This web page is a supplement to the Penn State ITS /CETS Seminar Software to Manage Your Bibliographies and to Communicate with LIAS.
Some Instructions may not apply outside the Penn State ITS Labs.

Related Documentation

Using EndNote 6 With Penn State Library Resources     Quick Guide to EndNote 6

 

Versions in the Labs at University Park

EndNote 6 is available in the labs for both PC and MAC, but number of simultaneous users are restricted to less than 10.

A. Overview of EndNote

What is EndNote? - EndNote is a bibliography manager which lets you

• Enter bibliographic data for a variety of media (books, articles, URLs, artworks, sound recordings, bills, etc.)
• Search for entries by author, subject, type, keyword and other parameters
• Export bibliographic entries into a word processor such as Microsoft Word or WordPerfect
• Reformat entries in Word/WordPerfect according to different bibliographic styles such as MLA or APA
• Import entries from online resources including the Penn State Library Catalog and E-Resources (databases.)

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B. Open EndNote and EndNote Library

Open EndNote

Windows

1. From the Start Menu, go to Programs >> EndNote >> EndNote Program.
2. You will be asked to create a library or to open an existing library. (EndNote libraries have the file extension .enl ).

Windows, ITS Labs at University Park

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, ITS Labs at University Park

1. From the startup window, open the Word Processors folder, then double-click on EndNote 6.
2. You will be asked to create a new library or open an existing Library.

Open an EndNote Library

When you launch the EndNote program you are prompted to open or create an 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.

 

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).
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.

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, the 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.

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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.

Back to Menu

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.

Back to Menu

To Add a Field in the Top Bar

• Go to the Edit menu, and select Preferences. This will open the Preferences window.
• 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 the OK button (Win) or Save button (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.

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C. New Library with Sample Data

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

Create Library

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

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Enter a Record

1. Under the References menu, select New Reference. A blank record window will open.
2. Select the type of entry from the Reference Type menu. For the first record, select Book.
3. Enter the Author name in the format «Last Name, First Name, Initial». Then hit Enter (Window) or Return (Mac).
4. Enter the Year, then hit Enter (Win) or Return (Mac).
5. Continue until you have finished entering the record.
6. Close the window when you are done. The entry will appear in the main library window.
   
   
7. To enter a second record, follow Steps #1-6.
8. Follow steps #1-7 until you have finished entering all the records you want.

Notes:
Author Names:

• Enter one name per line either [first name] [last name] or [last name], [first name]
• Multiple word last names: enter as [last name], [first name] (e.g., de Gaulle, Charles
• Titles: enter as [last name], [first name], [title] (e.g., Smith, Alfred, Jr.)
• Corporate Names: Enter entire corporate name in a string without commas or other punctuation. Enter a comma after the name. (e.g., 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 (\)

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Change a Record

1. Highlight the row of the record you wish to change; then double-click your mouse. This will open 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.

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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.

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Change the Default Reference Type

1. Go to the Edit menu, and select Preferences. This will open the Preferences window.
2. Select Reference Types in 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.

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D. 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 6 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 will open 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.

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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 6 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.

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Insert a Citation

1. Type in some text (1-2 sentences) 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. Return 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 will be.
4. Then select Tools >> EndNote 6>> 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.

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Change Citation Format

1. Under the Tools >>EndNote 6 menu, select Format Bibliography. This will open a new window.
   
2. Select With Output Style from the pull-down menu. The menu should contain all of the Styles that you selected in the 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 the formatting is done, citations will display in the new style, and the full bibliographic entries will be 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. In EndNote select 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

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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 6 >>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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THIS PAGE: Overview | Demo Library | New Library | Insert and Format Citations

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Last update:2/10/2003

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