GETTING STARTED WITH ENDNOTE X7

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.

Preparing your EndNote Library

Installing Bibliography Styles for Journals
EndNote has over 5,000 bibliographic styles. Only a small number are included when the software is installed. To find and install other styles, search the EndNote Styles list by journal name: 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 automatically find and download many full text journal articles from library subscriptions using the Find Full Text feature. (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. If you use EndNote from an off-campus computer 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 anywhere you accessing the internet.

Installing EndNotes List of Medical Journal Titles and Abbreviations

Before you begin adding references to your library remember 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. Look through the list of Term Lists and double click other relevant areas to your research. After the terms are installed, click CLOSE.

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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.

Exploring the EndNote Library

Currently selected reference style for Preview view. Option for a Quick Search or an advanced Search Panel to search your library or group.

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

Layout options are available to optimize your monitor space.

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
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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. 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 Select individual export. start the export process. citations to export. If you want to export all search results, go to the next step. 2. Display Export options: Then click Export at the top of your search results. Display the Folder by clicking the link at the top of the screen. Click Send to:

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.
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Depending on your web browser, a file will download that when opened/double clicked, it will transfer the citations to your open EndNote library.

Possible Export Errors - Windows

If Windows did not 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 X7 on the list and click okay. *You may have to close your EndNote library and retry opening the file and then manually select your Library to complete the import.

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 computer or downloaded from the Internet. Some databases will automatically include a link back to online full-text. 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 saved on 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
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.

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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.
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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.

Create a Stand-Alone Bibliography/Reference List

There may be times when you are called to submit a reference list from your library without any manuscript from which to create the list. EndNote can create this list for you! 1. From your main library or group, select the references you wish to include in your reference list. 2. From EndNotes File menu, select Export. 3. The export screen is very similar to a Save As interaction. a. Choose a save location on your computer. b. Designate a clear file name for your set of references. c. Change the file type to Rich Text Format. d. Select the Output style that you need for your reference list. e. Click Save. f. Next find your file and open it. It will open in Word. You can now print, save or edit the file. (If you edit the file, you may want to save it in a Word file format doc/docx to preserve the formatting.)

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Editing a Bibliography Style

Sometimes the style that EndNote has available is not exactly what you want to use or a journal uses a modified style. When this happens *you* can edit a style within EndNote so that the modified style will display in your manuscript. It is easiest to create a style by starting with a style closely matching your desired appearance. Use the instructions to authors and published papers from the journal as your reference. This also works to create a new style if you use an existing style as a starting point. These steps are often trial and error to achieve a match to your model so dont give up! 1. Choose the style you wish to edit by selecting it from the Style menu in your EndNote Library. 2. Once the style is active you will see it as an option in the Edit-Output Styles menu (see Edit Vancouver in the image on the right). 3. Then the style window opens and all the options to control the view of the style are available. Most changes will be made in the Bibliography section. For example the Author Lists option allows you to control how many authors are displayed before et al. 4. Often to achieve a perfect output match to a new style you will want to check every option in the style menu. Then when you close the Style window, you will be prompted to Save the new style. ALWAYS save it with a new name like Author Date Modified so you know which version has been changed. 5. To use this new style in your manuscript, from the Word EndNote X7 menu, choose Select Another Style from the drop down menu and browse to your newly saved and named style. Before you start a style edit, check the journals website and http://endnote.com/downloads/styles to see if the style is already available.

Moving an EndNote Library to Another Computer

In EndNote X7, 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.

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Need More Help?

Extensive training videos are available online at http://www.youtube.com/EndNoteTraining. User Guides for Mac and Windows: http://endnote.com/if/online-user-manual/x7 Did you recently upgrade your computer or make changes to other software? Check the compatibility: http://endnote.com/en/requirements

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.

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