20 February 2009 Geok Kee

What is ? A software that allows you to Store & organise your references obtained from different sources in a database Insert these references into a Word document Automatically format your references according to a predefined citation style Why use Endnote? Demo

Objectives At the end of the session, Find your way around EndNote & learn where to find answers to questions about the software Create EndNote libraries & save references in them Search for & add references by connecting to remote databases through the Internet Import references from downloaded files into EndNote Use EndNote with Microsoft Word to create & format citations

Academic integrity Essential to acknowledge the sources you use NUS Plagiarism Prevention service

Outline Getting started: Installing EndNote Creating & building EndNote libraries  Creating custom groups  Backing up your EndNote files  Adding references to a library Copying references between libraries, searching & sorting a library, creating an independent bibliography/reading list Cite While You Write About EndNote Web Useful resources

Getting Started: Installing EndNote LION ( L ibrary I nstruction ON line) LION  Step-by-step guide Step-by-step guide  Start  All Programs  Software Catalogue  Software Catalogue Client 1.2  Specialised Applications  EndNoteSoftware Catalogue Client 1.2 Available for both Windows and Macintosh computers

Demo: Installing EndNote

Outline Getting started: Installing EndNote Creating & building EndNote libraries  Creating custom groups  Backing up your EndNote files  Adding references to a library Copying references between libraries, searching & sorting a library, creating an independent bibliography or reading list Cite While You Write About EndNote Web Useful resources

Demo: Sample_library sample_library

Demo: Basic features of EndNote Opening a reference library EndNote window, Library window, Reference window Library window: Groups, reference (each line = 1 reference), column headings (file attachment, author, year, title, etc), reference preview EndNote toolbars, output styles, Search box Selecting an output style  using the menu Using the style manager  change menu listing & modify an output style Edit > Output styles > Open style manager Sorting reference list Finding & previewing references Viewing a references & attached files & Website (URL) Changing EndNote preferences  Setting default libraries  Changing Fields displayed in reference list Closing your library & exiting EndNote

Column headings/FieldsSearchOutput styles Library window Endnote window Reference preview Click to hide/display preview

Selecting an output style

new_library.enl new_library.enl file  EndNote library file extension new_library.Data folder  Contains figures, groups and other significant files

Creating custom groups Max 500 custom & smart groups per library Include  Custom groups Are manually created by adding individual references to the group  Smart groups Built with search strategies, are dynamically updated as references are added and edited in the library.  EndNote Web Allow you to easily initiate a transfer of references between an EndNote Web folder & EndNote desktop library.

Backing up your EndNote files File > Save a copy  *.enl EndNote library file extension  *.Data folder  Figures, images, groups, file attachments, etc Saving a compressed copy of a library  *.enlx extension

 No limit to the number of references in each library but not recommended to exceed 100,000 references  Important to always move, copy, rename & delete both the main *.enl file & the associated *.Data folder for each EndNote library.  Always make a backup copy  Save as a compressed library (*.enlx) for larger files Tips

 One library or several? One library for each general topic or field.  Custom groups provide a useful way of organising your references into different categories or groups. Tips

Outline Getting started: Installing EndNote Creating & building EndNote libraries  Creating custom groups  Backing up your EndNote files  Adding references to a library Copying references between libraries, searching & sorting a library, creating an independent bibliography or reading list Cite While You Write About EndNote Web Useful resources

Adding references to a library EndNote Library Cite While You Write Word Processor (e.g. Microsoft Word) Manual data entry Direct Export from a Database & Importing downloaded references with a filter Online Search

Adding references to a library EndNote Library Cite While You Write Word Processor (e.g. Microsoft Word) Manual data entry Direct Export from a Database & Importing downloaded references with a filter Online Search

Adding references manually References > New Reference Select Reference Type Determines which fields are available for data entry Do not need to fill in all fields Close the reference by clicking on the “X” button in the top right-hand corner. Closing also saves the reference. Use for working papers/ manuscripts which are not found in databases

Tips  Author Last name (surname), First name e.g. Feng, Yuan Ping e.g. Watt, Frank e.g. de Young, John Robert e.g. Smith, Alfred, Jr. One author per line with a line break between authors Put a comma at the end of corporate authors e.g. National University of Singapore, e.g. University of California,, Berkeley Video clip URL:

Tips  Pages e.g or or  Date Text field, leave out the year Use the date format preferred in your discipline  Keywords Use semicolons (;), backslashes (\) or line breaks between keywords Do not use commas or forward slashes (/)

Tips  URL field  File attachments Including PDF, Word, Excel, etc. Automatically save a copy of original file in the library’s data folder OR create a “relative link” 45 total links or attachments per EndNote record

Tips  Figure Can contain a graphic or an object (file attachment) Attached figures can be cited & displayed in Microsoft Word A single figure file per reference Graphic file types: *.bmp, *.gif, *.jpg, *.png, *.tif Object files: Audio files (WAV, MP3), Microsoft Access files, Excel files, Power Point files, etc  Caption Always enter a caption for the figure

Exercise 1: Manual data entry Reference type: Journal article Title: Fabrication of buried channel waveguides in photosensitive glass using proton beam writing Journal: Applied Physics Letters Authors: A.A. Bettiol, S. Venugopal Rao, E.J. Teo, J. A. van Kan and Frank Watt Volume: 88 Issue:17 Pages: Date: 26 April 2006 Year: 2006 Permanent link: Keywords: optical waveguides; optical fabrication; optical glass; proton beams; proton effects; optical losses; refractive index

Adding references to a library EndNote Library Cite While You Write Word Processor (e.g. Microsoft Word) Manual data entry Direct Export from a database & Importing downloaded references with a filter Online Search

Eg 1 Demo: WoS

Physical Review Online Artur K. Ekert. (1991). Quantum cryptography based on Bell’s theorem. Physical Review Letters, 67(6). pp

Physical Review Online Artur K. Ekert. (1991). Quantum cryptography based on Bell’s theorem. Physical Review Letters, 67(6). pp URL: evLett evLett File attachment  PDF

Subject/Title/Abstract search graphene* and (ferromagnet* or magnet*) Remove duplicates > or > Eg 2: Inspec & Compendex

LION > How to use EndNote > How to Import References into EndNote X2 > Inspec (Engin Village 2)Inspec (Engin Village 2)

Exercise: Scopus Do a Article, Title, Abstract, Keywords search: graphene* and (ferromagnet* or magnet*) > Limit to: Article & Article in Press > Sort by Cited By > Select articles & Add to list > Output

Exercise: Scopus

Exercise: SpringerLink eBooks published in 2005 – current Search for articles or books/book chapters on graphene Refine by publication year, content type and/or subject Select references by clicking on Add to marked items. Go to My Menu & click on Marked Items (X) after you have finished selecting your references. This will display the marked items. Click on the icon with the green arrow To download the list. At next screen, go to the section, Export the citations from your current list of items, & click on the RIS button. Click on Open at the next file download prompt. Select the EndNote library where you wish to save the references.

Eg 3: LINC NUS Libraries website > LION > How to use EndNote > How to Import References into EndNote X2 > LINCLIONLINC

Eg 3: LINC Keyword search: carbon nanotubes Select titles to include in your library > Export saved list >

Eg 3: LINC In EndNote > File > Import

Import citations: ‘Direct export’ Web of Science EndNote

Import citations saved as a text file: ‘Filters’ LINC > Search EndNote Filter Export Save as *.txt file Import

Tips  No filter is perfect. All references should be checked after import.  Remove Duplicates References > Find Duplicates  Delete Unwanted References Select references References > Move References to Trash To delete references permanently, References > Empty Trash

Adding references to a library EndNote Library Cite While You Write Word Processor (e.g. Microsoft Word) Manual data entry Direct Export from a Database & Importing downloaded references with a filter Online Search

Demo: Online Search of remote databases Connect to the remote online database  Natl U of Singapore Search the database  carbon nanotubes  33 records A connection file is a software that allows you to search a database over the Internet, without leaving EndNote

 Not preferred due to limited flexibility & advanced searching features.  Move “unwanted” references to Trash. Empty the trash by right- click & select Empty Trash to remove them permanently from the library. Tips

Outline Getting started: Installing EndNote Creating & building EndNote libraries  Creating custom groups  Backing up your EndNote files  Adding references to a library Copying references between libraries, searching & sorting a library, creating an independent bibliography or reading list Cite While You Write About EndNote Web Useful resources

Copying references between EndNote libraries  Open the libraries Window > Tile  Highlight reference(s) in one library, drag & drop in target library Searching an EndNote Library  Quick Search  Show Tab Pane Sorting an EndNote Library Click on All References Tools > Sort Library

Producing a Bibliography or Reading List Press CTRL & select your references in the library References > Show Selected References > Sort Select the preferred output style Generate a bibliography from these references by clicking on the Export button At next prompt, select Rich Text Format for the Save as type box

Outline Getting started: Installing EndNote Creating & building EndNote libraries  Creating custom groups  Backing up your EndNote files  Adding references to a library Copying references between libraries, searching & sorting a library, creating an independent bibliography or reading list Cite While You Write About EndNote Web Useful resources

Adding references to a library EndNote Library Cite While You Write Word Processor (e.g. Microsoft Word) Manual data entry Direct Export from a Database & Importing downloaded references with a filter Online Search

Cite While You Write (CWYW) What is CWYW?  Allows one to use EndNote with a word processor  For Windows, EndNote X2 is compatible with Word 2003 & Word 2007 using CWYW  For Mac, EndNote X2 is compatible with Word X, Word 2004 & Word 2008  Automatically builds a bibliography from the citations inserted in your Word document  Can also create a list of figures You can access and set Cite While You Write preferences from either EndNote or Word.

EndNote toolbars in Microsoft Word Microsoft Word 2003 View > Toolbars > EndNote X2

Microsoft Word 2007 EndNote toolbars in Microsoft Word

Exercise  Sample_Library.enl  Sample_Word.doc

“Author-Date Style” E.g. Harvard Style, APA 5 th

“Numbered Style” E.g. Physical Review Letters

Tips  Do not insert a citation into the middle of a formatted citation  Insert it immediately before or after the existing citation, with no space between them: (Hock and Ellis, 1996)(Argus, 1984 #1)

Edit Citations Deleting a citation Do not use the Delete or Backspace keys on keyboard Highlight the in-text citation > Select the citation to delete > Remove > OK Save changes

Adding text before/after a citation Applicable only to some “author-date” styles Edit Citations

Omitting authors’ names from citations Applicable only to some “author-date” styles

Insert Note Applicable to some “numbered” styles, e.g. Science Adds custom text citations to your Word document.  Select the Science style  Insert a space before the full stop of target sentence > Insert Note  Type your note > OK  EndNote inserts the note into the list of references  Save changes

Unformat Citation(s) Unformat a selected citation before editing it, or unformat the whole document Removes style formatting for the selected citations, and leaves temporary citations which usually consist of the author’s last name, the year, and the record number surrounded by delimiters {Morehouse, 1993 #120}

Remove field codes

Save a copy of your document without formatted Cite While You Write field codes Formatted citations and the bibliography are saved as text

Tips  Save your document before executing this command  Remove field codes only at the end of your writing process  Save the new document under a NEW name  Keep the original document as your master copy  To turn off hidden EndNote field codes, ALT-F9

Export Travelling Library Creates an EndNote library from the references used in a paper

Tips  The Traveling Library does not contain Notes, Abstracts, Figures, or Captions  It is recommend that you export to a new EndNote library, so you can review the records before adding them to an existing library  When you use the Export/Import Traveling Library commands, the exported references are renumbered and do not retain their original reference numbers.

Figures & Tables in Word Search for an EndNote reference that contains a figure, and insert a figure or table citation in your Word document The EndNote reference type determines whether it is inserted & numbered as a figure or a table Images found in the Chart or Table reference type are inserted as tables, while images found in any other reference type are inserted as figures. The citation is numbered, and the figure or table is automatically added to the document. Search for & insert: “Bird” “extinction”

Generate Figure List Updates figure and table citations & formatted figures & tables found within the body of the document or in a list at the end of the document Instant Formatting that applies to bibliographies does not apply to figures

BibTeX and EndNote Converting EndNote References into BibTex Format Source: Select the references in EndNote library which you want to convert to BibTeX. In EndNote Style Manager > Select the style BibTeX Export Click on File & select Export At next prompt, choose a name for your file and the location to save it. The file must be a text file (*.txt). In recent versions of EndNote, select the output style at the bottom of the Export File Name dialog box. Open this file in a plain text editor (e.g. Notepad) to confirm that it is in BibTeX format. Close the file and rename it to a *.bib file (BibTeX format) Importing BibTeX Files into an EndNote Library Search Google using the keywords, bibtex convert endnote There are also a number of user-contributed BibTeX conversion tools on the EndNote website.BibTeX conversion tools

Endnote Web Online Web version of EndNote desktop Need to register for an account in ISI Web of Science Due to server resources, there may be a limit to the number of references you can transfer at one time. If you attempt to transfer more than the limit, you will be notified. Figures & linked files will not transfer to an EndNote Web library, although existing link paths will appear for the Figure and File Attachments fields. You cannot edit these fields in EndNote Web. Fonts and styles that are manually applied to individual references will be lost when transferring references to or from EndNote Web.

Remembering connection details EndNote > Edit > Preferences > EndNote Web Or in the Groups pane, under EndNote Web, click Configure

Transfering References: EndNote Web  EndNote Initiate the connection to EndNote Web:  Tools > EndNote Web  Groups pane > EndNote Web, click Transfer Select appropriate folder under “Web” Two options:  Transfer References from Web to Desktop Can allow duplicates or discard duplicates during the transfer.  Transfer References from Desktop to Web  Click Transfer or press Enter

210 references Transfer References between EndNote Web & EndNote X2

Comparison of features: EndnoteWeb vs Endnote

EndNote X2 vs EndNote Web EndNote X2EndNote Web AdvantagesCWYW – Independent of Internet connection CWYW – Depends on Internet connection, longer processing time Full installation on computer, no expiry. Account expires when you leave NUS Stores unlimited no. of references Stores max 10,000 references Stores full-text (eg. PDF, sound files) Unable to store full-text DisadvantagesReferences are stored on local computer. Need to save and move references to another computer. Can work on references anywhere with the Internet. Renewal of account every 12 months via NUSNET.

Recovering a damaged library To repair a damaged EndNote library: Close the library Tool > Recover Library > OK Locate & select the library that needs to be repaired > OK EndNote creates a copy of the library with the suffix “- Saved” added to the name The Recover Library command also creates a new.DATA folder. If you rename the recovered library to the original library name, remember to also rename the.DATA folder to match.

Recovering a damaged library

LION – How to Use EndNote LION – How to Use EndNote Web EndNote X2 Getting Started Guide EndNote X2 User’s Guide EndNote X2 Tutorial View online : Download: Online Tutorials, Guides & FAQs

Useful resources Official EndNote Site  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 X Basics EndNote X Basics  EndNote Web Basics EndNote Web Basics  EndNote FAQs and Technical Support EndNote FAQs and Technical Support  Video tutorials Video tutorials EndNote Discussion Forums  Communicate with other EndNote users  Search previous postings  Make suggestions for improvements to EndNote EndNote from the University of Queensland, Australia EndNote

Medical/Science Library