EndNote Guide - Create a Library

This section of the EndNote guide continues from the START section, where we had just opened a New Reference Library, named and saved it, and were looking at the Preferences available.

Currently the new library is empty but we are about to change that. But first we have to check one more type of setting...

Style Formats

Typically EndNote defaults to using a generic style, called Annotated, which sets up your library to alphabetically sort citations and include abstracts.

You must set up your library in order to use any other styles for formatting your references.

Example: APA Style (5th edition):

Look at the top left of your EndNote software window. Click on Edit.
From that menu, select Output Styles.
And then select Open Style Manager...
Look through the alphabetical list that opens. If you click on any of the boxes to the left of the styles, you will be selecting them for use (as indicated by the checkmark).
Be sure to read the comments for any that you click on -- APA Style is complicated and it is helpful to read the instructions that EndNote gives you. You can see an example of how the style formats references by changing the drop-down menu on the right, from "Style Info" to "Style Preview".
Click on the box next to "APA 5th".
Other common stardardized styles are available as well, such as Chicago and MLA. Check with your advisors to see which style you will be required to use -- Nova Southeastern University often requires the use of APA Style, which is why we chose it for this example.
Click the red X box in the right corner of the EndNote Styles window to close it.
Now, when you click on the drop-down menu at the top of your EndNote 9 window, you'll see the other style(s) you selected. As you add references to your library you can change the style as you need to by changing the drop-down menu.

It is recommended that you read the EndNote help pages on Bibliographic Styles (especially modifying styles and saving new styles). You will need to have a variety of styles available for use in formatting different types of citations. For example, APA specifies exactly how to cite physical sources versus those downloaded from online databases -- it is good to have a style saved for each of these situations because the software is not smart enough to tell the difference between sources and will override any formatting it does not recognize.

3 Ways to Add References

References are automatically saved when you close the window, but you may save a reference while you have it open, by clicking Save in the File menu. Each reference stores the information needed to cite it. According to EndNote, you can insert one graphic or file attachment into the Image field of a record. Keywords, notes, abstracts, URLs and other information can be stored in a reference as well. Each reference in a library is given a unique record number that cannot be changed. These numbers are used by EndNote to format papers.

Now let's run through the ways to add or import references into an EndNote library.

Type each reference in by hand -- EndNote provides the fields and you type the information into those fields. To open a form, click on References, and then click on New Reference. Alternatively you may use the keyboard shortcut Control+N to open the form.

Use the dropdown menu at the top of the form to select what type of reference you are inputting. A blue outline surrounds the box where you can type, starting with Author. Click on the other fields or use the Tab key to move to the other options. Type in as much information as possible in plain text using no special punctuation or formatting. You can edit the reference later if you don't have all the details, but EndNote will go ahead and format the reference according to its settings.

Import text files. Typically a very simple text editing software is used, such as NotePad. These files must be properly formatted (Tab-delimited or EndNote Import format) and can be created by you or generated/exported from databases. Not every database has a feature where you can export a list of selected references in a simple text file. If there is a database you want to export from you can check its help pages, and/or see what options it offers through its print/email/save menus. If no options for exporting directly from the database are available, check to see if you can save a list of marked citations in a text file.

Note this option is not always available due to database settings (same restrictions as above): Import references saved or downloaded from CD-ROMs or online data services or databases.

Organizing

As you start building your library make sure you input the references correctly in terms of spelling, formatting, and citation information. EndNote basically does what it is told to do... so if you have had problems in the past with developing bibliographies, you will probably still have the same problems. Come up with a strategy for doing your research, saving resources (such as full text articles) in recognizable folders, and inputting information into EndNote. It is possible to create a disorganized library, and in doing so you will be encountering those difficulties plus the added technical problems.

We especially encourage new users to learn the basics of the software and practice using it. Try creating mini-libraries based around a certain author or subject. In the least EndNote is excellent for tracking your research, organizing citations, and preventing duplications. It is highly suggested that if you are not familiar with a style, such as APA style, to learn that style and not depend on the software to fix everything.

Sorting & Viewing

There are many ways to sort references in your EndNote library. It can be easier to view the citations in your library if you sort them so the like ones appear next to each other. This option provides a way to arrange the references so you can browse, export, print, or copy them.

While in EndNote look at the menu across the top, and,
1. Click on References, and then
2. Click on Sort References...
3. A Sort Options window appears.

It has five options that can be changed to the field you want to sort (or None), with the ability to sort each one alphabetically A-Z (or reverse Z-A); and a sixth option for choosing language.

The default sorting options are set to sort alphabetically by Title, Author, Year, and Record Number. You do not have to use all the options for the sort to work. Each new or modified reference is automatically filed according to the order set up in the sort options.

If you are having problems viewing or finding a particular reference, you can try searching for it. Look at the icons (little images) under EndNote's menu.

Click on the binoculars (image directly under Tools). A search window opens, with three boxes showing. You do not have to use all three search boxes, and you have the ability to choose which fields (author, title, year, etc.) you want to search.

What you see on the screen is not always how it will print. So before you print any part of the library, use Print Preview to format your references onscreen. This option is only available when you have a library opened in EndNote. Click on File and then click on Print Preview. EndNote does not have any special page layout options.

Cite While You Write

Cite While You Write, or CWYW, is a feature in EndNote that can be used with with Microsoft® Word 2000, XP, or 2003. It works in tandem with Word to help you as you write your papers and projects. It gives you access to publication templates, inserts references, and formats citations, bibliographies, figures, and tables.

If click on Tools and then Cite While You Write you'll see its options. However, if you don't have Microsoft Word open the options will appear in a gray font and you won't be able to open them. To activate these options you must have Microsoft Word open on the same computer where EndNote has been opened. Then the options will appear in black font and be clickable.

Through both EndNote and Word you'll have access to Cite While You Write Preferences -- be sure to check these and make any needed changes before proceeding.

As shown in the image to the right, in Microsoft Word, an EndNote submenu will appear toward the top under Word’s menus. Clicking on the reddish icon to the left of the question mark at the end of the submenu will open the Preferences menu underneath.