Getting Started
with
Endnote 5
 
 

CSEIL 
Center for 
Science & Engineering Information Literacy

I.     Working within EndNote 

I.  Working within EndNote 

A. Open a new or existing library

1.   From the File menu choose New  and name the library, or 
2.   From the File menu choose Open 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.   Sort library by author name by clicking on the Author column heading. (For more sort options see I.C. 5, below.)  To get to a specific reference, use the first letter(s) of the author’s last name.
3.   To open an individual reference, select the reference and use the Enter key, double click, or select Edit References from the References menu (Ctrl E). 
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.   from the References menu choose Sort References .
2.   Use drop-down menus to choose field(s) on which to sort.
3.   Click box on right to choose ascending/descending order.
4.   Click on Sort button.
5..  Quick Sort - click on the field headings displayed in library window (e.g., Author, Year, Title).

From the Edit menu choose Preferences .  A list of the preferences that can be edited appears on the left side of the window.  Select the one to be edited.  Some preferences are described below.

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 (e.g., add/delete fields) 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.
7.   Term Lists.  Term lists can be used in Author, Editor, Journal and Keyword fields.    Terms are stored and when entered into these fields, a prompt will appear.  Term lists help with consistency and accuracy. 

1.   From the References menu choose Search References  (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.   The default is Contains.
4.  Type search term in the third (blank) box.
5.   Choose the “and,” “or,” or “not” button to combine more than one search item.  Use Add Fields or Insert Fields 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 Search button.
9.   From the References menu choose Show All References  (Ctrl H) to restore the entire library.

1.  Choose Preferences from the Edit menu.  Select Reference Types from the column on the left.  Click the Modify Reference Types button.
2.  The fields available are listed in the left column, under Generic.  There are six custom fields available.
3.  To add a new reference type, type the name of the field in the corresponding box under the column for the reference type you are modifying (e.g., if you want to add an Image fieldto the Journal Article reference type, type "Image" in the box to the right of Image in the Generic reference type).  Name custom fields.  Click OK to save changes.

II.  Building a library

A.  Add new references manually

1.  From the References menu choose New (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, using term lists; 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.

EndNote uses the same search window to search remote databases as is used to search
reference libraries.  A variety of connection files to remote databases are available, some
of which are free and some which require a subscription.   Not all the databases for which connection files exist are available to UCB users.  New connection files are posted as they become available at  http://www.endnote.com/support/enconnections.asp.

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 Edit menu, choose Connection Files/Open Connection Manager.  Select database(s) you will search by checking in the box to the left of the database name(s).  Close Connection Manager.
2.   From the Tools menu, choose Connect.   The Connect submenu will eventually list all the databases for which past Connect searches have been run. 
3.   Select a database to search from the sub-menu.  SEE NOTES ABOVE.  Not all databases for which there is a connection file can be searched by UCB users.
4.   Two windows will appear, the Search window in front and the Retrieved References window in the rear.  The Search Remote option is automatically selected.
5.   Enter the search term(s) to find the desired references.  See instructions in section I.E.  for using the search window. 
6.   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.
7.   To use the retrieved references, click OK.  The references will appear in the Retrieved References window.
8.   To save individual references, select references from the list by using the Ctrl or Shift key with the mouse (PC), or Command or Shift key with the mouse (Mac).
9.   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.
10.   Close the Search and Retrieved References windows.

Bibliographic data can be used to create an EndNote library, without re-typing it, by importing the data into EndNote.  Once a file is put into the proper format (a text file) and an import option or filter is used, the import procedures are the same.   This section provides instructions for importing text files.  Tagged output from almost any database can be imported into EndNote.  Use EndNote Library as the import option and follow the same procedures to import data from one EndNote library into another. 

1.   Open EndNote Library into which data will be transferred. 
2.   From the Edit menu choose Import Filters/Open Filter Manager.
3.   Check the box that corresponds to the online database or catalog  from which the tagged records come, e.g. Current Contents (OVID).  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 Edit/Import Filters/New Filter.
4.   Choose 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 drop-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 References 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. 

1.  In EndNote,  from the Edit menu choose Output Styles/Open Styles Manager.  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, from the Tools menu choose EndNote 6/Go to EndNote
3.   In EndNote, select the reference(s) to cited. 
4.   From the Tools menu, choose Cite While You Write/Insert Selected Citation(s). 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.   From the Tools menu choose EndNote 6/Insert Note . 
2.   Compose note.  OK.

1.   From the Tools menuchoose EndNote 6/Find Citation(s) .
2.  Type all or part of an author's name, text string or phrase in the Search for: box.  Search. 
3.   Select the citation(s) and use the Insert button.

1.  From the Tools menu choose EndNote 6/Unformat Citation(s)   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.   From the Tools menu choose EndNote 6/Format Bibliography
     a.  Use Format Bibliography tab to select a new style or use the Browse button. 
          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.   In EndNote, from the Edit  menu choose Output Styles/Open Style Manager .
     b.   Select a style, click the Edit button, and choose Layout under the Bibliography          section in the left window..
     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.

1.   Add Image and Caption fields (see I.F.) to a reference type.
2.   Enter bibliographic information for your reference.
3.   To add an image, from the References menu, choose Insert Picture.  Use the dialog box to find the image you wish to insert.  Open.  In the Caption field, enter a caption.
4.   To add a file, from the References menu, choose Insert Object.  Use the dialog box to find the file you wish to insert.  Open.  In the Caption field, enter a caption.
5.   Close the window to save the information.

1.   In EndNote, choose Manuscript Templates from the Tools menu.  Or in Word, choose New  from the File menu.  Then use the EndNote tab to see the templates.
2.   Select a template from the list in the Manuscript Template dialog box.  Open.  (Enable Macros)
3.   Enter the information requested by the template wizard.  In Step 4, Sections, you may de-select those sections you do not wish to include, however the checked items are required by the publisher of the selected journal.   Click Finish to complete and display new document.  The wizard places the information you have supplied in the appropriate places in the document. 
4.   Follow steps III A-G above to insert citations, notes, images, files to your document and to format your bibliography.  Pay attention to information such as character limits, whether or not subheadings are required, font and style information, etc.

IV.   Creating Text Files of Citations for Import into EndNote

• To see which databases or catalogs are supported by EndNote, choose Import Filters/Open Filter Manager from the Edit menu or create your own by choosing  Import Filters/New Filter from the Edit menu.
• Be sure that all the citations are from the same database or catalog. 
• When creating text files, results must be displayed in tags format.  Tags are the field abbreviations that allows EndNote to connect and place information from each field of the search results into the proper field in an EndNote reference. 
• Some databases provide direct export functions (e.g., OVID, Web of Science)
• Not all databases will support all three methods below.  Terminology may vary from database to database.

1.   Display search results in a tags format.
2.   Select 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.

1.    Display search results in a tags format or select tagged or export format before e-mailing. 
2.    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.

1.    Display search results in a tags format.
2.    Use the File/Save As command. 
3.    Select the destination and file name.   Save file as a text file.