INTRODUCTION TO ENDNOTE - Library

(based on tutorial from University of Queensland)
INTRODUCTION TO ENDNOTE
EndNote is one of a number of referencing software programs that are available today.
It allows users to:
Create, organise and maintain a personal database of references called an
EndNote Library.
Manually insert references or download them from other databases into your
library
Enter references into documents and
Generate a bibliography in the correct style for publication.
EndNote is available for Windows and Macintosh computers, and the two versions are
very similar.
CQUniversity has negotiated a site licence for EndNote, which permits staff and students
of the University to use the software both at work and at home. For support and
information on how to obtain the software, see our LibGuide at:
http://libguides.library.cqu.edu.au/endnote
This guide aims to show you the basic skills required to get started using the latest
version of EndNote. It does not cover everything you will ever need to know. The help
screens in EndNote are very useful and they can be accessed by clicking on the Help
option on the menu bar at the top of the screen or the Help button on the toolbar
of your EndNote library.
There is also a useful Getting Started guide, which is a .pdf file installed on your
computer in the same folder as your EndNote software. You can access it easily from the
Windows Programs menu.
Assistance can also be obtained from the Liaison Librarian ‐ Research:
research‐librarian@cqu.edu.au

Opening EndNote:
1. Go to Start> All Programs> EndNote>Click on the EndNote Program Icon.
It will look like this:
You should then see the following screen:
Once you have created a library you will no longer see this box when you log in.
Click the Create a new library graphic.
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You will see a dialogue box similar to the following image:
New Library
In the Save in box, select the folder where you wish to save the library.
In the File name box, type a name for your library.
Click on Save.
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You should see a new library window, like this:
Groups pane
New Library Window
An EndNote Library is divided up into several areas or panes:
The Toolbar at the top of the library
Library of References
A Groups pane on the left
A Preview, Attachment, PDF & Reference (Quick Edit) pane
These panes will assist you in managing your library.
Library of references will
appear in this pane
On the library toolbar there are 3 modes available – it is always good to ensure the Local
Mode is selected.
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Toolbar
This pane displays the
Reference (editing
available), Preview, PDF &
attachments

Backing up your Library:
It is very important to make back‐up copies of your library regularly and store them on
another drive. An easy way to back‐up your library is to go to:
File option on the toolbar
Select Compressed Library.
When EndNote creates the library, it will also create a .DATA folder which contains
various files connected with the library (PDF’s, Groups). When you compress the library,
EndNote will include the .DATA folder. If you do not save the .DATA folder with you
library .enl file you will not be able to open your pdf attachments or see your groups.
Entering References Manually:
To manually insert a reference into your library, Click on the New Reference button
on the library toolbar. You should now see a new reference window:
Fields
New Reference Window
Note that Generic is the default Reference Type. Click on the arrow at the right of the
Reference Type box to select a different reference type (e.g. Journal Article, Book,
Conference Proceedings, Map, Web Page, etc.).
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Reference Type

The Author, Year, Title, etc. are known as Fields within a Reference Type. Use the Tab
key to go from one field to the next, or click in the next field with the mouse when
typing in relevant information.
When you have finished typing in the data for your reference, it should look something
like this:
Reference for a Journal Article
Close the reference by clicking on the lower X button in the right hand corner of the
toolbar (not the top X of the library window). Closing also saves the reference.
To edit a reference already in EndNote, double click on the reference and the reference
will open as shown above. Alternatively, you can click on the Quick Edit tab in the tab
pane at the bottom of the Library window.
It is important to follow the guidelines for data entry , consistency is the key.
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Close and Save the
reference by clicking on the
lower X

Group Set
Groups
Some Tips for Entering Data (more details found on the EndNote LibGuide)
If there is more than one author, each author must be entered on a separate line
Preferred method for entry of authors and editors is to enter Family Name, First
Name
Corporate Authors must be entered with a comma at the end eg. Queensland
Health,
Enter the full journal title
Do not add punctuation to the end of the title and ensure there are no blank
spaces after entering in details
Use Capitals within the reference, as you would like it to appear in your
bibliography
GROUPS:
References can be sorted into Groups. Group Sets can be created which act like a
subject heading to place your groups under. To set up a Group Set, click on Groups on
the top menu bar, and select Create Group Set from the drop‐down menu. This will
open a box in the Groups Pane on the left‐hand side of the library window, where you
can type a name for the group set.
Use the Create Group option to create groups with in a Group Set OR in the group pane
right click on the Group Set and then choose the option to Create Group.
Creating a Group Set
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There are several ways to add a reference to a group:
highlight/select the reference/s in the library window, then Drag and Drop
selected reference/s into the group name in the Groups Pane
OR
right‐clicking on the reference, select Add References To and select the group
OR
go to the Groups drop‐down menu on the main toolbar, select Add References
To and then select the name of the group
You can set up Smart Groups. These groups have an inbuilt search query. When a new
reference is added to your library, it is checked against the search query. If it matches, it
is automatically added to the smart group.
It is now also possible to combine groups through the Create From Groups option.
Groups can be added, deleted and changed without affecting the All References area of
your library. If you delete a reference from the All References area then it will no longer
appear in a group.
Exporting from databases:
Many databases allow you to select records and then send them directly to your
EndNote library. This is called "direct export".
With some databases, this feature works very well. However with certain databases you
will find that the records do not import accurately and they need to be edited after
import.
Exporting using Ebscohost:
Connect to the Ebscohost via the Library Databases page and run a search.
From the results list, click on the Add to Folder link below each relevant result
Now go to Folder View and select all the items you want to export,
Click on the Export icon:
Select Direct Export to EndNote, Procite, CITAVI, or Reference Manager:
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click the Save button:
This will activate the direct export process. Your last used Library should open with the
references in it. Depending on your browser, you may see a dialog box asking you what
to do with the references. If so, you should choose to open the file. EndNote uses a
helper application called ResearchSoft Direct Export Helper to import the references
into your EndNote library.
In the library window you will see only the references which you have just imported.
They have been placed in a temporary Imported References group. To see all references
in your library, click on the All References group in the Groups Pane of the library
window.
It is important to check each reference to make sure the data entered is in the correct
format. To amend details double click to open the reference and edit accordingly.
Setting up to Export from Google Scholar:
Open Google Scholar
Go to Settings
Scroll down to Bibliography Manager and select EndNote from the drop down
list
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Click on Save
Now when you search in Google Scholar an Import to EndNote link will appear under
each reference.
Attaching a File to a Reference:
The PDF of a document will generally not be automatically imported with a reference.
There are several ways that you can attach a file.
Try the Find Full Text Option (this will not find all documents but it is a good place to
start).
To activate this option you must highlight a reference/s
Go to the Find Full Text icon on the toolbar
The search process will be visible at the bottom of the Group Pane
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Find Full Text search
results

Manually attach a file to a reference:
Save the PDF to the desktop
Open your library
o Go to the Reference Pane, and select the Attachment feature to locate
the file on your computer
OR
o Drag and drop the file onto the relevant reference
OR
o Right click on the reference>File Attachments>Attach file
Import files or folders of files – this is useful if the reference is not already in your
library and the PDF has a DOI:
Go to File>Import>File or Folder
Select Choose to locate the Folder or File
Use the drop down box to select PDF for the Import Option
Click Import
Please be aware that if there is no DOI then it is likely that the PDF will be entered and
attached with only the title you have given it and you will have to manually add the rest
of the data into the required fields.
All fields may remain empty
except title and attachment
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Sorting and Searching an EndNote Library:
To sort by Author, Year or Title, click on any column heading. To place in the reverse
order click on the column a second time.
To quickly find a reference use the Quick Search box on the toolbar. EndNote will
search for a string of letters in relation to the search term.
EndNote also provides a more sophisticated search function. Click on the Show Search
Panel to display the Search Pane at the top of the library.
Advanced Search Pane
To sort library, click on any
column heading
Searching an EndNote Library
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Quick search box

Selecting an Output Style:
An Output Style denotes how the reference is formatted in your Reference List.
Output styles can be selected in an EndNote Library by using the Styles drop down box.
If the style that you are wanting is not listed go to:
Select Another Style
Browse for the style you are wanting
Highlight the chosen style
Click Choose
More styles are available from www.endnote.com/support/enstyles.asp
You can get to this page in your Endnote Library this way:
Edit> Output Styles
Open Style Manager
Get More on the Web
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Backing up a Library:
The best way to back up your library is to use the Compressed Library function. From
within your opened Library:
Go to File>Compressed Library (.enlx)
Select appropriate options
Click Next and save in a location of choosing.
Creating a Bibliography/Reference List:
Select the references you require (hold down the Ctrl key or Shift key and
highlight the references using your mouse click)
Check that you have the specific style you want appearing in the Styles box
Right Click on your mouse, then select Copy Formatted.
Paste the references into a Word document.
OR
As in previous versions of EndNote :
select your references
select your style
click on the export button
save the exported references as a Rich Text Format file
view the file by opening the word document you have just saved.
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Save as a Rich Text
Format
Using EndNote with a Word Processor:
The Cite While You Write (CWYW) allows Word users to insert references as you type a
document, and automatically generate a bibliography.
To open the EndNote Toolbar in Word, select the EndNote tab:
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Save in a suitable location,
and give it a meaningful
name

Entering an in‐text citation:
Option1.
Place your cursor where you want the citation to appear
Click on Go to EndNote
Locate and highlight the relevant reference/s in your EndNote library
Click on the Insert Citation Icon
The citation will appear in the text of the document and in a List of References at
the bottom of your document
Option 2.
Place your cursor where you want the citation to appear
Click on Go to EndNote
Locate and highlight the relevant reference/s in your EndNote library
Click on the Return to word Processor Icon
In your Word document, go to Insert Citation
Click on Insert Selected Citation
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Option 3.
Place your cursor where you want the citation to appear
Click on Insert Citation
Select Find Citation
Enter your search terms
Click Find
Highlight the relevant reference/s
Use the arrow next to Insert to select insert options required
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As you enter citations, the bibliography/reference list will appear at the bottom of the
document.
Editing citations:
Click on the in‐text citation you want to edit
Click on Edit & Manage Citation(s)
Type in the text or page number in the relevant boxes
Click OK
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Remember to save any changes to your word document.
Edit & Manage Citation options can also be activated by Right clicking on the in‐text
citation. This method allows you to easily remove the authors name from inside the in‐
text brackets.
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Type information into
the relevant boxes

Select the option that is relevant to you
Deleting a Citation:
Do not use the Delete or Backspace keys on the keyboard.
Click on the in‐text citation
Click on Edit & Manage Citation(s)
The selected citation will be highlighted
Click on the arrow beside Edit Reference
Select the option to Remove Citation ( you can insert a another citation to an
already existing in‐text citation in the same way, just choose Insert Citation to
get the search and find option)
Click OK
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Choose from these
options to edit the in-text
citation

EndNote will remove the citation and reformat the list of references. Remember to Save
the changes to your document.
Correcting Details in a Reference:
When you see the references formatted in your bibliography, you may notice errors that
you made when entering the details in your EndNote library. To correct these errors, go
back to your EndNote library, open the reference, and correct it. Then close the
reference to save the changes.
To correct the reference in your Word document, click on the Update Citations and
Bibliography button on the ribbon. EndNote will
reformat the references and the bibliography will be corrected.
We recommend that you always keep a back up version of your Word document as well
as your Library.
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Removing the Field Codes:
If you wish to submit your paper for publication, you must first remove all field codes,
as they could interfere with the software used by the publisher.
Go to the Convert Citations and Bibliography button on the ribbon and click on the
arrow to select Convert to Plain Text:
You will see a warning message, explaining that this will preserve your original
document (with EndNote field codes) and create a new, unsaved document (without
EndNote field codes). Click on the OK button to continue.
Save the new document under a new name, and send that version for publication.
Keep the original document, as that it is the master copy which you will have to use if
you wish to add or remove any references using EndNote.
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Useful Web Addresses:
CQUniversity Library EndNote Libguide
http://libguides.library.cqu.edu.au/endnote
Installation advice and Tutorials
Extra filters, connection files and styles
Links to frequently asked questions sites
Official EndNote Site
http://www.endnote.com/
Updates and patches for the EndNote software
Answers to frequently asked questions
Video tutorials on using EndNote
Extra filters, connection files and styles
Style Finder
EndNote Discussion Forums
http://forums.thomsonscientific.com/ts/
Communicate with other EndNote users
Search previous postings
Make suggestions for improvements to EndNote
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