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EndNote 6 & Penn State
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Related Documentation

EndNote 6: The Basics of EndNote Libraries     Quick Guide to EndNote 6

New: Download EndNote filter to use with saved records from The CAT


Contents:

Connecting directly to The CAT and Online Databases
EndNote Filters and Importing Citations into EndNote
Notes on specific filters/databases

Connecting Directly toThe CAT and Online Databases Through EndNote

EndNote's connection files allow you to directly connect to and search online library catalogs and database resources. Once connected, you can save citations to your EndNote library. EndNote comes with numerous preconfigured connections. Check the EndNote web site for an updated list of connections.

Most databases that you will use for research at Penn State (ProQuest, PsychInfo, First Search, ERIC, etc.) are available through the library's Fast Track but are not accessible to individuals through EndNote connection files. Direct connections (through EndNote) to these databases typically require a personal user account (User ID and password). The cost of personal accounts to database resources prohibits private access to most researchers. Some databases with connection files are free and are available to anyone (see list below).

Databases That You Can Connect to Using EndNote Connection Files:
Penn State Library Catalog: The CAT
The "Pennsylvania State U" connection file provided with your EndNote software (versions 4, 5 and 6) is obsolete as of 5/23/01. The Enhanced CAT, the new library catalog, requires a new EndNote Connection file.
Get: PennsylvaniaState_U_E-CAT.enz . Copy this file to your Endnote Connections folder. In EndNote check Pennsylvania State U E-CAT in the Connections Manager.

Penn State Local Databases:
 You can download connection files to connect to the following databases available through LIAS: Centre Daily Times Index, Daily Collegian Index, and Mass Media Articles Index. Place these files in your EndNote Connections folder.

Free Pre-configured EndNote Connections (available to anyone)

  • PubMed (Medline) - Connection name: PubMed(NLM)
  • Library of Congress - Connection name: Library of Congress
  • Colorado Alliance of Research Libraries (CARL) - Connection name: CO State Publications(CARL)
  • Many University Library Catalogs

 

Databases That You Cannot Connect to Using EndNote Connection Files:
LIAS FastTrack Databases:
To use EndNote with most databases available through LIAS you must access the database from the Fast Track, search, mark and export/import records to your EndNote library. EndNote filters and custom settings are required to successfully import the information. Full instructions are given below.
 
Some FastTrack databases do not provide the ability to mark and save records. Citations found in these must be manually entered into your EndNote library.

Note: Some databases on the FastTrack are available to all users and others are restricted to people connected to LIAS from a psu.edu connection. See the list of database resources and connection restrictions: LIAS Remote Database Access.

Search a Database or Catalog through EndNote's Connection and Save Citations
  1. If you connect to the Internet through a telephone modem, start your service prior to establishing an EndNote Connection.
  2. In EndNote go to Edit >> Connection Files >> Open Connection Manager. Check each connection that you may use with EndNote.
  3. Close the Connection Manger.You only need to do steps 2-3 one time if you are using a personal Copy of EndNote because checked connections are saved. In Penn State labs you must select the connections each time that you use EndNote.
  4. Go to Tools >> Connect. Select the connection that you wish to use from the list. EndNote then establishes contact with the resource.
    Example:
    Connect to the CAT: select the connection Pennsylvania State U E-CAT from the EndNote's File, Connect menu.
  5. Enter search terms in the EndNote search window. Click on Perform Search.
  6. EndNote displays a results window listing the number of references found. You can accept all references by clicking on OK or you can limit the number of entries by typing over the reference numbers.
    Hint: if you are connected by a telephone modem you probably won't want to accept very large search result sets due to the download time. If this is the case you may wish refine your search or type over the "through" number and enter a number less than 100.
Search results are virtual, that is, they are not part of a library although the search results screen looks like an EndNote library. You can view citations in your search results in the same way that you view references in your libraries (double click on the citation).
  1. Select the citations that you want to save to your library by holding down the CTRL key while you single click on each of the citations that you wish to save.
  2. Click on the button in the top right corner of the results list that reads:Copy [X] citations to:
  3. Select the library that you wish to copy the citations to. The citations are automatically copied into your library.
Go to the Window menu. You'll see three windows open, your library, Search... and Connected to...
To perform another search click on the Search listing in the Window menu. Enter new search terms
To close the connection click on the Search listing and close the window. Also click on the Connected to listing and close that window. EndNote alerts you that it will discard X number of references. Click on OK. These are references in the "virtual" view that you selected from in step 8. They are not part of your library so discarding them will not impact your library in any way.

 

EndNote Filters and Importing Citations into EndNote From FastTrack Databases

You can import marked citations into EndNote from many database resources available through the LIAS E-Resources.

To do this you must gather the following information from both the database and EndNote to determine how to accomplish the export/import.

  • Database provider: Click on the database link from the E-Resource list. Examine the information on the welcome screen. Look for corporate logos or other information that will tell you who the provider of the information is. Each provider formats exported data files somewhat differently. EndNote's filters are configured to match the format that the database provider uses and therefore it is vital to identify the database provider and to match it with the correct EndNote filter.
    Example:
    The University Libraries' provider for GeoRef is CSA.
    EndNote provides six different filters for GeoRef : (GeoRef (CDL), GeoRef (CSA), GeoRef (FOLIO), GeoRef (SP), GeoRef (STN), GeoRef file 89.)
    Only the GeoRef (CSA) filter will work correctly for Penn State researchers because the our provider for GeoRef is CSA.
  • Database export features: Look for help resources in the database or for explanations on exporting information from the database. Ideally the database provider has included an option for export as an EndNote or reference manager style (ISI and OCLC are examples of database providers with this feature).
  • EndNote filter/import instructions: Check to see if there is an EndNote import filter that matches the database and provider. If so, specific instructions for exporting information from the database are provided in the EndNote filter description. To view the instructions:
    1. Open EndNote, go to Edit >> Import Filters >> Open Filter Manager.
    2. See if the database that you are working with is listed with the provider that you found when you examined the database from the E-Resource list.
    3. Click on the database name in the filter manager.
    4. Export/Import instructions appear at the bottom of the filter manager window (Mac - click on More Info).
    Follow these carefully to ensure success.
    Note: Instructions are not provided for databases that provide EndNote format or reference manager export format. It is assumed that EndNote Import or Reference Manger (RIS) filters will be used. These filters are preconfigured in the import option list in EndNote.
  • EndNote filter available as a download? When no filter is available check for additional import filters with Download instructions at the EndNote Import Filters website. Search for a filter that matches the database/provider combination found in the Fast Track. Place any filters that you download into Filters folder within the EndNote Filters directory on your computer. (You cannot download and load filters in Penn State labs.)
  • No filter? If your database does not have an EndNote filter check to see if there are any filters provided for the same database provider and for a database with similar content (e.g., a science topic). Often a close match will work well.

Importing Data into an EndNote Library

  1. Search and mark records in a Fast Track database.
  2. Save/export your marked records according to the database and EndNote instructions.
    Note: The EndNote software is not needed for steps 1-2. You can search, export and save citations from FastTrack databases at any computer that allows access to the FastTrack and has the capability to save files to personal network space or to a disk.
  3. Open your EndNote library or create a new library.
  4. In EndNote go to Edit >> Import Filters >> Open Filter Manager.
  5. Click in the checkbox of the appropriate Import Filter to add it to your Import Option list (Mac - click in Favorites Column). Close this window.
  6. In EndNote go to File >> Import.
  7. Select the appropriate Import Filter from the Import Option dropdown list (all items that you checked in the Filter Manager are available in this dropdown list).
  8. Click on Choose File and select the file that you saved from the database.
  9. Click on Open.
  10. Click on Import.
  11. Your marked records should now be available in your EndNote library!
    Note: After import, the imported records appear in a separate library window. You must click on References, Show All References to see your entire EndNote library

Example
  1. Select "Environmental Sciences" from the E-Resource List (A - Z). Click on the "Go There" button.
  2. Read the database welcome screen. Note: CSA Internet Database Service in the top right corner of the screen. This is the information provider.
  3. Select the database Environmental Sciences and Pollution Mgmt
  4. Before you perform your search, look for an EndNote filter for this database/provider. (Edit >> Import Filters >> Open Filter Manager.) Check "Environmental SCI (CSA)". See the instructions in the Comments area. Close the filter manager.
  5. In your Web browser, search and mark your record(s) in the database.
  6. Follow the EndNote instructions for export. In this case you'll ...
    • Click on the Save button (Button actually reads: Save/Print/Email).
    • Select the following settings:
      Records: select Marked or All
      Record Format: Complete Record
      Save File Format: PC or MAC (as appropriate)
    • Click the "Save" button. Your web browser will ask you where to save the file. If your web browser gives you the option to save in different file formats, be sure to save as "Text Only" (*.txt) file.
      If your browser does not allow you to save as txt, accept the file extension "bin" that CSA exports. You may change the file name but do not type over the extension.
      e.g.) csaAAAaaAnza.bin (default name)
  7. In EndNote, click on File >> Import. Select the filter: Environmental Sci (CSA) from the dropdown list.
  8. Click on Choose File and select the file that you saved from the database (csaAAAaaAnza.bin)
  9. Click on Open.
  10. Click on Import.

Download a filter -- example:

FastTrack Database: America History and Life. Two databases "America: History and Life" and "Historical Abstracts" are available from this site.

  1. The filter for America: History and Life is available from EndNote's website. Go to this site and download the filter for this database.
  2. When saving the file(s), place them in the Filters folder within the EndNote directory on your computer.
  3. Go to the Filter Manager and select the Amer Hist Life(abc-clio) filter. "Select About this filter" to get instructions for saving records from the database.
  4. Go back to the database in FastTrack, mark and save and export your records as instructed.

Examples of Other Situations ...

Database that does not allow you to save records:
FastTrack Database: AIP & APS E-Journals.
This database lets you create a collection of citations but you can't save it or export it. In this case you must enter citations manually into EndNote.

Database that does not allow you to mark records:
FastTrack Database: American Mathematical Society Journals.
In this case you must enter citations manually into EndNote.

Notes on Filters for use with Penn State Library Database Resources:

OCLC First Search Databases

OCLC has recently added an Export feature that allows EndNote users to export records directly to an EndNote library. After you search and mark your citations, click on Export. Note that you may need to download an OCLC First Search Filter. If EndNote is open, it prompts you to select a library and then an import filter. The files are then directly loaded into your library. If EndNote is closed, it opens the EndNote program before prompting you to select a library, etc.

If you wish to export from a computer that does not have the EndNote program on it, you may still export to a file and then import into your library at another time.

 

Medline Note: As of 12/31/01 Medline will no longer be available through OVID. Use PubMed to access Medline after this date.

PubMed Instructions: (8/30/02)
  • In PubMed (accessed from the E-Resource List (A - Z), search and mark records for export. In the dropdown box to the right of the DISPLAY button, select MEDLINE.
  • Click on the SAVE button. Save the file using the file extention assigned by the program.
  • In EndNote, check the PubMed (NLM) filter in EndNote's filter manager.
  • Import your saved file using the PubMed(NLM) filter.

Engineering Village 2 (Ei) - Compendex

Exporting records is now possible from Compendex. You must download the Ei Compendex folder from EndNote's download site.

From Compendex: Select Marked records, Detailed Record and RIS format.
Read the EndNote filter instructions for warnings about possible data mapping errors .

ProQuest Databases (8/30/02)
  • In ProQuest, search and mark citations to export.
  • Place your mouse over "RESULTS & MARKED LIST" button at the top of the screen then click on "Marked list & Durable Links."
  • Click on "Export citations"

If you are using a computer that has EndNote installed,

  • Select Export directly to ProCite, EndNote or Reference Manager.
  • This export feature opens EndNote and prompts you to open a library.
  • Select a library by browsing to its location on your computer, highlight the library and press Open.
  • The citations are automatically added to your library.

If you are NOT using a computer that has EndNote installed,

  • Select Download in a format compatible with RefWorks, Reference Manager, ProCite and EndNote.
  • You'll then see a list of citations on your browser. Go to the Browser's File menu and select Save As.
  • Select Plain Text (*.txt) from the Save As Type menu. If it is not possible to select file type txt, accept the default (htm).
  • Select a save location from the file browser and save the file.
  • In EndNote select the Import Option: Reference Manager (RIS).( This filter comes pre-configured with EndNote and does not appear in the Filter Manager as a checkable item.)

NOTE: ProQuest files are often generated as "generic" reference type. You may need to change the citation type (e.g., to Journal Article, etc.) in order to display the information properly in your library. Watch for dates that are not formatted correctly.

Education Databases (Including ERIC) (8/30/02)

Wilson Education Abstracts Full Text

  • Search and mark your records
  • Click on the "Save" icon.

  • Select the following "Save Records" options:
    Save these fields: Complete Record
    Also Save:

    • Uncheck: Search History
    • Check - Record number and database name
    • Field names with: Short labels.
  • Click the "SAVE" button.
  • You'll then see a list of citations on your browser. Go to the Browser's File menu and select Save As.
  • Select Plain Text (*.txt) from the Save As Type menu. If it is not possible to select file type txt, accept the default.
  • Select a save location from the file browser and save the file.
  • In EndNote, select the ERIC (SP) filter from the filter manager. Use this filter when you import the file.

Note: Publisher and City information cannot be separated by the filter. You'll need to manually correct these fields after importing.

ERIC(via Cambridge Scientific Abstracts)
No EndNote filter is available for ERIC with CSA as the database provider. Other CSA filters such as Environmental Sci (CSA) will work. Try them using their specific export instructions but review your imported records carefully to make sure that the data transferred properly.

AGRICOLA:

In AGRICOLA, mark citations to export.

Scroll down to the bottom of the marked records screen.

Select the following options: Download: Items checked above (or all items above); Format: EndNote; Content - either Full AGRICOLA record or Standard Citation Fields.

Click on the download button. Save the file to disk

In EndNote select the Import Option: EndNote Import

MedLine via PubMed

  • Search and mark your records.
  • Change the pull-down menu between the "display" and the "save" buttons to MEDLINE.
  • Check the "Save" button. Save the file to disk
  • In EndNote, Check the PubMed (NLM) filter in the filter manager.
  • Select PubMED (NLM) as the Import Option
RLIN(RLG) or Eureka Databases
  • Search and mark your records.
  • Click on FULL
  • Click on Preferences (in the blue bar at the top of the screen)
    Check EndNote Native Format
    Enter your full e-mail address
    Click on APPLY PREFERENCES
  • Click on the E-MAIL link on the marked list display - a confirmation message appears.
  • When you receive the E-mail. Copy the body of the message and paste it into a word processing document
  • Use the word processor to remove any extra lines from the beginning and end of the file (keep just the citations - each line begins with a percent sign (%).
  • Save the file as a plain text file (.txt)
  • In EndNote select the Import Option: Refer/BibIX.( This filter comes pre-configured with EndNote and does not appear in the Filter Manager as a checkable item.)

Questions -- contact Linda Klimczyk, lgk1@psu.edu or Michael Pelikan, mpp10@psu.edu

 
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Connecting directly to The CAT and Online Databases
EndNote Filters and Importing Citations into EndNote
Notes on specific filters/databases
© 2001, 2002 Penn State University.
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Last update2/10/2003
 

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