What is EndNote?
EndNote is a program that helps you collect, organize, and use bibliographic references.
Use EndNote to connect to the UVM library catalog or to other online databases and
download references to your EndNote Library. You can also store copies of actual articles
in EndNote. It can be used in conjunction with Microsoft Word to enter your references
into a document as inline citations, footnotes or endnotes, and a bibliography. You can
choose the format the references should use (Chicago, MLA, APA, Nature, etc.).
For more information about EndNote, see the "Introductory Guide to EndNote" at the
Library web site: http://library.uvm.edu/guides/manage/endnote.php
Direct support from EndNote itself includes the built-in Help manual that is reasonably
well-written, and the Frequently Asked Questions area at the EndNote support site:
http://endnote.com/support/faqs/index.asp
Exercise 1: Entering References
1) Open EndNote. If asked, choose an existing library or Create a New Library. (Endnote
may simply open the Library you had open last time you used it.)
2) From the menu, choose References: New Reference (Ctrl+n) or click the +Reference
icon. Be sure to choose the appropriate Reference Type (book, journal article, etc.) from
the drop-down box at the top of the New Reference window before entering your
information.
Some tips:
 Authors can be entered last name, first name
 Multiple authors should get one line each (hit “enter/return” after each one.)
 Items that you input for the first time appear in red. Items that are already in the
library appear in black and EndNote will try to auto-fill those as you type.
 You can move from field to field with the “tab” key.
 Keyword separators can be “return,” semi-colon or backslash. Don’t use commas!
 You can put 64 kbytes (about 10-12 pages) of information in each field.
 Use the field “Research Notes” for your own notes about the reference, or quotes
that you may wish to store from your reference.
EndNote interprets how your author’s names should appear in your bibliography based
on where you place the commas. The following table shows examples:
Enter the name like this:
Tiberius Rex
Smith, John
de Young, James, Jr.
University of California,,Berkeley
Endnote will output it like this:
Tiberius Rex
John Smith
James de Young, Jr.
University of California,Berkeley
Close the New Reference window to Save it to your Library.
Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct-2009
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To save your Library, choose File: Save.
Exercise 2: Using the Library Window
1) Is the Preview Pane open? If not, click on the “Preview” button at the bottom of the
window.
2) Get familiar with the Library window: Scroll through the References and see how they
are displayed in the Preview Pane. Change the sort order: Double click on “Title” then on
“Year.” Change the column sizes: click and drag the column dividers.
3) Output Styles: EndNote stores your references in a database. The information is
stored as a raw list of fields, such as “Author,” “Title,” “Year,” etc.
Output Styles determine how the information in your Reference will appear in your
Preview Pane and, more importantly, how it will be formatted when you use it in a
document. For example, when the Reference is in a Bibliography should it list the author
as lastname, comma, firstname followed by a period? Or should the author’s name be
lastname, comma, first initial? Should the Title be underlined or in italics? Lowercase or
mixed case? Should the year be right after the author name or at the end?
To see some of the possibilities, select the output style from the Styles dropdown list on
the toolbar. Choose “Select another style” to get a list of all 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 Styles list, choose
“APA 5th” and look in the Preview pane. How are the article title and journal title
displayed? Now choose the Style “Chicago 15th A.” Now how do the titles appear?
One of the Styles in your list is named “Show All.” It will show you all the fields in your
Reference that have information in them.
Which Style should you use? Every discipline has its preferred Style. Psychology often
uses APA 5th. Historians generally use Chicago, while many Humanities disciplines use
MLA. Science disciplines generally use the Style directed by the journal for which they
are writing. If you are unsure which Style to use, check with your professor.
Exercise 3: Connecting to External Databases
1) Choose Tools: Online Search: New Search. A list of connection files will appear.
2) Scroll down the list until you find U of Vermont, or type Vermont in the Search box at
the top and hit Enter. When you find it, double click, or click on it and click on the
Choose button.
(Note: The U of Vermont connection file will only appear if you have installed it. See
installation notes at the end of this document for directions.)
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3) The Online Search pane will open at the bottom of your EndNote window. In the first
field, type Sarah Hale then choose Author in the drop down box to the left. Click Search.
It should find several references. Click OK.
Now you must decide if you will keep these references. (You can double-click on each
one to see more details.) If you wish to keep a reference, do nothing. If you do not wish
to keep it, drag it to the “Trash” Group, listed in the left side-bar pane. You can select
multiple references using ctrl-click or shift-click.
Notice that you have now added the U of Vermont to your Online Search groups. To
search UVM’s catalog again, click on its name in the Groups pane and type in your new
search criteria. EndNote will find the references and give you the opportunity to check
the “Discard the previously retrieved references” so that you clear away any leftover
references from the previous search.
You can return to your complete list of References by clicking on the “All References”
group in the left side-bar pane.
Searching Databases to which UVM Subscribes:
1) Go to Tools: Online Search: New Search.
2) Find and select the “MLA Bibliography” (Ovid) or try “WorldCat” (OCLC) or “Web
of Science” (TS).
3) Using the same method as above, search for two books or articles of your choice and
add them to your library.
Searching Databases to which UVM Subscribes but EndNote Cannot Connect:
This is the tricky one! UVM has many subscriptions to databases that cannot be
connected to directly by EndNote. Some of these databases do have a way to export
information in a way that can be easily imported into EndNote. Generally, you go to the
database by going to the Library’s web site. Find and select the articles, then look for an
Export option. It may either allow you to export directly to EndNote, or you may have to
save the references to a file, then use EndNote’s File: Import menu item to import the
references into EndNote. The library is building a detailed list of these databases, with
instruction on how to export/import the references, at:
http://library.uvm.edu/guides/manage/details.php
Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct-2009
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Exercise 4: Cite While You Write in Word
EndNote helps you insert your references into a Word document as a citation, then
formats them according to your chosen Style, and creates the bibliography as you go.
1) Open your EndNote library and open Word.
2) Type a line of text. To insert an inline citation, choose Tools: Endnote: Find Citations,
or in Word 2007 for Windows, click the Add-Ins tab and find Endnote’s Insert Citation.
In the dialog box that comes up, type a keyword or author name in the Search box, then
click Search or hit Enter. EndNote will find all the references that contain your search
term. Double-click the reference to insert it in your document.
What you actually see inserted is determined by which Style you selected in EndNote.
Some Styles allow inline citations (a citation right in the text) while others do not. If the
Style you selected in EndNote allows inline citations, you will see that appear at the
cursor position. If the Style you selected does not allow inline citations, you should first
create a footnote or endnote as described below, then, with your cursor in the footnote or
endnote, follow the process described above.
Inserting a Citation in a Footnote/Endnote
1) Type some text in Word. In the Word menu choose Insert: Reference: Footnote.
Choose footnote or endnote.
2) The footnote or endnote will be inserted and your cursor will appear in it. Now insert
your Reference, as described above.
3) Note about bibliography placement: Word’s default is to add endnotes to the end of the
document. Thus it will appear after your bibliography. In many cases this is incorrect: the
bibliography should appear at the very end of the document, after any endnotes. To make
your bibliography appear after the endnotes, you will need to use Word’s “Section”
feature. Make the bibliography move to its own section by moving your cursor to a point
just before the bibliography and choosing Insert: Break: Section Break: Next Page. This
will place the Bibliography on its own page.
Next, tell Word that the endnotes should appear at the end of the section not the end of
the document. In Windows: go to Insert, Reference, Footnote. Choose Endnote, then in
the drop down box next to it choose “End of section.” Click Apply (not Insert!). In Mac:
go to Insert, Footnote. Choose Endnote, then click the Options button. In the “Place at”
dropdown box, choose End of Section, then click OK.
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Editing or Deleting Citations/References
As you use the Cite While You Write feature you will notice that your citations and
references appear gray in Word if you click on them. This tells you that these are “live
connections” that Word is making with EndNote. If you try to fix a typo or add
information to your citation/reference by typing in these gray areas, your correction will
not “stick.” Word will automatically change it back. It is always best to make any
corrections to a reference from within the EndNote library. Then, in Word, choose Tools:
Endnote: Format Bibliography and the entry will be updated with your changes.
At times you may need to add information to a single instance of a citation/reference. For
example, your Style may require you to display the page number from which a quote or
information was cited. Or it may require that you do not show an author’s name in certain
circumstances. You may also need to delete citations from your document. In all these
cases, use the “Edit Citation” command.
In Word, click once anywhere in the citation, then from the EndNote toolbar menu,
choose Edit Citation. A dialog box will appear that displays your citation and the
following possibilities:
Exclude year: check this if you do not want the year to appear in your citation.
Exclude author: check this if you do not want the author to appear in your citation.
Prefix: type in any information that should appear at the beginning of the citation,
including punctuation and spaces (for example: See also ).
Suffix: type in any information that should appear at the end of the citation, including
punctuation and spaces.
Pages: type in the page number or numbers that the citation is referring to. DO NOT type
a p. or pp. etc. EndNote will do that.)
Remove: this is the safest way to remove a citation. To remove a section of your text that
includes citations it is safest to remove the citations first using Edit Citations, then delete
the text.
Exercise 5: Attaching a File to a Reference
Many databases now include full-text copies of articles in addition to the citation
information. Or, you may find pdf versions of articles online that you wish to store.
To attach and store a copy of an article, create a Reference as described above. Select the
Reference and choose References: File Attachments: Attach File from the menu. Or,
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inside the Reference, scroll to the File Attachment field, right-click, and choose File
Attach from the pop-up menu.
Find the file you wish to attach by navigating to it, selecting it, then click Open (or just
double-click it). The file will be attached to the Reference and a paper-clip icon will
appear next to it in your list of References.
To open the attachment from within EndNote, open the Reference to which it is attached,
scroll to the File Attachment field, and double-click on the document’s icon.
Exercise 6: Printing References
1) To print a stand-alone Bibliography of selected References, you can either:



Select the References (singly, or in multiples using ctrl-click), then choose
Print, or
Create a Group in EndNote by going to Groups: Create Group. Type a name
for this Group and press Enter. Now, click and drag your chosen References
to the Group. When done, click on the Group’s name to see your chosen
References, then choose File: Print to print them as a Bibliography, or
If you need to do custom formatting of your Bibliography, select your
References, either by creating a Group or using the multiple selection shortcut keys (ctrl-click or shift-click), then choose File: Export. Name the file and
choose to export as RTF. Once done, open that file in Word and format as
needed.
Appendix: Getting and Installing EndNote
EndNote is available free of charge to UVM affiliates. The current version is EndNote X2 (12).
Version X3 should be available soon.
Go to the UVM software archive at http://www.uvm.edu/software. You will need to know your
UVM NetID login name and password to connect. Choose your operating system, find EndNote,
click “Download EndNote Now” and, when asked, save it to the Desktop. Once it has downloaded,
go to your desktop, find the EndNote icon and double click on it. Follow the installation procedure
from there. Once installed, open Word. If you do not see the EndNote tools you will have to do one
additional step. See http://www.endnote.com/support/faqs/CWYW/faq1.asp for instructions.
Next, install the UVM Library Connection File: If you wish to use EndNote to connect to the
library’s online catalog system (voyager.uvm.edu) you will need to install the UVM Library’s
connection file. Go to: http://library.uvm.edu/guides/manage/connect.php
Ctrl-click on the link and save the file as directed (Save Link As). This file must go in the EndNote
Collections folder. (On Windows, you’ll find the Connections folder in your EndNote folder inside
your Program Files folder on drive C:. On a Mac, it’s in the EndNote folder in your Applications
folder.) Drag the file you just saved into that Connections folder.
Additional EndNote information, help, FAQs, connection files and output files are available at
EndNote’s web site: http://www.endnote.com under “Support.” The EndNote manual is also
included in the “Help” section in your EndNote program.
Hope Greenberg, hope.greenberg@uvm.edu Last update: 06-Oct-2009
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