Endnote Help PC

Table of Contents

Introduction
Creating a Library
Adding Citations

Adding Manually
Importing
Connection Files

Creating a Bibliography
Working with a Manuscript


Introduction

EndNote is a bibliographic management software program used to manage citations and facilitate the publication process. EndNote allows the user to create a library to store citations. The library is similar to a filing folder in your desk drawer. Additionally, EndNote will allow the user to export the citations from the library into a word processor to produce a bibliography or manuscript in a variety of publication styles (e.g., APA, Chicago, or journal specific).


Creating a Library

For this tutorial, we will create a library with citations on the topic of handwashing.

  1. Open EndNote (the icon is located in the demo folder)
  2. EndNote will automatically attempt to open a folder. Click Cancel
  3. Under the File menu, select New. Name the new folder handwashing.enl

A new library will be created with 0 references.

Adding Citations

There are 3 ways to add citations to your library: 1) manually, 2) by importing from a database, and 3) by using the connection file feature.


Adding Manually

This option is most often used to add citations to articles/books that you own. Usually they are articles kept in a paper file or are references in another electronic format (such as a Word bibliography).

To add a new reference:

  1. From the References menu select New
  2. Select the Reference Type from the pull down menu
  3. Fill in the fields
  4. When done, close the New Reference box to add the citation to the library

Examples
McKee, S. (1988). Rub a dub scrub. American Health, 7, 16-18.
Klipfel, M. A., & Erickson, C. E. (1995). Germ free. San Diego: Market Press.


Importing

Importing references from a database is the easiest way to add a large number of citations simultaneously. Once you've set up your library, always follow these steps when conducting online searches. The process is twofold: 1) getting the citations out of the database, and 2) getting the citations into EndNote.

If you have citations from an Ovid AutoAlert, skip the instructions on conducting your search in MEDLINE, and go directly to Setting the Proper Filter.

First, conduct your search in the MEDLINE database.

  1. Connect to Ovid MEDLINE <http://www.usc.edu/ovid/>
  2. Perform your search and select relevant citations. For this tutorial, search for review articles on handwashing in English
  3. Display the articles and scroll to the bottom of the page
  4. In the Citation Manager make the following selections:
    • Citations: All in this set
    • Fields: Complete Reference (without full text)
    • Citation Format: Reprint/Medlars
    • Include Search History: No
    • Save Format: choose PC or Mac depending on your computer's format
  5. Save the file with the .txt extension


Setting the Proper Filter

EndNote must know what version of MEDLINE (or any other database) you are using before it can import correctly. If you always use Ovid databases, you'll only have to set this feature once. If you use databases we get from other vendors, such as Science Citation Abstracts, you'll have to change this each time you import from a new database.

  1. From the File menu, select Import Filters, then Set Filters Folder
  2. The EndNote\Filters\ directory should appear; choose the Ovid_(Reprint_Format) option
  3. Click Select Folder

Importing

If you are importing citations that you have in your email (either mailed yourself or automatically from an AutoAlert), you must be sure to save the citation list from your email program in a text-only format. Citations that are saved in any other format will not properly import.

  1. From the File menu, select Import
  2. Choose your downloaded file by clicking on Choose File and navigating the directory structure to find your downloaded file. Highlight the file name, then click Open
  3. From the Import Option menu select the Medline_Ovid-PC).enf filter. This is the most comprehensive of the Medline options. Medline_(Ovid) will also work, and provide all information except the holdings.
    Note: If you have a computer that does not support long file names, the import option will be called MEDLINOV.ENF
  4. Click Import to add all downloaded citations to your library

Adding Keywords to Citations
Sometimes it is helpful to add keywords to imported citations. Later in the tutorial we will learn how to retrieve selected articles from the EndNote library. As your library grows it will be important to be able to sort and manage citations easily.

  1. While the imported articles are still contained in their own window, select Change Field from the Reference menu
  2. Select Custom 1 from the In pull down menu
  3. Select Replace Whole Field With and type "conference handout" into the box
  4. Click OK

Now each of the imported citations will have the text "conference handout'" added to the record.


Connection Files

A new feature of EndNote version 3, Connection Files allow you to search databases directly within EndNote instead of connecting from your Web browser. Although we do not recommend using connection files (very limited searching options) there are times when this feature is useful. Instead of adding new references manually which usually only includes the citation information, consider using the connection file Author and Title search combination for each reference.

Since we do not want to tie up the available ports in Ovid, to use this feature, you mush connect to the National Library of Medicine and search PubMed.

Example
Aspock, C., & Koller, W. (1999). A simple hand hygiene exercise. American Journal of Infection Control, 27(4), 370-2.

Adding this citation manually would provide only the limited information given above. Let's use the connection file feature instead to get the citation, keywords, and abstract.

  1. From the File menu, select Connect
  2. Select the NLM folder and the PubMed (NLM).enz file and click open
  3. In the first entry box, type the author's last name
  4. From the pull down menu, select Author
    Note: notice how few features are available here. It is not possible to map subject heading, explode, select subheadings
  5. Because we want to find articles that match both author and title, click on the and toggle button
  6. Enter title words in the second entry box and select Title from the pull down menu
  7. Click on Search button to begin searching Ovid through EndNote
  8. A status box will show the number of citations retrieved; click OK
  9. To copy a reference to your library, click on the Copy All Reference To button and select the library
  10. Close the box and Discard the reference from this temporary holding place then Close the search box

Looking at the citation in our library will reveal the entire citation and abstract and keywords. The citation is much more complete than simply typing the information in manually.


Creating a Bibliography

With EndNote you can create a printed bibliography to provide as a handout or supplementary material for a presentation. Because different publications require different styles (APA, MLA, etc.) EndNote can create output in a large number of predefined formats.

Setting Styles

  1. Before you create a bibliography, you must first define your publication style.
  2. From the Styles menu, select Set Styles Folder
  3. The styles are arranged by discipline; for our example select Psychology
  4. Click Select Folder
  5. From the Styles menu you will now be able to select from any psychology related publication style
  6. Select APA Submitted (APA Published is the previous APA format) by clicking on the name in the pull down menu
  7. Click on the Styles menu again to verify that your style has been selected (indicated by the check mark)

Creating the Bibliography

After you have selected your desired style you are ready to create the bibliography.

  1. Select the articles you wish to include in your printed bibliography
  2. For our example today, we'll select all citations previous flagged for the conference presentation
    • From the References menu, select Search
    • Search whole library for the words conference handout
    • Select Custom 1 from the pull down menu
  3. From the File menu, select Export. Only the citations in this retrieved set will be included in the export
  4. Save the file as an .rtf file
    Note: RTF (Rich Text Format) is a format that can be read by either Word or WordPerfect
  5. Open Word and open the saved file
    Note: you may have to change the Files of Type pull down menu to All Files (*.*) to show the .rtf files


Working with a Manuscript

One of the most useful features of EndNote is the ability to create in-text citations and bibliographies for manuscripts. After selecting the style folder you can format your entire manuscript in the pre-formatted style. It is easy to later re-format the paper for another style (very useful if your paper was rejected by Nature and now you want to submit to Science).

For this tutorial you should use a word document with a few paragraphs. Be sure to make a copy of whatever file you choose to work with as the process below will alter the file.

In Word

  1. From the File menu select Open and navigate to the above file
  2. From the Tools menu, select Go To EndNote. This will open the EndNote program if not already open
  3. Switch back to Word
  4. Position your cursor where you wish to insert the first reference

In EndNote

  5. Highlight the desired reference by clicking on the citation
      Note: to refer to more than one citation, click while holding down the Ctrl key

  6. From the Add In menu, select Insert Citation(s)
      Note: Insert Citation(s) is also an option in the Tools menu in Word

Repeat process until all references have been inserted.

In Word

  7. From the Tools menu, select Format Bibliography
  8. Select the desired style
      Note: if you need to switch to a different style folder (discipline) go back to EndNote and change the style folder (see Setting Styles)

To reformat, simply repeat steps 7 and 8 selecting the new style.

Helpful hints

  • Save your paper with the [square bracket] placeholders. That way, you'll have a "master" copy to work with. If you edit the paper you'll be able to easily add or remove references, then format.
  • If the journal style you need does not ship with EndNote, check the styles library at EndNote's Web site <http://www.endnote.com/help/ENstylesfinder.htm> to see if a copy is available for downloading.