Working with EndNote X

Welcome!

EndNote is a powerful software tool, available for both Windows and Macintosh, used to manage bibliographic citations.

This tutorial presents an overview of important concepts and techniques for using Endnote. It does not cover everything you will ever need to know. The help screens in EndNote are very useful and they can be accessed by clicking on the Help option on the menu bar at the top of the screen or the Help button on the main toolbar.

The basic functions of EndNote are:

• Creating a database (library) of references, images and PDFs.
• Downloading references from library catalogs or other remote electronic databases.
• Linking references into word processing documents.
• Easily creating and formatting bibliographies while writing your research paper.

Fairleigh Dickinson University has negotiated a site license for EndNote, which permits all members of the University to use the software both at work and at home:

• https://isweb.fdu.edu/secure/download/endnote_download.html (For staff)
• https://isweb.fdu.edu/secure/student_download/endnote_download.html (For students)

Your Webmail login is required. Check that your computer meets the system and hardware requirements before downloading.

Please note that the installer is a large file and, depending on your connection, may take some time to download.

By the time you complete this tutorial, you should be able to:

• Find your way around the EndNote program and learn where to find answers to questions about EndNote.
• Create EndNote libraries and enter references in them.
• Search for and add references by connecting to remote databases through the Internet.
• Import references from downloaded files into EndNote.
• Use EndNote with Microsoft Word to create and format citations and manuscripts.

What is an "EndNote Library"?

• Library" is the term used by EndNote to describe a file where you have stored a database of references. A library can contain up to 100,000 references.
• Multiple libraries can be maintained, but generally there is no need to do this. All references can be kept in the one library, and labeled or categorized to reflect any particular subject interest.
• You can set up a default library, which will open automatically when you open EndNote. To do this, select Edit-Preferences-Libraries
• Once you have set up a default library, you will no longer see the introductory dialogue box.

Follow these steps to manually input a reference:

• Select New Reference from the References menu, or click on the New Reference button on the main toolbar.
• Click the Reference Type pull-down menu to select the reference type, Journal Article is the default type.
• You are now ready to enter the reference information, beginning with the author names.

When you are finished, close the reference window by clicking on the X button on the top right-hand corner and all information is automatically saved.

You can change how information is displayed in your EndNote library. From the Edit menu, select Preferences and make any of the following changes:

• Customize the display font -- size and type.
• Customize the displayed fields within your library.
• And much more...

To sort your library display, simply click on any column heading to sort by that field.

EndNote's search interface provides a simple way to do basic searches:

• With EndNote running, choose Connect from the Tools menu and then select Connect again.
• Select a connection file for your database.
• When the connection to the database is successfully established, EndNote opens a Search window, and a retrieved references window in the background.
• Enter your search terms and execute your search.
• Review the retrieved references and select the ones that you would like to keep.

Note: This is a quick method, but the search options are limited. Some access-restricted databases require password or IP authentication.

You can use EndNote filters to import text files saved or downloaded from bibliographic databases, library catalogs and other electronic sources:

• You need to save a text file with information in an EndNote-friendly format.
• How you do this varies from one data provider to another.
• EndNote has preconfigured filters for commonly used data providers.
• See the EndNote manual's chapter titled Importing Reference Data into EndNote where you will find a table containing instructions for saving your data using these preconfigured filters.

• Click on the Import button on the main toolbar, or click File-Import.
• Now click on the Choose File button.
• Locate and highlight the file of references that you downloaded, and click on the Open button to select the file.
• In the box labeled Import Option, click on the down arrow to see some of the standard import options.
• Choose an option for how to handle duplicates.
• For text translation Unicode (UTF-8) is standard.
• Click on the Import button and the references should be imported.

Note: No filter is perfect, and all references should be checked after import. Tip import references into a separate library first and review them before copying into your permanent library.

• When your search results are displayed, identify the references which you wish to download and mark them.
• When you have finished marking records, click on the Marked Items link at the top of the screen, and then click the link labeled Check All.
• Click on the icon to add these references to your EndNote library.
• Your EndNote software will now open. You will be asked to Select a Reference Library.
• Choose the library where you wish to store the references. They will then be imported into that library.

• Click on Scholar Preferences (beside the Search box).
• When the Preferences window opens, scroll down to Bibliography Manager and check the option Show links to import citations into.
• Use the drop-down menu to select EndNote.
• Click on the Save Preferences button.
• Now when you do a search, you will see a link Import into EndNote after each reference.
• If you wish to save a reference to EndNote, click on the Import into EndNote link. When the File Download dialog box opens, click on Open.
• You will be asked to select an EndNote library. Select the library, and the reference will be imported.

Note for those using EndNote X: There is a problem with the filter supplied with the EndNote X software. When setting up the Google Scholar preferences, use the drop-down menu to select RefMan instead of EndNote. When you search on Google Scholar, you will now see links "Import into RefMan". Click on these links to import records to EndNote.

This is the quickest method, but it is not the most accurate method:

• Mark the references which you wish to export. When you have finished searching, click on the My Research tab at the top of the screen.
• Your marked references will be displayed on a new screen. Click on Export citations at the top of the list of references.
• You will see a new screen giving you various options. Click on Export directly to ProCite, EndNote or Reference Manager.
• Your EndNote software will be opened (if it is not already opened), and you will be asked to select the library into which you wish to import the references.
• Select the library, and the references will immediately be imported.

• Check the boxes beside the references which you wish to download.
• Click on the export citations button at the top of the list of references. This will display the export citations screen.
• At the Content Format option, select Citations and Abstracts.
• At the Export Format option, select RIS format.
• Click on the Export button.
• You will be asked to choose a library. Select the library, and the references will be imported into it.

There are two ways in which you can download references from CoolCAT:

1. Search the Library catalogue via the web, download references and filter them into EndNote (use the Full Record option). This is a slower method, but it allows you to make use of all the search options offered by the web catalog.
2. Search the Library catalog from EndNote using a connection file. This is a quicker method, but the search options are more limited. The references will import with the call number, but without details of the library or collection where the item is shelved.

To search for a reference:

• Open the EndNote Library.
• Select Search References from the References menu, or type Ctl+F .
• Enter your search terms and execute your search.

To generate a bibliography:

• From the Styles menu, select Annotated style.
• To view your bibliography, select Print Preview from the File menu.
• Another option is to select Export from the File menu and save your bibliography as a Rich Text Format file.

• Cite While Your Write (CWYW).
• Inserting Citations.
• Formatting Your Paper.

There is a very detailed manual for EndNote X:

• It is a .pdf file which is installed on your computer along with the other EndNote software.
• You will need software such as the Adobe Reader to read it.
• The default location of the manual on your computer is: C:\Program Files\EndNote\EndNote.pdf

For assistance with downloading and installing the software contact UTAC at:

• From The College at Florham by dialing the digits 8822.
• From The Metropolitan Campus by dialing #8822.
• Via email at fdutac@fdu.edu

For assistance with using the program contact Denise O'Shea, Systems Librarian, FDU Libraries, at:

• oshea@fdu.edu

EndNote Homepage
http://www.endnote.com/

• Updates and patches for the EndNote software.
• Answers to frequently asked questions.
• Extra filters, connection files and styles.
• Join the EndNote discussion list and search the archives of that list.

Denise O'Shea. Systems Librarian, oshea@fdu.edu

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