GETTING STARTED WITH ENDNOTE X3

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What is EndNote?
EndNote is a bibliographic management and research software program. With EndNote you can search databases online, organize references as well as cite references, instantly format and change your bibliography and share your library. In addition you can attach images, PDFs and other files to citations in your library, making them easier to access. EndNote is available for Windows and Mac computers. Contact the campus computer store (567.2832) or the campus bookstore (567.2840) for purchasing information as a discount price may be available. Librarians are available to assist users and teach workshops on Endnote however EndNote is not available for personal use on library computers. EndNote X3 is the latest version of EndNote and has features not available in earlier versions. Because of changes in the software we suggest working with EndNote 9 or higher. The following guide has been prepared by library staff to provide you with up to date information about using EndNote X3.

Preparing your EndNote Library

Installing Output Styles EndNote makes available over 3,900 output styles. However, with EndNote X3 only the top 100 styles are installed on a typical installation. To install other output styles you will need to do a Custom EndNote Installation. Additional information available http://www.endnote.com/support/helpdocs/ENX3_GettingStartedGuide_WinMac.pdf see page 25. 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. 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 (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 OK.

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Currently selected style

Exploring the EndNote Library

Groups help organize your references by keyword, topic, source, or project.

Keyword search box for searching library or group All references in the library or selected group

Check here to see total number of references currently showing

Adding References Manually: You can add a reference to your Library by typing it in. Here are some tips:

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

To add a reference manually, open your library, then select New Reference from the References menu. Be sure to use the right 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 things 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) Page numbers can be entered in any of the following forms, with commas between nonconsecutive ranges: 1492-1497 1492-7 124-127, 130, 191-194

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Importing from a database:

Ovid CINAHL PubMed 1. Run search as usual. From list of results, select the citations you want to save. Place citation(s) you want to save Add citations to My Projects. After selecting citations to save, in a folder: select Send to menu from the top right of the results.

2. Display Export options: The Folder Manager can be found at the right sidebar. Click on Folder View

Display contents of folder, then select items to be exported. Click on Export.

Click Send to:

3. Select appropriate options: Select appropriate options: Select citations to be exported. On right sidebar, click Export and then Direct Export to EndNote. Click Save under left pane.

Select options in Export Citation List:

From the Send to menu, select File then set the format to MEDLINE. When finished, press Save. Save anywhere you like, such as the Desktop. The default name for the saved file is pubmed-result.txt. You can change this if you want. You must be able to locate this file in the next step. Importing: From EndNotes File menu, select Import. Youll see a box like this:

Click Export Citation(s). 4. If your browser displays a message asking whether you want to save the file or open it, choose Open it. 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.

Import Data File: click Choose File to locate the text file you saved from PubMed. Import option: Select the database you from which you have downloaded your citations. If the database is not there, click Other Filters and select desired database. Click Import. Number of citations imported will be shown in bottom left hand corner.
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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. Duplicates will be highlighted; you can delete them all at once by choosing Delete from the References menu, or by selecting one reference at a time. You can change the fields EndNote uses to identify duplicates by choosing Preferences from the Edit menu. Select Duplicates from the left frame. 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. 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.

Linking PDFs or Other Files to EndNote References

You can attach a PDF or other file to a reference in EndNote. The file can be on your own computer or on the Internet. Open the reference to which you wish to link. o To link to a file on your computer, go to the References menu and choose File Attachments and then Attach File.... Locate the file and click Open.

From the main library view, you can also drag and drop to attach a file to a record o To link to a file on the Internet, simply type (or paste) the URL into the references URL field.

Producing a Bibliography
4. When EndNote is installed, it will also create an EndNote ribbon in Microsoft Word 2007 (in older versions of Word, it will create a toolbar instead).

5. The tools on this ribbon help you to produce a properly-formatted bibliography. EndNote knows about three thousand bibliographical "output styles"; you just need to tell it which to use. You can change styles at any time. 6. If you are preparing a paper for publication, be sure to check the journals Instructions to Authors (usually available on the journals website) or the appropriate style manual to know what style to use. 7. At the top of the EndNote screen, youll see a drop-down menu showing the style currently being used. (The default is Annotated.) Click on the arrow to see the default styles and any you have used. Click on Select Another Style... to see all available styles. Select the style recommended by your publisher or instructor and click Choose.

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8. Leaving EndNote open, open your Word document. Place your cursor where you want to enter your first reference, and click Go to EndNote in the EndNote ribbon's Citation panel. Your EndNote Library will display. (If you want to use a different library, you can open it now.) This establishes a link between this Word document and this EndNote Library. 9. Locate the reference you want to use by scrolling through the list or by using EndNotes Search function. 10. 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). 11. You can either repeat steps 4 through 6 for each additional citation, or click Insert Citation in the EndNote ribbon's Citation panel. An EndNote X2 Find Citation(s) 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. 12. EndNote will embed the citation in the desired format, and append the bibliographic reference at the end of the paper. This may not be instantaneous; 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. 13. 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. 14. When you are all done, save your document. (Actually, you should be saving it every now and then anyway, but be sure to do so when you're all done.) 15. 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. 16. If you are submitting the document electronically especially to a publisher and Instructions to Authors say not to use EndNoteyou will need to remove the field codes. Click Convert Citations and Bibliography from the EndNote ribbon's Bibliography 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 you will have to have the original document to work with.

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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.

Moving an EndNote Library to Another Computer

If you need to move your EndNote Library to another computer, or want to share it with another EndNote user, you will need to move two separate parts. These two parts are your EndNote Library, which will have the extension .enl, and a folder with the same name as your EndNote Library, but with a .Data extension. In EndNote X3, these two 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 email and automatically attach the compressed library. The library and data file will be compressed into a single file with a .enlx extension. To open this file, simply double-click it (note: the recipient must have EndNote version 9 or later to open the file). With EndNote X3 you can also create a compressed library with file attachments. A library with file attachments would include all PDFs or other files that you attached to references in your library. You can also decided if you want to send your entire library, selected references or all the references in a group.

Need More Help?

Check the handout EndNote Tips and Troubleshooting, which covers updating filters and styles, editing styles, customizing your display, merging libraries, and more.

EndNote online customer support: http://endnote.com/support/entechform.asp Phone: (800) 336.4474 Updates and patches are available online at http://endnote.com/support/ensupport.asp.
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