CSEIL 
Center for Science & Engineering 
Information Literacy

I.     Working within EndNote 

II.     Building a library

III.     Using Connect

IV.    Using EndNote while writing a paper

V.     Creating Text Files of Citations for Import into EndNote

I.  Working within EndNote 

A.  Open a new or existing library
1.   From the File menu choose New and name the library.  Be sure that the    Look in: box displays the EndNote 9 folder. 

2.   From the File menu choose Open and select a library from the submenu.

B.    Navigate a library 
1.  Browse through the library by using the mouse, scroll bars, 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., below.) To get to a specific reference, use the first letter(s) of the author’s last name after sorting alphabetically by author. 

3.  To open an individual reference, choose the reference and use the Enter key,double click or, from the References menu, choose Edit References (Ctrl
E). 

4.  Reference window navigation: 

• Use the mouse, scroll bar, or Tab key. Shift-Tab goes up a field. 
• 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. 

C. Sort a Library 
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 OK button.

5.. Quick Sort - click on the field headings displayed in library window (e.g., Author, Year, Title, etc).

D. Edit EndNote preferences 
From the Edit menu choose Preferences. A list of the preferences that can be edited appears on the left side of the window. Choose 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., DNA). 

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. 

8.  Spell Check.  Use this to set general spell check options, select or modify dictionaries, and change the speed and accuracy of the spell checker.

9.  OpenURL.  If you enable OpenURL, you can launch the CDL link resolver that works with UCeLinks and allows you to link to the full text of an article.  Further information at http://www.cdlib.org/inside/instruct/end-ucelinks.html  or http://www.lib.berkeley.edu/BIOS/end_uc-elinks.html.

E. Search for specific references
1.   From the References menu choose Search References (Ctrl F). 

2.   Type search term in the third (blank) box. 

3.   Use the drop-down menu in the first box (field list) to restrict search to a specific field. The default is Any Field (all fields are searched). 

4.   Choose an item from the comparison list to indicate how the search term should relate to the field being searched. The default is Contains. 

5.   Choose the “and,” “or,” or “not” button to combine more than one search item.

6.   Click on the More Options arrows.  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 Add Fields or Insert Fields buttons to add or insert items to be searched. 

8.   Use Save Search/Load Search buttons for frequently used search configurations. 

9.   Click the Search button. 

10.  From the References menu choose Show All References (Ctrl H) to restore the entire library.

F. Modify reference types
1.  Choose Preferences from the Edit menu. Select Reference Types from the column on the left.  This is where you can change the default reference (Journal Article) to a new reference type.

2.   When you want to add or delete fields from a reference type, click the Modify Reference Types button.  Select the reference type you want to modify from the drop-down menu at the top of the dialog box.

3.   The fields available are listed in the left column, under Generic, including seven custom fields.  The fields listed in the second column are those that are included by default with the reference type you have chosen.

4.   To add a new field, type the name of the field in the corresponding box in the right column (e.g., if you want to add a Publisher field to the Journal Article reference type, type "Publisher" in the box to the right of Publisher in the Generic reference type column). 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.    Choose 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.    When entering corporate authors, use a comma at the end, e.g., “American Medical  Association,”.

6.    Using 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, journal title or keyword.

7.    No extra punctuation is necessary.  EndNote will provide punctuation 
required by individual styles.

8.  Save information by closing the reference window.

B. Import data using text files 
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 the 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 references will come, e.g. U of California for the Melvyl catalog or PubMed (NLM).  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 that you have created with search results. 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.

1.    From the File menu, choose Connection Files/Open Connection Manager.  Select as many connection files as you like by checking the box to the left of the database/catalog name. Use the Find button to select a category of of connection files, such as Catalogs, or a specific vendor. Close the EndNote Connection Files dialog box. 

2.    From the Tools menu, choose Connect, then choose the database or catalog you wish to search.  The Remote Search dialog box appears.

3.    Put your search statement in the Search For box, choose a field to search in.  Use Boolean And, Or, Not if you wish to add to your search.  Search.

4.    The Confirm Remote Search dialog box appears.  OK downloads references to Retrieved References window.

5.    Select all or some of the retrieved references to import into your library.  Use the button at the top of the box to Copy All References To or Copy x References To your library.

6.  Close Remote Search and Retrieved References windows.  OK to discard the retrieved references.

IV. Using EndNote while writing a paper 
The steps described below work with Microsoft Word for Windows or Macintosh through the word processor's Tools menu.  See http://www.endnote.com/enwin.asp for information on Windows/word processor compatibility or http://www.endnote.com/enmac.asp for Mac/word processor compatibility.

A. Select a style 
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 EndNote Styles dialog box. 

2.   To see how the style you have chosen appears, choose a citation in your EndNote library and use the Show Preview/Hide Preview button.

B. Insert citations 
1.   Open or begin writing a paper in the word processor. 

2.   When ready to insert a citation, from the Tools menu choose EndNote 9/Go to EndNote. 

3.   In EndNote, select the reference(s) to be 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.

C. Insert a note 
1.   From the Tools menu choose EndNote 9/Insert Note. 

2.   Compose note. OK.

3.   Where the note appears will depend upon the style you have chosen.

D. Find a citation 
1.   From the Tools menuchoose EndNote 9/Find Citation(s).

2.   Type all or part of an author's name, text string or phrase in the Find: box. Search.

3. Select the citation(s) and use the Insert button at the bottom of the screen.

E. Unformat bibliography/change style 
1.   From the Tools menu in your document, choose EndNote 9/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 9/Format Bibliography 

• 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. 
• Use the Layout tab to change the font and select a title for the bibliography. OK.

F.  Modify style to include annotation
Any EndNote style may be altered to include annotation.

1.    In EndNote, from the Edit menu choose Output Styles/Open Style Manager.

2.    Choose a style, click the Edit button, and use the Save As option to save and re-name the style.  

3.    Choose Layout under the Bibliography section in the left window.

4.    In the section “End each reference with:” choose Abstract from the Insert Field menu.  Close the style window. Save the changes.
5.   The new style will appear on the EndNote styles list.  Close the dialog box.

G.  Add images and files to manuscripts
1.    In your document, from the Tools/EndNote 9 menu, choose Find Figure(s).  In the Find box, search for the citation(s) with the image you wish to insert.  Insert.
3.    To add a file, such as an Excel file, repeat Step 1, above.

H. Use manuscript templates 
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 IV 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.

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.  Not all databases will support all three methods below.  Terminology may vary from database to database.  Some databases provide direct export functions (e.g., Web of Science, OVID).

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.  Be sure that all the citations in each text file are from the same database or catalog.

A. Copy & Paste - use for fewer citations 
1. Display search results in a tags or export 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.

B. Mail results 
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.

C. Download results 
1. Display search results in a tags or export format. 

2. Use the File/Save As command. 

3. Select the destination and file name. Save file as a text file.