GETTING STARTED WITH ENDNOTE X6

http://www.library.uthscsa.edu

What is EndNote?
EndNote is a bibliographic management and research program. With EndNote installed on your computer, you can search online databases, organize and cite references, instantly format and change your bibliography or manuscript and share your library of citations. In addition you can attach images, PDFs and other files to citations in your library, making the files easier to access and keep up with on your computer. EndNote software is available for both Windows and Mac computers. Contact the Campus Computer Store (210-5672832, MED 421.L) for information about purchasing at a discount price of $79. EndNote can also be purchased in bookstores or online from http://www.endnote.com. Librarians are available to assist users and teach workshops on EndNote however EndNote is not available for personal use on library computers.

Preparing your EndNote Library

Installing Output Styles EndNote makes available over 5,000 output styles. Not all styles are included when the software is installed on your computer. To find and install other output styles, search the EndNote Output Styles list: http://endnote.com/downloads/styles. Setting Up an EndNote Library 1. Open EndNote. If the Get Started with EndNote screen appears, select Create a new EndNote Library and click OK. Otherwise, select File then New.... 2. Give your new library a name and save it in a location that makes sense to you on your computer. a. You can have multiple libraries or use just one. b. If you use multiple libraries, be sure to use names that help identify them. EndNote and Finding Full Text EndNote can find and download many full text journal articles from library subscriptions using the Find Full Text menu. (Note: not all e-journals support this feature and may require manual file download and attachment.) In the EndNote Edit - Preferences Menu, select Find Full Text, be sure all the boxes are checked and add http://libproxy.uthscsa.edu/login to the Authenticate with URL box. This will enable EndNote to prompt you to login when off-campus so library e-journal subscriptions can be accessed. Installing EndNotes List of Medical Journal Titles and Abbreviations Before you begin adding references to your library consider that some citation styles use journals' complete titles; others use abbreviations. EndNote can make the necessary changes, but only if the list of titles is imported before references are added to the EndNote library: 1. From the Tools menu, select Define Term Lists, then click on Journals. 2. Click the Import List button. Navigate to the folder where EndNote is installed (in Windows, usually C:\Program Files\EndNote) and open the Term Lists folder. (If you do not know where the program file is, or cannot access it, contact the person who installed EndNote on your computer.) 3. Double click on medical.txt. After the terms are installed, click CLOSE.

UT Health Science Center at San Antonio Libraries

Page 1 of 6

10/30/12 kp

Currently selected style

Exploring the EndNote Library

Keyword search box for searching library or group

Group Sets and group folders help organize your references by keyword, topic, source, or project.

All references in the library or selected group

The preview box allows you to see how the selected reference will look in a bibliography, based on the currently selected style.

Adding References Manually: You can add a reference to your Library by typing it in. Here are some tips: To add a reference manually, open your library, then select New Reference from the References menu. Be sure to select the correct Reference Type. The default is Journal Article, but other choices in the pull-down menu include Book Section (used for book chapters) and Thesis. When you change Reference Types, EndNote automatically prompts you for fields needed for that type (editors names, chapter authors names, etc.). In general, you dont need to use any punctuation when entering (some exceptions are listed below). Authors names are the trickiest details to add: o Authors must be entered one per line, so press Enter after each authors name. o The following examples illustrate some the most common situations: Einstein, Howard G. de Gaulle, Charles Einstein, H G or Einstein, H.G. (not Einstein, HG) Einstein, Albert, Jr. Albert Einstein American College of Physicians, (notice the comma at the end) *Enter authors with titles, such as Jr. or III, as Last, First, Title Page numbers can be entered in any of the following forms, with commas between non-consecutive ranges: 1492-1497 1492-7 124-127, 130, 191-194

Importing from a database: Most databases include an export feature. Ovid and CINAHL are two databases that offer export from search results. In addition, some e-journal web pages may also offer export options. Be sure to check that the data was exported accurately every time you export from a database. Sometimes details are missing or do not appear correctly.

UT Health Science Center at San Antonio Libraries

Page 2 of 6

10/30/12 kp

Ovid CINAHL PubMed 1. Search as usual. From list of results, select the citations you want to save. Select the citation(s) you want to Click Add to Folder on a reference to After selecting citations export. start the export process. to export, select Send to menu from the top right of the results to export the selected citations. If no citations are selected, all results may be exported. 2. Display Export options: Then click Export at the top of your Display contents of folder (top of the Click Send to: search results. screen), then select items to be exported. When the window pops open, choose EndNote from the menu. Click on Export.

Then select Direct Export in RIS Format for EndNote. 3. Select appropriate options:

When specific references are not selected, choose a number to send larger than your search results to include all results.

Select appropriate options: From the Send to menu, select Citation Click Save. Select the details you want to Depending on your web browser, a manager. After selecting options, press Create File. Your web browser may export, such as Citation and file will download that when save/download or ask you to save the Abstract. opened/double clicked, it will Then click Export Citations. transfer the citations to your open file. EndNote library. Depending on your web browser, EndNote X6 should automatically a file will download that when import PubMed references from the opened will transfer the citations downloaded .nbib file. to EndNote. 4. If your browser displays a message asking whether you want to save the file or open it, choose Open. 5. The imported citations will appear in your EndNote Library in a special group called Imported References. If you have a library open, the citations will be placed there.

Possible Errors in the Export Process If Windows didnt recognize the file after the download and asks what to do with the file, choose Select a program from a list. Then when the menu pops up, select EndNote X6 on the list and click okay. You may have to close your EndNote library and retry opening the file and then manually find your Library to complete the import.

UT Health Science Center at San Antonio Libraries

Page 3 of 6

10/30/12 kp

Removing Duplicates To remove duplicates, select Find Duplicates from the References menu. EndNote will scan the library, and will then show duplicate references it detects. From each duplicate set, choose one to Keep. You can change the fields EndNote uses to identify duplicates by choosing Preferences from the Edit menu. Select Duplicates from the left menu. You can then select which fields EndNote will compare, and whether they need to match exactly or if EndNote should ignore spaces and punctuation. By default, EndNote compares the author, year, article title, and reference type fields. You can also tell EndNote to automatically discard duplicates. o Note that the same article downloaded from different databases may have slightly different authors, titles, and even journal names (some databases do not include all authors for example, or may include a longer subtitle); EndNote will not usually recognize these as duplicates.

Saving PDFs or Other Files with EndNote References

You can attach a PDF or other files to EndNote references. The file can be on your own computer or linked from the Internet. Some databases will automatically include a link with downloaded references. To have EndNote automatically search and download selected full text, see the EndNote and Finding Full Text section on page 1. To manually attach a PDF from your computer, open the reference to which you wish to add the file. o To link to a file on your computer, select the reference, then go to the References menu and choose File Attachments and then Attach File.... Locate the file and click Open. o From the main library view, you can also drag and drop to attach a file to a record or right click on the File Attachments section to find and attach. o To link to a file on the Internet, type (or paste) the URL into the references URL field.

PDF Annotation

One of the features of EndNote X6 is the PDF & Quick Edit viewer built into the home screen. When an article is selected from your list of results, the Reference, Preview, and PDF options become available at the right of the EndNote library. Use the orange bubble to add notes to the PDF and the highlighter to highlight selected text with the cursor.

UT Health Science Center at San Antonio Libraries

Page 4 of 6

10/30/12 kp

Producing a Bibliography
When EndNote is installed, it will also create an EndNote ribbon in Microsoft Word 2007 or 2010.

This ribbon tool helps you to produce a properly style-formatted paper and bibliography. EndNote knows thousands of bibliographical "output styles" - you just need to tell it which to use. You can change styles at any time. 1. If you are preparing a paper for publication, be sure to check the journals Instructions to Authors (usually available on the journals website) to know what style to use. 2. On the ribbon, youll see a drop-down menu showing the style currently being used. (The default is usually Annotated but EndNote will remember which styles you have used recently.) Choose Select Another Style to select a style that isnt visible. Select the style recommended by your publisher or instructor and click Choose. 3. To begin adding references open your Word document. Place your cursor where you want to enter your first reference, then click Go to EndNote in the EndNote ribbon's first section. Your EndNote Library will display. (If you want to use a different library, open it instead.) This establishes a link between this Word document and this EndNote Library. 4. Locate the reference you want to use by scrolling through the list or by using EndNotes Search function. Select one or more references. 5. Leaving EndNote open, return to your Word document. Click the arrow next to Insert Citation in the EndNote ribbon's Citation panel, and select Insert Selected Citation(s). 6. You can either repeat the above steps for each additional citation, or click Insert Citation in the EndNote ribbon. An EndNote X6 Find & Insert My References window will open. Enter keywords and click Search to search through your whole library. A list of matching references will appear. Select the one(s) you want to use and click Insert. 7. EndNote will embed the citation in the desired format, and append the bibliographic reference at the end of the paper. This may not be immediate; if you have many references, you will probably first see a generic citation that looks like this: {Albretsen, 1998 #11} for a short while before the formatted citation appears. If these generic citations don't go away, or if the wrong output style is being used, see Changing the Format of a Bibliography in the next section. 8. You can add, remove, or rearrange citations within the Word document. EndNote will renumber or re-alphabetize as necessary. When you rearrange citations be sure to use the Update Bibliography and Citations button to refresh your entire document.
UT Health Science Center at San Antonio Libraries Page 5 of 6 10/30/12 kp

9. When you are all done, save your document. (Actually, you should be saving it regularly, but be sure to do so again when you are done.)

10. Remember to proofread your bibliography! There may be small formatting errors or even typos that you should correct manually. If you find major formatting errors, make sure you are using the correct output style.

11. If you are submitting the document electronicallyespecially to a publisher and the Instructions to Authors say not to use EndNoteyou will need to remove the coding that connects Word to EndNote. Click Convert Citations and Bibliography from the EndNote ribbon's middle panel. Then select Convert to Plain Text. Word will create a new copy of your document, removing EndNote's field codes and leaving the fully formatted bibliography. Save this document under a new name.
Be sure to keep the original version of your document with the field codes, in case you need to make any changes: EndNote cannot work with a document that has been converted to plain text, if you need to make changes using EndNote you must have the original document.

Changing the Format of a Bibliography In the EndNote ribbon's Bibliography panel, select the output style you want to use. If your style isn't on the dropdown, pick Select Another Styleto see the full list. Select the appropriate style and click OK. It may take a few seconds for the bibliography to be reformatted. If it doesn't reformat automatically, click Update Citations and Bibliography from the EndNote ribbon's Bibliography panel to see the new style.

Moving an EndNote Library to Another Computer

In EndNote X6, your library files can be compressed into a single file, which makes moving the file or attaching it to an email message simple. From the File menu select Compressed Library. You have the option to Create a compressed library which will create the file and save to your computer or to Create & Email which will open your desktop email and automatically attach the compressed library. The library and data file will be compressed into a single file with the .enlx extension. This allows you to send a library or part of a library to another person with EndNote software. They would open this file by simply double-clicking.

Need More Help?

Contact Briscoe Library Information at (210) 567-2450 or email askalibrarian@uthscsa.edu for assistance. If you have a technical problem, EndNote may be able to help directly. EndNote customer support is online at http://endnote.com/contact/customer-support or phone: Call (800) 336-4474 and at the prompt press 4, and then select the "ResearchSoft Products"
This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nc-sa/3.0/ or send a letter to Creative Commons, 171 Second Street, Suite 300, San Francisco, California, 94105, USA.

UT Health Science Center at San Antonio Libraries

Page 6 of 6

10/30/12 kp