EndNote X1

1. EndNote X1 An introduction to the PPC library and the software we use to keep track of it.

2. The PPC Library: What’s in it? • The library has many types of resources! • Books • CDs • Conference and Meeting Materials • Dissertations • DVDs • Journals • Magazines • Reports (of various types) • Videos • Our library is unique and oftentimes extremely helpful because of the diversity of its materials. For example, we keep very up to date annual reports from various agencies, and we also keep helpful information from conferences that PPC employees have been to. These resources cannot be found in any other library.

3. The PPC Library: How is it organized? • There are 4 overall categories in the PPC Library that are denoted by the color of label they have: • Topic Specific Resources (blue) • Academic and Government Resources (red) • Writing and Planning Resources (purple) • Other Materials (green) • Within each category, resources have been placed into sections, which can be found in a list next to the “Return Books Here” box, or on the new EndNote Library. • Within each section, resources are placed alphabetically from left to right by author or editor. If the resource doesn’t have an author or editor, it is placed at the end of the section alphabetically by title with the other resources that have no author or editor.

4. How EndNote X1 works with the PPC Library • At the Public Policy Center, before any new resource is placed into the library an Undergraduate Research Assistant enters its information into the EndNote Library so that we can keep track of our collection. • Thus, EndNote and the PPC Library work hand in hand because the two are meant to be like carbon copies of each other.

5. EndNote X1: How New Resources Are Entered • When a person at the PPC wants to add a resource to the PPC Library, they should put it in the basket next to the URA workstation near Cyndi’s desk. The resource should include a sticky note saying that it needs to be entered into the computer and then into the library. • URAs are generally the only people who enter resources into the EndNote Library and the physical library. This is in an attempt to maintain consistency. Especially in the physical library, we want resources to be put into the correct place so that they can easily be found. This process is much less confusing when fewer people are a part of it!

6. EndNote X1: How New Resources are Entered, Con’t • A URA entering a new resource will follow these steps: • Click on the Start menu and go to the EndNote program • Choose the option “Open an existing EndNote library” • Click “Browse” and find the EndNote Libraries folder in the L drive, then double click on the library you want to open • Double check to make sure the resource hasn’t already been added to the library • Click “References-New Reference” on the top menu • Under Reference Type, choose “Generic” • Fill in as many fields as possible. We never get all of the fields completed because some don’t apply to every resource, like “Short Title” or“Reprint Edition” • Always fill in the “Keywords” field and, if given, fill in the “ISBN/ISSN” field. These seem to be important • If possible, use a similar resource as an example to know which fields to fill in while creating new references

7. EndNote X1: Groups • With the new version of EndNote, EndNote X1, we will be better able to organize our electronic library in a similar way to how we organize our physical library. • EndNote X1 offers a function called Groups, which allows us to assign each resource a particular group to belong to. • The wonderful thing about this function is that once we have all of our resources entered into it, anyone will be able to simply click on a group and see all of the resources in that group. This will be helpful if you are doing research in a broad perspective and want to see what types of materials the PPC has to offer. It will also help us keep better track of all of our resources dealing with various projects.

8. EndNote X1: Bibliographies • If you are citing a resource you have used from the PPC library in a document, there is a very easy way to create your bibliography page with EndNote: • Simply go to the EndNote library and click once on the resource you want to cite so that it is highlighted • Then go up to the toolbar where there is a dropdown arrow and choose what type of citation you would like to create. Currently, I have our program set to create citations as annotated, APA, and MLA. However, there are many options so let me know if you need a different style and I can probably add it for you. (That might be a little technical for this presentation!) • The citation will appear near the bottom of the EndNote screen and you can simply copy and paste it into your document

9. EndNote X1: Cite While You Write • A new feature of EndNote X1 that will probably be very useful is the Cite While You Write (CWYW) feature. • CWYW is used in conjunction with Microsoft Word. From my understanding, both EndNote and Word must be open for this feature to work • When you would like to insert an internal citation, you simply leave your curser where you want it in Word and click once on the resource in the EndNote Library so that it is highlighted • Next, click “Tools-Cite While You Write-Insert Selected Citation” • The internal citation should show up right where you left your curser, and the citation for the bibliography will be at the bottom of the page

10. The PPC Library and EndNote X1: In Conclusion • EndNote X1 serves many functions for the Public Policy Center. • Keeping track of resources in the library • Organizing resources in the library (soon!) • Offering help with citations • Please utilize this knowledge to take advantage of the wonderful resources we have right here in our office!