The EndNote Library
An EndNote library is a collection of references, each containing the information required to create
a citation or bibliographic entry. Additional information such as keywords, notes, and abstracts can
also be stored in these references.
You can create many libraries. Each library can be independently moved, copied, renamed or
deleted. You can also store images and other significant files in your EndNote library. These files are
stored in a folder associated with each library, and named with that library’s name and the extension
.DATA. For example, if you create a library named mythesis, the folder mythesis.DATA is where
EndNote would store images that you include with your library. Remember: if you need to move or
copy your library you should also move or copy the associated .DATA file.
Getting and Installing EndNote
EndNote is available through the UVM software archive at http://www.uvm.edu/software.
You must install EndNote in the Administrator’s Account on your computer, or in an account that
has Adminstrator privileges. Your computer can contain multiple accounts. To see which account is
the Administrator account, or to grant administrative privileges to the account you normally use, go
to Control Panels: User Accounts, and check. Given the current prevalence of viruses and malware,
you should always use a password to get into your computer.
If you plan to use EndNote with MicroSoft Word, be sure to chose the “Complete Install” option
instead of the “Typical Install” option during the install.
If you wish to use EndNote to connect to the library’s online catalog system (voyager.uvm.edu) you
will also need to install the UVM Library’s connection file. Go to:
http://library.uvm.edu/guides/tips/endnote.html
Click on the link and save the file as directed. This file must go in the EndNote Collections folder.
Accessing Your EndNote Libraries from other Computers
If you store a copy of your EndNote libraries in your Zoo space you can use them from other
computers. If you are in the Bailey/Howe library, your Zoo space is also known as your “Z” drive.
Just save the EndNote library (.enl file) and its associated .DATA file to your “Z” drive.
If you are using a computer that does not have a “Z” drive mapped to zoo, you can still store your
EndNote Libraries on Zoo and use them by moving them back and forth from your computer to Zoo.
You will need to use an FTP program to transfer your EndNote library files from Zoo to the
computer you are working on and back again.
Windows: use Secure Shell sFTP. Instructions at
http://www.uvm.edu/~hag/webpub/?Page=wpftpwin.html&SM=wpcyclemenu.html#sftp
Macintosh: use Fugu or Fetch. Instructions for Fugu at:
http://www.uvm.edu/~hag/webpub/?Page=wpftpmac.html&SM=wpcyclemenu.html#fetch
EndNote Workshop
Exercise 1: Using the Library Window
1) Start Endnote. Open the paleo.enl library from My Computer: c:\Program
Files\Endnote 8\Examples\Paleo
2) Is the Preview Pane open? If not, click on the “Show Preview” at the bottom right
corner of the Library window, or choose Tools: View Preview from the menu.
3) Scroll through the References and see how they are displayed in the Preview Pane.
4) Change the sort order: Double click on “Title” then on “Year”
5) Change the column sizes: click and drag the column dividers.
6) EndNote’s Output Styles determine how your references look when you view them in
the Preview Pane, print them or when you use them in a word processor.
Select another Output Style from the styles dropdown list on the toolbar. Choose “Select
another style” to get a list of possible styles. (Be patient—it takes a minute to generate
that list the first time)
For example: in your EndNote library, click on a journal article. In the Output Styles list,
choose “APA 5th” and look in the Preview pane. How are the article title and journal title
displayed? Now choose the Output Style “Chicago 15th A.” Now how do the titles
appear?
Create a new test library:
1) Keeping the Paleo library open, create a new library (File: New). Name it “test” and
make sure it is saved to the Desktop.
2) Switch back to the Paleo library and click on any reference. Choose Copy from the
Edit menu (or press Ctrl-C). Switch to the Test library you created in Step 7 and choose
Paste (Ctrl-v).
3) Switch back to the Paleo library and choose two non-contiguous reference by singleclicking on one, then Ctrl-click (hold the Ctrl key, then click) another reference. Choose
Copy, switch to Test, choose Paste.
4) Switch back to the Paleo library and choose several contiguous references by clicking
on one, then Shift-click (hold the Shift key, then click) another reference. Choose Copy,
switch to Test, choose Paste.
5) You should now have several references in your Test library. Save the Test library (for
the workshop please use File: Save As and save it to the Desktop)
EndNote Workshop
Exercise 2: Entering References Manually
We will add three new references to the “Test” library that was created in Exercise 1.
1) Close the “paleo” library and open or switch to the “test” library you created in
Exercise 1.
2) Choose References: New Reference (Ctrl+n).
Be sure to choose the appropriate Reference Type before entering your information
(book, journal article, etc.).
a) The first example (attached) is a Book. Be sure to choose the Reference Type: Book.
Enter the information in the appropriate fields.
Authors can be entered last name, first name.
Titles should be entered in mixed case or lower case.
Close the window.
b) The second example (attached) is a Journal Article. Be sure to choose the reference
type: Journal Article. Note that the available fields have changed from book-type
information to journal-type information like Volume, Number, etc.
Close the window.
c) Add a reference that contains an image
Choose Reference: New Reference.
Choose the Reference type: Journal Article. Enter the following information in the
appropriate fields:
Author: Tiberius Rex
Year: 1995
Title: The scale and the feather—a suggested evolution
Journal: Paleontology
Volume: 23
Issue: 9
Pages: 23-45
Scroll down to the Image field. Choose References: Insert Picture. Navigate to Program
Files\Endnote 8\Examples and find the file Feather2. Click Open to insert the image
thumbnail. Tab to the Captions field and enter:
Cockatiel Crest Feathering
Close the window. Scroll through your entries to see the ones you have just added.
Endnote Workshop
Exercise 3: Connecting to External Databases
1) Choose Tools: Connect: Connect. A list of connection files will appear.
2) Scroll down the list until you find U of Vermont.* Click Connect.
3) In the Remote Search dialog box:
type: Hale then choose Author from the drop down box
type: Sarah then choose Author from the drop down box
Click on the “Add Field” button in the bottom left corner of the dialog box to add an
additional search field
Type: housekeeper in that field
Click Search. It should find 2 references. Click OK
Click on either one of the references and then click on the “Copy 1 reference” button.
DO NOT CLOSE THE WINDOW!!!
4) Click back on the Search dialog box window. Search for a reference of your choice.
Add it to your library.
5) Close the Search window and dialog box. When prompted to discard the references,
click OK. Go back to Tools: Connect: Connect:
6) This time find and select the Article First connection.
7) In the dialog box that appears, delete the name and password, then click OK.
8) Using the same method as above, search for two articles of your choice and add them
to your library.
* In order to connect to the U of Vermont library, its connection file must be installed in
your Connections folder (c:\Program Files\EndNote 8\Connections). If it is not there, go
to http://library.uvm.edu/guides/tips/endnote.html.
Windows: click on the link and Save the file to c:\Program Files\EndNote 8\Connections
Macintosh: Ctrl-click the link and save the file. Then move it to the
Applications\Endnote8\Connections folder
Endnote Workshop
Exercise 4: Cite While You Write in Word
When you create a document in Word, EndNote can insert both an inline citation and a
bibliographic entry. You control how each of those will be formatted by choosing the
appropriate Output Style in EndNote.
1) With your Test library open, go to the Styles drop-down box, choose “Select Another
Style” then choose the MLA output Style from the list. Select one of the references in
your library by clicking on it once.
2) Open Word (Start: All Programs: Microsoft Word) Type a line of text. Choose Tools:
Endnote: Insert Selected Citation.
Be patient…wait for it. Word will insert the reference you had selected in Endnote. It
will add the cursor location, then create a bibliographic reference at the end of your text.
The first reference takes a few moments. Subsequent entries are quicker.
5) Type another sentence in your text. Choose Tools: Endnote: Find Citation
6) In the dialog box that appears, type a keyword that you know exists in one of your
references. Once the references are found, click on the appropriate one and click the
“Insert” button.
7) You can also drag a reference into Word manually: Position the Word and EndNote
window so you can see both. Make sure to select the Output Style you wish to use (MLA,
APA 5th, Chicago, etc.). Highlight/select the entire reference in the Preview window.
Hold the Ctrl key while you drag the Reference to Word. Drop it in place.
8) Other options and considerations:
a) Word allows you to divide your document into Sections so you can control page
numbering and formatting differently throughout the document (ex: roman numerals for
page numbers in preface sections, then regular numbers for the main body, etc.) You can
make the bibliography its own section by moving your cursor to a point just before the
bibliography and choosing Insert: Break: Section Break: Next Page.
b) Formatting your bibliography
The bibliography is placed in Word so you can use Word’s functions to format it (change
font size, margins, etc.) However, because the entries are being generated by EndNote, it
is better to format them through EndNote’s Format Bibliography feature. To do so,
choose Tools: EndNote: Format Bibliography. Click on the “Layout” tab and set the
appropriate functions.
c) Editing a reference: It is always best to make any changes to a reference from within
the EndNote library. Then, in Word, choose Tools: Endnote: Format Bibliography and
the entry will be updated with the changes you have made.
EndNote Workshop
Exercise 5: Create a “Call Number” Output Style
EndNote provides many Output Styles, but I find it useful to generate a simple list of
books with their call numbers to print and take to the library.
1) Open your library. Connect to U of Vermont and find the books you want to check out
at the library. Add them to your EndNote library. (See Exercise 3)
2) Add a keyword/grouping word to the Research Notes field, so you can sort out only
those books that you want to look for in the library.
2) Create an Output Style by choosing Edit: Output Style: New Style
Fill in some comments to remind you what this style is for. (For example, you might say
“This style will generate a list of books listed in call number order, with author name and
title.”) Leave the other fields blank.
3) In the list at the left, under “Bibliography” click: Templates.
4) Click the “Insert Field” button (on the right), choose “Call Number”, press Enter.
5) Click the “Insert Field” button (on the right) and choose “Author” from the list. Type a
comma and a space.
6) Click the “Insert Field” button (on the right) and choose “Title” from the list. Italicize
the Title by selecting the word Title and pressing Ctrl-i (or click the Italics button or
choose Edit: Style: Italics) Press Enter. You don’t need to hit Enter twice. Endnote will
give you a blank line between the entries when the list is generated).
7) Back in the list at the left, under “Bibliography” click: Sort. Click on the “Other”
button, and in the first drop-down box choose “Call Number.” Click OK.
8) Close that window. When it asks if you want to Save, click Yes and give your Style a
name. (I name mine aa-callnumber so it will appear at the top of my Styles list where it
can be found easily.)
9) Now generate your list:
Sort by, then select only those references for which you want to generate a list. In the
Output Style window choose your new call number style.
Choose File: Print Preview. You should see a list of book authors and titles with their
associated call numbers. Print it and head to the library or save paper and just bring your
laptop!
EndNote Workshop
Exercise 6: Sorting and Displaying using Subject Bibliographies
EndNote lets you sort on any field. It also provides several fields that you can use to store
notes about your reference. You can use these two functions together to organize your
references for a variety of uses. For example, let’s say you are taking several classes.
Your instructor has asked you to create an annotated bibliography for a series of readings.
You can store the references in EndNote, mark them with an identifying keyword to
differentiate them from your other references, and add your descriptive information to the
reference.
Here’s how:
1) Add your Reference the usual way. (For this practice, choose a few random references
from your “test” library.) In the “Research Notes” field, type the identifier (ex hst296,
envs101, bot109).
2) Next, type your notes in the “Notes” field of that reference. (Because of the way
EndNote is set up, it is better to use this field than the “Abstract.” (The “Abstract” field is
often populated automatically by databases when you import References into EndNote
from online sources.)
3) Now Sort on that field. Go to References: Sort References. Choose “Research Notes”
as the first Sort field and Author as the second. EndNote will group all of the References
together by that field.
4) Edit an Output Style so that it displays the Reference in the format you choose but also
includes the Notes. You will probably have to add the “Notes” field to each Reference
type in the Output Style.
5) Select the References you want to print, choose Print Preview, then Print them.