Information Services & Systems
EndNote
Online
Workbook
School of Management
November 2013
Contents
Introduction........................................................................................................................................ 2
1 Registering for EndNote Online .................................................................................................. 2
2 Entering references manually ..................................................................................................... 3
2a
Entering a book reference ............................................................................................... 3
2b
Entering a journal article.................................................................................................. 4
2c
Adding a publication where the author is a corporate author (i.e. an organisation,
company or government department) ....................................................................................... 4
3 Editing references ......................................................................................................................... 5
4 Sorting references......................................................................................................................... 5
5 Organising references in groups ................................................................................................ 5
6 Using EndNote Online with Word ............................................................................................... 6
6a Insert a citation with Cite While You Write .......................................................................... 6
6b Adding page numbers to a citation ...................................................................................... 7
6c Hiding part of a citation .......................................................................................................... 7
6d Removing a citation ................................................................................................................ 8
7 Changing the style of citation ...................................................................................................... 9
8 Importing references into EndNote Online ................................................................................ 9
8a Searching a database from within EndNote Web .............................................................. 9
8b Importing a file of references into EndNote Online from Business Source Complete
(EBSCO) ...................................................................................................................................... 10
9 Reports, company profiles, datasets ....................................................................................... 12
10 EndNote Online plugins ........................................................................................................... 12
11 Further help with EndNote Online .......................................................................................... 12
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Introduction
EndNote Online is a web-based application which will help you to:
 Store and organise the references you find during your research
 Automatically insert citations into a Word document and create fully-formatted
reference lists
EndNote Online is also sometimes referred to as Endnote Basic or EndnoteWeb.
This workbook will guide you through all the main features of EndNote Online. It
should take about 50 minutes to complete. By the end you will be able to:
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Create your own EndNote Online account
Enter references manually
Edit references
Sort your references and organize them into groups
Insert citations and create reference lists in Word
Edit and delete citations and references
Import references from the library catalogue and Business Source Complete
(EBSCO)
EndNote Online helps you with referencing but.....
you must remember to check both your in-text citations and the references list to be
certain all the rules of your referencing style are being adhered to. You may need to
tweak things such as double spacing the referencing list. Once making changes,
save your document. If you alter any of your citations in any way after you have
saved, all changes will be lost so only do this when you have finished revising your
document.
1 Registering for EndNote Online
Registration is free and available to all staff and students at Swansea.
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Go to http://wok.mimas.ac.uk and click on the orange button to go into Web of
Knowledge.
Once you are in the database click the EndNote link at the top of the screen
then click Register.
On the next screen enter your e-mail address and click Continue.
Fill in the user registration form then click I Agree to accept the terms and
conditions of use.
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2 Entering references manually
2a
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Entering a book reference
Click the Collect tab then click New Reference
Use the drop down menu to change the Reference Type to book.
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Enter the following reference using the text in boxes:
Author: Malhotra, N.K.
Birks, D.F.
When you start to type, a larger box will open which allows you to use formatting
such as bold, underline, etc. It is not usually necessary to do this as EndNote Online
will format your references when needed but it can be useful if you want to do
something different from a standard style.
It is important to type each author on a separate line - use the return/enter key to
move to a new line.
Title: Market research: an applied approach
Year: 2007
Do not put a full stop at the end of the title – EndNote will add punctuation when
needed.
Place published: Harlow
Publisher: FT Prentice Hall
Edition: 3rd.
You always need to enter basic information (such as author, title, edition and
publication date) which you would need to cite in your bibliography. There are also
optional fields (such as keywords, call number, notes, etc).
YOU MUST type in the details of your reference in the way required by your
referencing style. EndNote will not change what is entered in the boxes, only
put things in the right order with the correct punctuation.
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EndNote Web will automatically save your reference as you go along but you need
to click the Save button to finish.
2b
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Entering a journal article
Click the Collect tab then click New Reference
Use the drop down menu to change the reference type to Journal Article.
Enter the following reference:
Author: Palmer, A.
Koenig-Lewis, N.
Title: The effects of pre-enrolment emotions and peer group interaction on
students’ satisfaction
Year: 2011
Journal: Journal of Marketing Management
Volume: 27
Issue: 11/12
Pages: 1208-1213
Save the reference then click the My References tab to see your full list of
references.
2c
Adding a publication where the author is a corporate author (i.e. an
organisation, company or government department)
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Click the Collect tab then click New Reference
Use the drop down menu to change the reference type to book (or web page
if your publication is online).
Enter the following reference:
Author: Office of National Statistics, [NOTE: you must enter a comma at the
end of the author’s name when it is not a personal name.]
Title: UK Trade: statistical bulletin
Year: 2011
Place of publication: London
Publisher: ONS
Access Date: 18th November 2013
URL: http://www.ons.gov.uk/ons/rel/uktrade/uk-trade/may-2011/uk-trade.pdf
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3 Editing references
It is easy to go back to an EndNote Online entry to correct mistakes or add more
information.
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Click the blue title link for the book by Malhotra in order to open in “edit” mode
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Click in the title field and change Market to Marketing
4 Sorting references
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Click the My References tab to see all your references if they are not already
showing.
You can use the Sort by: menu at the top to sort your references. Try
changing the order to Year – newest to oldest to sort your references in
order of publication date. Click First Author – A to Z to return to a list sorted
alphabetically by author.
Clicking the Author, Year and Title column headings is a shortcut for sorting
the references.
5 Organising references in groups
You can collect related references in groups. You could have a group for a specific
topic, or for each chapter of a dissertation. Putting a reference in a group does not
remove it from your list of All My References, so a reference can be in more than
one group.
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Click the Organize tab.
Click the New Group button. A window will open asking you to enter a name for
your group. Type MNB304 and click OK. (You may get a message saying the site
is using a scripted window – click on the message to allow the process to
continue). You should get an group like the one below.
You can now put some references into your new group.
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Click the My References tab.
Check boxes to select some of the references for MNB304.
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Just above your list of references you will see an Add to group box. Select the
MNB304 group using the down arrow here.
At the left of the screen you will see a My References box listing the groups you
have in your library. You should see one for MNB304 with a number of references
next to it.
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Click the blue MNB304 link to see the references in this group.
6 Using EndNote Online with Word
6a Insert a citation with Cite While You Write
EndNote Online’s Cite While You Write feature allows you to use the references
stored in your EndNote Online library to create citations, footnotes and bibliographies
in a Microsoft Word document.
Note: if you are using your own PC/laptop rather than a university one, you will need
to download EndNote plugins for Word – see the last page in this workbook section on EndnoteWeb plug-ins.
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
Open Word and create a new document. Go to the EndNote X4 tab and click
Preferences. Click the Application tab and change this to EndNote Web. A
dialog box will ask you for your e-mail address and EndNote Online password –
enter these. You should see a toolbar like the one below.

Type the following:
Recent studies show that
Click Find Citations. Type malhotra in the search box and click Find. Highlight
the reference “Marketing research” and click Insert. EndNote Web will insert a
citation (author and year) into your text and add the full reference at the end of
your document.
Type:
Research at Swansea into student satisfaction
Click Find Citations and insert the reference by Palmer & Koenig-Lewis. (Note
that you may need to type spaces and punctuation in your text after the citations
are inserted.)
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6b Adding page numbers to a citation
Sometimes you may want to add a page number(s) to a citation, if you are quoting
directly or making a specific reference to something in the text.
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Click the Malhotra citation to highlight it, then click the Edit Citation(s) button in
the toolbar. The EndNote Online Edit and Manage Citations box appears.
In the Pages box, type 20
Click OK. Your citation will now display the appropriate page reference.
6c Hiding part of a citation
If an author’s name is already mentioned in your text, it is normally omitted from the
citation.
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Add the words As Palmer and Koenig-Lewis suggest to your document,
then insert a citation to the journal article by Palmer & Koenig-Lewis.
Your text should now read:
As Palmer and Koenig-Lewis suggest (Palmer & Koenig-Lewis, 2011)
Click the citation then click the Edit Citation(s) button on the Word toolbar.
Click in the Exclude author box to tick it, then click OK.
Note: it is only this occurrence of the citation which has been changed. If you
insert a citation to Palmer & Koenig-Lewis elsewhere in your document, the
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full citation will still appear. You can Exclude year as well using the same
method.
You can also exclude the Author and/or Year when you first Insert a citation.
6d Removing a citation
 Click on the citation to Palmer then click the Edit citation(s) button on the
toolbar.
 From the Edit Reference menu at the end of the selected citation, choose
Remove Citation then click OK.
Note: this removes the citation from your text but does not delete the reference from
your EndNote library. If it is the only citation to this reference in your text, it will also
remove it from the list of references at the end. Always use Edit citation(s) to
remove citations from your text. Just deleting them in Word will have unpredictable
effects.
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7 Changing the style of citation

Next we will change the style of the references. In the Style: box select the APA
6th style. You may need to choose Select another style to find it.
The text citations will automatically be updated.
8 Importing references into EndNote Online
Some databases can be searched from within EndNote Online and the references
found can be saved to an EndNote Online group. For some other databases the
method is different: you search the database separately, save the references to a file
on your computer and then import these references into EndNote Online. This
section gives you an example of each method.
8a Searching a database from within EndNote Online
 The Swansea library catalogue can be searched from within EndNote Online.
Click the Collect tab then click Online Search.
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Select Swansea U in the drop down menu. This gives a link to Swansea
University’s catalogue.
(If you do not see this option, click the Select Favorites link, find Swansea U
on the All list, click to highlight it then click the Copy to Favorites button. It
should then appear in the drop down menu.)
Click the Connect button.
You will now see some search boxes where you can type your search terms.
It is possible to change the search options next to In: so that you search for
an author, a date or a keyword but for this exercise we will do a simple search
leaving the option set to Any Field. Type essay writing in the first search box
and click the Search button.
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You will see a screen telling you how many references you have found in the
library catalogue. The books you found will be listed.
Select some of the references and in the box which says Add to group
choose [Unfiled]. This will add the references to your EndNote Online
database and also add them to a group called Unfiled. (Alternatively, you
could add them directly to an existing group, or create a new group for them.)
8b Importing a file of references into EndNote Online from Business Source
Complete (EBSCO)
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Go to Business Source Complete (EBSCO) via http://ifindresearch.swan.ac.uk
(listed under B in the A-Z of databases section) and login with your Swansea
University username and password.
In the search box type financial crises. Click the Search button.
In the list of results click the blue folder icon
Go to Folder View
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for any two references, then
In Folder View, select all references, then click on Export
On the Export Manager screen, select Direct Export to EndnoteWeb, then Save.
The screen will revert to EndnoteWeb. Go to My References > All My references
and you will see two new references from EBSCO.
YOU MUST check and revise the information added for your reference(s) to
comply with the requirements of your referencing style. EndNote will not
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change what is entered in the boxes, only put things in the right order with the
correct punctuation.
9 Reports, company profiles, datasets
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You will need to enter details of reports, profiles and datasets manually for
EndNote Online to format them correctly. It is better not to use the import
option in databases as you would need to change most of the
information to get it to write the reference correctly.
For resources found in one of our databases (Business Source Complete
(EBSCO), ProQuest Business Collection, Mintel or FAME) choose reference
type ‘web page’ (not report!), enter the information and make sure to include
the date of access and URL of the database (not the URL for the item found
as these can break).
If you cannot find a personal author name, use a corporate author, such as
FAME (for a dataset) or Marketline (for a company profile).
You have now completed the EndNote Online workbook.
10 EndNote Online plugins
If you are using your own PC or laptop rather than a university one, the Cite While
You Write feature is not automatically installed. You will need to install EndNote
plugins to allow you to work with Word. Click the Options tab then click Download
Installers to install the appropriate software for your machine. Installation
instructions can be found on the download screen.
11 Further help with EndNote Online
More information can be found on our web pages in Blackboard:
http://bit.ly/HJaLkQ
which includes the complete Endnote Online Workbook containing additional
sections on how to:
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Share your groups
Add different referencing styles
Create a bibliography
Transfer references from EndNote Online to EndNote X5 (Desktop version)
and vice versa
You can also contact your library subject team for School of Management:
email buslib@swansea.ac.uk
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