Reference Management With Endnote: Guide 92

Guide 92
Version 5.1
Reference management with

EndNote
This guide describes three aspects of the management of references on the
networked PC service at Durham. Firstly, it describes the EndNote package
itself. Secondly, it discusses its use in conjunction with Microsoft Word for
creating documents with bibliographies. Finally, it covers ways of
downloading references from online databases into EndNote.
A basic ability to use MS Word and the Mozilla web browser is assumed.
80p
Document code: Guide 92
Title: Reference management with EndNote
Version: 5.1
Date: October 2006
Produced by: Durham University Information Technology Service
Copyright © 2006 Durham University Information Technology Service
Conventions:
In this document, the following conventions are used:
• A typewriter font is used for what you see on the screen.
• A bold typewriter font is used to represent the actual characters you type at
the keyboard.
• A slanted typewriter font is used for items such as filenames which you
should replace with particular instances.
• A bold font is used to indicate named keys on the keyboard, for example,
Esc and Enter, represent the keys marked Esc and Enter, respectively.
• A bold font is also used where a technical term or command name is used
in the text.
• Where two keys are separated by a forward slash (as in Ctrl/B, for
example), press and hold down the first key (Ctrl), tap the second (B), and
then release the first key.
Contents
1 Introduction ........................................................................................................ 1
1.1 How to use this document.............................................................................. 1
2 Reference management with Endnote............................................................. 2
2.1 How to start the EndNote program ................................................................ 2
2.2 Library files..................................................................................................... 3
2.3 Opening an existing Library ........................................................................... 3
2.4 Introduction to the Library window ................................................................. 4
2.5 Previewing references ................................................................................... 5
2.6 Types of references ....................................................................................... 6
2.7 Selecting and viewing a reference ................................................................. 7
2.8 How to enter a new reference by hand .......................................................... 8
2.8.1 Dealing with names that are not known and et al. ................................ 10
2.8.2 Corporate authors ................................................................................. 10
2.8.3 Complex author names......................................................................... 10
2.8.4 Year ...................................................................................................... 10
2.8.5 Article titles ........................................................................................... 10
2.8.6 Pages.................................................................................................... 11
2.8.7 Date ...................................................................................................... 11
2.8.8 Call Number .......................................................................................... 11
2.8.9 Edition................................................................................................... 11
2.8.10 Keywords........................................................................................... 11
2.8.11 Notes and abstract ............................................................................ 11
2.9 Font, size and style ...................................................................................... 11
2.10 Entering special characters.......................................................................... 12
2.11 Entering a Journal Article reference by hand............................................... 13
2.12 Spell checking your references.................................................................... 14
2.13 Associating web-links with references ......................................................... 14
2.14 Term lists ..................................................................................................... 15
2.15 Selecting a style that includes the abstract.................................................. 16
2.16 Searching for a reference or set of references ............................................ 17
2.17 Library window display fields ....................................................................... 18
2.18 More on sorting a library .............................................................................. 18
2.19 Creating a new library .................................................................................. 19
2.20 Setting library which opens by default ......................................................... 19
2.21 Selecting multiple references....................................................................... 20
2.22 Arranging multiple windows ......................................................................... 21
2.23 Cutting, copying and pasting text................................................................. 21
2.24 Copying references...................................................................................... 21
2.25 More on styles.............................................................................................. 22
2.25.1 Finding a style for a specific journal .................................................. 22
2.25.2 Changing the default Style ................................................................ 24
2.25.3 What to do if you can’t find the Style for the Journal you want to
submit to ............................................................................................................24
2.25.4 Editing a Style.................................................................................... 25
2.25.5 The Style window .............................................................................. 27
2.25.6 Style templates .................................................................................. 28
2.26 Making a Word document listing your bibliography ..................................... 29
2.27 Printing a bibliography list ............................................................................ 29
3 Creating documents with bibliographies using Microsoft Word................. 29
3.1 Inserting a single citation ............................................................................. 30
Guide 92: Reference management with EndNote i

3.2 The Endnote toolbar .................................................................................... 32
3.3 Inserting multiple citations ........................................................................... 33
3.4 Cite While You Write.................................................................................... 35
3.5 Inserting a citation and editing it to omit the author’s name......................... 36
3.6 Deleting a citation ........................................................................................ 36
3.7 Inserting citations into footnotes .................................................................. 37
4 Downloading references from online databases .......................................... 38
4.1 Method 1: Using an import file to download references............................... 39
4.1.1 Downloading from the Durham University Library OPAC catalogue .... 39
4.1.2 Downloading references from the Eureka database............................. 41
4.2 Method 2: Searching online databases directly through EndNote connection
files .............................................................................................................. 43
4.2.1 Connecting to Durham University library .............................................. 43
4.2.2 Connecting to the US National Library of Medicine PubMed database 44
4.3 Method 3: Downloading references with the ‘Direct export’ facility.............. 45
4.3.1 Direct export downloading from the Web of Knowledge....................... 45
4.3.2 Direct export downloading from OCLC FirstSearch.............................. 46
4.4 Dealing with duplicates ................................................................................ 48
5 Exchanging references with other databases: Papyrus & Bibtex............... 48
5.1 Converting Papyrus data to Endnote ........................................................... 48
5.2 Exchanging data between BibTex format and Endnote............................... 48
6 Further information ......................................................................................... 48
7 Keyboard shortcuts ......................................................................................... 50
ii Guide 92: Reference management with EndNote

1 Introduction
This guide introduces the use of the Endnote package and Word for the
management of references and the creation of dissertations and papers
with bibliographies. It also covers ways of downloading references from
online databases accessible via the University’s library web pages.
EndNote is a complete bibliography management package designed to run
in a Windows environment and is fully integrated into Microsoft Word.
It can be used:
• as a database to manage references: Endnote acts as a database
to store your references. As such it offers a number of standard
facilities for reference management such as searching, outputting
bibliography lists etc. Individual references can be also marked with
keywords to distinguish different projects or papers.
• to create documents with references in Word: references in the
database can be easily cited in text and a bibliography automatically
generated at the end of the document. Differing output styles can be
chosen depending on which journal a paper is being submitted to.
The new ‘Cite While You Write’ facility allows you to enter your
citations into text without leaving Word and to view the bibliography in
its final format as your document proceeds.
• to download references from online databases: most recent
journal articles are now cited online somewhere. It is easy to search a
database, select papers of interest and download them into your
personal reference library. The ability to download references from
online databases reduces the need to type in citations by hand with
the associated tedium and likelihood of typographic errors.
Furthermore, a number of databases now offer the possibility to
export directly marked lists of references which avoids having to
continuously save them to file and then import them. It also possible
to download paper abstracts and in some cases URLs (e.g. PubMed)
pointing to the full-text source of the article.
The guide splits into three main sections. Section 2 introduces the Endnote
package and its use as a database for storing and cataloguing references.
Section 3 introduces its use in conjunction with Word for creating
documents with bibliographies. Section 4 discusses the use of online
databases for downloading references. At the end, in Section 5, we briefly
cover exchanging data with other reference management systems and
there are some pointers to further information in section 6.
1.1 How to use this document

The practical work in this document uses a modified version of Endnote’s
paleo.enl example reference library and the paleo.doc Microsoft Word
document. These are available from the ITS WWW pages (look under
Information > Guides > Sample Files > Endnote. Save the files to disk, in
a folder you may like to call endnote.
Read through the document. Whenever you encounter a numbered step,
these are instructions that you should carry out on the computer. Please
Guide 92: Reference management with EndNote 1

use the examples as shown, rather than typing references of your own, as
some of the subsequent practical work relies upon previous examples.
2 Reference management with Endnote
2.1 How to start the EndNote program

EndNote can be started in two ways: either as a stand-alone application or
from within Microsoft Word. The latter method gives you access to your
references while writing your document, and enables EndNote to perform
the bibliographic formatting operations in the document which is currently
open.
Stand alone method:
1 Click on Start, choose Programs | Bibliographic Software |

EndNote X | EndNote Program.
To open EndNote from Microsoft Word:
1 Start Microsoft Word as usual.

2 Select Tools | Endnote X | Go to EndNote
2 Guide 92: Reference management with EndNote

2.2 Library files
An EndNote Library File is a collection of references, each containing the
information required to create a bibliography. Additional information such as
keywords, notes, and abstracts can also be stored in these references.
Although many Library files can be created we recommend that for most
people, it is best for all references be kept in one main EndNote Library. In
this way you can avoid the need to locate the necessary file when writing
papers, creating bibliographies or copying files from computer to computer.
If you do use only one EndNote Library, you can use the Keyword and
Label fields together with EndNote’s Search and Sort Library Commands to
help organise and categorise the references.
2.3 Opening an existing Library

When you open EndNote a Select a Reference Library dialog box will
appear.
1 Double click on the new endnote folder in your J:\ drive and then
double click on the EndNote library file paleo.enl and the file will
open.

2.4 Introduction to the Library window
Once the library file is open the contents are shown in the Library window.
For each reference, the Library window displays the first author’s surname,
the year, and the title. You can browse through the library by using the
scroll bar, the cursor keys or the Page Down, Page Up, Home and End
keys.
The library entries may be sorted according to author, date or title.
1 Click on the Year button to sort by Year, click again and it will sort in
a reverse sense.
2 Click on the Author button until the library is sorted in forward
alphabetical order (i.e. with A’s at the top).

Click
here to
sort by
Author
To work with a specific reference you must first select it in the Library
window.
3 Click once on the reference line with author Allen to select it.
2.5 Previewing references

More detail about a reference can be obtained in the preview window.
1 Click on the Show Preview button at the bottom right hand corner of
the library window.
The reference is displayed according to the currently selected output style
and hence in the way in which the reference would appear in a bibliography
at the end of a document. The currently selected style is displayed at the
second toolbar and by default is the Author-Date style.
Click on the style field entry arrow ▼ and select the Show-All style.
You will see the entry in the preview window change to a list of fields and
entries. You may need to resize the library window and preview window to
see all the fields.
2 Move the mouse over the boundary between the library and preview
windows. When the mouse pointer changes to two parallel horizontal
lines hold the left mouse button down and adjust the boundary
between the library and preview windows.
3 To reposition the window place the mouse pointer on the title bar
and drag to the desired location in the usual way.

2.6 Types of references
A reference is a pointer to a piece of work. Certain information should
always be supplied, for example, the name of the author and the year of
publication. Other information varies with the type of work referred to.
Journal references quote the name and volume number of the journal,
whereas references to a book chapter quote both the name of the book and
the title of the chapter, and usually the page numbers of that chapter.
EndNote recognises 39 pre-defined reference types including: Artwork,
Audiovisual Material, Bill, Book, Book Section, Case, Chart or Table,
Classical Work, Computer Program, Conference Paper, Conference
Proceeding, Edited Book, Electronic Article, Electronic Book, Electronic
Source, Equation, Figure, Film or Broadcast, Generic, Government
Document, Hearing, Journal Article, Legal Rule/Regulation, Magazine
Article, Manuscript,Map, Newspaper Article, Online Database, Online
Multimedia, Patent, Personal Communication, Report, Statute, Thesis, and
Unpublished Work.
Each reference type has predefined fields which may be filled in or left
blank. At the top of the list in the preview window is the Reference Type,
directly below that is the Record Number (number 3 in this case).
This article is of type Journal Article. It has author, year, title, journal,
volume, issue and pages fields. Now, use the down arrow to move down
the library until you get to the entry for Jones.

This you can see is a reference type ‘book’ with slightly different fields,
including series editor, city and edition.
2.7 Selecting and viewing a reference

You can select a reference either by clicking on the reference using the
mouse, by using the cursor keys or by typing the first few letters of the
author’s surname without pausing (this only works if the library is sorted by
author).
1 Click once on any reference with the mouse.

2 Use the Cursor keys to move up and down the reference list.
3 To select the Allen reference, type all quickly without pausing
To view a reference either press the Enter key or double click on it in the
library window.
4 Double click on the Allen reference to open it.

A Reference Window opens with the selected reference.

The citation information is displayed at the top of the Reference window,
“Allen, 1988 #29”, this is the way in which the temporary citation is
displayed in a document (this is described in more detail later).
5 To view the other fields of the reference press the Tab key to move
forward a field, press Shift/Tab to move backwards through the
fields.
To close a reference click on the close button on the title bar of the
Reference Window or press Ctrl/W
6 Close the Allen reference.

EndNote will automatically save all changes to a reference when the
Reference window is closed.
2.8 How to enter a new reference by hand

To enter a new Book reference by hand
1 Select References | New Reference or Ctrl/N. An empty reference

window opens with New Reference displayed in the Title Bar.
Reference
Type
The default type for new references is Journal Article. If you want to
change the type to a Book or other types of work, click the down arrow
button ▼ to the right of the Reference Type box and select the required
reference type. Normally the reference type should be selected before
entering the information, but it can be changed at any time and the
information entered is retained and transferred to the corresponding field
for the new reference type.
2 Click the reference type drop down and choose Book.

Authors can be entered directly with the first name first: “First Middle Last”
such as “Paul Michael Glaser” or with the last name first followed by a

comma and the first names: “Last, First Middle” such as “Glaser, Paul
Michael”. This applies also when entering initials either “P. M. Glaser” or
“Glaser, P. M.” Make sure you type a period or a space between initials
otherwise EndNote interprets the initials as a single name PM.
Individual authors must be entered one per line, use the return key to select
a new line.
3 With the cursor in the Author field type Glaser, P. M. and press the
Enter key.
Endnote has an auto-complete facility for Author, Journal and Keywords.
When you type in the characters of an author’s name into a new reference
EndNote displays it in black until there is no possible match in which case it
then displays it in red. If you are entering a name that is already known to
the library (in a term list discussed below) you can type until you see it
displayed and then press return or tab to move to the next field.
4 Now enter the second author D. Soul using the second method of
author entry with the initial first.
5 Press the Tab key to move to the Year field, and type 1976.
6 Continue entering the reference as shown below remembering that
Tab moves forward and Shift/Tab move backward and a click with
the mouse will take you to a desired field.
Title: Policing the streets of New York
City: New York
Publisher: Huggy Press
Number of Pages: 547
7 Close the reference window by clicking on the close button or by

selecting File | Close Reference or Ctrl/W.
All information is automatically saved when you close a window. Your new
reference will now appear in the Library window.

With the exception of capitalisation, special bibliographic formatting and
punctuation should not be included when typing reference data into
EndNote. For example do not put quotes around titles, italicise journal
names, or include the abbreviation Vol. along with the volume numbers.
Enter only the raw data and leave the formatting to EndNote.
2.8.1 Dealing with names that are not known and et al.
Enter all author names for a particular reference. EndNote will truncate the
list of authors with et al. etc as required by the bibliographic style. If all the
authors are not known the last author should be et al. followed by a
comma.
2.8.2 Corporate authors

When entering corporate authors, put a comma after the name
• Durham University,
• British Medical Association,
• U.S. Law Institute,
Ensure that no commas are in the name as all text before the comma is
interpreted as a last name.
2.8.3 Complex author names

For multiple-word last names like Charles de Gaulle, enter the name with
the last name first, such as
de Gaulle, Charles
Entering a name this way ensures that both words de and Gaulle will
format as the last name.
Enter authors with titles, such as Jr or III, as last, first, Title.
For example, George Bush Jr must be entered as
Bush, George, Jr.
2.8.4 Year
The year should be entered in the yyyy format, as in 1999. Where
appropriate, enter ‘in preparation’ or ‘in press’ (without the quotes).
2.8.5 Article titles

Enter titles without a period or any punctuation at the end. Do not press the
Enter key while typing titles into EndNote, allow long titles to wrap to the
next line. Capitalise the title in the same way that is desired in the resulting
bibliographies.

2.8.6 Pages
Page ranges can be entered as complete (824-829) or abbreviated (824-9),
but complete would be more flexible. The style used to create the
bibliography can change the page numbers to be either full or abbreviated
ranges, or just show the first page depending on which style is used.
2.8.7 Date
Enter dates as required to appear in the references, EndNote does not
reformat dates.
2.8.8 Call Number

The Call Number field is used to store the library Call numbers, which are
numbers identifying a particular location on the shelves in a library.
2.8.9 Edition
The text in the Edition field is not modified by Endnote in the resulting
bibliographies so should be entered as you would like it to appear, e.g. 1st.
2.8.10 Keywords
This field is used to store keywords which are to be associated with the
reference. A search can be restricted to just the Keywords field, so the
terms you enter into this field can be used later to retrieve the references
using the search command. No special delimiters are required to separate
individual keywords a comma, is normally sufficient.
Keywords can be used to identify references as being relevant to different
sub-projects or papers you’re writing.
2.8.11 Notes and abstract

Use the note field to store any additional information such as a review of
the paper, the location of a quote in a book or the quote itself (which can be
copied and pasted in from the document).
The abstract field may well be filled if you have downloaded the reference
from an online database.
2.9 Font, size and style

When you format a bibliography in a document it will appear in the same
font and size as the rest of the document. Normally, when you enter a
reference by hand into Endnote it is entered in Endnote’s Plain font, size
and style which means the references will follow the document’s font
settings. If you need a special font or text size,
1 Select the text in the reference and

2 Go to Text | Font or Text | Size and alter it as required.

The new size or font will override the default in your document.
2.10 Entering special characters

If you need special characters such as Greek or special symbol characters
with diacritics e.g. ξ, é, ö, ç. you can insert them and they will be
reproduced in the citations and bibliography of your document.
Let us try entering the special character é. The easiest way to do this is to
use the windows Character Map program, to start this:
1 Go to Start | Programs | Accessories | System Tools | Character

Map.
2 From the Character Map make sure that the font type is Arial and
then find and click on the following character: é. It should appear
magnified.
3 Click the Select and then the Copy buttons, the character should
now be copied to the clipboard.
4 Swap back to EndNote using the Alt/Tab key combination.
5 Open a new reference with Ctrl/N.
6 Change the Reference Type to Book
7 In the author field type the characters
le Carr
and then Ctrl/V to paste in the é then finish the name off to give
le Carré, John
8 Enter the Year as ‘1963’, the Title as ‘The Spy Who Came in from
the Cold’, the City as ‘London’ and the Publisher as ‘Gollancz’ (all
without the quotes of course).

9 Close the reference (Ctrl/W).
10 Check that the reference is correctly displayed in the preview
window.
If you use special characters regularly you can paste them as a single
character term in the keyword term list. You can then retrieve it whenever
required.
2.11 Entering a Journal Article reference by hand

Try entering the following Journal Article reference by starting a new
reference with Ctrl/N and moving down the fields with the Tab key:
Reference Type: Journal Article
Author: Glen, D.
Gombos, A. M.
Year: 1999
Title: Dinosaurs: are they returning?
Journal: Journal of Dinosaurs
Volume: 3
Issue: 2
Pages: 100-105
Alternate Journal: J. Dinos.
Keywords: dinosaur
thesis
dino_paper
Abstract: this is the abstract
Notes: this is a very good/poor article
URL: http://www.endnote.com
Your new reference window should now look something like this:

2.12 Spell checking your references
Endnote now provides a spell-checker to check the spelling in references
you have typed in. The spell checker is only available when a reference is
open:
1 Open the Glaser reference you have just entered by double clicking
it in the reference library window.
2 Select Tools | Spell check or press Ctrl/Y
Any words not recognised by the dictionary will be flagged and you then
have the opportunity to change them. For example, if we had misspelt the
word Policing it would come up as below with a correct suggestion to
replace it with:
It is only possible to spell check references that have been opened and if
you have multiple references open they are checked one at a time. If you
had a large library of references, one way to check them all might be to
make a Word document with the complete library as a bibliography (see
section 2.26) and then use Word’s spell checker.
2.13 Associating web-links with references

The URL (Uniform Resource Locator) field of a reference allows you to
associate a World Wide Web URL with a reference and obvious links would
be to the full-text of a journal article or to the publisher’s or library entry for
a book. References downloaded from online databases such as the Web of
Science often have URL’s pointing to the article in the database. In the
example above we have entered a ‘dummy’ URL to the Endnote home
page.
For a more interesting example, go to the entry for Antonetti in the
paleo.enl library. This is a journal article downloaded from the PubMed
database (how to do this is described later in section 4.2.2):
1 Select the Antonetti reference (so that the line is highlighted in

blue).
2 From the toolbar select References | Open Link (at the bottom).
The default web-browser will open and take you to the full-text page for this
article (which you can see if you are interested by clicking ‘Download’).
3 Go back to EndNote using Alt/Tab.

4 Double click on the Antonetti reference line to open the reference
window.
5 Scroll down or use the Tab key to go to the URL field.
You can see three URL’s displayed in blue, the first points to the full text of
the article, the second to the abstract and the third to the entry in the
PubMed database.
6 Click on the second line of blue text and you will go to the abstract.
7 Click on the third to go to the PubMed entry.
We will use these URL entries later when discussing electronic journal
articles.
2.14 Term lists

Term lists are used to store commonly used terms such as keywords,
author names, or journal names. If you are entering references by hand you
can use these lists to improve consistency. The Journals list is also used to
define abbreviations for journals which are then substituted for the full
journal name in the bibliography. For example the Journal of Physiology is
usually abbreviated to J. Physiol.
Term lists are automatically maintained, as you enter new references into
the library EndNote updates the lists.
Let us have a look at the current Term lists associated with the Paeleo.enl
library:
1 Select Terms | Open Term Lists | Authors Term List | Lists, and
click Update List, click OK to accept the defaults and the following
list of authors recognised by this library should appear:

To look at the list of journal terms:
2 Select Terms | Open Term Lists | Journals Term List | Terms and
the following box should appear
This is the list of journals ‘known’ to this library together with their
abbreviations used for the display of Journals in the bibliography. Let us
now edit the abbreviation for the Journal of Dinosaurs which was added to
the list when we entered the journal article in section 2.11:
3 Scroll down to and click once on the Journal of Dinosaurs line to

select it, the column Abbreviation 1 should have the entry J. Dinos.
4 Select Edit Term
5 Click once in the Abbreviation 2 field and enter:
J. Dinosaur.
6 Click Close to close the window.

Whether the full journal name or an abbreviation is used depends on the
Journal Names entry in the current bibliographic style (see section 2.25.5).
If your work involves medical journals you may find the information
produced by the University of Queensland on the Endnote medical term list
at
http://www.library.uq.edu.au/endnote/medical_journal_titles_5.html
useful.
2.15 Selecting a style that includes the abstract

It can be convenient to use the preview window to display the abstract
when scanning through a library. You can use the style called Annotated
which appends the abstract to the end of the reference details.

1 Select the Annotated style on the toolbar.
2 Return to the library window and select the new Glen reference. The
abstract should be displayed below the rest of the citation.
2.16 Searching for a reference or set of references

You can search for references in the library by specifying appropriate
criteria in the search dialog box.
For example, to find all the references with the term dinosaur in
1 Select References | Search References or Ctrl/F.

2 Type dinosaur in the first criteria field.
The words Any Field next to dinosaur mean that EndNote will search all
fields for the word dinosaur. It is possible to be more specific about the
search term, by selecting a field such as Title from the drop-down list.
3 Click on the Perform Search button and EndNote will display the
search results.
The bottom left of the library window displays Showing 17 out of 208
references, you are still displaying the same Library as before only
EndNote has restricted to view just the results of the search.
4 To view all the references again select References | Show all

References or Ctrl/M.
It is also possible to combine search parameters.

2.17 Library window display fields
By default Endnote displays the references in the library window with the
Author, Year and Title. It is possible to alter this default. Let us add the
Record Number:
1 Select Edit | Preferences.

2 Select Display Fields from the list on the left-hand side.
3 Click the down arrow ▼ to the right of the Column 4 field and select
Record Number from the list of possible fields. The characters
Rec# will appear in the Heading column.
4 Click OK to close the dialogue window.
The Record Numbers should now be displayed, you may have to increase
the size of the window or adjust the column sizes.
2.18 More on sorting a library

In section 2.4 we saw how to sort the library by clicking on the display field
buttons. It is also possible to sort by a set of fields by selecting References
| Sort References. The sort dialogue box will appear with the current sort
order shown.

Within the Sort Order dialog box one or more fields can be specified to
indicate the desired sort order. The sort direction for each field can be
specified by clicking on the sort buttons:
for ascending order, and
for descending order.

So, for example, to sort by Record Number:
1 Click on the sort library icon on the toolbar or select References |

Sort References, the Sort Order dialog box appears.
2 Click on the down arrow button ▼ to the right of the first (top) field
and select Record Number. By default the field is in ascending
order.
3 Click OK
You will only be able to verify that the references are sorted in record order
if Record Number is one of the fields displayed, see section 2.17.
2.19 Creating a new library

To create a new library:
1 Select File | New, a dialog box appears prompting for the new
library file name and location.
The default file name for the new library is Untitled.enl.
2 Ensure that the Save in: box is set to your J:\ Endnote folder.
3 Click on the Save button and a new library window will appear.
2.20 Setting library which opens by default

If you have a copy of Endnote on your own PC, it is possible to set a default
library which opens whenever you start it up.

1 Open the library or libraries you wish to be opened by default.
2 Select Edit |Preferences.
3 If it is not alrady selected, select Libraries from the top of list at the
left.
4 Click the Add Open Libraries button. Click the OK button.
The relevant libraries should now be opened when Endnote is next
restarted.
2.21 Selecting multiple references

Multiple references can be selected in a number of ways:
• Dragging the mouse vertically either up or down will select a range of
references.
• To select individual references, hold down the Ctrl key and click on
individual references. To deselect a reference with the Ctrl key still
held down click on a selected reference.
Multiple
references
selected
with the
Ctrl key
• To select a range of references select the first reference and hold

down the Shift key and select the last reference and the range in-
between will be selected.

Click First
Reference
Hold
Shift key
then click
Last Reference
• To select all references either choose Edit | Select All or press

Ctrl/A. When all the references are selected the select all command
changes to Unselect All.
2.22 Arranging multiple windows

Multiple windows can be arranged by either dragging on the title bar so
they are in the desired position or within the Window menu and either
selecting Cascade or Tile. This will arrange all open windows within
EndNote.
2.23 Cutting, copying and pasting text

The cut, copy and paste commands from the Edit menu can be used to
move text from one field to another either in the same reference or another
reference. Selecting the desired text, and either cutting or copying it and
then pasting it in the correct location does this. Text can also be copied or
cut from Microsoft Word and pasted in a reference field this is handy for the
Notes and Abstract field, or visa versa.
2.24 Copying references

In addition to copying and pasting text between fields, EndNote can Copy
and Paste entire references between libraries. This is achieved by selecting
one or more references in the library window selecting Edit | Copy and
Pasting them into another Reference window.
1 Within the Paleo library select several references.

2 Select Edit | Copy.
3 Select Window | Untitled.enl to switch to the empty library file.
4 Select Edit | Paste, the contents of the clipboard is then pasted into
the new library file.
An alternative method is to drag and drop selected references into another
library window.

5 Arrange the two library windows so they can both be viewed as
shown below.
Drag the
selected
references
6 Within the Paleo.enl library select several references.

7 Point to a selected reference and drag it into the other library
window.
2.25 More on styles

Existing styles can be viewed by selecting Edit| Output Styles. A drop
down sub-menu appears with the current short list of styles.
2.25.1 Finding a style for a specific journal

EndNote has styles for over seven hundred journals. To search for a
particular journal:
1 Select Edit | Output Styles | Open Style Manager.

The Styles window with all the available styles in the current Style folder
appears:
Journals are grouped into categories such as Humanities, Geosciences,

Business and Economics etc. and the Styles window can be sorted by
Name or Category.
2 To sort by category click on the Category button at the top of the

window (the Style window has similar mode of interaction to the
library window, see section 2.4).
3 To sort by name click on the Name button.
Once the journals are sorted by name you can go to a specific journal by
typing the first few letters of the journal name.
4 Type Res rapidly to go to the journal Res Comp Class Natural

Med.
You can also use the Find button on the left to search for journals or to list
only journals of a particular category:
5 Click the Find button.

6 Click on the Category closest to your field to see if there are any
journal styles of interest to you.
To search for a Journal by name:
7 Click on the Find button and then click By Name and enter a
suitable journal name, e.g. Res will find the journal Res Comp
Class Natural Med again.
8 Once you have found a journal style of interest to you can add it
onto the favourites menu. Click on the tick box next to Res Comp
Class Natural Med to add it to the short list.

9 Close Style Manager by clicking the cross in the top right corner.
2.25.2 Changing the default Style

By default the list of favourites has basic generic styles such as Annotated,
Author-Date, Numbered and Show All styles. You can select any of these
to be the current Bibliographic style. For example to select the Numbered
style:
1 Select Edit | Output Styles.

2 Click on the Numbered style to select it as the current style.
A tick appears next to the Numbered style to indicate that it is now the
current style. It is also possible to alter the current style from the main
toolbar menu; this was covered in section 2.5.
2.25.3 What to do if you can’t find the Style for the Journal you want to
submit to
If you want to submit a paper to a journal for which there isn’t an existing
Endnote Style you will need to find one from somewhere else or edit an
existing and similar journal style. If you are writing a thesis or dissertation it
is likely that the Author Date or Harvard styles will be close to the required
style (note however that the Endnote style for Harvard is a little odd, for
example by default journal articles are displayed without a title).
The Endnote company is constantly producing more styles and provides a
‘Style Finder’ to help you find an appropriate style. To go to the Style Finder
web-page:
1 Select Help | Web Styles Finder which should take you there.
2 Alternatively open a web-browser and type in the following address:
http://www.endnote.com/support/enstylesfinder.asp
You can then type in the name of journal you are interested in and, if it
exists, down load the Style file.
The full list of styles can be found at
http://www.endnote.com/support/enstyles.asp

The styles can be sorted by the date that they were created or by name. To
download a style:
3 Find the style you want.

4 Right click on the red FTP in the Link column.
5 Select Save Link as.
6 Save it to your J:/Endnote/Styles folder (you may need to create
this, see section 2.25.4).
It is rather tedious to download any significant number of styles using this
method. To download several styles or update your whole styles library by
downloading all the styles from http://www.endnote.com/you are advised
to use the FTP command, see Infosheet 48 Transferring files between
computers using FTP or contact the ITS Helpdesk.
See also ‘Modifying Style Templates’ on page 401 of the Endnote manual.
Endnote also provide an update facility to download the latest files from
their web-site:
Select Help | Endnote Program Updates.
2.25.4 Editing a Style

If you want a specific style you may need to edit an existing style. The first
thing to do is to find the style closest to the one you want. Use the Styles
finder above or:
1 Select Edit | Output Styles | Open Style Manager

2 If the window at the bottom is not visible then click the Show Info
button.

3 Change the setting in the information panel from Style Info to Style
Preview.
You should now see some example references displayed according to the
selected style. Browse up and down the styles to see if you can see one
that is similar to the one you need.
The styles on the Networked PC service are located on the server and
cannot be modified for obvious reasons. To modify a style or create your
own style you will need to copy the styles to your J:\ drive and set the
styles folder to J:\Endnote\Styles.
1 To copy the styles select the Copy-Styles from Start| Programs |

Bibliographic Software | Endnote 9| Copy-Styles.
This will copy across a short-list of style files. It is not sensible to copy all
700 styles across as they occupy 8 Mbytes of data. If you need to alter a
style which is not one of those copied, you can use Windows Explorer and
copy it from the Z:/license/endnote9/Styles folder to your new
J:/Endnote/Styles folder.
Now the new styles folder needs to be set
2 Select Edit | Preferences and click on Folder Locations.
3 Under Style folder click on Select folder.

4 Select the J:\ drive
5 Set the folder to J:\Endnote\Styles and click on Select

6 Click OK to close the Preferences dialogue.
7 Let us alter the Author-Date style slightly, using the Style Manager
as described above, select it and click the Edit button. The Style
Edit window opens.
8 Now choose Save As from the File menu. Give the new style the
name Author-Date_new.ens
2.25.5 The Style window

This is the Style window for the Author-Date style:
All the sub-headings for the style are listed on the left side of the Style
window. The first four items apply to citations, bibliographies and citations
in footnotes. The rest of the options in the Style window are grouped under
one of three headings:
Citations: Panels listed under the Citation heading apply only to citations in
the body of the text.
Bibliographies: The items listed under Bibliography heading apply to the
bibliography that Endnote creates when your format a paper. These

settings are also used with the Export, Print, Copy Formatted and Preview
options.
Footnotes: The items under the Footnote heading apply to temporary
citations that have been inserted into the footnotes or endnote in a word
processed document. (You must first create the footnote in your word
processor, and then insert EndNote citation into them.)
2.25.6 Style templates

The Templates panel is the major component of the style. It includes the
field names and punctuation organized in the way EndNote should format
the references for that particular style. The templates look like citations or
bibliography entries, except that field names are used in place of the actual
data. During the formatting process Endnote replaces the field names
either the corresponding information from the references. Let us alter the
way in which page numbers are displayed in the new style:
1 Make sure you have the Preview window open in the library
window. Note the page range of the selected reference.
2 Select Edit | Output Styles | Open Style Manager and edit the
Author-Date_new style.
3 Click on the Page Numbers entry on the left hand side of the Style
window.
4 Select Show only the first page.
5 Close the Edit Style window by clicking on the cross at the top right
(answer Yes to the save query).
Notice that the last page of the selected reference displayed in the Preview
Window disappears. Now let us add the abstract to the Author-Date_new
style:
6 Select Edit | Output Styles | Open Style Manager and edit the
Author-Date_new style.
7 Choose Layout from the options under the Bibliography heading
and click in the text box under the End each reference with
heading.
8 To insert the abstract on a new line after each reference choose the
End of Paragraph symbol ¶ from the Insert Field list and then
choose Abstract from the same list.
9 Close the Edit Style window by clicking on the cross at the top right
(answer Yes to the save query).
If you now display for example the Billoski reference you should see the
abstract appended.

2.26 Making a Word document listing your bibliography
It is possible to make a word document consisting solely of your formatted
or unformatted bibliography.
1 Open a new document in Word.

2 Change to EndNote with Alt Tab and select Edit | Select All.
3 Select Edit | Copy Formatted to make a formatted copy of the
library.
4 Change back to Word and paste the references using Ctrl/V.
The references will be pasted into the Word document with minimal
formatting. To get a more readable formatting of the bibliography you can
copy the references as multiple temporary citations and format the
bibliography with, say, the Author-date style, see section 3.3.
2.27 Printing a bibliography list

Once a desired style has been selected you can print a bibliography list.
1 Select File | Print and a standard print dialog box will appear.
2 Click on OK to start printing, the library is printed in the currently
selected style.
3 Creating documents with bibliographies using Microsoft Word

Writing documents such as theses and papers in which you wish to cite
references stored in your database is a relatively easy affair with Endnote.
This is because, in addition to being a reference database, EndNote is also
a bibliography maker. EndNote works with Microsoft Word to create
formatted bibliographies and citations for your papers.
A citation is the bibliographic information in the text of a document that
refers the reader to a specific reference in the bibliography, usually placed
at the end. Normally a citation consists of a bibliography number or the
author and year in parentheses. When an EndNote citation is typed or
placed into a paper it appears in EndNote’s Temporary citation format.
[Author, Year #Record Number]
When EndNote formats a paper it replaces the temporary citations with
formatted citations.
Temporary Citation: [Gardiner, 1988 #84]
Formatted Citation : (Gardiner , 1988)
The cited reference also appears in the bibliography at the end of the
document. You can choose which character is used to delimit the
temporary citation when formatting the bibliography, the {} or [] brackets are
usually used. The format of the full citation depends on the selected
bibliographic style. For example using the ‘Author-Date’ style, the reference
appears as:

Gardiner, B. G. (1988). “Comparative morphology of the vertical ozone
profile in the Antarctic spring.” Geophysical Research Letters 15(8):
901.
Whilst using the style suitable for the journal Nature, it appears as:
1. Gardiner, B. G. Comparative morphology of the vertical ozone
profile in the Antarctic spring. Geophysical Research Letters 15, 901
(1988).
Microsoft Word works in conjunction with an EndNote library that you have
opened and although you can insert citations from multiple libraries into a
single paper it is recommended that you keep them all in one library for
simplicity.
3.1 Inserting a single citation

The basic method is to insert a temporary citation such as [Gardiner, 1988
#84] and then select the Format Bibliography function to create full
citation and bibliography. In Endnote there is an Instant Format facility
which instantly formats the bibliography as you insert each citation. This
means that you can see your citations and bibliography as they will appear
in the finished document. The Instant Format option is on by default. Before
we proceed, let us switch this default off for the time being so that we can
see what processes are going on:
1 Open Word from the Start | Microsoft Word or if it is already open,

go to it with the Alt/Tab keys.
2 Select Tools | Endnote X | Format Bibliography
3 Click on the Instant Formatting tab at the top
4 Click the Disable button to switch the option off.
5 Click OK to close the Format Bibliography dialogue box.
Now, let us enter a simple reference.
1 In Word bring up a blank document with File | New.

2 Type some text:
Recent evidence suggests
3 Switch to Endnote either with Alt Tab or with the mouse and find the
reference [Gardiner, 1988 #84]. Make sure it is selected, i.e. shown
in blue.
4 Switch back to Word and move the cursor back to before the word
‘suggests’.
5 Select Tools | Endnote X | Insert Selected Citations.
The temporary citation should be inserted. It is useful to see the where the
actual end of the document is, as this is where the bibliography will be
placed

6 Press return a half a dozen times after the word suggests and type
This is the end of the document
If you can see the paragraph marks ¶ they will help show this clearly
7 Select Tools | Options | View and in the Formatting Marks area

make sure that the All box has a tick in it.
8 Click OK.
The file should now look like this
9 Format the bibliography, select Tools | Endnote X | Format

Bibliography
There are a number of formatting options. We need to select the
bibliographic style, for the moment you can set this to Author-Date, but you
could use any style you wish. Make sure that the square brackets are being
used as the Temporary Citation delimiters. Let us also add a title to the
bibliography:
10 Click on the Layout tab.

11 In the Bibliography title box type ‘References’.
12 Click OK to format the bibliography.
You should see the temporary citation be converted to a full citation and the
bibliography added into the end of the document (in this case directly below
the citation):

3.2 The Endnote toolbar
There is an Endnote add-in which duplicates the commands on the Tools |
Endnote menu on the main tool-bar. On ITS networked PC service
computers this does not appear by default. To bring it up
1 Select Tools | Customize and click on the Toolbars tab.

2 Scroll down to the bottom and click in the box next to Endnote.
The Endnote add-in should appear.
3 Click Close.
4 Move or change the shape of the add-in to suit your preference. If it
is floating, it is possible to drag it up to the main toolbar.
Notice the tool bar has the following buttons:
These buttons can be used to call up functions without having to go via the
Tools menu. From the left:

Find Citation is used to search the library from within word. This is useful if
you can remember a suitable search term such as an author name or word
in a title.
Go to Endnote takes you to the Endnote window.
Format Bibliography formats or re-formats the bibliography according to
the style you select
Insert Selected citation will insert, at the current cursor position, any
references currently selected in Endnote.
Edit Citation lets you change the citation format, for example to remove
the author’s name or the date.
Insert Note allows you to enter a note (usually numbered) which appears
in the bibliography. This is used for example by the journal Science to move
details such as experimental methodology to the end of a paper.
Edit Library Reference. If you select a reference in the text and click this
button you go directly to the reference within EndNote.
Unformat Citations Use this command to unformat your citations if you
need to work, for example on the temporary citations. This switches the
instant formatting option off.
Remove Field Codes Use this item to save a copy of your paper without
the EndNote field codes. Used to share a document, for example if you
wish to send a paper to a journal for example.
Export Travelling Library Use this to export a copy of the travelling library.
Find Figure Use to find a figure in your library.
Generate Figure List Use to generate a list of figures.
Cite While you Write Preferences Use this to alter the CWYW
preferences.
Help Help !
3.3 Inserting multiple citations

Multiple citations in a document are usually sorted into a pre-defined order,
for example with the Author-Date style this is according to year and then
alphabetically for papers of the same year. The sort order is defined in the
Sort Order section of the Style definition. Thus, a list of multiple references
inserted into the document in the order they are selected from the library,
might be
[Izett, 1987 #87; Rosen, 1998 #150; Roe, 1998 #148; Roux, 2000 #151;
Apollonov, 1988 #12]
which, when the bibliography is formatted with Author-Date style, would
then be sorted into:
(Izett 1987; Apollonov, Chugaeva et al. 1988; Roe, Gourgaud et al. 1998;
Rosen, Hofmann et al. 1998; Roux, Bourseau et al. 2000)

The references are sorted by date and then by author for references of the
same year (e.g. 1988). When inserting multiple references you can insert
the references one after the other:
[Izett, 1987 #87][ Rosen, 1998 #150][ Roe, 1998 #148][ Roux, 2000
#151][Apollonov, 1988 #12]
You might do this if you don’t select them in one go in Endnote. Provided
there are no characters (not even spaces) between the citations, such a list
of references is treated as a multiple citation and formatted together.
To insert multiple citations:
1 Go to Endnote (in Word select Tools | Endnote X| Go to EndNote

or use the Alt Tab key combination).
2 Sort the Paleo.enl library by title by clicking on the Title button at
the top of the library window. Find the article by Izett beginning with
‘Authigenic’ by typing ‘au’ rapidly or scroll down to it.
3 Whilst holding down the Shift key click on the Apollonov reference
five lines below.
References between Izett and Apollonov should be selected and blue:
4 Go back to Word using the Alt/Tab combination.

5 Place the cursor somewhere below the first line.
6 Select Tools | Endnote X| Insert Selected Citation(s) or click the
Insert Selected Citation(s) button to insert the references.
When you format the bibliography the multiple references are then re-
sorted according to the current style.
7 Select Tools | Endnote X| Format Bibliography.

8 Click OK to close the box.

3.4 Cite While You Write
Endnote now offers a facility known as ‘Cite While You Write’ which
enables the basic process of inserting citations into text to be done entirely
from within Word. Furthermore, it is now possible to see the bibliography at
the document end in formatted form with the ‘Instant Format’ facility.
Using the ‘Cite While You Write’ facility you can now search an Endnote
library for a particular reference or references from within Word. Let us
insert some new citations into the document using the Find Citation search
function.
1 In Word, position the cursor before the end of the document and
type the following text
More recent evidence
2 Select Tools | Endnote X| Find Citation or click on the Find

Citation button.
The Find Citation dialog box appears.
3 Type into the search box the name of the search term that you
remember for the paper in question (in this case we will use the
author’s name: Morehouse).
4 Press return or click the Perform Search button.
The Morehouse reference should appear, if several papers are found
select the appropriate one.
5 Click the Insert button.

The Morehouse citation should be inserted into the document:
More recent evidence [Morehouse, 1993 #125].
6 Select Tools | Endnote X | Format Bibliography

7 Click OK.

This would of course happen automatically if the Instant Formatting option
were enabled.
3.5 Inserting a citation and editing it to omit the author’s name

Let us say you wish to enter the following citation whereby the author is
mentioned explicitly in the text and hence you don’t want it within the
citation parentheses:
Recently, Turnhouse (1987) suggested that….
1 Type up until before the parentheses and then select and insert the
temporary citation:
Recently, Turnhouse [Turnhouse, 1987 #176]
The name Turnhouse is included in the temporary citation as per

usual.
2 Format the citation by selecting Format Bibliography from the
Tools menu. This will be done automatically if the Instant
Formatting option is enabled.
3 Select the full citation by clicking on it; it will become shaded.
4 Now select Tools | Endnote X| Edit Citation or the Edit Citation
button. It is also possible to ‘right-click’ the mouse on the citation and
select from the menu.
5 Click the Exclude author tick-box and click the OK button.
6 Re-format the citation by selecting Format Bibliography from the
Tools menu (again this will be done automatically if the Instant
Formatting option is enabled).
The name Turnhouse should disappear from within the parentheses and
you can continue typing the rest of the text:
Recently, Turnhouse (1987) suggested that…
See the manual for other special citations such as those involving page
numbers.
3.6 Deleting a citation

Temporary citations are just text and can be deleted in the normal manner.
Full citations are however Word fields and you should not delete them with
the Delete button or using Edit | Cut. If you do so you run the risk of
corrupting your Word file. Instead you should delete them with the Edit
Citation option:
1 Make sure the citation you want to delete is formatted.

2 Select the citation by clicking on it.

3 Select Tools | Endnote X| Edit Citation(s) and click Remove to
delete the reference.
4 Click OK to return to the text, the citation should have been deleted.
3.7 Inserting citations into footnotes

Many journals in the humanities require that the bibliography is inserted
reference by reference into footnotes throughout the text. The Footnotes
template of the relevant journal’s bibliographic style determines the detailed
format in which this is done. In the following example we will use some
techniques explained previously, refer back to the appropriate sections if
need be.
1 Start a new document in Word.

2 Type in some text such as
There appears to be some evidence that blah blah however, other data
suggest that blah blah.
3 Insert a footnote after the word ‘evidence’ by selecting Insert

Reference |Footnote and clicking Insert to get the default. Your
cursor will automatically be placed in the new footnote.
4 Type any extra explanatory text and then insert the [Jones, 1976 #9]
citation from paleo.enl in the footnote.
5 Move back to the main text and insert another footnote after the
word ‘data’.
6 Insert the [Zartman, 1988 #182] citation into the second footnote.
7 Format the bibliography using the MLA output style (you may need
to add the MLA style to the Styles short list in Endnote so that it is
visible when you select Format Bibliography).

In the figure above the Word split screen facility has been used to show
both the top and bottom of the page simultaneously.
By default the MLA style includes the bibliography at the end of the text. Let
us now remove this option. In order to do this you will need to make a copy
of the MLA style in your J:/Endnote/Styles folder, see section 2.25.4.
8 With the Folder location set to your J:/Endnote/Styles folder, select

Edit | Output Styles | Open Style Manager.
9 Find and edit the MLA style.
10 In the Templates section of Footnotes (at the bottom) remove the
tick from the Include references in bibliography option.
11 Exit and save the Style.
12 Re-format the bibliography. The bibliography should not now be
present at the end of the document.
Sometimes Journals require the term ibid to be used when a reference is
cited twice. The format for this is set in the Repeated citations section of the
Footnotes part of the style (e.g. MLA). The detail can get a little confusing,
but the appropriate style for your journal should work.
4 Downloading references from online databases

It can be tedious typing references into an EndNote library. Thankfully, this
is now less necessary as almost all significant journal references are
available in downloadable form through online databases. Bibliographic
details of books and other documents may also be available online, but in
the case of old manuscripts, it is often easier to resort to typing the details
in.
Although you can use EndNote to import references downloaded from
online databases into its libraries, some producers of online databases
expressly prohibit the use and storage of such data. Be sure to check the
copyright and fair use notices for a database before you download
references from it.
There are three similar, but subtly different, approaches to importing
EndNote references online. The first is to go to a database, browse and
select the citations using the database’s own interface. You then either
email the citation to yourself and save them to a local disk or, if you are
using a WWW browser it usually possible to save directly them to disk
locally. Finally, you import the references using the appropriate (but
crucially not always obvious) EndNote import filter.
The second method is to use a connection file to connect directly to the
database via EndNote itself. You then use the EndNote search facility to
search for and download citations. This has the advantage that you don’t
need to find the appropriate import filter as it is pre-configured via the
connection file. If you can connect to the database using a connection file,
you know you have the correct import filter. However, the disadvantage is
that you have to use EndNote’s search facility which is often not as good as
searching the database directly.

Finally, the best way, as yet only available with a few databases, is to
access the database directly, browsing and selecting papers and then to
use the powerful Direct Export from Web Pages facility. Once you have
marked the references you wish to import you simply click on the Export to
Reference Manager button and the references are automatically
downloaded into your selected library.
We will practice downloading references from the following databases
using these three methods:
• Durham University library
• Eureka
• PubMed (US National Library of Medicine)
• Web of science
• Firstsearch
4.1 Method 1: Using an import file to download references
4.1.1 Downloading from the Durham University Library OPAC catalogue

We will be saving to disk and importing the references via an Import file:
1 Create a new EndNote library called import.enl, we will use this for
all the imported references.
2 Go to the University library home page and click on OPAC at the
top-left corner (or go directly to http://library.dur.ac.uk/).
Let us search for all books by Simone de Beauvoir.
3 Select author and type Beauvoir Simone de as the search term.

4 Mark the first four by clicking the tick-boxes, then go to the bottom of
the page and click on Save Marked Records.
5 Click on the View Saved button at the right hand end of the top row
of buttons (it looks like a shopping trolley).
6 Select the Format of List option to be EndNote and the Send List
to option to be Local Disk and click the Submit button.

7 Click on the Save file... button.
8 Change to your J:\EndNote directory and give the file the name
beauvoir and save it as a plain text file called beauvoir.txt.
9 Now go to EndNote.
10 Select File | Import.
11 Select the file beauvoir.txt with the Choose File button,
12 Select the INNOPAC filter (on ITS NPCS you can also use the
Durham Library OPAC import filters as they are the same), you
may need to select it via Other Filters.
13 Set the Duplicates option to be Discard Duplicates and set the
Text Translation to be No Translation.
14 Click the Import button.
The references should now appear in the library window:
If you import new references into a library which already has references in
you may like to see all your references (one sometimes has the uncanny
feeling EndNote has overwritten existing references).
15 To view all the references again select References | Show All or

Ctrl/M.
Many of the online databases offered by the University Library have import
filters to import saved text files. Search through the list under Edit | Import
filters | Filter Manager to try to find the appropriate one.
If you can’t find a suitable import filter it may still exist, but may not yet have
been copied onto your system. You should go to the Endnote website at
the following URL and look for it:
http://www.endnote.com/support/enfilters.asp
See section 2.25.3 for details of how to download the file. If you are using
the ITS Networked PC service, you may need to create a Filter directory in
your J:/Endnote directory and update the Folder Location under Edit |
Preferences. Alternatively, ask at the ITS Helpdesk to have it installed on
the Networked PC service server.

If you cannot find the right filter, EndNote filters can be customised to
import references from most databases. For text to be imported with such a
homemade EndNote filter, the data must be tagged consistently, with each
tag starting on a new line, and the file saved as ANSI or ASCII text.
Have a look at the beauvoir.txt import file you downloaded above:
1 Open Windows Explorer.

2 Navigate to your J:/Endnote directory.
3 Double click on the beauvoir.txt file, it should open under Notepad:
The first two entries appear as:
%A Beauvoir Simone de 1908-1986

%D 1966
%T Les belles images
%C [Paris]
%I Gallimard
%@ 2070362434
%1 849.2
%A Beauvoir Simone de 1908-1986

%D 1980
%T Les belles images ed. with an introd. and notes by B. Stefanson
%C London
%I Heinemann Educational
%@ 0435378325
%1 849.2
As you can see each line begins with the appropriate tag indicating its
content. See the manual (Start | Program Files | Bibliographic Software
| Endnote | Endnote manual) for more details.
4.1.2 Downloading references from the Eureka database

1 Go to the Eureka search site via the libraries web pages:
http://aesica.dur.ac.uk/delores/databases/databases.asp

2 Select a database, we’ll choose the Anthropology Plus.
3 Enter Levi Strauss in the search box.
4 Press return or click Search.
The results of the search should be displayed on the screen.
5 Mark individual records you want to export (say the first 4) by

clicking in the checkboxes next to each record summary.
6 Select Preferences from the top right menu.
This Preferences page allows you to choose the format for exporting your
marked list.
7 Select Endnote native format and click Apply Preferences.

8 Select Display records as list.
9 Select Print, a new browser window should appear.
10 Select File | Save As… at the toolbar of the new window.
11 The Save as box will appear. Use the filename eureka.txt in your
J:/Endnote folder.
12 Click Save for your marked records to be exported.
Your marked records have now been saved from Eureka, the next step is to
import them into an Endnote Library using the Refer/BibIX import filter.
13 Switch to Endnote using Alt/Tab.

14 If it is not already open, open the endnote library import.enl.
15 Select File | Import.
16 Select the file with the Choose File button, select the Refer/BibIX
import filter, set the Duplicates option to be Discard Duplicates
and set the Text Translation to be No Translation.
17 Now click the Import button.
The references should now appear in the library window:

4.2 Method 2: Searching online databases directly through EndNote
connection files
We will access two databases, the first is the University library, the second
the US National Library of Medicine PubMed database.
4.2.1 Connecting to Durham University library

This may be of use to you in downloading citation details of any books at
Durham University library.
EndNote uses connection files to store the details of how to connect to a
given database.
Let us retrieve the citations of all the books by Jean-Paul Sartre.
1 First, if it is not already accessed, open the EndNote library file

import.enl.
Now, select the Durham University library connection file:
2 Select Tools | Connect | Connect…, a connection file dialog box

appears.
3 Scroll to the Durham U file or use the find facility.
4 Click Connect.
A search window will appear.
5 Type Sartre in the first blank space and change the Any Field entry
to Author:

6 Click Perform Search.
You will be told how many references have been found (in this case
approximately 84).
7 There is no need to download them all, let’s change the final number
to a more reasonable 6.
8 Click the OK button to retrieve them.
You will see the library entries appear in a temporary window as the
references are retrieved.
You now have the opportunity to browse through the references obtained.
To get more details click Show Preview at the bottom of the library
window. Scroll through the list until you find a reference that is of interest to
you.
9 Click on the reference to select.

You can now copy it to the import.enl library:
10 Click on the Copy 1 Reference To button and select the import.enl

library from the list.
This process of viewing and copying references can be repeated with other
references in the temporary library window. It is also possible to select and
copy or drag across multiple references.
4.2.2 Connecting to the US National Library of Medicine PubMed database

It is also possible to access several major databases in this way. Let us
now search the US National Library of Medicine PubMed database:
1 If need be open or create the import.enl library.

2 Select Tools | Connect | Connect and scroll to the PubMed
connection file. Click on Connect.
3 Enter a search term of interest, e.g. arm movement and press
return or click the Perform Search button.
There will probably be a great many references found (around 6200).
4 Select around 10 as the top limit of the articles to be retrieved and

click the OK button.
You will see the library entries appear in the temporary window as the
references are retrieved.

You can now browse through and copy across the retrieved references into
import.enl as before. As these are journal articles with abstracts you might
find it helpful to select the Annotated style and to use the show preview
window (click Show Preview at the bottom of the library window) to view
the abstract.
The URL for PubMed is http://www4.ncbi.nlm.nih.gov/PubMed/ . It is
also possible to go to this site and save marked searches to a local file and
import them. The appropriate import filter is called PubMed (NLM).
4.3 Method 3: Downloading references with the ‘Direct export’ facility

This is currently available with ISI Web of Knowledge and Ovid Online. It
is also available with OCLC FirstSearch, but at the moment you have to
choose the appropriate Import Filter from the Import Filter Manager. We
will be using the Web of Science and OCLC FirstSearch databases to
demonstrate the direct export facility.
4.3.1 Direct export downloading from the Web of Knowledge

1 Go to the Web of Knowledge home page via the library pages or
directly at http://wok.mimas.ac.uk

2 Click the red “Login Wok” button and select ISI Web of Science.
3 Click on the Full Search then General Search buttons, then enter a
search term of interest, e.g. ice sheets and click the Search button.
5 Mark the papers of interest to you by clicking in the tick-boxes and
then click Submit Marks.
6 Click on the Marked List button at the right-hand end of the top
toolbar.
7 Finally, click on Export to Reference Software.
The window will automatically swap over to EndNote and you will be asked
to name a library into which the new references will be retrieved, this library
must already exist. It is possible to download to a library which you have
already opened.
8 Select import.enl
The references should now download.
As you can see this is quicker than the first method which involved saving
to a file and importing. The advantage over the method using connection
files is that you can use the provider’s own search engine.
As with PubMed references discussed in sections 2.13 and 4.2.2, records
downloaded from Web of Knowledge have a field with a URL pointing back
to the database entry itself. To try this
9 Double click on one of the new references in the library window.

10 Scroll down to the URL field shown in blue.
11 Click on it.
Your web-browser should open at the Full Record entry for that article.
12 Click the Holdings button to go and search Durham University

library for the journal of that name.
Note it will go to the search whether the journal exists or not. Another very
powerful feature is the View Full-Text button which you will see if an online
electronic full-text copy of the article is available.
4.3.2 Direct export downloading from OCLC FirstSearch

FirstSearch is a collection of databases. It is possible to search up to three
databases simultaneously. However, at the present time you can only
export directly from FirstSearch to EndNote if you are searching in one
database only.
You need to select a database before you search. Although results can
now be downloaded directly into Endnote, you do have to specify the import
filter of the specific database you have been searching.
Note: Your installation of endnote may not contain all of the required import
filters for OCLC FirstSearch. You can get the others from the Endnote

website. Let us search for all articles with the keywords interest rates in
ArticleFirst:
1 From the library home page, navigate to the FirstSearch home

page. Alternatively, go there directly:
http://firstsearch.oclc.org/route=UK;done=referer;FSIP
2 Type interest rates into the ‘Search for’ box.

3 Select ArticleFirst as the Database (the ‘In:’ box), you may need to
scroll down to see it.
4 Click Search.
5 Select the first four articles by clicking in the small boxes to the left
of each one.
6 Click on Export from the row of buttons towards the top and then
Export again in the new page.
7 In Endnote, select a Reference library in the usual way.
8 When the Choose a Filter dialogue comes up, select ArticleFirst
(OCLC). If this filter is not there you will need to download it, see the
end of section 4.1.1 and section 2.25.3 above.
9 As you click Choose the articles will be imported.
You should find Endnote import filters for all the OCLC FirstSearch
databases on the networked PC service computers, if not contact the ITS
Helpdesk.
Experiment with retrieving references from a database of interest to you. It
is likely you will need to save to disk or maybe email them to yourself and
then import with a suitable import file.

4.4 Dealing with duplicates
It is often the case that when you import references from a database you
end up with duplicate references. When importing from file you can avoid
this by selecting Discard Duplicates at the File | Import query window.
However, this option is not available when downloading through the ‘Direct
export’ facility. So, once you have done all your downloading you can
remove the duplicates:
1 Select References| Show all References.

2 Select References | Find Duplicates.
EndNote will display all references including the duplicates. The duplicates
will however be selected and shown in blue. To delete them
3 Select References | Delete References.
5 Exchanging references with other databases: Papyrus & Bibtex
5.1 Converting Papyrus data to Endnote

It is possible to convert bibliographies created in Papyrus into Endnote
format. Please consult the following ITS web page:
http://www.dur.ac.uk/its/software/endnote/endpapyrus/
5.2 Exchanging data between BibTex format and Endnote

Many publishers offer Latex scripts for producing articles for submission to
their journals (e.g. Elsevier). Many latex users use the BibTex reference
database and it is possible to convert an existing Endnote library into
BibTex form prior to running the script. Select the output style BibTex
Export and copy the articles of interest to the Clipboard (Edit | Copy
Formatted) which can then be saved to a text file with the suffix .bib. For
example the Jones reference from paleo.enl will appear as:
@book{
Author = {Jones, V.R. and Marion, B.K. and Zeiss, Robert L.},
Title = {The Theory of Foraging},
Publisher = {Smith and Barnes},
Address = {New York},
Edition = {2nd},
Year = {1976} }
6 Further information
The best source of further information is the manual available in PDF form
on the Networked PC service at Start | Programs | Bibliographic
Software | EndNote X | Endnote manual. There is also the Help menu
available within the package itself.
Local ITS Endnote pages are at:

http://www.dur.ac.uk/its/software/endnote/
There is online support at:
http://www.endnote.com/support/ensupport.asp
There is an international Endnote mailing list where Endnote users can post
queries. The archive and details of how to subscribe are at the online
support site. If you have a query, search the archive; it is quite likely that
someone may have already posed the question.
There is an excellent website on Endnote at the University of Queensland:
http://www.library.uq.edu.au/endnote/

7 Keyboard shortcuts
Key Press Function

Ctrl/N New Reference
Ctrl + mouse click Select more than one non adjacent reference
Shift + mouse click Select a range of references
Ctrl/E Open selected reference(s)

Ctrl/W Close the active window
Ctrl/Shift/W Close all the windows of the same type as
the active window
Tab Move to the next field

Shift/Tab Move to the previous field
Ctrl/F Search
Ctrl/R Change Text

Ctrl/N New Term
Ctrl/E Edit Term
Ctrl/D Delete Term

Ctrl/1 Open Term List
Ctrl/2 Update Term List
When text is selected

Ctrl/T Plain Style
Ctrl/L Plain Font
Ctrl/B Bold
Ctrl/I Italic
Ctrl/U Underline
Ctrl/+ Superscript
Ctrl/- Subscript
Ctrl/] Increase the font size
Ctrl/[ Decrease the font size

Ctrl/C Copy to the clipboard
Ctrl/X Cut to the clipboard
Ctrl/V Paste the contents of the clipboard

Reference Management With Endnote: Guide 92

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Guide 92

Reference management with

Copyright © 2006 Durham University Information Technology Service

Guide 92: Reference management with EndNote i

ii Guide 92: Reference management with EndNote

1.1 How to use this document

Guide 92: Reference management with EndNote 1

2 Reference management with Endnote

2.1 How to start the EndNote program

1 Click on Start, choose Programs | Bibliographic Software |

To open EndNote from Microsoft Word:

1 Start Microsoft Word as usual.

2 Guide 92: Reference management with EndNote

2.3 Opening an existing Library

Guide 92: Reference management with EndNote 3

4 Guide 92: Reference management with EndNote

2.5 Previewing references

Guide 92: Reference management with EndNote 5

6 Guide 92: Reference management with EndNote

2.7 Selecting and viewing a reference

1 Click once on any reference with the mouse.

4 Double click on the Allen reference to open it.

Guide 92: Reference management with EndNote 7

6 Close the Allen reference.

2.8 How to enter a new reference by hand

1 Select References | New Reference or Ctrl/N. An empty reference

2 Click the reference type drop down and choose Book.

8 Guide 92: Reference management with EndNote

7 Close the reference window by clicking on the close button or by

Guide 92: Reference management with EndNote 9

2.8.2 Corporate authors

2.8.3 Complex author names

2.8.5 Article titles

10 Guide 92: Reference management with EndNote

2.8.8 Call Number

2.8.11 Notes and abstract

2.9 Font, size and style

1 Select the text in the reference and

Guide 92: Reference management with EndNote 11

2.10 Entering special characters

1 Go to Start | Programs | Accessories | System Tools | Character

12 Guide 92: Reference management with EndNote

2.11 Entering a Journal Article reference by hand

Guide 92: Reference management with EndNote 13

2.13 Associating web-links with references

1 Select the Antonetti reference (so that the line is highlighted in

3 Go back to EndNote using Alt/Tab.

14 Guide 92: Reference management with EndNote

2.14 Term lists

Guide 92: Reference management with EndNote 15

3 Scroll down to and click once on the Journal of Dinosaurs line to

6 Click Close to close the window.

2.15 Selecting a style that includes the abstract

16 Guide 92: Reference management with EndNote

2.16 Searching for a reference or set of references

1 Select References | Search References or Ctrl/F.

4 To view all the references again select References | Show all

Guide 92: Reference management with EndNote 17

1 Select Edit | Preferences.

2.18 More on sorting a library

18 Guide 92: Reference management with EndNote

for descending order.

1 Click on the sort library icon on the toolbar or select References |