Getting Started with EndNote X2

HPD Library

Basics:

1.      Download the EndNote X2 subscription software from the HPD Library web site Writing Manuals section: http://www.nova.edu/hpdlibrary/writingmanuals.html

2.      After downloading the program, go to your Start Menu. Choose Programs > EndNote > Configure EndNote.

3.      You may choose to read the tutorial- it is not very long and very useful for getting started.

Create a New Library:

1.      Open EndNote, choose Create a New Library OR open EndNote, choose from the File menu > New. Name your library (My EndNote Library) > Save.

2.      Although you can create as many libraries as you want, it is recommended that you maintain only one. This choice will prevent confusion when adding references to documents. There is no limit to the number of references you can keep in a library. You can create Smart Groups within the library for different projects (recommended).

Import a Journals Terms List:

Before you begin entering references into your EndNote library, you may want to import a journals terms list. These lists contain both the full title and the abbreviated title to thousands of journals. Having this terms list in your library allows you to use output styles that require either the journal’s full title or its abbreviation, regardless of how it was entered into the library.

1.      Choose from the Tools menu > Define Terms List.

2.      Choose Journals.

3.      Choose Import List.

4.      Locate the EndNote folder by scrolling down the dropdown menu from My documents to the C: drive > Program Files > EndNote X2 (this folder may automatically open for you).

5.      Open the Terms Lists folder.

6.      Select and Open a Terms List (Medical.txt) as this selection will import the list into your library. You may add more terms lists if you need them by repeating the steps above.

7.      If you have already established a library, you will need to follow the directions under Help > Importing Terms List into a Previously Created Library).

Using References in EndNote X2

Modifying your Display Fields:

You can modify many features of your EndNote library including the order in which the Display Fields appear, the font and how your library looks when you open the program.

1.      Choose from the Edit menu > Preferences.

2.      Choose Display Fields.

3.      Choose Display all authors in the Author field.

Manually Adding References:

References may be added to your library in several different ways including manually adding references and importing references from databases.

1.      Choose the References menu > New Reference.

2.      Select the Reference type > Journal article.

3.      Enter the information for the appropriate fields following the directions below.

Author: Enter one author per line using any of the following formats:

Smith, John Allen (last name, first name)

Smith, J A (last name, initials with spaces after each initial)

Smith, J.A. (last name, initials with periods after initials)

For Corporate Authors, put a comma at the end of the name:

Centers for Disease Control and Prevention,

For Corporate Authors which already have a comma in their name, put a double comma where a single comma appears as well as a comma at the end of the name:

University of California,,Berkley,

You must hit Enter after entering each author. Each author must have its own line in the author field.

Title: Enter the title with interior punctuation only. Let the text wrap- do not hit Enter in the middle of a title. Do not add an ending period.

Year: Do not add extra punctuation such as parentheses.

Pages: Add pages in any format such as 137-139, 137-39 or 137-9

Changing Text in a Reference:

Double-click the reference you wish to change in your EndNote Library. Edit the information as needed. Click on a field to add or delete text.

Searching for References within your EndNote Library:

You may search by clicking the Search tab in the Preview Pane. Select the Field you want to enter and choose Search. There is also a Quick Search

Importing References from Databases:

EndNote uses filters to properly import references from various databases.  Filters match the information in the file containing the references to the proper fields for use in EndNote. Unfortunately, the way different databases organize material varies widely from one database to another; you may need different filters for each database you use. EndNote has hundreds of filters installed. Additional filters may be found at http://www.endnote.com/support/enfilters.asp .

Importing References from PubMed:

You may access PubMed from a different tab or through your Groups in EndNote.

1.      Choose under the Groups menu in your Endnote Library > PubMed.

2.      Choose MeSH Major Topic in the first field in the PubMed search box. Type a term such as “measles” in the search term box and select AND as a Boolean operator.

3.      In the second search field box select Year and type in the search term 2009 > Search. [If you want to put your searches in a Smart Group at this time within your EndNote Library, choose Options before Search >convert to new Smart Group]

4.      In the Confirm Remote Search screen, select the first 5 citations by entering, “1 through 5,” and click on OK.

5.      These 5references will automatically be imported into your library with the All References group in your Library.

 If you perform a search directly in PubMed, mark the records you wish to enter in your EndNote Library.

1.      When you have marked all the records you want, go to the display section. In the Display box, select MEDLINE.

2.      In the Send to box, select File.

3.      When the File download box appears, click on Save, choose where to Save. Save it as a Text file (name of file.txt). It is recommended that you change the default file’s name or all the files you save will be labeled as PubMed files and each one you add will override what you already added. If you have a popup blocker, you may have to click on the popup blocker bar and continue the download.

4.      Go to EndNote Library and choose the File menu > Import.

5.      In the Import window click on Choose File > find your saved citations from PubMed > Open. Choose Import Option: PubMed Duplicates: discard duplicates, Text Translation: No Translation > Import.

6.      Another way to perform steps 2-3: you may choose in the Send to box: Text > Save it in My documents or wherever as a .txt file, renaming it before Save. This method reminds you to save the file as TEXT- as EndNote reads text files only.

Importing Search Results from Other Databases:

Every database interacts a little differently with EndNote.  There are additional handouts about Exporting or Importing References from Databases. Most database use a version of the following steps:

1.      Search the database as usual.

2.      Mark the results you want in the check boxes.

3.      Save your results in a folder, if available or Save as a text file.

4.      From here one of two things usually happens:

Either EndNote opens automatically, choose your EndNote Library or Smart Group, you may use an Import Filter OR Save results as a Named text file, choose the EndNote File menu > Import > Choose File > Select the text file you want to import > choose Import Option dropdown menu > choose appropriate filter for your database or use Other Filters to get full list > Import.

EndNote will show only the imported search results. To view your entire EndNote Library again, choose References > show all references.

Some databases will allow you to Export to EndNote from their folders, which works really well.

 Print a Bibliography:

When you locate Journal Articles in PubMed, the journal names are abbreviated. Some journals require you to assemble your bibliography using abbreviated titles and some journals require you to assemble your bibliography using the full journal title for publication. This information is very useful in the next section.

1.      Import first either abbreviated or full journal title names by following the steps listed earlier to import Terms Lists into your EndNote Library.

2.      You can create a bibliography list that uses any abbreviations in the terms list by editing the style used to format the paper. To edit a style to use either journal abbreviations or the full name, from the Edit menu >Output Styles > Open Style Manager.

3.      Select Academic Medicine (AMA style) or Academic Psychiatry (APA style) > Edit.

4.      Select Journal Names from the list of options on the Left of the Style Editor window.

5.      Select one of the available options, such as Use Full Journal Name or Abbreviate Journal Articles Only.

6.      Close and Save the style. Now when you format a paper or look at a citation in your Preview Window, you will see the titles in the format you selected.

A large list of “Instructions for Authors” is available at http://mulford.meduohio.edu/instr/

Cite While You Write: Generating a Bibliography:

As you are typing your paper in Word and want to insert a reference, go to EndNote Library and choose citation you want >go to EndNote Tools menu > Cite While You Write > Insert Selected Citation. You will be switched back to your Word document. This will generate in-text referencing and bibliography list based on the output style you have selected earlier in EndNote.

To select more than one reference from your EndNote Library, hold down the Ctl key as you choose the References.

You may also extract a number of citations from your library by selecting the citations > choose Edit menu > Copy formatted > Paste into document.

To switch back and forth between Word and EndNote you can use the shortcut keys alt + tab.

Another way to do it:

1.      Place your cursor in Word where the in-text citation should go.

2.      Select the Insert citation icon (arrow) from the EndNote Toolbar.

To Format a Bibliography in Word 2007: you can choose Update Citations and Bibliography in Word toolbar References if you have previously turned off Instant Formatting.

To edit a Citation: Click on the Citation > edit citation.

Create a New Citation Style:

1.      Choose the Edit menu > Output Styles > scroll down to see if the style you want is listed so that you can choose it. If not listed, choose New Style…

2.      To create an Author-Date in-text citation style: Choose from the Edit menu > Output Styles > New Style or Author-Date.

3.      Click the Templates panel under the Citations heading to specify the format of the in-text citations.

4.      Type ( [open parentheses] > Choose Insert Field > Author > Type , [comma] > Choose Year from the Insert Field > Type ) [closed parentheses] : Resulting in (Author, Year).

Inserting Images or Figures with Captions:

You can insert graphics figures or files into the Image field with an ancillary Caption field of an EndNote Reference. By default, the Image and Caption fields are included in these reference types: Chart, Equation, Figure. Each EndNote Reference may contain only one graphic file or attachment. To link several images or figures you may link full text articles or other files directly to the URL field.

To insert a graphic into the Image field:

1.      Create the new Reference as a Chart, equation or figure type.

2.      Choose References > Insert Picture.

3.      In the file dialog, find your file, such as Image.bmp and Insert it.

4.      In the Caption field type your caption.

To insert a graphic from EndNote Library into a paper:

1.      Open the EndNote Library.

2.      On the paper in Word, place the cursor at the location where you want the graphic to appear.

3.      From Word Tools menu, select EndNote submenu, Find Figure.

4.      Choose Search > highlight image you want > Insert.

5.      Your image and caption also appear in a figure list at the end of your document.

More on Adding Attachments:

To attach a File:

1.      Select the Reference to which you will add the attachment.

2.      Choose References menu > File Attachments > Attach File.

3.      Find the file, select the file > Open.

To attach a Graphic:

1.      Open the Reference to which you will add the attachment.

2.      Choose References menu > Figure > Attach Figure.

3.      Find the file, select the file > Open.

4.      Figures can only be attached to those reference types that contain a Figure field.

5.      Each EndNote reference can contain only one graphic or file attachment in the Figure Field. If you insert a second one, it will replace the first one.

6.      You may also Drag and Drop files into the File Attachment or Figure Fields.

Manuscript Templates:

You can start a new Word document from wither EndNote or Word. EndNote has Manuscript Templates available to use.

1.      Choose Tools menu > Manuscript Templates.

2.      Browse > select Template named for publisher to which you intend to submit your manuscript.

3.      Enter information as requested from Template.

4.      Keep choosing Next to Finish the Wizard.

5.      Look for tag indicators to guide you as you write.