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Endnote for NIH Grants Paul Macey 1. 2 Goal Format citations and bibliography according to NIH guidelines.

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Presentation on theme: "Endnote for NIH Grants Paul Macey 1. 2 Goal Format citations and bibliography according to NIH guidelines."— Presentation transcript:

1 Endnote for NIH Grants Paul Macey 1

2 2 Goal Format citations and bibliography according to NIH guidelines

3 Today 3

4 Goal Insert a citation into a grant, and format the bibliography according to NIH requirements: –PMCID for articles in Pebment Central –URL’s linking to articles Format also used for biosketch 4

5 5

6 Slides from Getting-Started Talk 6

7 7 Endnote…. Software –Databas e for adding, storing and using referenc es

8 8 Why? Storing –References: publications, bibliographies 1 –Files: PDF’s, images, PowerPoints 2 Searching, downloading PDF’s 3 Writing papers and Grants –E.g., paper (APS) 4, grant (NIH) 5

9 9 What is Endnote? Software –Stand-alone Add references: manually or online connection –Word add-on (references for paper or grant) Insert references into Word document, format according to pre-defined style Store and organize bibliography –Papers, abstracts, conference presentations –Store any file with reference Typically PDF’s, also editorials, images, PowerPoints (for presentations) Add and format citations in papers and grants, and create formatted reference list

10 10 Setup 1 – Install Software Software installed? 6 –Start Menu, Programs, Endnote –Desktop icon –(Make sure it’s version “X2”) Word add-on? 7 Check that Endnote add-in is loaded into Word –Endnote toolbar? –Tools, Templates and Add-Ins –If not present, reinstall Endnote

11 11 Setup 2 – Create Library “File”, “New”, give it a name 8 Strongly recommended! (although not essential) –Create a second “dummy” library to download online search results –Tell Endnote to open the two libraries each time the program starts “Edit”, “Preferences”, “Libraries”, “Add open libraries”

12 12 Using 1 – Add References Click under “Online Search” [If you have a dummy library, search online from that] –PubMed (or “more…”) –Search using terms –[You can drag references into your main library] Manual –“References”, “New Reference”

13 13 Using 2 – Insert References Select reference(s) you want to cite –Make sure these are not in your dummy library Go to Word, move the cursor to where you want the reference “Insert Citation” – toolbar, Alt^2, menu

14 14 Using 3 – Format Bibliography Select style you want –One option: in Endnote, click on the “Bibliographic Output Style” drop-down box, and “Select Another Style” (unless yours is already there) Also under “Edit”, “Preferences”, “Output Styles” “Format Bibliography” – toolbar, Alt^2, menu –First time, places at the end of the document, then you can move the bibliography –You can re-format any time, and change style

15 15 Using 4 – Add PDF’s From Endnote version X2: –Select reference(s), “References”, “Find Full Text” (click OK to copyright warning) –Wait half a minute…. –Works for ~50% of references Manually –Right-click, “File Attachments”, “Attach File” To view –Right-click, “File Attachments”, “Open File” Can add any file(s)

16 16 NIH Grants NIH requires citations to include: –PubMed Central ID number –URL’s How 1.Use updated PubMed connection file 2.Add a “PMCID” in Endnote preferences 3.Edit/create an output style with URL + PMCID

17 17 Tip Section In order of importance, based on using Endnote since version 3….

18 18 Setup Tip - Libraries Decide what libraries you want –I (now) have Main bibliography of references in grants and papers –Alternative is separate library for each paper/grant Publications, one for each of –Original research –Abstracts and presentations –Invited talks –Commentary –Reviews and chapters Once you cite from one library in a document, you can’t easily change

19 19 Setup Tip Turn off “Instant Formatting” (as it may slow down your computer) –[option 1] “Cite while you write preferences” (sets default for all documents –Format bibliography GUI (only for current document)

20 20 Track Changes…. Turn off track changes when you format your bibliography!!

21 21 Backup Option 1: Copy library file + “…Data” folder Option 2: Endnote: File, Save a Copy “Style” files that are customized (e.g., NIH) should be saved –To see where they are stored, “Edit”, “Preferences”, “Style Folder” –Connection and filter files also, but these are usually created by someone else (e.g., Endnote for PubMed with NIH PMCID)

22 22 Commands Commands can be access in several ways –From Word ***Toolbar*** “Tools” menu –From Endnote “Tools” menu –From both with keystrokes Alt^1 = switch between Word and Endnote ***Alt^2 = insert selected reference(s)*** ***Alt^3 = format bibliography***

23 23 More on Adding References Setup the databases you may connect to (only do once): –Menu: Edit, Connection Files, Open Connection manager; scroll of PubMed, Web of Science, CINAHL etc and check these; close the GUI. –Online searches, more Find articles in PubMed, then download into Endnote –Sometimes Endnote misses an article you found in PubMed; simplify the search (reduce number of words). This occasionally happens when I copy the title from the PubMed website and paste it into the Endnote PubMed search box. Many journals have Endnote citation downloads on article sites – (In this case not available via PubMed/Web of Science) When you “open” a downloaded reference, you will select an Endnote library to import it into; after importing, you will see only that reference (the others are hidden; Ctr^M to show all) Connections other than PubMed are good for some references (e.g., Web of Science for American Heart Association Abstracts) –Note different default search terms Manually is OK, but online gives you links, abstract, MESH terms,… etc. –I manually add presentations, books, and in press articles For books and book sections, be sure to change the reference type Drag from another Endnote library

24 24 Inserting References Decide whether you will have superscript or normal font –Normal font: will be inserted within sentences (before periods) and space beforehand –Superscript: after punctuation or beside words, no spaces Set “Field shading” to Always –Tools, Options, View tab, right-side 1.In word document, place cursor where you want to insert the reference. 2.In Endnote library, select reference(s) you want to cite 3.“Alt^2” / Insert Selected References (from Word or Endnote 4.You will see something like {Macey 1999, #234} where the cursor is; Endnote will “Format” this To add a reference to a list, insert right beside existing references To delete one reference from a formatted list –Delete all references and only reinsert the ones you want –OR select list, Unformat Citations, delete the ones you want to remove (also delete the semi-colon, which is between multiple references) The selected reference from the “current” library will be used; be careful if you have several libraries open; Endnote will insert references from multiple libraries, but usually you don’t want this.

25 25 Formatting and Changes Each time you format, all files (citations and bibliography) will be overwritten and reformatted –If the bibliography paragraph formatting is not right, you’ll want to edit the output style (or better yet find a correct “Style file”) –Correct errors in title,… etc. in Endnote library, not Word document (then reformat) You can change a style and reformat (e.g., author-year to numbers) simply but selecting a different output style; Endnote will re-order the bibliography.

26 26 Copy Formatted You can copy the selected references using “Copy Formatted” (Ctrl^K); this copies in the format of the current output style –(see preview; style listed in the Endnote toolbar); –this is handy for making a quick reference list (e.g., email, publication list, copying to CV)

27 27 Other Databases CINALH –2 steps: 1) save in “RIS” format from CINAHL, 2) import into Endnote ( Web of Science –Available in Endnote – online searchers, “more…” UCLA library catalog –“Online searches,” “more…”

28 28 URL’s and Multiple Files To go to the article website, right-click, “URL”, “Open” Multiple files can be attached (e.g., article + editorial, letter, cover illustration) –To specify which Attached file to open, open the reference (double-click), go down to File Attachments to see your list of files (open/remove)

29 29 Formatting Look for journal style in Output Styles – open Style Manager, and check the styles your want available Not available, not correct? Download from Journal website –E.g., icine/guidelines.php#preparation icine/guidelines.php#preparation Still not right? Create custom –E.g., NIH requires URL’s

30 30 Tips - General To open Endnote with word (or not), “Cite while you write” preferences If someone sends you a Word file with Endnote-generated bibliography, you can download the references into a library on your computer (Export Travelling Library); however, these do not include file attachments. Display font – defaults to 12 point, but 11 lets you see more on the screen. Edit => Preferences => Display Fonts => “Change Font…”

31 31 Links X2 – – – – Interactive – Powerpoint (UCSF) – Tutorial.ppt Tutorial.ppt PDF – Word – –

32 32 Take Home Endnote –saves you time –avoids mental distraction of finding, organizing and formatting references –is worth learning ….even though –the program takes time to learn, and –technical issues come up from time to time

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