UMDNJ


EndNote X Tutorial 

October 17, 2006

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EndNote is one of the most popular bibliographic management software programs designed to organize references, create bibliographies, and search remote electronic databases. It also enables you to collect and download your references from online catalogs and databases for inclusion in papers and presentations.

Many new features are added in the latest version, EndNote X:

  • EndNote X introduces a new way to manage your PDF files. Now you can drag and drop a PDF file onto an EndNote record saving many steps and creating a link automatically. The PDF files are stored along with the EndNote references.
  • Four new reference types — Grant, Ancient Text, Dictionary, and Encyclopedia.
  • The "Electronic Source" references type is renamed to "Web Page."
  • New-compressed library option creates a single-file backup for moving EndNote libraries between computers.
  • Search fields and words using "begins with" and "ends with"—replaces "Use Full Text Index" of previous versions.

EndNote X is now available to our UMDNJ affiliated users through a site license. It can be downloaded in our University Libraries' Web page at http://www.umdnj.edu/librweb/access/EndNote.html.

This tutorial is designed for use by patrons of the UMDNJ community. Covered in this tutorial are the following topics:


Part One - EndNote X: Basics

Part Two - EndNote X: Intermediate


Part One: EndNote X Basics

I. Creating an EndNote Library

 

Open the EndNote X program. You will see this dialog box on the right (Figure 1). Click in the radio box next to "Create a new EndNote Library" and click on the OK button.

Figure 1

Figure 2

 

If EndNote X was already open, then from the File menu at the top of the screen, choose New. The New Reference Library window will pop up as shown in Figure 2 on the left.

 

Name the library (i.e. change "Untitled" to a name you like) in the File name box and save it into an appropriate folder. Then click on the Save button. Now you have a new library created with 0 reference in it. Figure 3 shows what an empty library looks like.

Figure 3

II. Adding References to Your EndNote Library

There are basically three ways to add references to your EndNote library. You may add references by:

A. Importing Selected References from MEDLINE (Ovid) into EndNote

You may add references to your library by importing references from a remote electronic database. The following example uses the MEDLINE database via the Ovid interface.

Follow these steps to import your citations directly from MEDLINE (Ovid) to your EndNote Library:

  • Complete a search in MEDLINE via Ovid .
  • Review your search results and select desired citations by clicking in the box to the left of the reference.
  • Arrow down to the bottom of the screen to the Results Manager box. See Figure 4:

Figure 4

  • Under Results, click in the radio box next to Selected Results if you don't want all the search results. You may also enter a range of citations in the box.
  • Under Fields, choose Complete Reference.
  • Under Result Format, choose Direct Export. Note: please do not check the box for "Include Search History".
  • Under Actions, click on SAVE.
  • When the pop-up window named "Select a Reference Library" appears, choose the EndNote library in which you would like to keep the Ovid citations. Then click on the Open button. See below (Figure 5) for details:

Figure 5

  • Once the Open button is clicked, all the selected references from your Ovid search will be automatically imported into your EndNote library. Now you have references in your library. Figure 6 below illustrates what a typical EndNote library looks like.

Figure 6

B. Searching Remote Databases and Directly Downloading the Results

You may also add references by searching a remote database from EndNote X and directly downloading the search results into your EndNote library. To search a remote electronic database, from the "Tools" menu on the top in EndNote X, choose Connect and then move your cursor to another Connect (See Figure 7):

Figure 7

Clicking on Connect will launch the "Choose a Connection File" window. Highlight your desired connection file. In our example, PubMed (NLM) was chosen as shown in Figure 8:
Figure 8

 

Clicking on the Connect button will open the EndNote search box (see Figure 9). Type your term in a search box. If there is more than one search term, type the other term in the next search box. Clicking on the Search button, you will automatically search PubMed remotely.

        Figure 9

 

On the right is an illustration showing the number of search results from PubMed. You may click on OK to get all the references to be placed in a temporary place for browsing before copying them to your EndNote Library. You may also type a range of numbers in the boxes for temporary downloading, e.g. Retrieve References From 1 through 25.

Figure 10

After retrieving and browsing all the references, you may select the ones you would like to keep and then copy the selected ones to your desired library by clicking "Choose Library". Choose the library you like and then the references will be added there. See Figure 11.

Figure 11

C. Typing or Cutting/Pasting References Manually

Most people don't prefer this way. However, there are times when this is the only option to input your references. To use this option, choose New from the References menu. A [New Reference] window will be open. Before entering any information in the empty reference window, choose a reference type from the Reference Type pull-down menu at the top of the window. The default type for new references is Journal Article. Enter bibliographic data into each of the fields in the New Reference screen. Here is part of a new record shown in Figure 12.

After finishing a record, simply close the New Reference window to save it. The reference is then added to the library. Repeat this procedure to add additional references to your library if necessary.

Figure 12

III. Organizing, Sorting and Searching an EndNote Library

You can organize and sort the references in your EndNote library. When you open a library, it automatically sorts itself alphabetically by author. To sort by other categories, simply click on the tags (e.g. Author, Year, Title, URL or the paper clip icon) on the top of the library to sort or order the references by the designated field.

Figure 13
To define primary and secondary sorting order, you may use the Sort Options box to do that. From the References menu, choose Sort References.... The Sort Options box will pop up (see Figure 14). Pick your sort options in the boxes for ascending or descending order. Figure 14
You may also search your library using EndNote's search engine. From the References menu, choose and click on Search References. The search box will be launched. See Figure 14 for the search box which is very similar to Figure 9 except this time you are searching an internal library instead of a remote database. Figure 15

IV. Exporting References from EndNote to a Word Processor

EndNote offers several style options for bibliographic output. You must set the style first before exporting the selected references to a research paper.

A. To Create a List of References in a Word Document:

  • From the Edit menu, go to Output Styles and click on Open Style Managers... A window like the one below will appear to show the complete list of 1383 output styles:

Figure 16

  • Mark and highlight the style of your choice as shown above. If you wish to learn more about a style, simply double click on that style. It will be explained in the next window.
  • Go back to Output Styles and make sure that the style you just chose is on the list and checked. With the style set, you are ready to export your bibliography.
  • Open your EndNote library and choose the references that you wish to export. You may also export all the references in the library. If you only want a certain number of references, press Ctrl and click on the desired citations at the same time to highlight them. Then go to the References menu on the top and choose Show Selected References.
  • From the File menu, click on Export.... The "Export file name" window pops up.
  • The default directory will be the folder in which the working library is located. Either use this directory or choose your own. You may also either choose a new file name or keep the existing file name. Make sure the extension or tag is .rtf (rich text format). Then click on the Save button.
  • To export your references into a Word document, launch the Word program first and then open the .rtf file that you just saved. Your bibliography will be open in Word and you are now ready to merge the bibliography into your paper. Figure 17 is an example of the exported bibliography in Word:

Figure 17

  • In Word, you have the option to go back to EndNote by choosing EndNote X from the Tools menu in Word or clicking on the icons in the toolbar shown in Figure 17.

B. To Cite While You Write (CWYW):

EndNote also allows you to automatically insert citations in a paper while you are writing in Word. This feature is called CWYW which stands for Cite While You Write. You can also use CWYW to insert images, figures or tables from an EndNote library into your Word documents. A bibliography will be automatically generated and placed at the end of the document when citations are inserted. To insert citations, follow these steps:

  • Open your Word document and begin typing your paper.
  • Position the cursor where you would like to insert your citation.
  • From the Tools menu in Word, choose EndNote X and then Find Citation(s)... as shown in Figure 18:

Figure 18

  • A search box will appear. Type the keyword in the search box to retrieve the desired citation. See Figure 19 for an example:

Figure 19

  • After clicking on the Insert button, the selected citation will be automatically inserted in the Word document as illustrated in Figure 20.

Figure 20

- The End of Part One -

Thank you for using this tutorial. If you have questions regarding EndNote X, please call the UMDNJ- RWJ Library at (732) 235-7604 or ask a librarian for help.

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