INTRODUCTORY TUTORIAL
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ENDNOTE (Version 7.0) INTRODUCTORY TUTORIAL Philson Library School of Medicine University of Auckland Phone: 09-373-7599 then ext Sue Foggin ext. 86123; sm.foggin@auckland.ac.nzLorraine Nielsen ext. 86158; lm.nielsen@auckland.ac.nzAnne Wilson ext. 86126; a.wilson@auckland.ac.nzLaura Armstrong ext. 86132; l.armstrong@auckland.ac.nz Jacob Powell ext. 89121; jp.powell@auckland.ac.nz1 PHILSON LIBRARY | UNIVERSITY OF AUCKLAND JULY 2006 ENDNOTE CONTENTS PAGE Section 1: Installing Endnote ................................................................................................................. 3 Section 2: Introduction To The Endnote Library................................................................................... 4 2.1 Start Endnote And Open A Library................................................................................................. 4 2.1.1 Open A Library ............................................................................................................................... 4 2.1.2 Refer To The Endnote Manual........................................................................................................ 5 2.2 Customising Endnote...................................................................................................................... 5 2.2.1 Changing/Adding a Default Library................................................................................................ 5 2.2.2 ...
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ENDNOTE (Version 7.0) INTRODUCTORY TUTORIAL
Sue Foggin Lorraine Nielsen Anne Wilson Laura Armstrong Jacob Powell
Philson Library School of Medicine University of Auckland Phone: 09-373-7599 then ext ext. 86123;sm.foggin@auckland.ac.nz ext. 86158;lm.nielsen@auckland.ac.nz ext. 86126;a.wilson@auckland.ac.nz ext. 86132; l.armstrong@auckland.ac.nz ext. 89121;jp.powell@auckland.ac.nz
CONTENTS PAGE Section 1: Installing Endnote................................................................................................................. 3 Section 2: Introduction To The Endnote Library................................................................................... 4 2.1 Start Endnote And Open A Library................................................................................................. 4 2.1.1 Open A Library ............................................................................................................................... 4 2.1.2 Refer To The Endnote Manual ........................................................................................................ 5 2.2 Customising Endnote ...................................................................................................................... 5 2.2.1 Changing/Adding a Default Library................................................................................................ 5 2.2.2 Changing The Display Fonts........................................................................................................... 6 2.2.3 Adding Fields To A Reference Type .............................................................................................. 6 2.2.4 Changing The Display Fields .......................................................................................................... 7 2.2.5 Resizing Columns ........................................................................................................................... 7 2.3 Select And Open A Reference......................................................................................................... 7 2.4 Edit A Reference ............................................................................................................................. 8 2.5 Delete A Reference ......................................................................................................................... 8 2.6 Re-Sort (Rearrange) The References .............................................................................................. 8 2.7 Exit From Endnote .......................................................................................................................... 9 Section 3: Reference Management........................................................................................................... 10 3.1 Create A New Reference ................................................................................................................. 10 3.2 Search For A Set Of References...................................................................................................... 12 3.2.1 Sort The References You Have Found............................................................................................ 12 3.2.2 Select The Style In Which You Want The References To Appear In The Reading List ................ 12 3.3 Print/Download The References ..................................................................................................... 13 Section 4: Using Endnote While Writing A Paper.................................................................................. 14 4.1 Type A Paper And Insert Endnote References Into It ..................................................................... 14 4.2 Changing The Referencing Style .................................................................................................... 16 4.2.1 Selecting Other Styles - The Endnote Styles Folder ....................................................................... 16 4.3 Formatting The Bibliography.......................................................................................................... 17 4.4 Customising Individual Citations.................................................................................................... 18 Section 5: Importing References Into An Endnote Library.................................................................. 19 5.1 Create a New Library ...................................................................................................................... 19 5.2 What is an Import Option (Filter)?.................................................................................................. 19 5.3 Direct Export Features .................................................................................................................... 20 5.3.1 Search an Ovid Database and Use Direct Export............................................................................ 20 5.3.2 Search Current Contents and Use Direct Export............................................................................. 21 5.3.3 Search Science Direct and Use Direct Export: ............................................................................... 22 5.4 Importing References When You Cannot Use Direct Export ........................................................ 22 5.4.1 Importing References Received Via Email From Ovid Databases ................................................. 22 5.4.2 Importing References Saved To Disc From Ovid Databases .......................................................... 23 5.5 When There Is No Filter For Your Database .................................................................................. 25 5.6 When A Filter No Longer Works Correctly.................................................................................... 25 Section 6: Searching Remote Databases With Endnote......................................................................... 26 6.1 Connect To A Remote Catalogue Or Database ............................................................................... 26 6.2 Search The Catalogue/Database ...................................................................................................... 27 6.3 Save The References ....................................................................................................................... 27 6.4 Selecting A Connection File ........................................................................................................... 27 Section 7: Miscellanous Information........................................................................................................ 28 7.1 Backing up your EndNote library ................................................................................................... 28 7.2 Adding a PDF file as an attachment ................................................................................................ 28 7.3 Importing Another EndNote Library............................................................................................... 29 7.4 Guidelines for Using the APA, Vancouver, and Auckland School of Medicine Styles.................. 29 7.5 Trouble Shooting............................................................................................................................. 29
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What is EndNote? • reference database, allowing you to store, manage, and search for bibliographicEndNote is a references in your private database (EndNote Library). • references downloaded from a variety of electronic databases andEndNote allows you to import Library catalogues into your private EndNote Library. • EndNote is a bibliography maker--it builds lists of cited references automatically. Use EndNote to insert citations into a word processing document and compile a list of references in a style that you choose. Section 1: Installing EndNote EndNote 7version currently in use at this University.(released early 2004) is the University of Auckland Staff:contact your departmental computer support person to have EndNote 7 installed on your computer. University of Auckland students: theIC Helpdesks, located in the Kate Edger Information Commons (City Campus,cnrSymonds St and Alfred St, ext.82333) and in the Grafton Information Commons (Faculty of Medical and Health Sciences, Grafton Campus, ext.82300) provide the software on a CD (cost $5); at the Tamaki Campus, the CD is available from the Student Resources Centre. The EndNote CD comes with a variety of Filters and Connection Files which enable importing of references from many commercial databases into your own EndNote library. However, EndNote does not have these for every database available via the University of Auckland Library's LEARN system. Library staff have created some additional Filters and one Connection File (for Voyager, the University of Auckland library catalogue), which have been added to the CD. From time to time, library staff may create or adapt other Filters, which will not be on your CD these are put onto the Library's EndNote web page for downloading. Check the web page from time to time by going toLEARN, then clicking onTraining and Help>>EndNote>>Downloads -Filters and Connection Files http://www.library.auckland.ac.nz/endnote/endnote.htm) New filters and connection files developed by EndNote staff after the release of EndNote 7 may also be downloaded from the EndNote websitewondne.wwom.cte), and there is much other useful information on this site. The Student Learning Centre web page also has useful information about EndNote http://www.slc.auckland.ac.nz/pg/resources/computing/endnote.ptml
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Section 2: Introduction To The EndNote Library An EndNote Library is a database of references you compile and keep on your own computer. This section covers the basics of working with an EndNote Library. In particular, you will learn how to: • Start EndNote and open a Library. • Customise some features of an EndNote library to suit yourself. • Select and open a reference. • Delete a reference. • Close a reference. • Rearrange (re-sort) the references in a Library. 2.1 Start EndNote And Open A Library 2.1.1 - Open a Library • From theStartmenu, choosePrograms>>Endnote Program (or EndNote 7) TheGet started with EndNotebox pops up, offering three options: • Create a new EndNote Library • See what's new in EndNote 7 • Open an existing EndNote Library (NB: There is an option not to show this message again; if this has been ticked previously, you will be taken to the point reached by clicking on the Browse button (see the second bullet point in the exercise below). TheOpen an existing EndNote Libraryoption has an associated dropdown menu, listing recently-used EndNote libraries. For this tutorial, we will use the sample EndNote Library called PALEO.enl, to investigate various features of an EndNote Library. (When EndNote is first installed, the Paleo library is the only library on EndNote, as you have not created any others yet). Exercise: • Ensure Paleo.enl is the name in the box • Note: if Paleo is not the library you want to use, select another from the dropdown listORclick on theBrowselibraries on the computer you are using).button to find all the EndNote • Click OK When you open an EndNote Library you see the Library window showing the start of the list of all the references the Library contains (the PALEO Library contains around 200 references). There are five columns. For each reference, the columns show: • apaper clipthe reference includes attached graphics, figures or files)symbol (if • first author'slast name(if the reference has authors) • yearof publication • as much of thetitleas will fit on one line • url (web site address - if the reference has one)
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You can browse through the Library using the scroll bar, the scroll arrows, or the Page Down, Page Up, Home, End, and Arrow keys on your keyboard. You can also make the window bigger (click on the middle icon, top right corner). 2.1.2 Refer to the EndNote Manual If possible, install the full EndNote Manual (which is on the installation CD) at the same time as the EndNote programme, so it is available for easy consultation. University staff - ask your computer support person to do this. Exercise: Click Start>>Programs>>EndNote>>EndNote Manual The various chapters are listed; click on a plus sign to see chapter sections Click on a heading to view that section of the manual Close the Manual and return to the EndNote programme. 2.2 Customising EndNote When EndNote is first installed on a PC, a number of default settings are in place, which you can alter. Any alterations you make remain in place the next time you open EndNote. An important first step is to ensure theMain Toolbaris displayed. If the Main Toolbar is not showing: ClickTools>>Show Toolbar>>Main. • At the bottom of the Library window is the Preview box; (you may first need to clickShow Preview to open this section). Exercise: • on any reference (this will highlight it)Click once • ThePreview boxshows the highlighted reference in the currently selected referencingnow style (shown in the drop-down box at the far right of the Main Toolbar). TheEditmenu contains a range of Preferences which you can change. Exercise: • Click onEdit Preferences • The EndNote Preferences window opens. On the left is the list of features you can change. 2.2.1 Changing/Adding a Default Library You can assign a Library as the default, to open automatically every time you start EndNote. We will set the PALEO Library (PALEO.enl) as the default for now. Later, when you create your own Library, you can set it as the default Library by following these same instructions. The Library you want to set as the default should beopen.
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Exercise: • Click onEdit Preferences Click onLibraries • • Click on theAdd Open Librariesbutton. The file location of thePALEO.enlLibrary is added to the box • Click onOK If you now closed EndNote then opened it again, the PALEO Library would open automatically. Notes:-You can set more than one library to open automatically. -If you no longer want a Library to open by default, click onEdit Preferences>> highlight the Library name in the list >> click onRemove Library>> clickOK. 2.2.2 Changing The Display Fonts There are two display fonts- theLibrary Display Fontwhich determines the font style and size of the references listed in the Library window; and theGeneral Display Fontwhich determines the font used to display all other text, e.g. most of the information panels in EndNote. Exercise: • Click onEdit>>s ceePnreerf>>Display Fonts. • Click on theChange Fontbutton beside Library Display • Choose thefont styleandsizeyou want, clickOK • Click onOK The references in the Library window will be in the new font. 2.2.3 - Adding Fields to a Reference Type You can add many types of reference to an EndNote library - e.g. Journal articles, Books, Sections (Chapters) of books, Newspaper articles etc. Each Reference Type is set up withfieldsinto which you add relevant pieces of information about that reference (e.g. Authors' names, Title, Journal name, Date of publication). Sometimes, you may wish to add one or more fields to a Reference type, so that you can routinely add additional information to every reference of that type. EndNote provides 6 Custom fields which you can rename to indicate the type of information you wish to add - e.g. you could rename one of the Custom fields as "My Keywords". Exercise: • Click onEdit>>Preferences>>Reference Types>>Modify Reference Types • TheGenericReference Type in the left column contains all possible EndNote fields • right show each Reference type and list the fields normally contained in thatColumns to the type; a blank field indicates that field is not normally present in that reference type. • Find theJournal ArticleReference Type column • Next to the Generic Reference Type'sCustom 1field, typeMy Keywordsinto the corresponding blank space of the Journal Article Reference Type • reference type you may add to the library (e.g.You would need to repeat this for each other Book, Book Section, Edited Book, Newspaper Article). • ClickOK(saves the changes), clickOKagain (closes the Preferences window)
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2.2.4 Changing The Display Fields You can change the columns which display in the Library window. The default is to display Paperclip (indicates attached image), Author, Year, Title, url. To displayRecord Numberinstead of the url: Exercise: • Click onEdit>>Preferences>>Display Fields. • Change theColumn 5Drop-down box toRecord Number • ClickOK Record Number now displays as the fifth column in the Library window. (You may need to scroll the windowirohlyalntzoto see the new columns). There are a range of other preferences which you should investigate - for example theSpell Check. Read the relevant section in the EndNote manual for details about EndNote's Spell Check function, or the other preferences. 2.2.5 - Resizing Columns You can resize the columns in the Library window (make them wider or narrower): Exercise: • between two column headings (eg: Author and Year)Place the cursor on the line • and drag the line left or right.Hold down the left mouse button 2.3 Select And Open A Reference To select a specific reference you must first highlight it in the Library window. There are different ways to highlight a reference, such as clicking on the reference, typing the first few letters of the author's last name, or using the Arrow keys on the keyboard. To see how this works: • Click once on any reference, then press the Up or Down Arrow to move the highlight to the previous or next reference, OR typing the first few letters of the author's last name:Highlight a reference by • Exercise: •Typeargwithout pausing between letters • The first reference by the author whose surname is "Argus" is highlighted Now that the reference is selected, there are a number of things you can do with it, such as view its contents, copy, cut, delete, or edit it. Note that many details of the reference, as it would appear in a bibliography, appear in the Preview window. You can also open the reference to view its entire contents.
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Exercise: • Open the Argus 1993 reference by ensuring it is highlighted >> press theEnterkey (OR double-clickon the reference). • The Reference window opens to display all of the information associated with this reference. The Reference window is where you enter or edit information about a reference. The details displayed in square brackets at the top of the Reference window (Argus, 1993 #34) are used by EndNote to match citations in a paper you are writing to references in an EndNote Library. To view all parts of the reference,scrolldown, or press theTabkey to moveforwardfrom one field to the next. PressShift+Tabto movebackwardsthrough the fields. You may also click on afield label (e.g. Title, Keyword) to move to that specific field. The arrowed buttons at the top left of the window allow you to move forward or back one reference. 2.4 Edit A Reference In the Argus reference, we wish to add another keyword into the Keyword field. Exercise: • Click on theKeyword field • Position the cursor at the end of the word "excavation", pressEnter, then type the word "srticraphatigThis means that this is a keyword not previously". The word may appear in red. used in any reference in this Library. EndNote will add the new word to theKeywords term list when you close the reference. (See the EndNote Manual for information on Term Lists). • Note:Each keyword must be entered on a separate line • EndNote automatically saves all changes you have made when you close it.Close the reference. 2.5 Delete A Reference Selecta reference >> click onReferences>> click onDelete References. (For the tutorial, please clickCANCELwhen asked if you are sure you wish to delete one reference, as there is no undo!) 2.6 Re-Sort (Rearrange) The References The default sort is alphabetical by author's last name. If you sort a Library and then close it, the next time you open the Library it will open in the same order as when you closed it. There are two ways to sort a Library. Sort Method 1:to sort by one field only e.g.year of publication: Exercise: • Click on theYearcolumn heading. The Library is sorted into date order, oldest at the top. • Click again on theYearsorted into the reverse order, i.e. withcolumn heading. The Library is the most recent at the top. Note:click on any column heading to sort in order of that field e.g. Author
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Sort Method 2: -if you want to sort by more than one field e.g.by year, and thenby authorfor references published in the same year. Exercise: • Click onReferences>>Sort References, OR click thesort icon the main toolbar on Note: You can sort inascending order(A-Z, 0-9) ordescending order(Z-A, 9-0). To change the sort order click on the button to therightof the Year box. • Click on thefirstdrop-down box >> selectYear . • Click the sort button to showdescending. • -downClick on the second dro box and selectAuthor >>leave as ascending • buttonClick on the • Select None in the other boxes • first) and where several have the same year,The references are now sorted by year (most recent they are sorted alphabetically (A-Z) by author. 2.7 Exit From EndNote Click onFile>Exit to exit EndNote. > If you Exit, then go back into EndNote you would notice that the PALEO Library, which you set as the default, opens automatically.
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Section 3: Reference Management In this section you will learn how to: • Manually type a reference into a Library. • Search for a set of references on a particular topic. • these references into an annotated reading list.Turn For this scenario, pretend that you have just found a new book that discusses a theory about extinction. You want to immediately enter a reference for this book into the EndNote PALEO Library and then print the reference, together with other related references, as a reading list for students. 3.1 Create A New Reference There are various ways to add references to an EndNote Library: • manually into a New Reference windowType the reference information • Import/Export references from electronic databases (Section 5). • Connect to an electronic catalogue or database from within EndNote and retrieve the references directly into EndNote (Section 6). This example demonstrates how totype the reference information into EndNote. Once a Library is open, you can add a new reference to it - the PALEO Library should be open on your screen. Note:Chapter 5 of the EndNote Manual gives full details of how to enter and edit references -punctuation, spacing etc. It isvery important that you read this chapterbefore you manually add references into an EndNote Library. If you do it incorrectly, EndNote will not be able to format a proper list of references at the end of a document. Follow the instructions inSection 2.1.2to open the EndNote Manual (Start>>Programs>>EndNote Manual); click on the plus sign (+)next to the chapter headingEntering and Editing References, then click on theEntering Referencessection and scroll through some of the details. Then close the Manual. The default type of new reference isjournal article. If you wish to add some other type of reference, e.g. a book, a section (chapter) of a book, a newspaper article etc, you must choose it from the menu. Investigate the differences between reference types (different fields) as you select various reference types from the drop-down menu, then practice with this exercise: Exercise: • Click onReferences >> New Reference, or click on the icon. A New Reference window opens. • le,For this exam create aBookreference. Click theReference Typedrop-down menu and chooseBook
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You can now enter details of the book, beginning with the author names. Author names can be entered two ways: either "First Middle Last" such as "Carol Margaret Jacobson" or "Last,First Middle" such as "Jacobson,Carol Margaret." (Note the comma, which is how EndNote recognizes Jacobson as the author's surname). Individual author namesmust be entered one per line.See the Manual for more details. Exercise Cont: • the cursor in the Author field, typeWith Jacobson, Carol Watch as you type the first few letters of the author name. EndNote searches theAuthors term list to see if there is a match for the name you are entering and puts details of a matching name into the box. If, as you continue typingJacobson, Carol,the name appears in red, this means that no other reference on the database has an author of this name, so this name will now be added to the Authors term list. (See Chapter 9 of the EndNote Manual for full information on Term Lists). • PressEnter, type the second author name on a new line -Roe, Jennifer • PressTabor click on theYearlabel to move to the Year field, and type1994 • In Title, typeImpacts of meteorites on Earth • In City, typeNew York • In Publisher, typeChurchill, Inc. • In Number of Pages, type100 • In Abstract, typehitting Earth millions of years ago may have led to theA meteorite extinction of some marine life Notesetc) as usual and capitalise the first word of the: Capitalise names (of people, places, firms title. Otherwise, no extra punctuation (e.g. parentheses around the year) or text styles (e.g. bold or italic or underlining) are entered into the reference. EndNote adds any necessary punctuation and text style changes to the references when it creates a list of references at the end of a document. When you have entered all the details, you may wish to run a spell check - Click onReferences -Spellcheckor the icon. When the spell check is complete, • Close the reference window. All information is automatically saved when you close the window and the new reference will now appear in the Library. Make sure you read Chapter 5 of the EndNote Manual for full details on manually entering references -including how to insert images (graphics, figures, files) into an EndNote Library and link them to papers.
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