File Locations tab and select Startup from the
list.
4. Click Modify and either look in the folder name window or
click on the down arrow beside the Look In window. This
will show the full path to the Startup folder.
Under Windows 2000 and Windows XP, the location of the Word
2000, Word XP, or Word 2003 startup folder is set on a per-user
basis, though it is possible to set up Word so that all users share
a common startup folder. The use of shared startup folders is not
recommended in systems where EndNote is installed. The
common folder for Word 2000 is C:\Program Files\Microsoft
Office\Office\Startup, while for Word XP it is C:\Program
Files\Microsoft Office\Office 10\Startup.
If you have a non standard configuration, you can find the
program location in the registry:
Word 2000:
HKEY_CURRENT_USER\Software\Microsoft\Office\9.0\
Word\Options. The PROGRAMDIR value shows the
location of the Word 2000 program.

Chapter 20: Using EndNote On a Network 559

 Word XP:
HKEY_CURRENT_USER\Software\Microsoft\Office\10.0
\Word\Options. The PROGRAMDIR value shows the
location of the Word XP program.
Word 2003:
HKEY_CURRENT_USER\Software\Microsoft\Office\11.0
\Word\Options. The PROGRAMDIR value shows the
location of the Word 2003 program.

Mass Installations
A network administrator can use mass installation to install
EndNote on multiple machines, or to link multiple workstations
to a shared installation of EndNote.
MSI files are provided to allow additional functionality for
network administrators. The EndNote.msi and Netsetup.msi file
are provided on the product CD in the Extras folder.
You can install the EndNote program on multiple machines in
one of these two ways:
Group Policy Program Installations with MSI
Scripted Program Installations
To link multiple workstations to a single program installation,
use one of these two ways:
Group Policy Workstation Installations with MSI
Scripted Workstation Installations
You can use the provided MSI Command Line Options on
page 565 for guidance. If you need additional information, refer
to Microsofts mass installation documentation and command
line documentation, or http://www.microsoft.com.

Group Policy If your network is running the Windows 2000 or Windows 2003
Program Server operating system and Active Directory Services (ADS),
we recommend a Group Policy installation for the full or volume
Installations versions of EndNote.
with MSI Before you begin:
Make sure you are using MSI 3.1 or later. If needed, you can
download an update from Microsoft.
Make sure the share that EndNote is being deployed from is
published in Active Directory.

560 Chapter 20: Using EndNote On a Network

 Make sure the computer account has permission to access to
the share.

NOTE: This software has not been tested with the Windows Distributed
Filing System (DFS)

New Installations
To install:
1. Open the Group Policy for the Domain or Organizational
Unit (OU) you want to modify.
2. Under Computer Configuration, expand Software
Settings and click Software Installation.
3. Right-click Software Installation and choose New>Package.
4. Browse for the share from which the EndNote MSI will be
deployed.
5. In the Deploy Software dialog, you may choose either
Assigned or Advanced if you wish to modify the advanced
settings. See the appropriate Microsoft help file for help on
configuring the advanced options.
Once the Group Policy is updated and the clients are restarted,
EndNote is installed upon boot.

Upgrade Installations
To upgrade your current installations:
1. Open the Group Policy for the Domain or Organizational
Unit (OU) you want to modify.
2. Under Computer Configuration, expand Software
Settings and click Software Installation.
3. Right-click Software Installation and choose New>Package.
4. Browse for the share from which the EndNote MSI will be
deployed.
5. In the Deploy Software dialog, choose Advanced and then
click on the Upgrade tab.
6. Under Packages to Upgrade, click Add and choose the
existing EndNote.
Once the Group Policy is updated and the clients are restarted,
the previous version of EndNote is uninstalled and the new
version is installed.

Chapter 20: Using EndNote On a Network 561

Group Policy You must have the EndNote program installed and shared
Workstation before you can link workstations to it.

Installations This installation option is for those who want to deploy the
Netsetup option as a mass program installation. It combines
with MSI "Group Policy Program Installations with MSI" in Active
Directory and using Netsetup for workstations.
If you are deploying the EndNote X MSI from the same share as
the EndNote program, you can simply move the contents of the
Netsetup folder found on the EndNote CD to the EndNote share
and distribute the Netsetup.msi via Group Policy.
However, if you have the MSIs in one share, and the EndNote
program installed to a different share, you will need to use the
steps below to modify the MSI file to specify the path to the
EndNote program folder. Otherwise, the program shortcuts will
not function, as they will not point to your share path where the
EndNote application resides.
If you do not already have a way to edit an MSI file, Microsoft
provides a free tool in the Windows Server 2003 R2 Platform SDK
package, ORCA.exe, which can directly edit an MSI file.
To edit the Netsetup.MSI file:
1. Go to: http://www.microsoft.com/downloads and search
for "Windows Server 2003 R2 Platform SDK Web Install."
2. Download and install the package (all that is required from
the package is the "Windows Installer SDK" portion).
3. Browse to:
C:\Program Files\Microsoft Platform SDK for Windows
Server 2003 R2\Bin
4. Double click on Orca.Msi to install Orca.
5. Open Orca.exe.
6. In Orca, open the Netsetup.msi file that ships with EndNote.
7. Browse to the CustomAction table.
8. For PickupCurrentDirectory, change the Target field to the
mapped network drive path to the EndNote program folder
(as it would show up for the workstations). The path should
be entered in the standard format with a following
backslash, such as:
N:\EndNoteX\

562 Chapter 20: Using EndNote On a Network

 In order for the install to run correctly, this path must be
available on all workstations to which you intend to deploy
the Netsetup.msi file.
9. From the File menu, choose Save As to save the modified MSI
file with a new name.
10. In an Active Directory enabled environment, use Group
Policy to distribute the modified MSI file.

Scripted If your network is running Windows NT 4 network or a non-ADS

Program network, use scripting for mass installations of the EndNote
program.
Installations
An EndNote.msi file is provided on the product CD in the Extras
folder.
For general installations, the ENXsiteInst.exe file is the primary
file to install EndNote X. The EXE checks the system to make sure
the required MSI library environment is installed. If it is not, the
EXE will install the MSI library environment and then launch the
MSI installer.

NOTE: Windows XP ships with the MSI library environment, whereas

Windows 2000 may or may not have this environment installed. When
installing under Windows 2000, the network administrator can run the
EXE file first to ensure the MSI library environment is installed, and then
run the MSI installer as desired.

To install EndNote using MSI command line options, see the

examples below. Drive letters are examples and vary according
to the specific system and/or network.
Example:
msiexec /i D:\Extras\ENXsiteInst.msi
To write a log file, use the /l switch described in the table that
follows. The following example specifies installing EndNote on
a computer using the ENXsiteInst.msi file found on
N:\EndNote\Program\ and write a log file to C:\logs\ called
enXw_msi.log using the verbose setting.
Example:
msiexec /i N:\EndNote\Program\ENXsiteInst.msi
/l*v! C:\logs\enXw_msi.log

Use the provided MSI Command Line Options on page 565 for
guidance. If you need additional information, refer to

Chapter 20: Using EndNote On a Network 563

 Microsofts mass installation documentation and command line
documentation, or http://www.microsoft.com.

Scripted You must have the EndNote program installed and shared
Workstation before you can link workstations to it.

Installations The installation of workstations with Netsetup.exe can be

controlled through the use of an initialization file. If Netsetup
finds a file called "Netsetup.ini" in the same folder, it will use the
values specified in the initialization file. A sample Netsetup.ini
is included in the Extras directory of the EndNote CD.

NOTE: You must log on as an administrator in order to use Netsetup to

install workstations.

Netsetup.ini contains these sections and keys:

[addins] section - This section controls which Add-ins will be
installed. For each item:
yes- install this Add-in if the corresponding word processor
is detected
no- do not install this Add-in
[addins] section
word2K=yes
Word10=yes
Word11=yes
[prefs] section - This instructs "Configure EndNote.EXE" to
install EndNote for Palm OS for the current user. It also
instructs whether or not Netsetup can be run in silent mode
based on this setting. If silent installation is enabled,
Netsetup will install Add-ins for detected word processors
specified in the add-ins section.
yes - Install EndNote for Palm OS
no - Remove EndNote for Palm OS
[prefs] section
installpalm=yes
silent=no

564 Chapter 20: Using EndNote On a Network

MSI Command
Line Options

Option Parameters Description

/i Package\ProductCode Installs or configures a product.

Repairs a product. This option ignores any property values

entered on the command line. the default argument list for
this option is pecms. This option shares the same
argument list as the REINSTALLMODE property.
p Reinstalls only if file is missing.
o Reinstalls if file is missing or an older version is
installed.
e Reinstalls if file is missing or an equal or older version
is installed.
d Reinstalls if file is missing or a different version is
installed.
[p|o|e|d|c|a|u|m|s|v]
/f c Reinstalls if file is missing or the stored checksum does
Package\ProductCode
not match the calculated value. Only repairs files that have
msidbFileAttributesChecksum in the Attributes column
of the File table.
a Forces all files to be reinstalled.
u Rewrites all required user-specific registry entries.
m Rewrites all required computer -specific registry
entries.
s Overwrites all existing shortcuts.
v Runs from source and recaches the local package. Do
not use the v reinstall option for the first installation of an
application or feature.

Administrative installation option. Installs a product on the

/a Package
network.

/x Package\ProductCode Uninstalls a product.

Advertises a product. This option ignores any property

[u|m]Package
values entered on the command line.
or
u Advertises to the current user.
/j [u|m]Package /t Transform List
m Advertises to all users of machine.
or
g Language identifier.
[u|m]Package /g LanguageID
t Applies transform to advertised package.

Chapter 20: Using EndNote On a Network 565

Option Parameters Description

Specifies path to log file. Flags indicate which information

to log.
i Status messages.
w Nonfatal warnings.
e All error messages.
a Start up of actions.
r Action-specific records.
u User requests.
c Initial UI parameters
/l [i|w|e|a|r|u|c|m|o|p|v|x|+|!]Logfile m Out-of-memory or fatal exit information.
o Out-of-disk-space messages.
p Terminal properties.
v Verbose output.
x Extra debugging information. Only available on
Windows Server 2003.
+ Append to existing file.
! Flush each line to the log.
* Wildcard, log all information except for the v and x
options. To include the v and x options, specify /l*vx.

Generates an SMS status .mif file. Must be used with

either the install (-i), remove (-x), administrative installation
(-a_, or reinstall (-f) options. The ISMIF32.DLL is installed
as part of SMS and must be on the path.
The fields of the status mif file are filled with the following
information:
Manufacturer Author
Product Revision Number
Version Subject

/m filename Locale Template

Serial Number not set
Installation set by ISMIF32.DLL to DateTime
InstallStatus Success or Failed
Description Error messages in the following order:
1) Error messages generated by installer.
2) Resource from Msi.dll if installation could not
commence or user exit.
3) System error message file.
4) Formatted message: Installer error %i, where %i is
error returned from Msi.dll.

566 Chapter 20: Using EndNote On a Network

Option Parameters Description

Applies a patch. To apply a patch to an installed

PatchPackage[;patchPackage2... administrative image you must combine options as follows:
/p
]
/p <PatchPackage>[;patchPackage2...] /a <Package>

Sets User interface level.

q, qn No UI
qb Basic UI. Use qb! to hide the Cancel button.
qr Reduced UI with no modal dialog box displayed at the
end of the installation.
qf Full UI and any authored FatalError, UserExit, or Exit
modal dialog boxes at the end.
qn+ No UI except for a modal dialog box displayed at the
/q n|b|r|f end.
qb+ Basic UI with a modal dialog box displayed at the
end. The modal box is not displayed if the user cancels the
installation. Use qb+! or qb!+ to hide the Cancel button.
qb- Basic UI with no modal dialog boxes. Please note
that /qb+- is not a supported UI level. Use qb-! or qb!- to
hide the Cancel button.
Note that the ! option is available with Windows Installer
version 2.0 and works only with basic UI. It is not valid with
full UI.

/? or /h Displays copyright information for Windows Installer.

Calls the system API DllRegisterServer to self-register

modules passed in on the command line. For example,
/y Module msiexec /y MY_FILE.DLL.
This option is used only for registry information that cannot
be added using the registry tables of the .msi file.

Calls the system API DllUnRegisterServer to unregister

modules passed in on the command line. For example,
/z Module msiexec /z MY_FILE.DLL.
This option is used only for registry information that cannot
be removed using the registry tables of the .msi file.

Advertises a new instance of the product. Must be used in

conjunction with /t. Available starting with the Windows
/c
Installer version shipped with the Windows Server 2003
family and Windows XP SP1.

Chapter 20: Using EndNote On a Network 567

Option Parameters Description

Specifies a particular instance of the product. Used to

identify an instance installed using the multiple instance
support through a product code changing transforms.
/n ProductCode
Available starting with the Windows Installer version
shipped with the Windows Server 2003 family and
Windows XP SP1.

Custom Settings
EndNote allows you to customize many areas of the program to
suit your needs. Many settings are saved for each computer.

General Preferences
Most general preferences are stored in the Windows Registry.
For example, this includes EndNote Preferences, subject
bibliography settings, and Cite While You Write settings. Storing
these preferences in each users profile allows multiple users to
access the EndNote program from a single computer while
saving each users preferred settings.

Reference Types
If you plan to share your libraries with other users, you may
want to limit use of new and modified reference types.
Changes made to the Reference Types preference are stored
in the RefTypeTable.xml file in your Documents and
Settings\[Your Folder]\Application Data\EndNote folder.
They apply to all libraries opened on that computer.
If your library is opened from a different computer, your
references will follow the layout of the Reference Types
preference for that computer and user.
If you create a modify a reference type for records in your
EndNote library, you should make sure that the reference type is
also modified on other computers that will access the library.

Saved Searches
Search files are saved by default in the EndNote\Searches folder
in the Windows Application Data folder. You may save them
elsewhere if you prefer, but EndNote will open to this Searches

568 Chapter 20: Using EndNote On a Network

 folder when you choose to Load a saved search. EndNote search
files use .ENQ as the file name extension.

Cite While You Write

Cite While You Write codes are directly compatible between
Word 2000, XP, and 2003. Because reference data is kept with
each formatted citation, you can collaborate with other authors
on a paper without each author having the same library.

Uninstalling EndNote
If you want to completely remove EndNote, you should first
uninstall CWYW and Palm OS support for each user. Next,
uninstall each workstation. Finally, uninstall the EndNote
Program.

Uninstalling Use the "Configure EndNote.exe" utility to uninstall Cite While

CWYW and You Write and EndNote for Palm OS components from an
individual workstation for a specific user. Administrator access
Palm OS is not required to uninstall these features.
Support To uninstall support for Cite While You Write and/or EndNote
for Palm OS:
1. Log on to the workstation as the current user. You do not
have to be an administrator.
2. Launch the configuration utility. You can do this in one of
these ways:
From the Windows Start menu, choose All
Programs>EndNote Net>Configure EndNote.
Go to the shared EndNote program folder and double-
click "Configure EndNote.exe."
3. On the Welcome screen, select Uninstall EndNote
Configuration for Current User and click Next.
4. Continue through the uninstall process as instructed.
This uninstalls only CWYW and Palm OS support, and only for
the current user.

Chapter 20: Using EndNote On a Network 569

Uninstalling a If you have installed CWYW and Palm OS support on a
Workstation workstation, please uninstall those files before uninstalling the
workstation.

NOTE: Before uninstalling the EndNote program from a network server,

you should first uninstall CWYW and Palm OS support and then
uninstall all workstations from the shared copy of EndNote. Failure to
do so may cause annoying (but harmless) error messages in copies of
Word that have the Cite While You Write Add-in installed.

To unlink and remove a workstation installation from a shared

installation of EndNote:
1. From the workstation you wish to uninstall, log on to the
network as an administrator.
2. Run NETSETUP to remove the workstation. You can do this
in one of these ways:
From the Windows Start menu, choose Control Panel,
then Add or Remove Programs, and then EndNote Network.
Go to the shared application folder and double-click
Netsetup.exe.
Select Remove to remove shortcuts, file type associations, merge
modules, and components.
Click Next, and then click Finish when complete.

Uninstalling If you have an individual copy of EndNote installed on a local

the EndNote drive, you do not have to unlink any workstations and can
simply uninstall the EndNote program as described below.
Program
NOTE: Before removing the network version of EndNote, you should
first uninstall CWYW and Palm OS support for each user and then
uninstall all workstations from the shared copy of EndNote. Failure to
do so may cause annoying (but harmless) error messages in copies of
Word that have the Cite While You Write Add-in installed.

To uninstall the EndNote program from a local machine:

1. From the Windows Start menu, select Control Panel, or
choose Settings and then Control Panel.
2. Select Add or Remove Programs.
3. In the list of currently installed programs, select EndNote X.
4. Click the Remove button.

570 Chapter 20: Using EndNote On a Network

To uninstall the EndNote program from a server:
Delete the entire EndNote X folder.
If MFC dll files remain after uninstalling EndNote, you must
manually delete them.

Chapter 20: Using EndNote On a Network 571

572 Chapter 20: Using EndNote On a Network
Appendix A

Making Backup Copies

of Your EndNote Files
 Appendix A Making Backup Copies of Your EndNote Files
Backing Up Your EndNote Files ..................................... 575
Important Files to Backup .................................... 575
Backup Suggestions .............................................. 577

574 Appendix A: Making Backup Copies of Your EndNote Files

 Backing Up Your EndNote Files
We strongly recommend that you keep several backup copies of
your critical computer files, especially your EndNote libraries
and papers that you are writing. There are many ways that a file
can be damaged: CDs and hard disks can fail, viruses can erase
or corrupt files, and, of course, there is always human error and
the possibility of accidentally throwing away your thesis or
grant proposal the day before it is due. If you have any kind of
disaster, big or little, backup copies can save you hours or days
of work.
The simplest way to make a backup is to use the Windows
Explorer or Windows desktop to copy your files to a CD or other
portable storage device. This will work for your EndNote
libraries unless they are too large to fit on one of these.
To backup larger files, or automate the backup process, use a
backup program. Windows 2000 and XP include backup
programs, and there are a number of commercial backup
programs available that make regular backups easy and efficient.
These programs can scan your disk for files that you designate as
important, keep track of changes, and save you time by copying
only the changed files. In addition, they can split large files,
including EndNote libraries, among several disks. If you ever
need those files, the backup program can restore them from
the disks.

Important This section lists the important EndNote files to backup.

Files to Backup
EndNote libraries
The library file is where all of your references are stored. Note
that exporting data from your library is not a backup. An
export file is just a text document, whereas an EndNote library is
a database. Make sure you back up the .DATA folder found in
the same folder as your library. This folder is considered part of
the library; it includes images and other files necessary for the
library.
To easily save a copy of all of the required library files and
folders, and save disk space, you can create a compressed
filename.enlx file. The .filename.enlx file includes the
filename.enl library file as well as its associated .DATA folder
and all of its contents.

Appendix A: Making Backup Copies of Your EndNote Files 575

 To save to a compressed library file:
1. Open the library in EndNote.
2. From the File menu, select Send to and then Compressed
Library.
3. Use the file dialog to save to an EndNote Compressed
Library.
4. Back up the compressed filename.enlx file.
To restore a compressed library file:
1. Use EndNote (version X or later) to open the filename.enlx
file, which will extract the .ENL file and the .DATA folder to
the same folder where the .ENLX file is located.
2. Use EndNote to open the filename.enl file as you normally
would to use the library.

Custom Reference Types

To back up custom reference types, copy the RefTypeTable.xml
file which is located in the folder Documents and Settings\[Your
Folder]\Application Data\EndNote. They apply to all libraries
opened under the current user account.

Modified Styles, Filters, and Connection File

Modified styles are important to backup so that you do not have
to recreate the bibliographic format if something happens to
your customized style. Similarly, custom filters and connection
files should be backed up so that you do not have to redo the
work to get your references to import as you want them. The
default locations for these files are the Styles, Connections, and
Filters folders in your EndNote folder.
If you havent modified these files, it is not as important to make
backups of them because you can always reinstall them with the
EndNote Installer.

Word processing documents

The papers you have written that include EndNote citations
should be kept with your EndNote backup files.

576 Appendix A: Making Backup Copies of Your EndNote Files

Backup Keep at least two sets of backup disks, each at a different
Suggestions location. We recommend that you have sets for alternate days, so
if you discover that something went wrong yesterday, you will
have the day-before-yesterdays version.
Make archival sets of the files listed above whenever you finish
an important document. An archival set should include all of the
files that are needed to recreate a final formatted paper. Label the
backup disks, lock them and keep them in a safe place far away
from your computer (preferably off-site). If you ever need to
recreate the document, you will have all of the necessary files.

Appendix A: Making Backup Copies of Your EndNote Files 577

578 Appendix A: Making Backup Copies of Your EndNote Files
Appendix B

Troubleshooting
 Appendix B Troubleshooting
Troubleshooting EndNote ............................................... 581
Displaying Extended/Special Characters ........... 581
Opening an EndNote X Library with
EndNote 8 or 9 ................................................ 582
The EndNote Library is Corrupted ..................... 584
Troubleshooting Cite While You Write ........................ 584
EndNote Commands Do Not Appear on
Words Tools Menu ........................................ 584
Errors with Track Changes .................................. 585
Troubleshooting Connections ......................................... 585
Problems Connecting to the Internet .................. 585
Problems Finding the Host .................................. 586
Problems Connecting ............................................ 586
Problems Communicating with the Host ........... 588
The Connection Error Dialog ............................... 589
Errors Encountered While Retrieving
References ........................................................ 589
Problems With Retrieved Data ............................ 589

580 Appendix B: Troubleshooting

 Troubleshooting EndNote
For EndNote documentation updates and correction notes for
this release, please refer to the Readme.txt file installed in the
EndNote X folder.
For late-breaking news and updates, please go to:
http://www.endnote.com/support

Displaying Importing Unicode Characters

Extended/ When you are copying text from the Web, or viewing an HTML
Special document exported from EndNote, set encoding to Unicode
(UTF-8). To do this in Internet Explorer, go to the View menu
Characters and choose Encoding.
If the encoding information in the import file is not recognized,
no records will be imported into EndNote. If the encoding is
recognized, but is incorrect for translation from the source
program, Unicode characters will be corrupted during the
Import operation.

Displaying Unicode Characters in EndNote

EndNote uses Unicode to encode special characters, so that data
can be easily translated between platforms, programs, and
languages. If characters do not appear as they should in
EndNote, you may need to change your display font. Some fonts
do not include certain characters. This example shows boxes
rather than the appropriate Japanese characters.

Appendix B: Troubleshooting 581

 From the Edit menu, choose Preferences and click the Display
Fonts option. We recommend using a Unicode font as the display
font, to display the majority of Unicode characters.

Changing Language Settings

You likely will need language packs installed in order to view
Unicode double byte characters correctly in all instances. (This is
a Windows requirement, not an EndNote requirement.)
EndNote uses the default language and locale settings from your
operating system. While you may not need to install a language
pack to view extended characters in a reference (because you
have a font installed that can render the characters you need),
there may be a time when you need to change your Windows
Language setting.
To change the Locale/Language setting:
1. From the Start menu under Windows, choose one of these,
depending on your system version:
Settings>Control Panel>Regional and Language
Options>Languages tab
Start>Control Panel>Regional Options>General Tab
2. Use the tab to view or change the locale and/or languages
and methods you can use to enter text.
You may be asked for a CD that contains the language pack
you requested. This is a CD available for your operating
system, and is not provided with EndNote.
3. After changing the language setting, use the Recover Library
command to rebuild existing EndNote libraries. See
Recovering a Damaged Library on page 110.

Opening an EndNote 8 and EndNote 9 libraries are compatible with EndNote

EndNote X X. You can open an EndNote 9 library with EndNote X, and you
can also open an EndNote X library with EndNote 9.
Library with
However, because EndNote X includes enhancements, you may
EndNote 8 or 9 encounter one of the following situations when opening an
EndNote X library with EndNote 8 or 9.

582 Appendix B: Troubleshooting

When I attempt to open an EndNote X library,
EndNote crashes
When you received your copy of the EndNote X library, it did
not include the .DATA folder associated with it. The .DATA
folder is a critical part of your library.
You must get another copy of the EndNote X library, including
the .DATA folder associated with it.

When I open an EndNote X library, it appears to be

empty
When you received your copy of the EndNote X library, it did
not include the .DATA folder associated with it. The .DATA
folder is a critical part of your library.
If you have not modified the blank library in any way (such as
adding a new reference), you can simply copy the original
.DATA folder to the folder containing the blank library
(replacing the new .DATA folder created by EndNote 8 or 9). It
should now open correctly. If the original DATA folder is not
available, delete the .DATA folder that was created by EndNote
8 or 9, and you will be able to open the library with EndNote X
(which will recreate the appropriate .DATA folder).
If you have modified the blank library, all previous reference
information is lost. You must reload a copy of the original
EndNote X library, including the .DATA folder.

The Korean sort order is lost

EndNote X includes a new Korean sort option; EndNote 8 or 9
will ignore the Korean sort option, and will default to the first
item in the Sort list (System Default or English).

Some references incorrectly use the Generic

reference type
EndNote X includes new reference types. EndNote 8 or 9 will
display and print the Generic reference type for those references
entered into the new EndNote X reference types (Ancient Text,
Dictionary, Encyclopedia, and Grant).

Appendix B: Troubleshooting 583

The EndNote Any time you feel your library may be corrupted:
Library is 1. Back up the library. (Do not replace any previous backup
Corrupted copies, just in case you need them!)
2. From the Tools menu, run the Recover Library operation to
rebuild the library. See Recovering a Damaged Library on
page 110 for more information about this command.

NOTE: Due to a bug in the Macintosh Tiger System, you may encounter
database corruption when your EndNote library is stored on an SMB
(Windows) server, you are accessing it from a Macintosh running OS
10.4.x, and you make changes that require reindexing data. If this
should happen, copy the library to your local computer (or a Macintosh
server) and run the Recover Library operation from the Tools menu in
EndNote. See Recovering a Damaged Library on page 110.

Troubleshooting Cite While You Write

EndNote When this manual was written, EndNote commands were

Commands Do available in Word 2000, XP, and 2003. EndNote commands
appear in Word on the Tools menu in an EndNote X submenu.
Not Appear on
If you upgraded your version of Word after installing EndNote,
Words Tools you will need to re-run the EndNote Setup program, choose the
Menu Custom installation, and install Add-in support for Words Cite
While You Write feature.

NOTE: You need to have full read and write access to Words Startup
folder in order to install EndNote commands.

If EndNote commands still do not appear under Words Tools

menu, do the following:
From Words Tools menu, choose Options. Click the File Locations
tab to check the current Startup folder. Make sure this folder
actually exists. If it does not, click Modify and select the valid
Word Startup folder. Once the folder is set, re-run Setup as
described in the installation instructions.
When word processor support is correctly installed, EndNote
commands appear under the Tools menu in Word.

584 Appendix B: Troubleshooting

Errors with Issues between Word's Track Changes feature and Cite While
Track Changes You Write may occur when revisions are visible in the document.
You may encounter one of the following issues, likely in a multi-
user environment.
Server Busy error
Field codes are displayed even when the Show Field Codes
option is not selected
After editing a single citation, every citation is marked with
a field code changed message
We recommend that you hide revisions in Word while using Cite
While You Write. To hide revisions, go to the Tools menu and
choose Track Changes.

Troubleshooting Connections
When connecting with a remote database, there are at least two
computers involved in completing the tasks you wish to
perform: yours and the database server. Most often, there are
intermediary computers as well, such as Domain Name Servers
(DNS), proxy servers, and firewalls.
With more than just your computer involved, things can get
complicated. This section attempts to give you the
understanding necessary to solve problems that arise with
connections. If you do not find the information that you need
here, please contact EndNote technical support.
The most basic problem you can encounter with connections is
the failure to connect at all. There are four ways you may
experience this problem:
EndNote cannot connect to the Internet.
EndNote cannot find the host.
EndNote cannot connect to the host.
EndNote cannot communicate with the host.

Problems In general, if you are able to use a Web browser or other Internet
Connecting to software, you should also be able to connect with EndNote. Try
using your Web browser to make sure your Internet connection
the Internet is working.

Appendix B: Troubleshooting 585

 Dial-up Connections
Your computer system includes software to connect to the
Internet through a modem connected to your telephone line. You
need to set up the Windows dialup connections software in order
to connect with your Internet provider.
In most cases, trying to connect in EndNote will start up your
dialup software automatically. Some networking packages
require that you establish the dialup connection manually before
trying to connect in EndNote.

Problems There are a few possibilities for what could be wrong if EndNote
Finding the cannot find the host:

Host The domain name specified in the connection file is wrong.

Your network software does not have the correct address for
the Domain Name Server.
Your Domain Name Server is not working.
If the connection file has worked in the past, the problem may lie
with the Domain Name Server. If you have just made the
connection file yourself and its never worked before, you
probably entered the wrong Server Address.
If you suspect problems with the Domain Name Server, contact
your network administrator.

Problems Once the host is found, EndNote tries to connect. It sends a

Connecting connection request to the host and waits for up to two minutes
for a reply. It may receive none, or it may receive a refusal
immediately. In the first case youll see a time-out error message,
and in the second case youll see a host refused connection
error message.
If you wait for two minutes and receive a time-out message, the
remote computer is down for some reason. Try again later.
If you receive a refusal message, and this happens no matter
which connection file you try to use, you are likely behind a
firewall.

Firewalls and Proxy Servers

Firewalls
Your system may be configured with a firewall to block certain
ports. To connect to a database from behind a firewall, you must
ask your network administrator to allow communication

586 Appendix B: Troubleshooting

through the firewall for the port used by the remote database
you wish to search. You can open the connection file to find the
appropriate server address and port number, as described later
in this section.
Depending upon the configuration of the firewall, the
administrator may allow communication to all computers
outside the firewall on the requested port, or communication to
a specific server and port.
Proxy Servers
Your organization, or the remote database provider, may use a
proxy server to allow only valid users access to the
organizations network and/or database. Contact a network
administrator from the organization to find out whether a proxy
server is used.
If you already have access to the remote network with your Web
browser, check the configuration of your Web browser. Look for
proxies or proxy server. (See your Web Browser
documentation to locate proxy server settings, as the location
changes depending on which version you are using.) The
configuration for a proxy server has two pieces of information:
an address and a port.

NOTE: If Internet Explorer is configured for use with a proxy server,

EndNote will automatically handle the proxy server when accessing
http-based connections (PubMed and Web of Science). If you do not
use Internet Explorer, configure proxy settings with the Internet control
panel.

Finding the Server Address and Port

Before you contact your network administrator, check the
appropriate EndNote connection file for the address of the
remote server and the port specified.
To obtain the server address and port for a remote database:
1. From the Edit menu, choose Connection Files and select Open
Connection Manager.
2. Select the appropriate connection file and click Edit.
3. In the Connection File window, click on the Connection
Settings option.

Appendix B: Troubleshooting 587

 You will find the server address and the port on the Connection
Settings panel.

Communicating with Local Database Servers or

Gateways
Many universities and organizations license Z39.50 databases for
use on their own servers, or for access from a local gateway. The
company providing the databases will include client software for
accessing the databases. Some Z39.50 servers are designed to
respond only to requests from this client software. In other cases,
the server must be configured to allow requests from software
other than the supplied client program.
If your organization maintains Z39.50 databases, but you are
unable to connect to them with EndNote, ask your network
administrator if the database server supports client software
other than that supplied by the database provider.

Problems Once you are connected, the most common problem in

Communicat- communicating with a host server is a password problem. Check
your password and user ID. Check the upper or lower case
ing with the requirements. If a password is rejected, you will see an error
Host message that says something like Server has rejected
initialization.

588 Appendix B: Troubleshooting

The When searching a remote database, if there is a problem with the
Connection database, the search terms, or the connection file, EndNote
presents an error message describing the source of the
Error Dialog problem.The connection error dialog displays the original Z39.50
error message, if available, EndNotes translated version of that
error, and any other message being sent directly from the server.

Errors For various reasons, some references cause errors during

Encountered retrieval. If EndNote encounters an error while retrieving
references from a remote source, it stops the retrieval process. In
While order to get the rest of the references, it is best to submit the
Retrieving search again, and this time request that references start
References downloading with the one after the reference which might have
caused an error. For example, if the error appeared while the
tenth reference out of fifty was being retrieved, submit the search
again, and when prompted, ask only for references 11 through 50
to be retrieved.
EndNote typically retrieves references in batches, for speed and
memory reasons. However, some servers are too slow, or their
record data is too large, to support batch downloads. If you find
that your connection with a service provider fails after
approximately the same amount of data each time you attempt
to download references, you can try turning off batch processing.
You will need to open the connection file you are using, as
described under Editing a Connection File on page 491, and
deselect the Batch Download option described under The
Connection Settings on page 493.

Problems With Blank Records

Retrieved Data If blank records appear in your Retrieved References window, it
could be due to a number of causes. One thing to check is
whether your filter settings in the connection file match the
format of the retrieved records. Open the connection file and
view the Templates section. Also show the Connection status
window, and change its view to show Record Data. The two
formats need to match in order for the data to import.
Sometimes, when viewing the record data in the Connection
Status window, you will notice that there is no bibliographic
information for a reference that was retrieved. This happens
sometimes where duplicate or blank entries remain in the remote
database. These can be ignored.

Appendix B: Troubleshooting 589

 Asterisks in Author Names or Titles
For some databases, diacritical characters in the author names
and titles cannot be interpreted correctly when EndNote
retrieves the references. In such cases, the diacritical characters
are replaced with an asterisk (*). Use the Change Text command
in the References menu to change the names with the asterisks to
the name with the diacritical characters as they should be. See
Entering Special Characters on page 143 for information about
entering diacritics.
See Importing Unicode Characters on page 581 for
information about importing Unicode characters correctly.

590 Appendix B: Troubleshooting

Appendix C

Reference Types and

Fields
 Table of Predefined Reference Types
The table presented on the following pages shows which fields
are used in each of the 42 different reference types and what the
fields are called. The reference types are presented in
alphabetical order, although the Generic reference type is
repeated several times so that you can easily compare an
individual field to its Generic field name.
Descriptions of special fields, such as Authors, Pages, URL, and
Image start on page 380.

Important Points About Reference Types

You can assign a particular reference type to each reference
entered into your library.
Reference type definitions, accessible through EndNotes
Preferences, determine which fields are available for each of
the different reference types.
The Reference Types preference allows up to 42 different
types of references, each capable of supporting up to 52
fields.
Of the 42 reference types, all but the Generic type can be
modified.
Use the Reference Types preference to add, delete, or rename
fields.
The layout of the Generic reference type should be used as a
guide when modifying or creating reference types. Rows
reserved for Authors should be used only for author names.
Changes made to the Reference Types preference are stored
for each user in a RefTypeTable.xml file which is located in
the folder Documents and Settings\[Your
Folder]\Application Data\EndNote. They apply to all
libraries opened under the current user account.
If you move your library to a different computer, your
references will follow the layout of the Reference Types
preference for the current user account on that computer,
unless you also transfer a copy of your RefTypeTable.xml file
to the other users Documents and Settings\[Your
Folder]\Application Data\EndNote folder.
Do not enter reference data into the Reference Types preference
dialog. These definitions are designed to store just the names
of the reference fields.

592 Appendix C: Reference Types and Fields

 Supplied Reference Types
Ancient Text Government Document
Artwork Grant
Audiovisual Material Hearing
Bill Journal Article
Book Legal Rule or Regulation
Book Section Magazine Article
Case Manuscript
Chart or Table Map
Classical Work Newspaper Article
Computer Program Online Database
Conference Paper Online Multimedia
Conference Proceeding Patent
Dictionary Personal Communication
Edited Book Report
Electronic Article Statute
Electronic Book Thesis
Encyclopedia Unpublished Work
Equation Web Page
Figure Unused
Film or Broadcast Unused 2
Generic Unused 3

Appendix C: Reference Types and Fields 593

Generic Ancient Text Artwork
Author Author Artist
Year Year Year
Title Title Title
Secondary Author Editor
Secondary Title Publication Title
Place Published City City
Publisher Publisher Publisher
Volume Volume
Number of Volumes Number of Volumes
Number Text Number
Pages Pages Description
Section
Tertiary Author
Tertiary Title Volume Title
Edition Edition
Date Date Date
Type of Work Type of Work Type of Work
Subsidiary Author Translator
Short Title Short Title Short Title
Alternate Title Abbreviated Publication Alternate Title
ISBN/ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication
Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

594 Appendix C: Reference Types and Fields

Generic Audiovisual Material Bill
Author Author
Year Year Year
Title Title Title
Secondary Author Series Editor
Secondary Title Series Title Code
Place Published City
Publisher Publisher
Volume Code Volume
Number of Volumes Extent of Work
Number Number Bill Number
Pages Code Pages
Section Code Section
Tertiary Author
Tertiary Title Legislative Body
Edition Edition Session
Date Date Date
Type of Work Type
Subsidiary Author Performers Sponsor
Short Title Short Title Short Title
Alternate Title Alternate Title
ISBN/ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Contents History
Reprint Edition
Reviewed Item
Custom 1 Cast
Custom 2 Credits
Custom 3
Custom 4
Custom 5 Format
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 595

Generic Book Book Section
Author Author Author
Year Year Year
Title Title Title
Secondary Author Series Editor Editor
Secondary Title Series Title Book Title
Place Published City City
Publisher Publisher Publisher
Volume Volume Volume
Number of Volumes Number of Volumes Number of Volumes
Number Series Volume Series Volume
Pages Number of Pages Pages
Section Chapter
Tertiary Author Series Editor
Tertiary Title Series Title
Edition Edition Edition
Date
Type of Work
Subsidiary Author Translator Translator
Short Title Short Title Short Title
Alternate Title Abbreviation Abbreviation
ISBN/ISSN ISBN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication Original Publication
Reprint Edition Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

596 Appendix C: Reference Types and Fields

Generic Case Chart or Table
Author Created By
Year Year Year
Title Case Name Title
Secondary Author Name of File
Secondary Title Reporter Image Source Program
Place Published City
Publisher Court Publisher
Volume Reporter Volume Image Size
Number of Volumes Reporter Abbreviation
Number Number
Pages First Page Description
Section Page Cited
Tertiary Author
Tertiary Title
Edition Version
Date Date Decided Date
Type of Work Type of Image
Subsidiary Author Counsel
Short Title Abbreviated Case Name
Alternate Title
ISBN/ISSN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication History
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 597

Generic Classical Work Computer Program
Author Attribution Programmer
Year Year Year
Title Title Title
Secondary Author Series Editor Series Editor
Secondary Title Series Title Series Title
Place Published City City
Publisher Publisher Publisher
Volume Volume
Number of Volumes Number of Volumes
Number Series Volume
Pages Number of Pages Description
Section
Tertiary Author
Tertiary Title
Edition Edition Version
Date
Type of Work Type Type
Subsidiary Author Translator
Short Title Short Title Short Title
Alternate Title Alternate Title Alternate Title
ISBN/ISSN ISSN/ISBN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication Contents
Reprint Edition Reprint Edition
Reviewed Item
Custom 1 Computer
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

598 Appendix C: Reference Types and Fields

Generic Conference Paper Conference Proceeding
Author Author Author
Year Year Year of Conference
Title Title Title
Secondary Author Editor
Secondary Title Conference Name Conference Name
Place Published Conference Location Conference Location
Publisher Publisher Publisher
Volume Volume
Number of Volumes Number of Volumes
Number
Pages Pages
Section
Tertiary Author Series Editor
Tertiary Title Series Title
Edition Edition
Date Date Date
Type of Work
Subsidiary Author Sponsor
Short Title Short Title
Alternate Title
ISBN/ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 599

Generic Dictionary Edited Book
Author Author Editor
Year Year Year
Title Title Title
Secondary Author Editor Series Editor
Secondary Title Dictionary Title Series Title
Place Published City City
Publisher Publisher Publisher
Volume Volume Volume
Number of Volumes Number of Volumes Number of Volumes
Number Number Series Volume
Pages Pages Number of Pages
Section
Tertiary Author
Tertiary Title
Edition Edition Edition
Date
Type of Work
Subsidiary Author Translator Translator
Short Title Short Title Short Title
Alternate Title Abbreviation Alternate Title
ISBN/ISSN ISBN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication Original Publication
Reprint Edition Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Editor Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

600 Appendix C: Reference Types and Fields

Generic Electronic Article Electronic Book
Author Author Author
Year Year Year
Title Title Title
Secondary Author Editor
Secondary Title Periodical Title Secondary Title
Place Published
Publisher Publisher
Volume Volume Volume
Number of Volumes
Number Issue
Pages Pages
Section
Tertiary Author
Tertiary Title
Edition
Date Date Accessed Date Accessed
Type of Work Type of Medium
Subsidiary Author
Short Title
Alternate Title Alternate Title
ISBN/ISSN ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 601

Generic Encyclopedia Equation
Author Author Created By
Year Year Year
Title Title Title
Secondary Author Editor Name of File
Secondary Title Encyclopedia Title Image Source Program
Place Published City City
Publisher Publisher Publisher
Volume Volume Image Size
Number of Volumes Number of Volumes
Number Number
Pages Pages Description
Section
Tertiary Author
Tertiary Title
Edition Edition Version
Date Date Date
Type of Work Type of Image
Subsidiary Author Translator
Short Title Short Title
Alternate Title Abbreviation
ISBN/ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication
Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

602 Appendix C: Reference Types and Fields

Generic Figure Film or Broadcast
Author Created By Director
Year Year Year Released
Title Title Title
Secondary Author Name of File Series Director
Secondary Title Image Source Program Series Title
Place Published City Country
Publisher Publisher Distributor
Volume Image Size
Number of Volumes
Number Number
Pages Description Running Time
Section
Tertiary Author Producer
Tertiary Title
Edition Version Edition
Date Date Date Released
Type of Work Type of Image Medium
Subsidiary Author Performers
Short Title Short Title
Alternate Title Alternate Title
ISBN/ISSN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication
Reprint Edition
Reviewed Item
Custom 1 Cast
Custom 2 Credits
Custom 3
Custom 4 Genre
Custom 5 Format
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Synopsis
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 603

Generic Government Document Grant
Author Author Investigators
Year Year Year
Title Title Title of Grant
Secondary Author Department
Secondary Title
Place Published Activity Location
Publisher Publisher Sponsoring Agency
Volume Volume Amount Requested
Number of Volumes Amount Received
Number Issue Status
Pages Pages Pages
Section Section Duration of Grant
Tertiary Author
Tertiary Title Series Title
Edition Edition Requirements
Date Deadline
Type of Work Funding Type
Subsidiary Author Translator
Short Title Short Title
Alternate Title Abbreviation
ISBN/ISSN Report Number
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Grant Number
Reprint Edition Review Date
Reviewed Item Reviewed Item
Custom 1 Government Body Contact Name
Custom 2 Congress Number Contact Address
Custom 3 Congress Session Contact Phone
Custom 4 Contact Fax
Custom 5 Funding Number
Custom 6 CFDA Number
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

604 Appendix C: Reference Types and Fields

Generic Hearing Journal Article
Author Author
Year Year Year
Title Title Title
Secondary Author
Secondary Title Committee Journal
Place Published City
Publisher Publisher
Volume Volume
Number of Volumes Number of Volumes
Number Document Number Issue
Pages Pages Pages
Section Start Page
Tertiary Author
Tertiary Title Legislative Body
Edition Session
Date Date Date
Type of Work Type of Article
Subsidiary Author
Short Title Short Title Short Title
Alternate Title Alternate Journal
ISBN/ISSN ISSN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication History Original Publication
Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 605

Generic Legal Rule or Regulation Magazine Article
Author Author Author
Year Year Year
Title Title Title
Secondary Author Issuing Organization
Secondary Title Magazine
Place Published
Publisher Publisher
Volume Rule Number Volume
Number of Volumes Session Number Frequency
Number Start Page Issue Number
Pages Pages Pages
Section Section Number
Tertiary Author
Tertiary Title
Edition Edition Edition
Date Date of Code Edition Date
Type of Work Type of Work Type of Article
Subsidiary Author
Short Title Short Title
Alternate Title Abbreviation Alternate Magazine
ISBN/ISSN Document Number ISSN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication
Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

606 Appendix C: Reference Types and Fields

Generic Manuscript Map
Author Author Cartographer
Year Year Year
Title Title Title
Secondary Author Series Editor
Secondary Title Collection Title Series Title
Place Published City City
Publisher Library/Archive Publisher
Volume Volume/Storage Container
Number of Volumes Manuscript Number
Number Folio Number
Pages Pages Description
Section
Tertiary Author
Tertiary Title
Edition Edition
Date Date Date
Type of Work Type of Work Type
Subsidiary Author
Short Title Short Title Short Title
Alternate Title Abbreviation Alternate Title
ISBN/ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication
Reprint Edition
Reviewed Item
Custom 1 Scale
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 607

Generic Newspaper Article Online Database
Author Reporter Author
Year Year Year
Title Title Title
Secondary Author
Secondary Title Newspaper
Place Published City
Publisher Publisher
Volume Volume
Number of Volumes Frequency
Number Start Page
Pages Pages
Section Section
Tertiary Author
Tertiary Title
Edition Edition
Date Issue Date Date Accessed
Type of Work Type of Article
Subsidiary Author
Short Title Short Title
Alternate Title
ISBN/ISSN ISSN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Original Publication
Reprint Edition Reprint Edition
Reviewed Item Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

608 Appendix C: Reference Types and Fields

Generic Online Multimedia Patent
Author Created By Inventor
Year Year Year
Title Title Title
Secondary Author Series Editor Issuing Organization
Secondary Title Series Title Published Source
Place Published Country
Publisher Distributor Assignee
Volume Patent Version Number
Number of Volumes
Number Application Number
Pages Pages
Section International Patent Number
Tertiary Author International Title
Tertiary Title International Author
Edition International Patent Classification
Date Date Accessed Date
Type of Work Type of Work Patent Type
Subsidiary Author
Short Title Short Title
Alternate Title
ISBN/ISSN Patent Number
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Priority Numbers
Reprint Edition
Reviewed Item
Custom 1
Custom 2 Issue Date
Custom 3 Designated States
Custom 4 Attorney/Agent
Custom 5 Format/Length References
Custom 6 Legal Status
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Inventor Address
Image Image Image
Caption Caption Caption
Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 609

Generic Personal Communication Report
Author Author Author
Year Year Year
Title Title Title
Secondary Author Recipient Series Editor
Secondary Title Series Title
Place Published City City
Publisher Publisher Institution
Volume
Number of Volumes Communication Number
Number Folio Number Document Number
Pages Pages Pages
Section
Tertiary Author
Tertiary Title
Edition Description
Date Date Date
Type of Work Type Type
Subsidiary Author
Short Title Short Title Short Title
Alternate Title Abbreviation Alternate Title
ISBN/ISSN Report Number
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Contents
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

610 Appendix C: Reference Types and Fields

Generic Statute Thesis
Author Author
Year Year Year
Title Name of Act Title
Secondary Author
Secondary Title Code Academic Department
Place Published Country City
Publisher University
Volume Code Number Degree
Number of Volumes Statute Number
Number Public Law Number
Pages Pages Number of Pages
Section Sections
Tertiary Author Advisor
Tertiary Title
Edition Session
Date Date Enacted Date
Type of Work Thesis Type
Subsidiary Author
Short Title Short Title Short Title
Alternate Title Abbreviation
ISBN/ISSN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication History
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number Accession Number
Call Number Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

Appendix C: Reference Types and Fields 611

Generic Unpublished Work Web Page
Author Author Author
Year Year Year
Title Title of Work Title
Secondary Author Series Editor
Secondary Title Series Title Series Title
Place Published City City
Publisher Institution Publisher
Volume Access Year
Number of Volumes
Number Number Access Date
Pages Pages Description
Section
Tertiary Author
Tertiary Title
Edition Edition
Date Date Last Update Date
Type of Work Type of Work Type of Medium
Subsidiary Author
Short Title Short Title Short Title
Alternate Title Abbreviation Alternate Title
ISBN/ISSN ISBN
Electronic Resource Number Electronic Resource Number Electronic Resource Number
Original Publication Contents
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number Accession Number
Call Number Call Number
Label Label Label
Keywords Keywords Keywords
Abstract Abstract Abstract
Notes Notes Notes
Research Notes Research Notes Research Notes
URL URL URL
Link to PDF Link to PDF Link to PDF
Author Address Author Address Author Address
Image Image Image
Caption Caption Caption
Access Date Access Date
Last Modified Date Last Modified Date Last Modified Date
Translated Author Translated Author Translated Author
Translated Title Translated Title Translated Title
Name of Database Name of Database Name of Database
Database Provider Database Provider Database Provider
Language Language Language

612 Appendix C: Reference Types and Fields

Generic Unused 1 Unused 2
Author
Year
Title
Secondary Author
Secondary Title
Place Published
Publisher
Volume
Number of Volumes
Number
Pages
Section
Tertiary Author
Tertiary Title
Edition
Date
Type of Work
Subsidiary Author
Short Title
Alternate Title
ISBN/ISSN
Electronic Resource Number
Original Publication
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number
Call Number
Label
Keywords
Abstract
Notes
Research Notes
URL
Link to PDF
Author Address
Image
Caption
Access Date
Last Modified Date
Translated Author
Translated Title
Name of Database
Database Provider
Language

Appendix C: Reference Types and Fields 613

Generic Unused 3
Author
Year
Title
Secondary Author
Secondary Title
Place Published
Publisher
Volume
Number of Volumes
Number
Pages
Section
Tertiary Author
Tertiary Title
Edition
Date
Type of Work
Subsidiary Author
Short Title
Alternate Title
ISBN/ISSN
Electronic Resource Number
Original Publication
Reprint Edition
Reviewed Item
Custom 1
Custom 2
Custom 3
Custom 4
Custom 5
Custom 6
Custom 7
Accession Number
Call Number
Label
Keywords
Abstract
Notes
Research Notes
URL
Link to PDF
Author Address
Image
Caption
Access Date
Last Modified Date
Translated Author
Translated Title
Name of Database
Database Provider
Language

614 Appendix C: Reference Types and Fields

Appendix D

Direct Export Formats and

Import Formats
 Appendix D Direct Export Formats and Import Formats
About Direct Export and Import Formats ...................... 617
Direct Export Formats ........................................................ 618
Output Formats with Corresponding Import Options 626

616 Appendix D: Direct Export Formats and Import Formats

About Direct Export and Import Formats
What do we mean by direct export and import formats?
Direct Export: The information provider includes an option to
save directly to EndNote. When you select this option, the
information provider automatically looks for the appropriate
filter in your EndNote Filters folder. You simply direct the
references to the appropriate EndNote library. How well the
information transfers depends on how accurately the
information provider has tagged each item of bibliographic
information.
Importing: When an information provider does not provide
direct export to EndNote, the process of importing references
becomes a little more complicated. You must save references
from the information provider to a text file in a tagged format.
Then, in EndNote, you must use the File>Import feature to select
the tagged text file for import, choose the appropriate import
filter, and then start the importing process.
You also have another option for copying references into your
EndNote libraries. See Chapter 6, Searching Remote Databases
with EndNote for information about directly searching and
downloading from various online databases.

Copyright Issues and Fair Use of Downloaded Data

EndNote gives you the capability to import references downloaded from
online databases into its libraries. Some producers of online reference
databases expressly prohibit such use and storage of their data, others
charge an extra fee for a license to use the data in this way. Before you
download references from a database, be sure to carefully check the
copyright and fair use notices for the database. Note that different
databases may have varying restrictions, even from the same information
provider (such as DIALOG or Ovid).

Appendix D: Direct Export Formats and Import Formats 617

 Direct Export Formats
Many information provider web sites include a direct export
option that allows you to send copies of references directly to an
EndNote library. The direct export process automatically selects
an EndNote import filter to map bibliographic information into
the appropriate EndNote fields. All you need to do is choose the
EndNote library into which the data should be imported.
The systems listed below provide a direct export of references
into EndNote. At the time this manual was printed, these were
the current instructions for each information provider listed in
the table. If you find that these formats have changed, please
check the documentation from your information provider or
contact us.
This is not a complete list, and the number of providers keeps
growing, so check our web site at http://www.endnote.com for
updates!

Information Provider Type of Data/Access How to Direct Export

American PsycInfo Online
Psychological http://www.apa.org
Association
Subscription required
Bausch & Lomb Vision Science Reference 1. Register (free sign in) in order to access
Database Advanced options.
http://www.bausch.com/ 2. Do your search.
us/resource/visioncare/
3. At the bottom of the page, select the
reference.jsp
software you would like to download to
Free access (EndNote) and click download references.
Bibliotech.dk Agricultural and Veterinary This requires setup; open the Bibliotech
Information Help file and look under Exporting to
Reference Manager, EndNote.
BioMedCentral All journals
http://
www.biomedcentral.com
Free access

618 Appendix D: Direct Export Formats and Import Formats

Information Provider Type of Data/Access How to Direct Export
BioOne Biomedical 1. Do your search.
http://www.bione.org 2. Press the Abstract button on one of your
references.
Subscription required
3. Select the Create Reference link.
4. Select EndNote for downloading.
Blackwell Synergy All journals published by 1. Do your search.
Blackwell that are online
2. Click the Highlighted box.
http://www.blackwell-
3. At the top of the page, click the Download
synergy.com
all highlighted abstracts to Reference Manager
button.
4. At the bottom of the page, select the
EndNote format and click Download
references.
BMJ British Medical Journal; 1. Do your search.
Tobacco Control Database
2. Check each reference you want to
http:// export.
bmj.bmjjournals.com/cgi/
3. Select Download to citation manager and
citmgr
click Go.
Free access
4. Select Download ALL selected Citations to
Citation Manager.
5. Click EndNote.
6. Select the appropriate EndNote library.
Buffalo University Library catalog
http://ublib.buffalo.edu/
libraries/e-resources/
bison/off.html
Access for Buffalo
University students only
Canadian Journal of http://www.cjc-online.ca 1. Do your search.
Communication Subscription required 2. Select an article by clicking the Abstract
button.
3. On the right side, there is a bar called the
Research Support Tool; select Capture Cite
and follow the instructions.

Appendix D: Direct Export Formats and Import Formats 619

Information Provider Type of Data/Access How to Direct Export
Delphion Patent data 1. Do your search.
http://www.delphion.com 2. Click the Data Extract tab.
Subscription required 3. From the Select Format list, choose
EndNote, RefMan, ProCite (RIS).
4. Mark the records you want and click
Download to start processing the file.
5. When asked whether to Save or Open the
file, choose Open and then select EndNote.
EBSCO All EBSCO databases Click Save, and select Direct Export to
EndNote.
http://www.ebsco.com/
Ei Engineering Elsevier Engineering
Village Information database
http://www.ei.org
Subscription required
Elsevier Science Direct 1. Do your search.
http://www.elsevier.com 2. Check each reference you want to
export.
Subscription required
3. Click the Export citation link.
4. On the Export screen, mark Citations.
5. Under Export, choose Citations and
Abstracts.
6. For the file format, choose RIS Format.
EMBASE EMBASE database
http://www.embase.com
Subscription required
ERIC ERIC database 1. Do your search.
http://www.eric.ed.gov 2. For each record you want, select the
record and then click the Add to my
Free access
clipboard button to add it to your set.
3. Select the Clipboard.
4. Mark the records you want to export,
and click Export records.
5. On the Export dialog, select Citation
Manager File and click Download.
6. On the file dialog, click Open.

620 Appendix D: Direct Export Formats and Import Formats

Information Provider Type of Data/Access How to Direct Export
Google Scholar Broad literature search First, set your preferences:
http:// 1. Go to http://scholar.google.com.
scholar.google.com/
2. Next to the Search button, click Scholar
Free access Preferences.
3. Scroll down to the Bibliography
Manager" section.
4. Select "Show links to import citations
into" and then "EndNote.
5. Click Save Preferences.
You are returned to the Google Scholar
search page, where you can perform a
search. Each search result will include the
button Import into EndNote.
IEEE Institute of Electrical and 1. Do your search.
Electronics Engineers, Inc.;
2. Go to the abstract (not PDF).
All databases
3. Click Download Citation.
http://ieeexplore.ieee.org/
Xplore/guesthome.jsp 4. Choose whether you want citation or
citation plus abstract, and choose the file
format ISI ResearchSoft.
JAMA and Archives Journal of the American 1. Do your search.
Medical Association
2. Check each reference you want to
http://pubs.ama-assn.org/ export.
Free access 3. Click the Export citation link.
4. On the Export screen, mark Citations.
5. Under Export, choose Citations and
Abstracts.
6. For the file format, choose RIS Format.
JSTOR The Scholarly Journal
Archive
http://www.jsgtor.org/
Subscription required
Karger Publishing Medical and scientific 1. Display the reference you wish to
journals download.
http://www.karger.com/ 2. Click Download Citation.
Free access 3. Click Using Citation Manager Software.
4. Open the file with EndNote, and choose
an EndNote library.

Appendix D: Direct Export Formats and Import Formats 621

Information Provider Type of Data/Access How to Direct Export
Los Alamos National Library without walls
Laboratory http://www.lanl.gov/
Free access
MicroPatent All articles
http://www.micropat.com
Subscription required
Nature Scientific data
http://www.nature.com
Subscription required
Nerac All articles Follow the instructions on the
MYACCOUNT page for setting up the
http://www.nerac.com
direct export format.
Subscription required
NISC All articles
http://www.nisc.com
Subscription required
OCLC All databases 1. Mark the records you want.
http://www.oclc.com 2. Select Export.
Subscription required 3. Select the EndNote library to import
into.
4. Select the appropriate filter from the
Filter Manager.
OhioLink Multiple databases A Record Output page exists where you
can select the format you want to use.
http://www.ohiolink.edu
Select EndNote-Refer/Reference Manager-
Subscription required RIS.
OVID All databases 1. Select the citation(s) you wish to save.
http://www.ovid.com 2. Choose Complete Record and then
Direct Export into EndNote.
Subscription required
3. Click Save to export directly into
EndNote.
OVID SilverPlatter 400+ databases Select Direct Export.
http://www.ovid.com Select the Silverplatter.enf file to import.
Subscription required

622 Appendix D: Direct Export Formats and Import Formats

Information Provider Type of Data/Access How to Direct Export
Oxford Press Journals Journal articles 1. Do your search.
http:// 2. Check each reference you want to
www.oxfordjournals.org/ export.
Free access 3. Click the Export citation link.
4. On the Export screen, mark Citations.
5. Under Export, choose Citations and
Abstracts.
6. For the file format, choose RIS Format.
Pacific Northwest Internal databases
Labs http://www.pnl.gov
Internal use only
Patent Cafe Patent data
http://
www.patentcafe.com
Subscription required
PILOTS Medical PTS research 1. Do your search.
http:// 2. Mark your records.
www.ncptsd.va.gov/
3. Go to the Output tab.
publications/pilots/
4. Select Citations and Abstracts as the
Internal use only
format to save the records.
5. Click the Export to Database option and
select EndNote.
PNAS Online Online science journal 1. Do your search.
search tool at Boston
2. Mark your records.
University
3. At the bottom of the page, select
http://cybele.bu.edu/
Download to Citation Manager.
biomass/ar/pnas/
all.shtml.htm 4. Select EndNote.

ProQuest All databases 1. Click on Results & Marked List.

http://www.proquest.com 2. Click Export Citations.
Subscription required 3. Select Export directly to ProCite, EndNote
or Reference Manager, and EndNote will
automatically open.
4. Select the appropriate EndNote library.

Appendix D: Direct Export Formats and Import Formats 623

Information Provider Type of Data/Access How to Direct Export
RLG Historical and humanities Use the Export to Bibliography button, and
select EndNote.
http://www.rlg.org
Subscription required
Science Magazine Journals 1. Do your search.
http:// 2. Check each reference you want to
www.sciencemag.org export.
Subscription required 3. Click the Export citation link.
4. On the Export screen, mark Citations.
5. Under Export, choose Citations and
Abstracts.
6. For the file format, choose RIS Format.
Scopus Scopus 1. From the Results screen, click on Export.
http://www.scopus.com 2. On the Export screen:
Subscription required a) In the Export Format box, select RIS
Format.
b) In the Content Format box, select either
citations only or more detailed records.
3. Select your library, and the imported
references will display on the screen.
St. John of God, Medical library Select Export to Bibliographic Database.
Ireland http://www.library.sjog.ie
Internal use only
Stanford Universitys HighWire Press 1. Do your search.
HighWire Press http:// 2. Check each reference you want to
highwire.stanford.edu/ export.
Free access 3. Select download to citation manager and
click Go.
4. Click download citations to Citation
Manager.
5. Click EndNote.

624 Appendix D: Direct Export Formats and Import Formats

Information Provider Type of Data/Access How to Direct Export
Telemed Telemed 1. Do your search.
http://tie.telemed.org 2. Check each reference you want to
display and click show citations.
Free access
3. Check each reference you want to export
and click export.
4. Click Export the selected citation(s) to
EndNote.
Thieme Journal publications Click Export to Bibliographic Database.
http://www.thieme-
connect.com
Subscription required
Web of Science Thomson Scientific 1. Display your marked references.
2. Look under Output Records and select
Subscription required
the option to output Full Records.
3. Click Export to Reference Software to have
the references exported directly to
EndNote.
WebFeat Federated Search Engine Click Export to Bibliographic Management.
http://www.webfeat.org
WilsonWeb General science and social 1. Click on Results & Marked List.
science journals
2. Click Export Citations.
http://
3. Select Export directly to ProCite, EndNote,
vnweb.hwwilsonweb.com/
or Reference Manager.
hww/login.jhtml
4. Select the appropriate EndNote library.
Required login

Appendix D: Direct Export Formats and Import Formats 625

 Output Formats with Corresponding Import
Options
To import references, you must first save references from the
information provider to a text file in a tagged format. Then, in
EndNote, use the File>Import feature to select the tagged text file
for import, choose the appropriate import filter, and then start
the importing process.
Chapter 7, Importing Reference Data into EndNote includes
more detailed information about importing. See General
Importing Instructions on page 178 for step-by-step
instructions.
Chapter 16, Filters includes information about how to open,
view, and edit filters. Filters direct tagged bits of bibliographic
information to corresponding EndNote fields. Many of the filters
include a Comments section with tips about how to best
download references for importing into EndNote.
The list of providers below, with their recommended output
formats and import filters, is simply a subset of those services
that are supported. We provide hundreds of import filters in
your EndNote Filters folder.
At the time this manual was printed, these were the current
format options for each information provider listed in the table.
If you find that these formats have changed, please check the
documentation from your information provider or contact us.

NOTE: If references are sent to you in the body of an email, save the
email to a plain text file for importing.

Information Provider Recommended Download Format Import Option

AARP AgeLine There is no method for downloading data Ageline (AARP) filter
(http://research.aarp.org/ from this database. Instead, save the results
ageline/home.html) screen as a plain text file with your web
browsers Save command. The resulting text
file contains tags which are preceded by 18
spaces.

626 Appendix D: Direct Export Formats and Import Formats

Information Provider Recommended Download Format Import Option
ACM Digital Library Users with subscription access to this web EndNote Import
(Association for site can save multiple records to a BINDER.
Computing Machinery) Once saved, you can export the records in an
EndNote format.
Non-subscribers can download one record at
a time:
1. Create a search.
2. Click on an article.
3. Scroll half-way down the page and select
DISPLAY EndNote.
Limitations:
Since only plain text files can be imported
into EndNote, you cannot import images,
graphics, etc.
Before importing, you may need to edit the
file to insert a comma after corporate author
names. Otherwise, EndNote will not be able
to distinguish corporate authors from
personal authors.
CSA From the CSA search results screen, click Various filters for CSA
(formerly Cambridge Save/Print/Email. On the Save/Print/Email databases are provided in
Scientific Abstracts) screen, select: the EndNote Filters
Record Format: Full Record folder.
Save File Format: PC
Click Save. Your Web browser asks where to
save the file. If your Web browser lets you
save in different file formats, make sure you
save as a Text Only (*.txt) file.
CAS SciFinder Save references in the Tagged Format SciFinder (CAS) filter
(*.txt).
Current Contents on Save references in the EndNote format. EndNote Import
Diskette (CCOD) - Mac
Current Contents on Save references in the EndNote format. EndNote Import
Diskette (CCOD) -
Windows

Appendix D: Direct Export Formats and Import Formats 627

 Information Provider Recommended Download Format Import Option
DIALOG Set your communication software's option to Various DIALOG filters
capture text. Use Dialog's Format 5 with "tag" are provided in the
appended to the TYPE command -- type "s1/ EndNote Filters folder.
5/1-20 tag".
You must download data in Format 5. If
Format 5 is not available, try the full
format, which is sometimes the same as
Format 5. For questions concerning Dialogs
many formats, please contact Dialog's tech
support.
DIMDI Use the DLOAD command with report D1 Various DIMDI filters
(e.g. DLOAD REPORT=D1). are provided in the
EndNote Filters folder.
EBSCOhost After adding your selected references to your Various EBSCO filters
folder, click View Folder or Folder has items to are provided in the
see its contents. EndNote Filters folder.
If you choose to email or save the references,
uncheck the boxes to include HTML and
PDF; also make sure that Standard Field
Format is checked and set to Detailed
Citation and Abstract.
If you choose not to save to disk, you must
also check the Bibliographic Manager tab,
and then choose Citations in a format that
can be uploaded to bibliographic
management software or Citations in
Direct Export format.
EDINA Use the Name format, where data is tagged Various EDINA filters
with words such as Author rather than are available in the
AU. EndNote Filters folder.
Because there are so many different formats
used for source data, you may need to
manually edit source data after importing.
EndNote cannot parse author names that are
not clearly delimited, such as
S Hughes B Reynolds S A Bell & C Gardner.
You will need to manually edit author names.

628 Appendix D: Direct Export Formats and Import Formats

Information Provider Recommended Download Format Import Option
Emerald Display the marked list, click display for Emerald filter
download (ASCII), and then save as a plain
text file.
The filter provided works for these Emerald
databases:
Emerald Management Reviews at
http://www.emeraldinsight.com/revs/
Computer Abstracts International Database
at http://www.emeraldinsight.com/caid
International Civil Engineering Abstracts at
http://www.emeraldinsight.com/icea/
Computer & Communications Security
Abstracts at
http://www.emeraldinsight.com/ccsa/
Current Awareness Abstracts at
http://www.emeraldinsight.com/caa/
Limitations:
Page numbers are separated by a hyphen
with spaces on either side of it. You will need
to manually remove the spaces after
importing.
InfoTrac From the E-Mail Delivery panel at the bottom InfoTrac (GALE) filter
(Gale) of the marked list window, restrict the
contents to citation; do not choose full
article.
Limitations:
Records often have extraneous information
in the title field, which must be removed
manually after importing.
INIST 1. Click the Enregistrer button. Various INIST filters are
2. Select the records you wish to download. provided in the EndNote
Filters folder.
3. Under Quels champs? choose "Tous les
champs."
4. Under Incluez choose "Numro de
notice et nom de la base de donnes" and
"Libells abrgs."
5. Click the Sauvegarde de notices button.
INNOPAC Save references in the EndNote format. EndNote Import

Appendix D: Direct Export Formats and Import Formats 629

 Information Provider Recommended Download Format Import Option
ISI CD From the File menu, choose Save Records. In Citation Indexes (ISI)
(Citation Indexes) the Save Records dialog, choose the NLM filter
Medline format from the Export Format menu.
Knowledge Finder Place document in the Save file, and select the Various Knowledge
document. Choose Export Selected Documents Finder filters are
from the File menu. provided in the EndNote
Filters folder.
Medscape After selecting the desired records and MEDLINE (Medscape)
adding them to your clipboard, click the Save filter
or Email Clipboard link. Save or email your
clipboard in PC or Mac MEDLARS format as
a plain text (*.txt) file.
NERAC Save your file as plain text (*.txt). NERAC
OCLC FirstSearch Mark those references to be saved and click Various OCLC filters are
Export. At the next page, choose EndNote and provided in the EndNote
then click Export. EndNote will prompt you Filters folder.
to select the corresponding filter.
Ovid After selecting the references you wish to The appropriate Ovid
download, click Results Manager. Choose the filter will be selected
following options: automatically when
Fields: Complete Reference using the Direct Export
option. If you are using
Citation Format: Reprint/Medlars (or Direct
Export, if available) Ovid's multiple database
searching, you must
Click the Email or Save button. Save the file as select the Direct Export
plain text (*.txt).
citation format.
Ovid for Windows Select the Options button from within the Various Ovid filters are
"Save Documents" dialog box. From the list of provided in the EndNote
options, choose the Output Format, then click Filters folder.
OK. On the next screen, choose Reprint
Format.
ProQuest 1. Select the desired references and then click ProQuest filter
the My Research Summary tab.
2. Click the Documents and Bibliography
tab.
3. Choose Export, then either Export
directly to ProCite, EndNote or Reference
Manager, or Download in a format
compatible with ProCite, EndNote, Reference
Manager and RefWorks. If you choose the
former, make sure your data is displayed in a
tagged format before saving as a text file.

630 Appendix D: Direct Export Formats and Import Formats

Information Provider Recommended Download Format Import Option
PsycINFO at After marking the records you wish to Use the PsycINFO
www.apa.org download, choose Full PsycINFO Record then (APA) filter.
click the Display Marked Records button. Select
the text, then copy and paste it into a text
editor, saving the file as plain text (*.txt).
PubMed 1. From the drop-down menu next to the PubMed (NLM) filter
Display button, choose MEDLINE.
2. From the Send to menu, choose File and
save the file as a plain text file (*.txt).
You can check current download instructions
for NLM PubMed at any time at
www.pubmed.gov.
Reference Update Select Reference Listings from the Output Reference Update (ISI)
menu, and choose the following options: filter
Device: ASCII File - No Printer codes (be sure
to enter the path and file name for the output
file.)
Output Format: Medline
Click Print to create the output file.
SilverPlatter WebSPIRS Once you've obtained your search results, Various SilverPlatter
click Save. Select the following Save filters are provided in the
Records options: EndNote Filters folder.
Which fields?: All fields
Include: Record number and database name
Field labels: Short labels.
Click the Save Records button. Use your Web
browser to save the page as "Text Only" (do
not save in HTML format).
STN Set your communication softwares options Various STN filters are
to capture text to a file. Type the command provided in the EndNote
Display All. Filters folder.
UnCover Using your email software, save references UnCover (INGENTA)
(Ingenta) emailed to you as a "Plain Text" or "Text
Only" file.
VHL 1. After selecting the desired references, Various VHL filters are
(Virtual Health Library) scroll to the bottom of the page and click provided in the EndNote
Your collection (or Su selleccon). Filters folder.
2. Cancel the print dialog, and then save the
screen as a plain text file.

Appendix D: Direct Export Formats and Import Formats 631

 Information Provider Recommended Download Format Import Option
Web of Science Display your marked references. Then, look ISI-CE
under Output Records and select the option
to output Full Records. Next, click Export to
Reference Software to have the references
exported directly to EndNote. (See Direct
Export Formats on page 618.) You may also
choose Save to File to save the references to a
text file and import them into EndNote.
Wilson Select the following options: WilsonWeb
Destination: Choose e-mail or save.
Include: Record numbers and full-text links
(optional).
Format: Choose text.

632 Appendix D: Direct Export Formats and Import Formats

The EndNote Glossary

Boolean Operator
A Boolean operator is one of the connecting terms AND, OR, or NOT, used to combine
search lines. A matching reference must meet both of the conditions connected by the
AND, so AND narrows the search compared to using either search line alone. OR is used
to find records that match either of the conditions connected by the OR operator, and so
widens the search. NOT is used to find any records that do not match the search line
following it.

Cite While You Write

Cite While You Write software is installed with the EndNote program for use with
Microsoft Word 2000, XP, and 2003. It integrates an EndNote X submenu of commands
into the Tools menu in Word for quick and easy insertion and formatting of citations,
bibliographies, figures, and tables. Instant formatting and a traveling library that
contains full reference information make Cite While You Write the easiest and most
efficient way to cite references and create a bibliography.

Connection Files
Connection Files are EndNote files used to store the information necessary to connect to
and search online databases. Connection Files are stored in the Connections folder in
your EndNote X folder and can be browsed using the Connection File Manager (from the
Edit menu, choose Connection Files and select Open Connection Manager). To establish a
connection to an online database, go to Tools>Connect>Connect and select a service.
Internet access is required.

Continuation Line
Continuation lines are second or subsequent lines of data belonging to a single tag, and
are typically described in the context of a data file to be imported by EndNote. EndNote
uses the indent level for continuation lines in order to distinguish text containing
reference data from text containing instructions, prompts, and other miscellaneous text
from your databases interface. Continuation lines need to be consistently indented the
same number of spaces from the left margin. For example, the continuation lines below
are indented four spaces from the left margin.
AB- A single-subject research design that used multiple baselines
across behaviors compared traditional adaptations to adapted
computer technologies.

Data File
A data file consists of the records captured or saved from a reference database, whether
from an online database or from a CD-ROM. A data file must be a text file in order for
its records to be imported by EndNote into an EndNote library.

Database
A database is a file consisting of one or more records, each containing one or more fields
of information, such as the name of the author, title of publication, year of publication,

The EndNote Glossary 633

and so on. In the context of EndNote, databases are typically collections of bibliographic
data, and are referred to as libraries.

Default
A default is a value, action, or setting that a computer system or program will assume
unless the user intervenes to override it.

Delimiters
Delimiters are punctuation that separates one term or field (or any piece of data) from
another. Delimiters are used in the context of temporary citation markers (the curly
braces are default delimiters that identify the temporary citations in the body of your
text) and term lists.

Diacritics
Diacritics are phonetic variations, such as accents, associated with a letter. When using
the Sort References command or formatting a bibliography, EndNote sorts diacritical
characters according to the rules of the language that is selected on the Sort References
dialog. Characters with diacritics are sorted differently in English, Spanish, Swedish, and
other systems. Diacritical marks are significant in searches, as letters such as , and
match only those letters exactly. Thus, a search for "rsum" does not find "resume."

Display Fonts
EndNote has a concept of Plain Font, as well as Plain Size, and Plain Style.All
references in your EndNote library should be stored in the plain font, size, and style,
unless a specific change is necessary (such as the use of the Symbol font, or italics for
emphasis of a word). The appearance of the plain font is determined by the General
Display Font setting. This changes the font used to display the references, as well as being
the font that is used when printing or exporting references directly from EndNote. The
Library Display Font is the font used to display references in the Library window. Both
display fonts may be changed using EndNotes preferences.

Field
A field refers to a part of an EndNote reference, such as the author, year, or title. In the
EndNote Reference window, each field is displayed as its own section, containing a
separate piece of information, such as author names or keywords. Fields are arranged in
EndNote styles to show how the data should be formatted. They are arranged in EndNote
import filters to show how the tagged data should be imported. EndNote allows for up
to 52 fields in each reference.

Field Codes
Cite While You Write inserts hidden field codes around and inside your formatted
citations in Word. These hidden codes contain reference information, and allow EndNote
to format, unformat, and reformat citations within Word.

Filter
A filter is a file consisting of one or more Reference Type templates that instruct
EndNote how to interpret and import data into the corresponding fields in EndNote.
Filters are selected as import options when you choose the Import command from
EndNotes File menu. EndNote comes with a variety of filters, each designed for a

634 The EndNote Glossary

specific database. You may also create your own filters, or modify any of those supplied
with the program. Filters are stored in the Filters folder in the EndNote X folder; you may
browse the list of filters by choosing Import Filters from the Edit menu and selecting Open
Filter Manager.

Firewall
Firewalls are security measures that restrict access between computers and the Internet;
they are typically used to block hackers from access to your private workstation or
network. In order to search Z39.50 servers over the Internet, your network administrator
may need to allow access to certain port numbers through a firewall.

Generic Fields and Reference Types

The Generic reference type includes the complete set of 52 fields that are available in
EndNote. It is generic in that it is not specialized for a specific type of reference (such
as a book or a journal article). EndNote has a fixed set of generic fields that provides
the basis for all specific fields used in the different reference types. The generic field
names are not worded to be reference type-specific (for example, the generic field name
Author is equivalent to Reporter for a newspaper article or Artist for the Artwork
reference type). Generic field names are used throughout EndNote (for example, in the
Sort References and Search dialogs) to refer to a similar category of fields that can be
found in the different reference types. When you choose a generic field name in any of
these dialogs, it refers to all fields in that row of the Reference Types preference (see page
387).

Global Editing
Global editing commands allow you to make editing changes to a group of records at the
same time, rather than having to edit each record individually. Change Text searches for
text in your library, and either deletes that text or replaces it with other text that you
specify. Change Field modifies any field in your library by either inserting text at the
beginning or end of the field, replacing the contents of the field with different text, or
deleting the contents of the field. Move Field provides a way to move the entire contents
of one field to another field within a reference.

Information Provider
An information provider is a service that provides access to one or more databases,
whether to an online or CD-ROM database. Examples of information providers include
Ovid, Thomson Scientific, SilverPlatter, and STN.

In-text Citation
An in-text citation is the brief citation to a reference that appears in the body of the text
of a paper. Typically this is just the author name and year in parentheses, or a
bibliography number.

Keyword
A keyword is a term that helps identify a record, and that is used for efficient searching.
Also known as a descriptor, index term, subject term, or subject. Multiple entries (words
or phrases) can be entered in the Keywords field of a reference.

The EndNote Glossary 635

Library
In the context of using EndNote, a library is the term for your EndNote database of
references. It is a collection of records of reference material. When you choose Open from
EndNotes File menu, you open a library. The references are displayed in the Library
window.

Literal Text
Literal text consists of any text in a data file that does not correspond to a field in
EndNote. Literal text must be included in a filter in order for EndNote to parse multiple
pieces of information found in a single tag in a record to the corresponding field or fields
in EndNote. Examples of literal text include punctuation used to separate one piece of
information from the next, as well as any identifying text, such as vol. for Volume, or
pp. for Pages.

Log File
When using the Connect command to search and retrieve references from online remote
databases, EndNote maintains a log file to record communication status messages with
the remote database as well as a log of the references that were retrieved. The location of
the log file can be determined (and changed) by choosing Preferences from the Edit menu,
and clicking the Online option.

MARC (MAchine Readable Cataloging)

MARC is a standardized format developed by the Library of Congress for producing
machine-readable bibliographic records. MARC uses numeric tags such as tag 100 for
Personal Author, and tag 245 for the Title.

Mnemonic Tag
A mnemonic tag is an abbreviated way of identifying the contents of the data that
follows. Mnemonic tags frequently use the first two characters of the corresponding data,
as in AU- for AUthor, TI- for TItle, or SO- for SOurce. Other mnemonic tags use a
combination of the two naming conventions, as in SO-<PY> for the SOurces
Publication Year.

Output Style
An output style is a file that, in conjunction with the reference type for a particular
reference, controls the output format of in-text citations, references in a bibliography,
figures, and tables. Each output style that you use is stored in a separate file and can be
used by more than one library. An output style contains instructions that tell EndNote
which fields to print, in what order, and with what associated punctuation. It may also
include additional font or style instructions. Output styles are often referred to simply as
styles.

Proxy Server
A proxy server is a server that all computers on a local network have to go through before
accessing information on the Internet. By using a proxy server, an organization can
improve network performance and filter what users connected to the network can access.
Proxy servers are also used to help prevent unauthorized access to a private network.

636 The EndNote Glossary

PubMed
PubMed is the National Library of Medicines online public access version of their
MEDLINE database. You can directly search PubMed and save records with the Connect
command on EndNote's Tools menu.

Reference Types
An EndNote library can contain references from a variety of different sources, such as
books, journal articles, and newspaper articles. We call these different sources reference
types. EndNote provides built-in forms for these and other common reference types.

Remote Database
A remote database is the term used for databases available online using EndNotes
Connect command. These are typically databases that are accessible on a Z39.50 server.
They include library catalogs and other bibliographic reference databases. An Internet
connection is required to access a remote database.

Retrieved References Window

The Retrieved References window appears when a connection to a remote database is
established. This workspace displays the connection status as well as the references
retrieved from your searches. Use this workspace to store retrieved references as you
continue searching the remote database. When your searching is complete, copy the
references from the Retrieved References window to the Library window to save them.

RTF File
RTF is an acronym for Rich Text Format, a standardized file format. You can save most
word processor documents to this standard type of file while retaining formatting and
styles. EndNote can scan an RTF file in order to format in-text citations and generate a
bibliography.

Sort
A sort defines how a set of references is ordered on a field by field basis, in either
alphabetic or numeric order. Fields are sorted from left to right by character. Quotation
marks, parentheses and other punctuation marks are considered during a sort, except
when comparing title fields. In an alphabetic sort, punctuation comes first, then numbers,
then the letters A-Z. Within a sort level, the sorting of diacritics (accented characters) is
determined by the language setting. You may define a list of stop words that are ignored
for sorting when they appear at the beginning of an author or title field.

Subject Bibliography
A subject bibliography is a bibliography with sorted references grouped under sorted
Subject Headings. Typical headings group references by Keyword, Author, or Journal
Title, but you can base headings on any EndNote field or combination of fields. You can
even group references by reference type.

Styles
Styles are the files that EndNote uses to determine how to arrange references for a wide
variety of bibliographic formats. Styles are typically for specific journals, though they can
also be based on more general style guides such as the Chicago Manual of Style or the
MLA Handbook. EndNote provides more than 2,000 preconfigured styles in the Styles

The EndNote Glossary 637

folder of your EndNote X folder. To preview and browse through these styles, choose
Output Styles from the Edit menu, and select Open Style Manager. Styles are used to
determine the format of references in the preview pane of the Library window as well as
when you use the Print, Export, Format, Format Bibliography, and Copy Formatted
commands. They are also referred to as output styles.

Subscription Databases
Subscription databases are online bibliographic databases which require payment or
some form of authorization to enable you to connect (as opposed to free databases or
library catalogs). For more information about these databases, contact the individual
information providers.

Tagged Data
Tagged data consists of an identifier, typically a mnemonic tag, in the left margin of a
data file, followed by text for one or more fields of information. Data must be
consistently tagged if it is to be imported by EndNote into the appropriate fields in
EndNote.

Templates
Templates are used in both styles and filters to show EndNote how to output or import
bibliographic data. The templates use field names to represent the actual bibliographic
data as it should be arranged in a bibliographic entry (in the case of styles), or in a data
file to be imported (in the case of filters). Typically, a different template is constructed for
each reference type.
Manuscript templates are used to create Microsoft Word documents that conform to
electronic publishing guidelines. You can select a predefined template from either
EndNote or Word, which triggers a manuscript template wizard.

Term Lists
Each library has preconfigured term lists for authors, journals, and keywords. The term
lists maintain a list of the names or words entered into the corresponding fields. They are
used to help with data entry by suggesting terms as you type. The Journals term list can
also be used to store various abbreviations of the journal names and later use those
abbreviations as needed in bibliographies.

Text File
A text file consists entirely of characters that can be typed from a standard keyboard. A
text file may contain any character from the English alphabet, punctuation marks, spaces,
and numbers. A text file cannot contain any control characters or text styles used by a
word processor to format text. EndNote can only import records captured or saved as
text files, and cannot read files saved in a word processor format. EndNote can export
references to a text file, but cannot apply styles within the text file.

Traveling Library
When you use EndNotes Cite While You Write commands in Word, each formatted
citation in your document is saved with field codes that embed reference data in the
document. The paper contains a traveling library of EndNote references cited. This

638 The EndNote Glossary

makes it easy to use your document on other machines and share your document with
colleagues.

Unicode
The Unicode Worldwide Character Standard is a character encoding system. Unicode
provides a unique number for every character used by the principal written languages in
the world, along with codes for a full range of punctuation, symbols, and control
characters. These codes are constant, no matter what the platform, the program, or the
language. It allows data to be transported through many different systems without
corruption.

URL
A URL, or Uniform Resource Locator, can be used to specify the location of any resource
available on the Internet (typically for Web pages or FTP sites). A common format for a
URL for a Web page is http://www.endnote.com.

Web of Science
Web of Science is the Web interface for access to the ISI Citation Databases, which cover
over 8,000 international journals in the sciences, social sciences, and the arts and
humanities. Through ISI Links, Web of Science also offers navigation to electronic full-
text journal articles, genetic information, and chemical and patent databases.
Search Web of Science just as you would search any other remote database. Your search
results are copied directly to the EndNote library of your choice.

Z39.50
Z39.50 is a NISO protocol that describes the search and retrieval of information from
remote databases. It is primarily used for data retrieval from bibliographic databases.

The EndNote Glossary 639

640 The EndNote Glossary
Index

Symbols access-restricted databases 156

ACM Digital Library 627
* asterisk in author names 590
acronyms 514
@ symbol (cited pages) 284
ADA 22
^ caret symbol (in Styles) 415
Add Item command (Search command) 211
` accent grave
Add to Showing References option (Search
importing 456, 459
command) 212
in citations 283
Add-in commands do not appear 584
in Styles 414
ADDIN EN.CITE 263
{ and } citation delimiters 279, 510
adding
| vertical bar
dictionaries for spell checking 525
importing 460
fields 377, 382
in Styles 413
fields to filter 483
hanging indent code 431
prefix text to a citation 282
A reference types 384
references 127
AARP AgeLine 626 row(s) to filter 454
abbreviated search lines 211
author names 422, 423 suffix text to a citation 283
journal names 417 tags to filter 483
(see also Journals term list, journal Adobe FrameMaker 319
abbreviations) agencies, entering as authors 131
page numbers 417 alert messages during online connections 585
Abbreviated Journal field 248 alphabetical order
About this Connection panel 492 (see also sorting)
About this Filter panel 451 citations 433
About this Style panel 399 references 434
absolute path Alt+Tab 323
converting to relative path 228 Alternate Journal field 133, 248
definition 227 ambiguous citations 419
PDF preference 528 American English dictionary 526
abstracts 429 American Psychological Association 618
Abstract field 136 Ancient Text reference type 594
in preview 100 And option (Search command) 202, 210
include in bibliography 430 annotated bibliographies 348, 430
accent grave (`) Annotated style 347, 348, 392
importing 456, 459 anonymous works 131, 416
in citations 283 ANSEL 178
in styles APA 618
accents 143 AppleShare 553
(see also diacritics) Arrow keys 43, 98, 120, 140
importing 494 Artwork reference type 594
Access Date field 133 asterisks in author names 590
Access files, inserting 148 attributes (see search attributes)
accessibility 22 Audiovisual Material reference type 595
Accession Number field 511

Index 641
Author fields 130, 380 B
formatting 426
back apostrophes (`) 414
importing 460
(see also accent grave)
spell checking 150
backup
Author List panel 428
connection files 490
Abbreviations 423
EndNote files 575
citations 422
EndNote Prefs file 386
name order 424
files to back up 575
separators 422
filters 449
Author name separators, filters
libraries 106
individual author name 464
styles 396
multiple author names 463
Batch Download 494
author names 130
Bausch & Lomb 618
(see also Author List panel)
beaming references, Palm handheld 550
abbreviations (et al.) 423
Begins With, as Search option 208
Author fields 380
Between Authors separator, filters 463
capitalization 424, 427
bibliographic styles 391
citations 279, 423
(see also styles)
complex names 131
bibliographies
corporate 131
(see also creating bibliographies)
entering 53, 130
(see also independent bibliographies)
excluding from citations (CWYW) 275
adding citations later (CWYW) 277
format in bibliographies 428
adding information 406
formatting (see also styles) 422
annotated 348
in citations 422
blank lines 431
in edited books 428
creating (CWYW) 290
in manuscript template wizard 266
custom sort order 435
in temporary citations 279
deleting (CWYW) 298
initials 130, 427
double-spacing 431
name formatting in bibliography 427
editing (CWYW) 298
name order 427
font and size (CWYW) 294
Name Order in filters 462
from multiple Word documents (CWYW)
name order in formatted references 424,
297
427
from several papers 332
omitting from citations 279, 281, 285
importing 194
sorting 223
including notes 276, 512
term list 247
indenting 431
Author Names setting 427
layout 429
Author Parsing filter panel 462
layout (CWYW) 294
Author-Date Style 392
making text dependent on fields 411
authority lists (see term lists)
margins 431
Authors term list 247
modifying styles 401
auto-completion, preferences 521
moving (CWYW) 298
automatically open libraries (see default library)
numbered format 429
automatically update EndNote files 35
previewing 77
automatically update term lists 237
printing 78
printing to a file 78
printing to a word processor 78
punctuation 404
references from multiple libraries 334

642 Index
 reformatting (CWYW) 85 buttons
reformatting (Format Paper) 323 Main toolbar 534
removing information 406, 407 Previous/Next reference 121
settings in Word (CWYW) 292 Text toolbar 534
sort order 432 Word Toolbar (CWYW) 535
spacing (CWYW) 294
stand-alone 339 C
suppressing text when information is Call Number field 135
missing 412 call numbers, subject bibliography 372
title (CWYW) 294 Cambridge Scientific Abstracts 627
Bibliographies panel, Style editor 399 Canadian Journal of Communication 619
bibliographies, by subject (see subject canceling
bibliography) reference retrieval 66
bibliographies, importing 189 searches 203
Bibliography Layout tab, subject bibliography capitalization 132, 469, 514
369 author names 424, 427
bibliography numbers 429 titles 132
Bibliography Sort option 434 Caption field 138, 148
Bibliotech.dk 618 captions, output style settings for figures and
BibTex 196 tables 439
Bill reference type 595 caret (^) 415
billing inquiries 21 Carl UnCover 631
BioMedCentral 618 carriage returns
BioOne 619 Change Field 219
Blackwell Synergy 619 Change Text 218
blank fields, searching for 204 searching for 203
blank lines carriage returns, in bibliographies 431
between references 429 Case reference type 597
in bibliography 431 Change and Move Fields command 218
blank records 589 change case
blue text (Web links) 136 author names 469
BMJ 619 headline 469
BMP files, inserting 56, 146 of imported text 469
bold text 139 omitting terms 514
Book reference type 128, 596 sentence 469
book reviews 135 Change Field command 199
Book Section reference type 128, 596 carriage returns 219
Bookends 196 Clear field option 219
Boolean operators 202, 210 common uses 215
boxes instead of text 581 Insert after fields text option 219
braces as citation delimiters 510 Insert before fields text option 219
(see citation delimiters) marking search results 216
Brazilian dictionary 526 Replace whole field with option 219
British English dictionary 526 using with term lists 243
Broadcast reference type 603 Change Fields tab 218
broken vertical bar 413 Change Text command 199, 216
browsing references 43, 98 carriage returns & tabs 218
Buffalo University 619 common uses 215
deleting text 218
important points 218

Index 643
 text styles 218 letter after year 421
using with Edit Term command 245 merging 325
using with term lists 243 modifying (CWYW) 274
using with Update List command 241 moving (CWYW) 288
changing multiple citations 279, 325
(see also editing) number of authors listed 424
capitalization (see change case) number ranges 421
display fonts 122 numbered 421
references 215 omitting author names 279, 285
spelling 215 omitting year 279, 285
Character Map program 143 prefixes 282
Chart or Table reference type 597 record number only 285
checking spelling 151 suffix text 283
choosing the correct filter 182 temporary 278
chronological order temporary vs. formatted 323
citations 433 text after 285
references 434 text before 280, 282, 285
citation delimiters 269, 279, 293, 510 typing 279
around notes 276 Citations template Style editor 399
changing 324 Citations window 322
citation markers (see citation delimiters) Cite While You Write 257
citation matches 321 adding citations later 277
rechecking library 334 bibliography settings 292
rescanning paper 333 checking the installation 34
citation prefixes 280, 285 citation delimiters 293
citation separators 402 citation prefixes 275
citation suffixes 274, 280, 283 citation suffixes 275
citations citations in footnotes and endnotes 277
adding text after 283 commands, definition of 260
copying (CWYW) 288 compatibility between word processors
definition 268, 299, 323 314, 569
deleting (CWYW) 289 copying citations 288
determining format with styles 401 deleting bibliographies 298
drag-and-drop in a paper 271 deleting citations 289
editing 86 drag-and-drop citations 271
examples 323 editing bibliographies (CWYW) 298
field shading (Word) 532 editing citations 86
formatted vs. unformatted 325 exclude author from citation 275
formatted vs. unformatted (CWYW) 271 exclude year from citation 275
formatting 321 excluding pages from citations 275
in endnotes (CWYW) 277 export traveling library 312
in footnotes 277, 326 font and size 294
in footnotes (CWYW) 277 how to 258
inserting 81, 323 indents in the bibliography 294
inserting (CWYW) 268, 270 inserting citations 81
inserting figures in Word 87 inserting citations from multiple libraries
inserting from multiple libraries (CWYW) 274
274 inserting figures 87
inserting multiple 271 inserting multiple citations 271
jumping to library reference 309 installing support 260

644 Index
 instant formatting 291 command line searching 500
libraries used 294 comparison search list 201
Master documents 297 compatibility
modifying citations 274 double-byte characters 582
moving bibliographies 298 Japanese characters 581
moving citations 288 libraries 33, 111, 582
omitting components from citations 279 libraries (Windows/Mac) 95
preferences 529 of CWYW documents 314, 569
removing field codes 314 Unicode characters 581
selecting a different output style 293 Word files (CWYW) 313
selecting a style 84 word processors 257, 319
setting the bibliography title 294 Completeness attribute 496
toolbar 535 complex searches 210
toolbar in Word 262 components of a citation 121
Tools menu in Word 260 compressed library 106
traveling library 311 Computer Program reference type 598
typing citations 278 Conference Paper reference type 599
word processor compatibility 257 Conference Proceeding reference type 599
citing references Conference Proceedings 128
CWYW 258 Connect command 62
RTF documents 323 Connect menu, adding items to 489
Classical Work reference type 598 Connect.log file (see log file)
Clear command connection file 156
connection files 490 Connection File window 491
filters 450 connection files 155, 487, 633
references 126 connection folder 520
styles 397 defaults 498
terms 245 deleting 490
Clear field option 219 editing 489
Clipboard 330 folder location 520
Close Library command 109 getting the latest 35
Close Reference command 47, 55, 126 marking as favorites 489
closing new 498
EndNote 109 renaming 492
filters 451 required information 493
libraries 109 reverting changes 451, 492
multiple window 109 saving 490
references 47, 55 Connection Manager 488
multiple at once 126 Connection Status window 169
styles 396, 397 Connections folder 490
column headers Contains, as Search option 207
changing 517 contextual menus 533
paper clip 59, 517 continuation lines 465, 633
PDF icon 517 indentation 466
combination searches 210, 211 Control key 140
combining for selecting references 125
citations 325 control-menu box 97
citations (CWYW) 271
libraries 223
search results 202, 212

Index 645
converting criteria for duplicate detection 518
double-byte characters 113 Ctrl+Shift+W 109, 120, 126, 140
EndNote Journals file 253 Ctrl+W 142
EndNote libraries across platforms 114 curly braces { and } 279, 293, 510
Extended Latin characters 113 Current Contents 627
old EndNote libraries 111 Custom ID Authentication String 494
Papyrus databases 196 custom installation 30
ProCite databases 112, 113, 196 customer support 21
Reference Manager databases 112, 113, customized sort order 435
180, 196 Cut command 140
Copy command 140, 224, 325 CWYW (see Cite While You Write)
Copy Formatted command 100, 333, 341
for testing styles 395 D
Copy References To command 169 damaged libraries, recovering 110
copying and pasting Danish dictionary 526
bibliographies into EndNote 194 dashes in citations 421
citations (CWYW) 288 DATA extension 575
complete references 141 data file 447, 633
filters 449, 489 DATA folder
formatted references 341 backing up 575
from term lists into references 244 exporting references 342
from word processor to EndNote 140 for images 149
references 224 is part of a library 95
styles 396 PDF folder 227
terms between term lists 238 data visualization 231
text into term lists 239 Database Description 493
text within a reference 140 Database Name 494
copying filters 449 databases
corporations, entering as authors 131, 380 (see also libraries)
correcting references globally 215 definition 633
creating importing from 181
backup copies of libraries 575 Date field 133
bibliographies (see creating bibliographies) dates
fields 377, 383 Access Date 133
new filter 481 Annotated output style 392
reference types 375, 384, 592 Author-Date output style 392
references 127, 194 citation format 402
styles 441 entering 133
term lists 247 entering non-bibliographic 133
creating bibliographies Last Modified Date 133
annotated bibliographies 348 dates, entering non-bibliographic 216
by subject 353 default
from a paper (CWYW) 80, 290 Default Library command 106
from a paper (without CWYW) 319 EndNote preferences 505
from several papers 332 libraries to open automatically 106, 506
from several papers (CWYW) 297 reference type (filters) 467
independent 339 reference type (see Generic template)
selecting output styles 392 Define Lists command 136, 245, 246
with Cite While You Write 258 Delete command 126
with journal abbreviations 252 Delete Item command (Search command) 211

646 Index
Delete Term command 245 direct export from Web pages 74
deleting about 617
(see also uninstalling) provider list 618
a cited library reference 310 direct import/direct download 184
author names from citations 281 provider list 617, 618
bibliographies (CWYW) 298 directories (see folder locations)
citations (CWYW) 289 disabling instant formatting (CWYW) 291, 294,
connection files 490 530
duplicate references 214 disambiguating citations 421
fields 377, 382, 383 discarding changes
figure citations 307 connection files 451, 492
figure lists 307 EndNote preferences 505
filters 450, 490 output styles 397
images 150 references 126
information from bibliographies 407 disconnecting 161
libraries 109 display fonts 50, 634
linked files 229 DOT extension 266
parts of a citation 281 DOT Files for Word 264
PDF file links 229 double-byte characters 113, 582
reference types 375, 386, 592 downloading
references 126, 327 batch download 494
references (record numbers) 127 blank records 589
search lines 211 direct export providers 618
styles 397 errors 589
terms from term lists 245 remote search results 166
text in references 218 table of providers 626
delimiters 634 updated EndNote files 35
multiple citations 279 drag-and-drop
temporary citations 268, 293 between libraries 141
term lists 245, 247 bibliographies 340
Delphion 620 citations (CWYW) 271
dependence (styles) 409413 formatted citations 333
deselecting references 125 PDF files 226
diacritics references 66
converting 113 text in a reference 141
entering 143 duplicate references 518
Format Paper 319 criteria 214
importing 178, 494 deleting 214
searching for 203 import options 178
sorting 222 importing 72
DIALOG 628 merge in bibliography 516
dial-up Internet connection 61 Duplicates library 178
dictionaries Dutch dictionary 526
adding for spell checking 525
importing/exporting 525 E
modifying for spell checking 524 EBSCO 620, 628
Dictionary reference type 600 Ed./Eds. 413, 415
DIMDI 628 EDINA 628

Index 647
Edit command End key 43
references 46, 125 EndNote files, updating 35
styles 252 EndNote for Palm OS 28
Edit Library Reference command 309 beaming references 550
Edit menu 341, 377 deleting references 547
items are dim 139 displaying references 544
Edit Styles menu 395, 407 editing references 547
Edited Book reference type 128, 600 entering references 546
editing installing 539
bibliographies (CWYW) 298 library statistics 546
citations 86 preferences 549
cited references in EndNote (CWYW) 309 requirements 539
filters 469, 479 searching 548
images 149 synchronizing libraries 543
import fields 470 Unicode compliance 544
references 125, 215 EndNote Import option 179
styles 401, 406, 407 EndNote installation 29
terms in term lists 245 EndNote Journals file, converting 253
text in references 215 EndNote Library, importing 179, 224
Edition 133 EndNote manuscript templates 264
Edition field EndNote Prefs file 386
entering editions 133 endnotes, citations in (CWYW) 277
in bibliographies 413 ENF file extension 450
Editor field ENL file extension 576
entering editor names 130 ENLX file extension 106, 575
in bibliographies 413, 414 ENQ file extension 213
singular/plural (Ed/Eds) 415 ENS file extension 396
Editor List style panel 428 entering references 129
Editor Name style panel 428 abstracts 136
Editor Parsing, filters 462 author names 130
Ei Engineering Village 620 complex names 131
Electronic Article reference type 601 corporate authors 131, 380
Electronic Book reference type 601 creating templates 142
Electronic Source reference type 129, 612 dates for record keeping 133
electronic submissions 264 edition numbers 133
Element Set Name 494, 500 editor names 130
Elsevier 620 entry date in references 216
email example 53
contacting Thomson ResearchSoft 21 journal names 252
sending libraries 114 keywords 136
EMBASE 620 notes 136
Emerald 629 page numbers 133
empty fields Palm handheld 546
hiding 120 pasting text from bibliographies 194
searching for 204 titles 132
empty library 583 years 132
enabling instant formatting (CWYW) 291, 294, entering terms
530 from linked lists 247, 248
Encyclopedia reference type 602 into term lists 236

648 Index
 into term lists (automatically) 239 fields 128, 129, 634
journal abbreviations 238 adding 377, 382
journal names 250 adding to styles 406
ENZ extension 490 author fields 380
Equation reference type 602 Date fields 133
ERIC 620 deleting 377, 382, 383
Esc key 203, 239 Generic names 379
et al. 423, 424 hiding empty fields 120
(see also Author List, Editor List) Image field 381
Excel files, inserting 148 pages field 381
exit EndNote 109 printing 349
Export command 342 removing from styles 406, 407
Export List command 250 renaming 377, 382
export traveling library 312 special fields 380
exporting title fields 380
references 342 URL field 381
sort order 343 figure citations
spell check dictionaries 525 definition 299
term lists 249 inserting 87
Extended Latin characters 113 moving 306
extraneous text 465 figure lists
deleting 307
F moving 307
favorites Figure reference type 603
connection files 489 figures
filters 448 deleting 307
setting EndNote preferences 505 formatting 303
styles 295 inserting (CWYW) 300
Field begins with, as Search option 208 positioning 307
Field Code Changed message 585 figures in Word
field codes output style settings 439
in Word 263 preferences 531
removing from Word 314 file attachments 148
Field Editing command 470 file extensions
field editing, filters 469, 470 DOT 266
Field ends with, as Search option 208 ENF 450
Field list ENL 104
Change Text command 217 ENLX 106
modifying bibliography templates in styles ENQ 213
402 ENS 396
modifying citation templates in styles 401 ENZ 490
modifying reference types 378 RTF 320
Search command 206 File menu
field names Close Style command 396
defining in reference types 378, 382 Save As command 396
including in styles 414 Save command 396
printing 414 filename.enlx 106
field shading in Word 532 Film or Broadcast reference type 603

Index 649
Filter Editor window 451 folder locations 149, 183, 568, 592
Filter Manager 448 folders
Filter window Application Data\EndNote 375
closing 451 Connections 158
example of 453 DATA 179, 575
field cell 454 DATA\PDF 226, 228
navigating 453 Documents and Settings 375
tag cell 454 Filter 183
filters 634 preference settings 506
adding row(s) to 454 Searches 213
Author Parsing 462 fonts 409, 507
backing up 449 changing display fonts 50
Between Authors separator 463 in library display window 95
choosing the correct one 182 of bibliographies 139
continuation lines 465 of bibliographies in Word (CWYW) 294
copying 449, 489 of printed references 345
creating 481 setting in styles 409
default reference type 467 used for bibliographies 340, 341
definition of 447 Footnote template, Style editor 400
deleting 450, 490 footnotes
field editing 469 citations in 277, 326, 436
folder location 520 citations in (CWYW) 277
for connection files citing specific pages 284
getting the latest 35 formatting preferences 277
modifying 479 foreign language characters (see diacritics)
new 450 format a paper 324
record layout 471 Format Bibliography command, CWYW 269,
reference types 454 292
renaming 451 Format Paper 28, 319
saving 450 Citation Matches window 322
smart settings 461 citing in footnotes 326
Filters folder 183, 450, 520 diacritics 319
find (see search) file compatibility 319
Find Citations (CWYW) 270 how to 319
Find command previewing formatted references 330
in the Connection Manager 488 record numbers 326
in the Filter Manager 448 reformatting 330
in the Style Manager 295 Format Paper command 332
using with term lists 243, 244 formatted citations, definition 269
Find Duplicates command 518 formatted paper 330
finding empty fields 204 opening 323
Finnish dictionary 526 formatted references 333
firewall 586, 635 adding information 406
First Name Parsing changing punctuation 404
initials only 463 numbering 429
Smart Parsing 462 removing information 406
whole names 463 text after 430
fixing bibliographic formats text before 429
(see Special Formatting Characters) with abstracts 348

650 Index
formatting Guided Tour 39
author names 428 entering references 52
bibliographies from multiple Word docs importing references 69
297 introducing the EndNote library 41
bibliographies with instant formatting 291 printing references from EndNote 75
citations in footnotes 277, 326 searching 75
figures 303 searching remote databases 61
journal names 417 setting EndNote preferences 49
papers (CWYW) 84, 290 using Cite While You Write 80
papers (without CWYW) 319
papers using multiple libraries (Format H
Paper) 334 handheld devices 28
FrameMaker 27, 319 hanging indents 429, 431
French dictionary 526 in CWYW Word documents 294
Full Journal field 248 hardware requirements 27
Palm handheld device 28
G Headline case 469
Gale 629 Hearing reference type 605
General Display Font 122, 340, 341, 345, 507 Help file 20
Generate Figure List command 303 help! 21
generating bibliographies (CWYW) 290 Hide Connection Status command 169
from multiple Word documents 297 Hide Empty Fields 120
Generic fields 206, 415, 470, 635 Hide Preview 99
Generic reference type 407, 592, 594, 635 Hide Selected command 200, 204
as a guide 375, 378, 379 hiding
formatting 403 empty fields 120
in styles 379 found references 213
list of fields 594 reference preview 99
Reference Types preference 378 reference types 386
Generic template 441, 442 highlighting (See selecting)
German dictionary 526 HighWire Press 624
GIF files, inserting 56, 146 Home key 43
global editing 215 host refused connection error 586
Go to command 121 HotSync operation 543
Go To EndNote command 261 HTML 342
Go to ISI link 520
Google Scholar 621 I
Government Document reference type 604 Iberian dictionary 526
Grant reference type 604 ibid 436
graphics icons, libraries 95
inserting 56, 146 identifiers, in filters 468
inserting (CWYW) 300 IEEE 621
grave, see accent grave IGNORE field 457
greater than 209 Image field 138, 145, 381
Greek characters 139, 143 images
Group ID 494 deleting 150
Group Policy installations with MSI 560 editing 149
grouped references 421 including captions 148

Index 651
 inserting 145 initials
locating 59 (see also Author List panel)
replacing 150 author names 427
sharing 149 editors (see also Author List) 428
storing 149 from full names 427
Import As Is, filter setting 464 Initials Only, filter option 463
Import command 179 INNOPAC 629
EndNote Library option 224 Insert after fields text option 219
Tab-Delimited import errors 188 Insert before fields text option 219
import filters 69 Insert Item command (Search command) 211
import filters (see filters) Insert Note command, CWYW 276
Import into Duplicates Library option 178 Insert Selected Citation(s) command (CWYW)
import traveling library 312 271
importing Insert Term command 244
bibliographies 194 inserting
changing case of imported text 469 citations (CWYW) 268
defining start of reference 471 citations from multiple libraries (CWYW)
dictionaries for spell checking 525 274
EndNote libraries 179 citations from multiple libraries (Format
errors 188 Paper) 334
excluding duplicate references 72 citations with drag-and-drop 271
excluding duplicates 178 figures (CWYW) 300
from multiple sources in one data file 468 graphics 56, 146
from Web pages 617 images 145
importing references 69 journal names into references 250, 252
journal source data 474 multiple citations 271
libraries 224 multiple citations at once 325
MARC records 476 object file 58
options 72, 73, 178, 179 PDF files 226
provider lists 617 picture files 56
tab-delimited files 186 pictures 146
text translation 73 terms 244, 247, 248
text translation option 178 URLs 225
indents installation 29
(see also Continuation lines) custom 30
bibliography layout 429 EndNote for Palm OS 28, 539
in bibliographies 431 Group Policy 560
in CWYW documents 294 linking workstations to a network version
independent bibliographies 339 557
in a plain text file 342 mass installations 560
using Copy Formatted 341 on a network 555
Index Medicus journal abbreviations 242 options 27
information provider 61, 635 scripted program installations 563
information visualization 231 scripted workstation installations 562, 564
InfoTrac 629 instant formatting (CWYW) 291, 294
Ingenta 631 enabling/disabling 291, 530
INIST 629 smart tags in Word XP 291
international distributors 21

652 Index
Internet address 21 Keywords field 136
in-text citations (see citations) Keywords term list 247
Is Greater Than, as Search option 207 Knowledge Finder 630
Is Less Than, as Search option 207 Korean sort
Is, as Search option 207 applying 222
ISBN 135 order is lost 583
ISI CD (Citation Indexes) 630
ISI-CE import format (Web of Science) 180 L
ISSN 135 Label field 135, 511
Italian dictionary 526 in formatted references 430
italic 139, 409 Last Modified Date field 133
late breaking news 20
J Latin-1 178
JAMA 621 layout, bibliography 294, 429
Japanese characters 581 Legal Rule or Regulation reference type 606
journal abbreviations 248, 417 less than 209
important points 250 lessons to learn EndNote 39
importing EndNote journals files 253 Letter After Year option 421
removing periods 250, 419 libraries 636
updating 250 backing up 575
using EndNotes lists 242 closing 109
using when creating bibliographies 252 closing all at once 109
Journal Abbreviations command 250, 252, 417 compatibility 33, 111
relationship to term lists 253 compressed 106
Journal Article reference type 605 converting from ProCite 112
Journal Article Source Tag 474 converting from Reference Manager 112
Journal field 132, 248 converting to ProCite 113
journal names converting to Reference Manager 113
abbreviating 417 default 106
entering 132 definition 95
formatting 417 deleting 109
Journal Names Style panel 418 icon 95
Journals term list 247, 380, 386, 419 important points 95
important points 250 importing 224
importing EndNote Journals files 253 importing from Word 312
journal abbreviations 248 locking 108, 553
updating 250 merging 223
JPEG files, inserting 56, 146 moving to different computer 376, 568, 592
Jr., entering with author names 131 opening 107
JSTOR 621 opening old versions 33, 112
renaming 95
K repairing 110
Karger Publishing 621 sending via email 114
key commands 43, 98, 120, 140 sharing on a network 108, 553
keyboard shortcuts in Word 530, 531 using more than one per paper
keywords CWYW 274
(see also term lists) Format Paper 334
cleaning up 216, 241, 245 libraries used in your Word document (CWYW)
entering 136 294
in manuscript template wizard 266 library display font 101, 507

Index 653
library extension 108 M
Library of Congress 158
Macintosh 313
library statistics, Palm handheld 546
transferring libraries from 115
Library window 43, 77, 95, 96
Magazine Article reference type 606
changing fields 102
Manuscript reference type 607
font 507
manuscript template wizard
hiding selected references 200
entering author info 266
navigating 43, 98
entering keywords 266
preview 99
entering titles 266
resizing 101
how to use 264
selecting references 123
selecting sections 267
showing and hiding references 199
manuscript templates 264
sort order 103
CWYW markers 267
limits and limitations
editing 265
field size 129
entering information 266
Image field 138
Map reference type 607
libraries 95
MARC records 477
Notes and Abstract fields 136
creating filter 477, 479
reference fields 128
definition 636
reference types 375, 592
subfield delimiter 476, 477
references 95
margins, printing 345
term lists 236
Mark All 393, 449, 489
line spacing
marking search results 216
after exporting 344
mass installations 560
in CWYW bibliographies 294
Master documents (CWYW) 297
manuscript templates 264
removing field codes 315
subject bibliographies 367, 370
Match Case option 202
Link to PDF 226
Change Text command 217
converting absolute paths to relative paths
Match Words option 202
228
Change Text command 217
drag-and-drop 226
Search command 203
how to 226
Matches window 322, 335
opening the file 230
maximize button 97, 101, 121
relative vs. absolute path 227
Medscape 630
removing a linked file 229
menu 339
link to related online references 231
Cite While You Write 260
linking term lists to fields 248
Edit 341
literal text 636
Output Styles 294, 392
Literal vs. EndNote field text 456
Reference Types 53, 120
loading searches 213
References 200, 201
locating
Text 409
images 59
Tools in Word (CWYW) 260
PDF files 227
Window 121
log file 170, 498, 636
Merge Duplicates in Bibliography preference
location 519
335
logging on/off text 465
CWYW 274
logical operators 202
merging
Los Alamos National Laboratory 622
citations 325
Lowercasing option 469
libraries 223

654 Index
message area 167 multiple references, selecting 124
MicroPatent 622 multiple Word documents
Microsoft files, attaching to a reference 148 Master documents (CWYW) 297
Microsoft Word multisource import 468
Add-in Installation 34 multi-user access 108, 553
Cite While You Write compatibility 257
Cite While You Write Installation 27, 34 N
compatibility 27 name order 424, 427
creating bibliographies, CWYW 290 filters 462
export traveling library 312 names, entering in author field 223
fields shading 532 National Library of Medicine 158
fields, converting to text 314 Nature 622
formatting figures 303 NERAC 622, 630
inserting figures 300 networks 108, 115, 553
keyboard shortcuts 530, 531 cross-platform 115
reformatting papers (CWYW) 296 custom settings 568
removing field codes (CWYW) 314 Group Policy installations 560
sharing documents (CWYW) 314 installing EndNote 555
smart tags in XP 291 installing to link workstations 557
traveling library (CWYW) 311 licensing of network copies 553
using manuscript templates 264 mass installations 560
using Master documents (CWYW) 297 mixed platform 553
Microsoft Works 319 multi-user access 108, 115, 553
minimize button 97, 101, 121 scripted program installations 563
mismatched citations 322, 335 scripted workstation installations 562, 564
misspelled words, correcting 151, 215 special issues 554
mnemonic tag 636 uninstalling EndNote 569
modems 61 new
modifying citations, CWYW 274 connection file 498
modifying filters 479 filter 450
modifying terms 245 libraries 104
More Info, styles 394 references 52, 56, 58, 127
Move Fields tab 220 references (changing reference types) 509
moving styles 399, 441
bibliographies (CWYW) 298 term lists 247
citations (CWYW) 288 New Connection File command 498
figure citations 306 New Filter command 450
figure lists 307 New Reference Type command 407
Multi-Filter import option 468 New Style command 399
multimedia files, inserting 148 New Term command 236, 238
Multiple Citation Separators option 402 Newspaper Article reference type 608
multiple citations 279, 325 NISC 622
inserting (CWYW) 271 non-breaking space 411, 412
separators 402 Norwegian dictionary 526
sort order 432, 433, 435 Not option (Search command) 202, 210, 213
typing 279 NoteBook 196
under one number 421 NoteBuilder 196
multiple libraries, formatting with
CWYW 274
Format Paper 334

Index 655
notes opening
adding to bibliographies 429 connection files 487
as numbered citations 276 filters 481
in preview 100 formatted papers 323
including in reference list 276, 512 libraries 107
NOTE delimiter 512 linked file 229
Notes field 136 linked PDF file 229
capacity 136 linked URL 229
printing 349 Macintosh EndNote libraries 115
Novell 553 old libraries 33, 112
number sign (#) 511 references 46, 125
numbered bibliographies 294, 429 styles 392
numbered notes in a paper 276 OpenOffice 27, 319
Numbered style 392 OpenURL Link 231
numbers enabling 527
in Edition field (special case) 133 preferences 527
in year field 132 Options menu 461
page 133 Or option (Search command) 202
searching for 203 Original Publication field 134
sorting 133 output styles (see styles)
Output Styles menu 294, 392
O adding styles to 393
object file, inserting 58, 148 overwriting reference types 384
OCLC 156, 622, 630 OVID 622
OhioLink 622 OVID SilverPlatter 622
Omit from showing references option (Search Ovid Technologies 630
command) 213 direct import 468
omitting Oxford Press Journals 623
author names from citations 275, 281
characters from import 470 P
years from citations 275, 281 p./pp. 415
OmniViz 231 Pacific Northwest Labs 623
online connections 161 Page Down key 43
Online Database reference type 608 Page Layout tab, subject bibliography 368
online databases, importing from 181 page numbers
online help 20 adding to citations 285
Online Multimedia reference type 609 entering 133
Online preferences 229, 519 excluding from citations (CWYW) 275
onscreen preview 347 formatting (see also styles) 417
OPAC 494 formatting options 417
Open command 107 in footnotes 284
Open Filter Manager 448 including p. or pg. 413, 415
Open Link 230 page ranges 417
Open Link command 137, 381, 519 searching for 203
Open List command 246 singular/plural 415
Open PDF 230 Page Numbers command 417
Open Style Manager 295, 393 Page Setup command 346
Open URL 230 Page Up key 43
Pages field 133, 381

656 Index
Palm handheld Ph. D., entering with author names 131
beaming references 550 picture file
compatible devices 540 inserting in EndNote 56, 146
deleting references 547 inserting in Word 87
displaying references 544 PILOTS 623
editing references 547 Plain Font 122, 139, 409
entering references 546 Plain Size 122, 139, 409
installing EndNote 539 Plain Style 139, 409
library statistics 546 Plain Text 139
preferences 549 platforms, moving CWYW docs 313
requirements 539 PNAS Online 623
searching 548 PNG files, inserting 56, 146
synchronizing libraries 543 Port ID 494, 500
Palm handheld device 28 portable link 227
paper clip column header 59 Portuguese dictionary 526
papers Position attribute 496
CWYW with Word 258 positioning figures 307
Format Paper instructions 319 PowerPoint files, inserting 148
formatted vs. unformatted 330 predefined reference types 592
saving as RTF 321 preferences 386, 528
Papyrus 196 change case 514
passwords 157, 494, 495, 588 Cite While You Write 529
Paste command 140, 224 display fonts 507
Paste with Text Styles command 140 duplicates 518
pasting references 333 figures and tables 531
Patent reference type 609 folder locations 183, 520
PatentCafe 623 formatting 515
Pause button 66, 166 libraries 506
PDF file library display fields 517
absolute path 227 online settings 519
converting absolute paths to relative paths OpenURL Link 527
228 PDF Files 528
drag-and-drop 226 reference types 509
limit to PDF links in a single reference 226 sorting 513
linking to 226 spell check 522
opening the file 230 subject bibliography 362
preferences 528 temporary citations 510
relative path 227 term lists 521
relative vs. absolute path 227 Windows registry 506
removing a linked file 229 prefix text
performances, reviews 135 add to citation with CWYW 275
periods before citations 282
missing in bibliography 414 previewing
removing from journal names 419 bibliographies 77
permissions 109 multiple references 100
permissions, network 553 notes only 100
Personal Communication reference type 129, references 43, 347
610 resizing Library window preview 100
personal titles, entering 131 styles 394
pg./pgs 415

Index 657
printing 356 Readme.txt file 20
(see also creating bibliographies, styles, read-only libraries 108, 553
and independent bibliographies) rebuilding damaged libraries 110
abstracts 348 Recheck List command 334
bibliographies to a file 78 Record Data 498
changing fonts 507 Record Layout
fonts 345 Record Layout command 471, 473
important points 345 smart record identification 472
individual fields 349 record locking 108, 553
margins and headers 345 Record Number Marker 511
notes 348, 349 record numbers 103, 119, 223
onscreen preview 347 and deleted references 127
page setup 346 and retrieved references 168
subject bibliography 353 before each formatted reference 430
to a printer 78 in temporary citations 280, 285
ProCite 112, 113, 196 printing 430
ProQuest 623, 630 reassigned for pasted references 142
proxy server 587, 636 role in formatting bibliographies 310, 326
PsycInfo 631 searching for 203
PsycInfo Online 618 showing in Library window 102
publisher guidelines 264 using text in place of 280
publishers record syntax 494, 500
removing field codes (CWYW) 314 Record Termination (filters) 472
submitting papers 314 recovering damaged libraries 110
submitting papers (CWYW) 314 Recycle Bin 109
PubMed 158, 631, 637 recycling reference numbers, subject
Pubmed Practice Database 61 bibliography 365
punctuation red text 235, 243, 521
after each reference 430 turning off 521
author name separators (citations) 424 Ref-11 196
dashes in numbered citations 421 Refer format, summary 191
in bibliographies 409 Refer/BibIX 179
in formatted references (see also styles) reference lists, (see bibliographies)
404 Reference Manager 112, 113, 196
in styles 409 Reference Manager (RIS) import option 180
journal abbreviations 419 reference prefixes 406, 429, 431
missing in bibliography 414 reference suffixes 406, 430
removing periods from journal names 250 Reference Type tag 458
separating authors in bibliography 422 Reference Type template 454
separating multiple citations 402 reference types 128, 375, 377, 509, 637
sorting 222 adding 382, 384, 407
adding fields 383
Q bibliographic format 403
quit Endnote 109 changing 384
choosing 128
R creating 375, 384, 592
range customizing 128, 375, 382, 592
dates 133 default 128
page numbers 133 definition 375
selecting references 125 deleting 375, 382, 386, 592

658 Index
 deleting fields 383 saving 126
EndNote Prefs file 386 searching 75
fields 128 selecting 46, 98, 123
Generic 378 show/hide empty fields 120
hiding 386 showing 199, 206
important points 375 sorting 45, 223
in styles 377 templates 142
limits 375, 592 transferring to other libraries 141, 224
predefined 592 unselecting 125
saving preferences 386 viewing information 120
special fields 380 References menu 200, 201
tips for choosing 128 References tab, subject bibliography 362
Unused 384 reformatting
Reference Types command 382 bibliographies (Format Paper) 323
Reference Types menu 53, 120, 128 edited bibliography 261
Reference Types Table 375, 377, 592 papers 330
Reference Update 631 with different styles (CWYW) 296
Reference window 47, 52, 56, 58, 125, 310, 327 with new citations (CWYW) 296
definition 120 RefTypeTable.xml 386, 576
fields 128 RefViz 231
moving between fields 47, 120 Relation attribute 496
references relative path
adding text before or after 429 definition 227
available types 375, 592 PDF preference 528
capacity 128 selecting for PDF files 227
choosing reference type 128 release notes 20
citing in papers 323 remote database 61
closing 47, 55 remote database searching 61, 155
copying and pasting 224 connecting 160
copying in bibliographic format 341 how to 156
deleting 126, 327 limitations 165
deleting duplicates 214 picking favorite connection files 158
discarding changes 126 saving references 166
editing 125 searching 161
entering 129 the Connection Status window 169
entering (see entering references) the Log file 170
entering text from term lists 243 the Retrieved References window 167
exporting 342 Remove Periods option (journal abbreviations)
fields 128 419
finding in library from citations 309 removing (see deleting)
global editing 215 removing field codes, CWYW 314
hiding empty fields 120 renaming
hiding reference types 386 connection files 492
hiding references 199 fields 377, 382
important points 119 filters 451
keywords 216 libraries 95
labeling all used in a paper 335 styles 397
new 52, 127 term lists 246
opening 46, 125 repairing libraries 110
previewing 43 repeated citations, in footnotes 436

Index 659
Replace whole field with option 219 S
replacing
sales information 21
images 150
Save As
text 216
filters 449, 489
Report reference type 610
styles 396
Reprint Edition field 134
Save As command 396
reprints on file 134
Save command 126
republished material 134
Save Term button 238
requirements 27
saving
EndNote for Palm OS 28
connection files 490
Rescan Paper command 334
files for other word processors (CWYW)
ResearchSoft contact info 20
313
resize window 97, 101
filters 450
resize, Library preview pane 100
references 126
restore
retrieved references to a library 66
EndNote default preferences 505
searches 213
Library window 101
styles 396, 442
restore button 97
Word files without field codes (CWYW)
restoring a compressed library 106
314
restricting searches to fields 212
Scan Next command 332
Retain Capitalization (Change Text command)
Science Direct 620
217
Science Magazine 624
retrieved references 164
SciFinder 627
saving 169
Scopus 624
Retrieved References window 63, 66, 167, 637
scripted program installations 563
Revert Connection 451, 492
scripted workstation installations 562, 564
Revert Reference 126
scroll bar 43, 120
Revert Style 397
search and replace, (see Change Text and
reverting
Change Field commands)
changes to connection files 492
search attributes 495, 496
changes to references 126
Search command 155, 199, 200
changes to styles 397
Add to showing references option 212
resetting preferences to defaults 505
adding search lines 210, 211
Reviewed Item field 135
Boolean operators 210
reviews, of various works 135
canceling 203
Rich Text Format 319
cleaning up search results 204
RLG 624
combining search results 202, 212
RTF Document Scan (Format Paper) 319
comparison operators 207
RTF file extension 320, 637
complex searches 213
RTF files 28
deleting search lines 211
compatibility 27
diacritics (accents) 203
definition 637
general searches (example) 205
Export option 342
in Any Field 206
Format Paper 319
introduction 201
printing to one 78
Match Case 202
running Setup 29
partial words 203
removing results from showing references
213

660 Index
 restricting to certain fields 206 Web of Science 639
Search showing references option 212 years 204
simple searches 205 Secondary Author 415, 428
using term lists 235 section 508 22
viewing the references not found 204 sections, in manuscript template wizard 267
Search Field Name attribute 496 Select All command 125, 204, 455
Search Fields 500 selected references, exporting 342
search lines 201 selecting references 46, 98, 123, 124
adding and deleting 211 semicolons, in citations 283
Search Remote option 61, 155, 162 Sentence case 469
search results 164 serial number 21
Search Set list 202, 212 Series Editor field 428
Search showing references option (Search Server Address 493
command) 212 Server Busy error 585
Search window 63, 203 Server Description 493
comparison list 201 Set Default (Search window) 202
description 201 setting default library 49
Match Words option 202 sharing
search line 201 image files 149
Search Set list 202 libraries across EndNote versions 111
Set Default 202 libraries across platforms 114
searches libraries on a network 108, 553
adding results to showing references 202 term lists 249
canceling 203 Word documents (CWYW) 314
combination 210213 Shift key, for selecting references 125
combining search results 212 Shift-Tab 120
complex 210213 Short Title field 134, 436
diacritics 203 shortcuts
empty fields 204 in Word 530
finding carriage returns & tabs 203 key commands in EndNote 140
for numbers 203 shortcut menus 533
for partial words 203 toolbars 534
for symbols 209 shortened form of citations 436
guided tour of EndNote searching 75 Show All command 200, 206
loading 213 Show All style 392
loading saved searches 213 Show Connection Status command 169, 498
marking search results 216 Show Empty Fields 120
Match Words 202 Show Info, styles 394
omitting results from showing references Show Preview 99
202, 213 styles 394
online databases 61, 155 Show Selected command 200
Palm handheld 548 SilverPlatter 448, 452, 622, 631
partial words 203 size, bibliography font in Word 294
references that do not include a term 213 small caps 424, 427
remote databases 61 Smart Indent Identification 466
restricted to certain fields 206 Smart Parsing 474
restricted to the showing references 202, first name parsing 462
212 individual author name separators 464
saving strategies 213 multiple author separators 464
sort order of results 206 Smart Record Identification 472

Index 661
smart settings, in filters 461 Style editor 399
smart tags, in Word XP 291 Bibliographies panel 399
Sort Library command 103, 222 Citations 399
sorting Footnotes 400
(see also styles) Style Manager 295, 392
author names 223 location of styles 520
bibliographies 432435 Style window 391, 399
custom sort order 435 closing 397
exported references 343 styled text (in bibliographies) 409
library window 103, 221 styled text (subject bibliographies) 367
multiple citations 432, 433 styles 391, 637
omitting articles 513 accent grave (`) 414
omitting names 513 adding Abstracts 348
reference list 432 adding fields 406
references 45 adding reference types 407
search results 206 adding to menus 393
subject bibliography 363 author name separators 422
subject terms 366 blank lines in bibliography 431
Title field 223 citation template 401, 442
source line 457, 474 copying 396, 397
unmatched 474 creating 441
source parsing 474 creating (example) 441
Source Parsing command 474 creation dates 394
Source tag, defining 474 definition 391
spaces deleting 397
between references 431 editing 395, 401
in bibliographies 410 editor names 428
in bibliographies (CWYW) 294 entering Tabs 432
missing in bibliographies 414 fields 410
Spanish dictionary 526 figures and tables in Word 439
special formatting characters 412 fonts and text styles 409
back apostrophes (`) 414 for notes only 349
caret 415 forced separation 413
option-space 412 formatting different reference types 403
vertical bar (|) 413 Generic template 379, 403
spell checking 151 getting the latest 35
modifying dictionaries 524 hanging indent 431
preferences 522 inserting fields 442
spelling errors, correcting globally 215 inserting Tabs 432
Sr., entering with author names 131 Journal Abbreviations command 417
St. John of God, Ireland 624 journal names 417
Stanford University HighWire Press 624 letter after year 421
StarOffice 27, 319 making backups 575
starting EndNote 41 marking as favorites 393
status bar 167 modifying to include abstracts 348
Status window 169 multiple citation separators 402
Statute reference type 611 naming 392
STN 631 navigation 432
storing images 149 new 399, 441
Structure attribute 496 number ranges 421

662 Index
 numbered formats 421, 429 subscript 139
options 416 subscription databases 638
page numbers 417 suffix text
prefixes 406 add to citations 283
previewing 394, 395 add to citations (CWYW) 275
punctuation 409, 412 Suggest Terms as You Type 130, 521, 522
relation to reference types 377 superscript 139, 409
removing fields 406, 407 support, technical 21
renaming 397 SUTRS 494
reverting changes to 397 Swedish dictionary 526
rules 409 Symbol font 139
saving 396, 442 symbols 143
selecting 392 in searches 209
selecting as favorites 295 System requirements 27
selecting for CWYW 293
showing field names 414 T
Sort Order command 432 Tab-Delimited import option 180
sorting 432 errors 188
spaces 410 Table reference type 597
special formatting characters 412 tables in Word
suffixes 406, 430 output style settings 439
tabs 431, 432 preferences 531
templates 400 tabs 429
updated 398 Change Field 219
vertical bar (|) 413, 414 Change Text 218
Styles folder 396, 520 searching for 203
styles menu, see Output Styles menu Tag cell 454
subdocuments (CWYW) 297 tag line indicators 267
subject bibliography tagged data 638
applying styles 367 tags 636, 638
Bibliography Layout tab 369 technical drawing files, inserting 148
by call numbers 372 technical support 21
examples 371 Telemed 625
font and size 368 templates 638
margins 368 filters 452
Page Layout tab 368 for Microsoft Word 264
printing 353 references 142
record IDs 365 styles 400
References tab 362 temporary citation delimiters 510
selecting fields 354 changing in Word (CWYW) 293
selecting terms 355 temporary citations 279, 320, 321, 323
settings 362 (see also citations)
sorting 363, 366 changing markers 510
term counts 365 components 278
Terms tab 363 CWYW, inserting 268
subject list 356 definition 268
printing 356 delimiters 510
subject term counts 365 modifying 278
subject terms, sorting 366 modifying (CWYW) 274
submitting papers to publishers (CWYW) 314 omitting author and year 515

Index 663
 omitting components 279, 281 text, changing fonts and sizes 294, 507
record number only 515 Thesis reference type 611
typing 278, 515 Thieme 625
term counts, subject bibliography 365 Thomson ResearchSoft contact info 20
term lists 129, 168, 638 TIFF files, inserting 56, 146
4-column journal lists 248 timeout error message 586
auto-completion 235 Titles 132, 380
automatic updating 235, 237 changing case 514
capacity 236 entering 132
chemistry 242 in manuscript template wizard 266
creating 247 shortened forms 134, 436
customizing delimiters 247 sorting 223
deleting terms 245 toolbars
editing terms 245 CWYW 535
entering new terms 236 CWYW in Word 262
exporting 249 EndNote X in Word 262
humanities 242 main EndNote 534
important points 236 text 534
importing 242 Tools menu
importing EndNote Journals files 253 Configure Handheld Sync 542
importing into 242 Data Visualization 231
inserting terms into references 243, 244, Format Paper 321
247 in Word 34, 260
introduction 235 Manuscript Templates 264
journal abbreviations 248, 253 Recover Library 110
Journals term list 248, 250 remote database searching 156
medical 242 Spell Check 151
pasting text into 239 Subject Bibliography 354
predefined (default) lists 247 Term lists 235
preferences 521 tour of EndNote 39
removing links to fields 249 Track Changes in Word 257, 585
renaming 246 transferring
sharing 249 libraries, Mac to Windows 115
updating from references 239, 240 libraries, Windows to Mac 115
using with Find, Change Text, and Change references between libraries 141
Field commands 243, 244 term lists between libraries 249
terms (see term lists) traveling library (CWYW) 311
Terms menu 238, 246, 248 exporting to EndNote 312
Terms tab, subject bibliography 363 troubleshooting 579, 615
Tertiary Author 415 Add-in installation (Word) 584
text before citations 282 connections 585
text encoding, when importing data 494 damaged library 584
text files 638 double-byte characters 582
text in bibliographies 411 empty library 583
Text menu 409 firewalls and proxy servers 586
Text Only export 342 library compatibility 582
text styles, in formatted references 409 Track Changes in Word 585
Text toolbar 534 Unicode characters 581
text translation 178 Truncation attribute 496
importing 73 turn on/off instant formatting 291, 530

664 Index
types of references (see reference types) Use Number Ranges option 421
typing User dictionary 526
citations into your paper 278 User ID 494, 588
EndNote suggests terms 235, 243 using multiple computers 313, 336
Typing Display Font command 139 USMARC 494
printing font 345 UTF-8 242, 525

U V
UnCover 631 vertical bar (|) 413, 460
underline 139, 409 VHL 631
Undo command 126 viewing information in references 120
unformatted citations, definition 268 Virtual Health Library 631
unformatted papers 330 Visio files, inserting 148
Unicode 45, 122, 143, 144, 242, 507, 525, 544, vol. 411, 413
581, 639 VPAT 22
uninstalling EndNote 36
unlinking field codes (CWYW) 314 W
Unmark All 393, 449 Web addresses
Unpublished Work reference type 612 clickable links 136
Unselect All command 125 entering 136
unselecting references 125 Link to URL 225
unzipping a compressed library 106 opening a linked URL 229
Update List command 199, 236, 239 Web browser, setting a default 519
canceling 239 Web of Science 625, 632, 639
important points 239 base URL 520
journal abbreviations 250 full record charges 172
updating hot URL 172, 639
EndNote enhancements 35 importing from 180
figure lists 303 local servers 172
getting the latest filters, styles, connection searching 172
files 35 Web pages
Journals list 250 exporting/importing references 74
term lists 239 Web site, EndNote 21, 22
updating term lists 237, 521 WebFeat 625
during data entry 522 WebSPIRS 631
when importing or pasting references 522 Whole Names 463
upgrading WilsonWeb 625, 632
converting EndNote Journals files 253 window
from earlier versions 32 close 47
uppercase to lowercase 469 open 47
URL field 381 reference 47
URLs 136 window corner 97, 101, 120
clickable links 136 Window menu 121
definition 224, 639 Windows 313
entering 136 Windows installation 29
jump to Web of Science reference 172 Windows registry 506
linking to 225 wizard, for Word Templates 264
Use attribute 496 Word begins with, as Search option 208
Use Default Browser option 519

Index 665
word processor files
compatibility 319
copying references from 194
CWYW compatibility 257
WordPad 319
WordPerfect 319
working on different computers 313, 336
World Wide Web 342
WoS (see Web of Science)
www.endnote.com 21, 22

X
XML
exporting 342
importing 180

Y
Year field 132
years
2-digits 402
entering 132
exclude from citation 275
in temporary citations 280
letters after 421
omitting from citations 279, 281
searching 204
Your 386

Z
Z39.50 155, 639
command line searching 500
zipped libraries 106

666 Index