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EndNote Online

1: Introduction ................................................................................................................................ 1

Registering for EndNote Online ..................................................................................................... 2

2: Adding references to EndNote ................................................................................................. 2 Saving references from Library Search .......................................................................................... 3 Collecting references from other databases ................................................................................... 5 Attaching PDFs.............................................................................................................................. 7 Creating references manually ........................................................................................................ 8

3: Organising your references ...................................................................................................... 9 Creating groups ............................................................................................................................. 9 Managing duplicate records ......................................................................................................... 10

4: Cite While You Write ................................................................................................................ 11 At home: installing the toolbar in Word ........................................................................................ 11 At university: accessing the toolbar in Word ................................................................................ 11 Inserting citations and references ................................................................................................ 12 Direct quotations and page numbers ........................................................................................... 13 Changing the citation format ........................................................................................................ 14 Multiple citations .......................................................................................................................... 15 Secondary citations ..................................................................................................................... 16 Deleting citations ......................................................................................................................... 17 A couple of things that might go wrong ….................................................................................... 18

5. Getting help .............................................................................................................................. 18

Appendix: Saving records from other databases ...................................................................... 19

1: Introduction EndNote Online is a web-based version of the EndNote software. It is a bibliographic management tool that allows you to save references for books, journal articles, webpages and other sources into a personal account as you carry out your research. Because it is on the web you can use it anywhere you have internet access. You can then use EndNote to insert citations into your text, and create a reference list (bibliography) at the end of your assignment or dissertation, which will be automatically and correctly formatted in the APA 6th style required for most courses at Salford – or any other style you want.

General Guide

www.salford.ac.uk/library

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Registering for EndNote Online To use EndNote Online you will need to make yourself an account.

o Go to: http://endnote.com o Click the LOGIN link in the top right-hand corner of the screen.

A confirmation email will be sent to you. Follow the instructions in this to complete your registration. You can now start saving references into your EndNote Library.

2: Adding references to EndNote

When you search databases to find journal articles, books and other information it is usually possible to import the records you find into your EndNote Library. This has the advantage of allowing you to import references accurately without having to re-type all the information yourself. Please note that with some databases, and information you find on general websites, it is not possible to import references automatically into EndNote. In these cases you will need to either type the information in manually or copy and paste it into the appropriate reference form, following the instructions on p.8 of this guide.

Click the Sign up link.

Enter your email address, first and last names in the boxes provided, and make yourself a password following the guidelines provided. When you have completed this, click the Sign up button.

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Saving references from Library Search As you use Library Search to find books, journal articles and other information you can save the records you find directly into EndNote Online.

o Go to the Student Channel at http://www.salford.ac.uk/students o Click the Library & Learning Support link. o Click the Library Search link. o Type in your keywords and click the search button.

Click the quotation marks ’’ next to the

item you want to save,

then click ENDNOTE WEB.

An Import Results screen will be displayed. Click the My References tab to see the reference you have just imported.

Records, especially for books, that you import from Library Search may need some editing. Click on the title link to open the record.

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Sometimes punctuation is incorrectly imported. Click in the field to edit it.

This will ensure a correctly-formatted reference.

When you have finished editing

the record click the Save button.

Also check the Edition field for any book references you get from Library Search. Delete the word ‘edition’ or ‘ed.’. If the number is spelled out in letters change it to a

number – for example, this should read 7th.

The place of publication (e.g. Chicago) has been entered twice, so you will need to delete it and

the colon from the Publisher field.

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Collecting references from other databases A few databases, such as Web of Science and the EBSCO databases, allow you to save records directly into EndNote Online. Once you have selected the references you want look for an export option called EndNote Online or Endnote Web.

For most databases, saving records into EndNote Online is a two-step process: you save a temporary file from the database, then import that file into your EndNote Online library.

For example, in Science Direct: Go to Advanced Search and type in your search terms.

Click Export.

Select RIS (for EndNote…)

and Citations And Abstracts.

Click the boxes to mark the references you want,

then click Export.

Click the little arrow on the Save button, select Save as, and save the file somewhere you will be able to find it, e.g. the Desktop.

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Return to EndNote Online.

For advice about how to save references from other databases into EndNote Online please see pages 19-20 of this guide.

Click the Collect tab,

then click Import References.

Select RefMan RIS from the Import Option menu, and from the To menu choose the Group (see p. 9) you want to save the references into – or select [Unfiled].

Click the Import button.

The reference will be imported into your EndNote Library. Click the link or the My References tab to see them.

Click the Choose File button and browse to where you

saved the temporary file (e.g. Desktop or Downloads).

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Attaching PDFs Once you have saved a reference into EndNote Online you might find it useful to attach the full-text PDF. This is good information management, as it means that you will have the article and the details you need to reference it all in the same place.

Please note that you won’t always be able to access full-text articles – the Library does not subscribe to everything! For things we do not have, try our Document Delivery Service:

http://www.salford.ac.uk/library/use/document-delivery

Click Go to URL or Find it @ Salford

to see if the PDF is available.

If the PDF is available, open it and save it somewhere where you can find it, for example, the Desktop.

Click the paperclip icon on the reference for the PDF you have just saved.

When this box opens click the

Attach files link.

Click the Choose File button and find the PDF you have just saved. Open it.

Click the Upload button

when it appears.

The paperclip icon will now be coloured blue, indicating that something is attached. Click it when you want to open and read the article.

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Creating references manually You will probably use information sources where electronic records are not available for saving into EndNote, for example, webpages, blog entries, online newspaper articles and reports you have found online. In these cases you will need to create manual references.

Important! Remember that every reference has to have all of the following elements, otherwise it will be incorrect.

Element Field in EndNote

Who - wrote or created it. Author When - it was published of produced. Year What - is the title of the work. Title Where - you found it (or how to find it): use one of these combinations: Place of Publication and Publisher Volume, Issue and Page Numbers DOI URL

When making manual references in EndNote you may need to experiment with the different Reference Types and with the information you enter, to make sure they are correct. To see how your completed references should look see the examples on the Skills for Learning site at:

http://www.salford.ac.uk/skills-for-learning/home/using-and-referencing-information/referencing

Click the Collect tab,

then click New Reference.

Select the type of information source you have

from the Reference Type menu.

Click Save when you have finished.

Type the information into the fields – you need to click into the field before you can type into it. Note the advice about typing authors’ names. If the work is written by an organisation rather than a person you need to type a comma at the end of it, e.g. National Health Service,

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3: Organising your references

Creating groups If you are researching several assignments or working on a big project such as your dissertation you might find it useful to create folders (called Groups) to help you organise your references.

Click the Organize tab, then

click the New group button.

Type in a name for your

Group and click OK.

To file your references click the My References tab, tick the boxes for the ones you wish to file, then select the Group you

wish to use from the Add to group menu.

Your Groups are listed here. Click on the title link

to see which references are listed within it.

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Managing duplicate records As you add more and more references to your EndNote Library, from a variety of databases, it is likely that you will get duplicate records for the same item. To avoid anomalies in your citations and references once you start adding them to your Word document, you need to ensure that you only have one record for each item.

Note that the criteria used by EndNote to identify duplicate records won’t always catch all of them. You will still need to look through your Library and delete any records you don’t want. It is probably easiest to do this if you use the Sort by menu to sort your references by First Author – A-Z or Title – A-Z.

Click the Organize tab,

then click Find Duplicates.

If you have any duplicate records they will be displayed alongside the original references. The duplicates will be ticked, ready for deleting. Click the Delete button. The duplicates will be moved to the Trash folder in the Groups panel, where you can retrieve them if you need to.

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4: Cite While You Write EndNote Online works with Microsoft Word to quickly and easily insert in-text citations into your documents, and automatically format your reference list at the same time. This is all done using the “Cite While You Write” (CWYW) toolbar which you will need to install (if you are using your own computer) or open (if you are working at University).

At home: installing the toolbar in Word Before you try to install the CWYW tools you will need to close all open windows of Microsoft Word and Outlook.

At university: accessing the toolbar in Word

Click the Downloads tab. You will be offered the choice of Windows or Mac. Select the one you need and follow the on-screen instructions.

Open Word and go to the EndNote tab.

Click

Preferences.

Click the Application tab and select EndNote online from the menu. Login with your email address and

EndNote password, then click OK.

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Inserting citations and references

1. Log into EndNote Online. 2. Open your Word document.

Click the EndNote tab.

Place your cursor where you wish to insert the citation (remember, it should be before the punctuation mark), then click the

Insert Citations button.

Type in a name or keyword to search for the

item you need to cite, then click the Find.

Matching references will be displayed here, with previews of the records here.

Highlight the one you want and click the Insert button.

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Direct quotations and page numbers The APA 6th style requires that a citation for a direct quote (copied from the original) must include the page number where you found it. A direct quote should also be placed in quotation marks “ ” to show they are someone else’s words, not your own.

In your Word document, select APA 6th

from the Style menu.

You will now have a correctly formatted citation, and its corresponding reference at the end of your document.

To add a page number for a direct quotation, first insert your citation (see p. 12). Click on it so it is highlighted, then click the

Edit Citation(s) icon.

Type in the page number

and click the OK button.

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Changing the citation format

In your writing you will often integrate the authors’ names into your text, for example: Andersen and Hughes (2012) argue that … In this case, only the year goes inside brackets. Do not repeat the citation at the end of your sentence.

1. Insert your citation ( see p. 12).

2. Type the authors’ names before the brackets. Remember to use the word ‘and’ between their names (not an ampersand).

3. Click on it so it is highlighted, then click the Edit Citation(s) icon.

4. Tick the Exclude author box, then click OK. Your citation will now be correct.

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Multiple citations There will be times when you have summarised the content of two or more different papers into a single sentence or paragraph, and will need to insert a multiple citation.

Place your cursor where you want to insert the citation

and click the Insert Citations icon.

Type in some keywords that will find all the

items you wish to cite, then click Find.

Hold down the <Ctrl> key while you select the references

you wish to cite, then click the Insert button.

The multiple citations will be inserted in your document in the correct format – all three articles are enclosed in one set of brackets, in alphabetical order and separated by semicolons.

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Secondary citations There are times that you will find something referenced in a book or an article that is so useful or interesting you want to use it in your own writing. This might be a citation for another article, or an illustration, graph or table take from another work. Generally, you should try to find and read the original work and use that as the source of your citation and reference. However, there are times when this isn’t possible, for example, you may not be able to get hold of the original work, it is in a language you can’t read, or the citing author has summed up the ideas in the original more succinctly or elegantly than you could ever manage. When you use a secondary citation like this, your in-text citation should mention both works but your bibliography only includes a reference for the work you have actually read yourself.

1. Insert the citation for the work you have read, then click on the citation so that it is highlighted.

2. Click the Edit

Citation(s) icon.

3. In the Prefix field, type in the authors and the year for the work you have seen cited plus the words such as ‘cited in’. Leave a space after the last word.

4. Click OK. Your citation will now contain both works, but only the work you read will be in your reference list.

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Deleting citations

Because of the large amount of coding behind each citation you insert, you cannot simply remove a citation by using the <Delete> key. If you try to do this, you run the risk of leaving a bit of coding behind – which will break it. Nor can you delete a citation you have put in the wrong place by using the ‘Undo’ button in Word. To remove a citation you must use the CWYW tools.

The citation and all its coding will now be safely removed from your document, and if it was the only instance of that citation in your text, it will also be removed from your reference list.

Click on the citation you want to remove, so that it is highlighted, then click the Edit Citation(s) icon.

Make sure the correct citation is highlighted, then click the little arrow on the Edit Reference button.

Select Remove Citation, then click OK.

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A couple of things that might go wrong …

o Has your Reference List disappeared, and are your citations now in curly brackets with the title included?

Don’t be alarmed. Your ‘Instant Formatting’ has turned itself off.

o Is your Reference List in a different font to the rest of your document?

5. Getting help

The Skills for Learning website provides a wide range of online help with referencing, including links to guides, e-Learning and videos, as well as covering everything you need to know about finding, understanding and using information, academic reading and writing, IT, digital skills and much more. There are also details of workshops and one-to-one appointments available for you to attend, and contact details for your Academic Support Librarians. Skills for Learning is available at:

http://www.salford.ac.uk/skills-for-learning

Click Update Citations and Bibliography. This will turn everything back the way it should be.

Click the little arrow in the corner of the Bibliography section. Click the Layout tab, then select the font and size you need.

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Appendix: Saving records from other databases

The following instructions describe how to save records from some of our main databases into EndNote Online, using Google Chrome. Once you have your file from the database, go to the Collect tab in EndNote, click the Import References link and use the Choose File button to find the file in your Downloads folder. Please see page 6 of this guide for further details.

If you are using a different browser you will need to save the exported file somewhere you can find it.

Unless you specify another Group the references you have selected will be automatically imported into the Unfiled folder.

Database / Provider Instructions

ACM Digital Library o Click the title link to display the reference you want.

o From the Tools and Resources options choose EndNote.

o Scroll to the bottom of the pop-up display and click the download link.

o Click the Save button and save the file.

o In EndNote Online select ACM Digital Library from the Import Option menu.

EBSCO

Databases include:

o Academic Search Premier o Business Source Premier o CINAHL o EconLit o MEDLINE o MLA o SportDISCUS

o Select the references you want by clicking the blue folder icon next to each one.

o Click the Folder View link (righthand margin). o Tick the checkboxes to mark all the records. o Click the Export icon. o At the next screen, select Direct Export to EndNote Web. o Click the Save button.

o EndNote Online will open. You may be asked to log into your

account.

Emerald Insight o Click the checkboxes to mark the references you want.

o From the For selected items menu select Download citation.

o Click the RIS (ProCite, Reference Manager) button.

o Click the Download article data button.

o In EndNote select RefMan RIS from the Import Option menu.

Google Scholar o Click the Cite icon under the record you want to save. o Click the EndNote link.

o In EndNote Online select EndNote Import from the Import Option menu.

IEEE Xplore o Click the checkboxes to mark the records you want. o From the Export menu (above the results display) click the

Citations tab. o Select RIS and Citation & Abstract, then click Export. o In EndNote Online select RefMan RIS from the Import Option menu.

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Database / Provider Instructions

JSTOR o Click the checkboxes to mark the records you want. o Go to the Export Selected Citations menu (above the results

display) and select Export a RIS file. o Click the Save button and save the file. o In EndNote Web select RefMan RIS from the Import Option menu.

Library Search o See pages 3-4 of this guide.

Ovid

Databases include:

o Allied and Complementary Medicine

o MEDLINE o PsycINFO

o Click the checkboxes to mark the records you want.

o Click the Export link (at the top of the results display).

o From the Format menu select RIS.

o Select Citation + Abstract from the Fields menu.

o Click the Export button.

o In EndNote Online select RefMan RIS from the Import Option menu.

ProQuest

Databases include:

o Arts & Humanities Database o Criminology Collection o Dissertations & Theses o Politics Collection o Social Science Database

o Click the checkboxes to mark the records you want.

o Click the Save link (above the results display).

o Select RIS (works with EndNote, Citavi, etc.).

o Click Continue.

o In EndNote Online select RefMan RIS from the Import Option menu.

Science Direct o See pages 5-6 of this guide.

Springer Link o Click the title link to display the reference you want.

o From the Cite article menu select .ENW

o In EndNote Online select EndNote Import from the Import Option menu.

Web of Science o Click the checkboxes to mark the records you want.

o Click the Change to EndNote online menu at the top or botton of the screen.

o Select Author, Title, Source, Abstract from the Record Content menu.

o Click the Send button.

o EndNote Online will open. You may be asked to log into your

account.

If you are using a database not listed here, look for options to Export, Save or Download records. Then choose the option RIS (open with RefMan RIS in EndNote) or EndNote (open with EndNote Import).