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. UT Health Science Center students, faculty and staff should contact TechZone (campus computer store) at 210-567-2832 or visit MED 421.L for information about the discount price of $79. The discount is also available online from HiEd http://www.hied.com/utsystem/. All users of EndNote can purchase software directly from EndNote at http://www.endnote.com. Librarians are available to assist and teach workshops however EndNote software is not available for personal use.
Page 1 of 8
8/21/13 kp
Set-Up Auto Import of PDF References from your Computer: PDF Handling
EndNote X7 can now monitor a specific folder on your computer for downloaded PDF files. EndNote pulls the PDF into your library and attempts to grab reference details from the file into your EndNote Library. 1. View the EndNote Preferences menu (Edit Preferences) and select PDF Handling. 2. Check the box for Enable automatic importing and EndNote will prompt you to select or create a folder for your PDF files. 3. You can also select renaming options for your PDF files. Many PDF files come with very long names so predictable file names may be helpful. 4. After PDF Handling is set up, every time you download a PDF, save the file into this your PDF folder so EndNote can find the file.
All references in the library or selected group. Group Sets and Groups organize your references by keyword, topic, source, or project.
The preview tab permits you to see how a selected reference will look in a bibliography, based on the currently selected style.
Adding References
Manually: You can always add a reference to your Library by typing it in. To add a reference manually, open your library, then select References - New Reference. Be sure to select the correct Reference Type. The default is Journal Article, but other choices in the menu include Book Section (used for book chapters) and Thesis. When you change Reference Types, EndNote prompts you for fields usually needed for that type (editor vs. author, etc.). In general, you dont need to add punctuation (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. American College of Physicians, (notice the comma at the end) *Enter authors with titles, such as Jr. or III, as Last, First, Title
UT Health Science Center at San Antonio Libraries Page 2 of 8 8/21/13 kp
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
When the window pops open, choose EndNote from the menu.
Then select items to be sent to EndNote by checking boxes of individual articles or selecting all.
Click on Export. When specific references are not selected, choose a number to send larger than your search results to include all results. For very large result sets, you may need more than one export. From the Send to menu, select Citation manager. After selecting options, press Create File. Some web browsers will automatically open and import the references. Other web browsers may save/download or ask you about selecting a program to open the file.
Then select Direct Export in RIS Format for EndNote. 3. Options: Select the details you want to export, such as Citation and Abstract. Then click Export Citations. Depending on your web browser, a file will download that when opened will transfer the citations to EndNote. Click Save. You also have the option to remove exported items from the folder.
If EndNote asks about selecting software to open the downloaded .nbib file, select Choose from a List and choose the EndNote program. If your browser displays a message asking whether you want to save the file or open it, choose Open. 4. 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. 5. Before your next export, consider adding the references to a Group folder, so you can find them easily.
UT Health Science Center at San Antonio Libraries Page 3 of 8 8/21/13 kp
Depending on your web browser, a file will download that when opened/double clicked, it will transfer the citations to your open EndNote library.
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.
PDF Annotation
A new feature since EndNote X6, a PDF & Quick Edit viewer is built into program. When an article (with an attached PDF) 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 and the highlighter to highlight selected text with the cursor.
Page 4 of 8
8/21/13 kp
Producing a Bibliography
When EndNote is installed, it will also create an EndNote ribbon in Microsoft Word 2007, 2010, and 2013.
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 displaying the style currently being used. (The default is usually Annotated but EndNote will remember and display the styles you have recently selected.) Choose Select Another Style to select a style that isnt shown. 3. To begin adding references open your manuscript in Word. Place your cursor where you want to enter your first reference, then click Go to EndNote button 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 by clicking them in your library. 5. Then select the Insert Citation button in EndNote and the citation will be transferred to your manuscript at the location you left your cursor. The shortcut for this button click is ALT + 2. Note: The insert citation step has dozens of possibilities. This is one simple way to accomplish this step. 6. You can repeat the above steps for each additional citation. Advanced users often use the Insert Citation button in the EndNote ribbon. When clicked, the EndNote X7 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 use the Update Citations and Bibliography button to refresh your entire document.
UT Health Science Center at San Antonio Libraries Page 5 of 8 8/21/13 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.
Page 6 of 8
8/21/13 kp
Page 7 of 8
8/21/13 kp
Contact Briscoe Library Information at (210) 567-2450 or email askalibrarian@uthscsa.edu for assistance. EndNote customer support is also available. Call (800) 336-4474 and at the prompt press 4, and then select "ResearchSoft Products" or visit http://endnote.com/support/contact-support to submit your request for help online.
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.
Page 8 of 8
8/21/13 kp