Introductory EndNote : Getting Started

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• Introductory EndNote Getting Started

2
Prerequisites

• Before commencing this course you should be
• able to
• Use the Microsoft Windows operating environment
• Use Microsoft Words basic functions

3
Aims

• This course will help you to acquire the skills
  to
• Create and manage EndNote libraries
• Insert citations into a Word document
• Format a bibliography in Word.

4
Objectives

• On successful completion of this course you
  should be able to
• Obtain and install the EndNote software
• Launch the EndNote program from Microsoft Windows
  and Word
• Open an EndNote library create a new EndNote
  Library
• Add records to a library manually
• Add database records to a library via direct
  Export
• View and select a bibliographic style
• Search for text within a library
• Sort records within a library
• Insert citations into a Word Document and enter
  pagination details
• Format a bibliography within a Word document
• Backup your EndNote library

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What is EndNote?

• Endnote is software designed to allow
  researchers to record, organise, and use
  references found when searching the literature
  for information.

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EndNote terminology

• In EndNote, the records you create for each
  reference are stored in a file called an EndNote
  Library.
• The file extension for this type of file is .enl
  
• eg. unistudies.enl
• You can create just ONE library and keep all your
  references together.
• Or, you can create multiple libraries according
  to your needs.

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Obtaining the software

• CD-Rom
• 808.02 323 /10 (ask for it at the Loans Desk)
• Download from Library web site
• 80.2 Mb (large file)

http//dev-www.library-new.qut.edu.au/services/end
note/
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Installing the software

• Insert CD-ROM in drive and run
• Follow the Wizard prompts (next,next, finish
  etc)
• EndNote will install itself in the Program
  Files directory - dont change this.
• Locate and open program via the Start menu the
  first time.
• Future use click on icon or open via Microsoft
  Word
• Refer to the QUT EndNote pages for installation
  advice

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Launching EndNote from Windows
When you download the software, an icon will be
installed to your desktop under Program Files.
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Launching EndNote from Microsoft Word
When you download the software, it automatically
installs itself into compatible word processing
programs. You should be able to open EndNote via
the Tools menu in Microsoft Word.
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Opening an existing Library
Open EndNote Click on File, Open Previously
created libraries are displayed for
selection. Click on Open Library to locate
Libraries saved in other locations.
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Viewing EndNote records
Click on Show Preview/Hide Preview to display or
hide a preview of the selected reference in the
chosen style. Double click on a record to see all
fields.
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Viewing EndNote records
An individual reference. Arrows allow you to
move up or down your reference list showing all
details.
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Searching within a library
A fast way to search by author name is to start
typing. EndNote will take you to that author in
the alphabetical list.
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Searching within a library
Click References, then Search References
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Searching within a library
Select required field type in term Select AND
operator Select required field type in a second
term
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Searching within a library
Results are displayed in short record format.
Double click on one to see the full
record. Click on Show All References to return
to the complete list of references in the Library.
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Sorting within a library
Click References, then Sort References
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Sorting within a library

• Click on drop-down menus to
• select the desired fields
• Click on the A?Z icon to
• reverse ascending /
• descending order

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Sorting within a library
Or.. Click on the button for the field by which
you would like to sort. Click again to reverse.
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Selecting a bibliographic style
In EndNote, select Edit, Output Styles and
highlight the new style of choice.
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Selecting a bibliographic style
If the style is not displayed, select Open Style
Manager and choose from more styles. Once
selected, the style will display in EndNote and
Word format menus.
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Printing a list of references
Hold the Ctrl key down and highlight the records
you want to print.
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Printing a list of references
Click on Edit, Output Styles and select the style
you require.
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Printing a list of references
If the style required is not displayed, click on
Open Style Manager and select from the full list
of styles.
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Creating a new library
Click on File and New or Click on the New Library
icon
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Creating a new library
Name your new Library Save it to the Examples
folder c/program files/endnote/examples/
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Creating a new library
Your new, empty Library will open, ready to
accept new records.
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Creating new references

• New references can be
• added to your library
• Manually (you type in all the details)
• By importing records from bibliographic
  databases (using direct export or filters)

• A reference consists of a number of fields.
• Each field is designed for a specific data
  element.
• Author
• Title
• Publisher
• Year of publication
• Abstract, etc

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Creating new references - manually
Open the Library required. Click on References,
New. or the New Reference icon. Select record
template required. e.g. Journal Article, Book
etc.
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Entering author names

• Options for Personal Name
• Smith, F.
• Smith, Frank
• Frank Smith (no comma)
• You must put a comma after a corporate author
• Amnesty International,
• If no author - leave blank
• (dont enter anonymous)
• Multiple authors use a new line for each author

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Entering titles

• Enter titles without a full-stop at the end
• Let the words wrap
• dont hit enter in the middle of the title
• Capitalise as you would in your bibliography

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Entering dates and journal titles

• Enter all four digits
• Dont put brackets around the date
• Enter full journal title
• Do not abbreviate
• Capitalise as you would in your bibliography

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Entering data to other fields

• Page numbers
• e.g. 142-149
• Dont put pp in front.
• Edition
• e.g. 1st
• URL
• Include http// in the URL
• Label
• Can be used for various purposes including
• Unit codes
• Section of an assignment (where you plan to use
  the information)
• Date item was entered e.g. 2004/6/21

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Entering data to other fields

• Notes Field
• Holds up to 64,000 characters (about 16 typed
  pages).
• Use this field to store notes and reminders, such
  as
• quotes,
• location of quotes
• personal reflections on the work (notes).

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Adding references using Direct Export

• Some databases allow you to send your selected
  search results from the database directly to
  EndNote
• You should check the references once imported to
  EndNote for accuracy
• Check the Help of your chosen database to see
  if direct export is possible
• Databases that allow Direct Export include

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Direct Export Example EBSCOhost
Do a search in the database Add the records you
wish to export to your folder Select View Folder
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Direct Export EBSCOhost
Select Export
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Direct Export EBSCOhost
Select Direct Export to EndNote, ProCite, or
ReferenceManager Select Save
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Direct Export EBSCOhost
Select Save to Disk
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Direct Export EBSCOhost
You will be taken directly to EndNote and
prompted to select a Library New records will
appear in that Library
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Spell checking
Open the references you wish to spell check and
select Tools, Spell Check. Set Options to
British English.
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Embedding a PDF document in a reference

• Right click in record field Link to PDF, Click
  PDF gt Link to PDF and browse to file OR

Save the PDF file to a convenient location (e.g.
Desktop) Drag and drop the PDF into the Endnote
field Link to PDF
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Embedding a PDF document in a reference

• PDF files linked to your library are stored in a
  separate folder with the extension .Data. This
  is created automatically by Endnote when you link
  the file.
• If copying your Endnote Library, dont forget to
  also copy your Data folder.

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Inserting a citation

• Open both Word and EndNote (and relevant
• EndNote library) from the Word toolbar.
• Start typing your essay.
• Stop when you get to a point where you wish to
  insert a citation.
• Leave the cursor at the exact place and switch to
  EndNote.

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Inserting a citation

• Find and highlight the record for the item you
  wish to cite.
• Select the Reference style (e.g. APA 5th)
• To insert multiple citations, hold the Ctrl key
  and highlight a number of records.

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Inserting a citation

• Switch back to Word
• Select Insert Selected Citation(s) from toolbar
  or click on icon

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Inserting a citation

• The citation is inserted in the text (where you
  left the cursor).
• The full reference will appear at the end of the
  document (in the selected style).

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Inserting multiple citations

• Multiple citations can be inserted at a single
  point in the document
• Simply highlight all required citations within
  EndNote by holding down the Ctrl key and clicking
  on the records required, and inserting citations

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Multiple citations with same Author and Year
Multiple citations with same Author and Year
will result in identical in-text
citations. Select Edit, Output Styles, Edit, then
choose the style you want to edit. Use the Add a
letter after the year option to differentiate the
two citations e.g. (Smith, 1985a) and (Smith,
1985b)
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Citation prefixes and suffixes
Unformatted in-text citation

• Prefixes
• Add to unformatted in-text citations, followed by
  a backslash e.g. See also \ Hall, 1988 77
• Suffixes
• Add to unformatted in-text citations immediately
  after the record number e.g. Hall, 1988 77,
  p.32

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Citation prefixes and suffixes

• Once you have formatted your bibliography, do not
  type prefixes and suffixes directly into your
  document.
• Instead, right click on the in-text citation,
  then select Edit Citation(s)

Formatted in-text citation
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Formatting a bibliography
Bibliographies may be formatted to a particular
style from within either EndNote and Word.
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Formatting a bibliography in Word
In Word, Select Tools, EndNote, Format
Bibliography, or click on the Format Bibliography
icon. Then select the style of choice. The style
must first be active (selected) in EndNote for
it to appear as an option in Word.
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Backing up Endnote libraries
Always keep a copy of your library in more than
one location, e.g. On your hard drive and on
CD-ROM or floppy disk. Select File, Save a Copy
and specify the location.
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Tweaking a bug.
Select Edit gt Preferences gt Display Fields Click
OK
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QUT Library EndNote support

• EndNote software
• Online Tutorials
• FAQs
• Training Programs
• Filters and Styles
• http//www.library.qut.edu.au/services/endnote/

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More EndNote help

• Animated demonstrations developed by University
  of Queensland
• http//www.library.uq.edu.au/endnote/introtutorial
  X/
• Small user manual accompanying Version 10 CD-ROM
• 808.02 323 /10 (same call number as software)
• http//www.endnote.com/support/ensupport.asp
• see Endnote Tip Sheets (Support and Services)
• Tutorials http//www.library.uq.edu.au/endnote/in
  trotutorialX/
• Endnote Help Screens