Penn State University Libraries

EndNote

To register for EndNote classes...

Please go to http://its.psu.edu/training/; click on "Register for Training" (you must autheticate); and "Look for Seminars."

Overview

EndNote bibliographic manager lets you:

Create bibliographic data for a variety of media (books, articles, URLs, artworks, sound recordings, bills, etc.)
Search by Author, Subject, Type, Keyword and other parameters
Export bibliographic entries into word processors such as Microsoft Word (Word98-present), Word 2004 for MAC, or WordPerfect.
Re-format entries in Word/WordPerfect according to different bibliographic styles such as MLA, APA 5th, etc.
Import entries from online resources including The CAT (Online Catalog) and Libraries databases.

The EndNote Web site provides a good introductory video tutorial of EndNote: http://www.endnote.com/training/tutorials/EndNoteX_tutorial/EndNote.asp. You may want to view this before diving in to the program.

To import citations from the Libraries catalog and to connect to the catalog, you will need to download the following files:

Connection File (load into the "Connections" folder of your EndNote program)
Import Filter (load into the "Filters" folder of your EndNote program)

Getting Started | Back to Top

Open EndNote and you will be asked to create a library or to open an existing one. Note that EndNote libraries have the file extension .enl

To Open an Existing Library
When you launch EndNote, you are prompted to create a new or open an existing EndNote library. Select Open. Browse to the location of the library that you wish to open, select the file and click on Open. Once in EndNote you can open a library by going to File > Open > Open Library ...(to browse to a file) or select from the list of libraries that you have used in the past.

To Create a New Library
When you launch EndNote, select Create a New EndNote Library. Browse to the location that you want to place the library, type a file name and click on Save (Win) New (Mac).

Note: Once in EndNote, you can create a new library by going to File > New. Browse to the location that you want to place the library and enter a file name. EndNote libraries can be of unlimited size... as of Version 8, there are no limits to the size of library you can create.

To Create a New Library once EndNote is open:

Under the File menu, select "New."
Select a descriptive name for your file.
Save it to your My Documents folder or another relevant location.

Working with Your EndNote Library | Back to Top

A library is a collection of bibliographic entries (or "records"). Look at the top bar of your library window. You will see that the collection is categorized by Author, Year and Title.

Sort Records

Initially, records are sorted alphabetically by Author.

To sort chronologically by year, click on Year in the top bar.
To sort by title, click on Title in the top bar.
Click on Author to return to the original sort.
To sort on more than one category, go to the References menu and select Sort References. This will open a new sort window.
Select primary, secondary and additional sort categories as appropriate, and then press Sort. Make sure that the Ascending Sort graphic (A-Z) or Descending Sort graphic (Z-A) is selected. Ascending Sort is alphabetical or numeric; Descending Sort is the reverse.

Open a Record

To see the entire bibliographic for one record, highlight the row, then double-click on it.

A new window will open which shows the entire entry. From here you can:

See what type of entry it is (e.g. book, article) on Reference Type.
Click on the left arrow on the top left corner of the reference window to see the previous record on your list.
Click on the right arrow on the top left corner of the reference window to see the next record on your list.
Close this window when you are done.

Search for a Record

Go to the References, and select Search References.
A new search window will open. Fill in search fields as appropriate.
Search results appear in the main library window.
To see the entire library again, go to the References, and select Show All References.
To find if there are duplicate records, go to References and select Find Duplicates.

To Add a Field in the Top Bar

Go to Edit, and select Preferences. The Preferences window opens.
Select Display Fields in the left menu.
Select a category from the pull-down menu for Column 4. Select one for Column 5 if needed.
Click OK (Win) or Save (Mac), then close the window.
To adjust the column width, move your cursor to the top bar between fields until the shape of the cursor changes to a vertical bar with arrows. Hold down the mouse button and move the dividing line until you are satisfied with the column width.

Author Names

Enter one name per line. Be consistent, and enter either [first name] [last name] or [last name], [first name]
Multiple word last names: enter as [last name], [first name]. Example: de Gaulle, Charles
Titles such as "Jr.": Enter as [last name], [first name], [title]. Example: Smith, Alfred, Jr.
Corporate Names: Enter the entire corporate name without commas or other punctuation. Then, add a comma after the name. Example: U.S. Department of Agriculture,

Titles

Do not enter punctuation at the end of a title
Let long titles wrap (do not press enter at the end of a line)
Capitalize according to the style that you typically use. EndNote will correct capitalization

Page Ranges

Enter as complete numbers (100-103) or as abbreviated numbers (100-3).

Keywords

Separate multiple keywords with either a semicolon or backslash (\)

Abstracts and Notes

These fields can each hold up to 50KB, or ten pages of text.

Change a Record

Highlight the row of the record you want to change; then double-click your mouse. This opens the record window.
Scroll to the data you want to change, and then change the text.
Close the window to make the change permanent.

Delete a Record

Highlight the row or rows of the record you wish to delete.
Under the References menu, select Delete Reference. A pop-up window will appear asking you if you want to delete the records. Click Delete to delete the record; otherwise click Cancel.
The record will disappear from the list.

Note:
You cannot use an Undo to get it back.

Change the Default Reference Type

Go to the Edit menu, and select Preferences. This opens the Preferences window.
Select Reference Types from the left menu.
Select your preferred Default Reference Type from the pull-down menu.
Click the OK button (Win) or Save button (Mac), then close the window.
When you enter a new record, the default Reference Type shown should be changed.

Inserting and Formatting Citations | Back to Top

This section explains how to insert and format citations in MS Word. Similar procedures can be use for other word processors such as WordPerfect.

EndNote Tools in Word

If you have installed EndNote on your personal computer, plug-in tools for your word-processors should be installed. In Word, if you open a document and look under the Tools, EndNote menu, you should see options for EndNote.

Make Output Styles Visible

First you'll need to set up a list of bibliographic output Styles in EndNote. EndNote comes with over 500 bibliographic Style options, but not all of them are visible.

Make sure you are in EndNote. Under the Edit menu, go to Output Styles > Open Style Manager. This opens a new window listing over 500 Styles.
Scroll to APA 5th. Click to the left of it to place a check mark in the box (Favorites column on the Mac).
Scroll to MLA. Click to the left of it to place a check mark in the box (Favorites column on the Mac). You can use the Page Down and Page Up buttons to go through the list more quickly.
Repeat Step #2 for any other Styles you want.
Close the window when you are done.

Select an Output Style in Word

In Word, you will need to select the style you want for that paper.

If you are in Windows, minimize EndNote. Then open Microsoft Word (from the Start menu, select Word Processors > Word). If you are on a Mac, go to the desktop and open the Word Processors folder, then Word.
Under the Tools > EndNote menu, select Format Bibliography. This will open a new window.
Select With Output Style from the pull-down menu (the menu should contain all Styles you selected in the EndNote Style Manage), then close the window.

Insert a Citation

There are two ways to insert EndNote citations into a document as described below.

Manual (You go to EndNote and search for the EndNote reference)

Type in some text until you get to a place where you need to insert a citation.
Go back to EndNote. Highlight the row of the record you wish to cite.
Go back to Word, and place your cursor to where the citation should go.
Then select Tools > Endnote > Insert Selected Citation.
The appropriate Output Style will be generated. In addition a formatted bibliographic entry will be placed at the end of the document.
To insert more citations, repeat Steps 5-7 as needed. Additional bibliographic entries will be generated and inserted in alphabetical order.

CWYW (Cite While You Write) - You search from Word for the EndNote reference

Please click this sentence to jump to the appropriate section.

Modify Citation Style to Include Page Numbers

In EndNote:

EndNote: Edit > Output Styles > Open Style Manager. Click on the style that you wish to edit.
Click on Templates under Citations (expand the citations view by clicking on the + sign if you do not see Templates).
Place the mouse in the appropriate position in the In-text Citation Template.
Do NOT add appropriate punctuation at this time simply insert a space after the last element.
Click on Insert Field and select Cited Pages from the list. (APA 5th example: (Author, Year Cited Pages)
Close the window and select Yes to save (Win) or Save (Mac) when prompted.

In WORD:

Insert the citation. Right click on it and select Edit Citation
Type the punctuation required by your style followed by a space and then the page number or range in the Pages area and click OK. APA 5th example: ", p. 5-6 "

Remove Date or Author

Insert the citation. Right click on it and select Edit Citation.
Check Exclude Author or Exclude Year as appropriate and click OK.
Reformat the bibliography

Manipulating Bibliographies

Moving Bibliographies to a Location Other Than the Last Page of the Document

Select the entire bibliography in your document. Be sure to select the trailing paragraph symbol. This contains the EndNote formatting and must be moved with the bibliography.
Drag and drop it to a different location in your document.

Note:
If you use cut and paste, EndNote creates a second bibliography rather than moving the original one.

Disconnect Your Document From EndNote

When you need to share a document created with EndNote with other users who aren't using EndNote, a publisher, etc. you must remove the link to your EndNote library.

In Word, select Tools > Endnote > Remove Field Codes.
Word automatically creates a copy of your document without EndNote macros (links to your EndNote library). Save this copy to share with others or to submit for publication. Note: Since the link to EndNote is broken, you will not be able to use EndNote functions to modify citations in this document.

Create an Independent Bibliography (just citations)

In EndNote select the citations that you want to export to your bibliography in Word.
Hold down the CTRL key while you drag the selected citations to an open Word document.
Format the EndNote citations in Word as desired.

Cite While You Write | Back to Top

Use Cite While You Write (CWYW) with Microsoft Word 2000, XP, or 2003 to easily and quickly cite references, figures, and tables, and create a paper with properly formatted citations, a bibliography, figures, and tables. Cite While You Write gives you access to EndNote references and formatting commands with an EndNote X submenu on Word’s Tools menu. To Cite While You Write, you must use Microsoft Word 2000, XP, or 2003. Cite While You Write can convert and use Word documents that used earlier versions of Cite While You Write, although we recommend that you first unformat those documents.

Note:
Issues between Word’s Track Changes feature and Cite While You Write may occur when revisions are visible in the document. We recommend that you hide revisions in Word while using Cite While You Write. To hide revisions:

In Word, go to Tools > Track Changes > Highlight Changes and uncheck "Highlight changes on screen."
Or, in Word 2004, go to the first item on the Reviewing toolbar and choose Final from the popup menu.

How to Cite While You Write
The basic steps required to cite a reference and generate a bibliography with Microsoft Word 2000, XP, or 2003 are summarized below.

Open the EndNote library or libraries that contain the references you wish to cite.
Start Microsoft Word and open the paper you are writing.
When you are ready to cite a source, position the cursor in the text where you would like to put the citation.
Go to the Tools menu in Word, then the EndNote X submenu, and select Find Citation(s). An EndNote Find Citations dialog appears, which shows the previous search results.
In the Find box, enter identifying text for EndNote to locate the appropriate reference. This could be an author’s last name, a year, a keyword, or any other combination of terms found in the reference.
Click Search and EndNote compares the identifying text to your EndNote references and then lists the matching reference(s).
Identify, highlight, and Insert the appropriate reference(s).
Go back to step 3 to insert the next citation, and continue citing references this way.

Note:
When Instant Formatting is turned on, each time you insert a citation it is formatted and a bibliography is updated at the end of your document. When you are done inserting citations, your document is done! Instant Formatting is turned on by default.

If your citations are not automatically formatted, and a bibliography is not updated each time you insert a citation, go to the Tools menu in Word, then the EndNote X submenu, and select Format Bibliography.

Even when Instant Formatting applies, you may want to Format Bibliography in order to change the style or layout of your citations and bibliography.

A Format Bibliography dialog appears, where you can change, or simply verify, the style and layout of the bibliography.

Note:
The dialog lists the styles that are currently selected as your "favorites" in the Style Manager. If you need to choose a style that is not in the list, click Browse to locate it.

Click OK. EndNote scans your paper and, using the selected style, formats any temporary citations, reformats formatted citations, and appends a bibliography to the end of your paper.

Your paper is ready for publication!

EndNote and Databases | Back to Top

The databases below represent a sampling of the ones offered through the Libraries. Importing citations differs from database to database.

To export Proquest references to EndNote:

Go to the database by using one of the options under the "Find Databases" list on the Libraries homepage.
Type in a search (example: Burgoon, Judee), select "Author" from the drop-down menu next to the search box, and click "Search."
Click on the box next to or at the top of each article that you want. Each article will be added to your "My Research" folder.
When you are finished selecting documents, click on the "My Research" tab at the top of the screen to view your saved article citations.
Select "Export citations into EndNote, ProCite, RefWorks or Reference Manager"
Click on "Export directly to ProCite, EndNote or Reference Manager"
Select the library to which you want to export and click "Open."

Note:
there is currently a bug in Proquest that doesn't properly invert author names. To correct this, do not auto-export from Proquest.

Instead of clicking "Export Directly," click "Download in a format compatible with ProCite, EndNote, Reference Manager, and RefWorks."
Then in your browser, save the file: File > Save Page As > give it a name and change the extension from .htm to .txt.
Inside EndNote, select the Proquest import filter (File > Import > Import Option) and browse to your .txt document and click "import."

To export PsycINFO references to EndNote:

Go to the database by using one of the options under the "Find Databases" list on the Libraries homepage.
Type in a search (example: autism) and click "Search."
Click the check boxes next to all the citations you wish to export
Next click the "Save, Print, Email" link, choose "full format" from the drop down box, and save as "text."
Now in Endnote, click on the "import" function (under the "file" menu), choose the "PsycINFO (CSA)" filter from the "import option" drop down menu and click "import." Note: You may first need to enable the PsycINFO (CSA) filter by going under the "edit" menu and selecting it in the "import filters" list.

To export PubMed references to EndNote:

The best way to get citations out of Pubmed and into EndNote is to directly connect to EndNote and save them directly to your EndNote library.

First Step is to connect: In EndNote X go to Tools > Connect > Connect again > scroll down and select the PubMed connect file
Once inside Pubmed, do your search, highlight all the references you wish to import
Finally, click "Copy All References To" and either create a new library or select an existing one

To export SSCI via Web of Science references to EndNote:

Search for term and click only the SSCI check box. Select citations you want to export. Choose "Full Record" from dropdown box on right then click "Export to Reference Software."

To export Mental Measurements Yearbook via Silverplatter references to EndNote:

Search, check all citations you want to export, and select "Marked Records" from the dropdown box. Next click the save icon and export to EndNote. Note: You may need to download the MMY filter from http://www.endnote.com/support/enfilters.asp, save it to your EndNote filter folder, and then select it from the import filter list.

Unicode Support and Endnote | Back to Top

Unicode (as defined by Wikipedia.org):

Unicode is an industry standard designed to allow text and symbols from all of the writing systems of the world to be consistently represented and manipulated by computers. Developed in tandem with the Universal Character Set standard and published in book form as The Unicode Standard, Unicode consists of a character repertoire, an encoding methodology and set of standard character encodings, a set of code charts for visual reference, an enumeration of character properties such as upper and lower case, a set of reference data computer files, and rules for normalization, decomposition, collation and rendering.

EndNote references can include special characters, such as characters with diacritics, and Greek, mathematical, and typographical symbols. Diacritical characters are a part of standard Windows fonts, while most symbols can be entered in the Symbol font. EndNote uses Unicode to encode special characters, so that data can be easily translated between platforms, programs, and languages. If characters do not appear as they should in EndNote, you may need to change your display font. Some fonts do not include certain characters (you may see boxes rather than text). From the Edit menu, choose Preferences, and click the Display Fonts option. We recommend using a Unicode font as the display font, to display the majority of Unicode characters. Additionally, when you are copying text from the Web, or viewing an HTML document exported from EndNote, set encoding to Unicode (UTF-8). To do this in Internet Explorer, go to the View menu, and choose Encoding.

Note:
if the encoding information in the import file is not recognized, no records will be imported into EndNote. If the encoding is recognized, but is incorrect for translation from the source program, Unicode characters will be corrupted during the Import operation.

Special characters can be entered into EndNote using any of these text-entry methods:

Type the character on the keyboard (if the character is part of the language supported by the keyboard***).
Copy the character from another Windows program, and paste it into your EndNote library.
Use the Character Map program supplied with Windows for this purpose.
Diacritical characters can be entered into EndNote references and into EndNote term lists. If you frequently use certain diacritical characters, or words that include diacritical characters, you can store them in a term list and then choose them from the list when entering references.

***Changing Language Settings

EndNote uses the default language setting set by your operating system.

You likely will need language packs installed in order to view Unicode double byte characters correctly in all instances. (This is a Windows requirement, not an EndNote requirement.)

EndNote uses the default language and locale settings from your operating system. While you may not need to install a language pack to view extended characters in a reference (because you have a font installed that can render the characters you need), there may be a time when you need to change your Windows Language setting.

To change the Locale/Language setting:

From the Start menu under Windows, choose one of these, depending on your system version:
- Settings > Control Panel > Regional and Language Options > Languages tab
- Start > Control Panel > Regional Options > General Tab
Use the tab to view or change the locale and/or languages and methods you can use to enter text.
You may be asked for a CD that contains the language pack you requested. This is a CD available for your operating system, and is not provided with EndNote.
After changing the language setting, use the Recover Library command to rebuild existing EndNote libraries.

The following page has additional information on using Unicode with EndNote: http://www.library.uq.edu.au/endnote/unicode8/

Much of the content for this guide was reformatted from EndNote X documentation.

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