EndNote Tutorial

EndNote Tutorial

• Getting started
• Importing from Databases
• EndNote and Word
• Manage Your Library
Getting started
 Why use EndNote?
• EndNote allows you to create your own personal
database of references, known as an EndNote
'Library'.
• EndNote also works in conjunction with Microsoft
Word allowing you to:
✓easily insert references from your EndNote Library into
your Word document
✓automatically create a bibliography at the end of your
document in the reference style of your choice!
• By using EndNote to store the references you gather
in the course of your studies or research, you can
lessen the headaches normally associated with
referencing your assignments and creating
bibliographies.
• EndNote is compatible across platforms.
Check the system requirements for more
details.
• Before upgrading:
– Backup your EndNote library and DATA folder
– Uninstall earlier versions of EndNote
– It is recommended that you unformat Word
documents formatted with earlier versions of
EndNote that you plan on using with EndNote X6.
Opening EndNote and Creating a Library
• Once EndNote is installed on your computer
an EndNote icon appears on your desktop.
Double-click to start EndNote. If this icon
doesn't appear, click Start > All Programs >
EndNote > EndNote Program.

It is recommended that you create just one library for all of your references.
Typing references into your Library
 Typing references into your Library

• Books
• Book chapters
• Journal articles
• Websites
• Also can add references from your searches of
library databases
 Books
• References to books generally include the
following elements:
– Author,
– Title,
– Place of publication,
– Publisher
– Year of publication

e.g. Fellows, P. (2009). Food processing technology:

Principles and practice (2nd ed.). Cambridge:
Woodhead.
 Book chapters
• References to book chapters generally include the following
elements:
– Authors
– Year of publication
– Chapter title
– Editor
– Title of book
– Place of publication
– Publisher
– Page number

e.g Calvo, Lourdes, & Cocero, María José. (2009). Concentration

of Bioactive Compounds by Adsorption/Desorption. In M. Angela
A. Meireles (Ed.), Extracting Bioactive Compounds for Food
Products: Theory and Applications (pp. 403-439). Boca Raton:
Taylor & Francis Group, LLC.
 Journal articles
• Your reference will include the information
you need to locate the article within the
journal. Most importantly these are the:
 Websites
• References to websites generally include the
following elements:
– Author
– Year of publication
– Title of page
– Date the page was accessed
– URL
e.g Kerrigan, S (2007). Fort Scratchley: An history
site. Retrieved from 19th February, 2009, from
http://www.fortscratchley.org
 Saving and closing references
• References are automatically saved to a Library
when they are closed. You can do this by:

You can remove the very last change made to a

reference via the Edit > Undo command before closing
or saving a reference.
 The Reference List Panel
• The EndNote X6 Reference List Panel can display up to 10
columns. You can change the columns available in the Panel.
• There is no limit to the number of references included in an
EndNote Library (however, a maximum of 50,000 is
recommended for efficient performance).
• You can change the sort order of your Library by clicking on a
column heading.
• Each line within the Reference List Panel represents an
individual reference.
• References without authors are displayed first in the Reference
List Panel, and when sorted alphabetically by author.
• The number of references included in a Library is displayed at
the bottom left of the Reference List Panel (as well as in the All
References group).
 Opening references

The Reference Windows for each reference will be

opened. To move between each reference click Window,
then select the reference required. A maximum of 10
references can be opened at the one time.
 Now you have completed this module
you will understand how to …
• Identify the benefits of using EndNote
• Create an EndNote Library
• Manually add references to your Library, using the
appropriate reference type
• Observe the guidelines for entering data into EndNote
fields
• Identify the elements of an EndNote Library Window.
Importing from Databases
 Learning outcomes
This module will help you understand how to import references
from library databases into EndNote. After completing this module
you will be able to:

• Direct export references from library databases into EndNote

• Use import filters to transfer references saved from library
databases into EndNote
• Locate and download additional import filters and connection
files if necessary
• Check the quality of records transferred from databases and
edit as necessary.
 Library databases and EndNote
• In addition to typing references into your
Library, it is possible to import references you
need from the databases into EndNote.
 Importing references from databases
into EndNote
• Direct export: Most databases allow you to
automatically transfer references from the database
into EndNote. Direct export is the simplest and
easiest method available.
• Import Filters: Some databases do not provide a
direct export option. For these databases, you may be
able to save references as a text file, then import into
EndNote using an import filter.

Endnote provides another feature, called online search,

which makes it possible to search library catalogues
(such as NEWCAT) directly from your EndNote Library.
Tips on importing references into EndNote
Now you have completed this module
you will understand how to …
• Direct export references from library databases into
EndNote
• Use import filters to transfer references saved from library
databases into EndNote
• Use a connection file to connect to, and search NEWCAT
from your EndNote library
• Locate and download additional import filters and
connection files if necessary
• Check the quality of records transferred from databases
and edit as necessary.
EndNote and Word
 Learning outcomes
This module will help you to understand how to use EndNote and
Microsoft Word together to format your in-text citations and
create bibliographies. By the end of this module you will be able
to:

• Use the Cite While You Write commands in Word and EndNote
to insert references from your EndNote Library into a Word
document
• Select appropriate reference styles
• Edit citations in Word documents, to include notes or page
numbers, or exclude author names or publication year
• Create independent bibliographies and annotated
bibliographies for your assignments.
 Cite While You Write commands
• You can automatically create citations and
bibliographies in your Word documents when using
EndNote with Word. EndNote assists you to do this via
a number of additional commands that are available
within Word when EndNote is installed.

• These commands allow you to switch between the two

programs, and to easily insert references from an
EndNote Library into a Word document. These
commands are called ‘Cite-While-You-Write’ (CWYW).
 CWYW commands in Word
• These are the CWYW commands that appear
in Word.
 CWYW commands in EndNote
These are the CWYW commands that appear in EndNote.
These commands are only active when you are using Word
and EndNote together.
Insert Citation - Returns you to Word,
inserting the selected citation(s) from your
EndNote Library into your Word Document.
Format Bibliography - Select to format, or
re-format, a Word document.

Return to Word - Returns you to Word.

CWYW commands in EndNote
 Adding citations to a Word document

• There are several methods for inserting references

from your Library into a Word document. For each of
these methods, you must first position your cursor at
the place in your Word document where you want
the in-text citation to be inserted.
• The following 2 methods are the most commonly
used:
Using the Insert Citation command
 Using the Find Citation command
This method is useful if you are unsure which of the
references in your Library is the correct one. The Find
Citation command allows you to search your Library using
any word that appears anywhere in your Library’s
references.
• Other methods, such as copy and paste, and drag and
drop, are also available for including references from
your Library into a Word document.

• Once a reference has been inserted, an in-text citation

and bibliography entry will be created in your Word
document. If this does not happen automatically it may
mean that instant formatting is not switched on.

• Some styles also require you to insert citations into

footnotes.
 Instant formatting
If references you insert from EndNote into your Word
document look like this, {Khan, 2009 #10}, it could mean
that EndNote’s Instant Formatting feature has been
disabled. To enable instant formatting:
 Instant formatting

NOTE: It is recommended
that you unformat Word
documents formatted with
earlier versions of EndNote
that you plan on using with
EndNote X6. To unformat
citations, follow the
instructions above,
selecting Turn Off.
 Selecting a reference style
• A reference style is a specific format for
presenting your in-text citations and bibliography.
Your Faculty or School may require that you use a
particular referencing style - ask your lecturer if
you are unsure.
• EndNote X6 comes pre-loaded with most of the
popular styles for you to choose from (EndNote
calls these ‘output styles’). If the style you need is
not included, you can download additional styles.
 Selecting a reference style
• You can select a specific style (for example,
APA 6th, MLA and Vancouver):
Changing the reference style in EndNote
Changing the reference style in Word
Currently selected styles are included in the Styles
drop down list. If the reference style you require is
not listed there:

• Click the drop down arrow to the right of the

currently selected style, then choose Select
Another Style ... The EndNote Styles Window
appears, lists all the available reference styles.
Styles may be re-sorted by clicking on the Name
or Category column headings.
• Select a style by clicking on the style name, then
click
 Editing your in-text citations
It is possible to edit in-text citations once they are
added to your Word documents. For example, you
may want to omit an author or year of publication,
or add page numbers or notes.
 Creating a standalone bibliography (for
example, an annotated bibliography)
• There may be times when you need to create just
a list of references on its own, for example, an
annotated bibliography for an assessment task.

• There are several methods you can use to create

this:
1. Using the Export command
2. Using the Copy Formatted command
Using the Export command
 Using the Copy Formatted command

The font used with the Copy Formatted command is the

EndNote General Display Font. Alternately, you can
highlight the text and change the font from within Word.
 Now that you have completed this
module you will understand how to …
• Use the Cite While You Write commands in Word and
EndNote to insert references from your EndNote
Library into a Word document
• Use the Style Manager and the Format Bibliography
command to select appropriate reference styles
• Edit citations in Word documents, to include notes or
page numbers, or exclude author names or publication
year
• Create independent bibliographies and annotated
bibliographies for your assignments.
Manage Your Library
 Learning outcomes
After completing this module you will understand how to:
• Customise your Library, and in particular:
– set a default library to open whenever EndNote is opened
– create customised fields to store quotes, course codes, etc
– create groups of references
– change the Library Window display
– add text to multiple references simultaneously
– change EndNote fonts
– change the default Reference Type
• Search the content of an EndNote Library
• Add full text documents and images to your Library
• Identify and delete duplicate references from your Library
• Use Term Lists to improve consistency and accuracy in your
Library
• Make a back up and compressed copy of your library.
 Customising your library
As you become more familiar with EndNote you may
want to customise its look and feel to suit your
personal needs. EndNote allows you to set personal
preferences for many of its features, including:
Setting a default library Changing your Library Creating customised
to open whenever Window display fields to store quotes,
EndNote is opened course codes, etc

Changing the default Adding text to multiple Changing fonts in

Reference Type references simultaneously EndNote

Creating CUSTOM groups Creating SMART groups of Updating imported

of references references references
 Attaching full text documents and images

• You are able to attach multiple files to each reference

included in your Library. These files can be an image,
graphic, diagram, pdf, MS Word or other common file
format.

• The actual document or image is stored within the .Data

folder, which is located in the same folder as your EndNote
Library. The .Data folder is automatically created when
your new Library is created.

• When moving between computers you must copy both

your EndNote Library and the associated .Data folder. You
will experience problems if you do not copy both the
Library and the .Data folder.
 Attaching full text documents
• You are able attach any of the common file types
to references in your Library, including audio &
multimedia files (wav, mp3, mov, Quicktime), PDF,
Microsoft
Access/Excel/PowerPoint/Project/Visio/Word
files, and text files (txt, rtf, html).
• To attach a full text document:
 Attaching images

You are able attach any of the common image files

(BMP, GIF, JPEG, PNG, TIFF) to references in your
Library.
 Using Find Full Text
• EndNote's Find Full Text feature allows you to select
references in your Library and automatically retrieve and
attach their PDF files. Whilst this feature does not work
perfectly it can save you time.
• Before using Find Full Text for the first time you must
configure your EndNote installation. Once this is
complete, to use Find Full Text:
 Searching your Library
• As your Library grows in size there may be times
when you need to search for sets of
references. EndNote provides a search tool which
allows you to search very generally, or restrict
searches to specific fields. Boolean operators may
also be used to broaden or narrow more complex
searches.
 Improving consistency and accuracy
with Term Lists
• A Term List is a list of all the entries or terms in a particular EndNote
field. EndNote automatically creates Term Lists for the author, journal,
and keyword fields. Term Lists are linked to the corresponding fields, so
each time you enter a term into one of these fields, the term is
automatically added to the corresponding Term List.

• Term Lists are specific to a particular Library, and are stored with that
Library.

• As you type text into one of these fields, EndNote finds the closest
matching term in the list and suggests that as the term to be entered.
Continue typing until EndNote suggests the correct term, then press
<Enter> or <Tab> to accept.
• If your text appears in red font this indicates that what you are entering
is a new term, and it will be added to the Term List once you close the
reference.
 Deleting references from your Library
• References can be deleted from your Library by highlighting the reference in
the Library Window and dragging the reference to the Trash, or pressing your
keyboard's <Delete> button.

• However, think carefully before you decide to delete a reference from your
Library.

• Each record in your Library is assigned a unique record number, which is used
when you insert references from your Library into your Word document.
• It is important that you do not delete any references from your Library which
you may have used in your Word documents.
• If you delete a reference which you have used in a Word document, and you
later need to reformat the references in that document, you may not be able to
do so.

• In view of this, you should also take care when deleting duplicate references
from your Library.
 Identifying and deleting duplicate
references from your Library
As your Library grows, and especially if you are importing
references from databases, you may find that some
references are duplicated. EndNote identifies a reference as
a duplicate if it shares the same reference type, author,
year of publication and title as another reference within
the Library.
Backing up and compressing your Library

• It is important to make at least one backup copy of

your Library and .Data folder in case disaster
strikes. Whenever you make changes to your
Library, back up the Library and the .Data folder.
You will experience problems if you do not backup
both the Library and the .Data folder.
Backing up and compressing your Library
To back up your Library (and the .Data folder):

• Use File > Save a Copy to save an exact copy of the Library and
the .Data folder. You might want to include in the filename the
date the backup was made. You can also save a copy of the
Library and .Data folder via My Computer.

To save a copy of your Library and .DATA folder together, as a

compressed file:

• Use File > Compressed Library (.enlx) > Create > With File
Attachments. Click Next, then choose the location for the
compressed file.
• This file can be re-opened in EndNote via the File > Open
command.
 Now that you have completed this
module you will understand how to…
• Customise your Library, and in particular:
– set a default library to open whenever EndNote is opened
– create customised fields to store quotes, course codes, etc
– create groups of references
– change the Library Window display
– add text to multiple references simultaneously
– change EndNote fonts
– change the default Reference Type
• Search the content of an EndNote Library
• Add full text documents and images to your Library
• Identify and delete duplicate references from your Library
• Use Term Lists to improve consistency and accuracy in your
Library
• Make a back up and compressed copy of your library.
FAQ
http://endnote.com/support/faqs/endnote

CWYW 40: How do I double-space or single-space my bibliography, or change the font for
the bibliography?

Answer: In the document, do the following:

Word 2010 With Endnote X4 and later: Go to the EndNote tab. Click the box directly to the right of "Bibliography."

Word 2007 With Endnote X1 and later: Go to the EndNote tab. Click the box directly to the right of "Bibliography."

Word 2007 with EndNote X and earlier: Go to the Add-Ins tab and choose "EndNote > Format Bibliography."

Word X/2000/2002 (XP)/2003/2004/2008: Go to the "Tools" Menu and choose "EndNote > Format bibliography."

Next, click on the Layout tab. Here, you have options to change the font and line spacing options for the bibliography.

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CWYW 52: I have changed my output style from the EndNote program, but the style
in my paper keeps reverting to Annotated or some other style I did not choose. How
can I correct this?

Answer: The output style set in the EndNote program will always be overridden by the style set in the document itself. This is
because you may be working on more than one paper, and each may need different style. Therefore, to get the style in your paper
to change, you must change it within the document itself. Here’s how:

Microsoft Word In the document, do the following:

Word 2010 with EndNote X4 and later: Go to the EndNote tab.

Word 2007 with EndNote X1 and later: Go to the EndNote tab.

Word 2007 with EndNote X and earlier: Go to the Add-Ins tab and choose "EndNote > Format Bibliography."

Word X/2000/2002 (XP)/2003/2004/2008: Go to the "Tools" Menu and choose "EndNote > Format bibliography."

Here, select the output style you'd like to use in the output style dropdown menu. A generic output style you can use for this
purpose is the "Author/Date" style.

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 CWYW 51: When I use "Remove Field Codes" with EndNote X or earlier my text
formatting is removed. How can I fix this?

Answer: Remove field codes creates a copy of the document, since this operation is not undoable. With EndNote X and earlier,
EndNote did not copy the Styles and Headings associated with the document, because these are kept in the template (like Normal.dot)
and not in the document itself. Divorced from the template, the document styles appear to be removed. Note this is not an iss ue you
should encounter in EndNote X1 or later.

It is possible to remove field codes manually if "Remove Field Codes" is not working for you.

Note: Removal of the field codes, either by the EndNote tool or the manual process described below, will permanently break the "link"
between EndNote and the current copy of the paper. If after removing field codes you need to further edit your references using your
EndNote program, you will need to return to an original copy of your paper with the field codes intact.

In Windows:

Make a backup of your document.

Press [Ctrl]+A on the keyboard to highlight everything.

Press [Ctrl]+6 (above the "T" and "Y" key) to remove any additional hidden field codes.

Press [Ctrl]+C to copy the highlighted text.

Open a new document and press [Ctrl]+V to paste.

62
 CWYW 41: Can I have EndNote automatically open and close when I open or close
Word?

Answer: Yes, this is an option available within Word.

Word 2010 with EndNote X4 and later: Go to the EndNote tab, select "Preferences."

Word 2007 with EndNote X1 and later: Go to the EndNote tab, select "Preferences."

Word 2007 with EndNote X and earlier: Go to the Add-Ins tab, select "EndNote > Cite While You Write Preferences."

Word X/2000/2002 (XP)/2003/2004/2008: Go to the "Tools" menu, select "EndNote > Cite While You Write
Preferences."

Note the first two options here allow you to set EndNote to open when Word starts and close when Word closes.
Please note, the option to close with Word is not functional in EndNote 8 for Windows.

63
CWYW 40: How do I double-space or single-space my bibliography, or change the font
for the bibliography?

Answer: In the document, do the following:

Word 2010 With Endnote X4 and later: Go to the EndNote tab. Click the box directly to the right of "Bibliography."

Word 2007 With Endnote X1 and later: Go to the EndNote tab. Click the box directly to the right of "Bibliography."

Word 2007 with EndNote X and earlier: Go to the Add-Ins tab and choose "EndNote > Format Bibliography."

Word X/2000/2002 (XP)/2003/2004/2008: Go to the "Tools" Menu and choose "EndNote > Format bibliography."

Next, click on the Layout tab. Here, you have options to change the font and line spacing options for the bibliography.

64
CWYW 39: If I've removed the field codes, is there a way to return them?

Answer: Unfortunately, this is a one-way process, once you've removed the field codes you will need to reinsert the
citations or revert to a backup of the document that still has the field codes in it. If you used an author/year output style,
there is a trick you can use to simplify this process:
In the document, do the following:

Word 2010 with EndNote X4 and later: Go to the EndNote tab.

Word 2007 With Endnote X1 and later: Go to the EndNote tab. Click the box directly to the right of "Bibliography."

Word 2007 with EndNote X and earlier: Go to the Add-Ins tab and choose "EndNote > Format Bibliography."

Word X/2000/2002(XP)/2003/2004/2008: Go to the "Tools" Menu and choose "EndNote > Format bibliography."

Here, change the temporary citation delimiters to ( and ), which should match the citations currently in the document.

Click OK, and the format process should begin. You will get an "EndNote Select Matching Reference" window, where you
can insert the correct citation for the unmatched reference.

Please see this FAQ for more information on how to select the correct reference to insert here.

Note: When you are done, return to format bibliography change the temporary citation delimiters to { and }, which
should be used by default in documents.

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Do not forget to practice to learn more

Enjoy the EndNote