Using EndNote 7 With Penn State Library Resources
EndNote 7 is available in the labs for both PC and MAC, but number of simultaneous users are restricted to less than 10.
EndNote Reference Types, Output Styles and References are all interrelated.
Every field in a given reference type also 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 customize existing reference types
by adding/removing fields or can create new 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 use, 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 9/17/03)
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. Follow the solution steps to solve this problem.
Solution
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.
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.
- 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
Note on 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.)Example 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
C. Working with Images and files in EndNote
In addition to managing citations and creating bibliographies, EndNote also manages figures and creates 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
Every other reference type also contains the fields: Image and Caption. By using these fields you can associate an image taken from a journal with the citation to the journal article.
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.
- Organize images
- 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. Organize Images
Create a folder to put your images in (any location that you will always have access to when using EndNote and Word) and place your image files into this folder.
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
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- Fill in 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- Fill in 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 --> EndNote7 --> Find Figures.
- Enter the name of the image that you wish to insert In the Find field,.
- Click on the Search button.
- Highlight the image in the search result list that you wish to insert and click on the Insert button.
Once you insert the first figure into your document, EndNote creates a figure list (or table list) at the end of the document. This contains a numbered list of figures, the images and their captions.
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 figure or table list.
Note: Images entered as Chart or Table reference types are inserted into Word as tables and are numbered separately from other figures.
The Figure and Table Lists in Word:
EndNote places the Table List and Figure List at the end of the Word document. It is also possible to configure the output style to place each figure or table either directly after the text where it is cited.
You can further configure EndNote to place the caption either above or below the figure or table that it pertains to.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
- 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.
Include figures within the text
If your style places figures at the end of the document but you wish to include them immediately after the citation do the following:
- In Word go to: Tools --> EndNote7 --> Cite While You Write Preferences
- Click on the Figures and Tables tab
- Click on For custom placement, keep figures and tables in their current position when re-generating the figure list
- Click on OK
Delete or Move a Figure
To Delete a figure, delete the in-text figure citation. Do Not delete the figure from the figure list.If 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 --> EndNote7 -->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.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 7 --> 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.
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