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Getting Started
with
Endnote 6
 

CSEIL 
Center for 
Science & Engineering Information Literacy
 

I.     Working within EndNote 

II.     Building a library

III.    Using EndNote while writing a paper

IV.    Creating Text Files of Citations from the CDL for Importing into EndNote

I.  Working within EndNote 
A. Open a new or existing library

1.   Select New from the File menu and name the library, or 
2.   Select Open from the File menu and select a library from the submenu

1.   Browse through the library by using the mouse, scroll bar, scroll arrows, or Page Up, Page Down, Home, End keys.
2.   To get to an individual reference, use the first letter(s) of the author’s last name.
3.   To open an individual reference, select (highlight) the reference and use the Enter key, double click, or select Edit from the References menu (Ctrl E).  A maximum of 10 references can be open at one time.
4.   Reference window navigation:
      a. Use the mouse, scroll bar, or tab key.  Shift-Tab goes up a field.
      b. Close the reference by clicking the X in the upper right corner or double clicking 
      in the upper left corner.  All information is saved when a reference is closed.

1.   Select Sort Library from the References menu.
2.   Select a field or fields on which to sort.
3.   Click box on right to choose ascending/descending order.
4.   Click on Sort.
5..  Quick Sort - click on the column headings for Author, Year or Title.

1.   Libraries.  Choose default library(ies) to open when EndNote opens.
2.   Display Fonts.  Use the Change Font button to select style and size. This will not affect the fonts in word processing files or bibliographies.
3.  Reference Types.  Change the default reference type from Journal Article. Customize reference types using the Modify Reference Type button. 
4.   Sorting.  Add words from Author or Title fields that should be ignored when sorting libraries. 
5.   Change Case.  Add terms for which EndNote should not automatically change the case (e.g., AIDS).
6.   Display Fields.  Change from the default (Author, Year, Title) to selected fields to be displayed in libraries.  A maximum of five columns can be displayed.

1.   Select Search from the References menu (Ctrl F). 
2.   Use the pull-down menu in the first box (field list) to restrict search to a specific field.  The default is Any Field (all fields are searched).
3.   Choose an item from the comparison list to indicate how the search term should relate to the field being searched. 
4.  Type search term in the third (blank) box.
5.   Select the “and,” “or,” or “not” button to combine more than one search item.  Use Add or Insert buttons to add or insert items to be searched.
6.  Use Match Case to search for the exact form of a word (e.g., AIDS v. aids) and Match Word to find exact word matches to a search term rather than partial word matches.
7.   Use Save Search/Load Search buttons for frequently used search configurations.
8.   Click the Perform Search button.
9.   Select Show All from the References menu (Ctrl H) to restore the entire library.

II.  Building a library

A.  Add new references manually

1.   Select New from the References menu (Ctrl N).
2.   Select a reference type; the default is Journal Article.  See section I.D.3.  for information on changing default.
3.   Add information for each field.  Use Enter to place information on another line in the same field; use Tab to go to the next field, Shift/Tab to go back to a previous field.
4.   Authors should be entered First Middle Last or Last, First Middle.  Enter one author per line.
5.   Using the Tab continue entering data in remaining fields.  EndNote will suggest names and journal titles similar to the ones being entered; use Tab or Enter to accept.  Red text indicates a new name or title. 
6.   No extra punctuation is necessary.  EndNote will provide punctuation required by individual Styles.
7.   Save information by closing the reference window.

NOTE:  This search interface is NOT intended to replace advanced search options available in individual databases. See sections IV and II.C. for information on creating text files and importing into EndNote when choosing to do advanced searching and/or for databases without connection files. 

1.   From the File menu, select Connect.   The Connect menu will eventually list all the databases for which past Connect searches have been run.  This list may be customized using the Connection Manager.
2.   Select a database to search.  For CDL databases, a password prompt will appear.  When searching from a computer on campus, or through a home IP account, click OK, as a password is not required.  When searching through a computer without a UCB IP address, a password is required.  The password must be entered in ALL CAPS.
3.   Two windows will appear, the Search window in front and the Retrieved References window in the rear.  The Search Remote option is automatically selected.
4.   Enter the search term(s) to find the desired references.  See instructions in section I.E.  for using the search window. 
5.   The dialog box displays the number of references found that match the search and gives the option to retrieve them.  If the search results in too many or too few references, cancel the search and begin again.
6.   To use the retrieved references, click OK.  The references will appear in the Retrieved References window.
7.   To save individual references, select references from the list by highlighting them and using the Control or Shift key on a PC, or Command or Shift key on a Mac.
8.   Copy the selected references to an open library by drag-and-drop, Copy and Paste, or by using the Copy References To button.  Use the same button to copy all or selected references to a new library.
9.   Close the Search and Retrieved References windows.

1.   Open EndNote Library into which data will be transferred.  [It is recommended that citations be imported into an interim library prior to importing into the main library.  This way the data that has been imported may be checked or edited prior to being put into the main library.]
2.   Select Import Filters from the File menu; choose Open Filter Manager.
3.   Check the box that corresponds to the online database from which the tagged records come, e.g. Current Contents (CDL).  Close the Filter Manager. Additional filters may be found on the EndNote website: http://www.endnote.com/support/enfilters.asp or may be created using File/Import Filters/New Filter.
4.   Select Import from the File menu.  Use the Choose File button to choose a text file. In the Import Option box, select the appropriate database or catalog from the pull-down menu.  Choose an option from the Duplicates menu.
5.   Click on Import.
6.   EndNote displays a running count as citations are being imported.  To view all the references in the library, select Show All from the References menu.

III.   Using EndNote while writing a paper
The steps described below work with Microsoft Word for Windows or Macintosh or WordPerfect for Windows through the word processor's Tools menu. 

A.  Select a style

1.  In EndNote, select Output Styles/Open Styles Manager from the File menu.  Select as many styles as you like by checking the box to the left of the style name.  Use the Find button to select a category of styles.  Close the dialog box.
2.  To see how the style you have selected appears, select a citation in your EndNote library and use the Show Preview/Hide Preview button.

1.   Open or begin writing a paper in the word processor. 
2.   When ready to insert a citation, select EndNote 5/Go to EndNote from the Tools menu.
3.   In EndNote, select the reference(s) to cited. 
4.   Select Insert Citation(s) from the Cite While You Write menu in EndNote.  The citation should be inserted in the document where the cursor was last positioned.  The in-text citation(s) and bibliography/reference list will appear as you write.

1.  Select EndNote 5/Insert Note from the Tools menu.  OK.

1.  Select EndNote 5/Find Citation(s) from the Tools menu.
2.  Type all or part of an author's name, text string or phrase in the Search for: box.  Select the citation(s) and use the Insert button.

1.  Select EndNote 5/Unformat Citation(s) from the Tools menu.  Temporary citations appear as bracketed text, such as "[Schwartz, 1990 #5]".  The format of temporary citations may be modified by using Edit/Preferences/Temporary Citations. 
2.  Select EndNote 5/Format Bibliography from the Tools menu. 
     a.  Use Format Bibliography tab to select a new style.  The format of the temporary   citation may be altered here also.
     b.  Use the Layout tab to change the font and select a title for the bibliography. 

1.  Any EndNote style may be altered to include annotation.
     a.  Select Output Styles/Open Style Manager from the File menu.
     b.  Locate a style, click the Edit button, and choose Layout under the Bibliography section.
     c.  In the section "End each reference with:, select Abstract from the Insert Field menu.  OK.
     d.  Re-name the modified style by using the Save As option in the File menu.

• Select a CDL hosted database or the Melvyl catalog and perform a search. 
• If Save is used to create a list, be sure that all the citations are from the same database or the catalog. 
• When creating text files, results must be displayed in tags format.  It is the tags format that allows EndNote to connect and place information from each field of the search results into the proper field in EndNote.

In CDL/MELVYL-Web:
1.   From the Display or Saved Lists screen, click the Print button.
2.   Change the display to Tags Short or Tags Long; select Abstracts if 
desired.
3.   Click the Format for Printing button.
4.   Select (highlight) the entire list (Ctrl A), Edit/Copy (Ctrl C).
5.   Go to word processor or a desktop editor, Edit/Paste (Ctrl V).
6.   Save the file as a text file.

In command mode:
1.    Use the command

d all tags [ab] cont or

d list tags [ab] cont if references have been saved to a list

2.    Follow steps 4-6 above. (Keyboard shortcuts will not work, use Edit menu.)

In CDL/Melvyl-Web:
1.    From the Display or Saved Lists screen, click the Mail button.
2.    Change the display to Tags Short or Tags Long; select Abstracts if 
desired.
3.    Be sure to enter a complete email address.  Subject line and email
annotation are optional.
4.    Mail Now.

In command mode:
1.    Use the command 

   mail all tags [ab] to youremail@server.berkeley.edu  or 

   mail list tags [ab] to youremail@server.berkeley.edu if references have 

                         been saved to a list

Eudora, or a similar email program, is necessary in order to convert mailed results
to a text file.  Use File/Save As and save to a text file.  Remove the header lines 
before importing into EndNote.

In CDL/MELVYL-Web:
1.    From the Display or Saved Lists screen, click the Download button.
2.    Change the display to Tags Short or Tags Long; select Abstracts if 
desired.
3.    Download as Plain text.
4.    Click the Download Now button.  The Save As dialog box appears.
5.    Select the destination and file name.   Save.

In command mode:
1.    Turn on the capture/download/log option for communication 
software.  Set to continuous if necessary.
2.    Select the destination and be sure the capture file is designated as a text  file.
3.    Use the command

d all tags [ab] cont [slow] or

d list tags [ab] cont if references have been saved to a list

4.    After all the records have scrolled by, turn off the capture/download/log function.