Working with EndNote an Introduction

1. Working with EndNote an Introduction Husam Zaman

2. What is EndNote? • Storing and managing bibliographic references. • copy references from Library catalogues and bibliographic databases. • add your own notes, subject headings, and useful quotations to the references. • Incorporating references automatically into papers for publication. • ensuring your references are cited consistently.

3. Creating Library with EndNote • To create a new library: 1. Open the EndNote program from the menu: Start >> Programs >> EndNote9 >> EndNote Program 2. Click the button Create a new EndNote library and then OK 3. EndNote presents a dialog box to name and save the file. 4. Enter a name for your new library in the ‘File name’ area. 5. Click Save. In this tutorial your library should be saved to the Desktop. 6. The new file is an empty EndNote library, showing “0 out of 0 references.”

4. 3 ways to enter references There are three ways to add reference information to your library: • 1. Manually input the reference information. • 2. Import reference information from a library database. • 3. Import reference information from another EndNote library.

5. Input references manually • To input reference information manually: 1. Click the New Reference button 2. A blank reference window appears, titled New Reference. 3. Enter in the following the reference I gave you. • Once all data has been entered close the reference window (CTRL+W). EndNote will automatically save any changes made when the window is closed.

6. Some notes about entering the references manually • You must have spaces between initials. • Put a comma (,) after the name if it’s for a company or organization. • You can’t run a spell check over your entire library. You can only check one reference at a time, and the reference needs to be open. 1. Open the reference to be checked. 2. Select Tools >> Spell Check.

7. Importing references from databases There are three methods you can use to import reference information from databases into EndNote: 1. Direct Exporting 2. Using Import Filters 3. Using Connection Files

8. Direct exporting • Direct exporting is the quickest and easiest method for getting references from a database into EndNote. Not all databases offer a direct export option. At present the databases that use the direct export function are: • Those that use the OVID search interface • Those that use the Web of Knowledge search interface • Those that use the ProQuest search interface • Those that use the EBSCOhost search interface • The Science Direct database • Scopus • Some e-Journals

9. Importing with filter 1 • Downloading References from JSTOR • Search for the words black athena • Click on Save all citations on this page to save all of the citations. • Click on View Saved Citations • Select in a new window and citation-manager from the Export Citations drop down boxes then click on Export to save the citations. • Go to the menu File >> Save As. The default file name is citations and you can change this if necessary. The file type is Text Document. Retain this setting. • You have now saved references from the JSTOR database in an EndNote compatible format and you are ready to import those references into EndNote.

10. Importing with filter 2 1. Open EndNote (Start >> Programs >> EndNote >> EndNote Program) and open the library into which you want to import your references. 2. Click the Import button 3. Click Choose File... to locate and open the file you saved above. 4. Double-click on your file name, or highlight it and click on the Open button, the file name is pasted into the box. 5. Click on the Import Option drop-down menu to find the filter for the database your references came from. 6. If your chosen filter has not previously been used on EndNote it will not appear on the drop-down list of filters. You can find it by choosing Other Filters from the Import Options list. 7. In the Choose an Import Filter window scroll through the list of available filters and select JSTOR. Once you have used an import filter EndNote retains that setting so the filter is ready for use next time and appears in the Import Options drop-down list. 8. Click on the Import button to import the file.

11. Writing Notes for your references 1. Hold down the control key and click on individual references to select the references you'd like to annotate. 2. From the References menu select Show Selected References to display just the references you've clicked on. If you don't do this you'll add your note to every reference in your library! 3. From the References menu select Change and Move Fields 4. From this dialog box click on the Change Fields tab. 5. From the drop-down menu select the field to change. The default field is Author, so you should change this to Research Notes or another appropriate field such as Database Name or Access Date. 6. Select from the options, you can either insert your text before or after any other text that is already in the field, or you can replace any existing text with your text. 7. Type the new text into the box on the right. 8. Click on OK.

12. Inserting the whole article with your reference 1. Open the reference into which you want to insert the PDF file. 2. From the References menu select Insert Object. 3. From the Insert Object dialog box click on Choose File to locate the PDF file you saved earlier. 4. The file will be attached to the reference in your EndNote Library and an icon will appear in the Image field.

13. Working with EndNote in MS Word window We look at: 1. How to insert a citation into your document, essay, dissertation etc. 2. How to customise citations. 3. How to generate an independent bibliography.

14. Selecting the Style 1. The style currently used in your EndNote library is displayed at the top of the screen. 2. From the drop-down menu, click on Select Another Style. 3. Choose the style you want from the list. For example, we will select the APA 5th style.

15. Inserting while Writing 1 1. Position your cursor at the end of this sentence and type a space. At this point we wish to insert our first reference. 2. From Microsoft Word you can use either the menu Tools >> EndNote9 or use the Toolbar 3. This will take you to your EndNote library. Locate the reference and click on it once.

16. Inserting while Writing 2 4. Return to your Word document. 5. The reference(s) now appear in your text and also in the reference list that is building at the end of your document.

17. Customizing your formatted citation 1. Insert and format the citation in the regular manner 2. Place your cursor somewhere inside the citation to be formatted 3. From Word choose: Tools >> EndNote9 >> Edit Citation(s) 4. The EndNote Edit Citation dialog box is displayed 5. All references in the document are displayed in the box on the left hand side, select the reference you wish to edit. Using the options on the right hand side include or exclude the required information then click on the OK button to confirm changes.

18. Creating Independent Bibliography 1. Click Tools >> Subject Bibliography. 2. The Subject Fields window displays a list of all of the different fields that a reference can have. 3. Select the field (or fields) that you want to sort your bibliography by. You can sort by author, journal title, etc. Selecting just one field to sort your bibliography by is recommended, for example Year. 4. Click on Year and click on OK, a list of all authors from all of the references in your EndNote Library display, along with a count that shows how many articles from each author appear in your EndNote Library. 5. Select individual records to be included in the bibliography by holding down the CTRL key as you click on the author names, or click on Select All to include them all. 6. Then click on OK and your independent bibliography is created in a new window. Because Year was chosen the bibliography is sorted chronologically. You can choose another field, e.g. Journal Title, if that is how you want to arrange this bibliography.

19. Q&A • How can I get EndNote? • How many references could I have? • What I can do if the EndNote toolbar does not show in MS Word?