Using EndNote

Note: all images on this page are screen shots of operations described in the text that directly precedes them.

What is EndNote?

• EndNote is an online search tool—it provides a simple way to search online bibliographic databases and retrieve the references directly into EndNote. EndNote can also import data files saved from a variety of online services, CD-ROMs, and library databases.
• EndNote is a reference database and image database. It specializes in storing, managing, and searching for bibliographic references in your private reference library. Now you can organize images including charts, figures, and equations with a caption and your own keywords.
• EndNote is a bibliography maker and manuscript maker. It formats citations and figures in Microsoft Word with the Cite While You Write technology. Watch the bibliography and figure list appear as you insert citations in your manuscript.

1) Opening EndNote

• Open Macintosh HD > Applications > EndNote 7.

2) Creating a library

From EndNote’s File menu, choose New. EndNote presents a dialog prompting you to name and save the new library:

• Enter a name for your new library.
• Using the folder menu, choose the location where you would like to save the library.
• Click Save and the new library appears as an empty EndNote library, showing“0 out of 0 references.”
• Now that you have created a new library, you can begin entering references into it.

3)Entering references manually

There are various ways to add references to an EndNote library. This section deals specifically with typing information into EndNote, editing EndNote references, and inserting graphics and files.

To add a new reference to an open library:

• From the References menu, choose New Reference. This opens an empty Reference window:

• Choose a reference type from the Reference Type menu at the top of the window.

• (In addition to determining how the reference is formatted in the bibliography, the reference type determines which fields appear in the Reference window. For example, a Journal Article reference would have fields for Journal, Volume, and Issue, whereas a Book would have fields for Editor and Publisher.)
• Enter the bibliographic data into each of the fields in the reference. When you are finished, close the reference to save it and add it to the library.

Notes:

• Special bibliographic formatting and punctuation should not be included when you enter reference data into EndNote. For example, you do not need to put quotes around titles or italicize journal names. Enter only the raw data and leave the formatting to EndNote.

• Author and editor names must be entered one name per line. Author names can be entered either with the last name followed by a comma and the first name, or the first name followed by the last name. Both are correct.
• EndNote can abbreviate first and middle names, so for maximum flexibility enter whole names whenever possible. If you are entering initials instead of full names, be sure to type a period or a space between initials, (for example “Fisher, J.O.” or “J O Fisher”), otherwise EndNote interprets the initials as a single name: “Jo.”
• Enter all author names for a particular reference. EndNote will truncate the list of authors with “et al.” or “and others” as required by the bibliographic style. If you do not know all of the authors’ names, then the last author should be “et al.” or “and others” followed by a comma.
• When entering corporate authors, put a comma after the name:

• U.S. Department of Agriculture,
  Apple Computer Inc.,

• Be sure that you do not have any commas in the name because all text before the comma is interpreted as a last name.

• For multiple-word last names, like Charles de Gaulle, enter the name with the last name first, such as:

• de Gaulle, Charles

• Entering a name this way ensures that both words “de” and“Gaulle” will format as the last name.

• Enter authors with titles, such as “Jr.” or “III”, as Last, First, Title. For example, “Alfred Smith Jr.” must be entered as:

• Smith, Alfred, Jr.

• The Image field may have a different name depending on the reference type. It may be labeled Image or have a custom label assigned by you. The Image field can contain a graphic or an object (file attachment). This field is not used by default for all reference types, but it is available in the Generic list of EndNote fields so you can add it to any reference type. Each reference can contain only one graphic or file attachment. A related Caption field appears directly under the Image field in a reference. Use this field for a short description of the image or file.

4) Retrieving References from Online Databases

Using EndNote's Connect and Search commands, you can search online bibliographic databases just as easily as you can search an EndNote library on your own computer. And the results of your searches appear as EndNote references, ready to store in your own EndNote library.

To connect to a remote database:

• From the Tools menu choose Connect and select the Connect command from the submenu.
• EndNote comes with pre-configured connection files to free reference databases and library catalogs as well as databases that require payment and/or a password for access.
• Most of the databases offered by the commercial information providers (Ovid, OCLC, DIMDI, SilverPlatter, etc.) require an account and password for access. There are, however, numerous databases that are available at no cost to you, and no account is required.
• Two major databases that do not require passwords are the PubMed database from the National Library of Medicine, and the Library of Congress. Many of the general library catalogs are also unrestricted.
• Additional connections may be available at the EndNote Web site (http://www.EndNote.com/support/enconnections.asp).
• Select the database that you would like to search, and click Connect. When the connection has been established, an empty Retrieved References window opens and EndNote's Search window appears, ready for you to enter a search. The connection to the remote database is maintained until you close the Retrieved References window or, after a period of inactivity, the connection automatically times out.

To search a remote database:

Searching a remote database is essentially the same as searching your own EndNote library. After establishing a connection:

• Enter your search term(s) into EndNote's Search window.

• Choose the appropriate search options.
• EndNote provides a Search References command that enables you to locate specific references or groups of references. For example, you can choose a very general search, one that scans the entire library, or you can limit your searches to specific fields (such as Author or Keywords). You can also create more complex searches using a variety of operators such as And, Or, Not, Greater than, Less than, and others.
• By default, the Search References command looks for a match for the search term in any of the fields in your references. This is what the phrase “In Any Field” indicates. Use the Field menu in the Search window to narrow your search by changing Any Field to a specific field.
• Click Search to send the search request to the remote database.
• Click OK to retrieve the references

• There are a few significant differences between searching a remote database and an EndNote library:
• The "Search Remote" checkbox must be selected in order to submit a search to the remote database. Turn this option off to search only the references that are in the Retrieved References window, instead of searching the entire remote database.
• If you change the focus of your search from a remote database to an EndNote library (by clicking on a Library window, or by closing the Retrieved References window), this "Search Remote" option is automatically dimmed because it does not apply to an EndNote library.

• If you then switch back to have the Retrieved References window as the focus of a search, the "Search Remote" option will be available again.
• Once the references appear in the Retrieved References window, you may browse through them and transfer to your EndNote library the ones that you want to keep.
• To retrieve and save references from an online database:
• After a successful search, EndNote alerts you to the number of references that were found. You have the option of retrieving all of the references or a specific range of references. Choosing OK brings the Retrieved References window forward and EndNote begins to retrieve references into it.

• Use the Retrieved References window to browse through the references you have found. Open the references to review their contents just as you would for a reference in an EndNote library: by double-clicking.

• Use the Search, Sort, and Show/Hide Selected References commands to help you review the search results. The preview pane can also be used to preview a formatted version of the selected references. You can even use the Change Field command to add a comment to the retrieved references.
• Retrieved references that you want to keep should be transferred to a new or existing library.
• If the destination library is open, you can drag-and-drop selected references from the Retrieved References window to the destination library. Select the desired references, then click on any part of the selection, keep the mouse button pressed, and drag the selection to another Library window. The selected references will be copied to that library. OR
• Select the references that you want to save, and click the Copy References To menu at the top of the window. Choose the option to copy them to any currently open library (names of open libraries are listed in the menu), to a new library, or to an existing library that is not already open. If no references are selected, all of the references are transferred. Pressing the OPTION key changes the Copy References To option from copying the selection to copying all showing references.


4) Sorting references in library

The Sort References command provides a way to arrange all references showing in the Library window for exporting, printing, copying, or just browsing.

EndNote libraries are typically sorted by the first author's last name, year, and record number. When you add a new reference, or modify an existing reference, EndNote automatically files it in this order. Use the Sort References command to change this order. The current sort order remains in effect until you change it again.

To change the sort order:

• From the References menu, choose Sort References .

• Select one or more field names from the menus in the dialog. Enter the field names in the order you want the references sorted. (You do not have to use all five options.)
• Click the button to the right of each field to indicate ascending or descending order.

• With the field names entered as desired, click Sort.

5) Cite While You Write

Cite While You Write gives you access to EndNote references and formatting commands with an EndNote 6 submenu on Word’s Tools menu. To Cite While You Write, you must use Microsoft Word X.

To Cite While You Write:

• Open the EndNote library or libraries that contain the references you wish to cite.
• Start Microsoft Word and open the paper you are writing. (EndNote recommends using the template wizard to create your Word documents, found in EndNote’s Tools menu as Manuscript Templates.)

• When you are ready to cite a source, position the cursor in the text where you would like to put the citation.
• Go to the Tools menu in Word, then the EndNote 6 submenu, and select Find Citation(s). An EndNote Insert Citations dialog appears, which shows the previous search results.

• In the Find box, enter identifying text for EndNote to locate the appropriate reference. This could be an author’s last name, a year, a keyword, or any other combination of terms found in the reference.

• Click Search and EndNote compares the identifying text to your EndNote references and then lists the matching reference(s).
• Identify, highlight, and Insert the appropriate reference(s). Citations are inserted directly into your paper in the same font as the surrounding text.
• Go back to step 4 to insert the next citation, and continue citing references this way.
• NOTE: When Instant Formatting is turned on, each time you insert a citation it is formatted and a bibliography is updated at the end of your document. When you are done inserting citations, your document is done! Instant Formatting is turned on by default.
• If you need to make changes to the paper after formatting (such as adding or deleting citations), make the necessary changes, choose the Format Bibliography command again, and let EndNote do the rest. To customize a formatted citation:
  • Insert and format the citation.
  • Click on the formatted citation.
  • From Word’s Tools menu, go to the EndNote 6 submenu and Edit Citation(s) to display the EndNote Edit Citation dialog.
  • If the citation is part of a multiple citation, several references will be listed in the left column of the dialog. Make sure the citation you want to customize is highlighted.
  • Customize as needed.
• To format citations and generate a bibliography:
  • From the Tools menu in Word, go to the EndNote 6 submenu and select Format Bibliography.

• On the Format Bibliography tab, change or verify these settings:
• Format document: Make sure the appropriate Word document is selected from the list of open Word documents.
• With output style: Select the appropriate output style to format references. You can experiment by reformatting with various output styles.
• Temporary citation delimiters: These are the opening and closing delimiters for temporary citations. Make sure they are unique delimiters, and not characters you would normally use in your paper. The defaults are curly braces.

• On the Layout tab, change or verify these settings:
• Font and Size: These are the text font and size used for the bibliography.
• Bibliography title: To print a title at the top of your bibliography, type the title in this text box.
• Text Format: The Text Format button displays a dialog where you can change the format of the reference list title.
• Start with bibliography number: Enter a starting reference number if you want to number your bibliography.
• First line indent and Hanging indent: Use these settings to set a paragraph indent, a hanging indent, or no indent at all. The hanging indent applies to the second and subsequent lines of a reference in the bibliography. You can type measurements as centimeters (cm), inches (in), lines (li), or points (pt).
• Line spacing and Space after: Set the line spacing for within a reference and the space after for spacing between references.

• On the Instant Formatting tab, you can Enable or Disable Instant Formatting.
• Click the Libraries Used tab to see which libraries are referenced in the document.
• Click OK to save changes and format your citations and bibliography. It is always best to make changes to your final bibliography by correcting the data in the EndNote library, editing the output style you are using, or adding or deleting citations from your paper. Then, after making the necessary changes, choose Format Bibliography and the corrections are automatically made to the bibliography.
• It is not always possible for EndNote to format the bibliography exactly as needed, so you might have to manually edit the formatted bibliography. If you must do this, remember that if you reformat a paper after editing the bibliography, EndNote will not preserve your edits. When EndNote reformats a bibliography, it deletes the existing one and puts a new one in its place.
• You can edit the bibliography as you would any text. The bibliography may be shaded, but you can still edit it. If you later reformat the paper, your edits will be gone.
• You can add text after the bibliography, but make sure to put it after the end of the formatted bibliography - outside of the bibliography field.

Using Zotero

What is Zotero?

Zotero is a Firefox extension that functions as a bibliographic tool similar to EndNote. It works across Mac and PC platforms; grabs citation information from Amazon, Google Scholar, and similar sources; and generates bibliographies in MLA, APA, and Chicago styles.

Opening Zotero

You open Zotero from the Firefox browser, so you must have a Firefox window open.

Firefox Menu -> Tools -> Zotero

Using Zotero in the CWRL

Using Zotero in the CWRL requires one important adjustment. Remember that your Zotero database get wiped out on reboot, just like anything else on the desktop of any CWRL computer. If you want to carry over cites from one use to the next, export your Zotero database to a teacher folder or removable media in one of the following formats:
RDF
BibTeX
... and more.

Then you can import it next time you open Zotero.

How-to documentation

http://www.zotero.org/documentation/quick_start_guide