Introduction to EndNote for Social Ecology
from the UCI Libraries

Winter Quarter, 2005

Julia Gelfand :: Judy Ruttenberg

Introduction
EndNote is a bibliographic and manuscript management software program used to:

It can be a useful tool in every phase of academic research and writing, from the initial conception and research to the final formatting of the paper or manuscript. Timesaving features allow you to:

In other words, you can export citations from many (but not yet all) library catalogs (e.g., ANTPAC and Melvyl) and databases (including, for instance, the PsycINFO, Sociological Abstracts, PubMed, PAIS and Environmental Sciences & Pollution Management) into your "library" bibliography and from your "library" into a word processor. You can thus produce a bibliography or manuscript automatically incorporating citations in a variety of publication styles (e.g., Chicago, APA, or journal-specific).

EndNote 6.0 is available on workstations in open-access library computer labs including Langson Library TEC (Room 228), the Langson Library Multimedia Resource Center (MRC), and Science Library Interactive Learning Center (ILC) Room 164. It is also available for purchase at the UCI Computer Store: approx. $109.95 for students (with ID); $199.95 for faculty and staff; $99 to upgrade if you have an earlier version. In addition, you can download a FREE full-featured 30-day trial version from the ISI/EndNote website.

TIP: Take some time to familiarize yourself with the EndNote website especially the Support & Services Section which provides updates, new journal citation styles, database filters, etc. (See further information and links at the end of this guide.)

Getting Started with EndNote

Contents:

  1. Creating a Library
  2. Connecting, Exporting and Importing
    Note: Instructions for Connection Files and Filters
  3. Working Within a Library
  4. Creating a Bibliography
  5. Working with a Manuscript
  6. Online Assistance
  7. Other Useful Links

    Attachment 1: Creating a New Connection to ANTPAC in EndNote 6

1. Creating a Library

EndNote allows you to create "library" databases of various types of materials including books, journal articles, audiovisual materials, conference proceedings, electronic sources, artwork, personal communications, maps, computer programs, among others.

We will create a library with citations on the topic of Social Ecology Authors.

  1. Open EndNote
  2. Click on Create a New EndNote Library.
  3. Navigate to the Save Here > EndNote Folder.
  4. Name the new file Social Ecology Authors and click on Save.
  5. A new library will be created with 0 references ("showing 0 out of 0 references" noted at bottom).

Before You Begin: Familiarize yourself with the EndNote Help Feature (Help Menu, or "F1")

1.1. Adding Citations

There are 3 ways to add citations to your library:

  1. manual input
  2. connection file feature (section # 2.1 below)
  3. importing from a database (section #s 2.2. and 2.3 below)

Manual Input
This option is most often used to add citations to articles/books that you own or that you identify through a database or other source that does not (yet?) provide EndNote connection or import capabilitiy. Usually they are articles kept in a paper file or are references in another electronic format, such as a Word bibliography. Unfortunately, there is not (yet? hope...hope...) a direct way to import a WORD file into EndNote.

To add a new reference:

  1. From the References menu select New (or type Ctrl+N).
  2. Select the appropriate Reference Type from the pull down menu.
  3. Fill in the fields. Use the tab key to move to the next field; use the enter key to add second author, etc.
  4. Author entry tip: Type the author's family name first, followed by a comma and initials or given name, eg Bruce, C.D. or Bruce, C D or Bruce, Christine.
  5. When done, close the New Reference box (click on X in upper right corner or type Ctrl+W) to add the citation to the library.
  6. Select New from References menu as above or right mouse click and select New.

Examples to Add (the text for these examples is included in endnote.doc - if you prefer to copy and paste into EndNote):

DiMento, Joseph, F., Global Environment and International Law. Austin, TX: University of Texas Press, 2003.

Heckhausen, Jutta, "The future of lifespan psychology: Perspectives from control theory," in Staudinger, Ursula M., Lindenberger, Ulman, eds, Understanding human development: Dialogues with lifespan psychology (pp. 383-400). Dordrecht, Netherlands: Kluwer Academic Publishers, 2003. xvii, 519pp.

Boarnet, Marlon G. and Glazer, Amihai, "Federal Grants and yardstick competition," Journal of Urban Economics 52 (1):53-64, July 2002.

Note the many other possible fields in a record (e.g, translator, abstract, notes, URL, etc.). You can use the Notes field to take notes on items; it will hold up to 32,000 characters which is equivalent to about 8 pages of single-spaced text.

2. Connecting, Exporting, and Importing:

Transferring Citations from Bibliographic Databases
EndNote offers three options for transferring groups of references retrieved from online bibliographic databases into your EndNote library:

  1. Connect;
  2. Direct Export; and
  3. Export/Import Using Database Filters

Use the Connect feature to search an online database from within the EndNote program.
Use the Direct Export or Export/Import feature to import downloaded references into EndNote.

2.1. Connection Files

The Connect feature allows you to search a remote database from within the EndNote program (instead of connecting from your Web browser; see #2.2 below). Although the search options within the connection files are limited, there are times when this feature is sufficient and quite useful.

Note: The Connect option is not available for all databases. In fact, the connection file for ANTPAC does not come with the EndNote software; you will need to create this new connection file on your own workstation. Simply follow the straightforward instructions on Attachment #2. See also section 2.3.1 below for other ANTPAC options.

Example:

  1. From the Tools menu, click on Connect.
  2. Click on Find and Select Antpac (or U. of California, second one listed, for Melvyl or WorldCat OCLC).
  3. Select Antpac (or U. of California or WorldCat) file and click Connect.
    (If prompted for ID/password, just leave blank and proceed.)
  4. From the pull down menu, select keyword and type parenting in the top box and keyword adolescence in second box.
    Change the "boolean operator" to and.
    Note: Notice how few features are available here.
  5. Click on Perform Search button.
  6. A status box will show the number of citations retrieved. Click OK. The references will be copied into a temporary location. This gives you the opportunity to delete those you do not want to import into your library.
  7. To copy references to your library, click on the Copy All References To button at top and select the library. The newly copied references will be highlighted.
  8. Click back in the temporary holding window, and Close this window. You can also close the search window.
  9. From References menu: select Find Duplicates and delete these if any.
  10. Select one of the references from your library and view the full record. (What fields (information) have been imported? Where did the Keywords field come from? What fields might you find useful to add?)

Note: Under normal circumstances, you will, of course, want to carefully review the references that do not match your research interest.

2.2. Direct Export (available in some databases)
Some databases like Web of Science provide additional functionality with EndNote by offering the direct export option.

2.3. Exporting/Importing Citations Using Filters
In this method, you first need to search a bibliographic database and save references to a file in a EndNote-friendly format. You will then use an import filter to add the references to an EndNote library. This procedure varies depending on the source. See below for specific examples.

The basic steps are always:

  1. Select the records from the bibliographic database
  2. Save these records as a text (.txt) files
  3. Import the file into your EndNote library using a filter appropriate to the file source, i.e., the database you searched.

FAQs:

Why is a filter needed for importing?
In order for an import to work properly EndNote needs to know exactly what data to put into what field; for example, the article title into the Title field, the author's name into the Author field etc. Because there is no standard way of presenting records in bibliographic databases EndNote requires translation of the format used by the each particular database. The filter does this translation. EndNote comes with a supply of filters for a large range of databases, but not all databases of interest have filters. Check the EndNote website for filters updates.

When is a filter not required?

  1. When the database offers Direct Export as in 2.2 above e.g., Web of Science.
  2. When you search a database or library catalog through the EndNote search interface. By using a 'remote connection' to an external database, retrieved records can be imported directly into your library (see 2.1. Connection Files above).

2.3.1. Downloading/Importing citations from ANTPAC

  1. Minimize your EndNote window then click on Netscape Navigator or Internet Explorer on your desktop.
  2. From UCI Libraries Web page, click on ANTPAC Catalog.
  3. Execute a search, e.g., keyword theory and parenting
  4. Save all results on the first page (click on top bar: Save All On Page); this exports these items into memory
  5. Click on View Saved button at top of page
  6. Click on Export Saved
  7. Select Format of List: End-Note and Send List To: Local Disk
  8. Click on Submit and Save File to Desktop naming it Parenting&TheoryAntpac.txt

Importing the downloaded citations into EndNote Social Ecology Authors.enl Library

  1. Go to EndNote. You should be in Social Ecology Authors.enl library.
  2. From the File menu, select Import... The Import window will open.
  3. In the Import Data File: field select the file you downloaded from ANTPAC by clicking on the Choose File... button then going the Save Here> EndNote Folder on the Desktop, selecting parenting.txt, then click on Open.
  4. In the Import Option field, use EndNote Import (should be default).
  5. Under Duplicates, make the desired choice, e.g., discard duplicates, and click on the Import button. Your items should import into your EndNote library.

2.3.2. Downloading/Importing citations using an EndNote filter,
e.g., from PsycINFO via CSA database

  1. Minimize your EndNote window then click on Netscape Navigator or Internet Explorer on your desktop.
  2. From UCI Libraries Web page, under Online Research click on Article Databases.
  3. Select PsycINFO via Cambridge Scientific or CSA(databases listed alphabetically by title; scroll down into the P's to find it.)
  4. Perform a keyword search on parenting and adolescent development and Publication Type PT=empirical, Limited to Journal Articles Only, Language = English.
  5. At brief citation(s) display, tag/mark the citations you want to download (or leave alone if you want all of them) then click on the Save/Print/Email Records button.
  6. Choose the records you want and change the citation format option to Full Record (to get abstract, etc.)
  7. Save as PC (default)
  8. Save this file on the desktop.

Importing the downloaded citations into EndNote Social Ecology Authors.enl library

  1. Go to EndNote. You should be in Social Ecology Authors.enl library.
  2. From the File menu, select Import... The Import window will open.
  3. In the Import Data File: field select the file you downloaded from PsycINFO by clicking on the Choose File... button then going to A drive, selecting parenting.txt, then click on Open.
  4. In the Import Option field, you need to select the appropriate filter to correctly import your references.
    Since you downloaded citations from PsycINFO, you need to select the corresponding filter for the database.
  5. Select PsycINFO via CSA or if not listed, select Other Filters... from the pull-down menu then click on find button and select PsycINFO. Select PsycINFO via CSA and click on the Choose button.
  6. Under Duplicates, make the desired choice, e.g., discard duplicates, and click on the Import button.

PUBMED Example

  1. Go to UCI Libraries website, Article Databases, and select PubMed.
  2. Complete search on the keywords (Caution: how do you need to input these terms?) - parenting AND adolescent development (should retrieve about 21 citations)
  3. Once your search is completed, change the Display to MEDLINE format
  4. Select the citations that you’d like to add to the database and click Send To: File
  5. Save the file with a name and a .txt extension
  6. Back in your EndNote library, choose File - Import
  7. Browse to where you saved your .txt file and click open
  8. Choose Import Option PubMed (NLM)
  9. Decide whether to import all or discard duplicates

2.3.3. Adding Fields to Citations: - OPTIONAL

Sometimes it is helpful to add fields to imported citations. As your library grows it will be important to be able to sort and manage citations easily.

  1. Display the parenting & adolescent development citations above.
  2. From the References menu select Change and Move Fields
  3. The Change Field window will appear.
  4. Select Custom 1 from the In pull down menu.
  5. Select Replace Whole Field With: and type PubMed into the box.
  6. Click Change, then OK. (EndNote will add the new field to all citations that are contained in the displayed library). Now each of the imported citations will have the text added to the record.

Note: Remember EndNote will display only the references you currently imported. To display all the references in the open library, from the References menu select Show All (or type Ctrl+H).

2.3.4. Save your revised and expanded library

2.4. Which method should I use?

Connection files are recommended for known item searching or very simple, straightforward searches. For a complete and/or more complex search, it is best to search using the database's own interface, and then use Direct Export if available or Export/ Import the results into EndNote. Some databases will require a password to use the Connect function. In those cases, use the Import feature.

Depending on the database you wish to search, you may find neither a connection file nor import filter exists; or, if the file exists, it does not work properly. Check the EndNote support pages for additional options. You can also build your own filters (refer to EndNote manual) or send a message to the listserv below or ISI Researchsoft requesting desired filters (see Section #6 below).

3. Working Within a Library

Searching:

  1. You can search for references within a library.
  2. From the References menu, select Search References (or type Ctrl+F).
  3. Choose a field to search and the desired action, e.g., contains, etc.
    Example: contains title parenting OR title adolescent OR custom1 PubMed. (Note you must Add Fields)

For more information, see the EndNote tip sheet for searching.
See also Adding Fields to Citations, Section 2.3.3. above.

4. Creating a Bibliography

EndNote allows you to create bibliographies automatically in your word processor. You can insert citations and format bibliographies from within Word or WordPerfect. When you install the program, EndNote commands will appear under Word's or WordPerfect's Tools menu.

EndNote allows you to choose from a variety of citation styles (e.g., MLA, Chicago, Turabian, APA) in which to format your bibliography. Because different publications require different styles (Chicago, MLA, etc.) EndNote can create output in a large number of predefined formats.

From the Edit menu, choose Output Styles and then select Open Style Manager to see available citation styles. Place a check in the box next to those styles you want to use (see example below).

4.1. Example of Setting Styles:

  1. Before you create a bibliography, you must first define your publication style in EndNote.
  2. From the Edit menu, go to Output Styles... and Open Style Manager...
  3. Click on the Find: button. The styles are arranged by discipline. Select Psychology
  4. Mark the box in front of APA 5th ed.
  5. Find APA and mark it, then close the Style Manager.
  6. Click on the Output Styles (from the Edit menu) again to verify that your styles have been added to the (more immediately accessible) favorites menu. Select the desired citation output style.

4.2. Creating the Bibliography

After you have selected the desired style(s), you are ready to create the bibliography.

  1. You will have already selected your desired style.
  2. Select the items you wish to include in your printed bibliography.
  3. We will select all citations previously recovered in our previous search.
  4. Select the files that you’d like to export into a bibliography.
  5. From the File menu, select Show Selected.
  6. From the File menu, select Export. Only the citations in this retrieved set will be included in the export.
  7. Name the file ParentingBibliog and save the file as a .rtf file.
    [Note: RTF (Rich Text Format) is a format that can be read by either Word or WordPerfect.]
  8. Go to Microsoft Office folder on your desktop, open Word and open the saved file. It should appear as a bibliography in the citation style you selected.

Note: you may have to change the Files of Type pull down menu to All Files (*.*) to show the .rtf files.

5. Working with a Manuscript

One of the most useful features of EndNote is the ability to create in-text citations and bibliographies for manuscripts. After selecting the style folder, you can format your entire manuscript in the pre-formatted style. It is easy to re-format the paper later for another style.

Open the endnote.doc and Save this file on your computer.

To insert a citation at a particular location in the paper:

  1. Put the cursor where you want to insert the citation.
  2. Click on the Go to EndNote icon in tool bar.
  3. From the File menu in EndNote select Open. Open the Social Ecology Authors library (if not already open).
  4. From the EndNote Edit menu select your desired output style.
  5. Select a citation that you want to insert.
  6. Return to Word and click on Insert Selected Citation icon. The reference should now be inserted where you last positioned the cursor, formatted according to the style you selected.
  7. Do this for several more citations (time permitting).

To generate the bibliography at the end of the paper:

  1. From your Word document, click on the Format Bibliography icon (or from the Tools menu, select EndNote 6 then Format Bibliography.)
  2. A style confirmation dialog box appears (albeit sometimes slowly), prompting you to choose a bibliographic/output style for the paper.
  3. Select Numbered style and click on Format. It will replace the in-text citations with numbers and create a numbered bibliography at the end of the paper.
  4. Now, change the bibliography to a different style (e.g. MLA) and note different format and appearance.
  5. You can format the document in more than 300 different styles. Reminder: To select other styles, from the File menu (in EndNote), select Output Styles, and then go to Open Style Manager.

Helpful Footnote Hints:
The EndNote manual and the Online Help provide instructions for citing references in footnotes and endnotes. Once you have created a footnote or an endnote in your word processing document, you can cite references in the footnotes or endnotes just like you cite them in the body of the text.

  1. Create the footnote or endnote using the appropriate command in Word or WordPerfect. (EndNote does not actually create the footnote or endnote in the document, but it is used to insert and format the citations in the notes.)
  2. Position the cursor in the footnote or endnote in your paper where you would like the citation(s) to appear.
  3. Go to EndNote and select the reference(s) that you would like to cite.
  4. Choose Insert Selected Citation(s) from EndNote’s Tools/Cite While You Write menu.

For more information on footnotes, use the HELP in EndNote: Help/Search for Help on.../Footnotes


6. Further Online Assistance
In addition to the internal Help feature described in Section #1 above, EndNote offers a wide range of other useful assistance.

6.1. EndNote Tip Sheets

6.2. EndNote 4 Interactive Tutorial
"An interactive tutorial designed to familiarize users with the primary features of EndNote 4. This tutorial is ideal for users, trainers, or librarians interested in learning how EndNote can ease the hassles of online searching, paper writing, and referencing. It's easy to use: simply click on the images below to get started. Shockwave Plug-in required."

6.3 EndNote Users Listserv
Highly recommended!
This email list, maintained and moderated by ISI ResearchSoft, provides you with a place to interact with other users of EndNote. It's a great place to ask questions, make suggestions, and get advice on any EndNote related topic. To join, click on link above and follow subscribing instructions.
In addition, an archive with search capability of EndNote list messages is available

6.4. Company Contacts and Technical Support

7. Other Useful Links

Attachment 1: Creating a New Connection to ANTPAC in EndNote 6:

  1. Open EndNote
  2. From the Edit Menu, Select Connect Files > New Connection
  3. In the new window that appears, select “Connection Settings” from the left column. Enter the Following Information:
  4. Click on the “X” on the top right hand corner to close and save this connection.
  5. Name this connection file Antpac.