GETTING STARTED WITH
ENDNOTE®
This guide is designed to take you through the basics with EndNote software, from creating and
saving an EndNote reference library, through populating that library with references - manually
and by using import filters, direct export from databases and online search tools – and inserting
those references into your Microsoft Word document using the Cite While You Write functionality.
1.
Create an EndNote X4 Library
Open EndNote:
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From the Start menu click All Programmes
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If you are opening EndNote for the first time, you will be presented with a grey box asking
you to choose to create a new free EndNote Web account, integrate with an existing
EndNote Web account or ‘Do not integrate… at this time’
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Click Cancel at the bottom of the box, or select ‘Do not integrate’ and click Next
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Click the Create a new Library image and follow the steps to get started
Find EndNote in this list and select it then click EndNote Program
You will be presented with options to Learn About EndNote, Create a new Library or Open
an Existing Library:
If you have used EndNote before, follow the steps below to create a new library for today’s
session:
Saving a Library:
1) Click File then New…
2) Browse for an appropriate location to Save in e.g. your H: drive
3) Type a File name e.g. practice
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To begin with, your Library will appear empty:
Create a new reference manually (BOOK):
1.
Click the New Reference button
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Alternatively, press Ctrl-N (or click References then New References)
2.
Select the type of reference – in this case a Book
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Click in each field to add details
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NB when entering details in the author field, the separate authors need to go on separate lines!
3.
Enter the following information into the appropriate fields, then click File and Save then close the reference window
(you can always open it again to edit if you need to):
Author(s):
Year:
Title:
Edition:
City:
Publisher:
Tom Strachan
Andrew P Read
2004
Human molecular genetics 3
3rd
London
Garland
4.
Repeat steps 1-3, but this time start a new reference as a Journal Article rather than a book and fill the following
fields as follows. Save and close the reference when done ready:
Author(s):
Year:
Article title:
Journal:
Volume:
Issue:
Pages:
Nathan Blow
2009
How to get ahead in imaging
Nature
458
7240
925-930
Preview your reference in your chosen style
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Click on a reference in your library (the journal article or book)
The Preview appears in the box at the bottom of your library. The example below is set to Numbered style:
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Use the style drop down on the EndNote taskbar at the top, to change style e.g. Numbered or Annotated, or Select
Another Style… to choose from a range of output styles e.g. Harvard
The book reference should appear in your selected style in Preview when selected. In this case in Harvard style:
Key points
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Close your EndNote Library to save it
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Creating references manually is slow and prone to human error, so we recommend you download ready-made
records and then open them to edit if needed e.g. to convert a book reference to a book chapter reference
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You can open any reference to edit details in any field, add notes and files, etc.
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The next activity explores the process for downloading ready-made records from the Library catalogue and
databases from within EndNote itself – “Online Search”
2. Using the Online Search function
What is the Online Search function?
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A tool for connecting to databases from within EndNote
It enables you to search and retrieve records from:
o Databases e.g. PubMed
o Library catalogues e.g. University of Bath [U Bath]
It is limited to basic search options, therefore it is better to search a database directly taking advantage
of its more powerful search and refine features, before exporting references into EndNote
Therefore, you are more likely to use Online Search for University OPACs (Online Public Access
Catalogues)
You can download references and delete unwanted references
Starting an Online Search
Step 1: open your EndNote Library
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Use the File  Open options from the grey menu bar at the top
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Select and open your practice library
Step 2:
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Click the Online Search button 
o (Alternatively, from the grey menu bar click Tools then Online Search)
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You are presented with the Choose A Connection box (see overleaf)
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Browse for U BATH and click Choose
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This opens the search connection to our Library catalogue:
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In this example we want to find Campbell’s Biology textbook in its 8th edition (2008).
In a normal catalogue search you could search with Author and Title keywords e.g. Campbell and Biology to find the
item record and shelfmark. The catalogue results list would look like this:
This is how it appears in the catalogue
T
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The same goes for keyword searching using the Online Search from within EndNote:
Step 3:
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Enter keywords into the fields:
o Author: Campbell
o Title: Biology
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Click the Search button when ready
Step 4:
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Select and download the first ten results
o In the example below, 23 records have been found and the Retrieve records from/through has been
changed to display 1 through 10. If you try and retrieve large numbers of records at one time, it will be very
slow!
Step 5:
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th
Preview results to find the right one! Hint – the publication date in the Year column for the 8 edition of Campbell’s
Biology book is 2008
Step 6:
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Highlight the records you do not want:
o Press Ctrl and click individual results or hold Shift to click across a range of results to select several
Right click your selections and select the option to move them to Trash
Step 7:
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Right click the Trash group
Click Empty Trash
Click to confirm the deletion
Return to All References to see the remaining record as part of your Library:
Each resource you use with Online Search
appears under the Online Search heading in the
My Library pane. For quick access, simply click
on the one you want to set up the search box.
You can remove these short-cuts by rightclicking them and selecting to delete group.
3. Downloading references from databases – DIRECT EXPORT
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Many databases let you save and export references into EndNote
There are two main methods:
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Direct Export – automatic transfer
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Filter – manual transfer
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Direct Export is quickest and easiest
The following example makes use of Web of Knowledge
Direct Export from Web of Knowledge
Step 1: Connect to Web of Knowledge
1. Open your web browser
2. Go to the Library website (www.bath.ac.uk/library)
3. Follow the databases a-z link (or use the Quick Search for databases)
4. Browse or search databases for Web of Knowledge
5. Connect to Web of Knowledge
Step 2: Run a search
1. Run a basic topic keyword search of your choosing e.g. for stem cell and therapy
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2.
Tag a few records in the results list using the tick boxes e.g.
3.
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Click the Save to EndNote, RefMan, ProCite button
Select EndNote as your chosen software
EndNote automatically opens and the records transfer to your chosen EndNote library
Step 3: keep or discard references
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Right click and transfer any unwanted references to Trash
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Close the EndNote library to save imported references
Key points
Databases are increasingly moving to Direct Export. Many use it already, including:
– Web of Knowledge
– Business Source Premier
– Dialog DataStar
– IEEE Xplore
– OVID databases e.g. PsycInfo, Embase
– Google Scholar
4. Downloading references from databases – IMPORT USING FILTERS
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Manual transfer requires you to save references from a database as a text file
A filter is then used within EndNote to Import these records
This is demonstrated in the following activity using PubMed
Downloading references from PubMed
Step 1: Connect to PubMed
1. Open your web browser
2. Go to the Library website (www.bath.ac.uk/library)
3. Follow the databases a-z link (or use the Quick Search for databases)
4. Browse databases for PubMed
5. Connect to PubMed
Step 2: Search and select results
1. Run a basic keyword search e.g. for embryonic stem cells
2. Tag a few records in the results list, e.g.
3.
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Click the blue Send to: link at the top right of the results page
From the options box, select File from the ‘Choose Destination’ options and from the ‘Format’ drop-down choose
MEDLINE
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Click Create File
Click Save to save the text file (then select to save it to your H drive or desktop) and once the download is complete,
Close the dialogue box
Step 3: Open EndNote
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From the Windows Start menu select All Programmes
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Select EndNote then click EndNote Program
Step 4: Import references
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Click the Import button 
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Click File… to browse for and select your saved PubMed (pubmed_result.txt) file e.g. desktop or H drive
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Set Import Option to PubMed (NLM) - filters can be chosen from a list by first selecting Other Filters…
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Set Text Translation to ANSEL
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Click the Import button:
Step 5: keep or discard references
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Right click and transfer any unwanted references to Trash
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Close the EndNote library to save imported references
Key points
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Several databases still use manual transfer using a filter to import references into EndNote, for example these
include:
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PubMed
ACM Digital Library
Beilstein
MathSciNet
Zetoc
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Each database using manual transfer uses a specific filter and text translation setting
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Check out the EndNote X3 downloading references from databases guide for import instructions for each database:
www.bath.ac.uk/bucs/services/ittraining/resources.bho/endnote/endnote.html
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Link through to Library training materials, guides & videos for EndNote:
www.bath.ac.uk/library/infoskills/endnote
You can now start learning how to insert citations and references in Word
PART 2 Follows…
5. Cite While You Write (CWYW) – Inserting References into Word
EndNote and Word
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EndNote is configured with Microsoft Word.
The EndNote toolbar in Word enables you to Cite While You Write (CWYW)
You can insert selected references as short citations in the text and full citations in a reference list at the end
Citations in the text appear in the style selected, as annotations or numbers e.g. (Smith, 2009) or 1 or [1] etc.
On the Word ribbon there should appear an EndNote X4 tab. Click this to display the CWYW ribbon:
Inserting references
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Open Word and type a short paragraph of text, ready to add citations
Step 1: Insert references (A)
1. Open EndNote X4 from the All programmes menu,
or click the Go to EndNote button in Word
2.
Highlight a reference from your library by clicking it
3.
Click the Insert Citation button and Insert Selected Citation(s)
(this button is available within EndNote as well as on the Word toolbar)
Step 1: Insert references (B)
1. Click the Find Citation button and Find Citation…
2. A search box opens
3. Enter keywords to search references in your EndNote library
e.g. Campbell (for the Biology book) or imaging (for the Blow’s article)
4. Click Search
5. Select reference
6.
Click Insert
NB – clicking the arrow on the Insert button gives options to insert the citation in the text excluding either
Author or Year (or both). This gives more flexibility in how you construct the sentence where you cite the
reference e.g. you may exclude the Author so it does not appear in brackets in the citation, so that you can refer
specifically to the author by name in the sentence. You can always insert the citation as normal then edit it later
– see part two of this CWYW worksheet.
NB – if you are using a numbered rather than an annotated style, you will simply be inserting a number in
superscript into the body text, which refers to the numbered list of full references at the end of your document.
Step 2: Choose citation style
1.
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3.
To apply a style to your citations/references click the Style: drop-down list and choose a style, e.g. Annotated
You can automatically change the style at any point by selecting from this list
The Select Another Style… drop-down option gives you the full list of styles, including e.g. Harvard
Step 3: Format bibliography
For each citation you add in the text (be it in author/date or numbered style), you will get a full version of the reference in
the chosen style at the bottom of the document. This will automatically update in alphabetical order (for annotated styles)
or numeric order (for numbered styles).
You may wish to automatically add a title for this reference list and force it with a page break to appear on a separate
page(s) at the end of your work:
To add a title for your reference list or bibliography:
1.
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Click the Bibliography Preferences button:
Click the Layout tab in the formatting box
Type in a heading e.g. Bibliography or Reference List
Set the text font and style you want this to appear in
Click OK
To separate your bibliography or reference list using a page break:
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Click just before your Bibliography (or Reference List)
heading as it appears in your Word Document
From the Word ribbon, click Insert
Click the Page Break button
6. Cite While You Write (CWYW) – Editing Your Citations
You can edit your citations in various ways. The following are simple edits that you may wish to try:
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Add/remove Author or Date from annotated citations in the text
Add page numbers to (annotated style) citations in the text
Insert your citations as footnotes
1: Hiding author and date
You may wish to hide the author or date in a citation to match your writing style, for example normal annotated citations
appear with both author and date in parentheses:
It has been shown that 2+2=5 (Smith, 2009).
However you may want to cite like this:
Smith (2009) argued that 2+2=5.
In 2009 it was discovered that 2+2=5 (Smith).
Here are some simple steps to achieve this:
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Insert a citation
Highlight the citation
Click the Edit and Manage Citation(s) button:
Tick either Exclude Author or Year:
Click OK
Change your sentence to incorporate the element excluded
NB – if you are using an annotated style and want a full bibliography in your Word document i.e. including all
the books and papers you read, not just those you have directly cited, you can insert the citations and hide both
author and year to make them invisible within the text, but still have the full version of the reference at the end.
2: Inserting page numbers
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Where you refer to an exact quotation or figure, you can include a page number
Highlight the citation
Click the Edit Citation(s) button
Type a comma, space and page number into the Suffix box
Click OK
(Strachan and Read, 2004, p.10)
Bibliography
STRACHAN, T. & READ, A. P. 2004. Human molecular genetics, London, Garland.
3: Citations as footnotes
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You may prefer to give full citations in footnotes on the page cited
1.
Click in the text where the numbered citation will go
2.
Click the References tab
3.
Click Insert Footnote
4.
Insert your citation into the foonote in the usual way, e.g.
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From the EndNote X4 ribbon click Insert Citation and insert chosen citation
THE END!
Additional help and training
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Check out the EndNote guides and videos provided by the Library:
www.bath.ac.uk/library/infoskills/endnote
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BUCS provide guides and training sessions:
www.bath.ac.uk/bucs/services/ittraining/resources.bho/endnote/endnote.html
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Access the EndNote Getting Started Guide:
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Official guides and webinars:
– www.adeptscience.co.uk
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You can also ask for help from:
– Your Subject Librarian
– BUCS help desk (technical support)
DS/May 2011
Information correct at time of going to print
EndNote screenshots (c) copyright 2011 Thomson Reuters