EndNote advanced

Helene N. Andreassen, PhDGrete Overvåg

University Library of Tromsø

18.10.2016

Today's topics

• Saving and syncing• Syncing the EN library in

the cloud and elsewhere• (Setting up sync)

• Sharing and collaboration• Sharing desktop

libraries• Sharing groups online

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• Settings for PDF handling

• Advanced style editing• Finding styles• Modifying styles

• Tips and tricks for systematic reviews• Creating group sets/groups• Deduplication• Managing the selection

process

Do not keep a working EN library in cloud storage!

• The reason given is:

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"[…] when you are working in EndNote, it is saving data to multiple files, and the data must be saved in a set sequence, […]. When cloud services transfer that data, they may change the sequence of file saves. This eventually leads to library corruption. The library may appear to be fine for days, weeks, or even months, but will eventuallybe corrupted."

From The Little EndNote How-To Book

How to take a backup of your EN library

1. Open your library in EndNote

2. File Compressed Library

3. Use the default choices

4. Name the .enlx-file, and put it somewhere safe

5. Avoid saving the .enlx-file directly in the cloud. Put it somewhere local and copy it thereafter into the cloud

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How to log on to EndNote Online and sync your EN library

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1. Open your library in EndNote2. Press the sync-button: or 3. Click the Sign Up-button4. Follow on-screen instructions to

register an account5. (You can skip the backup step if you

have made a backup just recently)

NB! Start this process from the computer where you keep your EndNote library

Please note: You can only

sync one library!

Syncing down to another computer

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1. Open EndNote and an empty library.2. Press the sync-button: or 3. Enter your EndNote Online

credentials4. Click OK5. Watch as your library appears

NB! Start this process from a different computer than the one you signed up from

Important to remember about sharing of active EN libraries

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DO NOT USE cloud services such as Drobox, Box, or SharePoint

DO NOT USE usb sticks

USE the Compressed Library function in EndNote to transfer a version of your EN library to someone else

USE the Share function in EndNote desktop/online to give access to the same version of the library that you use, to someone else (the whole library or parts of it)

Sharing of libraries• When you share your library via the Share function in EN desktop

– You share your entire library– You provide others with a read-write access to all your references and attachments

(upper limit: 14 users)

• Requirements and possibilities for sharers and sharees– EndNote version X7.2 or later– The desktop and online library must be synced– No restrictions on how many libraries one can be given access to– The shared library, once synced, can be used offline– Obs! The sharer should be restrictive with sharing, and make frequent backups

• Procedure– Click the Share Library button– Enter the email address for the person(s) with whom you want to share the library– Click Invite

Exercise 1:Sharing of librariesFor this exercise to work, you need to collaborate with another person. We recommend that you test this after the seminar, with a colleague/fellow PhD student

The sharer1. Create a backup of your library2. Share your library with a colleague/fellow PhD student3. When the sharee has made a (non-important) change to your library, verify that the

change is synced to your local version– Sync manually, if necessary

4. Remove the sharee from the list of sharees

The sharee5. Accept the invitation to receive a shared library6. Make a change to the library shared with you, e.g. by adding information in in the Notes

field of one of the references– Avoid making changes in fields with key information (e.g. author, year) or in other

fields where information is already entered

Sharing of groups online

• If you do not wish to share your entire library, you can create a group and share this on EndNote online.

– Click Organize Manage my groups

– Tick Share– Click Manage sharing– Click Start sharing this group and

enter email addresses– Select Read & Write– Click Apply

• For the sharee: Organize Others’ groups Use for Cite While You Write

• In Word: select Preferences Application EndNote online

Exercise 2:Sharing of groups in EndNote online

For this exercise to work, you need to collaborate with the person next to you

The sharer1. Create a group with 2 references in the

desktop version of EndNote– Sync manually, if necessary

2. In EndNote web, share the group with another person

The sharee3. Activate the shared group in EndNote

web4. Add a reference to the group5. In Word: change the settings and

insert a reference added by the sharer, and the reference added by you

Sharing of Word documents with EndNote formatting

Via email• A travelling library is embedded in the Word file, thus the recipient can read the

inserted EndNote references.

– NB! If the recipient does not have access to the same EndNote library, he cannot make any changes to the EndNote fields (but he can add new references)

– It is advisable to convert the document to plain text before you submit a paper (Convert Citations and Bibliography Convert to Plain Text)

Via cloud services• Box• SharePoint (uDoc, OneDrive)

– NB! To be able to edit EndNote references in a shared document, the latter must be opened in the Word desktop version

PDF-handling: where are they?

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All PDFs are stored in the .Data folder. Note: You can find these files by searching your computer.

PDF-handling: two ways of adding attachments

A. When you already have the reference in your EN Library:– Drag and drop the pdf

B. When the reference is not in your EN Library:– Choose File Import

PDF File or Folder• You can import whole

folders, including sub-folders

• EndNote tries to create group sets based on your folder structure

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EndNote styles: Finding the correct one

• If not available in EndNote, search and download the style from the EndNote (or the publisher’s) web page

• If not available online, request the creation of the desired style

• If you have limited time, search a similar style and modify it yourself

http://endnote.com/downloads/styles

Exercise 3: Modifying an existing EndNote style

Edit Output styles Edit [style name]

1. Work on a copy to preserve the original: File Save As

2. Modifications on all levels possible– Citations– Bibliography– Footnotes

3. Changing the language of the style: Replace all «and, in, ed» by words in the desired language

Activate or download the style

Linguistic Inquiry

Exercise 3: Modifying an existing EndNote style

You can edit• Formatting (bold, italic etc)• Punctuation (brackets, commas etc)• Citation sections (fields for various

reference types)

Adding a new reference type template• Click Bibliography Templates in the

left-hand menu• Click Reference Types and select the

desired reference type, e.g. Dataset• Copy and paste the contents from the

Generic template– You will see that some information

is changed automatically (e.g. Publisher Distributor)

• Edit and save if requested

Additional reference types

Default reference types

Exercise 3: Modifying an existing EndNote style

Modifying the template format• Highlight the desired part of the

template (e.g. Thesis Title)• Modify by using the formatting

icons (e.g. in italics)• Save if requested

Inserting a new field• Click Insert Field (e.g. URL)• Add complementary text, if

needed (e.g. Retrieved from)• Add formatting characters

(Accent grave and Linked adjacent text)

Happy with the result?http://www.library.uow.edu.au/content/groups/public/@web/@lib/documents/doc/uow086513.pdf

Download and adjust info for the following thesis : Ellingsen, M.-B. (2014). The trust paradox : an

inquiry into the core of social life. (PhD), UiT The Arctic University of Norway, Tromsø. Retrieved from

http://hdl.handle.net/10037/7090

http://ww

w.library.uow

.edu.au/content/groups/public/@

web/@

lib/documents/

doc/uow086513.pdf

A few more tricks to make your EN life easier

• Non-English names placed in the wrong position in the bibliography?– Convert to plain text Adjust manually

• Upper-case or lower-case letters when entering titles?– Style manager: Bibliography Title capitalization [Make your choice]

• If an electronic article lacks a DOI …– Style manager: Bibliography Field substitutions Tick «If the DOI field is

empty, use URL»

• If your style requires the use of abbreviated journal titles …– See next page!

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Importing journal term lists

For newly created EndNote libraries

• Tools Define Term lists• Journals Import list• EndNote should automatically

retrieve available term lists

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For EndNote libraries that have been in use for a while

• Tools Open Term Lists• Journals Term List• Highlight all titles (ctrl+A)• Delete Term

• Follow instructions to the left

Using EndNote for systematic reviews

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Using EndNote is advisable for researchers undertaking systematic reviews to help store,

manage and organize large amounts of references.

Note that this is one of the few examples when we advice you to make an extra EndNote

Library!

Part 1: Search for and import references

1. Make a new EndNote Library: a) File New b) Give it a name and save

2. Find the database PsycINFO: a) Go to uit.oria.nob) Use «Find databases»

3. In the search box write: choir singing

4. Choose 'All' and click 'Export'.a) Select the fields you wantb) Click «Export Citation(s)»

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Part 2: Group sets and groups

1. Make a new group set. Call it 'Databases'.2. In this set, create two groups: 'PsycINFO' and

‘SCOPUS'.3. Highlight all the references you just imported from

PsycINFO, and put them in the PsycINFO Folder.

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This maneuver allows you to easily isolate all the references that came out of a specific database.

Part 3: Search in a second database

1. Find Scopus, perform a search for choir singing. Choose All and then Export

2. Choose the RIS format and the fields you want (e.g. All available information)

3. Select all the references you just imported, and put them into the Scopus group

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Part 4: Deduplication

1. Go References Find Duplicates

2. In this panel, click the Cancel button

3. In one single maneuver: Left-click and hold one of the highlighted references, and drag all the highlighted ones into the Trash

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Tip: You can adjust the deduplication settings from Edit Preferences Duplicates

Extra: Searching and changing multiple references simultaneously

1. Isolate and highlight the references imported from Scopus.2. Next, go References Show selected references.

3. Next, go Tools Change/Move/Copy Fields. Select the Access Date field, and enter "Database searched 28.10.2016" in the big box.

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NB! It is important that you perform steps 1 and 2. If you don't, changes you make in step 3 will affect your whole library.

Part 5: Screening and sorting

1. Make a new group set called ‘Sorting'. Make three groups beneath it: 'Exclude', 'Possibly', and 'Include'.

2. Change your active style to Annotated.

3. Sort away!4. Use the Notes or the Research

Notes fields to write messages to yourself about e.g. the application of your ex-/inclusion criteria

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It can be a good idea to sift through the data twice. Do a quick screening first, and next a more thorough sort.

This allows you to see the abstract in the preview tab.

To read more about the functions in EndNote

http://kbportal.thomson.com/display/2/index.aspx?tab=browse&c=&cpc=&cid=&cat=&catURL=&r=0.5716516

Thank you for filling out our feedback form!

bit.ly/ubevalen

Name of teachers: Helene N. Andreassen and Grete Overvåg

Date: October 28th 2016

Session name: TC

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