ENDNOTE X4
Denise Upton
Health Sciences Library
dupton@ucalgary.ca
220-3749
Main Campus EndNote Experts:
Saundra Lipton
lipton@ucalgary.ca
220-3793
Leslie Potter
ljpotter@ucalgary.ca
220-3446
Denise Upton October 2009
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To Start Endnote:........................................................................................... 3
Endnote Libraries:.......................................................................................... 3
Customizing the display: ................................................................................ 4
Creating new EndNote Libraries: ................................................................... 4
Manually entering references into a library: ................................................... 5
Inserting References via Online Databases: .................................................. 6
Direct Import: OVID example ......................................................................... 6
Saving a Text File and Using a Filter: PubMed example ............................... 7
Searching PubMed or Library Catalogues through EndNote: ........................ 9
Importing Records and Full Text from PDF Files: ........................................ 11
New in EndNote X4: . ................................................................................ 11
Importing from Google Scholar: ................................................................... 12
Copying References between Databases .................................................... 12
Inserting Pictures and Objects into your libraries: ........................................ 13
Finding Full Text Attachments for References: ............................................ 13
Linking to .pdfs:............................................................................................ 14
Saving your Library: ..................................................................................... 14
Searching within Libraries: ........................................................................... 14
Groups within Libraries: ............................................................................... 15
Cite While You Write: ................................................................................... 16
Other Toolbar functions: .............................................................................. 16
Producing an Independent Bibliography: ..................................................... 17
Merging Chapters in a Thesis and Formatting a Single Bibliography: ......... 19
Importing Journal Lists to supply and Link Abbreviations / Full titles: .......... 19
Editing Output Styles: .................................................................................. 19
Transferring records from Reference Manager or Refworks to Endnote: .... 20
More Information:......................................................................................... 20
Denise Upton October 2009
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To Start Endnote:
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Choose START – Programs – Endnote – EndNote Program
Endnote Libraries:
In Endnote, a library is a collection of records or references one chooses to store
together.
Let’s look at a library.
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Choose “Open an existing library” and click on OK.
Find Sample_Library_X4.enl (in the Samples folder in Endnote) and
select.
Notice there are three frames:
 Index list frame – lists all of the references in the library
 Individual reference frame – gives a summary of the information contained
in the individual record in the selected output style (Show Preview)
 Groups frame – used to create subgroups within a library. This frame also
contains links to online searching.
 Double-clicking on any record in the index list will bring up the complete
reference
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Customizing the display:
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Edit - Preferences - Display Fields allows you to change the fields
displayed in the top menu bar of the index fields list.
Edit – Preferences – Libraries allows you to choose which databases
you want to automatically open when starting EndNote.
References can be sorted by clicking on the desired field label.
The Show Preview frame can be hidden by clicking on Hide at the bottom
of the screen.
The individual reference frame can be toggled from Preview to Search for
online searching.
On the full record screen, empty fields can be hidden by clicking on Hide
Empty Fields at the top of the dialog box.
Choosing Show All Fields in the output style drop down menu box will
give you a complete reference display.
Creating new EndNote Libraries:
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Select File - New
Type in the name of the library – we will use “arthritis” as our example.
The library can be save anywhere on your computer.
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Manually entering references into a library:
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Choose References – New Reference
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Note the “Reference Type” drop-down menu box at the top of the dialog
box. It is very important that you select the right reference type so that the
appropriate fields are available.
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Fill the information you have into the appropriate field. If you accidentally
start inputting information into the wrong Reference Type, select the
correct reference type and the information will move to the appropriate
fields in the new reference type.
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When you are finished you may choose to Hide Empty Fields to tighten
up the display.
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Close the reference dialog box to save the record. It will be added to your
library.
Important Formatting Tips:
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Names – enter one name per line (last name, first name). EndNote
will automatically complete names that have previously been entered
into a library. If all authors are not known, use et.al. or and others as
the last name followed by a comma. For corporate authors, use
quotation marks around the corporate name (“Alberta Aboriginal
Affairs”).
Year – must be edited with 4 digits
Title – do not add a period at the end of the title. Capitalize as it
should appear in the bibliography.
Journal – enter the full journal title
Pages – omit commas for pages in the thousands
Edition – just enter the number “1” etc.
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Keywords – separate keywords with a ; or a \
Inserting Symbols & Diacritics – Click Start – Programs –
Accessories – System Tools – Character Map. Choose Times New
Roman for French and German and Symbol for Greek. Click on a
character from the map, then choose Select – Copy. Go to your
EndNote reference and paste in the character.
Sample references:
Haugen, M. Fraser, D. Forre, O.
Diet therapy for the patient with rheumatoid arthritis?.
Rheumatology. 38(11):1039-44, 1999 Nov.
Westcott, Patsy. Rheumatism and Arthritis: recipes and advice to stop the pain.
New York: Sterling Publishers, 2000.
Riordon, H.D. The Inflammation disease connection. In: Challam, Jack. The
Inflammation Syndrome. New York: Wiley, 2003. pp. 203-268.
NOTE: Be very careful when manually entering references – any mistakes
made here will be transferred to the bibliographies you develop!
Inserting References via Online Databases:
Direct Import: OVID example
For our example we will use the OVID database Medline.
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Open Internet Explorer – this is the best browser for importing
Choose Online Resources – Medicine from the U of C library homepage.
Choose Medline from the list of databases
Choose Basic Search - In the search box type Arthritis diet therapy
To complete the Direct Import, click on Export in the box directly beneath the
search box:
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Choose EndNote from the dropdown menu, then Complete Reference. Click on
Export Citations.
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The records will be imported into the library you have currently active.
Saving a Text File and Using a Filter: PubMed example
Some databases do not have the capability for Direct Export. We will be using
PubMed as an example of this type of database.
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In Internet Explorer, type www.pubmed.gov into the URL box.
Type “Arthritis/diet therapy review 2007” into the search box and click
on GO.
Once you have selected some records, click on Send to: File and choose
MEDLINE as the format.
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Save the file as arthritis.txt on your desktop. Must be a txt file!
Go into your EndNote program and make sure your Arthritis library is
open.
Choose File – Import from the top menu bar.
Browse for your arthritis.txt file, then choose Pubmed (NLM) from the
drop down menu beside Import Option. Choose “Import into
Duplicates Library” beside “Duplicates”. Click on “Import”.
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The records will be imported into your Arthritis library. Any duplicates will be
placed in a duplicates database.
Searching PubMed or Library Catalogues through EndNote:
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Tools – Online Search – New Search
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Choose the database / library you want to search and click on Choose
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Type your search terms and select the appropriate field for each term,
then click on Search
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Copy the records to the desired library.
Searches may be saved to be repeated at a later time.
Once you have searched a database it will display in the Groups frame under
Online Search and you may choose it from there.
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Importing Records and Full Text from PDF Files:
New in EndNote X4: You may now import records directly from pdf files
and folders of pdf files as well as automatically attaching the full text pdf to
the record.
To Import a PDF file:
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Open the library into which you want to import the references
From the file menu, choose Import File
Click the Choose button to locate and open the file you want to import
Select the needed file and click Open
Select the PDF import option from the Import Option List
Select an option from the Duplicates list
Click Import to import the file.
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To Import a Folder of PDF Files:
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Open the library into which you want to import the references
From the file menu, choose Import File
Click the Choose button to open the Browse for Folder dialog window
Select the needed folder and click OK
Select the PDF import option from the Import Option List
Select an option from the Duplicates list
Click Import to import the files in the selected folder.
Importing from Google Scholar:
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Configure Google Scholar to send references to EndNote:
o Go to http://scholar.google.com
o Click on the Scholar Preferences link.
o Under Bibliography Manager select the option Show links to
import citation into and choose EndNote in the drop down box.
o Click on the Save Preferences button.
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After performing a search on Google Scholar click on the Import into
EndNote link for the reference you want to import.
If you are presented with a choice to Open or Save, choose Open.
A Select a Reference Library window will appear – select the EndNote
library you want to import the reference into.
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Copying References between Databases
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Select the references you want to copy. Choose Edit – Copy.
Open the library you want to add the references to – Edit - Paste.
You can also use Import to import one library into another.
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Inserting Pictures and Objects into your libraries:
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Note:
Open a record by double-clicking from the index list.
Select References – File Attachment – Attach File.
Locate the picture or object.
Click Open. A thumbprint of your image will appear in the image field.
In the Caption field, add a title.
You may only add one picture or object per record.
Finding Full Text Attachments for References:
EndNote X3 & X4 can automatically locate and download full text files for
references in your Endnote library.
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Select the references for which you want to add full text (you may use Edit
– Select All to select an entire group of references)
From the References menu, choose Find Full Text
EndNote will search for and download any available full text for the
selected references
When a full text file is downloaded and attached to a reference a file
attachment icon appears in the File Attachment field for the reference. In
the Library window a paper clip icon appears in the File Attachments
column for that reference.
If EndNote cannot find a full text file it will often be able to attach the URL
of the provider’s web page for the article.
NOTE: EndNote X2: For resources licensed by the University of Calgary this
function will only work if you are logged on to the University Internet connection
via either a U of C computer or AirUC wireless
EndNote X3: Remote access is available for the Find Full Text function.
To set up authentication choose Edit – Preferences – Find Full Text.
 In the Open URL Path enter: http://sfx.exlibrisgroup.com/calgary
 In the Authenticate With Path enter:
http://ezproxy.lib.ucalgary.ca:2048/login?url=
 Now when you select Find Full Text you’ll be sent to a databases page –
go to the bottom of that page and click on Continue (or similar).
Thereafter choosing Find Full Text will take you directly into the process.
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Linking to .pdfs:
When EndNote cannot retrieve full text, you may manually attach a file.
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Save the .pdf to your computer
Open the reference you would like to link the pdf to by double-clicking.
Click on References – File Attachment – Attach File.
Navigate to the .pdf file that you have previously saved and click on OK.
When saving the file you may choose to select a Relative Path by clicking
the “Copy this file to the default folder and create a relative path” box:
EndNote makes a copy of the .pdf and places it in the .DATA folder that
goes along with the library. This means that a copy travels with the library
and can always be accessed.
Saving your Library:
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Click on File – Save a Copy. When the dialog box opens, save to your
desired drive.
OR
 Or use Windows Explorer to copy and paste EndNote files to another
location. Be sure to save both the .enl file and the .DATA folder as
both are necessary to open the library.
OR
 Save a compressed library (both the .enl file and .DATA folder in the same
file) by choosing File – Send to – Compressed Library. When the Send
to Compressed Library dialog box comes up, select the drive you wish to
save to. The file name suffix will be changed to .enlx. There is also an
option to email the file directly.
Note: If you save to a USB key you may open the Library and work directly from
the key. If you save to a CD or DVD you must copy the files back to your hard
drive before you begin working with your library.
Searching within Libraries:
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References – Search References
Type in your search terms and click on Search
Copy retrieved records to another library if desired
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Searches may be saved.
Groups within Libraries:
You may use Groups to break your library into subsets.
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Choose Groups – Create Group Set
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Name your group
Select the references you want to put in the group and drag them to the
group name.
To create subgroups use Create Group
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Smart Groups:
Smart Groups are built with search strategies and are dynamically updated as
you add or edit references in your library.
To create a smart group:
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From the Groups menu choose Create Smart Group.
In the dialog box that opens enter your search strategy and click on
Create to create a “New Smart Group”. Right click on New Smart Group
and choose “Rename Group” to give your group a descriptive name.
You can also use a previously saved search strategy to create a smart
group – load your search into the search tab, select Options, then
Convert to Smart Group.
Smart Groups can also be edited (tweaking the search strategy).
Highlight the smart group name, select Groups – Edit Group from the top
menu bar, edit your search strategy and click Save.
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Cite While You Write:
– using EndNote to cite references in your paper and create the bibliography
When you install EndNote you should choose to install the link into Microsoft
Word. This will install an EndNote toolbar in your Word program. Use this
toolbar to insert your references into your paper.
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To insert a reference click on the first icon – Find Citation.
Type the
author’s name or other identifying information into the search box and click
on Search. Select the correct citation and click on Insert.
When inserting more than one reference in the same in-text citation, mark
the desired references in EndNote, then click on the 4th icon on the
EndNote toolbar in Word (Insert Selected Citation). Be sure to go back
and deselect the marked citations so they don’t appear next time you use
this function.
The citations will appear in the text of the document and will also be added
to the bibliography at the end of the paper.
To change the format of your bibliography, choose Format Bibliography
. Select the format of your choice and click on OK.
Other Toolbar functions:
Go to EndNote – takes you to your library
Edit Citation – edits the in-text citation (eg. Add pages)
Insert Note – to insert text as a numbered note in the reference list
Edit Library Reference – to edit a reference within your EndNote Library
Unformat Citations – to revert to original code
Remove field codes – to remove coding from documents – Never do this to
your original – always make a copy and remove the field codes from the copy.
You can’t get them back once you do this!
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Export Travelling Library – this will create a new library of all of the references
cited in the paper. Great for sharing with colleagues.
Find Figure – to insert figures into your document
Generate Figure List – to generate a list of figures in your document
EndNote Preferences – to set preferences for CWYW
CWYW (Cite While You Write) help.
Producing an Independent Bibliography:
You may want to print or email a list of references separately. There are several
ways to do this:
Copy Formatted:
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Edit – Output Style – select your preferred style
Open your EndNote library and select desired references in the Library
window.
From the Edit menu choose Copy Formatted
Open a document in your word processor, put the cursor where you would
like the references to appear and Paste.
Drag- and-Drop:
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Open your library and select the desired references.
Select your preferred style from the Output Style submenu of EndNote’s
Edit menu
Hold down the Ctrl key as you drag the references from the library and
drop them directly into a word processing document. If you do not hold
down the Ctrl key your references will not be formatted.
Print directly from EndNote:
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Select references.
Choose your desired output style and click Edit.
Choose File - Print. To print all references in the Library, change the print
range option to All.
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Click on Print.
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Merging Chapters in a Thesis and Formatting a Single Bibliography:
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Save a back-up copy of all files in a safe place
Working in Word, bring all of your chapters together into one file. Choose
New Document – Insert – File and insert one chapter after another
Place a page break after each chapter. You will still have a separate
bibliography at the end of each chapter.
Delete the bibliography at the end of each chapter except for the last
chapter (Select the bibliography and click on Delete).
Place your cursor in the last bibliography. Click on the Format
Bibliography icon in the EndNote toolbar. EndNote will now insert all cited
references in the entire document into the existing bibliography.
Importing Journal Lists to supply and Link Abbreviations / Full titles:
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Choose Tools – Open Term Lists – Journals Term List
Select List Tab – Highlight the Journals List and click on Import List
Find the Terms Folder in the EndNote Program, then select the list you
want (i.e. medical) and click on Open.
Editing Output Styles:
Output Styles included with EndNote can be revised to suit your needs. It is
recommended that you save and revise a copy of the style rather than the
original.
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Click on Edit – Output Style – Open Style Manager
Select the style you would like to edit – click on Edit
Click on File – Save As – rename the style and save in the styles folder
within EndNote
Click on Edit – Output Style – Open Style Manager, choose your copy
and click on Edit.
To edit the in-text citation choose Citations – Templates
To edit the bibliography record, choose Bibliography – Templates
Other changes can also be made by clicking on the appropriate option
Save your completed style.
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Transferring records from Reference Manager or Refworks to
Endnote:
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Open the Reference Manager / Refworks database you want to convert
Choose File – Export
Select the RIS format (Reference Manager) or Bibliographic Software
(Refworks) - Make sure all references have been selected.
Export to a text file
Open the EndNote Library you wish to import the records into
Choose File – Import
Select the file you wish to import (the text file you exported from
Reference Manager or Refworks)
For the Import Option choose the RIS (Reference Manager) format
Click on Import
More Information:
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http://www.endnote.com – EndNote website includes free demo version,
FAQs, updated filters and output styles
http://www.ucalgary.ca/library/bibsoft/ - U of C’s pages for bibliographic
software help
http://www.library.ualberta.ca/guides/endnote - University of Alberta
Library
http://lib.nd.edu/resources/endnote - University of Notre Dame
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