Reference Management with EndNote
Dr. Daniel T. Rudolf, [email protected]
Reference Management Software
 Reference management software supports scientific work
and writing
 Collecting references and files
 Organising literature to help keeping track over a long
period
 Creating reference lists and automatic citations
 Several programmes
 Non-free (e.g. Citavi, EndNote, …)
 Free (Zotero, Mendeley, JabRef, …)
Comparison: https://en.wikipedia.org/wiki/Comparison_of_reference_management_software (last checked: 21 june
2017)
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Features
 Creating your own literature database
 Importing references and files (e.g. PDFs)
 Organising your literature
 Searching resources online
 ‚CiteWhileYouWrite‘ – Creating citations and reference lists in
a defined style in MS Office/LibreOffice
…
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Interface – Panels
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Reference List
Tabs
Groups
Search
Icon Panel
 Search Mode / Library Mode
 Local Library Mode
– Working in your own database
 Online Search Mode
– Put data from external sources in a temporary database
 Integrated Library & Online Search Mode
– Put data from external sources directly in your own database
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Icon Panel
 Citation Style
 Shows the selected style, can also be changed here
 Groups
 Creating folders to sort your literature
 Sync Button
 Synchronisation of your EndNote Desktop Library with
your own EndNote Web Account
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REFERENCE LIST PANEL
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Reference List Panel
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Reference List
Tabs
Groups
Search
Creating a Reference List
 File > New… , save the list in the Documents folder
 Importing existing files:
File > Import > File
for single PDFs
File > Import > Folder
for complete folders
 The file ‘[name].enl’ contains the reference list, the folder
‘[name].Data’ contains PDFs and other files
 If you move or copy your library you always have to
consider both!
 The ENL file and the DATA folder can be saved together in
one compressed file ‘[name].enlx’ :
File > Compressed Library (.enlx)
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Bibliographic Information from PDFs
 Automatic import if the following conditions are met
 Firewall allows internet access through port 80
 System allows proxy servers: possibly you have to
implement an exception for www.crossref.org (in the
Windows Control Panel)
 Somewhere on the first two pages of the pdf there has to
be a Digital Object Identifier (DOI) – the newer the article
the more likely
 Automatically imported bibliographic information should be
checked immediately for completeness and correctness!
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Creating References
 Creating new:
References > New Reference (Ctrl+N)
 Fill in the most important fields (depending on your
desired citation style: author, title, source, year,
volume/issue, pages)
 Attaching files to references (e.g. PDFs):
References > File Attachments > Attach File… (Ctrl+Alt+A)
 Up to 45 attachments per reference
 Convert links
Mark the references > Right Click >
File Attachments > Convert to Relative Links
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Importing references
 Search a database (e.g. Web of Science or PubMed)
 Select references
 Import them via the database’s export tool
 directly (‚Save to‘, ‚Send to‘ …)
 Via a file
– e.g. BibTeX, RIS, PubMed/MEDLINE
– File > Import > File
– Choose the appropriate import filter!
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Edited Books
 Edited books have at least one editor and several
contributing authors
 Type of the main entry: Edited Book
 Type for different sections: Book Section
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Journals Term List
 In order to have all journal titles presented consistently:
 Select Tools > Open Term Lists >Journals Term List
(Ctrl+‘1‘)
– Delete existing entries: Ctrl+‘A‘ > Delete Term
– Then choose the appropriate txt file in Lists > Import List…
– Alternatively: create your own consistent list or check each
reference for consistent journal name structure
– Turn off the updates in the tab Term Lists in Edit >
Preferences…
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Import / PubMed
1.
2.
3.
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4.
Import / Web of Science
1.
2.
3.
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Checking References
 Imported references should always be checked!
 Are all the important fields filled in (correctly)?
 Editing via double click or the associated tab
 Are the journal titles and their abbreviations correct (→style)?
 Tools > Open Term Lists > Journals Term List
 Can be edited in the Terms tab
 Subject specific lists can be imported via the tab Lists >
Import Lists… (they can be quite bulky)
 Checking for duplicates: References > Find Duplicates
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‚TABS PANEL‘
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Tabs
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Reference List
Tabs
Groups
Search
Tabs
 Reference: Tab shows the field entries of the highlighted
reference
 Preview: Preview of a citation in the chosen style
 Attached PDFs resp. [file name (PDF)]: Shows the attached
PDF(s)
 The text in attached PDFs can be marked permanently and
be furnished with Sticky Notes
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Organising your literature
‚GROUPS PANEL‘
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Groups
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Reference List
Tabs
Groups
Search
Groups
 Groups > Create Group creates a ‚Custom Group‘ in the left
hand panel (folder symbol)
 References can be added via Drag & Drop
 A reference can be part of several groups (It is not copied in
the process)
 Groups > Create Smart Group creates a ‚Smart Group‘
 One or more search parameters are added at its creation
 Search results are automatically added to the Smart Group
 Smart Groups are actualised automatically
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Groups
 In the basic setting search parameters are neither word
specific nor context sensitive
 For example searching ‚HIV‘ also returns archives
 Choose ‚Match Words‘ and/or ‚Match Case‘
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Groups
 Groups > Create From Groups creates ‚Combined Groups‘
 Choose at least two already existing groups and connect
them via a Boolean (And /Or /Not)
 Corresponds to a Smart Group that only considers the
references of the chosen groups
 Combined Groups are also actualised automatically
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Finding Full Texts
 Either via References > Find Full Text > Find Full Text…, tool
bar or right click (menu)
 Operates via Bonn Universities OpenURL
http://sfx.hbz-nrw.de/sfx_ubo
 Has to be entered in Edit > Preferences… Full Text tab as
OpenURL Path
 In case you are using PubMed also activate PubMed LinkOut
here!
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‚SEARCH PANEL‘
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Search Panel
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Reference List
Tabs
Groups
Search
Search - Literature
 Searching resources in EndNote via the Search Panel
 In your own reference list - Successful Searches can be
saved: Options > Convert to Smart Group
 In online resources: Online Search Mode
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Search - Literature
 Online Search Mode offers reduced functionality compared to
searching the database homepage directly
 Search results are put into a temporary library and have to be
transferred manually into your list
 Choose references > right click > Add references to
 Create a new group (Create Custom Group…)
 Add to an existing group (under My Groups)
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CWYW
CITEWHILEYOUWRITE
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CiteWhileYouWrite
 CWYW inserts an EndNote Tab in MS Word / LibreOffice
 Put the cursor where you want to add a citation in your text
 In the EndNote Tab: Insert Citation > Insert Citation…,
choose the relevant reference from the list and Insert
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CiteWhileYouWrite
 EndNote inserts citations in the text and creates a reference
list at the end of the document
 The citation style can be changed at all times via the dropdown menu (‚Style‘)
…
 The Layout (Font, text size) can also be customised
 If you change or correct your project later don’t forget to:
> Update Citations and Bibliography
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…
…
CiteWhileYouWrite
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Collaborative libraries
 Libraries can be shared with other EndNote users
 Prerequisites
 EndNote Version X7 or X8
 Library must be connected to an EndNote account
 Library must be compeltely synchronised with the
EndNote account
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Collaborative libraries
 One library can be shared with up to 14 other users ( inX7) or
100 (in X8)
 You may collaborate in an unlimited amount of other
libraries though
 No additional costs
 No limitation of library size
 This means unlimited free storage space in the EndNote
cloud
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Collaborative libraries
 How to join a library:
 Create an EndNote Account and link it to your own
EndNote desktop version
 Select Sync in Preferences and follow the instructions to
log in or create an new account
 After successful connection: File > Open Shared Library
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Collaborative libraries
 Libraries you are collaborating in can only be accessed from
your own desktop
 Your own libraries can be accessed from your desktop, online
or with an iPad
 A shared library’s owner can track all changes through the
Activity Feed (new feature of EndNote X8)
 A shared library’s owner should regularly back it up: File >
Compressed Library (.enlx) …
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Links & Further Information
 EndNote Training (Clarivate Analytics)
http://endnote.com/training
http://endnote.com/product-details/library-sharing
 Video tutorial
http://endnote.com/training/guide/windows#tab-6
 Editing citation/reference types styles
http://endnote.com/sites/en/files/m/pdf/en-x7-win-editingreference-types-styles.pdf
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Links & Further Information
 This presentation is available in eCampus
https://ecampus.uni-bonn.de/goto_ecampus_cat_274328.html
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GOOD LUCK!
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