Getting Started with EndNote X4

Getting Started with EndNote X4

Dr. Christiane Holtz, [email protected], 28.September 2010

mailto:[email protected]

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EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output

Why use EndNote?

Create a database of your references

Enter manually

Import from online databases

Extract from pdf data

Manage references and full-text

Sort into Groups

Create/Import notes, abstracts, keywords

Up to 45 attachments per reference

Download full-text articless, determine if available

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Why use EndNote?

Format citations, bibliographies, etc. as you write

Bibliography, Table of Figures, List of Supporting Documents automatically generated in Word and Open Office Writer 3 using CiteWhileYouWrite

Format documents saved as RTF using Format Paper

Word Manuscript Templates for numerous journals

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Your Database

EndNote Library = [your data].enl

Automatically open a specific Library when you start EndNote (Preferences)

Each Library has a corresponding .DATA folder (e.g. contains pdf files). When moving or copying Libraries with Windows-Explorer always include the corresponding .DATA folder

ENL file and its corresponding .DATA folder can be saved together as an .enlx compressed file :File >> Compressed Library

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Using EndNote in a Network

Mass installation on several PCs is possible

Multiple users can simultaneously read a Library: in Windows Explorer change the Properties of the Library to Read-Only for the ENL file and .DATA folder

Simultaneous editing by multiple users is not possible

The network‘s system of file permissions can control the type of access allowed for users or groups

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Database Window

Short tabular view

Fields and sort order: Edit >> Preferences

Double-click for Full View

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The Tab Pane

Preview: Displays selected reference in your current citation style

Search: Search for references in the EndNote Library

Quick Edit: Full view of a single reference for editing

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Output Style

Preview display the current citation style (Output Style)

Change the Output Style at any time

To see a complete list of Output Styles, choose Select Another Style

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Search

Search for specific words, independent of upper and lower case HIV finds also archive

Solution:

Match words: the exact word is searched, rather than partial word matches

Match case: when entering HIV, will find only those records in which the search term is capitalized exactly as typed (can be combined with number ranges)

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Searching PDF data

Search for terms in attached pdf files

Search field: "PDF" or "Any Field + PDF"

Will not work with scanned PDFs

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Edit >> Preferences

Numerous possibilities to fit your needs, e.g.

Select a Library to open when you launch EndNote

Determine which fields (and in what order) display

Select the default Reference Type for manual input

Use all options for Find Full Text (see slide 32)

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Groups Pane

permanent

created

automatic

Group SetCustom GroupSmart Group

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Working with Groups

Creating and editing: Groups Menu or right-click with mouse

Move references with drag-and-drop from other Groups or from the Library window

Custom Groups and references within Custom Groups may be removed without deleting the references from the Library (they remain in "All References")

When you delete a reference from a Smart Group, EndNote also deletes the reference from the All References group, with no warning.

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Smart Groups

Create a Group from a Search

Directly in the Search window with the Button Options >> Convert to Smart Group

From the Groups menu

New references that match the search conditions are automatically copied into the appropriate Custom Group

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Combined Groups

Custom Groups and Smart Groups can be combined under a single group.Groups >> Create from Groups

Selected groups are linked with Boolean operators (AND, OR, NOT)

AND is the intersection, OR is the sum

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Collecting Data (Overview)

Manual

Field by field

Online-Search

Catalog

Bibliographic database

Import

Standard format

Special filter

Generated from pdf data

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Entering a new Reference

References >> New Reference

Select matching Reference Type (Journal Article will be available by default first, can be changed in Preferences)

Field name can change depending on the chosen reference type

Figure, Chart and Table: manage images, files and objects

Each Referenence can contain up to 45 attachments

DOI known Online Search with CrossRef determines the related record

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Rules for Entering Author Names

ONE author name per line

First name Last name or Last name, First name

EndNote recognizes first and last name and adds new names to a Term List

Corporate Author

Comma after the name required

Two commas if the name contains an additive

World Bank,

University of California,, Berkeley

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Recommendation for Journal Title

Enter the full name and update the JournalsTerm List with the abbreviation the selected Output Style determines which name type is used

Ensure consistency within the columns

When directly importing data , corrections may be required

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Term Lists

Menu Tools

Default lists are created from author names, journal titles and subject headings

To work with list items select

Open Term Lists >> Terms

More lists can be defined

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Importing Journals Lists

Journal titles and abbreviations commonly used in some subjects can be imported (EndNote program folder "Terms List ")

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File Attachments

Field File Attachments

Menu Reference >> File Attachments >> Attach File

Select checkbox "Copy this file to the default file attachment folder and create a relative link"

Copy of the file is stored in the DATA folder. File is always available, even if the location of the EndNote library or local files is changed

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Online Searching with EndNote

Menu Tools >> Online Search or Online Search in Group window

Conditions:

Database with Z39.50 interface

Databases licensed by the University of Bonn are only accessible from the campus network or via VPN Client

EndNote search screen is adapted to the selected database and does not provide all the possibilities of searching the database directly Alternative: Import

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Display Mode

Integrated Library & Online Search Mode

All groups and commands

Results of the online search will be stored directly in the "All References" group

Unwanted references can be deleted or edited from the „online search„ group

The "online search" group is cleared when a new search is performed

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Display Mode

Local Library Mode

No "Online Search"-Groups

Tools >> Online Search => change to Online Search Mode

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Display Mode

Online Search Mode

Only online search, commands for the Local Library only partially available

Results from online search are saved in a temporary library

Wanted references are copied by References >> Copy References to

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Import

To search the database and to save results in a suitable output format

Menu File >> Import, through Choose File

Choose from the list „Import Options“ the suitable filter for the output

Duplicates: Import All All records will be imported, even though they might already exist in the library (subsequent removal of duplicate records is possible)

Text Translation only needed, if you want to import text with non-latin font

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Output Format and Import Filter

EndNote often avaivable as an output format

Another usual standard format: RIS

Some databases offer txt-Format, which can be imported through the database specific filter

Full list of special filters: Edit >> Import Filter >> Open Import Filter Manager

Constantly updated list for Download: www.endnote.com >> support & services

http://www.endnote.com/

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Import Filter

The most usual Standard formats

Special filters

Online Search

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Direct Export

Some Databases send search results directly to EndNote and automatically choose the suitable import filter

List of the databases and instructions are available under EndNote-Help "Direct Export Providers"

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Control Required

Both online search and import can result in incorrect allocation of fields or reference type (Often: Essay collections are seen as journals the name of the editor appears incorretly in the field of "Journal Title" )

Different databases use different abbreviations for journals

With large libraries duplicate control advisable from time to time : References >> Find Duplicates (you can define the terms through Preferences )

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Generating References from Pdf-files

Menu File >> Import >> pdf or Folder

Bibliographic data records are generated from all of pdf-files in a chosen folder

The original pdf-file in the folder is copied and added as an attachment

Conditions:

Internet access (Firewall must allow Port 80)

Proxy Server: possible exception needed for www.crossref.org (Window system settings)

unique DOI in pdf on the first two pages – the more current, the more probable

http://www.crossref.org/

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Finding Full Texts

Three possibilities:

References >> Find Full Text

Free available and licensed files are automatically downloaded

Does not work with all providers

References >> URL >> Open URL

Access to the full text, if a link is appears

References >> URL >> OpenURL Link

To find out local availability, and download files manually

Interlibrary loan

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Conditions for finding Full Texts

Campus network or VPN-Client

Edit >> Preferences

>> EndNote WebTo create and register your account

>> Find Full TextActivate all the full text search options, and enter the following OpenURL path of ULB Bonn in the field provided:

http://www.digibib.net/openurl/005

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Find Full Text - Results

Found full text and downloads (pdfs in DATA-file and as attachments

Link found to the full text References >> URL >> Open URL

No full text found References >> URL >> OpenURL Link

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OpenURL Link

Print holdings in NRW

Full text available in Bonn

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OpenURL Link

Interlibrary loan (Title data of the reguest already filled in)

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Data Output

Sorted bibliographies

CiteWhileYouWrite: Short in-text citation and bibliographies in Word/Open Office Writer 3

Format Paper for rtf-files

Word document templates for many journals

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Sorted Bibliographies

You can sort according to each EndNote-database field, e.g. sort by keywords:

Choose your references

Choose your sort field throughTools >> Subject Bibliography

In necessary, you can change the layout through changing the output style and additionally through the button Layout

You can also delete unwanted groups through the button Terms

You can save your lists as rtf, txt or html

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Example: Sort by Keywords

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CiteWhileYouWrite

CiteWhileYouWrite integrates an EndNote-toolbar in Word

Drag the cursor to the place of in the text , where you want to paste the reference

Click on the EndNote-Toolbar Find Citations, choose the wanted reference and paste it through the Insert -button

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CiteWhileYouWrite

EndNote inserts a citation within the text and generates a bibliography at the end of the text

Citation style matches the chosen output style and can be changed at any time

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Changing the Layout of Bibliography

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Editing the in-text citations

Changes direct in the text are lost, when the document is formatted the next time

Solution for individual citations:EndNote-toolbar >> Edit Citation

The changes here must match with the rules of the chosen output style.Example: To be able to add page numbers of the cited work to the in-text citation requires, that the appropriate setting in the template of output style "Cited Pages„ is activated

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Editing Output Style

E.g. How to add cited pages to the in-text citation

Edit >> Output Style >> Edit ...

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Adding Figures and Tables

Insert Citations >> Find Figures: To include figures and tables into the text (Reference Type "Chart or Table" or "Figure")

Depending on the presettings of the output style a list of figures and tables is generated at the end of the document

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Traveling Library

EndNote-citations in a Word-document are connected with a field code, that contains the title information

Word Citations-Group >> Edit Library Reference(s): To edit References, even when the Original-Library is not available

Word Tools-Group >> Export to EndNote >> Export Traveling Library: to transfer data from a Word document to EndNote

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Using Document Templates

Document templates determine the document format that is demanded by a journal/editor

A large number of templates are available in the EndNote-Program file "Templates"

To open from within EndNote: Tools >> Manuscript Templates

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Keep Yourself Updated

Tutorials and Webinars www.endnote.com/training/

New Output Styles, Import Filters, Connections Files ...www.endnote.com/support/ensupport.asp

Administrators: Updates and Patcheswww.adeptscience.de/bibliographie/endnote/

http://www.endnote.com/training/

http://www.endnote.com/support/ensupport.asp

http://www.adeptscience.de/bibliographie/endnote/