EndNote X2
Introduction and basic
guide
June 2009
Linda Robertson
Assistive Technology Officer, Academic Liaison Librarian for Biomedical Sciences
Hartley Library
Direct tel: +44 (0)23 8059 3030
email: lmr@soton.ac.uk
1.
2.
3.
4.
Getting started with EndNote
1.1
Create a new library
3
3
1.2
4
Work with an existing library
The EndNote Library
6
2.1
Add new references
6
2.2
Change the reference style
8
2.3
Edit the reference style
9
2.3.1 General
9
2.3.2 Citations
10
2.3.3 Bibliography
12
2.3.4. Footnotes
16
2.4
Using an edited reference style
17
2.5
Changing the EndNote Library display
18
2.6
Sorting a library
20
2.7
Working with Groups
22
2.7.1 Working with Custom Groups
23
2.7.2 Working with Smart Groups
24
2.8
Searching references
26
2.9
Printing bibliographies
27
2.10
Exporting an EndNote library
28
Using EndNote with Word
30
3.1
Insert citations
30
3.2
Edit citations
32
3.2
Remove citations
33
3.3
Change the reference style
34
3.4
Change the bibliography layout
35
Working with external databases
37
4.1
Using the EBSCO platform
37
4.2
Using the OVID platform
42
4.3
Using the Web of Knowledge platform
44
4.4
Using the CSA Illumina platform
45
4.5
Attaching .pdf files to EndNote records
49
4.6
Searching WebCat and other libraries' catalogues
51
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University of Southampton
2009
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With EndNote you can:
o Build a personal reference library - for the whole of your course, or for
individual assignments within the course. Keep notes on key items, and assign
keywords for searching at a later date.
o Use your EndNote library whilst you are creating a document to insert short
references (citations) in your text, and build the related bibliography, according
to the required reference style, as you write. Make changes to the reference
style according to intended audience.
o Search on-line databases, and export references directly to your chosen
EndNote library for future use.
1.
Getting started with EndNote
From the Start Menu, select All Programs  Bibliographic Software 
EndNote X2.
The main EndNote screen opens.
1.1
Create a new library
Click the Create a new library icon.
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University of Southampton
2009
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The New Reference Library window opens.
It is best to create a new folder called EndNote, or EndNote X2 to hold all
EndNote libraries.
The EndNote Library always consists of two parts: the 'shape' of the library
with the EndNote icon, and the information it contains, held in the Data folder.
Give the new library a name, and click Save.
1.2
Work with an existing library
Click the Open an existing library icon.
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University of Southampton
2009
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If already in EndNote, go to File  Open  Open Library.
The dropdown menu will display any recently accessed EndNote library.
In the Select a Reference Library window, select the Library name with the
EndNote icon, and then click Open.
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University of Southampton
2009
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2.
The EndNote Library
It is usually best to keep all references in one main library. Smaller libraries for
particular topics can be created using the Custom Groups option. A single
library item can be added to any number of groups.
2.1
Add new references
Click on the New Reference icon, or go to New Reference on the dropdown
menu.
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University of Southampton
2009
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Click the record's Close
icon (the grey cross) to
save the completed or
edited record automatically.
A different reference type can be chosen by selecting from the reference type
dropdown menu:
Scroll down to see more fields and reference types.
The available fields change according to the type of source material.
A different reference type can be chosen at any time, and the data already
entered will be rearranged accordingly. Enter data in as few or as many fields
within a record as required. If the reference type required is not listed, choose
the one with fields that relate most closely to the item being referenced. It is
also possible to create a custom record type with specific fields if required.
Enter all data as plain text. EndNote will apply bold, italic, underlining and
parentheses as required by the reference style.
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University of Southampton
2009
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Points to note:
o Authors should be entered in the form Smith, S.J. with a comma
after the surname.
o Enter as much name detail as possible - EndNote will truncate to
initials, or use full name, as required.
o Multiple authors/editors should be entered on separate lines.
Enter all authors - the number will be truncated as required by
the referencing style.
o Corporate authors should be entered in full, followed by a
comma, e.g. Department of Health,
o City and Publisher fields should be capitalised as required
o Include keywords to enable searching/sorting of the library at a
later date. Put each keyword on a new line.
o Authors or journals already entered in a previous record will be
suggested as options.
o Full web addresses in the URL field are hyperlinked.
o Use the notes field to make links to hard copy or other nonelectronic resources.
o .pdf files and other electronic resources can be added as file
attachments.
2.2
Change the reference style
The default reference style is 'Annotated'.
Use the following process to select a different style: changes can be made at
any time.
Go to the dropdown menu in the reference library window and click Select
Another Style.
EndNote has over 3000 reference styles, including variations used by many
academic journals.
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University of Southampton
2009
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In the Choose a Style window, scroll down to select the required reference
style, and click Choose.
Selected references are displayed in the chosen reference style in the Preview
pane.
If the standard style is not quite in line with School requirements, it can be
edited.
2.3
Edit the reference style
2.3.1 General
Change the presentation of author and title information.
Modify the format for the citation and/or bibliographic reference.
Create a new bibliographic template for any given reference style.
Save preferences with a chosen style name - the new style is saved in the
user profile for future use.
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University of Southampton
2009
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To make changes to the reference style go to:
Edit  Output Styles  Edit <style name>
The editing panel is displayed, with a range of options covering all listed styles.
The appearance of the citation, bibliographic reference and footnote,
according to referencing style, can all be varied independently.
2.3.2 Citations
Click to modify different aspects of the reference style.
Windows for Author Lists and Author Name have the
same appearance as for the Bibliography, but can be
separately specified.
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University of Southampton
2009
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The most likely modification to templates is within the Vancouver reference
style, as the university uses the BMJ variation, with the citation number as
superscript rather than in brackets.
Select and delete opening and closing brackets, then highlight
Bibliography Number.
Click the superscript text icon
The citation template displays in superscript format, and if this modification is
saved as explained at the end of section 2.3, citation numbers will appear in
superscript format in associated Word documents.
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University of Southampton
2009
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2.3.3. Bibliography
2.3.3.1
Author lists
This option allows choice of the number of authors to be listed for each item in
the bibliography, in accordance with school requirements.
The number of authors chosen can be different from the citation section.
2.3.3.2
Author name
Choices on this screen allow for variation in first name/surname order, and
representation of initials, if these are preferred to full name. These rules will be
applied, however the authors names are recorded in the individual Endnote
records.
One important change is to the Harvard referencing style: the default is to use
all uppercase for names, but most schools prefer the use of conventional,
capitalised names.
Choose Normal from the Capitalization dropdown menu.
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University of Southampton
2009
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To access the Initials choices, click the dropdown menu and select for
preferred full stop/space combinations.
2.3.3.3
Editors
Any selections/choices made in Author Name or Author Lists, should
normally be replicated in the Editor Name / Editor Lists options.
2.3.3.4
Sort Order
It is possible to sort the bibliography according to the information contained in
any record field. Bibliographies are normally listed by Author, Date and Title.
The more common options are listed on the Sort Order page.
Click the appropriate button, or to sort by any other field in the Endnote Library
record, click Other.
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University of Southampton
2009
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The Sort Options window opens.
This permits sorting by any field in the record, in
ascending or descending order, by up to five fields
in order.
Click the dropdown arrow in each case to access a
list of record fields.
Use the Keyword field to enable custom sorting to
own chosen headings.
2.3.3.5
Title capitalisation
This choice also applies to all records within the library.
Headline style will capitalise all major words: Sentence style will capitalise
the first word of the title only.
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University of Southampton
2009
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2.3.3.6
Templates
Bibliography templates are available for all standard reference types on public
workstations. On private computers it will be necessary to create templates for
anything other than basic reference types. It is important to have at least one
template for e-resources.
Any reference type for which there is not a specified bibliography template will
be fitted to 'Generic'.
To create a new template, click on Bibliography  Templates.
Click Reference Types and select the required type. An editable panel
appears, in this case, Web Page.
Use existing reference types as examples.
o Words that are field names within the EndNote record will be replaced
by the contents of that field when the bibliographic record is created.
o Words that are not field names will be replicated as typed.
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University of Southampton
2009
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o Field names are case sensitive
o Use relevant formatting, bold, italic etc as required
o Field contents will be displayed in the template format: (Year) would be
displayed as (2009).
o Small dots separating record elements are created using the space bar.
o Vertical lines are used to link punctuation to the field following, to avoid
stray punctuation when fields are omitted.
o The web page template shown above is a typical reference template for
an e-resource in the Harvard reference style: the date viewed should be
entered in the Access Date field of the EndNote record.
o Field names/operators can be input manually or selected using the
Insert Field button
Custom reference types for unlisted media can also be created, with an
associated Bibliography Template.
2.3.4. Footnotes
Footnote information can also be edited: access the Footnote section in the
appropriate reference style.
These headings can be edited as in the Bibliography
section above.
Repeated citation information can also be edited:
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University of Southampton
2009
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2.4
Using an edited reference style
When all changes to the reference style have been made, click on the Close
icon .
The Save Changes window opens.
Click Yes.
A Save As window appears. By default this is (Reference Style) Copy, but can
be changed to any other appropriate name. Endnote does not change the
existing reference style, but creates a new style, which can again be edited.
On public workstations this is saved within individual user profiles, so can be
accessed from any public workstation at any later time.
Click Save.
This edited style is not automatically applied to the existing Endnote library:
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University of Southampton
2009
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To access, go to the Reference Style dropdown, and click Select Another
Style.
The new style variation is now available.
Select the new style, and click Choose. Records in the EndNote Library will
now be formatted according to this style.
2.5
Changing the EndNote library display
To change the way an EndNote library is displayed, go to Edit  Preferences.
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University of Southampton
2009
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The Preferences window gives a range of options. The most useful of these
are the appearance of the library, fields to be displayed, and retaining
capitalisation of abbreviations.
To alter the appearance of the library display, click Display Fonts. Make
required changes, click Apply and OK to save changes.
To make changes to the fields included in the Library display, click Display
Fields.
Up to eight fields can be displayed, in any order. In this case, File
Attachments has been chosen as the first column, instead of Figure.
Click Apply and OK to save changes.
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University of Southampton
2009
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Any file attachments will now be indicated by a
symbol in the first column.
Since any capitalised abbreviations will be converted by EndNote to lower
case in accordance with template parameters, it is important to identify any
that should remain in upper case. To do this, select Change Case, and add
any required abbreviation to the list. Click Apply and OK to save changes.
2.6
Sorting a library
The default order for an EndNote library is alphabetical by author. Library
items can be sorted by any field, or for larger libraries, by a combination. To
sort by year, click on the column heading.
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University of Southampton
2009
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If preferred, show entries in reverse chronological order by clicking the up
arrow:
The library is then sorted by this field:
Click any other field header to sort by the contents of that field:
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University of Southampton
2009
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For more complex sorting of the library, select 'Sort Library …' from the
Tools dropdown menu.
Choose up to five record fields as sorting criteria, in ascending or descending
order.
2.7
Working with groups
The Group option in EndNote means that a single large library can be broken
into subsets for different purposes e.g. separate subject assignments or
papers. A group simply identifies a subset of references that always exist in
the main library. A single reference can be part of any number of groups or
none. It is easy to switch quickly from one group to another.
Up to fifty groups can be created attached to a single library. Custom groups
are created manually and can be amended at any time: Smart groups are
created and updated automatically as new references are added to the library,
according to user parameters set.
Click on the Groups header to arrange groups in ascending or descending
order.
To hide/show groups, go to the Groups dropdown menu.
If Groups are not currently displayed, Show Groups appears on the Tools
menu.
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University of Southampton
2009
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2.7.1 Working with Custom Groups
To create a new group right-click in the Groups pane or go to the Groups
menu and click Create Group.
In each case the new group is added to the Groups pane.
Assign a name to the new Custom Group:
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University of Southampton
2009
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References can now be added to the Group:
Click and drag for single references
SHIFT + click on the first and last reference to select a block
CTRL + click on individual references to select from different parts of the
library.
Drag selected references on to Group name.
These references have now been copied to the Group.
2.7.2 Working with Smart Groups
To create a new Smart Group, go to Groups  Create Smart Group
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University of Southampton
2009
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The Smart Group search panel is displayed.
Search terms can be entered as for any data search, using the down arrows to
make choices, and inserting additional lines as required using the + buttons
Type the required terms in the search boxes. Choose Contains to force
EndNote to search for letter strings.
Matched records are copied to the New Smart Group.
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University of Southampton
2009
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This group will be automatically updated when any new records matching the
search criteria are added to the main library.
To name the group, go to Groups  Rename Group.
2.8
Searching references
References in any library or group can be searched. With the required Library
or group selected, go to Tools  Search Library …
… or click on the Search tab in the Preview pane.
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University of Southampton
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Choose Any Field to search all record fields, or use the dropdown menu to
select a single field. Use Contains to search for a letter string and add extra
search lines with + if required.
Search results appear as a temporary group. They can be saved into a
Custom or Smart Group if required.
2.9
Printing bibliographies
To print a separate bibliography in any chosen reference style, select the
reference style and then the required references:
Click and drag for single references
SHIFT + click on the first and last reference to select a block
CTRL + click on individual references to select from different parts of the
library.
Then go to File  Print…
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University of Southampton
2009
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Individual entries are printed as determined by the bibliographic templates.
Format decisions can also be made for the overall appearance of the
bibliography: see section 3 below.
2.10
Exporting an EndNote library
An EndNote library has two elements: the shape of the library, linked to an
EndNote icon and file type .enl, and a data folder, with the same file name and
a file type, .data. If exporting manually, both files must be copied to the new
location.
It is also possible to do this automatically:
go to File  Compressed Library (.enlx)
Choosing the Create option allows the compressed library to be saved to any
location: alternatively it can be emailed.
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University of Southampton
2009
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Although only Data folders are displayed, the corresponding .enl file is also
acquired.
The compressed file saves as an Archived EndNote Library in the required
location.
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University of Southampton
2009
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3.
Using EndNote with Word
Use the EndNote Library to automatically insert citations and create footnotes
and bibliographies according to the selected reference style. The EndNote
Library should always be opened before Word - this generates the display of
the linking toolbars that are required.
Use these icons to move
between the EndNote
library and the Word
document
3.1
Insert citations, or
manage bibliography from
either toolbar
Insert citations
To insert a citation in a Word document, identify the correct point in the text.
Click the EndNote icon
to access the EndNote Library. Click to highlight
the required citation.
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University of Southampton
2009
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To insert the citation, either click the Insert Citation icon
or click
to return to the Word document and then click
in this window,
on the
EndNote Word toolbar.
The citation is displayed in the text, and the full bibliographic reference at the
end of the document, in accordance with template parameters and the chosen
referencing style.
When further citations are added, the bibliography sorts automatically
according to the selected sorting criteria.
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University of Southampton
2009
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3.2
Edit citations
Citations may include a reference to specific pages within the cited text: To
add a page reference, highlight the citation. Note: use ‘select and drag’ to
highlight the citation in black and ensure that all changes are saved.
Then click the Edit Citation icon.
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University of Southampton
2009
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The citation to be edited is highlighted in the lefthand panel. To add page
numbers or any other annotation to the citation, enter the exact character
string, including any spaces, in the Suffix box. Click OK to insert in the citation.
The edited citation is then displayed.
The Edit Citation window can also be used to omit the author and/or the year
from the citation if this is required because of the preceding text, or multiple
citations of the same author.
Click both Exclude Author and Exclude Year to include a reference in the
bibliography without citing it in the text.
Note that once an item from the EndNote Library has been cited in any text, it
cannot be deleted from the library.
3.2
Remove citations
To remove a citation from the text, follow the procedure below. Deleting
characters directly within Word does not delete EndNote field tags and can
cause problems at a later stage.
Click the Edit Citation icon
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University of Southampton
2009
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Highlight the citation to be removed in the lefthand pane and click Remove.
3.3
Change the reference style
In addition to accepted referencing conventions such as Harvard, EndNote
also includes the referencing styles used by many academic journals.
The referencing style for all references in an existing document can be
changed readily – so a document produced with one reference style for
university purposes can be reformatted for publication.
This document is formatted in a modified Harvard style:
Click the Format Bibliography icon
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University of Southampton
2009
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Click Browse to choose a new reference style, then click OK.
All references in the document are then reformatted in the chosen style.
(Note: the reference style in the corresponding EndNote Library should also
be changed to the same referencing style if further editing is to be done).
3.4
Change the bibliography layout
Use this option to define the appearance of the bibliography at the end of the
Word document.
Click the Format Bibliography icon
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University of Southampton
2009
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In the Format Bibliography window, choose the Layout tab.
Drop down menus for Line spacing (within a single bibliographic reference)
and Space after (between references) are available, together with options to
format text and indents if required.
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University of Southampton
2009
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4.
Working with external databases
Most databases offer the option to export references directly to a new or
existing EndNote Library or Group. Each database platform functions in a
slightly different way.
Generally the export includes citation information and the article abstract: it
may also contain additional features such as controlled vocabulary.
Some databases also export a hyperlink to the corresponding information
page in the database, or to the journal article.
Searching within the database and then exporting to EndNote makes a more
comprehensive search strategy available: however to export data from a
library catalogue, the initial search must be carried out from within EndNote.
4.1
Using the EBSCO platform
Typical databases on this platform are CINAHL, PsycInfo
Open the EndNote library before starting the search.
Carry out the search and on the Results page click the 'Add to folder' link.
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University of Southampton
2009
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And then go to Folder View.
In the Folder Contents window check boxes for items to be exported.
Unwanted items can also be deleted within this window.
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University of Southampton
2009
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When all required references have been selected, click the Export icon
Choose the Direct Export to EndNote ... option. Note that if other
bibliographic software besides EndNote has been opened at the workstation,
a popup window will offer a further choice.
It is best to uncheck the Remove these items from folder after saving box.
References will be automatically downloaded to the open EndNote Library.
A temporary group Imported References is created - these could be saved as
a separate custom group.
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University of Southampton
2009
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If another search and import process is carried out, the contents of this group
will be overwritten. References are automatically saved to the main library
unless they are deleted from the All References list.
Double-click any imported reference to view the full record.
Records imported via an EBSCO database will include a URL link to the
corresponding database entry.
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University of Southampton
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The database entry may show a full text option:
Click the link to go to the journal article, and view the PDF, or save it to attach
to the EndNote record at a later stage.
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University of Southampton
2009
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4.2
Using the OVID platform
Typical databases on this platform are Medline, Embase
Open the EndNote library before starting the search.
Carry out the search, and check the boxes for required records.
At the top of any page, click to expand the Results Manager panel.
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University of Southampton
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In this panel, all the checked results are listed.
Select the relevant Fields (usually Citation + Abstract)
Select the Result Format Direct Export and click Save.
Important: If a pop-up window then appears with the options Open or Save,
choose Open.
Records will be exported directly into an open EndNote Library or you may be
prompted to select a Reference Library:
Choose the required file, with the EndNote icon, and click Open.
Records are imported to the database as in 4.1. above.
Note that the OVID platform does not provide URL links to the searched
database.
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University of Southampton
2009
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4.3
Using the Web of Knowledge platform
Typical databases on this platform are Web of Science, BIOSIS, Medline.
Open the EndNote library before starting the search.
Carry out the search, and check the boxes for required records.
Records can be exported directly from individual pages, or added to the
Marked List and the same Export procedure followed from that point.
Click on the Save to EndNote, RefMan, ProCite button.
A choice between EndNote and Reference Manager is sometimes offered:
select EndNote and click OK.
Records should then be exported automatically as in 4.1 above.
The Web of Knowledge platform also exports URL links to EndNote for the
original Web of Knowledge record.
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University of Southampton
2009
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4.4
Using the CSA (Cambridge Scientific Abstracts) Illumina platform
A number of databases operate on this platform. Whilst the automatic export is
to RefWorks, bibliographic software specific to CSA, it is possible to export
identified references to EndNote using the following method.
Log in to the CSA illumina database in the usual way.
Select references required and tick check boxes.
Click on Update Marked List to save records.
To begin the export process, click on Save, Print, Email
On the next screen, choose Full Format in the dropdown menu.
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University of Southampton
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Scroll further down this screen and select PC File format (1)
2
1
Click Save (2)
In the next window, click Save again. (NB in the direct export method from
other databases, you would click Open if this pop-up appears - this process is
different)
Choose a location to save this file: if using a public workstation, check that the
My Documents window that opens is the home file store (usually drive H), and
not the My Documents on the C drive, the workstation itself, as these files are
lost at logoff.
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University of Southampton
2009
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Allocate a file name, and save file as type Text Document. Click Save.
Open EndNote, and open the required EndNote library.
Select File  Import  Choose File…
Browse to locate text file previously saved, and click Open.
In the Import Option dropdown box, select Other Filters…
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University of Southampton
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Scroll down to find the correct filter for the database used.
The database may be listed under its own name, or with a CSA prefix.
Not all CSA databases are listed: in this case try a different CSA filter, which
may often be effective.
Filters may be listed under the database name, or with a CSA prefix. Select
and click Choose.
On the next window, click Import.
The selected references will be imported into the chosen EndNote library.
As with other imports, only the imported references are shown in the EndNote
library window.
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University of Southampton
2009
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4.5
Attaching .pdf files to EndNote records
EndNote offers the option to locate .pdf files of journal articles and attach
these to the relevant library records. However, only the articles which are
freely available to any user via Web of Knowledge will be downloaded: other
full text articles may be available through library subscriptions so other records
must be checked manually.
To check all references in the EndNote Library, select a single reference in the
library then go to Edit  Select All
Go to References  Find Full Text ...
EndNote then searches through the records for .pdf resources: this is a
background activity.
Attachments are indicated against the record and the number of full text
articles displayed as a temporary group.
Double click on an individual record: the .pdf file is available in the File
Attachments field.
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University of Southampton
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To attach a previously saved .pdf file manually to a corresponding record in
the EndNote Library, first open the record where the file is to be attached.
Go to References  File Attachments  Attach File ...
Select the required .pdf file and click Open.
Again, the file is attached in the corresponding field of the EndNote record.
The .pdf file can be opened directly from this location.
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University of Southampton
2009
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4.6
Searching WebCat and other libraries' catalogues
Where many databases can export selected records directly to EndNote, the
majority of library catalogues, such as WebCat, do not have this facility. To
search the catalogue and download records, start from within EndNote.
If working off-campus, it may be necessary to download the appropriate
connection filter first.
In the Online Search section, click more ... and in the Choose a Connection
window, select the required library catalogue and click Choose.
Note that because the connection filter for WebCat,
universityofsouthampton is all one wonder, it appears in a somewhat
unexpected location in the alphabetical listing.
The new connection filter appears in the Online Search list.
In the Remote Password window, leave all boxes empty and click OK.
The Search tab in the EndNote Library window is now directed to WebCat:
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University of Southampton
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Enter search terms, in combination if required.
The total number of hits is displayed. It may be necessary to refine the search
further. Click OK in this window to download the retrieved records to the
EndNote library. All information in each WebCat record is imported to the
relevant field in the EndNote record.
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University of Southampton
2009
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