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GETTING STARTED WITH ENDNOTE X5

http://www.library.uthscsa.edu

What is EndNote?
EndNote is a bibliographic management and research software program. With EndNote you can search online citation databases, organize references and cite references, instantly format and change your bibliography or manuscript and share your library. In addition you can attach images, PDFs and other files to citations in your library, making them easier to access and keep up with on your computer. EndNote is available for Windows and Mac computers. Contact the campus computer store (210-567-2832, MED 421.L) or the campus bookstore (210-567-2840) for purchasing information as a discount price may be available. Visit http://www.hied.com/endnote.html to see if you are eligible for a UT System discount. Librarians are available to assist users and teach workshops on EndNote however EndNote is not available for personal use on library computers. The following guide has been prepared by library staff to provide you with detailed information about using EndNote X5.

Preparing your EndNote Library


Installing Output Styles EndNote makes available over 5,000 output styles. However, in new installations of EndNote only the top 100 styles are installed. To install other output styles do a Custom EndNote Installation or download needed styles from EndNote: http://www.endnote.com/support/enstyles.asp. 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. EndNote and Finding Full Text EndNote can find and download many full text journal articles from library subscriptions using the Find Full Text menu. In the EndNote - Edit - Preferences Menu, select Find Full Text, be sure all the boxes are checked and 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 ejournals can be identified. Installing EndNotes List of Medical Journal Titles and Abbreviations Before you begin adding references to your library consider that some citation styles use journals' complete titles; others use abbreviations. EndNote can make the necessary changes, but only if the list of titles is imported before references are added to the EndNote library: 1. From the Tools menu, select Define Term Lists, then click on Journals. 2. Click the Import List button. Navigate to the folder where EndNote is installed (usually C:\Program Files\EndNote) and open the Term Lists folder. (If you do not know where the program file is, or cannot access it, contact the person who installed EndNote on your computer.) 3. Double click on medical.txt. After the terms are installed, click CLOSE.

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Currently selected style

Exploring the EndNote Library

Keyword search box for searching library or group

All references in the library or selected group

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

Check here to see total number of references currently showing

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

Adding References Manually: You can add a reference to your Library by typing it in. Here are some tips: To add a reference manually, open your library, then select New Reference from the References menu. Be sure to select the correct Reference Type. The default is Journal Article, but other choices in the pull-down menu include Book Section (used for book chapters) and Thesis. When you change Reference Types, EndNote automatically prompts you for fields needed for that type (editors names, chapter authors names, etc.). In general, you dont need to use any punctuation when entering (some exceptions are listed below). Authors names are the trickiest 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. Albert Einstein American College of Physicians, (notice the comma at the end) Page numbers can be entered in any of the following forms, with commas between non-consecutive ranges: 1492-1497 1492-7 124-127, 130, 191-194

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Importing from a database: 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 Add citations to the Folder for export. After selecting citations to export, export. select Send to menu from the top right of the results.

2. Display Export options: Then click Export at the top of your search results.

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

Click Send to:

Click on Export.

Then select Direct Export in RIS Format for EndNote.

Choose a number to send larger than your search results. 3. Select appropriate options: Select appropriate options: On right sidebar, click Export and then choose EndNote from the Export menu. Then click Export Citations. Depending on your web browser, a file will download that when opened will transfer the citations to EndNote. (see #4) Click Save. Depending on your web browser, a file will download that when opened will transfer the citations to EndNote. (see #4) From the Send to menu, select Citation manager. When finished, press Create File. Your web browser may save/download or ask you to save the file. The behavior of your computer depends on which web browser you use for your PubMed search. You must be able to locate this file on your computer to open it. The default file type for the Citation Manager file is .nbib. The first time you open it, Windows will ask you to associate a program, select Choose from List and then EndNote. 4. If your browser displays a message asking whether you want to save the file or open it, choose Open. 5. The imported citations will appear in your EndNote Library in a special group called Imported References. If you have a library open, the citations will be placed there. Once the .nbib file opens in EndNote, choose PubMed (NLM) from the list to confirm the source. Then EndNote will pull in your references from your Send To action in PubMed.

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Removing Duplicates To remove duplicates, select Find Duplicates from the References menu. EndNote will scan the library, and will then show duplicate references it detects. Duplicates will be highlighted; you can delete them all at once by choosing Delete from the References menu, or by selecting one reference at a time. You can change the fields EndNote uses to identify duplicates by choosing Preferences from the Edit menu. Select Duplicates from the left frame. You can then select which fields EndNote will compare, and whether they need to match exactly or if EndNote should ignore spaces and punctuation. By default, EndNote compares the author, year, article title, and reference type fields. o Note that the same article downloaded from different databases may have slightly different authors, titles, and even journal names (some databases do not include all authors for example, or may include a longer subtitle); EndNote will not usually recognize these as duplicates.

Saving PDFs or Other Files with EndNote References


You can attach a PDF or other file to a reference in EndNote. The file can be on your own computer or linked from the Internet. Some databases will automatically include a link with downloaded references. To have EndNote automatically search for full text, see the EndNote and Finding Full Text section on page 1. To manually add a PDF, select the reference to which you wish to link. o o o To link to a file on your computer, go to the References menu and choose File Attachments and then Attach File.... Locate the file and click Open. From the main library view, you can also drag and drop to attach a file to a record. To link to a file on the Internet, type (or paste) the URL into the references URL field.

PDF Annotation
One of the new features of EndNote X5 is the PDF & Quick Edit viewer built into the home screen. When an article is selected from your list of results, the Preview, Search and PDF & Quick Edit options become available at the bottom of the EndNote screen. Click the PDF & Quick Edit tab to see the toolbar choices and the PDF preview (if a file has been attached). Use the orange bubble to add notes to the PDF and the highlighter to highlight selected text with the cursor.

Producing a Bibliography
When EndNote is installed, it will also create an EndNote ribbon in Microsoft Word 2007 or 2010 (in older versions of Word, it will create a toolbar instead).

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.
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4. If you are preparing a paper for publication, be sure to check the journals Instructions to Authors (usually available on the journals website) or the appropriate style manual to know what style to use. 5. At the top of the EndNote screen, youll see a drop-down menu showing the style currently being used. (The default is Annotated.) Click on the arrow to see the default styles and any you have used. Click on Select Another Style... to see all available styles. Select the style recommended by your publisher or instructor and click Choose. 6. Leaving EndNote open, open your Word document. Place your cursor where you want to enter your first reference, and click Go to EndNote in the EndNote ribbon's Citation panel. Your EndNote Library will display. (If you want to use a different library, you can open it now.) This establishes a link between this Word document and this EndNote Library. 7. Locate the reference you want to use by scrolling through the list or by using EndNotes Search function. 8. Leaving EndNote open, return to your Word document. Click the arrow next to Insert Citation in the EndNote ribbon's Citation panel, and select Insert Selected Citation(s). 9. You can either repeat steps 4 through 6 for each additional citation, or click Insert Citation in the EndNote ribbon's Citation panel. An EndNote X5 Find Citation(s) window will open. Enter keywords and click Search to search through your whole library. A list of matching references will appear. Select the one(s) you want to use and click Insert. 10. EndNote will embed the citation in the desired format, and append the bibliographic reference at the end of the paper. This may not be instantaneous; if you have many references, you will probably first see a generic citation that looks like this: {Albretsen, 1998 #11} for a short while before the formatted citation appears. If these generic citations don't go away, or if the wrong output style is being used, see Changing the Format of a Bibliography in the next section. 11. You can add, remove, or rearrange citations within the Word document. EndNote will renumber or re-alphabetize as necessary. When you rearrange citations be sure to use the Update Bibliography and Citations button to refresh your entire document.

12. 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.)

13. 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.

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14. 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 field codes. Click Convert Citations and Bibliography from the EndNote ribbon's Bibliography panel. Then select Convert to Plain Text. Word will create a new copy of your document, removing EndNote's field codes and leaving the fully formatted bibliography. Save this document under a new name.
Be sure to keep the original version of your document with the field codes, in case you need to make any changes: EndNote cannot work with a document that has been converted to plain text, if you need to make changes 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.

Moving an EndNote Library to Another Computer


If you need to move your EndNote Library to another computer, or want to share it with another EndNote user, you will need to move two separate parts. These two parts are your EndNote Library, which will have the extension .enl, and a folder with the same name as your EndNote Library, but with a .Data extension. In EndNote X5, these two files can be compressed into a single file, which makes moving the file or attaching it to an email message simple. From the File menu select Compressed library. You have the option to Create a compressed library which will create the file and save to your computer or to Create & Email which will open your desktop email and automatically attach the compressed library. The library and data file will be compressed into a single file with the .enlx extension. To open this file, simply double-click it (note: the recipient must have EndNote version 9 or later to open the file). With EndNote X5 you can also create a compressed library with file attachments. A library with file attachments would include all PDFs or other files that you attached to references in your library. You can also decide if you want to send your entire library, selected references or all the references in a group.

Need More Help?


Contact Briscoe Library Information at (210) 567-2450 or email askalibrarian@uthscsa.edu for assistance. EndNote customer support is online at http://www.endnote.com/support/entechform.asp Phone: Call (800) 336-4474 and at the prompt press 4, and then select the "ResearchSoft Products" EndNote software updates and patches are available online at http://endnote.com/support/ensupport.asp.
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