Using EndNote 8 With Penn State Library Resources
The Basics of EndNote Libraries
EndNote II: Customizing Output, Figures & Tables, EndNote Libraries - Version 7
Example Files Used in Class (in ZIP Format)
Click here to download the class files
EndNote 8 is available in the labs for both PC and MAC.
EndNote Reference Types, Output Styles and References are all interrelated.
Every field specified in a given reference type appears in the
Reference window for that reference type in the EndNote library.
EndNote comes pre-configured with the most common reference
types. Users can create new reference types or can customize
existing reference types by adding/removing fields from existing
reference types.
The templates in the Output Style manager Edit window call on the fields defined in a given reference type that are needed to generate the bibliographic output in Word.
This section explains how to customize EndNote output styles to conform to style guide specifications. APA5th style guidelines are used in the exercises.
- Create a new reference type
- Edit the output style to include this reference type
- Test the reference type in a Word document
Scenario:
In this example the researcher needs to cite a full text electronic article that is identical to the article in the paper journal. APA 5th style guidelines for Internet articles based on a print source state:
“… the same basic primary journal reference can be used, but if you have viewed the article only in its electronic form, you should add in brackets after the article title “Electronic version” as in the following fictitious example:”VandenBos, G., Kanpp, S., & Doe, J. (2001). Role of reference elements in the selection of resources by psychology undergraduates [Electronic version]. Journal of Bibliographic Research, 5, 117-123.
(http://www.apastyle.org/elecsource.html 9/17/04)
We know that if we simply type the phrase “[Electronic version]” within an EndNote reference in a Word document that EndNote will remove the phrase when the bibliography is formatted. Similarly if we add the phrase "[Electronic version]" to the Journal Article output style, "Journal Article" will appear in every Journal Article citation, electronic or not. Follow the solution steps belowto solve this problem.
Solution 1
I. Create a new reference type
- Edit --> Preferences --> Reference Types
- Select: Modify Reference Types
- Scroll to Unused
- Erase “Unused”, type: Internet Article
- See Journal Article in the Default Reference Types field list (pictured at right.)
Enter the same information that you see in the Journal Article column into your new Internet Article reference type.- Click OK, and then OK again to close the Preferences window.
Generic Journal Article Author Author Year Year Title Title Secondary Author Secondary Title Journal Place Published Place Published Publisher Publisher Volume Volume Number of Volumes Number Issue Pages Pages Section Tertiary Author Tertiary Title Edition Date Date Type of Work Type of Article Subsidiary Author Short Title Short Title Alternate Title Alternate Journal ISBN/ISSN ISSN Electronic Resource Number Electronic Resource Number Original Publication Original Publication Reprint Edition Reprint Edition Reviewed Item Reviewed Item Custom 1 Custom 2 Custom 3 Custom 4 Custom 5 Custom 6 Custom 7 Accession Number Accession Number Call Number Call Number Label Label Keywords Keywords Abstract Abstract Notes Notes Research Notes Research Notes URL URL Link to PDF Link to PDF Author Address Author Address Image Image Caption Caption Access Date Access Date Last Modified Date Last Modified Date Translated Author Translated Author Translated Title Translated Title Name of Database Name of Database Database Provider Database Provider Language Language II. Create a custom output style
- Edit --> Output Styles --> Open Style Manager
- Highlight APA 5th (Make sure that APA 5th is checked)
- Click on Edit
- Click on Templates under Bibliography
- Scroll down to Journal Article
- Highlight the text under Journal Article, right click and copy
- Click on Reference Types
- Click on Internet Article
- Right click and paste
- Add the text: [Electronic version] after Title and before the period
e.g., Author. (Year). Title [Electronic version]. Journal …- Close the edit window, click on Yes to save changes and close the Output Style Manager
III. Test the new reference type
- Select a journal article in your EndNote library (or create a new entry)
- Set or change the reference type to: Internet Article
- Insert the Internet Article citation into a sample Word document
- Compare the output in Word to the APA style guidelines. Check carefully for errors and adjust the reference type or output style as necessary.
Word Output:
- Francis, B., Robson, J., & Read, B. (2001). An Analysis of
- Undergraduate Writing Styles in the Context of Gender and Achievement [Electronic version]. Studies in Higher Education, 26(3), 313-326.
Special Characters:
Several special characters are used within EndNote output styles to format the citations.Link Adjacent Text, represented by: °
This character acts as a non-breaking space. Use the link adjacent text character to link elements (field names or punctuation) in the output style.Forced Separation, represented by: |
This character forces a break between elements of the output (e.g., it can be used to break the link between punctuation and a field name so that if a field is blank, the punctuation will remain.)Singular/Plural, represented by ^
This character is used to indicate singular or plural forms of labels (e.g., ed.^eds.)Special characters used in the modification of a Citation Template element
(Author, Year|, p.^pp.°Cited Pages)
Entering Field Names as Literal Text:
The forced separator after Year separates the comma, labels and Cited pages field from the Author and Year fields. This means that when Cited Pages contains no information, the in text citation only includes (Author, Year). But, when page numbers are entered into the citation, EndNote recognizes whether a single page or range of pages has been entered and provides the comma, p or pp as appropriate and the actual page numbers.If you want to enter text in a style that corresponds literally to an EndNote field name you must enclose the text with a preceding and trailing back apostrophe character: ` (usually found on the far left of the number one on a standard keyboard).
Example: to precede an editor's name that would be found in the Editor field with the text: Editor you would enter it as:
`Editor`: Editor
- Modify existing reference type
- Edit the output style
- Test the reference type in a Word document
Scenario
The researcher now finds a document that is published on a university Web site.
APA 5th guidelines for this reference type are as follows:
Example:
“If a document is contained within a large and complex Web site (such as that for a university or a government agency), identify the host organization and the relevant program or department before giving the URL for the document itself. Precede the URL with a colon.”(http://www.apastyle.org/elecsource.html 9/17/03)
- Chou, L., McClintock, R., Moretti, F., & Nix, D. H. (1993). Technology
- and education: New wine in new bottles: Choosing pasts and imagining educational futures. Retrieved August 24, 2000, from Columbia University, Institute for Learning Technologies Web site: http://www.ilt.columbia.edu/publications/papers/newwine1.html
If you find an EndNote reference type that closely matches the new type that you need, check to see if you might be able to simply add a field to it rather than creating an entirely new reference type. Only fields that actually contain data in the EndNote library will display in the citations in Word.
Solution
In this example the Electronic Source reference type contains all of the information needed for this type of citation. A new field "Department" can be added to accommodate APA5th rules. This way if data is present in the field "Department" it will be included in the output in Word. If the field is blank Department and its associated punctuation are omitted in the output in Word.I. Modify the Electronic Source reference type
- Edit --> Preferences --> Reference Types
- Select Modify Reference Type
- Set the Custom 1 field of the Electronic Source reference type to read Department
II. Modify the Electronic Source reference type in the APA 5th output style as follows:
Original Output Style
Electronic Source
Author. (|Year|, ° Last Update Date|). Title|.°Retrieved°Access Date|,°Access Year|,°from°URLModified Output Style
Electronic Source
Author. (|Year|,°Last Update Date|). Title|.°Retrieved°Access Date|,°Access Year|,°from Department°Web°site:| URL
Alternate Solution for Electronic Version Modify the Journal Article reference type
- Edit --> Preferences --> Reference Types
- Select Modify Reference Type
- Set the Custom 1 field of the Journal Article reference type to read Electronic Version
- Add the text: Electronic version in the Electronic Version field for each electronic version journal article in your library,
- Modify the output style for Journal Article to include the variable field "Electronic version" as follows:
Author. (Year). Title |[Electronic Version]|. Journal|, Volume|(Issue)|,°Pages|.- Test two Journal Article citations in Word (one with data in the field Electronic Version and one with this field blank. Make sure that the citations format properly with and without this phrase.
C. Working with Images and files in EndNote
In addition to managing citations and creating bibliographies, EndNote also manages images, figures and files to create figure lists in Word. Each EndNote reference can contain one associated graphic or file.
Preconfigured reference types are available for: Artwork, Equation, Figure and Chart or Table
All other reference types contain the fields: Image and Caption.
Image types may include: bmp, gif, jpg, png, tiff.
File types may include audio (WAV, MP3), mdb, xls, ppt, MS Project files, MS Visio files, doc, txt, rtf, Multimedia (mov, quicktime), pdf, html.Note: Images entered as Chart or Table reference types are inserted into Word as tables and are numbered separately in a table list.
Images entered in all other image reference types or in image fields are inserted into Word as figures and are numbered in a figure list.
- Storing image files
- Create a new reference for an image using the image reference types
Or,
Add an image and caption to an existing reference type- Inserting images into Word documents
- The Figure List in Word:
Delete or Move a Figure
Move a Figure ListI. Storing image files
Unlike earlier versions of EndNote, EndNote8 copies the image file (once it has been insterted into a citation) and places the copy in a folder that EndNote creates.
The folder is always named [libraryname].DATA and is located in the same folder as the library file.II. Create a new reference for an image using the image reference types
- References --> New Reference
- Select a reference type from the dropdown list (e.g., artwork, figure, chart, equation)
- Fill in the appropriate fields for the reference
- Right click in the Image field and Select Insert Picture or,
Select Image field from the Reference menu
*NOTE: Select Insert File when working with non-image file types (e.g., wav, xls, mdb, etc.)
Browse to the location of the image that you wish to insert
Highlight the file name
Click on Open- Enter information in the Caption field (limit 245 characters)
Or,
Add an image and caption to an existing reference type
- Create or open the citation that you wish to add an image or file to
- Insert the image by right clicking in the Image field
Select Insert Picture
*NOTE: Select Insert File when working with non-image file types (e.g., wav, xls, mdb, etc.)
Browse to the location of the image that you wish to insert
Highlight the file name
Click on Open- Enter information in the Caption field (limit 245 characters)
III. Inserting images into Word documents
- In Word place your cursor where you would like the figure reference to your image to appear
- Tools --> EndNote8 --> Find Figures.
- In the Find field, enter the text to identify the reference that contains the image.
- Click on the Search button.
- Highlight the image in the search result list that you wish to insert and click on the Insert button.
EndNote inserts the image and caption after the paragraph where it is cited.
If the same figure or table is referenced more than one time, references to that figure always have the same figure number and the figure appears only once in the document.
Note: Images entered as Chart or Table reference types are inserted into Word as tables and are numbered separately from other figures.
Change placement of Table List or Figure List
- In EndNote: Edit --> Output Styles --> Open Style Manager
- Highlight APA 5th (Make sure that APA 5th is checked)
- Click on Edit
- Click on Figures & Tables
- Click on either Figures or Tables
- Select the desired placement of the figure or table list and caption text (in text or at end of document)
- Select the desired placement of captions (above or below figures and tables)
- Close the Output Style Window and Click on Yes to save the changes
You can override these output style settings in Word by modifying the Cite While You Write preferences.
Delete or Move a Figure
To Delete a figure, delete the in-text figure citation. Do Not delete the figure from the figure list.
To Move a figure or table, select the image and it's caption, cut from it's original position and paste it in the new location.
When you move or delete a figure citation you must reformat the document so that the figure list is renumbered. To do this go to: Tools --> EndNote8 -->Generate Figure List.
You can manually insert a page break between figures and it will be retained when you reformat your figure list.
Move a figure list:
Move the figure list to somewhere other than the last page of the document
- Highlight the entire figure list including the blank paragraph mark before the line: “List of Figures”
It is best to show all non-printing characters in Word before doing this. (Tools --> Options; View Tab --> Show All).- Cut the selection and paste it to the new location in your document.
Any new figures that you add will be added to the list in its new location.
If they are not, you did not copy the leading paragraph mark and have not completely moved the figure list. To repair this, you must undo the move, re-select the figure list, copy and paste again.Provide a figure list in a separate file
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- After the document is finalized, highlight the entire list.
- Copy and paste it into another document.
- Delete the original figure list.
D. Working With EndNote Libraries
Merging Libraries:
There are two ways to move citations from one EndNote library to another.
EndNote Import
1. In EndNote: File --> Import
2. Import Option: EndNote Library
3. Select the library that you wish to import.
4. If you want to eliminate potential duplicate citations, select from one of the duplicate options in the Import windowOr,
Copy and paste or drag selected citations from one open library to another open library.
Caution:
The citations are renumbered once they are added to the destination library. What might have been citation #2 in the original library may now be citation #604 in the destination library. If you have used the imported citations in a document and now plan to use the new library with this same document, your reference links to EndNote will break since they no longer have the same reference number. This is because the only link between the citations in the document and the EndNote library is the citation number. You will have to re-insert the citations in the document any time that the citation number has changed.The EndNote Traveling Library
The first time you format a citation in a document EndNote accesses the reference data from the open library and embeds it within the document. When you reformat the bibliography, EndNote again looks for the reference data in the open library. If that library is not available, EndNote uses the embedded citation data to format the citation. This embedded data is referred to as the “Traveling Library.”Advantages of the Traveling Library
If a document will be edited on more than one computer you can reformat that document’s citations on any computer that has EndNote installed, even if you don’t have the library file that you used when you first inserted those citations into your document. Caution! Edits that you make to the citations in the traveling library are NOT reflected in the primary source library.Export Traveling Library into an EndNote Library
This feature allows you to convert the reference data that EndNote embedded into the document into an actual EndNote Library.
Uses: Create a library to share with a colleague; create a new library containing just that document’s citations.
- In Word: Tools --> EndNote 8 --> Export Traveling Library
- In the Export Traveling Library dialog box select either:
a. An existing EndNote Library (from the drop-down list – or Browse to find a library)
b. A new EndNote Library (you’ll be prompted to name and Save the new library)Best Practice:
When an individual author is working on a single paper and moving between different computers, it is best to carry a copy of the reference library with the document (as a separate file that you transport along with the document) rather than to rely on the “Traveling Library”. This permits any changes made in the library to be reflected in the paper.Copying a library:
- In EndNote 8: File --> Save a Copy
- Save the library to disk, etc. for use elsewhere.
OR,
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- Manually copy and save the library file [libraryname].enl plus the [libraryname].data folder
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