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Getting Started with EndNote X4 Dr. Christiane Holtz, 28.September

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1 Getting Started with EndNote X4 Dr. Christiane Holtz, 28.September

2 1 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output 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  Create/Import notes, abstracts, keywords  Up to 45 attachments per reference  Download full-text articless, determine if available

3 2 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Why use EndNote?  Format citations, bibliographies, etc. as you write  Bibliography, Table of Figures, List of Supporting Documents automatically generated in Word and Open Office Writer 3 using CiteWhileYouWrite  Format documents saved as RTF using Format Paper  Word Manuscript Templates for numerous journals

4 3 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Your Database  EndNote Library = [your data].enl  Automatically open a specific Library when you start EndNote (Preferences)  Each Library has a corresponding.DATA folder (e.g. contains pdf files). When moving or copying Libraries with Windows- Explorer always include the corresponding.DATA folder  ENL file and its corresponding.DATA folder can be saved together as an.enlx compressed file : File >> Compressed Library

5 4 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Using EndNote in a Network  Mass installation on several PCs is possible  Multiple users can simultaneously read a Library: in Windows Explorer change the Properties of the Library to Read-Only for the ENL file and.DATA folder  Simultaneous editing by multiple users is not possible  The network‘s system of file permissions can control the type of access allowed for users or groups

6 5 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Database Window  Short tabular view  Fields and sort order: Edit >> Preferences  Double-click for Full View

7 6 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output The Tab Pane  Preview: Displays selected reference in your current citation style  Search: Search for references in the EndNote Library  Quick Edit: Full view of a single reference for editing

8 7 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Output Style  Preview display the current citation style (Output Style)  Change the Output Style at any time  To see a complete list of Output Styles, choose Select Another Style

9 8 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Search  Search for specific words, independent of upper and lower case  HIV finds also archive  Solution:  Match words: the exact word is searched, rather than partial word matches  Match case: when entering HIV, will find only those records in which the search term is capitalized exactly as typed (can be combined with number ranges)

10 9 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Searching PDF data  Search for terms in attached pdf files  Search field: "PDF" or "Any Field + PDF"  Will not work with scanned PDFs

11 10 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Edit >> Preferences  Numerous possibilities to fit your needs, e.g.  Select a Library to open when you launch EndNote  Determine which fields (and in what order) display  Select the default Reference Type for manual input  Use all options for Find Full Text (see slide 32)

12 11 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Groups Pane permanent created automatic Group Set Custom Group Smart Group

13 12 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Working with Groups  Creating and editing: Groups Menu or right-click with mouse  Move references with drag-and-drop from other Groups or from the Library window  Custom Groups and references within Custom Groups may be removed without deleting the references from the Library (they remain in "All References")  When you delete a reference from a Smart Group, EndNote also deletes the reference from the All References group, with no warning.

14 13 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Smart Groups  Create a Group from a Search  Directly in the Search window with the Button Options >> Convert to Smart Group  From the Groups menu  New references that match the search conditions are automatically copied into the appropriate Custom Group

15 14 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Combined Groups  Custom Groups and Smart Groups can be combined under a single group. Groups >> Create from Groups  Selected groups are linked with Boolean operators (AND, OR, NOT)  AND is the intersection, OR is the sum

16 15 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Collecting Data (Overview) Manual Field by field Online- Search Catalog Bibliographic database Import Standard format Special filter Generated from pdf data

17 16 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output 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 Search with CrossRef determines the related record

18 17 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Rules for Entering Author Names  ONE author name per line  First name Last name or Last 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 of California,, Berkeley

19 18 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Recommendation for Journal Title  Enter the full name and update the JournalsTerm List with the abbreviation  the selected Output Style determines which name type is used  Ensure consistency within the columns  When directly importing data, corrections may be required

20 19 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Term Lists  Menu Tools  Default lists are created from author names, journal titles and subject headings  To work with list items select Open Term Lists >> Terms  More lists can be defined

21 20 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Importing Journals Lists Journal titles and abbreviations commonly used in some subjects can be imported (EndNote program folder "Terms List ")

22 21 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output File Attachments  Field File Attachments  Menu Reference >> File Attachments >> Attach File  Select checkbox "Copy this file to the default file attachment folder and create 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 22 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Online Searching with EndNote  Menu Tools >> Online Search or Online Search in 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 23 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Display Mode  Integrated Library & Online Search Mode  All groups and commands  Results of the online search will be stored directly in the "All References" group  Unwanted references can be deleted or edited from the „online search„ group  The "online search" group is cleared when a new search is performed

25 24 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Display Mode  Local Library Mode  No "Online Search"-Groups  Tools >> Online Search => change to Online Search Mode

26 25 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Display Mode  Online Search Mode  Only online search, commands for the Local Library only partially available  Results from online search are saved in a temporary library  Wanted references are copied by References >> Copy References to

27 26 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Import  To search the database and to save results in a suitable output format  Menu File >> Import, through Choose File  Choose from the list „Import Options“ the suitable filter for the output  Duplicates: Import All  All records will be imported, even though they might already exist in the library (subsequent removal of duplicate records is possible)  Text Translation  only needed, if you want to import text with non-latin font

28 27 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Output Format and Import Filter  EndNote often avaivable as an output format  Another usual standard format: RIS  Some databases offer txt-Format, which can be imported through the database specific filter  Full list of special filters: Edit >> Import Filter >> Open Import Filter Manager  Constantly updated list for Download: >> support & services

29 28 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Import Filter The most usual Standard formats Special filters Online Search

30 29 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Direct Export  Some Databases send search results directly to EndNote and automatically choose the suitable import filter  List of the databases and instructions are available under EndNote-Help  "Direct Export Providers"

31 30 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Control Required  Both online search and import can result in incorrect allocation of fields or reference type (Often: Essay collections are seen as journals  the name of the editor appears incorretly in the field of "Journal Title" )  Different databases use different abbreviations for journals  With large libraries duplicate control advisable from time to time : References >> Find Duplicates (you can define the terms through Preferences )

32 31 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Generating References from Pdf-files  Menu File >> Import >> pdf or Folder  Bibliographic data records are generated from all of pdf-files in a chosen folder  The original pdf-file in the folder is copied and added as an attachment  Conditions:  Internet access (Firewall must allow Port 80)  Proxy Server: possible exception needed for (Window system settings)  unique DOI in pdf on the first two pages – the more current, the more probable

33 32 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Finding Full Texts Three possibilities:  References >> Find Full Text  Free available and licensed files are automatically downloaded  Does not work with all providers  References >> URL >> Open URL  Access to the full text, if a link is appears  References >> URL >> OpenURL Link  To find out local availability, and download files manually  Interlibrary loan

34 33 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Conditions for finding Full Texts  Campus network or VPN-Client  Edit >> Preferences  >> EndNote Web To create and register your account  >> Find Full Text Activate all the full text search options, and enter the following OpenURL path of ULB Bonn in the field provided:

35 34 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output

36 35 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Find Full Text - Results  Found full text and downloads (pdfs in DATA- file and as attachments  Link found to the full text  References >> URL >> Open URL  No full text found  References >> URL >> OpenURL Link

37 36 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output OpenURL Link Print holdings in NRW Full text available in Bonn

38 37 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output OpenURL Link Interlibrary loan (Title data of the reguest already filled in)

39 38 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Data Output  Sorted bibliographies  CiteWhileYouWrite: Short in-text citation and bibliographies in Word/Open Office Writer 3  Format Paper for rtf-files  Word document templates for many journals

40 39 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Sorted Bibliographies  You can sort according to each EndNote-database field, e.g. sort by keywords:  Choose your references  Choose your sort field throughTools >> Subject Bibliography  In necessary, you can change the layout through changing the output style and additionally through the button Layout  You can also delete unwanted groups through the button Terms  You can save your lists as rtf, txt or html

41 40 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Example: Sort by Keywords

42 41 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output CiteWhileYouWrite  CiteWhileYouWrite integrates an EndNote-toolbar in Word  Drag the cursor to the place of in the text, where you want to paste the reference  Click on the EndNote-Toolbar Find Citations, choose the wanted reference and paste it through the Insert -button

43 42 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output CiteWhileYouWrite  EndNote inserts a citation within the text and generates a bibliography at the end of the text  Citation style matches the chosen output style and can be changed at any time

44 43 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Changing the Layout of Bibliography

45 44 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Editing the in-text citations  Changes direct in the text are lost, when the document is formatted the next time  Solution for individual citations: EndNote-toolbar >> Edit Citation  The changes here must match with the rules of the chosen output style. Example: To be able to add page numbers of the cited work to the in-text citation requires, that the appropriate setting in the template of output style "Cited Pages„ is activated

46 45 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Editing Output Style  E.g. How to add cited pages to the in-text citation  Edit >> Output Style >> Edit...

47 46 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Adding Figures and Tables  Insert Citations >> Find Figures: To include figures and tables into the text (Reference Type "Chart or Table" or "Figure")  Depending on the presettings of the output style a list of figures and tables is generated at the end of the document

48 47 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Traveling Library  EndNote-citations in a Word-document are connected with a field code, that contains the title information  Word Citations-Group >> Edit Library Reference(s): To edit References, even when the Original-Library is not available  Word Tools-Group >> Export to EndNote >> Export Traveling Library: to transfer data from a Word document to EndNote

49 48 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Using Document Templates  Document templates determine the document format that is demanded by a journal/editor  A large number of templates are available in the EndNote- Program file "Templates"  To open from within EndNote: Tools >> Manuscript Templates

50 49 EndNote Library | Sorting Data| Collecting Data | Working with Full Text | Data Output Keep Yourself Updated  Tutorials and Webinars  New Output Styles, Import Filters, Connections Files...  Administrators: Updates and Patches


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