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EndNote Quick Guidance
Prepared by
Ramadan El-Faitouri
Note: if you have any question, please feel free to email me at [email protected] .
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EndNote X5
“EndNote is bibliographic software that allows you to keep your references in a database,
with no need for special formatting, and yet created as many documents as you want,
formatted according to the rules of thousands of different bibliographic styles, without you
ever having to retype a reference.”1
For more information about using EndNote select Start Programs EndNote Getting
Started Guide, or visit
http://www.endnote.com/training/
http://www.youtube.com/user/EndNoteTraining
Installing EndNote
To install EndNote on your PC (at the University of Liverpool campus):
1) Click on Install University applications icon which is located on the Desktop.
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Install University applications
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2) From the list select Bibliographic, select EndNote X5.0.1 and click on Install.
Note: There are many ways to carry out any command in EndNote, I will be presenting the
fastest way and ignore other.
To open EndNote:
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When you open EndNote you will see the Opening Box, select Create a New EndNote
Library and save it.
Save your Library whenever you want. However, it should be saved in M Drive, so that you
can access it whether you are on the campus or outside.
Note: when you save your EndNote Library, you will see a file and a folder, as shown below.
You MUST understand that the folder is the body and the file is the brain. This means that
losing one of them, means LOSING your whole
library.
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Adding New References
There are two ways to add new references to your EndNote Library: manually and directly
from the web. The focus will be on the second one as it is the faster and easier one.
1) Start looking for the reference on the internet. This can be done by using
scholar.google.com, www.sciencedirect.com or any search engine. Once you find your
reference, try to find citation or download citations. This helps you to import the details of
your reference ino your EndNote Library.
Example: let us find an article about audit committees by using www.sciencedirect.com.
By clicking on the title above, you will see the next window. To import the details of this
reference into your EndNote Library, click on Export Citation.
In the next step, select Citations and Abstracts and RIS format then click Export. Please note
that selecting Citations and Abstracts helps you to search easily on the abstract of a study
without opening the PDF file.
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Once you click on Export, all the details of the reference will appear in your EndNote
Library.
Back again to the main page of the article and save the article as a PDF file in your PC.
Once you saved it, you can attach the file to the article in your EndNote Library. Double click
on the article. The window will appear as below
In any place in the window, right click then select File attachments Attach file then locate
the PDF file and click open.
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After that, close the window of the reference. Please note that there are two windows now,
one for the article and the other one for EndNote Library.
When you close the window of the reference, you will receive a message to confirm the
changes. It is recommended to select Do not display this message again and then click Yes.
Close the window of your Library
Close the window of the referece
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Now, we have one reference in the Library. You can open the page of the reference or open
the article as a PDF file.
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2) In some search engines you will not find the feature of downloading citation. This is not an
issue though. You can down load the details of your reference by using scholar.google.com.
Example: let us find this article “The effect of audit committee composition and structure on
the performance of audit committees”. This article is available from
www.emeraldinsight.com, but this page does not offer download citation.
What we have to do here is to find the article by using scholar.google.com, then select
options on the top-right-hand corner of the screen.
In the bottom of the page select Show links to import citations into EndNote and click Save.
Click to open the web page of the reference
Click to open PDF file
which has been attached
Click on options
Click on Scholar Settings
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When you click save, you will be taken the search results page and a new link will appear on
the page. Click on Import into EndNote to import all the details of the article into your
Library.
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3) In very rare cases you will need to enter the details of your reference manually. You may
face this issue when you use a book or a thesis among your reference. There are several steps
you must follow.
To enter a new reference, click on New Reference icon on toolbar.
Select Reference Type
The author names can be entered as first name then last name or last name comma (,) then
first name. Line break MUST be used after each author name if you have more than one
Click on new reference
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author. If your reference is a report which has been written by an organization, you have to
write the full name of the organization in the author field then put comma (,) at the end of the
organization’s name.
Searching in EndNote
If you look for a reference inside your library there are many ways to find it. The default
settings of EndNote enable you to search by using Author, Year and Title. However, these
settings can be changed as you like by clicking on the small arrow next to the field.
Note: when you select PDF and search in it, the search will be performed on the PDF
attached files without opening any of them.
Click to change the search field
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Find Duplication
It is possible that one reference can be imported several times, so the duplicated ones should
be deleted. This can be done by clicking on References Find Duplicates
In Find Duplicates window you will be able to see the fields of two references at the same
time. Click on the reference you want to keep, once you do that the other reference will be
moved to Trash.
Create Groups
1- Create a Custom Group
All the references you add to EndNote Library will be displayed on one folder, which is All
References.
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However, it is desirable to create groups that display specific references according to your
standards, and it gives you the power to organize your references. First of all, you have to
create a group set, click on Group Create Group, and let’s name it Literature
To add reference to All References and select the references, then right click Add References
To Literature (if you have more than one group, you will see all of them in the list).
All references in one group
No reference had been added to any group
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2- Create a Smart Group
The created groups will be updated automatically according to the standards you set.
For example, if you want a smart group for theses only. Click on Group Create Smart
Group
Enter the name of the smart group, specify the reference type then click create.
Add the conditions Name of the smart group
Click Create when you finish
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Another example is creating a smart group for references that has the word “risk” in their
title. Give it the name “Risk Articles”.
Cite While You Write (CWYW):
While writing your study you have to mention the references which you have used in
preparing the research. This can be citing each reference in the body of your study, and each
reference will be automatically added to the reference list.
Before adding citations, your EndNote library MUST be opened. Locate the cursor where
you want to add citation then go to EndNote library and select the reference you want to cite,
then click on insert citation icon2
The citation should appear like this
2 You can insert citation from Microsoft Word directly by using EndNote X5 tab then Insert Citation icon.
Insert citation
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However, if the citation in the beginning of a paragraph, you may need to change the format.
For example, if you insert the citation at the beginning of the paragraph, it will appear as
shown blow
However, this is not the correct format; it should be the authors outside the brackets.
You have to go to the citation then right click, and select Display as: Author (year).
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The new format will be
If you have more than one reference, you need to go to your EndNote library and keep
holding Ctrl key and select by mouse the references. Then click on insert citation icon on the
toolbar.
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Sometimes you need to add prefix like “For example or e.g,”, suffix or page numbers. To do
so, you need to come to the reference and right click, then select Edit Citation(s) more
Then add whatever you need.
Insert citation
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Format Bibliography:
There are enormous number of styles that you can select for your document. Open the style
list and choose Select Another Style.
Click here
Select another style
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You can select the style that fits your study from EndNote X5 Styles.
If you need to make any changes, such as title to your reference list or number of references,
open bibliography command by clicking on the small arrow at the right corner of the
Bibliography group.
In the Bibliography window select the style or click Browse button to find the style.
Click here to sort styles by name
Click here to sort styles by category
Click here to open bibliography
command
Click Browse to find other style
Select the style if it available
Layout Tab
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In the layout tab you can change the font of Bibliography list, add Bibliography title, and
change the indentation of first line of each reference.
Find More Styles
However, if you do not find the style you need, you can download it from the following link3
http://www.endnote.com/support/enstyles.asp
You should know the name of the journal which uses the style you need. Once you find the
required style, save it on
C:\Program Files\EndNote X5\ Styles
When you do that go to Bibliography window again, to find the new style you have just
added.
3 You can edit a style and make the changes you need by clicking on Edit Output Styles Edit style.
To change the font and size of Bibliography
To add Bibliography title and change its format
To change the Bibliography number
To change the indentation of first line
To add addition space between references
To add addition space between references
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Find the journal which uses the style you would like to use
Download and save the style
