A quick guide to EndNote 21

EndNote is bibliographic management software which allows you to create your own personal
database of references - known as an EndNote 'Library'. EndNote works with MS Word to add
citations to your work and automatically create correctly formatted reference lists.

1: Installing the software

The EndNote 21 software is installed on all open-access PCs at Salford. You can also install it on
your own device.
o Before you begin the installation make sure all copies of Word, Outlook and PowerPoint are
closed.
o Go to the Student Software Portal: https://lssoftware.salford.ac.uk and log in with your
network username and password.
o Click on EndNote so that it is highlighted, then scroll down to the bottom of the screen and
click Next.
o You will be given a link to install EndNote and a product key. Copy the product key.
o Click the link, then go to the Select Your Product menu and select EndNote
o Click the Download EndNote link, then select the EndNote 21
version you want – Windows or Mac.
o Follow the EndNote installation instructions (accept all the default settings) and enter the
product key when prompted.

2: Creating an EndNote library

o Click the Start button.

o Scroll down to EndNote into the programs list, then click on the EndNote icon.
o When EndNote opens, accept the licence agreement, then close the ‘Welcome to EndNote’
box (if it appears).
o Go to the File menu and select New.
o Make sure that you save your EndNote library to your C: drive, for example, your desktop or
Documents folder. DO NOT save it on cloud storage, e.g. OneDrive.

Note: You should only make ONE EndNote Library. You can save up to 100,000 references into an
EndNote library, so it will be big enough. Don’t make separate libraries for different assignments,
etc. as this may lead to conflicts when you start using it with Word. You can make Groups (see p.
8) to organise your references.
You do not need to save your EndNote Library when you have finished working; it saves
automatically as you add references to it.

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3: Saving references from Library Search
o Open Google Chrome and go to the Library website: www.salford.ac.uk/library
o Open Library Search.

Type in your keywords and click the search icon.

When you have found the record you want to

save click the quote symbol ” next to it.

Click Export RIS,

then click DOWNLOAD (you
might to scroll down to see it).

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 Got to your Downloads,
then click the .ris file to
open it in EndNote.

4: Editing references in EndNote

Records saved from Library Search and many of our databases may need some editing in
EndNote to ensure they generate correct APA 7th references.

Check any references for books that

you have saved from Library Search.

Click on the one you wish to edit, so

that it is highlighted.

Click Edit, then scroll down to the Edition field.

If the word ed. or edition appear, delete it.
The number needs to be written as a number,
e.g. this example should be 4th

Click Save when you have finished making the

changes.

Also check references for journal articles saved from Library Search – you may need to edit the
Article Number if there is one (see p. 5).

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5: Saving references from Science Direct

o Go to the Library website: www.salford.ac.uk/library and open Library Search.

o Click the Database Search link.
o Type ScienceDirect into the Search box.
o Click the Online access link.
o Click the ScienceDirect link.

Type in your keywords, then

click the Search icon.

Click the checkboxes

next to the articles you
want,

then go to the Export

menu.

Click Export citation to RIS,

then open the downloaded
file as before (see p. 3).

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 6: Editing references from ScienceDirect
References you save from ScienceDirect will need some editing.

Scroll Click
downon one
and of the
look records,
at the so that it is
record:
highlighted, then click Edit.

Scroll down and look at the record:

If there is an Article Number

(instead of a range page numbers)
in the Pages field, cut & paste it into
the Article Number field.

If the DOI has been converted into

a URL (as in this example), cut &
paste it into the URL field. If there is
already a URL there, delete it first.
If it is a DOI (string of characters,
not hyperlinked) leave it here.

When you have finished making your

changes, click Save.

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To find out how to save references from other databases into EndNote please see the separate
guide Downloading References from Databases into EndNote, available on the Skills EndNote
page:
https://www.salford.ac.uk/skills/referencing/endnote-reference-management-software

7: Getting the full text

So far, we have only been saving the bibliographic details (authors, titles, etc.) into EndNote. If an
article has a DOI and is from a journal the Library subscribes to, or is open access, you can get
EndNote to find and attach the fulltext article.

Please note: this will only work with journal articles. Copyright law restricts the downloading of
entire books.

Go to All References then use Select All

(Ctrl-A) to highlight all your references.

Click the Search the Web icon (hover your mouse over
the icons to find the correct one).
EndNote will start searching for the full text.

The paperclip icon indicates that a PDF has been attached.

To open it, click to highlight the one you want, click the PDF tab.
Click the Open icon to view the PDF in full screen.

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8: Making manual references

A few of our databases do not have the option to save references directly into EndNote, so you
will need to make your own records for them. This is also the case with any material you find on
the web, such as reports, newspaper articles, government documents, webpages, etc.

Click the Add a new reference icon.

This will open a blank form for you to
fill in.

Select the Reference Type, e.g. Web Page, Newspaper Article, Blog Post.
Book is a good choice for most reports, standards, etc.

Fill in the Author, Year, Title and URL fields, and Publisher
if needed.
Note: if the author is the name of an organisation (rather
than a person) type a comma at the end of it. This will
ensure correct formatting in your citations and reference.
Click Save when you have finished.

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9: Making groups to organise your references

You can create groups as you wish, in order to organise your references. You might wish to make
groups for each chapter of your dissertation or thesis, or for different assignments you are working
on.

Go to the Groups menu

and select Create Group.

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.

If you are not already there, click All References, so all your references are displayed.
You can then start filing references in groups by dragging and dropping them from the
Reference List pane onto the group name.

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 Referencing
You must acknowledge all the words, ideas or research of other authors you have used in your
own writing. They must be referred to twice:

1. In the body of your text, the author’s name and the date of the work, enclosed in
parentheses. This is called an In-text Citation

2. In a reference list (bibliography) at the end of your document. This has full details of the
publication, such as author(s), title(s), publisher, volume and page numbers. This is called
a Reference.

Students on taught programmes (Undergraduate and Masters) must use the APA 7th style.

EndNote works with Word to insert citations into your document and automatically create a
correctly formatted list of references. 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.

9: Inserting citations into a document

1. Open your EndNote library.

2. Open your Word document. To practice you might like to
use some “play” typing like this:

3. In the document click the place where you wish to place a citation in the text. Remember
toInleave a space between the last character and your cursor, and that your citation is placed
EndNote:
before any punctuation (a comma or full stop).

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4. Click once to highlight 5. Click the Insert a Citation icon.
the reference you want
to use.

6. You should now see a citation in your text, and the

first reference in a list at the end of your document.

Not what you were expecting to see?

EndNote defaults to the ‘Annotated’ referencing style, which includes the
abstract. To change it go to the Style menu and select APA 7th.

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 10: Direct quotes

The APA 7th referencing style requires that a citation for a direct quote must include the page
number where you found it.

Remember that a direct quote should be placed in “quotation marks”, or indented from both
margins if it is longer than two or three lines.

1. Insert your citation, then click on

it, so that it is highlighted.
2. Click the Edit & Manage Citation(s)
button on the CWYW toolbar.

Check that the

correct citation
is highlighted.

Type the page number(s) in the Pages box. You do not

need to include p. or pp. – EndNote will do this for you.
Click the OK button.

The correctly formatted page number will now be added to the citation.

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11: Changing the citation format

In your writing you will often integrate the author’s name into your text, for example:
Ali et al. (2020) described the …

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.
Insert the citation in the usual way.

Right-click on the citation you have

just inserted,

go to Edit Citation(s)

and select Display as: Author (Year).

Your citation will now be correctly

formatted, i.e. authors’ names
incorporated into the sentence, and
followed by the date in parentheses.

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 12: Adding multiple citations

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.

In your document, place your

cursor where you need to put the
citation.

1. In EndNote, hold down the <Ctrl> key while

you select the references you wish to cite.

2. Click the Insert a Citation icon.

The multiple citations will be inserted in your document in the correct format – all three articles
are enclosed in one set of parentheses, in alphabetical order and separated by semicolons.

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13: Deleting citations

Because of the large amount of coding behind each citation you insert, you cannot simply remove
a citation by using the <Delete> key. Nor can you delete a citation you have put in the wrong
place by using the ‘Undo’ button in Word.

To remove a citation you must use the CWYW tools.

Your citation, all its coding, and its matching reference (if this was the only citation for it) will
now be removed cleanly from your document.
Click on the citation so it is highlighted, then
click the Edit & Manage Citations button.
Getting Help

o More help with referencing and EndNote can be found on the Skills site:
https://www.salford.ac.uk/skills/referencing/apa-7th-edition
o If you have any enquiries please contact the Academic Support Librarian for your subject area.
Their details can be from the Choose a subject menu at:
Click the arrow on http://bit.ly/sflsubject
the Edit Reference button,
and select Remove Citation.

Click the OK button.

Getting Help

o More help with referencing and EndNote can be found on the Skills site:
https://www.salford.ac.uk/skills/referencing/apa-7th-edition

o If you have any enquiries please contact the Academic Support Librarian for your subject area.
Their details can be from the Choose a subject menu at:
http://bit.ly/sflsubject

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