HOW TO USE ENDNOTE X4

INSTALLINGENDNOTE_______________________________________________________3 CREATINGANEWENDNOTELIBRARY___________________________________________4 ADDINGNEWREFERENCESMANUALLY _________________________________________5 ADDINGNEWREFERENCESBYIMPORTINGAPDF_________________________________8 ADDINGNEWREFERENCESBYDOWNLOADINGFROMADATABASE__________________9

TODOWNLOADREFERENCESUSINGSCIENCEDIRECT___________________________________ 9 TODOWNLOADREFERENCESUSINGPUBMED_______________________________________ 11 TODOWNLOADREFERENCESUSINGWEBOFSCIENCE ________________________________ 13 _ TODOWNLOADREFERENCESUSINGSCOPUS________________________________________ 15

MANAGINGYOURREFERENCES ______________________________________________17 _
EDITINGANENDNOTEREFERENCE_________________________________________________ 17 SORTINGYOURENDNOTELIBRARY________________________________________________ 18 SEARCHINGYOURENDNOTELIBRARY______________________________________________ 18

USINGGROUPSINYOURLIBRARY_____________________________________________19
CREATINGANEWGROUP________________________________________________________ 19 ADDINGREFERENCESTOAGROUP ________________________________________________ 20

SELECTINGOUTPUTSTYLESFORYOURBIBLIOGRAPHY____________________________21 DOWNLOADINGADDITIONALOUTPUTSTYLES __________________________________23

SETTINGUPASTYLESFOLDER ____________________________________________________ 23 DOWNLOADINGOUTPUTSTYLES__________________________________________________ 23

USINGABBREVIATEDJOURNALTITLES_________________________________________26
DOWNLOADINGTHEBIOSCIENCESJOURNALSTERMLIST______________________________ 26 IMPORTINGTHEBIOSCIENCESJOURNALSTERMLIST__________________________________ 28

INSERTINGREFERENCESINAWORDDOCUMENT ________________________________30
CHANGINGREFERENCINGSTYLE __________________________________________________ 31 ADDINGPAGENUMBERS________________________________________________________ 32 REMOVINGAUTHORINFORMATION_______________________________________________ 33 DELETINGINTEXTCITATIONS ____________________________________________________ 34

INSTALLING ENDNOTE
To download and install EndNote on your computer: 1. Go to the library home page http://www.library.uq.edu.au. 2. Select the Referencing software link at the right of the screen.

1. Click on the Go to UQ Library EndNote Desktop link.

2. Click on Obtaining and Installing EndNote and follow the instructions.

CREATING A NEW ENDNOTE LIBRARY

1. Open the EndNote program. Click on File > New. 2. Choose where you want your library saved and give it a name. Click on Save.

3. You will now have a blank library.

A library is where you store your references. You can create as many libraries as you want. However, it is best to use one library for all your work.

ADDING NEW REFERENCES MANUALLY

1. To add a reference to your library, click on the icon with the + symbol.

2. A reference window will open. From the drop down menu, choose the type of reference you are adding; e.g. book, journal article, web page, etc. (Journal article is the default reference type.)

3. Enter the citation details in the relevant fields. To move between fields, click on them or use the TAB button.

ENTERING AUTHOR INFORMATION: Author names should be entered as Surname, Given name/s. If using initials of an author, put a full stop or space after each initial; e.g. - Brown, A.B. OR Brown, A B If there is more than one author enter each one on a new line. If it is a corporate author put a comma at the end; e.g. - Australian Veterinary Association, Points to note: Enter the details in their simplest form. The reference style will determine if italics, punctuation or extra text, such as vol or ed, is needed. Enter journal titles in full. The reference style will abbreviate them if required. You may add your own comments to the abstract, notes and keywords fields to help identify or summarise the reference. Use the URL field to enter a web address. Use the File Attachments field to permanently attach a PDF file to the reference. With your cursor in File Attachments, right click the mouse and click on File Attachments > Attach File Locate the saved file and click Open. The red colour means it is the first entry in an authority file. For future entries, if the word you are typing is a close match to one in the authority file, EndNote will try to autocomplete it for you. When your details are entered, the reference window should look like this:

4. To save the citation, click on the X in the top right corner of the reference window (the lower X). (If you click on the top X you will close EndNote down.)

5. You may be prompted to save your reference. Once you have clicked on Yes you will be returned to your list of references in your EndNote library.

ADDING NEW REFERENCES BY IMPORTING A PDF

To import a PDF and have EndNote automatically fill in the fields: 1. Click on File > Import > File. (If you had several PDFs in a folder, you could click on Folder and have them all import in one step.) 2. Click the Choose button and locate the desired PDF file. Click on Open. 3. Ensure the Import Option: is at PDF format. Click on the Import button.

It will create a new reference window with all the relevant fields completed. The full text PDF document will be in the File attachments field. (It is permanently attached to the record. You can delete the original version.)

Note: This feature does not always work. It will not work on any articles prior to 2000. It reads the DOI (Digital Object Identifier) number on the first page of the paper. If it is not in the expected format and location, it will fail. You must be connected to the internet. You must be logged in to the librarys Internet Traffic Management system.

If the PDF cannot be read, a reference window will be created. The PDF file will be contained in the File Attachments field. The title of the PDF file may be in the Title field. The correct details will need to be entered manually.

ADDING NEW REFERENCES BY DOWNLOADING FROM A DATABASE

TO DOWNLOAD REFERENCES USING SCIENCEDIRECT
1. Perform a search in ScienceDirect. Tick the boxes beside the references you want to download.

2. Click on the export citations button at the top of the list of references.

3. Your marked references will be displayed on an export citations screen. At the Content Format option, select Citations and Abstracts. At the Export Format option, select RIS format. Click on the Export button.

4. Open with the default software it offers and click OK. (Your selected references will go directly into your open EndNote library or you will be prompted to select an EndNote library if you have not opened EndNote.)

5. The downloaded references will now appear in the Imported References folder in EndNote.

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TO DOWNLOAD REFERENCES USING PUBMED

1. Perform a search in PubMed and tick the boxes beside the references that you wish to download. Then click on the Send to drop-down menu at the top of the list of results.

2. In the drop-down menu that appears, select File.

3. This will open a further menu. For the Format, select MEDLINE. Click on the Create File button.

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4. At the dialogue box that appears, click Save File and click OK. It will prompt you to select a location to save it to.

5. To import the downloaded file into EndNote, switch to the EndNote programme. Click on File > Import > File.

6. Click on the Choose box. Locate the pubmed_result.txt file and click Open.

7. At Import Option: click the drop down arrow and select Other Filters. Find PubMed (NLM) in the list and click on the Choose box. In the original dialogue box, click Import.

8. The downloaded references will now appear in the Imported References folder in EndNote.

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TO DOWNLOAD REFERENCES USING WEB OF SCIENCE

1. Perform a search in Web of Science. Tick the boxes beside the references you want to download.

2. Scroll to the bottom of the screen. At Step 2, ensure the Authors, Title, Source is selected and plus Abstract is ticked. At Step 3, click on the Save to: EndNote button.

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3. An export screen will appear and then a dialogue box. Open with the default software it offers and click OK.

4. The downloaded references will now appear in the Imported References folder in EndNote.

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TO DOWNLOAD REFERENCES USING SCOPUS

1. Perform a search in Scopus. Tick the boxes beside the references you want to download.

2. Click on the Export link at the top of the list of references.

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3. In the output screen that appears, for the Export format:, select RIS format (Reference Manager, ProCite, EndNote). For the Output: field, select Abstract format. Then click the Export button.

4. Open with the default software it offers. The downloaded references will now appear in the Imported References folder in EndNote.

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MANAGING YOUR REFERENCES

EDITING AN ENDNOTE REFERENCE
1. Double click on the reference you want to edit. This will open a reference window with the items details. 2. Make your changes. 3. To save, click on the X in the top right corner of the reference window (the lower X). (If you click on the top X you will close EndNote down.)

4. You may then be prompted to save the changes. Click on the Yes button.

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SORTING YOUR ENDNOTE LIBRARY

The quickest way to sort a library is to click on the headings at the top of your EndNote library; e.g. Author, Title, Year. Clicking on the Author heading will sort your library alphabetically from A-Z and if you click on it again it will sort your library from Z-A. OR Click on Tools > Sort Library. You have the option to do a multiple sort on more than one field.

SEARCHING YOUR ENDNOTE LIBRARY

1. Click on Tools > Search Library. 2. The EndNote search screen will appear at the bottom of your references.

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USING GROUPS IN YOUR LIBRARY

Groups can be used to create subsets of references. These are located in the left side panel. Temporary Groups are automatically created by EndNote and include All References, Search Results, Imported References, Trash, etc. Groups are customisable. See below to set up groups.

CREATING A NEW GROUP

1. Click on Groups at the top of the screen. Select Create Group.

2. Type in a name for your group and press Enter.

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ADDING REFERENCES TO A GROUP

1. Highlight the reference(s) you want added to a group. (You can select multiple references, by holding down the control key before clicking on the next reference.) 2. Click on the Groups tab in the menu bar then click on Add References To. Select the group you wish to add the references to.

3. If you click on the group name, only those references will appear.

You can add a reference to as many groups as you wish. The All References folder contains every reference, including those not in a group. 20

SELECTING OUTPUT STYLES FOR YOUR BIBLIOGRAPHY

Output styles are used to control the appearance of references in a document. The name of the style refers to the journal or publisher that has defined the bibliographic format; e.g. Australian Veterinary Journal or Harvard Gatton. To choose an output style: 1. Click on Edit > Output Styles > Open Style Manager.

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There will be a list of referencing styles. The list also has the referencing styles required by particular journals. These are listed under the journal name. 2. Click in the boxes to the left of the styles you require.

3. Click on the X in the top right hand corner to close the Styles box and to save your selected styles. 4. Click on the down arrow of the Bibliographic Output Style box located at the top left of the screen to get a list of the output styles you have selected. Highlight the style you want to use and it will switch to that style.

If the output style you want is not listed, see the following instructions Downloading additional output styles. If you are using Australian Veterinary Journal style, see the instructions for Using Abbreviated Journal Titles. 22

DOWNLOADING ADDITIONAL OUTPUT STYLES

SETTING UP A STYLES FOLDER
IMPORTANT: READ THIS BEFORE DOWNLOADING ADDITIONAL STYLES If the output style you want does not come up in the list of styles, additional styles may be downloaded from the UQ Library website. However, you must set up a Styles folder first. 1. In EndNote, click on Edit > Preferences on the menu bar. 2. In the EndNote Preferences window, click on Folder Locations in the left side panel. Then click on the EndNote Defaults button. This shows you where the folders should be located. 3. Now go into Windows Explorer or My Computer and set up the folder locations. You need to create an EndNote folder and within this create a subfolder for Styles. Windows XP personal folder locations (in your home computer) are at: C:\Documents and Settings\My Documents\EndNote\Styles Windows Vista personal folder locations (in your home computer) are at: C:\Users \Documents\EndNote\Styles See the FAQ on folder locations page for more information: http://www.library.uq.edu.au/faqs/endnote/folder_locations.html

DOWNLOADING OUTPUT STYLES

1. 2. Go to the library home page http://www.library.uq.edu.au. Select the Referencing software link in the box at the right of the screen.

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3.

Click on the Go to UQ Library EndNote Desktop link.

4.

Select Output Styles located under Creating Bibliographies.

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5.

Find the desired style in the list. Click on the style link in third column.

6.

Save the file to the Styles folder you created.

Windows XP personal folder locations (in your home computer) are at: C:\Documents and Settings\My Documents\EndNote\Styles Windows Vista personal folder locations (in your home computer) are at: C:\Users \Documents\EndNote\Styles

If you are using Australian Veterinary Journal style, see the following instructions on Using Abbreviated Journal Titles.

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USING ABBREVIATED JOURNAL TITLES

Australian Veterinary Journal style uses abbreviations for journal titles. These abbreviations match the style used by the BIOSIS serial sources database, without full stops. If you are using Australian Veterinary Journal Style you must also download BIOSIS abbreviations.

The University of Queensland Library has produced a biosciences journals term list, which contains the titles of bioscience journals with BIOSIS abbreviations.

DOWNLOADING THE BIOSCIENCES JOURNALS TERM LIST

1. Go to the library home page http://www.library.uq.edu.au. 2. Select the Referencing software link in the box at the right of the screen.

3. Click on the Go to UQ Library EndNote Desktop link at the top of the screen.

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4. Click on Journal abbreviations (term lists) on the right side of the screen, under the heading Guides & Training.

5. Under the Biosciences heading, click on the Display link to open the Biosciences 2005 list.

6. Click on File > Save Page As. Save to a handy location; e.g. the Desktop.

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IMPORTING THE BIOSCIENCES JOURNALS TERM LIST Deleting an existing journals term list
IMPORTANT: If you have previously used EndNote and have an existing journals term list, you must delete it and then import the Biosciences journals term list. Importing the new list into an existing list will create duplicate entries. To delete existing terms in the journals term list: 1. In EndNote, click on Tools > Open Term Lists > Journals Term List. 2. Click on the first journal title to highlight it. 3. Hold down the Shift key and scroll to the end of the list. Click on the last journal title to select all titles. 4. Click on the Delete Term button to delete all terms. 5. Close the Term Lists window.

Importing a new journals term list

1. In EndNote, click on Tools > Define Term Lists. 2. Highlight Journals and click on the Import List button.

3. Navigate to the biosciences2005.txt file just downloaded and click on the Open button. This will import the list into EndNote.

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If you want to open the term list to view or edit, click on Tools > Open Term Lists > Journals Term List. The list should look something like this:

The columns contain the following data:

Full Journal: gives the full journal title. Abbreviation 1: gives the BIOSIS/Biological Abstracts abbreviations, with full stops. Abbreviation 2: gives the BIOSIS/Biological Abstracts abbreviations, without full stops. (This is the format required by Australian Veterinary Journal style.) Abbreviation 3: gives the full journal title, with an ampersand instead of and. Click on the X button to close the term list.

If you are using the uq_aust_vet_jnl output style the format of the journal title is default set to Abbreviation 2.

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INSERTING REFERENCES IN A WORD DOCUMENT

EndNote works with Word to create in-text citations and reference lists. You can add in-text citations as you are writing or after you have finished writing. Have your EndNote library and Word document open. 1. In EndNote, click on the down arrow of the Bibliographic Output Style box located at the top left of the screen and highlight the style you want to use.

2. In Word, click on the EndNote X4 tab in the top menu. Click on the drop down arrow of the Style: box and select the same output style as EndNote.

3. Switch back to EndNote. Highlight the reference you are using by clicking on it once. (You can use more than one reference in the same citation just highlight all those you need by holding the Ctrl key down as you select them.) 4. Switch back to Word. Click on the Insert Citation icon and then click on Insert Selected Citation(s).

5. Repeat these steps for each of the references you want to include.

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Each time you add a new reference, it will be included in the reference list at the end of your document.

CHANGING REFERENCING STYLE

1. You need to be in the Word document you want to change. 2. Click on the EndNote X4 tab. Click on the down arrow in the Style box. Click on the Style you want to change your bibliography to and it will automatically change in your word document.

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ADDING PAGE NUMBERS

Certain referencing styles, like Harvard Gatton, may require page numbers to be added to direct quotes. 1. To add page numbers to an in-text citation, first click on the in-text citation so a grey highlight box appears.

2. Click on the EndNote X4 tab in Word and then click on the Edit & Manage Citation(s) icon.

3. A window will appear. In the box labelled Pages, type the page the text was taken from. Click on OK.

4. The page number will now appear in the in-text citation; i.e. (Wells 2001, p. 299). Repeat these steps for adding other page numbers. You must follow these steps to add page numbers. If you just type them in, they can disappear.

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REMOVING AUTHOR INFORMATION

Certain referencing styles, like Harvard Gatton, will include an author and year in the citation. Occasionally, you may only want the year to appear in an in-text citation; e.g. Wells (2001) has found that 1. Insert your citation as normal. Click on the in-text citation so a grey highlight box appears.

2. Click on the Edit & Manage Citation(s) icon in the toolbar.

3. Click in the check box labelled Exclude author and click OK.

4. Now, only the year will appear in the in-text citation; i.e. Wells (2001) has found that 33

DELETING IN-TEXT CITATIONS

1. To successfully delete in-text citations, click on the in-text citation so a grey highlight box appears.

2. Click on the EndNote X4 tab in Word and then click on the Edit & Manage Citation(s) icon.

3. A window will appear. Make sure the citation you want to remove is highlighted. Click on the Edit Reference drop down menu and select Remove Citation.

4. The in-text citation will now be removed.

The reference will stay in the reference list if it has been cited elsewhere in the document. If it is the only instance of that reference, it will be deleted from the reference list. 34