Library Services

Introduction to EndNote X9

Book 2: Dealing with full text, editing citations and styles and creating bibliographies in an EndNote Library

Contents

3. HANDLING PDFS AND FINDING FULL TEXT IN AN ENDNOTE LIBRARY ................................................ 1

3.1. CREATING A REFERENCE BY IMPORTING A PUBLISHED PDF..........................................................................13.1.1. AUTOMATIC IMPORTING OF PDFS FROM A FOLDER................................................................................33.1.2. IMPORTING UNNAMED PDFS............................................................................................................43.2. WORKING WITH PDFS IN ENDNOTE.......................................................................................................43.3. FINDING AND ATTACHING FULL TEXT TO ENDNOTE REFERENCES....................................................................5

4. PRODUCING CITATIONS, FOOTNOTES AND BIBLIOGRAPHIES ........................................................... 7

4.1. USING CITE WHILE YOU WRITE IN MICROSOFT WORD...............................................................................74.2. CHANGING BIBLIOGRAPHY STYLES AND SETTINGS....................................................................................94.3. EDITING CITATIONS.........................................................................................................................124.4. INSERTING FOOTNOTES......................................................................................................................154.5. PRODUCING AN INDEPENDENT BIBLIOGRAPHY FROM ENDNOTE..................................................................174.6. PRODUCING A SUBJECT BIBLIOGRAPHY.................................................................................................17

4.7. EDITING OUTPUT STYLES ............................................................................................................. 18

4.7.1. EDITING THE CITATIONS PART OF AN OUTPUT STYLE.............................................................................194.7.2. EDITING THE BIBLIOGRAPHY PART OF AN OUTPUT STYLE........................................................................19

4.8. INSERTING CITATIONS AND REFERENCES INTO POWERPOINT ...................................................... 20

4.9. ENDNOTE DESKTOP AND ENDNOTE ONLINE ................................................................................ 21

4.9.1. OVERVIEW OF THE SYNC PROCESS....................................................................................................224.9.2. SYNC PREFERENCES.......................................................................................................................224.9.3 IMPORTANT POINTS TO KNOW ABOUT THE SYNC PROCESS......................................................................224.9.4. ACCESSING ENDNOTE ONLINE.........................................................................................................23

5. SHARING AND COPYING LIBRARIES ................................................................................................ 24

5.1. TO BEGIN SHARING:.........................................................................................................................245.1.1. USING THE SHARE DIALOG:............................................................................................................245.1.2. INVITING PEOPLE TO YOUR SHARED LIBRARY:......................................................................................245.1.3. THE SHARED LIBRARY ACTIVITY FEED................................................................................................24

5.2. COPYING BETWEEN LIBRARIES ..................................................................................................... 25

6. PURCHASING ENDNOTE AND FINDING ADDITIONAL STYLES AND FILTERS ....................................... 25

6.1. ADDITIONAL STYLES AND FILTERS.........................................................................................................26

7. FURTHER HELP ....................................................................................................................................... 26

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3. HANDLING PDFs AND FINDING FULL TEXT IN AN ENDNOTE LIBRARY

3.1. Creating a reference by importing a published PDF

EndNote X9 allows you to create records in your library by importing the publisher version of PDFs (either single files or a folder of files). EndNote will extract the bibliographic details and create a record/multiple records in your library.

Note: this feature does not work with scanned PDFs. It also only imports the basic bibliographic information; there may not be entries for fields like abstract and keywords.

Activity 1: Creating references from a single PDF

Go into FindIt@Bham (www.findit.bham.ac.uk) and search for Science Direct Select Science Direct (Elsevier) and click View Online Go into Science Direct and do a search Find a PDF of an article and save it onto your desktop Go into EndNote From the file menu, select File Locate the file or folder to import From the Import Option drop-down menu, select PDF Click Import

The bibliographic details will be extracted from the PDF and saved into EndNote. The PDF will also be attached to the record.

If your imported record looks like this, it means you have imported an older scanned version of a PDF.

EndNote will attach the PDF, but is not able to extract the bibliographic details. You would need to type these in manually. Try to find a more up to date PDF, i.e. an article that has been published as a PDF and import that. This should give you all the bibliographic details as well as the full text PDF.

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Activity 2: Creating references from a folder of PDFs1

EndNote X9 can also import folders of PDFs you already have and attempt to find the bibliographic (publication) information for more recently published articles. EndNote can import PDF files containing a Digital Object Identifier (DOI) in the metadata or the first two pages of the PDF. EndNote sends the DOI to PubMed and CrossRef, online databases capable of looking up reference data by DOI. The online databases send back the bibliographic information, EndNote imports it, then attaches the PDF to the record created. This means the PDF must have a DOI and EndNote must have access to the Internet during the import.

Importing a Folder of PDF Files on Windows• Select 1) Import from the File menu, then 2) Folder.

1 Information for Activity 2 extracted from The Little EndNote How-To Book, section 3 pp 39-402

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• 1) Click the Choose button, navigate to the folder you want to import, and double-click on it. It will appear in the Import Folder: field. 2) If you wish to include subfolders within that folder, mark the box labelled Include files in subfolders. 3) If you want EndNote to create a separate group set for the main folder and groups within it for the subfolders, mark the box labelled Create a Group Set for this import. Leave the other settings at their defaults. (Note that EndNote will attempt to attach PDFs to matching records that already exist in the library instead of creating duplicate records.) 4) When all your options are set, click the Import button.

• The PDF files are imported. Below you see an example of the group set and groups that would be created for a folder called Sample PDFs that contained a subfolder called Bats and a subfolder called Birds.

3.1.1. Automatic importing of PDFs from a folder

There is no activity for this section: the information is provided for future reference

This feature allows EndNote to monitor a folder of PDFs on your computer. EndNote will regularly scan this folder and import any new PDFs that are found in it. When you open EndNote, the new PDFs in the selected folder are automatically imported and they will be attached to existing records instead of creating new ones if those records already exist in your EndNote library.To set up the automatic importing of PDFs:

Go to Edit > Preferences > PDF Handling and tick the box next to Enable Automatic Importing Select the folder from which you want EndNote to import PDFs into your library

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3.1.2. Importing unnamed PDFsIf you have a PDF on your computer/desktop which has no name or title, only a string of numbers, you can set up EndNote so that it imports the PDF with author, year, title. First go to Edit > Preferences > PDF Handling > Select Author-Year-Title, or whatever you want to use, and then when you look at the PDF, EndNote will have automatically added the author, year, title to the name of the PDF. There are several Auto Renaming Options, so select the one you want:

a. Don't Rename: This is the default option. EndNote does not rename PDF documents when they are imported into a library.

b. Author + Year + Title: EndNote uses these fields as the first, second, and third fields in the PDF filename. A filename is created from the available data in the selected fields.

c. Author + Title: EndNote uses these fields as the first and second fields in the PDF filename. A filename is created from the available data in the selected fields.

d. Author + Year: EndNote uses these fields as the first and second fields in the PDF filename. A filename is created from the available data in the selected fields.

e. Title: EndNote uses only the Title field in the PDF filename. A filename is created from the available data in the selected field.

Custom Option: The custom option allows you to create a personalised method of renaming PDF documents. A Rename Option dialogue opens when you select this radio button. The dialogue lets you choose up to three fields (or None) in the PDF filename. For example, you can select Title, Year or Title, Author, Year. You can select any combination of the fields from the menu.

3.2. Working with PDFs in EndNoteWe saw in Book 1 Section 1.3 ‘The Preview Panel’ that one of the tabs in the right-hand display panel in the EndNote library can be used to show any PDF documents that may be attached to the reference. You can also open the PDF from here and make annotations to it which will then be indexed.

Activity 3: Annotating, highlighting and searching PDFs in EndNote

To work with a PDF, highlight a reference from the central display panel in your EndNote library which has a PDF attached (indicated by a paper clip symbol in the first column), and in the right-hand column, select the third tab. This will show the text of the PDF.

Click on the icon to open the PDF.

This will give you several options for working with the text:

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allows you to highlight the text.

allows you to make annotations to the text.

When you click the Annotations option, a comment symbol appears on the page. Double click on this, and a text box will open up in which you can make your annotation:

When you close the text box, the comment symbol will remain in the same place, and you need to open it again if you wish to read the notes in future. Close the PDF and click on Yes to save your annotations. If you wish to delete any annotations or highlighted text in the PDF, right-click the mouse to open menu and select ‘delete annotation’.

Whatever you write in your annotations will be indexed in EndNote, and you will be able to search for the words you used in them by selecting either PDF Notes or Any Field + PDF Notes from the drop-down list of fields in the search screen.

3.3. Finding and attaching full text to EndNote references

Once you have populated your EndNote Library with references you might want to add extra information or links to some of your references. For example, you might like to have a PDF or a link to the full text attached to a reference.

EndNote X9 can automatically locate and download full text files by accessing several sources, including DOI (Digital Object Identifier), PubMed LinkOut and Web of Knowledge Full Text Links. You can also configure the Find Full Text feature to search all the publications to which you have access as a member of the University of Birmingham.

Activity 4: Configuring Find Full Text for the University of Birmingham

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From the Edit menu, select Preferences From the Preferences options, select Find Full Text Tick the check boxes for Open URL (you can also check boxes for Web of Knowledge full text, DOI,

PubMed linkout) Enter the OpenURL Path address: http://sfxeu07.hosted.exlibrisgroup.com/bham Enter the University of Birmingham’s Authentication URL address: http://ezproxy.bham.ac.uk/login Click Apply, then click OK

See if you can find the full text of an article by following the instructions below:

Click on the Reference menu from the tool bar and then select Find Full Text

Select Authenticate and login with your University username and password and click Done

Select the reference(s) to which you want to add full text. You can select a single reference or hold down the Ctrl key to highlight individual references, or use Edit > Select All to select an entire group of displayed references

Click on the Reference menu from the tool bar and select Find Full Text and the Find Full Text option

Click OK to get past the Copyright notice that pops up

EndNote begins searching for and downloading full text for the selected references, if the full text can be located.

During the searching and downloading process, the selected references appear in a temporary Find Full Text Group which will show you how many full text articles have or have not been found. When a full text file is downloaded and attached to a reference, a file attachment icon i.e. a paper clip icon, appears in the File Attachment field for the reference.

The retrieved full text file is saved to the File Attachment field as a relative link i.e. the file itself is stored in the current library’s .DATA folder, which accompanies your library. Relative links are useful if you want to share your EndNote library with your colleagues or if you want to move your library to another computer.

Note: If EndNote finds a full text for a reference, but discovers that the reference already has a file attachment with the same name, the new copy will also be attached to the reference, but with a number appended to the file name.

4. PRODUCING CITATIONS, FOOTNOTES AND BIBLIOGRAPHIES

4.1. Using Cite While You Write in Microsoft Word2

EndNote’s Cite While You Write (CWYW) feature inserts a tab with EndNote commands onto Word’s ribbon to give you direct access to your references while writing in Microsoft Word. The Cite While

2 Information in sections 4.1 – 4.3 extracted from The EndNote Guided Tour:Windows, Part VIII, pp 32-406

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You Write commands enable EndNote to format the citations and bibliography of the document that is currently open in Word.

In this part of the booklet, you will learn how to:

⧫ Insert EndNote bibliographic citations into your paper and create a bibliography.

⧫ Change the EndNote style and formatting of the bibliography.

⧫ Edit citations to add cited pages

EndNote will look for matching references in the currently open libraries. While EndNote can start and open your default library when needed by Word, opening the library first assures you that you are citing references from the appropriate library.

For this exercise, start Microsoft Word and create a new blank document.

Activity 5: Citing EndNote References

You are going to start entering text and citations. For this activity, you are going to enter a small amount of text.

To start writing your paper and inserting citations:

1. Enter text as though you were writing your paper (or copy it from this PDF and insert it into Word as plain text):

“Birdbrain” should be a compliment.

Pioneers in avian intelligence have found that although birds’ brains are very small, they are incredibly intelligent, and sometimes have surprising similarities to the behaviour or brain functions of humans. For example, a cockatoo has been documented as the first animal to dance to a beat. Irene Pepperberg has shown amazing examples of learning behaviour in African Grey Parrots.

2. Place your cursor after the text “...dance to a beat.” to insert the first citation.a. Click the top part of the Insert Citation button.

b. The EndNote Find & Insert My References window appears. Enter the word “beat” (without the quotation marks) and click the Find button or press the Enter key.

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c. Only a single reference in the library contains this word, so only one reference appears in the results list. Select the reference and click the small arrow on the Insert button. This will bring up a list allowing you to customize the reference as you insert it. Select the option to Display as: Author (Year). This will cause the author’s name to appear in front of the citation.

The reference is inserted in the paper and the citation and bibliography are formatted. Do not worry if they do not appear in your preferred style, you can change the style later.

3. Place your cursor at the end of the second paragraph to insert the second citation.

This time we will select references from the EndNote library and insert them.

a. Click the Go to EndNote button. This will take you to the open EndNote library.

b. In EndNote, search for references by Pepperberg, select two references by Pepperberg from 2006.

c. Click the small Insert Citation button on the toolbar. This will insert the references where you left your cursor in Word.

You should now see a short paper with three citations in it and a bibliography at the end of the document. By default, the bibliography will be placed at the end of the document, but you can cut-and-paste it into another location in the document, if needed.

4. At this point, you may wish to save your document.

NOTE: You can also insert citations in footnotes. First, use the appropriate Word command to create the footnote. Then, insert the EndNote citation into the footnote. Word controls the placement and numbering of the footnote, and EndNote formats the citation based on the current style. EndNote includes many styles for full-reference footnotes, such as the Chicago 17th Footnote style. For more information about footnotes, see section 4.4 in this booklet.

4.2. Changing Bibliography Styles and SettingsYou can format your citations and bibliography as many times as you like, changing the output style and various other layout settings each time.

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Activity 6: Changing the bibliography style and configuring the bibliography

To select formatting options for the bibliography:

1. To change just the style used for the citations and bibliography, choose a new style from the drop- down Style menu. If you do not see the style you want, click Select Another Style… to select any style installed on your computer. For this example, select the Vancouver style.

Your bibliography and citations will be reformatted to match the requirements of the Vancouver style.

2. If you would like to change more options than just the style, click the small arrow button on the bottom of the Bibliography group on the EndNote tab. This will open the Configure Bibliography dialog.

The Configure Bibliography dialog contains many options for changing the format of the bibliography. We will change just three: 1) changing the EndNote style to APA 6th, 2) Adding a title to the bibliography, and 3) changing the line spacing to double-space to match the APA requirements.

a. There will be two tabs in the Configure Bibliography window, Format Bibliography and Layout. From the drop-down style menu on the Format Bibliography tab, select the APA 6th style. If the style did not appear on the Favourites list, you could click the Browse button to show a list of all the styles available on your computer.

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b. Click the Layout tab to show different layout options for the bibliography. If you want to change the font or font size for the entire bibliography, you can do that in this window. Type the text “REFERENCE LIST” in the Bibliography title field to create a title above the bibliography. If you want to change the font for just the title, select the title, and then click the Text Format button to select a title font. To set the line spacing to double-space, select that option from the drop-down Line spacing menu. Click OK when you have finished making changes.

The citations and bibliography will be updated to match your changes. At this point your document should look something like the example shown below.

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NOTE: There are thousands of EndNote styles available. To add the sets of styles for your area of study, you can perform a custom installation of EndNote. Go to EndNote and click on Help and select EndNote Output Styles, you will be taken to the EndNote website, follow the onscreen instructions, or go to section 7 of this booklet for further instructions.

4.3. Editing CitationsIf you directly edit a citation or the bibliography, the changes will be lost when EndNote next updates them. This is because EndNote’s bibliography and citations are enclosed in Word field codes and changes will not be permanent unless you change the field codes controlling them. You changed

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the codes for the bibliography and all citations in general using the Configure Bibliography command. To change the codes for individual citations, such as when adding page numbers, you need to use the Edit & Manage Citation(s) command.

Activity 7: Editing citations

To edit citations:

1. Click the Laudato citation in your document, and then click the Edit & Manage Citation(s) button.

This will display a list of all the citations in the document, with the citation you clicked on already selected, as shown below. Notice that the Formatting for this citation is set to Display as: Author (Year), the insertion option that was selected when the reference was added to the document.

a. To change the citation formatting option to the default format for the APA style, selectDefault from the drop-down Formatting menu, as shown below.

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b. Click OK to save your changes and close the Edit & Manage Citation(s) dialog.

Both the author’s name and the year should now appear within the parentheses for the Laudato citation.

2. For the grouped Pepperberg citations, we will remove the citation entitled Grey parrot (Psittacus erithacus) numerical abilities: Addition and further experiments on a zero-like concept. To begin, click the grouped Pepperberg citation, then click the Edit & Manage Citation(s) button.

In the dialog window below, notice that the two references in the grouped citation have the same author and year, making it difficult to differentiate them.

a. To see the details for each record, to identify the one with the title we want, click theReference tab.

b. To delete the reference, select each reference in the group until you see the one displaying the title you are looking for. Then select Remove Citation from the Edit Library Reference drop-down menu, as shown below.

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This is the safest method for removing a reference from a document because it removes all the hidden coding. If the coding for this reference was not completely removed, it could result in a corrupted citation that could cause future problems with the document.

3. To add page numbers to the remaining Pepperberg citation, select the remaining Pepperberg reference and click the Edit Citation tab.

a. Type the page numbers “79-80” in the Pages field, as shown below. Do not add any other text, just the page numbers. EndNote will provide any needed formatting automatically.

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NOTE: Page numbers added to the Pages field will show in the document only for EndNote styles that include the Cited Pages field in the citation style template. Not all styles require cited pages, and those that do not will not include this code. If you need to include cited pages and the numbers you enter in the Pages field do not show in the document, use the Suffix field instead and add any needed formatting. The Prefix and Suffix fields will always show in the document.

b. Click OK to apply your changes and return to the document.

You should now see a document like the one below, with only one reference by Pepperberg, which now includes properly formatted page numbers.

As you are working, remember to save your document frequently. You can continue adding text and bibliographic citations to the paper, and EndNote will continue adding to the lists of references!

4.4. Inserting footnotes

If you would like your references to appear as footnotes (rather than as a list at the end of the document) you need to set a preference in the output style you wish to use.

In EndNote, from the Edit menu, choose Output Styles, Open Style Manager and select the name of the style you wish to use. Click on Edit.

When the Edit dialogue appears click on the Footnotes > Templates option (at the bottom of the scrollable list on the left) to have the following options appear:

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The Same as Bibliography option does not insert a citation, but the entire reference, as it would normally appear in the bibliography of that style.

The Same as Citations option will format footnote citations in the same style as other in-text citations.

If the style is only going to generate footnotes then you should select the option, Using Footnote Format.

The Include citations in bibliography checkbox allows you to have the citation included in the bibliography in addition to appearing in the footnote area.

N.B. When you have made changes to the template, the amended style will be saved as a copy file – e.g. Harvard Copy. When you come to using it in Word to add your footnotes and citations, remember to select the style marked ‘Copy’.

In ‘Word’ place the cursor where the citation should be inserted.

From the References tab, select Insert Footnote. The place in the text will be marked with a superscript number, while the cursor will go to the foot of the page

From the EndNote X9 tab, click on Insert Citation and Find Citation. Find the reference from your Endnote library and click Insert.

You can place the cursor anywhere within the footnote and add notes or comments to it if you wish.

4.5. Producing an independent bibliography from EndNote

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There is no activity for this section on bibliographies (4.5 and 4.6). The information provided is for future reference

Sometimes you might want to produce a stand-alone bibliography.

While in EndNote, highlight the references you want to use (hold down Ctrl to highlight multiple references). You could instead use the search facility to find references covering a particular topic or go to one of your Custom Groups.

Go to the drop-down style menu at the top of the screen and select the style in which you wish to present your bibliography. If the style is not listed, choose Select Another Style and select one from there.

Go to Edit > Copy Formatted.

Either select Print or paste your bibliography into a word document to save and print later.

4.6. Producing a subject bibliography

EndNote lets you create a Subject Bibliography using the headings of your choice. This can be useful if you want to create a reading list as a handout.

In EndNote open the Sample Library

Select Subject Bibliography from the Tools menu

Highlight the fields you want to use for subject headings (in most cases this will be Keywords) and click OK

A single list of terms from the field(s) you selected will appear i.e. if you select Keywords a list of Keywords for the Sample Library will be displayed

Select the terms you wish to include as subject headings

Click OK to format the bibliography on screen

You can edit the layout by clicking on the layout tab

When your Subject Bibliography is how you want it, choose Print or Save

4.7. Editing output styles

There is no activity for this section on editing output styles and citations: the information provided is for future reference

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Output styles are used to deal with in-text citations, footnotes citations and bibliographies for all reference types. They determine how the bits of information in the references are arranged. Sometimes, you may want certain elements of the references to be expressed differently, and EndNote allows you to edit them. To edit an output style, follow the instructions below –

Select Edit > Output Styles > Open Style Manager Select a style to edit, e.g. Harvard, Quarterly Review Biology, BMC Cancer, American

Historical Review Click on the Edit button Any changes you make to the style will be saved as a copy file. EndNote will call it

e.g. Harvard Copy, but you can change its name to whatever you wish to call it. The original style will remain unaltered.

The Style window, displaying options for editing the style, is now displayed.

On the left-hand side of the screen you will see a list of options, you can click on any of these to find out more about the 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 with the corresponding information from the references.

NB.: Use of the Harvard Style at University of Birmingham. The version of Harvard used is Cite Them Right – Harvard. For detailed information and examples of how to use this version of Harvard please consult either the i-cite guide at https://intranet.birmingham.ac.uk/icite or use Cite Them Right Online (www.citethemrightonline.com). The output style for Cite Them Right – Harvard is available on EndNote.

Please note that some Colleges/Schools use different referencing styles such as MLA, Chicago, MHRA, Vancouver. Always consult your School or with your Supervisor for guidance

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on the style you should be using.

4.7.1. Editing the citations part of an Output Style

You can use the citations template to edit the way in text citations are handled in a style. For example, you can have semi colons separating more than one author (Smith, 2016; Williams, 2012; Stevens and Wallace, 2017). To effect these changes

Open the Edit menu, then output styles and select an output style you would like to edit (e.g. Cite Them Right - Harvard)

Select Citations and then the Templates heading Change the comma to a semi colon in the multiple citation separator box, at the bottom

of the “in-text citations” template. Save the changes. You might like to check the other options available under the

citations – template heading such as dealing with et al. under Author Lists

4.7.2. Editing the bibliography part of an Output Style

Now let’s change the display format by deleting and inserting as appropriate. For example:

Again within your chosen style, select Bibliography and then Templates

Click in the Generic section of that panel. The elements will be listed in the format in which they will be displayed.

Change some elements around so that the place published and publisher or the year and volume are swapped around. Alternatively italicise or put in bold the title by highlighting the word title, then from the Edit menu choose Style and italic (or bold), etc

Save the changes

4.8. Inserting citations and references into PowerPoint

Citations and full references can be inserted into PowerPoint slides in much the same way as they can into Word documents.

In PowerPoint, there should be an EndNote X9 tab at the top of the screen. Click on that, and it opens a toolbar which gives you the options of inserting either single or multiple citations or references. There is also a menu which allows you to select the output style you want:

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Select the output style from the Style menu Put your cursor in the place on the PowerPoint slide where you want to insert the

citation Go to, for example, Insert Citation Find your citation using the search box Click on Insert

Activity 8: Referencing and citing in PowerPoint

Open your PowerPoint program and make sure your EndNote library is open.

Create a couple of slides and practise putting in some citations and references.

4.9. EndNote Desktop and EndNote Online

There is no activity for this section: the information provided is for future reference

Your purchase of EndNote entitles you to a two-year free subscription to EndNote Web and the option to synchronize the references in your EndNote library with the references in your EndNote Online library without having to export and import files.

You must first register and have an active EndNote Online account to initiate the Sync process. Registration is fast and easy and activates your two-year EndNote Web account. When completed, EndNote automatically proceeds with the Sync process and updates your new EndNote Web library to match the custom groups in your EndNote library.

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To set up an EndNote Online account:

1. Click the Sync button in the Library toolbar to go to an EndNote online Login dialog.

2. Click the Sign Up button on the EndNote online Login dialog to go to a User Registration dialog.

3. Enter your e-mail address in the User Registration dialog. Retype your e-mail address, and then click the Submit button.

4. Enter your personal information in the required fields on the next User Registration form. For example, enter your name, a password, a title, and fill in the remaining fields.

5. Click the I Agree button to complete the registration process and to begin synchronising your EndNote Online library with your EndNote library.

Once you create your EndNote Online account, EndNote populates the fields on the Sync Preferences page with your e-mail address and password that you entered during registration. Later you can change the data in these fields at anytime if you change your e-mail address or password.

If you would like to know more about EndNote Online, please ask for a separate handout about how to use EndNote Online or go to http://clarivate.libguides.com/endnote_training/endnote_online.

4.9.1. Overview of the Sync processEndNote allows you to synchronize your entire desktop library with EndNote online and the iPad app.

The Sync process automatically synchronizes both sets of references that reside in the desktop and online so that your library in EndNote desktop and EndNote online is an exact match.

The Sync process is always initiated from EndNote (desktop version). The data in EndNote and EndNote online is synchronized in both applications when you run Sync. You will have identical groups and references when Sync completes processing.

The Sync process includes all data changes to references (including file attachments) during the Sync process so that each library matches the other. For example, if you add or remove references and/or PDF files in EndNote, then those changes are updated in EndNote online and vice-versa.

The Sync process includes updates and additions to groups in both libraries. For example, if you create and add references to a new group in EndNote, then you will see this group in EndNote online the next time you run the Sync process.

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4.9.2. Sync PreferencesSync Preferences allow you to set your preferences so that:

You only have to enter your e-mail address and password once in Sync Preferences and not each time you manually synchronize your references between EndNote and EndNote Online.

You can have EndNote automatically begin the Sync process every 15 minutes (background processing) by selecting the Sync Automatically check box.

To access Sync Preferences, go to the Edit menu, select Preferences, and then click Sync in the list of preferences.

4.9.3 Important Points to Know About the Sync Process Sync includes an unlimited number of references in your library and an unlimited

amount of storage for file attachments and figures.

Sync works with only one library and only one EndNote online account.

Your sync library can be shared with up to 100 other EndNote users on version X7.2 or later

Syncing with EndNote online includes groups, group sets, and group associations but does not include smart groups and combination groups. These will be added in a later release.

Sync your references in EndNote group sets (including group sets, smart groups, and combination groups) between one desktop and another desktop on various platforms.

After the Sync process completes, EndNote identifies each group that has Sharing enabled in EndNote online with a shared group icon. A shared group is a group in which your colleagues can access and see them in their Groups Shared by Others section.

Sync will put groups, when a group set cannot be identified, in an Unfiled Groups set. Drag and drop the group to the appropriate group set in the desktop library.

You can select any EndNote library that you created with EndNote, version 8.0 or above to synchronize with your EndNote online library.

You can change an EndNote library in Sync Preferences at any time. The Sync process begins automatically when you click OK.

Transfer and Sync used together with mixed versions can result in duplicates. Use Find Duplicates when this occurs to remove duplicates

Sync includes references that have been moved to the Trash group. If you have references that were moved to Trash in the desktop version, those references will be moved to Trash group in the Web version.

You cannot synchronize an EndNote desktop library with your EndNote online library when you are in Online Only mode.

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If you have a ResearcherID account, then your "My Publications" list and Publication Lists 1 and 2 will be displayed in Unfiled Groups. You can create a ResearcherID group set in the desktop library and drag and drop those groups into it.

EndNote automatically prompts you to Sync your EndNote desktop library with your EndNote online library when you close your default EndNote library.

All file attachments that you transferred in version X5 or earlier are replaced with the actual file attachments.

All library records transferred in EndNote versions X2 to X5 are compatible with the Sync process.

4.9.4. Accessing EndNote Online

To access your EndNote Online account, go to http://www.myendnoteweb.com and sign in using your email address and password. For more information about an EndNote Online subscription, go to http://endnote.com/training.

5. Sharing and Copying LibrariesEndNote X9 offers users the option to share your entire sync library with up to 100 other users with EndNote X7.2 or later.

Library sharing provides entire teams with immediate and real time access to an entire EndNote library, meaning the same set of references, attachments, notes and annotations. Changes are sent and received via sync, so all members of the shared library need to have updated to X7.2 or later, have the desktop activated with sync preferences completed, and be connected to the internet in order to send and receive changes. Library sharing is recommended as an alternative to saving a library on a shared drive, or emailing a compressed copy around to a group of collaborators.

5.1. To begin sharing: 1. Initiating library sharing from the desktop can be done from one of two places: the share button

or File —> share…

2. After selecting either, the user should be presented with the Share Dialog, where they can begin sending invites here.

5.1.1. Using the Share Dialog:1. Invite people to have access to your shared Library

2. Check the status of your invitations

3. Re-send (remind) invitations

4. Remove colleagues from your shared Library

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5.1.2. Inviting People to your shared library:1. Open your sync library

2. Click on the button.

3. If you are not logged into EndNote online, you will be prompted to log in

4. The Share Dialog will pop up

5. Enter the e-mail address (or addresses separated by commas) of the people that you would like to invite in the e-mail box.

6. Enter an optional message to be sent to the above e-mail addresses

7. Click the Invite button

8. Once users have accepted the Shared Library invitation, their activity in that library will be reflected in the Shared Library Activity Feed

5.1.3. The Shared Library Activity FeedThe Shared Library Activity Feed is a new offering meant to provide Shared Library members with insight into who is doing what to the shared library, as well as when new members join.

Each Shared Library in X9 comes with an Activity Feed, both the library you are sharing with others, and those libraries that others have shared with you. Because both X7 and X8 users have access to shared libraries, both X7 and X8 user’s activity will be reflected in the Feed (but, the feed as feature is only available to X8 users).

The Feed is attached to the associated Shared Library window. You can click on the Activity

Feed icon to display it, scroll through the updates listed and click outside the feed to dismiss it.

Activity is presented in reverse chronological order, and the Feed will update to display all the new activity that has happened since you last synced changes to the Shared Library. Next to each sync span, you will see the sync icon with a sync timestamp and below it all the latest activity that was retrieved. The activity is displayed in this way to update you with all the latest activity since you were last working on the library.

More information about sharing your library and collaborating with others can be found in ‘The Little EndNote How-To Book (X9)’, available from http://clarivate.libguides.com/endnote_training/users/enx9

5.2. Copying between libraries

Sometimes you will find it useful to copy some references from one library to another.

Open the libraries you want to copy to and from Highlight some references you would like to copy (using Ctrl to select multiple

references).

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Use Edit and Copy to copy the selection from the first library, and Edit and Paste to download the references to the second library. They will automatically interfile with the existing references there.

6. Purchasing EndNote and Finding Additional Styles and Filters

If you are working on the University campus, the latest version of EndNote should be already loaded on all public PCs, for example in the Library or the Learning Centre. If you are working on a PC in your department and do not have the EndNote software loaded, you can ask your IT team to upload it as they will have the licence to do so. If, however, you want to use EndNote on your own PC or laptop, you may wish to buy a personal copy of EndNote.

EndNote software can be bought from Bilaney Consultants (http://www.bilaney-consultants.co.uk/endnote-chest). Buying it through this link will entitle you to the special reduced prices available to members of the university through the national deal.

The conditions of purchase of EndNote allow you to load the software on up to three PCs or laptops provided that it is for the sole use of the purchaser.

6.1. Additional styles and filters

The EndNote software that you upload will have files containing a few hundred of the more commonly used output styles, connection files and import filters, but there are many more available on the EndNote website at http://endnote.com/downloads.

If there is a particular style or filter that you need, you can download it from this site by using the appropriate link from this page.

You then need to download it into the correct folder on your computer following the pathway: Programme Files > Endnote X9 > Styles/Connections/Filters as appropriate.

7. FURTHER HELP

Further help with using EndNote is always available:

i-cite: This is a website maintained by Library Services which provides links to useful pages which deal with all aspects of managing and citing references including identifying suitable filters for importing records from databases: intranet.birmingham.ac.uk/as/libraryservices/icite

Clarivate Analytics EndNote libguide (PC and MAC versions) http:// clarivate.libguides.com/endnote_training/home

For help with more technical queries go to the EndNote Discussion Forum http://community.thomsonreuters.com/t5/EndNote/ct-p/endnote

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Research Skills Team: If you need individual help or advice about using EndNote in your work, please contact one of the members of the Research Skills Teams at libraryresearchskills@contacts.bham.ac.uk

You can purchase Endnote software for loading onto your personal PC, at a discount from the supplier, Bilaney Consultants at: http://www.bilaney-consultants.co.uk/endnote-chest

All Library Services documents are available in other formats. Please contact Library Services for information

http://www.intranet.birmingham.ac.uk/library/disability

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