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Getting Started with EndNote X4

Getting Started with EndNote X4. Dr. Christiane Holtz, holtz@ulb.uni-bonn.de , 28.September 2010. Why use EndNote ?. Create a database of your references Enter manually Import from online databases Extract from pdf data Manage references and full-text Sort into Groups

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Getting Started with EndNote X4

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  1. Getting Started with EndNote X4 Dr. Christiane Holtz, holtz@ulb.uni-bonn.de, 28.September 2010

  2. WhyuseEndNote? • Create a databaseofyourreferences • Enter manually • Import from online databases • Extractfrompdfdata • Manage referencesandfull-text • Sortinto Groups • Create/Import notes, abstracts, keywords • Upto 45 attachments per reference • Download full-textarticless, determineifavailable

  3. WhyuseEndNote? • Format citations, bibliographies, etc. asyouwrite • Bibliography, Table ofFigures, List ofSupportingDocumentsautomaticallygenerated in Word and Open Office Writer 3 usingCiteWhileYouWrite • Format documentssavedas RTF usingFormat Paper • Word Manuscript Templates fornumerousjournals

  4. Your Database • EndNote Library = [yourdata].enl • Automatically open a specific Library whenyoustartEndNote (Preferences) • Each Library has a corresponding .DATA folder (e.g. containspdffiles). Whenmovingorcopying Libraries with Windows-Explorer alwaysincludethecorresponding .DATA folder • ENL fileanditscorresponding .DATA foldercanbesavedtogetheras an .enlxcompressedfile :File >> Compressed Library

  5. UsingEndNote in a Network • Massinstallation on several PCs ispossible • Multiple userscansimultaneouslyread a Library: in Windows Explorer changethe Properties ofthe Library toRead-Onlyforthe ENL fileand .DATA folder • Simultaneouseditingby multiple usersis not possible • The network‘ssystemoffilepermissionscancontrolthe type ofaccessallowedforusersorgroups

  6. Database Window • Short tabularview • Fields andsort order: Edit >> Preferences • Double-clickforFull View

  7. The Tab Pane • Preview: Displays selectedreference in yourcurrentcitation style • Search:Searchforreferences in theEndNote Library • Quick Edit:Fullviewof a singlereferenceforediting

  8. Output Style • Preview displaythecurrentcitation style (Output Style) • Change the Output Style atany time • Tosee a completelistof Output Styles, chooseSelect Another Style

  9. Search • Searchforspecificwords, independentofupperandlowercase HIV finds also archive • Solution: • Match words: theexactwordissearched, ratherthan partial wordmatches • Match case: whenentering HIV, will find onlythoserecords in whichthesearchtermiscapitalizedexactlyastyped (canbecombinedwithnumberranges)

  10. Searching PDF data • Searchforterms in attachedpdffiles • Searchfield: "PDF" or "Any Field + PDF" • Will not workwithscanned PDFs

  11. Edit >> Preferences • Numerouspossibilitiesto fit yourneeds, e.g. • Select a Library to open whenyoulaunchEndNote • Determinewhichfields (and in what order) display • Select thedefault Reference Type formanualinput • Use all optionsfor Find Full Text (seeslide 32)

  12. Groups Pane permanent Group Set Custom Group Smart Group created automatic

  13. Working with Groups • Creatingandediting: Groups Menu orright-clickwithmouse • Move referenceswithdrag-and-dropfromother Groups orfromthe Library window • Custom Groups andreferenceswithin Custom Groups mayberemovedwithoutdeletingthereferencesfromthe Library (theyremain in "All References") • Whenyoudelete a referencefrom a Smart Group, EndNote also deletesthereferencefromthe All References group, withnowarning.

  14. Smart Groups • Create a Group from a Search • Directly in theSearchwindowwiththe Button Options >> Convertto Smart Group • FromtheGroupsmenu • New referencesthatmatchthesearchconditionsareautomaticallycopiedintotheappropriate Custom Group

  15. Combined Groups • Custom Groups and Smart Groups canbecombinedunder a singlegroup.Groups >> Create from Groups • Selected groupsarelinkedwith Boolean operators (AND, OR, NOT) • AND istheintersection, OR isthesum

  16. Collecting Data (Overview) Generatedfrompdfdata

  17. Entering a new Reference • References >> New Reference • Select matching Reference Type (Journal Article will be available by default first, can be changed in Preferences) • Field name can change depending on the chosen reference type • Figure, Chart and Table: manage images, files and objects • Each Referenence can contain up to 45 attachments • DOI known Online SearchwithCrossRefdeterminestherelatedrecord

  18. Rules for Entering Author Names • ONE authorname per line • First name Last nameorLast name, First name • EndNote recognizes first and last name and adds new names to a Term List • Corporate Author • Comma after the name required • Two commas if the name contains an additive • World Bank, • University ofCalifornia,, Berkeley

  19. Recommendationfor Journal Title • Enter thefullnameand update theJournalsTerm List withtheabbreviation theselected Output Style determineswhichname type isused • Ensure consistency within the columns • Whendirectlyimportingdata , correctionsmayberequired

  20. Term Lists • Menu Tools • Default lists are created from author names, journal titles and subject headings • Toworkwithlistitemsselect Open Term Lists >> Terms • More listscanbedefined

  21. Importing Journals Lists Journal titles and abbreviations commonly used in some subjects can be imported (EndNote program folder "Terms List ")

  22. File Attachments • Field File Attachments • Menu Reference >> File Attachments >> Attach File • Select checkbox "Copythisfiletothedefaultfileattachmentfolderandcreate a relative link" • Copy of the file is stored in the DATA folder. File is always available, even if the location of the EndNote library or local files is changed

  23. Online SearchingwithEndNote • Menu Tools >> Online SearchorOnline Searchin Group window • Conditions: • Database with Z39.50 interface • Databases licensed by the University of Bonn are only accessible from the campus network or via VPN Client • EndNote search screen is adapted to the selected database and does not provide all the possibilities of searching the database directly  Alternative: Import

  24. Display Mode • Integrated Library & Online Search Mode • All groupsandcommands • Results of the online search will be stored directly in the "All References" group • Unwantedreferencescanbedeletedoreditedfromthe „online search„ group • The "online search" group is cleared when a new search is performed

  25. Display Mode • Local Library Mode • No "Online Search"-Groups • Tools >> Online Search => change to Online Search Mode

  26. Display Mode • Online Search Mode • Only online search, commandsfortheLocal Library onlypartiallyavailable • Resultsfrom online searcharesaved in a temporarylibrary • WantedreferencesarecopiedbyReferences >> Copy References to

  27. Import • Tosearchthedatabaseandto save results in a suitableoutputformat • Menu File >> Import, throughChoose File • Choosefromthelist „Import Options“ thesuitable filter fortheoutput • Duplicates: Import All  All records will beimported, eventhoughtheymightalreadyexist in thelibrary (subsequent removalofduplicaterecordsispossible) • Text Translation  onlyneeded, ifyouwanttoimporttextwith non-latinfont

  28. Output Format and Import Filter • EndNoteoftenavaivableas an outputformat • Anotherusualstandardformat: RIS • Somedatabasesoffertxt-Format, whichcanbeimportedthroughthedatabasespecific filter • Fulllistofspecialfilters:Edit >> Import Filter >> Open Import Filter Manager • Constantlyupdatedlistfor Download: www.endnote.com >> support & services

  29. Import Filter The mostusual Standard formats Special filters Online Search

  30. Direct Export • SomeDatabases send searchresultsdirectlytoEndNoteandautomaticallychoosethesuitableimport filter • List ofthedatabasesandinstructionsareavailableunderEndNote-Help  "Direct Export Providers"

  31. ControlRequired • Both online searchandimportcanresult in incorrectallocationoffieldsorreference type (Often: Essay collectionsareseenasjournalsthenameoftheeditorappearsincorretly in thefieldof "Journal Title" ) • Different databasesuse different abbreviationsforjournals • With large librariesduplicatecontroladvisablefrom time to time : References >> Find Duplicates (youcandefinethetermsthroughPreferences )

  32. Generating References fromPdf-files • Menu File >> Import >> pdforFolder • Bibliographicdatarecordsaregeneratedfrom all ofpdf-files in a chosenfolder • The original pdf-file in thefolderiscopiedandaddedas an attachment • Conditions: • Internet access (Firewall must allow Port 80) • Proxy Server: possibleexceptionneededforwww.crossref.org (Windowsystemsettings) • unique DOI in pdf on thefirsttwopages – themorecurrent, themore probable

  33. FindingFull Texts Threepossibilities: • References >> Find Full Text • Free availableandlicensedfilesareautomaticallydownloaded • Does not workwith all providers • References >> URL >> Open URL • Access tothefulltext, if a link isappears • References >> URL >> OpenURL Link • To find out localavailability, anddownloadfilesmanually • Interlibrary loan

  34. ConditionsforfindingFull Texts • Campus networkor VPN-Client • Edit >> Preferences • >> EndNote WebTocreateandregisteryouraccount • >> Find Full TextActivate all thefulltextsearchoptions, and enter thefollowingOpenURLpathof ULB Bonn in thefieldprovided:http://www.digibib.net/openurl/005

  35. Find Full Text - Results • Foundfulltextanddownloads (pdfs in DATA-fileandasattachments • Link foundtothefulltext References >> URL >> Open URL • NofulltextfoundReferences >> URL >> OpenURL Link

  36. OpenURL Link Fulltextavailable in Bonn Print holdings in NRW

  37. OpenURL Link Interlibrary loan (Title dataofthereguestalreadyfilled in)

  38. Data Output • Sortedbibliographies • CiteWhileYouWrite: Short in-textcitationandbibliographies in Word/Open Office Writer 3 • Format Paper forrtf-files • Word documenttemplatesformanyjournals

  39. SortedBibliographies • YoucansortaccordingtoeachEndNote-databasefield, e.g. sortbykeywords: • Chooseyourreferences • ChooseyoursortfieldthroughTools >> SubjectBibliography • In necessary, youcanchangethelayoutthroughchangingtheoutput style andadditionallythroughthebuttonLayout • Youcan also deleteunwantedgroupsthroughthebuttonTerms • Youcan save yourlistsasrtf, txtorhtml

  40. Example: SortbyKeywords

  41. CiteWhileYouWrite • CiteWhileYouWriteintegrates an EndNote-toolbar in Word • Drag thecursortotheplaceof in thetext , whereyouwanttopastethereference • Click on theEndNote-Toolbar Find Citations, choosethewantedreferenceandpasteitthroughtheInsert -button

  42. CiteWhileYouWrite • EndNoteinsertsa citationwithinthetextandgenerates a bibliographyatthe end ofthetext • Citation style matchesthechosenoutput style andcanbechangedatany time

  43. Changingthe Layout ofBibliography

  44. Editingthe in-textcitations • Changesdirect in thetextare lost, whenthedocumentisformattedthenext time • Solution for individual citations:EndNote-toolbar >> Edit Citation • The changeshere must matchwiththerulesofthechosenoutput style.Example: Tobeabletoaddpagenumbersofthecitedworktothe in-textcitationrequires, thattheappropriatesetting in thetemplateofoutput style "Cited Pages„ isactivated

  45. Editing Output Style • E.g. Howtoaddcitedpagestothe in-textcitation • Edit >> Output Style >> Edit ...

  46. AddingFiguresandTables • Insert Citations >> Find Figures: Toincludefiguresandtablesintothetext (Reference Type "Chart or Table" or "Figure") • Depending on thepresettingsoftheoutput style a listoffiguresandtablesisgeneratedatthe end ofthedocument

  47. Traveling Library • EndNote-citations in a Word-documentareconnectedwith a fieldcode, thatcontainsthe title information • Word Citations-Group >> Edit Library Reference(s): Toedit References, evenwhenthe Original-Library is not available • Word Tools-Group >> Export toEndNote >> Export Traveling Library: totransferdatafrom a Word documenttoEndNote

  48. UsingDocument Templates • Documenttemplatesdeterminethedocumentformatthatisdemandedby a journal/editor • A large numberoftemplatesareavailable in theEndNote-Program file "Templates" • To open fromwithinEndNote: Tools >> Manuscript Templates

  49. Keep Yourself Updated • TutorialsandWebinarswww.endnote.com/training/ • New Output Styles, Import Filters, Connections Files ...www.endnote.com/support/ensupport.asp • Administrators: Updates and Patcheswww.adeptscience.de/bibliographie/endnote/

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