1. Getting Started Guide EndNote X4 on a Windows PC

2. Objectives: At the end of this tutorial, each participant should be able to: – Describe the Benefits of using the EndNote X4 Program – Recall the Key Terms and Concepts in EndNote X4 Program – Create an EndNote Library – Describe Library Window, Library Window Panes, and Display Modes – Create Groups in EndNote Library – Import Journal Names – Import References into EndNote from Library Databases and Catalogues

3. – Sort the References in EndNote Library – Insert References into Word Documents – Choose a Bibliographic Style a Word Document and an EndNote Library – Manually Add References to an EndNote Library – Attach a pdf to a Reference – Use the Figure Reference Type – Use the Search Tool – Unlink Word Document from EndNote – Move an EndNote Library between Computers

4. About EndNote EndNote is a bibliographic/reference database program designed to help you store, organize and retrieve your references. It helps you to format your references according to your chosen referencing style. You can also use EndNote with Word to insert references as you write your document. This workshop covers using EndNote version X4 with Word 2010.

5. Key Terms and Concepts EndNote Library: A personalized database of literature references. Each reference in an EndNote library is stored as an individual record with different data fields for the author, title, etc. Reference Types: Templates for the resources in an EndNote library (e.g. journals, books, newspaper articles, conference proceedings).

6. Connection Files: Files that allow you to search selected information resources without leaving the EndNote program. Some of these resources, such as PubMed and library catalogs, are freely available. Other connections require a login or personal account. Import Filters: Files that provide a match between references downloaded from databases or systems and the data fields in EndNote records. Import filters are designed to work with specific information providers (such as EBSCO) and specific databases (such as CINAHL).

7. Output Styles: Files used to control the appearance of in-text citations and references in a bibliography. The style names are based on journal publications, such as Nature, or formats defined by a publisher, such as the American Psychological Association (APA). Term Lists: Lists of words or phrases that act as indexes for your EndNote library. Term lists are used for searching, data entry and creating bibliographies. Three terms lists are automatically created and updated: Authors, Journals, and Keywords.

8. Creating Your Own EndNote Library This section explains how to start your EndNote library from scratch and create some references. Note that you can have more than one library open at a time if you want to.

9. Exercise: Start the EndNote program and create a library. 1. Double click on the EndNote icon on the desktop or, from the Start menu, choose All Programs. Select EndNote and then choose EndNote Program. 2. If this is the first time you have used the program, a dialog called “Getting Started with EndNote” appears, prompting you to open or create a reference library.

11. 3. Select Create a new library. A dialogue box will open, asking you to save your new library. Give it a name and save it to your desktop. You have now created your own EndNote library and are ready to start adding references. NOTE: If you have set a favorite library to open automatically, that library will open instead of the dialog shown in the step 2.

12. The Library Window When you open the any library with references, you will see the Library window listing all of the references that the library contains. An example is seen on the next slide.

14. The Library Window Panes

15. 1. Reference List pane: Displays a multi-column list of references. By default, the first column in the reference list shows a paper clip icon for references that include an attached file in the File Attachments field. This is followed by: – First author’s last name – Year – Title – Journal name or secondary title – Reference type – URL – Last Updated

16. 2.Groups pane: Displays various groups of references for easy retrieval. 3.Tab pane: Displays a Preview tab to view formatted references, a Search tab for searching either the current library or an online database, and a Quick Edit tab allowing you to quickly edit a reference.

17. Creating Groups in Your Library You can create up to 500 custom groups to help organize your references within your EndNote library. Your groups listed alphabetically in the taskbar on the left-hand side of the screen.

18. Exercise: Creating a Group. 1.To add a new group, from the Groups menu, select Create Group. 2.Enter the group name in the blank box which will appear in the task-bar on the left-hand side of the screen. You can then drag-and-drop references into your custom group.

19. Select a Display Mode

20. You can choose from different display modes in the Library window by selecting one of these from the toolbar. 1.Integrated Library & Online Search Mode 2.Local Library Mode 3.Online Search Mode Try clicking on the three different mode buttons at the left of the toolbar to see how the Group pane changes in the Library window.

21. In Integrated Library & Online Search Mode, all groups and commands are available. – When you download references from an online database, they are saved directly into the open library. In Local Library Mode, the Online Search groups are not available. – All local library commands are available. – If you initiate an online search from the Tools menu, the display switches to Online Search Mode.

22. In Online Search Mode, only the Online Search groups are available. When you download references from an online database, the references are stored in a temporary library until you save them to a permanent EndNote library. – This allows you to download references from online databases and review them without affecting your local library. – Many library commands are not available in Online Search Mode. – When you close Online Search Mode, the display changes to Local Library Mode.

23. There are actually two different workflows. – You may want to always work in Integrated Mode, with all groups and commands available, and with online search results downloaded directly into your open library. Or, – You may want to work primarily in Local Library Mode, with Online Groups suppressed until you explicitly switch to Online Mode to download references into a temporary library.

24. Careful! To continue the tutorial, click the left icon to select Integrated Library & Online Search Mode so that all groups and commands are available.

25. Importing Journal Names It is a good idea to pre-populate your new Endnote library with a list of journal names & their known abbreviations.

26. 1.Click Tools menu. 2.Select Open Term Lists 3.Select Journals Term List. 4.Under Terms tab, highlight all the journals names and abbreviations (e.g., highlight one reference and then click Ctrl + A). 5.Click Delete Term button.

27. 6.Select the Lists tab and ensure that the Journals option is selected, and click Import List. 7.Locate the required files, which are usually stored in: C:\Program Files\EndNote X4\Terms Lists folder. Choose the appropriate subject - e.g. medical.txt. – In this training, use the Medical Journals List text file (.txt file) supplied and Click Open. This file contains more journals than the one that comes with the EndNote X4 program.

28. Importing References into EndNote from Library Databases and Catalogues Most of the online databases the university subscribes to, allow you to import references directly to your EndNote library.

29. Exercise: Direct Export from PubMed into EndNote. 1.Perform your search in PubMed (@ pubmed.org). 2.Check the boxes next to articles you want to save. Or, if you're conducting multiple searches, save items to your Clipboard, a temporary storage space in PubMed. You can do this by selecting Clipboard from the Send To menu. If you do this, be sure to click on the Clipboard icon on the right of the page above Relevant Results before you continue. 3.Once you've chosen your citations, select Citation manager from the Send To menu at the upper-right hand corner of your search results. Then, click the Create File button.

31. 4.A dialog box will appear prompting you to either "Open" or "Save" the text file that you are creating. 5.Choose the Open button and select EndNote from the list given as the program you want to use. If you do not already have EndNote open, your computer will automatically open your EndNote library. 6. Another dialog box will appear asking you to select an Import Option. Highlight PubMed (NLM) and click Choose.

33. 7. Your references from PubMed should now be in your EndNote library.

34. Exercise: Direct Search for a Book Citation using EndNote Search Pane. 1.Open EndNote program. 2.Under Online Search, select Library of Congress. Suppose you are searching for this book: Jarvis, C. (2008). Physical examination & health assessment (5th ed.). Philadelphia, PA: Saunders Elsevier.

35. Method 1: 3.Change Author to Title, and then type Physical examination & health assessment 4.Type 2008 in the box next to Year. 5.Highlight the citation of interest and add it to the appropriate group folder in your library. Method 2: 3.Type Jarvis in the box next to Author. 4.Type 2008 in the box next to Year. 5.Highlight the citation of interest and add it to the appropriate group folder in your library.

36. Exercise: Direct Export Your References from EBSCOhost databases (including CINAHL). 1.Open your EndNote library. 2.Conduct a search in CINAHL.

37. Note: If you want to import more than one reference, click Add to Folder below each result you want to save. Be sure to click on the Folder link at the upper-right of the screen to access your saved items before you continue. 3. Once you have chosen your reference(s) [i.e., by selecting the small square box(es) next to it (them), click on the Export link available on the right side of the screen, whether you are viewing your folder or an individual record.

39. 4. Export Manager window appears

40. 5.Select Direct Export in RIS Format (e.g. CITAVI, EasyBib, EndNote, ProCite, Reference Manager, Zotero). 6.Click the Save button to begin the direct export. 7.Import this file into your EndNote library using the Refman RIS filter. 8.Your references should automatically be added to your EndNote library.

41. Exercise: Direct Export Your References from ProQuest databases. 1.Open your EndNote library. 2.Conduct a search in ProQuest Central.

42. 3.Select the references to be downloaded by clicking the checkbox next to them.

43. 4.Hover over the Export/Save link at the top of the results screen to display the export options. 5.Click the EndNote, Reference Manager, or ProCite link under the ‘Export to:’ options

44. 6. A window with Export options will open. Check that EndNote, Reference Manager, or ProCite is selected.

45. 7. Click Continue

46. 8.If a ‘File Download’ window appears, click Open. 9.Your EndNote software will be opened (if not already open), and you will be prompted to select the library you want to add the References to and they will be directly exported there.

47. Sort the References References can be easily sorted by clicking on a column heading such as Author, Year, or Title.

48. To change the sort order: Click the Author column heading to change the current Author sort from ascending order to descending order. Click the Year column heading to see the references sorted in ascending order based on the year of publication. Click the Year column heading again to reverse the sort order and see the references sorted in descending order. Click the Author column heading to return the sort order of the library to an alphabetical list sorted by the author names.

49. Inserting References into Word documents EndNote has a “Cite While You Write” function, enabling you to insert references as you type your document.

50. Exercise: Using Cite While You Write. 1.Keep your EndNote Library open and highlight the citation(s) you want to insert in the Word file. 2.Locate the Word document and open it. 3.Word 2007 and 2010 have an EndNote X4 tab. Click this tab to display the Cite While You Write tools.

51. 4.Go to the place where you wanted to insert the citation. 5.Click Insert Citation. 6.Select Insert Selected Citation(s) You should now have a list of cited references at the end of your document.

52. Adding a prefix/suffix to a citation (e.g., page number) 1.Select the citation by clicking on it in the Word document and select Edit & Manage Citation(s) 2.Complete the appropriate boxes as you want, and then select OK 3.The edited reference will now appear in the text

53. Adding multiple citations 1.To insert multiple references in one in-text citation, use CTRL to select the appropriate references from the EndNote database. 2.In the Word document, go to the place where you wanted to insert the citation. 3.Click Insert Citation. 4.Select Insert Selected Citation(s) The citation, containing multiple references, will now appear in the text.

54. Choosing a Bibliographic Style for Your Entire Word Document EndNote provides many bibliographic styles for you to choose from. You may already be familiar with some of these, for example, MLA, Harvard and APA 6th.

55. Exercise: Choosing a bibliographic style for your Word Document. 1.Click on the EndNote X4 tab in the Word program. 2.Under Style, select the style you would like to use. 3.If the style you want is not shortlisted, then click Select Another Style… – EndNote X4 Styles window appears (see the next slide)

57. 4.Select the style of interest and click Ok. Notes: – If you did not find the style that you want to use, then you can download styles from the Thomson Reuters website @ http://endnote.com/downloads/styles http://endnote.com/downloads/styles In this case, you should repeat the steps 1 to 4 after completing the installation of the new style that you will download from the Thomson Reuters website. – See the next example

58. Example: Searching and Installing the style for Nursing Outlook Journal from Thomson Reuters website. Steps: 1.Open the link http://endnote.com/downloads/styleshttp://endnote.com/downloads/styles 2.Under Style or Journal Name, type Nursing Outlook 3.Click Apply 4.Click on the Download button next to the style shown in the results

59. 5.Click on the downward triangle next to Save button and select Save As 6.Download the style on your desktop 7.Click Open 8.Click File and Select Save As 9.Name the style. You may wish to name it Nursing Outlook followed by your name or date of downloading the style

60. Choosing a Bibliographic Style for Your Library EndNote provides many bibliographic styles for you to choose from. You may already be familiar with some of these, for example, MLA, Harvard and APA 6th.

61. Exercise: Choosing a bibliographic style for your EndNote Library. 1.Click on a reference to highlight it and click the Preview tab to display the detail. The Preview pane shows the reference in more detail and formatted in your chosen bibliographic style. Note that if EndNote is being run for the first time on your computer, it will say “No bibliographic style initialized” in the preview pane. Once you have selected a style (see point 2), the reference will be shown in the preview pane.

62. 2. Click Select Another Style from the drop-down menu. Note that EndNote will remember any styles that you use and will store them in this menu 3.Locate the style you want from the list, highlight it and then click Choose. 4.Try experimenting with different output styles.

63. Manually Adding References to Your Library There are a number of different ways you can add References to your EndNote library. In this exercise we are going to add references manually, by typing them in.

64. Exercise: Adding a Book Reference. 1. To add a new reference click the New Reference button on the toolbar, or select New Reference from the References menu (or use CTRL+N). New references appear as journal articles (unless you change the default setting) but can be changed to any other type of reference using the Reference Type list at the top of the window. The window seen on next slide appears. The default is an addition of a Journal Article.

66. 2.Choose a reference type. Click the Reference Type list and choose Book. 3.In the Author field type Nieswiadomy, Rose Marie 4.Press the TAB key once and type the year 2012

67. 5. TAB to the Title field and type the title Foundations in Nursing Research 6.TAB to the City field and type Upper Saddle River, New Jersey 7.TAB to the Publisher field and type Pearson Education Inc 8.TAB to the Edition field and type 6

68. 9. To save the reference either CTRL + S or close the reference window by clicking the cross in the right-hand corner (do not click the cross with red background)

69. 10.The following Save box will be displayed. Select Yes to save your reference.

70. Notes: It is important to note that care must be taken when typing in the Author name. It must be in the correct format, including punctuation, as this determines the way references appear in the EndNote library. Also, names should always be entered in full (not just initials). If there is more than one author press ENTER and type the next author on a new line. When adding corporate authors, put a comma after the name. For example: Arts Council of England, – The comma tells EndNote where the last name or Company name ends.

71. Exercise: Attaching a pdf to a reference. 1.Double-click the reference that you have its pdf version. 2.From the References menu, select File Attachments > Attach File… 3.In the dialogue box that opens, locate the pdf and click Open – the file is inserted into the File Attachments reference field 4.Save the Reference window – you will see that the reference has a paperclip, indicating that a file has been attached

72. Exercise: Using the Figure Reference Type. EndNote allows you to store figures/images in your Library. You can also add an image, figure or illustration to a reference. Note that only one image attachment can be held in a reference. If a second image is added, it will delete the first. Once you have attached an image, the file will be stored in the.data folder.

73. 1.Click on the New Reference button and change the Reference Type to Figure 2.In the Created By field, type Film and Sound Online, (don’t forget the comma) 3.In the Title field, type Worms image 4.Scroll or tab down to the Caption field and type Worms. Note. The information entered in this field will appear underneath your image in any Word document you import your image into.

74. 5.Go to the References menu and select Figure > Attach Figure… 6.Click Choose File, locate the Worms image and click Open 7.Scroll down to the Figure field – you will see that your picture has been attached 8.Save the new reference either using CTRL + S or clicking the cross in the top-right corner.

75. Exercise: Using the Search tool 1.To quickly search your entire Endnote library, use the Quick Search box in the toolbar at the top of the screen. 2. Enter a word or phrase and select Enter.

76. Unlinking your Word document from EndNote Once you have completed your referencing, you will need to unlink your Word document from your EndNote Library before you send it to a publisher. EndNote calls this ‘removing field codes’.

77. Exercise: Removing Field Codes 1.Form the EndNote menu, click Convert Citations and Bibliography 2.Select Convert to Plain Text

78. This will make a second copy of the file – one without any field codes. This means that if the publisher requests any changes, you can return to the version with the codes and can repeat the unlinking process. You need to remember to keep both copies of the file!

79. Moving Your Library between Computers

80. If may find that you need to move your EndNote library between different computers. Or you may need to send a copy of your library to a colleague. Or you may just want to make a back-up copy. The best way to do this is to save your library as a single compressed file. This will save the complete library, including the “.enl” file as well as its associated “.Data” folder and all of its contents. You can easily restore (unzip) the compressed library with EndNote.

81. Exercise: Creating a compressed library file. 1.Open your EndNote library. From the File menu, select Compressed Library 2.Ensure that you have selected Create, with File Attachments and All References in Library. Use the file dialog box to save your library as an EndNote Compressed Library 3.To restore your compressed library file, go to the File menu and select Open

82. 4.Locate your compressed EndNote library (.enlx) and click Open – this will extract the “.enl” file and the “.Data” folder to the same folder where the.enlx file is located. 5.Use EndNote to open the “.enl” file as you normally would to use the library.

83. Common Keyboard Shortcuts CTRL+OOpen a libraryCTRL+SSave CTRL+CCopyCTRL+XCut CTRL+VPasteCTRL+ZUndo CTRL+NOpen a new reference window CTRL+WClose the reference window CTRL+FSearch referencesCTRL+F4Close the library window TABSelect the next reference field TAB+SHIFTSelect the previous reference field CTRL+ASelect all references showing in the library window CTRL+EEdit/open a reference CTRL+DDelete a referenceCTRL+MShow all references CTRL+PPrint selected referencesSHIFT+ left-click Select a range of references CTRL+ left-click Select more than one reference