An Introduction to EndNote
http://www.sussex.ac.uk/Users/jason/endnote
IT Services
November 2003
An Introduction to EndNote
EndNote 7
Content
Introduction ...................................................................................... 1
What is EndNote? ............................................................................................... 1
Why use EndNote ............................................................................................... 1
Starting EndNote .............................................................................. 1
Creating a New Library ..................................................................... 2
Adding a Reference Manually. .............................................................................. 3
Importing Data from Web of Science (WoS). ................................... 4
Sorting and Searching a Library ....................................................... 5
Exporting References from EndNote to Word .................................. 6
To create a list of references in Word ................................................................... 6
Inserting Citations into Word ............................................................................... 7
OR: Cite While you Write (CWYW) ........................................................................ 8
Adding Images to an EndNote Library .............................................. 9
Inserting Images into a Document........................................................................ 9
Formatting the Bibliography ........................................................... 10
Using Term Lists ............................................................................. 10
Finishing your Session .................................................................... 11
Obtaining More Information ........................................................... 11
Importing from Databases.............................................................. 11
i
EndNote 7
What is EndNote?
Introduction
This document will cover the following for using EndNote version 7.










Creating a New Library
Manually Adding a Reference
Importing a Reference from Web Of Science
Sorting and Searching
Exporting (un-cited) References to Word
Creating a list of references
Inserting Citations As You Write (Cite while you Write)
Formatting References in Word
Using Term Lists
Inserting Images
What is EndNote?
EndNote is a bibliographic database software package, which enables you to
organise your lists of references and create bibliographies for use with Word.
EndNote can:



Store, organise and search for references.
Import references downloaded from electronic sources.
Add citations to your word-processed document and create your bibliography
in a number of citation Styles
Why use EndNote
You should consider using EndNote when you are going to create a document
which references other publications; books, journals, newspapers and online
information. You can keep your references organised for use in a report and for
further work.
Starting EndNote
Action Steps
What you type or do
1.
Locate the EndNote
and click it.
IT Services
Icon
What happens
This will start EndNote. You
will be given the chance to
open an existing library
Page 1
Why use EndNote
EndNote 7
Creating a New Library
Before saving references you need to create a library to store them.
On opening EndNote you are prompted to open an existing library; you have not
yet created a library; this option should be cancelled.
Action Steps
What you type or do
1.
Click the cancel
button
What happens
The open library dialogue box
closes and you can now use
the EndNote Menu.
2.
From the File menu
choose New.
This opens a dialogue
box to allow you to
create a new reference
library.
3.
From the Save in drop
down menu, select a suitable
location for your library e.g.
My Documents.
My Documents is
folder to save the
library to.
4.
In the File Name textbox
type an appropriate name.
This will be the name of the
library
5.
Click the Save button.
The library is created for use.
A window will appear which
represents the library you
have created.
You now have an empty library to which you can save your references. When
you next use EndNote you can select this library for adding references. An
empty library looks like the figure below. The library is titled myworkrefs.enl
Page 2
IT Services
EndNote 7
Adding a Reference Manually.
Adding a Reference Manually.
You will now add a reference by typing in the details manually.
Action Steps
What you type or do
What happens
1.
From the References menu
choose New.
A new Reference dialogue
box will appear
2.
Select the appropriate
reference type from the drop
down menu; the default type
for new references is Journal
Article.
The fields will change to
match the appropriate field
type i.e. Journal will not be
available for a book type.
3.
Enter bibliographic data into
each of the fields in the
Reference window.
The data is recorded as you
type.
4.
Press the <<TAB>> key.
The cursor moves to the next
field of this record.
5.
After completing a record,
close the New Reference
window..
To add it to the library
6.
Repeat this procedure to add
additional references to your
library.
TIP:
If you can find all your references in online databases, it is quicker to Import
details rather than type manually.
If you need to add more than one author; type the name and then press
<<ENTER>>. The image below shows several authors for one reference.
IT Services
Page 3
Adding a Reference Manually.
EndNote 7
Importing Data from Web of Science (WoS).
EndNote comes with the ability to connect directly to online databases. EndNote
can be used as your interface to these databases; this however has not been
tested on Sussex PCs and so is not yet supported.
In this example we will use Web Of Science (WoS) to find references and export
them using its Export feature. Web of Science is currently in the process of a
name change. Web of Knowledge is the new name.
Action Steps
What you type or do
What happens
1.
Start and log into Web Of
Science.
This can be accessed via the electronic
library at Sussex
http://wok.mimas.ac.uk/
http://www.sussex.ac.uk/library/electronic/
2.
Make a search for references
of interest.
This requires knowledge of Web Of
Science which is not dealt-with in this
course
3.
Tick the references you are
interested in viewing
This will be added to the marked list for
output later.
4.
Click the view the
marked list button
This will take you to a screen to select the
output options for the marked list
5.
Click the
EndNote will open with the Select Library
dialogue box.
(Export to Reference
software) link in Web of
Science
6.
Select the library you want to
insert the references into.
Note, you may already have the reference
library open in EndNote but this will still
need to be selected.
7.
Once the library has been
selected, click Open.
The new references will then be added to
your EndNote Reference Library. By
default, only the added results will be
shown; this is a filter.
If you are adding new references to a library (*.enl file) then only the new references will be
shown. Click the References menu and select Show all References.
Page 4
IT Services
EndNote 7
Adding a Reference Manually.
Sorting and Searching a Library
You can quickly sort a library by Author, Year or Title order of the references
by clicking the appropriate header (at the top of the list of references).
Action Steps
What you type or do
1.
Click on Author, Year or
Title on the top of the library
window.
What happens
This will sort and order the
references by the designated
field.
To search an
EndNote library
for a specific
term or terms
you can use the
search tool in
EndNote.
Action Steps
What you type or do
What happens
1.
From the References menu
choose Search
References.
The search dialogue, as
above, box will appear.
2.
Click the drop down menu.
This allows you to change
from any field to a particular
field e.g. author
3.
If desired, change the second
drop down menu from
contains to another criteria.
Contains is a “LIKE” search
used in database queries.
4.
Add the search term (e.g.
Tempest)in the longer box.
This will be the term used for
searching e.g. authors last
name
5.
Click Search
The references matching your
criteria will be shown and the
others hidden.
IT Services
Page 5
To create a list of references in Word
EndNote 7
Exporting References from EndNote to Word
EndNote offers several style options for bibliographic output. One must set the
style first before exporting the references to a research paper. This method
creates a bibliography with no citations in the main body of the text.
To create a list of references in Word
If you insert references/citations into your document then a references section
is also created at the end of the document, this method is described in the next
section.
If you want to include a bibliography which has not been referenced in your
document (e.g. background reading), then this method is useful.
Action Steps
What you type or do
What happens
1.
From the Edit (in EndNote)
menu, go to Output Styles
and click on Open Style
Managers.
A window will appear to
show the complete list of
styles:
2.
Mark the style of your choice
e.g. Harvard and close the
dialogue box.
This will add the styles or
styles to the menu.
3.
Select Output Styles to be
sure that the style you chose
is on the list and checked.
With the style set (ticked),
you are ready to export your
bibliography.
4.
Click File and Select Open to
select the library containing
references you wish to appear
in the bibliography.
The library will be opened
ready for selection of
references
5.
From the File menu, click on
Export. The Export File name
box pops up.
The default directory will be
the folder in which the
working library is located.
Either use this directory or
choose your own.
6.
You may also either choose a
new file name or keep the
existing file name.
Make sure the extension or
tag the file is .rtf (rich text
format).
7.
Click on the Save button
The RTF file is saved in the
location you have chosen
The RTF document you have created can now be opened in Word or inserted
(Insert menu in Word) at the end of an existing Word document.
Page 6
IT Services
EndNote 7
Inserting Citations into Word
If you only want a certain number of references, press Ctrl and click on the
desired citations at the same time to highlight them. Go to the References
menu and choose Show Selected.
A toolbar is also installed within Word when you install EndNote. Amongst other
things you can switch between Word and EndNote and insert the currently
selected reference.
Find
Citations
Format
Bibliography
Go To
EndNote
Insert
Select
Citations
Insert
Note
Edit
Citations
Unformat
Citations
Edit
Library
Reference
Remove
Field
Codes
Find
Figure
Export
Travelling
Library
Cite While
You Write
Preferences
Help
Generate
Figure
List
Inserting Citations into Word
EndNote also allows you to automatically insert citations in a paper while using
Word.
Ensure that EndNote and the desired library are open.
Ensure that the Word document you wish to add citations to use is open.
Action Steps
What you type or do
What happens
1.
Position the cursor at the
appropriate spot in Word.
This will be the location of
the citation
2.
From the tools menu in
Word, select EndNote 7 and
Go To EndNote.
Windows will switch to
EndNote with the library
open.
3.
Highlight the reference(s) in
the EndNote library.
The reference(s) selected will
be inserted at the cursor point
in Word
4.
Hold down the <<ALT>>
Key and press the <<TAB>>
key.
Switches to the Word
document.
5.
From the tools menu, select
EndNote 7 and Insert
Citation(s).
The reference(s) are added to
the word document using the
selected style. The references
are also added to the end of
the document.
IT Services
Page 7
OR: Cite While you Write (CWYW)
EndNote 7
OR: Cite While you Write (CWYW)
The alternative method of inserting references into Word is to use Cite While
You Write (CWYW). This method requires less steps to insert your references.
Action Steps
What you type or do
1.
What happens
Position the cursor at the
appropriate location in Word.
This will be the location of
the citation
Click the
The find citation box will
open.
2.
button
3.
Type a search term
References will appear that
use match the search term.
4.
Highlight the reference(s) in
the EndNote library. Use the
<<CTRL>> to select more
than one reference
The reference(s) selected will
be inserted at the cursor point
in Word
Click the
button.
The selected references will
be inserted into the word
document.
5.
Page 8
IT Services
EndNote 7
Inserting Images into a Document
Adding Images to an EndNote Library
Images can be inserted into EndNote references for use in your Word document.
A caption can also be stored with the reference. You can store the following
image types:
BMP,GIF, JPEG, PNG and TIFF. It may be possible to store other image types
using the Insert Object option.
In the following example open the library called engineering.enl
Action Steps
What you type or do
1.
What happens
With an existing or new reference
open; from the references
A dialogue box will open
menu select
2.
Navigate to the image, select it and
click open (use example figure e.g.
fev02.jpg).
This will be the image that is
added to your reference in the
image field.
3.
Scroll down the selected (or new)
reference window and you add a
caption
This is the caption that will
appear in your Word Document.
4.
Click the close
open reference.
The reference will be updated to
include the image and caption.
button on the
Inserting Images into a Document
The output style determines how the figure is to be inserted into the Word
Document. You can use the word document, long document with picture.doc
Action Steps
What you type or do
1.
2.
3.
4.
In Word move the cursor to
the position of to the position
you want the figure citation to
appear
Press the find figure
button.
Type a search term e.g. wave
Click the
button.
IT Services
What happens
The citation (e.g. figure 1)
will appear here. The figure
will appear at the end of the
paragraph or document,
depending on the style.
A dialogue box will open
A figure will appear that
matches the search term.
The selected figure and
caption will be inserted into
the word document.
Page 9
Inserting Images into a Document
EndNote 7
Formatting the Bibliography
EndNote enables you to format your bibliography in Word.
Action Steps
What you type or do
What happens
1.
Ensure you are currently
working within Word and not
EndNote.
The word document
containing the bibliography is
visible.
2.
From the tools menu
select Format
The dialogue appears
3.
Select the desired output
style, for example, Harvard.
This will be the chosen
format for the bibliography in
Word
4.
Click the FORMAT button at
the bottom of the box
The citations will be
formatted using the selected
style.
Bibliography
It is very important to carefully proofread all references, as there may be errors
in the original bibliographic records.
Using Term Lists
Term lists are commonly used words e.g. author names or journal titles. The
Term list is stored with your endnote library and so is only available when that
library is open.
Term lists can be imported and exported from library to library.
To check whether Term Lists are being used and updated, examine the
Preferences under the Edit menu. the following setting should be ticked.
You can view existing terms in the term list by selecting:
Tools >>Open Term Lists
With the first preference above ticked the term list can be used. On entering
data for a new reference a term list will offer to complete an author name or
journal title. Press <<ENTER>> or <<TAB>> to accept a term list. A term not yet in
the term list will be shown in red as you type.
Page 10
IT Services
EndNote 7
Inserting Images into a Document
Finishing your Session
Save the Word Document.
Close Word
Switch to EndNote and close the application.
Obtaining More Information

A 30 day trial version of EndNote can be obtained online at:
http://www.endnote.com



This site also includes software updates (bug fixes) and new versions of the
software.
Many other organisations (mainly universities) have also produced tutorials.
They can be found by searching with Google (http://www.google.com); using
terms like EndNote tutorial.
The Library has a number of EndNote books which can be borrowed.
Importing from Databases
Web of Knowledge –Click Export button
Science Direct –Click Export Button
Medline – Click Export and choose Import Filter –Medline (OCLC)
IT Services
Page 11