Introduction to EndNote (version X)

Endnote helps you quickly find and organize reference materials, as well as cite those references in a Word document--using the style required by your publisher or discipline. In addition, it will download citations from Tripod and other library resources. It's a great tool for anyone who needs to track and cite references from multiple sources for multiple topics.

Haverford does not site license Endnote, but you may be able to purchase it through ACC for either the Windows or Macintosh operating systems at a reduced cost. If you are unsure if this program is right for you, you may download a free 30 day trial version from http://www.endnote.com.

Acknowledgements

The following instructions on using Endnote have been adapted from those written by Jean Lacovara, from the Information Services (IS) department at Bryn Mawr.

Endnote Basics

Endnote works by keeping libraries of reference information. Information about your references will includes the basics needed to cite that reference in your publications, as well as almost any other information about that reference you wish, including abstracts, keywords, notes, or URLs to full text or related texts. You can enter references manually or download them from library indexes such as Tripod or JSTOR. The more information you store in your Endnote libraries, the easier it will be for you to quickly find the information or citations you need.

Create an Endnote Library

Your first step in Endnote is to set up whatever libraries you wish to have. If you have several disparate research areas, you may wish to create a library for each area. However, you can also combine your citation information into one large library, and separate topics by using keywords.

1. Open the EndNote software program.
2. If prompted, tell Endnote to Create a new Endnote library.
   Otherwise, from the File menu select New.
3. Select the location where you wish to save the library, and give the library the name you wish, i.e. Commentaries.

Enter References Manually

One great benefit of Endnote is that you can download reference data for library databases. This is discussed later. However, there will be references that you need to enter manually.

1. From the Reference menu, select New Reference.
2. Select your Reference Type. (e.g. book, article, interview)
   
   On Windows, look for a Reference Type drop down box next to the program icons at the top of the window.
   On a Macintosh, find the double arrow >> on the top right.
   
3. Endnote presents you with appropriate fields for the reference type you selected. Enter your citation information. (When you have multiple authors, enter their names one per line.)
4. You may find it helpful to devise a system of keywords, for searching purposes. In the notes field you may wish to keep additional information, such as the location of the article in your file system, or when you have cited it in your publications.
5. You can attach images or files to the citation. These will appear in the image field. From the References menu select Insert Picture for images or Insert Object for other files.  Then select either the image Feather2.BMP or the spreadsheet Hominid Evolution.xls from the Endnote sample files.
   Note: You cannot add both an image and an object to the same citation.
6. If there is an address for a web page associated with this reference, you can add it in the URL field.

Work with an Existing Library

Now that you see how to create your own library, take a look at the sample library included with the Endnote program.

1. If not already open, open the EndNote software program
2. If prompted, tell Endnote to Create a new Endnote library.
   Otherwise, from the File menu select Open Library.
3. Browse your Program Files/Applications folder, open your EndNote folder, open the Examples folder, select and open paleo.enl or Paleo Library

Set the Default Library

If you set a default library, this library will open automatically when you start Endnote.

1. From the File menu, open the library you want as your default library. As an example, select the Paleo library.
2. From the Edit menu (Windows) or the EndNote X menu (Mac OS X), open the select Preferences
3. Select Add Open Libraries, select Paleo.enl or Paleo Library.
4. Click OK (Windows) or Save (Mac OS X).

Sort and Select References

With Endnote, you can often find the reference you need quickly by sorting.

1. Sort the entries in the library by clicking on the headings or for more advanced sorting, by selecting the References menu and Sort References.
2. If you selected Author as your primary sort field, you can quickly type the first letters of the last name to access citations by that author. For example, sort by author and then type "MIL" quickly without pausing. The first Miller reference is displayed
3. Press the  return or enter key to open the reference; tab and shift-tab will move you forward and backward through the fields.

Edit References

With a reference open, you can add or change information in any of the fields. When you close the reference, changes will automatically be saved.

Note: EndNote saves automatically upon closing. Be careful when editing; there is no undo button!

Toggle Empty Files On and Off

New in version X, while you have a record open, you can toggle the empty fields to display or not.

On Windows, toggle between Hide Empty Fields and Show Empty Fields option, on the top of your edit window.

On a Macintosh, click the down arrow to hide empty fields and up arrow to show empty fields. The arrows are above the Toggle Empty Fields option, located on the top of your edit window.

Link to a PDF

New in version X, you can simply drag a PDF onto a record, and have access a PDF associated with a record. For example, you can find the Getting Started Guide, which installed with Endnote, and drag it on your record.

1. Find the desired PDF file on your hard drive.
2. Drag the file onto your record. Endnote will create a link to the PDF, so you can see the actual article you are referencing.
   
   

Search for References

You can search your Endnote database by any criteria you wish. You can also save search criteria you use repeatedly.

The example below will find citations about extinction from 1990 or later.

1. Select the References menu and Search References.
2. Select Any Field and Contains. Type extinction in the box
3. Select And
4. Select Year and  Is greater than or equal to. Type 1990 in the box
5. Click Search
   
6. The status bar at the bottom of the window tells how many references were found out of the total number searched. (i.e. 6 out of 201 references)
7. To get back to the entire library, select the References menu and Show All References.

Preview References

From the search window or from the full citation list, you can quickly preview a citation in any number of formats.

1. Highlight one reference and note the style in the preview box at the bottom of the library window. If you do not see the preview box, click on the hide or display preview toggle in the bottom right corner of your window.
2. In the drop down box next to the program icons at the top of the window(on Windows), or the double arrow on the top right (on a Macintosh), select Choose a Style, notice the long list of choices. Select a different style and note the change in the preview box.
   
   On Windows
   
   
   On a Macintosh
   
   

Use Endnote with Word

Endnote integrates with Microsoft Word to help you create manuscripts with citations in the required format.

1. From the Endnote program, select Tools menu and then Manuscript Templates
2. Select a template, such as MLA.dot, and go through the wizard, accepting macros when asked.
3. Word opens on your desktop with a document formatted in the style you selected. (Note: If you are using the free 30-day demo, you only have access to the Nature template, regardless of which template you selected.)
4. Look through the document and add some text where indicated.
5. Go to the Microsoft Word program. From the Tools menu select EndNote X, then Find Citation. Alternately you can click the magnifying glass icon on the Endnote X toolbar.
6. Type your search term, such as dinosaur, and select one or more references from those provided.
7. Check the document to see the citation in both the text and references sections of the manuscript. They are automatically entered, formatted in the style used by the manuscript template you selected.
   

Import Data into EndNote Through Most Library Databases

Rather than enter citations manually, you can download them from a variety of online library databases for which Endnote has a filter.

In this example we search the MLA international bibliography database. As you will see later in the section on JSTOR, even if Endnote does not ship with the required filter, you may be able to download it.

1. Find the database you wish to search. Go to the library home page, http://www.haverford.edu/library/. Find the link for Subject Portal. Find the link for Languages & Literature. Select MLA international bibliography and click on the H for Haverford.
2. Search a topic of interest (e.g. Thomas Hardy as subject, second search society as subject, combine searches for approximately 10 hits).
3. Select the records you want and click Marked List at the top of the screen.
4. Your selected records display in a box. Click the link to Download Citations.
5. Now Export directly to ProCite, EndNote or Reference Manager. Your citations are downloaded to your disk.
6. Return to EndNote. Select the File menu, choose Import and navigate to the file that you just saved (if you are on a Mac you many not be able to open the .dat file, in this case, change the file extension to .txt and the import should work) Your file name should now appear in the first box.
7. In the Import Options drop-down box and select Reference Manager (RIS).
8. Click the Import button.
   
   
9. The new references appear in the EndNote Library window.
10. Check each reference to make sure fields imported correctly.
11. Edit citations to fix any errors and add any additional notations you like, such as keywords or notes.

Import Data into EndNote from Tripod

Some library databases, such as Tripod, save directly to an endnote format and can be imported without an additional filter.

1. Go to the library home page, http://www.haverford.edu/library/ and click on the link for Tripod: Tri-College Library Catalog.
2. Search Tripod, (e.g. Hardy, Thomas author search) and mark a few titles
3. Click Saved Marked Records at the bottom of your search results.
4. On the top of your screen, click on the button to View Saved
5. Select End-Note/RefWorks under "Format of List" and Send List to Local disk; click on Submit, select Save it to disk and click OK.
6. Select a location where you can find it easily, like the desktop.
7. Return to EndNote, select the File menu choose Import and navigate to the file that you just saved and select it. Your file name should now appear in the first box.
8. In the Import Options drop-down box, select EndNote Import
9. Click on Import.
10. The new references appear in the EndNote Library window.
11. Check each reference to make sure fields imported correctly.
12. Edit citations to fix any errors and add any additional notations you like, such as keywords or notes.

Import Data into EndNote from JSTOR

You can import citations from JSTOR into Endnote, similar to the way you imported references from MLA International.

1. Go to the library home page, http://www.haverford.edu/library/ and do a title search on JSTOR. Select the first JSTOR item, and then select the option to Connect to JSTOR from HAVERFORD.
2. Search JSTOR as usual.
3. Click the button at the top of your list to SAVE ALL CITATIONS ON THIS PAGE.
4. Click on the link to VIEW SAVED CITATIONS.
5. Now Export directly to ProCite, EndNote or Reference Manager. Your citations are downloaded to your disk.
6. Select a location where you can find it easily, like the desktop.
7. Return to EndNote. Select the File menu, choose Import and navigate to the file that you just saved and select it. Your file name should now appear in the first box.
8. In the Import Options drop-down box and select Reference Manager (RIS).
9. Click the Import button.
10. The new references appear in the EndNote Library window.
11. Check each reference to make sure fields imported correctly.
12. Edit citations to fix any errors and add any additional notations you like, such as keywords or notes.

Compact Your Library for Sharing or Backup

New with Endnote X, you can save your library into one compact file. This makes it easy to backup your database for archival purposes, or to give your library to others.

1. From the File menu, select Send To... and then Compact.
2. Enter your desired filename and save to your desired location.