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VU UNIVERSITY AMSTERDAM LIBRARY
MANUAL
ENDNOTE 9 till X7
FOR USE AT VU UNIVERSITY AMSTERDAM
July 2014
Quick index
Table of instructions for import from bibliographic databases 0
•
•
•
•
•
•
•
•
General explanation of the EndNote application
Section 1.1
How a library (EndNote database) works
Section 1.2 and chapters 2 and 3
Entering one or more titles in EndNote one at a time
Chapter 2
Importing a group of titles from a catalogue or electronic file at once
Sections under 4.2 and Section 0
Copying an import filter offered by the UBVU to PC
Section 4.4
Modifying data from EndNote in Word
Chapter 7
More extensive information on EndNote than this manual provides See www.endnote.com
VU University Library Support
www.ub.vu.nl> Help, advice >
Tools > Endnote
For Endnote X7 please use the Quick Reference Guide
http://ip-science.thomsonreuters.com/imgblast/en/enx7_qrc_en.pdf
With thanks to Eric Akkerman,
Faculty of Arts, IT department
Annex: table of instructions for import from bibliographic databases
ABI Inform (Global and Trade & Industry)
Annual reviews
Anthrosource
Art bibliographies modern
Art index
ATLA Religion database
Biological abstracts
British Humanities Index
Business Dateline
Catalogue UB VU
Criminal Justice Abstracts
Design and Applied Arts Index
Dissertations and theses (Proquest)
Econlit
Eric
Georef
Google Scholar
Guide for legal authors
Heinonline
HINT
Historical abstracts
Hoover’s Company Profiles
IBSS
Ingenta
International Bibliography of Art
International Bibliography of Social sciences
ISI Web of science (Web of knowledge)
JSTOR
LLBA
Medline via Web of Science
Medline via Pubmed
MLA International Bibliography
Philosopher’s index
Physical Education Index
Picarta
Project Muse
PsycInfo
Psycarticles
Pubmed
Science direct
Sportdiscus
Web of Knowledge
Wilson Art Index
See section 4.2.3
See section 4.2.13
See section 4.2.14
See section 4.2.3
See section 4.2.4
See section 4.2.4
See section 4.2.8
See section 4.2.3
See section 4.2.3
See section 4.2.1a
See section 4.2.4
See section 4.2.3
See section 4.2.3
See section 4.2.8
See section 4.2.4
See section 4.2.8
See section 4.2.12
See section 4.2.16
See section 4.2.11
See section 4.2.2, as Picarta
See section 4.2.4
See section 4.2.3
See section 4.2.3
See section 4.2.9
See section 4.2.3
See section 4.2.3
See section 4.2.5
See section 4.2.15
See section 4.2.3
See section 4.2.5
See section 4.2.6
See section 4.2.3
See section 4.2.8
See section 4.2.3.
See section 4.2.2
See section 4.2.10
See section 4.2.4
See section 4.2.4
See section 4.2.6
See section 4.2.7
See section 4.2.4
See section 4.2.5
See section 4.2.4
1
Index
ANNEX: TABLE OF INSTRUCTIONS FOR IMPORT FROM BIBLIOGRAPHIC DATABASES ................ 1
1. WHAT IS ENDNOTE? ............................................................................................................................................ 3
1.1 INTRODUCTION.................................................................................................................................................... 3
1.2 HOW DO I CREATE AN ENDNOTE LIBRARY? ........................................................................................................ 4
1.3 HOW CAN I USE MY.ENDNOTE.COM (ENDNOTEWEB)?......................................................................................... 5
2. MANUAL ENTRY OF REFERENCES IN AN ENDNOTE LIBRARY ........................................................... 5
2.1 PROCEDURE ........................................................................................................................................................ 5
2.2 MINIMUM REQUIREMENTS FOR ‘COMPLETE’ REFERENCES ................................................................................... 6
3. WORKING WITH AN ENDNOTE LIBRARY ................................................................................................... 8
3.1 OPENING AN EXISTING ENDNOTE LIBRARY ......................................................................................................... 8
3.2 VIEW REFERENCES .............................................................................................................................................. 8
3.3 DELETE ONE OR MORE REFERENCES .................................................................................................................... 8
3.4 SORTING THE REFERENCES IN A LIBRARY ............................................................................................................ 9
3.5 SEARCHING THE LIBRARY ................................................................................................................................... 9
4. DOWNLOADING REFERENCES FROM BIBLIOGRAPHIC DATABASES ............................................. 10
4.1 INTRODUCTION.................................................................................................................................................. 10
4.2 PROCEDURES FOR SELECTED BIBLIOGRAPHICAL DATABASES ............................................................................ 10
4.2.1a Downloading references from the UBVU Catalogue ............................................................................ 10
4.2.1b Downloading references from the UBVU e-Library .............................................................................. 11
4.2.2 Downloading references from PiCarta .................................................................................................... 11
4.2.3 Downloading references from Proquestfiles: ABI / Inform Global and Trade & Industry, Art
Bibliographies Modern, British Humanities Index, Business Dateline, DAAI, Dissertations & Theses A&I,
Hoover’s Company Profiles, IBSS, International Bibliography of Arts, MLA International Bibliography,
LLBA, Physical Education Index. ...................................................................................................................... 11
4.2.4 Downloading references from EBSCO databases: ATLA Religion Database, ERIC, Criminal Justice
Abstracts, Historical Abstracts, Sportdiscus, Wilson Art Index, Psycinfo and Psycarticles ........................... 12
4.2.5 Downloading and importing references from Web of Knowledge and Medline. ...................................... 12
4.2.6 Downloading and importing references from Pubmed” .......................................................................... 12
4.2.7 Downloading and importing references from Science Direct .................................................................. 14
4.2.8 Downloading and importing references from OVID: Biological abstracts (1990-2001), Econlit, Georef,
Philosopher’s Index. .......................................................................................................................................... 14
4.2.9 Downloading and importing references from Ingenta.............................................................................. 15
4.2.10
Downloading and importing references from Project Muse. ............................................................ 15
4.2.11 Downloading and importing references from Heinonline ...................................................................... 15
4.2.12 Downloading and importing references from Google Scholar............................................................... 15
4.2.13 Downloading and importing references from Annual reviews ............................................................... 15
4.2.14 Downloading and importing references from AnthroSource.................................................................. 16
4.2.15 Downloading and importing references from JSTOR ............................................................................ 16
4.2.16 Guide for legal authors .......................................................................................................................... 16
4.3 IMPORTING REFERENCES IN ENDNOTE AFTER DOWNLOADING IF THIS DID NOT HAPPEN AUTOMATICALLY........ 16
4.4 HOW DO I COPY AN IMPORT FILTER FOR ENDNOTE ONTO MY OWN COMPUTER?................................................ 17
5. SELECTING A BIBLIOGRAPHICAL STYLE (OUTPUT STYLE) .............................................................. 18
6. CREATING A NEW OUTPUT STYLE ............................................................................................................. 20
7. ENDNOTE AND MICROSOFT WORD ............................................................................................................ 21
7.1 CITE WHILE YOU WRITE................................................................................................................................... 21
7.2 PREPARING AN INDEPENDENT BIBLIOGRAPHY ................................................................................................... 22
7.3 EDITING REFERENCES ........................................................................................................................................ 23
7.4
ADD NOTES AT THE BOTTOM OF THE TEXT AND IN THE TEXT. ..................................................................... 23
7.5 THE MOST COMMON COMMANDS AND THEIR SIGNIFICANCE .............................................................................. 23
7.6 IMPORTING A RANDOM BIBLIOGRAPHY (WITH NO ENDNOTE FILTER) INTO ENDNOTE ....................................... 24
8. WHAT IS A CONNECTION FILE? ................................................................................................................... 28
2
1. What is Endnote?
1.1 Introduction
EndNote is a software package that helps you construct, manage and use a personal database of
bibliographic references and to create a bibliography (reference list). You can search your personal
EndNote reference database fast and efficiently, sort by various entries (author, year, label or keyword)
and import the references into Word or WordPerfect in the bibliographical style you choose.
EndNote also offers other features like:
• Quick entry of references in EndNote by manual (keyboard) entry or cut-and-paste (see chapter 2)
• Using import filters, import references into EndNote from online sources like bibliographies, citation
indexes (Web of Science) and catalogues (UB VU catalogue, PiCarta, NCC, etc.) 1. See chapter 4.
N.B. To be able to do this, import filters must be on your PC or network. For instructions on import
filters, see section 4.4.)
• The EndNote interface allows you to search files directly and automatically grab references via
connection files.
• EndNote integrates with word processing software like Microsoft Word and Corel WordPerfect. In
your own documents, you can enter source references from EndNote with automatic layout in a large
number of bibliographic styles such as Chicago, MLA, Annual Reviews, etc.
• EndNote can take these source references and automatically compile your bibliography in whatever
style you prefer.
• Insert those references in Word, Apache OpenOffice Writer (only compatible with Windows), or
Wolfram Mathematica 8 and EndNote will automatically create citations and a bibliography
matching the requirements of your selected journal or style manual—and it has over 5,000
bibliographic styles to choose from!
• Attach PDFs, sound files, videos, or any other kind of file to your references—up to 45 files per
record!
•
Read and annotate attached PDFs.
•
Organize your library using groups to categorize references by project, subject, or anything else
you choose—and the same reference can be in as many groups as you want.
•
Synchronize your EndNote references, custom groups, and group sets across multiple computers,
share references with others, and access your references from almost anywhere with any Internet browser
by logging into your EndNote account online at my.endnote.com
An EndNote database of bibliographical data is called a library. An EndNote library is a file (with the
extension .ENL) consisting of references our sources (author, year, title, etc. that can be used individually
as bibliography entries or selected and compiled into a bibliography. Supplemental information, such as
keywords, notes and abstracts can also be saved in these references.
• An EndNote library can contain a maximum of 100,000 references.
• The EndNote library file displays first author, year, and title of each reference, sorted alphabetically
by first author. References can be sorted by year or title, in ascending or descending order, by
clicking on the desired heading.
• There is no limit to the number of libraries that can be created in EndNote.
• A default library can be designated. The default library will be opened every time EndNote is
launched. Multiple libraries can be opened in EndNote at the same time.
• Libraries created in EndNote are interchangeable between the Mac, DOS and Windows versions of
the application.
• The library window can be expanded or shrunk, and the interface font can be set as desired.
• Every library is a separate file that can be moved, copied, renamed or deleted individually.
1
On the UB VU web site, these catalogues can be found on the home page under catalogues and e-resources.
3
1.2 How do I create an EndNote library?
Launch EndNote and open a new library by selecting ‘Create a new EndNote library’ or open an existing
library by selecting ‘Open an existing EndNote library.’
You can also make a new library by clicking in the menu File > New
In the example below, a new library is created. You can choose a name for your new library. The file
extension of the library file is always .ENL [= ‘EndNoteLibrary’]:
Clicking ‘Save’ opens the new library, which is then displayed on the screen (still empty, because it as yet
contains no records).
4
1.3 How can I use My.endnote.com (Endnoteweb)?
If you are a member of the VU community you can work in Endnoteweb together with your
Endnote tool. Please sign up for an account on My.endnote.com (Endnoteweb) and then read the
“Help” function.
2. Manual entry of references in an EndNote library
2.1 Procedure
In addition to importing data from a range of file types (see chapter 4), references can also be manually
entered into a personal EndNote database. EndNote saves information on the references in a number of
reference types. Examples of reference types are: journal article, book, book section, thesis, report,
conference proceeding, map, etc. A total of 23 different reference types are included. Each reference type
has a different set of fields.
To enter a reference:
•
•
Open Endnote
Open the library (the file) in which you wish to save the references, or open a new library.
•
Select
or
in the toolbar. Alternatives: menu option References > New
reference or keyboard shortcut CTRL + N
New references are assigned the default reference type Journal Article. The default reference type
can be changed by selecting a different type at the drop-down menu next to ‘Reference Type’:
•
•
Select the correct reference type and enter the reference in the individual fields (click on each
field, or use the tab key to proceed to the next field).
5
• When you have manually entered all information, the reference is saved automatically. In some
cases, the reference will only be visible after closing and opening the file again.
Notes:
• If a reference has multiple authors, it is important to separate the author names by pressing the enter
key after each author's name:
•
•
To change an existing reference entry, double-click on the reference, make your desired changes and
close the reference. EndNote saves all changes automatically.
New references can also be copied and pasted from other files.
2.2 Minimum requirements for ‘complete’ references
What fields must be entered when manually entering a reference? You can enter as much or as little
information as you like, but for a reference to be complete, a certain set of information for each reference
type must be entered. That information is listed below for each reference type:
• Journal Article: (Author, Year, Title, Journal, Volume, Issue, Pages)
• Book: (Author, Year, Title, City, Publisher)
• Book Section2: (Author, Year, Title, Edition, Book Title, City, Publisher, Volume, Pages, Series
Editor, Series Title, Edition)
• Edited Book3: (Editor, Year, Title, Series Edition, Series Title, City, Publisher, Volume, Number of
Volumes, Edition)
• Magazine Article: (Author, Year, Title, Magazine, Volume, Issue Number, Pages, Date)
• Newspaper Article: (Reporter, Year, Title, Newspaper, City, Pages, Issue Date)
• Conference Proceedings: (Author, Year of Conference, Title, Editor, Conference Name, Conference
Location, Publisher, Volume, Number of Volumes, Pages, Series Editor, Series Title, Edition, Date)
• Electronic Source: (Author, Year, Title, Access Year, Access Date, Edition, Last Update Date, Type
of Medium, Label, URL)
2
3
Article or chapter in a book.
Collected volume (book consisting of articles by different authors).
6
Note:
Along with the fields required for a bibliographical reference, additional descriptive fields can also be
entered. It may, for example, be useful to add keywords to a reference under the ‘Keywords’ field,
classify the reference using the ‘Label’ field (for example, an abbreviation for a research project or the
course code of a course for which a title is particularly relevant), use the ‘Abstract’ field to enter a brief
summary, or enter other information under the field ‘Notes.’ Some of these fields may also contain
content if a title description is imported from a bibliographic database (see also chapter 4).
7
3. Working with an EndNote library
3.1 Opening an existing EndNote library
You can open an existing EndNote library via the menu option File > Open > Open library or by clicking
a file appearing on the list under the ‘Open library’ menu item. The process is otherwise the same as used
to open any file in Windows. You then see an abbreviated list of the references in the file, presented with
one reference per line.
3.2 View references
To enter more information for a reference, select it with a single mouse click. The Preview screen then
displays the reference in the selected output style (see also chapter 5).
N.B. If the preview is not displayed, make sure the Show Preview option box is checked on in the Tools
menu or at the lower right of the screen. In Endnote X7: please click on “Preview” at the right top of the
page, the preview will appear at the right.
Double-clicking the selected reference opens a screen showing all information relating to the reference:
N.B. If the URL field of a reference contains a complete URL, you can view the full text of the article
(or the index page of the journal where the full text can be found) by clicking on the URL.
3.3 Delete one or more references
Select a reference by clicking on it once, or select multiple references by holding down the CTRL key and
clicking the desired references. Delete the selected reference or references via the menu option References
> Delete References or Move references to trash (or use the keyboard shortcut CTRL + D).
N.B. the selected reference(s) will be permanently deleted.
8
3.4 Sorting the references in a library
EndNote libraries can be sorted by
various headings, such as author, year,
title, publisher, reference type or label.
To sort fast, just double-click on the field
name (author, title, etc.). Double-clicking
on the field name again reverses the
sorting order from ascending to
descending. The complete list of sorting
options can be found by going to the
‘References’ menu and clicking on ‘Sort
References.’ In Endnote X3 – X7 in the
menu go to “Tools” > “Sort library”.
Use the drop-down menu to select how the library should be sorted, and use the icons at right to toggle
between sorting in ascending and descending order. When you are ready, click the ‘Sort’ button or on
‘OK’.
3.5 Searching the library
In Endnote X3 you can find the search function near the result list.
In Endnote X7 you can find the search function by clicking at the top of the page on “Show search
panel”.
In older versions:
To quickly find specific references within a large library file, under the ‘References’ menu click on
‘Search References.’ In Endnote X7 under “Tools” > “Search Library. Use the drop-down menu to select
the field name and type the search term:
All references matching a search instruction are then displayed in the standard way. To go back to the list
of all references in the library, select the menu option References > Show all references (keyboard
shortcut CTRL + M). Or click in the menu at the left on “All references”.
9
4. Downloading references from bibliographic databases
4.1 Introduction
EndNote can import (download) bibliographic information from many types of bibliographic
databases. The number of systems supported by EndNote is growing fast. One example is Web of
Science: title descriptions from this database can be imported directly into EndNote. For
importing from Web of Science, see section 4.2.8. For unsupported databases, the following
(unfortunately somewhat more labour-intensive) method must be used:
1. Select and mark the desired title descriptions and download them as a text file.
2. Import the text file into EndNote using an import filter.
The way to perform step 1 will be different for each database. See section 4.2 for instructions. In
theory, step 2 (in EndNote) will be the same for all databases (see section 4.3); the only
difference will be selecting the correct import filter. An import filter is a file (extension: .ENF)
that ensures that the data from the various fields of a title description record is placed in the
correct field in the EndNote library. The filter is able to ‘recognize’ fields like author name
because of the way the filter specifies that the information stated in the author field in the record
in the bibliographic file must be placed under the ‘author’ field in the EndNote library. Because
each bibliographic database organizes its fields in a different way, different filters are required
for each database. EndNote is supplied with a large number of filters, which can be found in the
filter folder. There are, however, many more reference databases than EndNote filters, which is
why EndNote also has to provide a function for creating new filters or modifying existing filters
to be able to correctly import information formatted in different ways. For instructions on
installing filters on your PC, see section 4.4.
Note:
Although importing title descriptions is generally a time-saving step with the added benefit of
preventing typographical errors, be aware that in most cases, manual editing of imported data
will still be necessary. For example, after importing data for a journal article from PiCarta (in the
manner described below), the field for the name of the journal will also display the name of the
publisher and the ISSN number, and an edited volume will not be imported as an ‘edited book’
but as ‘book’ (with the editors listed as authors).
4.2 Procedures for selected bibliographical databases
4.2.1a Downloading references from the UBVU Catalogue
•
•
•
•
•
•
•
•
•
Mark titles in the results returned from a search.
Click on ‘Bewaar selectie’ [‘Save selection’]
Click on ‘Bewaarde items (… items)’ [‘Saved items (... items)’]
Do not select the saved items again
Click on ‘Bewaarde items per email versturen’ [‘Send saved items as e-mail’]
Enter your own e-mail address
Click on the ‘Tab’ button under the second blue circle
Click on ‘Verstuur e-mail’ [‘Send e-mail’]
In an e-mail client, open the mail from ‘www@ubvu.vu.nl’
10
•
•
•
•
•
Open the attachment
The file with the downloaded titles is opened in a text editor (NotePad)
Click ‘Bestand’/’File’ at the upper left of the menu bar and select ‘Opslaan als ...’/’Save as...’
Indicate where and under what name the file must be saved; under ‘type,’ enter ‘txt’ and as
‘codering’ [coding], enter ‘Ansi’ (standard setting). If this does not work, Unicode may be used.
Then follow the instructions from section 4.3.
4.2.1b Downloading references from the UBVU e-Library
1.
2.
3.
4.
5.
6.
After performing a search in the e-Libray mark the references you want to download.
You can find your choice on the e-Shelf.
Choose export option “Export to RISPush to”.
The Import to citation manager screen will appear.
Choose encoding UTF-8 en click Ok.
In Google Chrome click on the name of the downloaded file
4.2.2 Downloading references from PiCarta
•
•
After performing a search, click on ‘Download’ at the bottom of the page.
In the menu that then appears, indicate the limits of the desired set of hits when there is a list with
successive references. If there is not a successive list please download each reference one after
another.
If you use PiCarta very often there is a possibility to take an account (Library desk, Main building
VU 2nd floor). Then you can open an archive in PiCarta and then download your references.
• At ‘Formaat’ [‘Format’], select: MOPC. At ‘Tekenset’ [‘Character set’], select: ISO-8859-1, and
turn off (uncheck the box for) ‘automatische regelterugloop’ [‘automatic line wrap’].
• Click on ‘scherm’ [‘screen’].
• A screen is displayed showing the selected records. In the ‘Bestand’ [‘File’] menu (upper left),
select: ‘Opslaan als ...’ [‘Save as ...’] (You may see a dialogue box with the warning: ‘mogelijk
niet juist opgeslagen’ [‘Data may not have been saved correctly’]. Click this dialogue box away
with ‘OK’/’Ja’ [‘OK’/’Yes’].
• Indicate where and under what name the file must be saved; under ‘type,’ enter ‘txt’ and as
codering [coding], enter ‘West-Europees (ISO)’ [‘Western European (ISO)’].
• Then follow the instructions from section 4.3.
4.2.3 Downloading references from Proquestfiles: ABI / Inform Global and Trade &
Industry, Art Bibliographies Modern, British Humanities Index, Business Dateline, DAAI,
Dissertations & Theses A&I, Hoover’s Company Profiles, IBSS, International Bibliography
of Arts, MLA International Bibliography, LLBA, Physical Education Index.
•
•
•
•
•
•
Mark titles in the results returned from a search.
In the menu at the top of the resultlist click “Export / Save”
Click on “Export directly to Endnote, Citavi, or Reference Manager”
In the next dialoguescreen click on Continue
In the next dialoguescreen click on Open
In the next dialoguescreen click on “Endnote”
•
EndNote opens, and after you select a library, the references are imported
11
4.2.4 Downloading references from EBSCO databases: ATLA Religion Database, ERIC,
Criminal Justice Abstracts, Historical Abstracts, Sportdiscus, Wilson Art Index, Psycinfo and
Psycarticles
Open EndNote and, if desired, create a new library in which to save the references.
•
•
•
•
•
•
•
Mark records by clicking on the folder icon following each record (Add to folder).
Click on ‘Folder’ at the top of the page
Check ‘Select all’ at upper left (or make your desired selection)
Click on ‘Export’ at right
Select EndNote in the dialogue box that follows.
In Google Chrome click on the name of the file at the bottom of your screen.
EndNote opens, and after you select a library, the references are imported
4.2.5 Downloading and importing references from Web of Knowledge and Medline.
EndNote can interface directly with Web of Science.
•
•
•
•
•
•
•
Open the file ISI Web of Science (this file can be found under ‘e-resources’ on the main page
of the UBVU web site)
Enter search terms (subject, author, or title)
Click ‘Search’
Check the desired articles
Select the option “Save to Endnote desktop”, you can also save to “Endnote online” (Endnote
Web).
In the dialogue screen choose your preferred “record content” and click “Send”.
The data will be exported automatically.
4.2.6 Downloading and importing references from Pubmed”
Endnote X7:
•
•
•
•
•
Click to right on “Send to”,
Choose “Citation manager”
Click on “Create file”.
Make your choice Endnote.
In Google Chrome you need to click on the name of the file on the bottom of the page.
12
Older versions like Endnote X3:
Method A: Exact method
1. Search in the Pubmed file and click ‘Go.’
2. The results list appears. You can make a selection. In the display screen, select Medline at
‘Summary,’ and then in the last screen, at ‘Send to,’ select ‘File’ as format.
3. Save the data on your desktop (temporary file, which can be deleted later).
4. Go to EndNote and create a file or select an existing file in which you want to save your data.
5. In the menu bar at top, open the ‘File’ menu and click ‘Import.’
6. A dialogue box appears. Click on ‘Import data file’ and select the file on your desktop.
7. Click on the ‘Import’ option, and select ‘Pubmed (verbeterd)’ [‘Pubmed (improved)’]. If you
do not see this in the list, select ‘Other files’ and find the file on your desktop.
8. All other parameters can remain the same.
9. Click on ‘Import.’ The data can now be saved in EndNote.
10. N.B. With method A, to ensure that the URLs function as links after import, a further setting
must be made. See the description below, following method B. With method B, the URLs will
function immediately, and no further setting need be made.
Method B: Blanket method
1. In the EndNote menu, Endnote 9, 10 and 11 select: Tools > Connection > PubMed(NLM)
Endnote X3: in the menu at the left choose Pubmed as connection (in online search).
2. Enter search term(s)
3. Indicate which hits should be imported
4. In this case, the URLs will be imported automatically. Of course, this is one advantage of this
method. The disadvantage is that selecting the references to be imported is less flexible: only
individual hits or a consecutive series of hits can be selected. Additionally, they are only visible
after import. This makes this method only suitable in certain situations.
13
References from PubMed in EndNote and associated links
using the filter PubMed(verbeterd).enf
This requires use of the filter PubMed(verbeterd).enf. There are two methods, which can be used
side-by-side.
Settings
1 and 2 are modifications to already imported references that are applied to the Library items
shown. (N.B. Immediately after import, only the references retrieved at that moment are
displayed. At all other times, the entire Library will generally be displayed.)
1
In the EndNote menu, select:
Tools > Change and move fields > In: URL
mark: Insert before field’s text
enter the following string:
http://elvis.ubvu.vu.nl:9003/vulink?sid=Entrez:PubMed&id=pmid:
and uncheck the box at the bottom, next to: Include a space after the new text
and
N.B. An alternative is the following string:
http://www.ncbi.nlm.nih.gov/entrez/query.fcgi?cmd=Retrieve&db=PubMed&dopt=Citation&list
_uids=
2
In the EndNote menu, select:
Tools > Change and move fields > In: Link to PDF
mark: Insert before field’s text
and enter the following string:
http://dx.doi.org/
and uncheck the box at the bottom, next to: Include a space after the new
text
4.2.7 Downloading and importing references from Science Direct
1. After a search in Science Direct, a results list appears on the screen.
2. In this results list, hits can be selected by checking them.
3. After checking the desired hits, click on ‘Export” above the results list.
4. In the screen that now appears, choose RISformat and click on the ‘Export’ button.
5. In the dialogue box, click OK. In Google Chrome click on the downloadbutton.
6. The EndNote application opens. Select a library for the import.
7. The data are now imported into the file. When finished, close the file.
4.2.8 Downloading and importing references from OVID: Biological abstracts (1990-2001),
Econlit, Georef, Philosopher’s Index.
1. After a search a result list appears
2. In this results list, hits can be selected by checking them.
3. Choose in the upper part of the screen “Export”
4. In the next scroll down menu choose Endnote and “Export citations”
14
5. Choose Endnote in the dialoguescreen.
6. Select a library for the import.
7. The data are now imported into the file. When finished, close the file.
4.2.9 Downloading and importing references from Ingenta
1. After a search a result list appears
2.
3.
4.
5.
6.
In this results list, hits can be selected by checking them.
Click in the upper part of the screen “update marked list”.
Click in the menu at the right “Marked list” and check your choice for the second time.
Click in the menu at the right “Export options” and make your choice for Endnote.
In Google Chrome click on the downloadbutton,
7. The data are now imported into the file.
4.2.10 Downloading and importing references from Project Muse.
1.
2.
3.
4.
5.
6.
7.
After a search a resultlist appears.
Click at the left side of a reference on “Save citation”
Click at the top of the resultlist on “Export saved citations”
Then make your choice “Export to Endnote”.
In the next dialoguescreen click on “Open”.
In the next dialoguescreen choose Endnote.
In Google Chrome click on the downloadbutton.
4.2.11 Downloading and importing references from Heinonline
1. After a search a result list appears
2. In this results list, hits can be selected by checking them.
3. Make a personal account in Heinonle. Then save the results to My Hein bookmarks at the
end of the result list.
4. At the upper part of the list in “Options” make your choice for Endnote. Click on “submit”.
5. Click in the bar at the top of the result list on “Endnote” and then on “Export”.
6. Click in the dialoguescreen on “Open”. Your references will be saved to Endnote.
4.2.12 Downloading and importing references from Google Scholar
•
•
•
•
VU-net-ID is required
In Google scholar click on “Settings”
At the bottom of the page make in “Bibliography manager” your choice for “Show links
to import citations in Endnote”.
There will be links now in your references to import them into Endnote
4.2.13 Downloading and importing references from Annual reviews
•
•
Open the Endnotetool and a library in which to save the references.
In the result list, hits can be selected by checking them.
15
•
•
•
At the top of the result list please use the roll down menu and then in “Select option”
“Download citation”.
In the next screen “Download to Citation manager” choose Endnote.
Click on open in the next dialogue screen.
4.2.14 Downloading and importing references from AnthroSource
•
•
•
•
•
•
•
Open the Endnotetool and a library in which to save the references.
You can only download one reference at a time
In the result list after a search click on the title of a reference
In the next screen click on “HTML version and more information”
In the next screen click in the menu on the right on “Export citation for this article”
In the dialogue screen make your choice for Endnote as Format.
In the next dialogue screen click on “Open”
4.2.15 Downloading and importing references from JSTOR
1.
2.
3.
4.
5.
After a search a result list appears
In this result list, hits can be selected by checking them.
Click on the text “Export citation”
Select format RIS-file (Endnote)
In the next dialogue screen click on “Open” and then “Endnote”
4.2.16 Guide for legal authors
An outputstyle is available on our service webpage. You can also find information on the website of the
Tilburg University.
4.3 Importing references in EndNote after downloading if this did not happen
automatically.
Launch EndNote and open a new library by selecting ‘Create a new EndNote library’ or open an existing
library by selecting ‘Open an existing EndNote library.’ See section 1.2 for instructions.
Next, in the menu bar at top, open the ‘File’ menu and click ‘Import.’ The following window opens:
16
Enter the requested data: at ‘Import Data File’ click on ‘Choose File,’ and select the text file from which
the references are to be imported into EndNote.
At ‘Import Option,’ select the file from which you wish to import. If the file is not shown on the list, click
on ‘Other filters.’ A second window will extend showing all available import filters in alphabetical order.
Multiple filters for the same file may appear in the list. This can happen if a file is offered by two or more
information providers. Select the import filter for which Vrije Universiteit is listed as information
provider (second column) and click ‘Choose.’
In the next window, ‘Duplicates,’ you may activate ‘Discard Duplicates’ to eliminate double references.
Leave ‘Text Translation’ set at ‘No Translation.’ Then click on ‘Import.’ The saved references are now
imported into EndNote.
Only the imported titles are displayed on the screen. To see all records in the database again, go to the
menu bar and select References > Show all references. In Endnote X3 – X7 in the menu at the left: All
references.
4.4 How do I copy an import filter for EndNote onto my own computer?
The UBVU offers import filters on the web site http://www.ub.vu.nl/en/helpadvice/tools/endnote/index.asp > Help, advice > Tools > Endnote.
These import filters must be placed on the user's own PC to enable the import of the required file.
Procedure:
• Click on the required import filter on the list.
• Save this file on your own computer, in C\ > Program files > Endnote > Importfilters. (On the
campus on the H-drive)
In Google Chrome please click on the name of the file at the bottom of your screen and mark the file in
the Filter Manager (see Edit).
If this does not work, try doing the following (available in a multi-computer network environment like the
VU-campus).
• Open EndNote
17
•
•
•
•
•
•
•
Click on the Edit menu
Click on Preferences
On the list that appears, click on Folder Locations
A series of buttons appears. Using the middle one, set the location on your computer to which
you wish to copy the import filters.
Drag the import filter itself from the UBVU list (http://www.ub.vu.nl/nl/index.asp >
Webcursussen en online Handleidingen [‘Web tutorials and online documentation’] > Endnote >
Importfilters) and drop it in the location on your local disk you have just selected.
On the pc’s on the campus you can use your personal space on the H-drive.
Check the availability and checkmark in Edit > Importfilters > Filtermanager
5. Selecting a bibliographical style (output style)
The term ‘output style,’ or simply ‘style,’ describes the layout of a document. Every style can be seen as a
template that tells EndNote how the information in the references must be arranged for publishing in the
style of a given publisher or journal. The example reference depicted below:
can be presented in Chicago style as:
Argus, Michele V., and Edward K. Matthews. 1991. Stratigraphic excavation techniques for
paleontologists. Journal of Paleontology 17:119-127.
In the Nature style, the same reference would be formatted as follows:
Argus, M. V. & Matthews, E. K. Stratigraphic excavation techniques for paleontologists. Journal
of Paleontology 17, 119-127 (1991).
So, the output style determines how the references will be displayed in Word or WordPerfect.
The selected style provides the correct layout of text, punctuation and sorting of the references
and the bibliography, as well as which fields must be presented in the bibliography.
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EndNote has four standard styles installed, which are found in the ‘Output Styles’ menu:
• Annotated: generates a bibliography in the ‘Author-Date style’ without abstracts.
• Author-Date: generates a bibliography alphabetically by author name, and within the text,
references consisting of author's name and year
• Numbered: generates a bibliography with numbers corresponding to the numbers given in the
internal references
• Show all: generates a list of the references as entered, including all fields and field names.
Beyond the four standard default styles in EndNote, a choice can be made from over 700 different output
styles. You can select a specific style using the drop-down list in the toolbar:
When you open the drop-down list, you see the styles that have previously been selected. To select
another style, do the following:
• In the drop-down menu, click on ‘Select another style.’ You then see a list of all available styles.
• Click on the ‘Find’ button. You can restrict the list to a specific professional area.
• Click on one of the styles and select ‘Style info’ for basic information on the style in question, and
(in the same drop-down menu) ‘Style preview’ for an abbreviated overview of the layout.
• Select the desired style by clicking the ‘Choose’ button.
In the basic overview of references in Endnote, you can use the menu option Tools > Show Preview to
show the layout of the selected output style for a specified title. In Endnote X3 you can find it under the
resultlist.
19
If EndNote does not offer the style you need, there are two options: you can look for the style on the
internet, or you can define the style yourself (see the next chapter). In both cases, the new style is saved in
the folder C:\Program Files\EndNote\Styles on your PC, after which it will automatically appear in the
drop-down menu described above.
The library provides a few output styles for clients: see www.ub.vu.nl > Help, advice > Tools > Endnote.
6. Creating a new Output Style
You can also create your own Output Style. To do this:
• In EndNote, select the options: Edit > Output Styles > New Style
You can now determine how:
- the reference list will ultimately look (via Bibliography)
- how a citation will be displayed in the Word document (via Citations)
- how a citation is displayed in a footnote (via Footnotes)
Examples: creating a new output style for your bibliography.
•
Go to Bibliography > Templates and, under Reference Type, select a reference type (such as, in
this example, Book)
•
•
Then use Insert Field to select the desired data.
Full stops, commas, etc. can be entered using the keyboard. To select the information to be
displayed in italics, in EndNote use
the option.
20
Example:
•
•
Next, at Reference Types, select a reference type, such as Article, and follow the steps as
described above.
Don't forget to give the new output style a name and save it, via File > Save as .
7. EndNote and Microsoft Word
7.1 Cite While You Write
The EndNote Cite While You Write (CWYW) function for Microsoft Word contains EndNote commands
for Endnote 9, 11 and X3 in the menu bar under ‘Tools’ (‘Extra’ in the Dutch version) or “Endnote”.
EndNote offers direct access to the references while you process the text in your word processor.
The CWYW commands allow EndNote to perform all bibliographical layout processes in the active
document in the word processor. If you want to cite a certain source in the text or in a footnote, you can
use ‘Find Citation(s)...’ in the menu to search for a specific author or title of a book or article saved in
EndNote. Here again, the layout of the reference is made in the selected style.
N.B. The standard style ‘Numbered’ results in a numerical reference to a bibliography at the end of the
text.
There are two easy ways to use EndNote to cite a reference.
21
The first way:
1) In Word, go to the place where the reference needs to be.
2) Open EndNote using the option in Word 2003:
Extra [‘Tools’] > Endnote > Find
Citation(s)… or in Word 2007 tab Endnote > Go to
Endnote
3) Search for the correct reference.
4) Select the reference you wish to cite.
5) Select: Insert in Word 2003 or in Word 2007 in the menu
Insert citation
upper left
5
4
The second way:
• In EndNote, select the correct reference
• In Word, go to the place where the reference needs to be
• In Word, select: Extra [‘Tools’] > Endnote > Insert Selected Citation(s) or in Word 2007 at the
upper right Endnote and then at the upper left Insert selected citations
In both cases, the reference is entered in the style selected in EndNote. The title in question is also added
to a bibliography list that can be placed at the end of the Word document.
7.2 Preparing an independent bibliography
You can also create an independent bibliography, that is, a separate list without references in the
body of the text. To prepare:
• In EndNote, select the desired output style (see chapter 5).
• In EndNote, select the desired references. To select multiple individual references, select the
desired references using CTRL + LEFT CLICK. For the selection of a consecutive group of
references, use SHIFT in combination with the arrow keys. Of course, you can also first filter
the desired records by means of a search (see section 3.3).
You can now create an independent bibliography in several ways:
• Print one directly, using the menu option File > Print.
• Copying directly into the desired location in word, using the menu option Edit > Copy
Formatted (in EndNote) and Edit/Bewerken > Paste/Plakken in Word (in Word 2007 Home
> Paste).
• From EndNote, export the bibliography as a separate file, using the menu option File >
Export, which allows you to select from a number of different file types.
N.B. If you select text, you will lose formatting such as italics. RTF files retain formatting
and can be opened in Word without problem.
22
7.3 Editing references
If a reference does not look exactly the way you want it to, you can do the following (preferably in this
order):
• If possible: make the desired changes in EndNote. If you do this, the title description will still be
correct when used again. After you do this, you will still need to check the formatting of the
bibliography in the word processor (Extra [Tools] > EndNote > Format Bibliography
In Word 2007use the tab “Convert citations”.
• Adjust the style definition (see also chapter 6).
• Make the changes manually in Word. In this case, the changes will not be imported into EndNote.
This is unavoidable in certain cases.
• If the text must be sent to another party (such as an instructor or publisher), remove the hidden codes:
in Word, select Extra [Tools] > Endnote > Remove field codes in Word 2003. In Word 2007
“Convert citations > Convert to plain text”.
If you click on a text field and the field turns grey, the codes are still there. The text without codes can
be saved in a separate document.
7.4 Add notes at the bottom of the text and in the text.
Footnotes and endnotes can be formatted as short references or as full references, depending
on the selected output style. A footnote can be entered in Word via the menu: Invoegen
[Insert] > Voetnoot [Footnote]. (In Word 2007 use “References”).
A. At the bottom of the text:
1. In EndNote, mark a reference.
2. Place a note in the text at the location of a footnote reference by selecting, in Word 2003,
Invoegen [Insert] > Verwijzing [Reference] > Voetnoot [Footnote]. In 2007 use
“References”.
3. In the menu under Extra [Tools] > Endnote, click on ‘Insert selected citation.’
N.B. The style must be the same as in EndNote. In Word, the style can be changed under
Extra [Tools] > Endnote using ‘Format bibliography.’ In Word 2007 there is a menu in the
screen.
B In the text:
1. In EndNote, mark a reference and select the output style.
2. Do not create a Word footnote.
3. In the menu under Extra [‘Tools’] > Endnote, click on ‘Insert selected citation.’
N.B. The style must be the same as in EndNote. In Word 2003, the style can be changed
under Extra [Tools] > Endnote using ‘Format bibliography.’
Add page numbers to the note as follows: Extra [Tools] > Endnote > Edit citation > at ‘Page
numbers,’ enter page numbers. This must be done this way because if the text is typed
manually, it will be deleted again later by the hidden codes.
7.5 The most common commands and their significance
•
•
Find Citation(s): search the libraries in EndNote for a given source/author
Go to EndNote: this command starts EndNote and/or makes EndNote active.
23
•
•
Format Bibliography: this command formats the Word document according to the rules of the
selected style. Formatting formats the temporary references and generates a bibliography at the end of
the document.
Insert Selected Citation(s): if one or more references are selected in the EndNote library, they are
entered as a ‘temporary’ reference, i.e., an unformatted reference at the cursor location in the Word
document. You can use this option when you have selected references in EndNote in advance.
Please also note the following in reference to CWYW:
• If a reference is not formatted automatically, and the bibliography is not automatically updated
after a reference is added, you can add it manually using the menu option Tools > Format
Bibliography.
• The EndNote CWYW creates the bibliography within an existing Word document, not in a
separate document. If you want to enter references in a document, but not automatically create a
bibliography, then select: Format Bibliography > Instant Formatting > Enable, or select and
DELETE the bibliography when finished.
• Bibliographies can be generated from references from different libraries.
• When you install EndNote, EndNote CWYW is automatically installed in the Microsoft Word
Startup directory, and will automatically be loaded when Word is launched.
N.B. If the add-in function is not available, then Microsoft Word was installed after
EndNote. To automatically install the add-in as a plugin, Microsoft Word must be installed
first, and EndNote thereafter.
7.6 Importing a random bibliography (with no EndNote filter) into EndNote
There are a number of ways to take a list of publications or references that do originate from a standard
source, and so for which there is no ready-made filter available, and still import it into EndNote. Of
course, the more consistent the list in question, the better.
1 convert the list into text-tab-delimited format and then import it with the EndNote text-tabdelimited filter
2 add a tag to the elements of each ‘entry’ on the list, and then import the list
a. with a filter you create yourself specifically for the import
b. with the EndNote Default Import Filter
1. List with <tab>s
This method can be used if the source to be imported already exists in a format, such as a database or
spreadsheet format, that can easily be converted to a text-tab-delimited list. The resulting list is then
further processed in a text editor or word processor in accordance with the following instructions.
•
•
•
every record (that is, the totality of data concerning one publication, an ‘entry’) starts on a new
line (and ends with a <return>)
every record consists of the same ‘fields’ (information like author, year of publication, etc.) and
those fields are in the same order
o if the list consists of more than one type of publication (i.e., both journal articles and
books), then the first field of every record is a reference to the type of publication of that
record; the term used for this reference is one of the terms used in EndNote to refer to a
Reference Type (‘Journal Article,’ ‘Book,’ ‘Book Section’ (1))
the fields are separated by a <tab>; if a field is missing, then there is still a tab in the (empty)
space of that field (two consecutive <tab>s will appear); this ensures that every record will have
the same number of <tab>s
24
•
•
on the first line, above the records, is an indicator of the type of publication the list contains,
preceded by an asterisk (*) and followed by a <return>; the term used for this reference is one of
the terms used in EndNote to refer to a Reference Type (‘Journal Article,’ ‘Book,’ ‘Book Section’
(1)); if the list contains more than one type, this indicator will be: *Generic<return>
the fields are defined on the second line, with the field names separated by a <tab>. The terms
used for field names are the terms used in EndNote and which correspond to the Reference Type
indicated on the first line (‘Title,’ ‘Author,’ ‘Year,’ etc. (1)). The field names are given in the
order that matches the data in the fields of the list to be imported.
o if the first line contains ‘*Generic’ then the second line will start with ‘Reference
Type<tab>‘
Example:
*Book<return>
Author <tab>Title<tab>City<tab>Publisher<tab>Year<return>
Jansen, Jan<tab>Titel een. <tab>Amsterdam<tab>Uitgever A<tab>1987<return>
Pietersen, Piet<tab>Titel twee<tab>Beverwijk<tab>Uitgeverij B<tab>1965<return>
Klaassen, Nico<tab>Titel drie<tab><tab>C & D Uitgevers<tab>1954<return>
If the list can now be saved as a *.txt file (and the dialogue box can be clicked away with ‘Yes’), it can be
imported into EndNote with the text-tab-delimited filter.
2. With tags
The following two methods can be used if the source has a large degree of consistency. The source is preprocessed in a text editor or word processor. For example, in Word can be very useful here; select ->
Bewerken [Edit] -> Vervangen [Replace] -> Meer [More] -> Speciaal [Special], to insert tabs, paragraph
symbols (to start a new line), etc.
Create a new filter
The source is assigned the following characteristics:
• Every record begins with a fixed character string that indicates the start of a new record (such as
‘XXX’).
• A record always has the same elements, and the elements are always in a fixed order.
• Every element of a record is closed with a specific character. This may always be the same
character (i.e., a full stop or a comma) but need not be. (N.B. Because a comma may appear in the
text of a title, it is not generally advisable to use this as a closing character for the title field)
• Example:
XXX Jansen, Jan. Title one.
Amsterdam : Publisher A, 1987.
XXX Pietersen, Piet. Title two. Beverwijk : Publisher B, 1965.
• The filter describes which field names are assigned to an element.
Create the filter in EndNote:
• EndNote-Menu -> Edit -> Import Filters -> New Filter -> Reference Type
• At ‘By default …’ set ‘Generic.’
• In the left column: -> Templates
• At ‘Reference Types’ set ‘Generic.’
• The fixed character string at the beginning of every record is displayed under ‘Tag’
(1)
For the full list, see: EndNote-Menu -> Edit -> Preferences -> Reference Type -> Modify Reference Type
25
•
•
Under ‘Fields,’ the field names are listed in the sequence of the fields in the record, with after
each field name the character found in the text of the source after the corresponding field. The
field names can be clicked on under ‘Insert Field.’
Example (corresponding with the example source above)
Tag
XXX
•
Field(s)
Author. Title. Place Published : Publisher, Year
The filter is saved in a location that EndNote can find. By default, EndNote assumes the location
set under Edit -> Preferences -> Folder Locations -.> Import Filters
With the EndNote Default Import Filter
The source is assigned the following characteristics using a text editor or word processor.
•
Every record has an extra field containing an appropriate combination from the list below.
%0 Generic
%0 Book
%0 Manuscript
%0 Magazine Article
%0 Conference Proceedings
%0 Report
%0 Computer Program
%0 Audiovisual Material
%0 Artwork
%0 Patent
%0 Bill
%0 Case
•
Tag
%A
%B
%C
%D
%E
%F
%I
%J
%K
%L
%M
%N
%P
%S
%T
%U
%0 Journal Article
%0 Book Section
%0 Edited Book
%0 Newspaper Article
%0 Thesis
%0 Personal Communication
%0 Electronic Source
%0 Film or Broadcast
%0 Map
%0 Hearing
%0 Statute
Every field is on a new line, and is preceded by the indicator from the left-hand column, under
‘Tag’ in the table below, which corresponds to the appropriate field name.
EndNote Generic Field Name
Author
Secondary Title (of a Book or Conference Name)
Place Published
Year
Editor /Secondary Author
Label
Publisher
Journal Name
Keywords
Call Number
Accession Number
Number (Issue)
Pages
Tertiary Title
Title
URL
26
%V
%X
%Y
%Z
Volume
Abstract
Tertiary Author / Translator
Notes
%1
%2
%3
%4
%6
%7
%8
%9
%?
%@
%!
%#
%$
%&
%(
%)
%*
%+
Custom 1
Custom 2
Custom 3
Custom 4
Number of Volumes
Edition
Date
Type of Work
Subsidiary Author
ISBN/ISSN
Short Title
Custom 5
Custom 6
Section
Original Publication
Reprint Edition
Reviewed Item
Author Address
•
If the list can now be saved as a *.txt file (and the dialogue box can be clicked away with ‘Yes’),
it can be imported into EndNote with the EndNote filter.
Example
%0 Journal Article
%A Jansen, P.
%T De titel van het artikel
%J Tijdschrifttitel
%V Vol. 16
%p p. 116-120
%D 1998
%0 Book
%T Boektitel
%A Pietersen, K.
%C Sneek
%D 2001
Final note
This document describes the various options in the simplest possible structure. In practice, a large number
of refinements can be added. For more information, see the EndNote Manual, in particular Chapter 7,
‘Importing Reference Data into EndNote,’ and Chapter 16, ‘Filters.’
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8. What is a connection file?
A connection file is a file (extension .ENZ) that ensures that by using the command ‘connect’ in the file
menu, a connection is made with an external online database or library catalogue, so searches can be run
from EndNote and the results can be directly imported into EndNote.
A connection file contains the information necessary to make a connection with an external database and
to then search through that database. This information specifies which database is being searched, the
address of that database and the valid search terms. As with the import filters, dozens of these connection
files come with EndNote, but for certain file types no connection file is available (yet), and for others, the
function of the connection file still leaves a lot to be desired.
Note: Sometimes using EndNote as a search engine via ‘connect’ produces different results than if the
same database is searched with the corresponding specific interface. A test with both interfaces to
compare the results may be useful.
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