Introduction To EndNote X8 PDF
Introduction To EndNote X8 PDF
www.salford.ac.uk/skillsforlearning
@skillupUS
Introduction to
EndNote X8
Anne Sherwin
Academic Support Librarian for
Computing, Science and Engineering
[email protected]
Contents
Part 1: Introduction .................................................................................................................................1
What is EndNote? ................................................................................................................................1
How to obtain EndNote......................................................................................................................1
EndNote for home use .......................................................................................................................1
Part 2: The EndNote Library.................................................................................................................. 2
An introduction to EndNote libraries................................................................................................ 2
Library overview ................................................................................................................................ 3
Reference overview ........................................................................................................................... 4
Creating your own EndNote library .................................................................................................. 5
Importing a Term List for journal titles ............................................................................................. 6
Part 3: Adding References to Your Library .......................................................................................... 7
Importing references from Web of Science ..................................................................................... 8
Editing records ................................................................................................................................... 9
Importing references from Academic Search Premier .................................................................. 10
Importing the fulltext PDFs .............................................................................................................. 12
Attaching PDFs manually ..................................................................................................................13
Annotating PDFs ...............................................................................................................................15
Importing PDFs to create new records........................................................................................... 16
Importing references from Google Scholar ................................................................................... 18
Using Library Search for book records ........................................................................................... 20
Adding references manually............................................................................................................ 22
Author & editor names .................................................................................................................... 23
Attaching images ............................................................................................................................. 24
Part 4 : Organising Your References .................................................................................................. 25
Using groups .................................................................................................................................... 25
Creating a custom group ................................................................................................................. 25
Creating a smart group .................................................................................................................... 27
Creating a group set ........................................................................................................................ 28
Duplicate records ............................................................................................................................. 29
Part 5 : Cite While You Write .............................................................................................................. 30
Inserting citations & bibliographies into a document ................................................................... 30
Temporary citations ......................................................................................................................... 32
Direct quotations and page numbers ............................................................................................. 33
Changing the citation format .......................................................................................................... 34
Adding multiple citations ................................................................................................................ 36
Creating secondary citations ........................................................................................................... 38
Deleting citations ............................................................................................................................. 39
Inserting images into your document ............................................................................................ 40
Exporting a bibliography ................................................................................................................. 42
Some things that might go wrong .................................................................................................. 43
Has your Reference List disappeared? ........................................................................................ 43
Is your Reference List in a different font? .................................................................................. 43
Are there initials in your citations? .............................................................................................. 44
Part 6: EndNote Online........................................................................................................................ 46
EndNote Sync ................................................................................................................................... 46
Using EndNote Online ..................................................................................................................... 47
Part 7 : Getting Help ............................................................................................................................ 48
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Part 1: Introduction
What is EndNote?
EndNote is a reference management software package which is used to manage
bibliographies and references when writing assignments, dissertations, theses and
articles. The software is available for both PC and Mac, and there is a web version which
you can use anywhere.
If you wish to purchase your own EndNote licence for Windows or Mac, you can receive a
student discount by ordering it via the Student Software Portal at:
https://lssoftware.salford.ac.uk/
There is also a Web version of EndNote that you can use anywhere. It is less sophisticated
than the software version, but it is useful for making a back-up of your EndNote library,
sharing references – and it is yours for life.
Please see Part 6, pp. 46-48, for more information about EndNote Online.
1
Part 2: The EndNote Library
An introduction to EndNote libraries
o Each Library has a corresponding folder with the extension .Data. This folder
will have the same name as the Library, and it is where images, PDF files, etc.
are stored. If you move, copy, rename or delete a Library remember to do the
same with its corresponding .Data folder.
o There is no limit to the number of references you can store in a Library, although it is
recommended that you do not exceed 100,000 to maintain efficient performance of
the database.
o Although the software allows you to create as many Libraries as you wish, it is strongly
recommended that you keep all your references in just one Library. This way you will
know where to find them, and will not create duplicate records in other Libraries.
o Within your Library you can create Groups (or subsets) to help you organise your
references. See Part 4, pp. 25-29, for information about creating and using Groups.
o References can be transferred easily between EndNote X8 and EndNote Online, so you
may choose to use the full software when you are University and the Web version when
you are at home. It is highly recommended that you use EndNote Online to back up
your EndNote references. You can also use EndNote Online to share references and
work collaboratively with others. Please see p. 46 for information about EndNote Sync.
o EndNote X8 allows you to share your entire EndNote library with up to one hundred
people (who are using EndNote X7 or X8), no matter where they are located or what
organisation they are affiliated with, and everyone can add to, annotate and use the
library at the same time. If you are working as part of a research team and wish to use
this service, please see the advice at:
http://endnote.com/product-details/library-sharing
2
Library overview
The EndNote Library screen is split into three panes: a Reference List pane, a Groups
pane, and a Tab pane.
3
Reference overview
To see all the details for a reference you can either use the Reference tab, or
double-click on it in the Reference List pane.
4
EndNote has some features to help with your information management. To help you keep
track of your workload you can mark records when you have read them, and also assign a
rating to remind yourself how useful you found the paper.
Click Save.
Your new Library will have been
created and will open automatically.
5
Importing a Term List for journal titles
Depending on the subject area you are working in you may wish to import a Journal Term
List into your EndNote Library before you start saving any references.
If you are working in fields such as Medicine and Biosciences, some referencing styles
require you to use officially recognised abbreviations for journal titles and other styles
want full journal titles – and the databases you are retrieving records from may use full
titles or abbreviated titles. A Journal Term List will give you the flexibility to use either form
of title.
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Part 3: Adding References to Your Library
When you search databases to find journal articles, books and other information it is
usually possible to import the records you find directly into EndNote. This has the
advantage of allowing you to import references accurately without having to re-type all
the information yourself.
Most databases contain a download or export button that will send your search results
directly to EndNote, pick the correct import option to start the import process. If you have
your EndNote Library open before you start your records will be imported automatically.
If you Library is not open EndNote will prompt you to open it.
In a few databases importing records is a two-step process where you save the results of
your search into a file, then import that file into your EndNote library using an Import Filter.
For instructions about how to import records into EndNote from the databases provided by
the Library, please see the separate guide: “Instructions for Downloading from Databases into
EndNote”, available at:
www.salford.ac.uk/library/help/workbooks/endnotedwnld.pdf
Please note that with some databases it is not possible to import references automatically
into EndNote. In these cases you will need to either type the information in manually or
copy and paste it into the appropriate reference form, following the instructions on pp. 22-
23 of this guide.
Note: Before you try to import any records into EndNote you should
make sure you have your reference list displayed – like this.
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Importing references from Web of Science
5. At the results
screen, tick the
checkboxes next to
the records you want.
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8. Return to your EndNote library. Note that the references you have
just downloaded are in a Group called Imported References.
Editing records
Sometimes the records you import will have titles all in capital letters. This will create
incorrectly formatted references in your bibliography, so you will need to edit these
records.
Click the Change Case [Aa] button and make your selection, then click the Close [X]
button to save your changes.
As a general rule, article and chapter titles are in sentence case, i.e. capital letter for the
first word and proper nouns only.
Book and journal titles usually have a capital letter for all the main words.
Remember to replace capital letters for any proper nouns. The above reference will now
be correctly formatted, as such:
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Importing references from Academic Search Premier
10
Click the Select box,
so that all the records
are ticked.
Remember to check that the information that you have just imported into EndNote is
correct and complete. If necessary, edit any records according to the instructions on p. 9.
11
Importing the fulltext PDFs
EndNote can locate and import fulltext PDF articles. Select one or more references, a
group, or your entire library and have EndNote scan for fulltext available to you. When the
fulltext is found, EndNote downloads it and links it to the appropriate reference
automatically.
Please note that the success of this facility will depend on which database you got the
references from, and whether we have access to the fulltext articles. It will also be more
successful when you are using a University-network PC, as the system will recognise that
you are entitled to fulltext access.
Go to All References.
Click on one of the items in the Reference List area, so that it is highlighted,
then go to the Edit menu and choose Select All (or use the <Ctrl> + A keys).
This will highlight all the references in the list.
Click the Find Full Text icon. (If you hover you mouse over
the icons these boxes will tell you what they are for.)
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If the download has been successful you will
see a paperclip icon in the Reference pane,
which indicates there is a file attached.
If EndNote cannot find and attach the PDF for you automatically (see pp. 12-13) you can
try to find the file yourself, save it, and then attach it to the reference manually.
Please note that you won’t always be able to access fulltext articles – the Library does not
subscribe to everything! For things we do not have, use our Document Delivery Service:
http://www.salford.ac.uk/library/use/document-delivery
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Make sure you have the correct
reference highlighted.
When you insert a PDF file or an image, EndNote copies the file and places the
copy in a .DATA folder, which is found in the same folder as the main library file.
If you move your library to a different computer, , remember to always copy the
.DATA folder along with the library.
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Annotating PDFs
EndNote allows you to easily view and annotate the PDFs you have attached to your
references. Open the PDF you want to read, using the Open PDF icon (see p. 14).
Select PDF Notes from the menu, then type in words you
used in your sticky note.
Click the Search button, and any references with matching PDF notes will be displayed.
15
Importing PDFs to create new records
EndNote allows you to convert existing collections of PDF files into EndNote records, by
extracting DOI information from the PDF files, matching it with data from CrossRef
(www.crosssref.org) and capturing bibliographic
content.
What is a DOI?
A DOI (Digital Object Identifier) is a unique string of characters used to identify an electronic journal
article or (less frequently) an electronic book. Unlike a URL, a DOI is permanent – therefore using a
DOI in a bibliographic reference provides a persistent link to the article.
To retrieve an article where you have the DOI, turn it into a URL by preceding the DOI with the
following:
http://dx.doi.org/
e.g. http://dx.doi.org/10.1016/S1474-4422(14)70320-5
Before you start you should save your PDF files into a single folder – this will make the
importing quicker.
Select Folder.
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Click the Choose button and
browse to the folder where
you’ve got your PDF files
saved.
The PDF files will be imported (you can see this from the paperclip icon) and the
records will be created from the information in each file.
If you import a PDF that doesn’t have a DOI, or the DOI is incorrect, it will create an
EndNote reference that looks like this. The file will be attached to the record, but the only
information that has been captured will be the filename, which is used as the title.
Or you might prefer to search for the record again, and import the reference from a
database or Google Scholar.
17
Importing references from Google Scholar
18
Because Google Scholar is a free resource you will not get the same amount of information
that you would from a subscribed database. However, once you have imported a record
from Google Scholar you can ask EndNote to look for updates to improve the record.
19
Using Library Search for book records
You will probably need to use books in your research as well as journal articles. You can
save records for books from Library Search, but they may need some editing before they
will create correct references.
20
Records for books imported from Library Search often need editing.
Double-click on the imported reference to open it.
When you have finished editing the record click the close [x] button to
save the changes.
Waller, G. A. (2010). The living and the undead : slaying vampires, exterminating zombies
(New ed.). Urbana, Ill.: University of Illinois Press.
21
Adding references manually
Usually, references will be added to your Library by importing them directly from online
databases, but occasionally you will need to make a manual record – for example, for a
webpage, blog or unpublished report which doesn’t have an electronic record for it.
Sometimes, you will also need to edit records that you have imported from databases.
Type in the information into the relevant fields – see p. 4 for more
information.
Remember that every reference has to have all of the following
elements, otherwise it will be incorrect:
Who - wrote or created it.
When - it was published of produced.
What - is the title of the work.
Where - you found it (or how to find it) - Place of Publication and
Publisher; Volume, Issue and Page Numbers; DOI; or URL.
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Author & editor names
When you have more than one author or editor, each of their names should
be typed on a separate line, i.e. press the <Enter> key after each name.
o If you are entering initials instead of full names, be sure to type a full stop or a space
between initials, (for example "Fisher, J.O." or "J O Fisher"), otherwise EndNote
interprets the initials as a single name: "Jo."
o Wherever possible, use full names.
Corporate authors
o When entering corporate authors (companies, institutions, organisations, etc.), put a
comma after the name, for example:
University of Salford,
This ensures it will be correctly formatted by EndNote.
o If your corporate author name includes a comma in the name itself, use two commas
in place of the first comma, for example:
Institute for Social Research,, University of Salford
Anonymous works
o 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.
o 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 – in
which case you should type Anonymous into the author field.
New entries for Authors, Editors, Journal Titles and Keywords will appear in red. EndNote
has an auto-complete function which will complete the typing the next time you use that
author, etc.
23
Attaching images
EndNote allows you to embed images, figures, tables, charts, etc. into your references.
This is a useful way to store any graphic material you find in the course of your research.
You can insert a graphic file into the Figure field of any EndNote reference. 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
catalogue images and files, and may contain minimal reference information. EndNote can
then be used to insert figures and format a list of figures (if appropriate) in your paper.
You can find out more about working with images in the guide “Referencing Images and
Tables” available at:
www.salford.ac.uk/skills-for-learning/home/using-and-referencing-
information/referencing
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Part 4 : Organising Your References
Using groups
Groups make it easy for you to organise your references without having to make multiple
EndNote libraries.
There are several types of groups to help you organise your references in EndNote. Some
of these groups are automatically generated and some are ones that you can create
yourself. You can further organise your references by storing multiple groups in custom
Group Sets.
You can create custom groups as you wish, in order to organise your references. You might
wish to make groups for each chapter of your thesis, or for different papers you are
working on.
25
A box will appear in the Groups
pane.
Type in a descriptive name for the
group you have just made, then
click the <Enter> key.
26
Creating a smart group
Smart groups are built with search strategies, for example, works by a particular author or
matching some subject keywords. Smart groups are dynamically updated as you add
references to and edit references in the library.
27
Creating a group set
If you make custom groups and/or smart groups to help you organise your references,
before long you might end up with a large number of groups. To help you organise your
groups you can create group sets.
28
Duplicate records
As you add more and more references to your EndNote Library, from a variety of
databases, it is likely that you will get duplicate records for the same item.
To avoid anomalies in your citations and references once you start adding them to your
Word document, you need to ensure that you only have one record for each item. (This is
another reason to only use one EndNote Library).
Note that the criteria used by EndNote to identify duplicate records won’t always catch all
of them. You will still need to look through your Library and delete any records you don’t
want. It is probably easiest to do this if you sort your Library by ‘Author’ or ‘Title’. Click on
the column header to do this.
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Part 5 : Cite While You Write
EndNote works with Word to easily and quickly cite references, and create a paper with
properly formatted citations, a bibliography, figures, and tables.
This is all done using the “Cite While You Write” (CWYW) toolbar, which you will see in
Word once you have installed EndNote on your PC.
If you cannot find the CWYW toolbar please contact the ITS Service Desk, at:
[email protected]
- it is possible the EndNote program has not installed correctly on your PC.
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In EndNote:
4. Click once to highlight the
reference you want to use.
31
Temporary citations
When you are working on very large document (like a thesis) adding more citations will
get slower.
Writing at home?
If you want to continue writing at home but you don’t have EndNote on your PC you can
type in your own temporary citations. You must use curly brackets; type the author’s name
and year, for example: {johnson, 2010}.
When you open your Word document on a PC which does have EndNote installed (i.e.
when you get back to university) the temporary citations you have typed will automatically
format themselves and the references will be added to your bibliography.
32
Direct quotations and page numbers
Many referencing styles require that a citation for a direct quote (or one where you have
only changed the words slightly, for example, to ensure correct grammar) must include
the page number where you found it.
Page numbers are not required if you have paraphrased a source, however may still wish
to include them – they will help your reader pinpoint where you found an idea, especially
in a long work, such as a book or thesis.
33
The correctly formatted page number
will now be added to the citation.
Note: the EndNote templates for many styles are not set to accept page numbers as
described above. If this is the case with style you have chosen you can still use the Edit &
Manage Citations button to add a page number, but you will need to type it into the Suffix
field.
In your writing you will often integrate the author’s name into your text, for example:
In this case, you do not repeat the authors’ names in a citation at the end of the section.
To format your citation this way, place your cursor where you want the
author’s name to be – usually this will be at the start of your paraphrase.
34
Right-click on the citation you have just
inserted,
go to Edit Citation(s)
Your citation will now be correctly formatted, i.e. authors’ names incorporated into the
sentence, separated with the word ‘and’, and followed by the date in parentheses.
wording so it forms a grammatically correct sentence.
There may also be times where you have mentioned both the authors and the date of an
article in your text, (for example, In his book of 2010, Austin detailed the ….) and therefore
do not need either in your citation. You do still need the reference in your bibliography,
and you should use EndNote to insert this.
Place your cursor where you would normally add the citation, i.e. at the end of the
sentence.
Go to EndNote and add the citation in the usual way (see pp. 30-31).
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Right-click on the citation
you have just inserted.
The citation will be removed from your text, but the coding remains
which ensures that the reference will stay in your bibliography.
There will be times when you have summarised the content of two or more different
papers into a single sentence or paragraph, and will need to insert a multiple citation.
36
In EndNote, hold down the <Ctrl> key while you select the references
you wish to cite, then click the Insert Citation button.
The multiple citations will be inserted in your document in the correct format – in this case, all
three articles are enclosed in one set of parentheses, in alphabetical order and separated by
semicolons. This will vary according to the reference style you have chosen.
You may wish to add more works to the multiple citation, for example, you have read another
work that supports your statement. To do this, click anywhere on the citation so that it is
highlighted, then return to EndNote and use the Insert Citation icon to insert the new citation.
37
Creating secondary citations
There are times that you will find something referenced in a book or an article that is so
useful or interesting you want to use it in your own writing. This might be a citation for
another article, or an illustration, graph or table take from another work.
Generally, you should try to find and read the original work and use that as the source of
your citation and reference. However, there are times when this isn’t possible, for
example, you may not be able to get hold of the original work, it is in a language you can’t
read, or the citing author has summed up the ideas in the original more succinctly or
elegantly than you could ever manage.
When you use a secondary citation like this, your in-text citation should mention both
works but your bibliography only includes a reference for the work you have actually read
yourself. You can use the CWYW tools to format a citation in this way.
Insert the citation for the article you have read, then
click on the citation so that is highlighted then click the
Edit & Manage Citation(s) button on the toolbar.
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This will format the secondary citation and add
the correct item to your bibliography.
Deleting citations
Nor can you delete a citation you have put in the wrong place by
using the ‘Undo’ button in Word.
Your citation and all its coding will now be removed cleanly from your document.
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Inserting images into your document
If you have attached images to your EndNote records (see p. 24) you can use EndNote to
insert images and captions into your document.
Note: for a large document with several chapters (for example, your thesis) you may prefer
to insert your images manually and use the Word Caption Tools. There is a great video to
show you how this is done here: http://media.salford.ac.uk/Play/10355 - and lots more
useful information about formatting your thesis or dissertation at Skills for Learning:
http://www.salford.ac.uk/skills-for-learning/home/it-and-digital-skills/dissertations
To insert an image into your document first press the <Enter> key once or twice to make a
space where you want the image to go.
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Depending on the bibliographic style you have chosen, the image you have
just inserted may be displayed in “List of Figures” at the end of your
document, with a Figure reference in your text – as in these examples.
In other bibliographic styles, the image will be displayed in the body of your text. If you
wish, you can edit your Output Style in EndNote to determine how images are displayed.
Whenever you use illustrations, graphs, tables, etc. in your writing you should explain the
purpose of them, and cite them as you would for any other literature you have used. For
more information see the “Referencing Images and Tables” guide, available at:
www.salford.ac.uk/skills-for-learning/home/using-and-referencing-
information/referencing
You should have separate bibliographies for ‘Lists of Figures’ and ‘Lists of Tables’. EndNote
doesn’t generate these automatically, so to create them follow the instructions on the
next page, Exporting a Bibliography.
Before you export your List of Figures it is a good idea to put them all into a group. You
can make a Smart Group (see p. 27) as follows:
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Exporting a bibliography
Sometimes you may wish to use EndNote just to produce a bibliography for you – for
example, you may prefer to type your in-text citations yourself, or you may wish to create
a separate list of illustrative material (see above).
This can be done within your EndNote library; the exported bibliography may then be
copied and pasted into your document.
42
Some things that might go wrong
Don’t be alarmed. Your ‘Instant Formatting’ has turned itself off. These are called
Temporary Citations, and there is more information about them on p. 32.
43
Are there initials in your citations?
If you don’t need initials to differentiate citations (for example, the works are from
different years) you can ask EndNote to stop including them.
44
Click Ambiguous Citations,
then click to un-tick the Include the author initials … box.
Go to the File menu and use Save or Save As to save the style
with the same name (e.g. APA 6th.)
Click the Update Citations and Bibliography button in Word document and the initials will
be removed.
Note: in this case, the letters a and b have been added to the citation to distinguish between
works written by the same person in the same year. EndNote does this for you automatically.
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Part 6: EndNote Online
It is highly recommended that you use EndNote Online to make a back-up of your EndNote
library. By synchronising your EndNote X8 library with your Online account your references
will be backed up every time you open or close your library, and you will be able to access
them anywhere you have internet access. You can also install the EndNote Online CWYW
tools in Word on your home computer.
Your EndNote Online account is yours for life, which means you will still have access to
your references after you have left Salford.
EndNote Sync
46
Enter your email address, first and last
names in the boxes provided, and make
yourself a password following the
guidelines provided.
When you have completed this, click the
Sign up button.
Click the LOGIN link (top right-hand corner) and log in with your email address and the
password you have just made.
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Although the principles of using EndNote Online are the same as using the software
version, it looks quite different and the processes for saving references into it and using
the CWYW tools are also different.
There is a full guide to using EndNote Online on the Library website at:
http://www.salford.ac.uk/library/help/user-guides/general/EndNote-Online.pdf
o For any help using EndNote please contact the Academic Support Librarian for your
subject area. Their details can be from the Choose a subject menu at:
http://www.salford.ac.uk/library/help/academic-support
o The EndNote website provides a huge amount of help, including online tutorial guides
and videos, FAQs and a Knowledge Base, a user forum and Customer Support:
http://endnote.com/
Available at http://www.salford.ac.uk/skills-for-learning or
access through the logo on the Student Channel.
A wealth of advice, tutorials and guides to finding and using information, academic writing
and referencing, and much more, plus information about classes you can book on to and
where you can get one-to-one help.
Also see:
• Blog: blogs.salford.ac.uk/digital-literacy-skills
• Facebook: www.facebook.com/skillsforlearning
• Twitter: @skillupUS
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