This web page supplements the Penn State ITS /CETS Seminar EndNote1: Bibliographies with LIAS
Some Instructions may not apply outside the Penn State ITS Labs.

Related Documentation

EndNote 8: The Basics
EndNote II: Customizing Output, Figures & Tables and EndNote Libraries

Instructions for previous versions:

EndNote 7, The basics of EndNote Libraries     Using EndNote 7, with Penn State Library Resources

Versions in University Park Labs

EndNote 8 is available in the labs for both PC and MAC, but number of simultaneous users are restricted to less than 10.

Click here to download Example Files used in Class (in ZIP format):
http://www.libraries.psu.edu/itech/endnote/endnote1.zip

Overview

EndNote bibliography 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.
• REFORMAT 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 the E-Resource List A-Z (databases.)

Versions of EndNote

• EndNote, Version 8, is currently the most current version of this software. If you are familiar with an earlier EndNote version, you can consult the What's New section in the EndNote website for a description of new features: http://www.endnote.com/enwhatsnew.asp

• EndNote, Version 8, is not compatible with Service Pack 2 (SP2) for Microsoft Windows XP, but a patch is available on the EndNote website. However, earlier versions of EndNote are compatible.

• Note: EndNote databases are not backwardly compatible. For instance, databases created in Version 8 cannot be read by earlier versions of EndNote.

Open EndNote Libraries

From Windows:

1. Click on: Start >> All Programs >> EndNote >> EndNote Program
2. You will be asked to create a library or to open an existing library. Note that EndNote libraries have the file extension .enl

At ITS Labs at University Park:

Windows....

1. From the Start Menu, go to Programs >> Word Processors >> EndNote >> EndNote Program
2. You will be asked to create a new library or open an existing Library

Macintosh....

1. From the startup window, open the Word Processors folder, then double-click on EndNote 8
2. You will be asked to create a new library or open an existing Library

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.

Working With the Library

THIS SECTION: Sort Records | Open a Record | Search for a Record | Add Category to Top Bar

A library is a collection of bibliographic entries (or "records"). Look at the top bar of your library window.
You 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, 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

To search for a record in the library

• 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 an vertical bar with arrows. Hold down the mouse button and move the dividing line until you are satisfied with the column width.

New Library with Sample Data

THIS SECTION: Create Library | Enter Record | Change Record |
Delete Record | Change Default Reference Type

To Create Library

1. Under the File menu, select New.
2. Select a descriptive name for your file.
3. Save it to your floppy disk, thumb or Temp drive.

To Enter a New Record

1. Under the References menu, select New Reference. A blank record window opens.
2. Select the type of entry (Book, Journal, etc.) from the Reference Type menu. For the first record, select Book.
3. Enter the Author using the format «Last Name, First Name, Initial». Then hit Enter (Window) or Return (Mac).
4. Next, enter Year, and then hit Enter (Win) or Return (Mac).
5. Continue until you finish entering the record.
6. When you are done, simply close the window by clicking the X in the upper-right corner. The just-typed entry will appear in the main library window.
   
   
7. To add more records, continue to follow Steps #1-6.

Notes....

• Individual fields (Authors, Titles, etc.) can now be up to 50KB in length.
• Many fonts are supported, including support for the Unicode standard, which provides for the display of multilingual text. For more information on Unicode support in EndNote, consult the Online Help Index: Unicode (Displaying Extended/Special Characters).

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

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

Delete a Record

1. Highlight the row or rows of the record you wish to delete.
2. 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.
3. The record will disappear from the list.
   NOTE: You cannot use an Undo to get it back.

Change the Default Reference Type

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

Note: EndNote 8 supports a number of new Reference Types such as Online Database and Electronic Journal.

Insert and Format Citations

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

THIS SECTION: EndNote Tools | Make Styles Visible | Select Output Style |
Insert Citation | Change Styles | Add Citation & Reformat

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 8 menu, you should see options for EndNote.

STUDENT COMPUTING LABS at University Park (Win) - If you do not see the EndNote options under the Tools menu, go to Tools >> Templates and Add-Ins. Check off anything saying "EndNote" or "EnNote" in that window. Close the window and re-check the Tools menu to be sure the EndNote tools are available.

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.

1. 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.
2. Scroll to APA 5th. Click to the left of it to place a check mark in the box (Favorites column on the Mac).
3. 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.
4. Repeat Step #2 for any other Styles you want.
5. 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.

1. 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.
2. Under the Tools >> EndNote 8 menu, select Format Bibliography. This will open a new window.
3. 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

Two ways to insert EndNote citations into a document are described below:

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

1. Type in some text until you get to a place where you need to insert a citation.
   ( If you want to insert a citation in a footnote or endnote in Word, then go to Insert then Footnote. Select Endnote or Footnote depending on your preferences.)
2. Go back to EndNote. Highlight the row of the record you wish to cite.
3. Go back to Word, and place your cursor to where the citation should go.
4. Then select Tools >> EndNote 8 >> Insert Selected Citation
5. The appropriate Output Style will be generated. In addition a formatted bibliographic entry will be placed at the end of the document
6. To insert more citations, repeat Steps #5-7 as needed. Additional bibliographic entries will be generated and inserted in alphabetical order.

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

1. In the Word document, go to Tools >> EndNote 8 >> Find Citation
2. Type a word(s) into the Find box and click on Search
3. Select citation(s) from the search results list by single clicking on the citation (hold down the Ctrl key to select more citations)
4. Click Insert.

Or,

1. Highlight a word or words in the document
2. Tools >> EndNote 8 >> Find Citation
3. EndNote automatically enters the highlighted text into the Find box and performs the search.

Change Citation Format

1. Go to Tools >>EndNote 8 >> Format Bibliography. A new window opens.
   
2. Select With Output Style from the pull-down menu. The menu should contain all of the Styles that you selected in EndNote Style Manager.
3. Click OK to start the formatting process. The process can take a few seconds or more depending on the number of citations.
4. When formatting is done, citations will display in the new style, and the full bibliographic entries are listed at the bottom of the page, also in the correct format.

Customizing In-text Citations- Windows

Add Page Numbers to Citations:

Inserting page numbers into a citation depends on the bibliographic style that you use (e.g., APA, MLA, etc.). Consult your style manual to find the appropriate rules for adding page numbers to citations.

Modify Citation Style to Include Page Numbers

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

Add Page Number to Citation in Word

1. Insert the citation. Right click on it and select Edit Citation
2. 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

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

 

Manipulating Bibliographies

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

1. 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.
2. 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.

1. In Word, select Tools >> EndNote 8 >>Remove Field Codes.
2. 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)

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

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